2026-003 Questions & Answers.pdf

CONTRACTOR’S LEGAL BUSINESS NAME: _____________________________________________

AUTHORIZED SIGNATURE: ____________________________________ DATE: ___________________

Town of North Beach “The Jewel of the Chesapeake Bay”

8916 Chesapeake Avenue P.O. Box 99

North Beach, Maryland 20714 Phone: 301.855.6681 Fax: 301.855.0113

Mike Benton, Mayor

July 7, 2026

ITB 2026-003 TOWN HALL CUSTODIAL SERVICES

QUESTIONS AND ANSWERS/CLARIFICATION NO. 1

The following are questions and answers/clarification for the above-referenced Invitation to Bid.

Acknowledge receipt of this document by executing the signature block provided on each page and include within your bid. Failure to do so may subject bidder to disqualification.

1. Could you please provide the name of the current contractor, the previous award amount, and the anticipated start date for this contract? The current contractor is Cleaning Squad Services, LLC.

The Town is not releasing the current contract value or the budget allocated for these services. Bidders should prepare and submit their pricing based on their own evaluation of the scope of work, contract requirements, and their proposed approach to providing the requested services.

The anticipated start date for this contract will be August 2026.

2. Is the Town accepting proposals that include a prime contractor utilizing a subcontractor for performance of the custodial services, provided all subcontractors are identified in the bid submission? No subcontractors are allowed for this contract.

3. For the on-call special event cleanings, how much advance notice does the Town typically anticipate providing to the contractor? The Town will provide a minimum of 72 hours notice (when applicable) for special event on call cleaning services.

4. From the Town's perspective, are there any aspects of this contract that have historically been challenging for previous contractors, or any areas of performance you would particularly like bidders to emphasize? The Town is not aware of any recurring issues or historical challenges associated with this contract. Bidders should base their proposals on the requirements outlined in the solicitation.

Council Members Allan Creamer

Michelle Crosby Gregg Dotson Mary Healey

Mickey Hummel Ken Wilcox

5. Could the Town please clarify the expected hours during which the routine bi-weekly custodial services are to be performed? If the contractor may propose a schedule, are after-hours services preferred or required? In accordance with page 4.3, Custodial Service Performance, Routine evening custodial services shall be performed one (1) day per week every other week, between the Facility’s early evening hours, approximately 3:00pm to 6:00pm through completion of daily tasks.

6. If a scheduled bi-weekly cleaning falls on a Town holiday or a day the building is closed, should that service be rescheduled to another mutually agreed-upon date, or is that visit omitted? That service shall be rescheduled to another mutually agreed upon date.

7. What are the expectations for the new janitorial services company? Are there any specific performance standards, communication expectations, or priorities that you would like the successful contractor to focus on beyond the requirements outlined in the bid documents?

The Town's expectations are that the successful Contractor will perform all services in accordance with the requirements, frequencies, and performance standards outlined in the solicitation and resulting contract.

8. The bid indicates that the bi-weekly cleaning services are to be performed between 3:00 p.m. and 6:00 p.m. Is this schedule strictly required, or would it be acceptable for the cleaning crew to remain on-site beyond 6:00 p.m. if additional time is needed to complete the required services? The Town's preferred cleaning window is between 3:00 p.m. and 6:00 p.m. to minimize disruption to normal business operations. However, the Contractor may remain on-site beyond 6:00 p.m., if necessary, to complete the required services, provided the work is performed in a manner that does not interfere with Town operations or scheduled activities. The successful Contractor shall coordinate any anticipated work outside the preferred cleaning window with the Town's designated Project Manager.

9. For the monthly services outlined in the scope of work, are these expected to be completed during a separate monthly visit, or may they be performed during the second bi-weekly service of the month, provided all required tasks are completed? The monthly services may be performed during one of the Contractor's regularly scheduled bi-weekly service visits, provided all required monthly tasks are completed at the required frequency and all bi-weekly services are performed in accordance with the contract requirements. A separate monthly visit is not required unless otherwise directed by the Town.

10. Are you satisfied with the cleaning products and chemicals currently being used, or is there an interest in transitioning to more environmentally friendly or eco-friendly cleaning products? The Town does not have a preference for a specific brand of cleaning products or chemicals, provided they are effective for their intended use and comply with all requirements of the solicitation and applicable federal, state, and local laws and regulations.

The successful Contractor shall provide cleaning products that are appropriate for the surfaces being cleaned, safe for use in occupied municipal facilities, and used in accordance with the manufacturer's recommendations. The use of environmentally preferable or eco-friendly products is encouraged where they provide comparable cleaning performance and are compatible with the Town's facilities and finishes.

11. Would you be able to share the current contract value or the budget allocated for these services? The Town is not releasing the current contract value or the budget allocated for these services. Bidders should prepare and submit their pricing based on their own evaluation of the scope of work, contract requirements, and their proposed approach to providing the requested services.