25-26-39_Addendum_No_1_-_Janitorial_Services.pdf

Addendum No. 1

Project Name: Buildings and Grounds Janitorial Services Project No.: ITB#25-26-39 Prepared By: Ross Peterson, Project Coordinator Date: 05/15/2026

General Questions, Clarifications & Requirements:

Acknowledgement of all addenda received must be noted on the bid submittal form. Any and all addenda shall become part of the specifications and the bid package for this project. Refer to the addendum for more information.

Question Scope 1.1 Litter removal…..What type of litter is this line referencing? Trash , paper , bottles etc.

? If so, what is the radius of the building would litter be required to be removed. Ex. 25 ft from building, sidewalk etc.?

Answer All types of litter are to be included. Exterior litter is only under entrance canopies.

Question

2.1 Areas of work are to be started and completed within a week period (Monday -Friday ) Will the contractor have an option to quote on the M,W,F pricing but yet have the option to spread it over 5 days Monday – Friday ? For some staffing may be more consistent with 5 day schedule.

Answer No, work is to be completed Monday, Wednesday, and Friday.

Question If contractor have supervisor and multiple persons in the same building, how many badges are issued?

Answer Badges issued will be minimal. Discussion with the contractor awarded bid will take place before start of contract.

Question Are the badges transferred able to other persons if the holder is absent that day?

Answer Yes, but notification will be required to city staff.

Question Are you currently using a contractor? If so who is the contractor? If using a contractor is this going out to bid due to normal contract expiration or noncompliance of the current contractor?

Answer Yes. A&B Cleaning Services. Expiration.

Question If you are using a contractor what is your current annual price?

Answer Bid tab at end of Addendum

Question Can the contractor’s monthly supplies be delivered to one of the buildings for storage and distribution by the contractor’s staff?

Answer Each building will have a small storage area for supplies. More discussion can take place with contractor awarded bid prior to start of contract.

Question Are there any requirements for day porters, or just evening cleaners?

Answer All evening, Monday, Wednesday, and Friday from 5pm – 11pm.

Question Just confirming from the walkthrough that there is no requirement to steam clean or shampoo carpets in any of the facilities?

Answer Correct

Question Exhibit A states "1. All non-carpeted floors are to be machine scrubbed and appropriate wax or floor treatment applied” I. What is the frequency for scrubbing each floor type?

II. For the VCT, how many coats of wax are to be applied?

III. For LVT and Ceramic tile (which don't get waxed) what "floor treatment" does the city require?

Answer I. As needed, minimal quarterly II. 3 coats of wax III. “Soft” brush scrub with neutral cleaning solution then damp mop with clean hot water using microfiber mop as needed, minimal quarterly.

Question Can the City share the current budgeted range for janitorial services for these facilities?

Yes, bid tab at end of Addendum.

Question Can the City confirm whether the current contract is meeting performance expectations, or if there are areas of concern bidders should be aware of?

Answer No

Question Can you confirm the glass on the catwalk in the City Hall building is cleaned weekly?

Answer Yes

Question So when I submit a bid if I have a subcontractor/partner. Can I include them in the submission as far references and experience?

Answer Bid is for sole source, not for subcontractors.

Question Where are the janitorial closets/storage spaces located at each building, and what equipment/supplies are currently stored there?

Answer Can be reviewed with contractor awarded bid prior to start of contract.

Question Are there dedicated service entrances or parking areas for the cleaning crew at each location?

Answer No, parking and service entrances will be discussed with contractor awarded bid prior to start of contract.

Question How many keys/access cards will be issued per location, and what is the check-out/check-in process?

Answer Badges/keys issued will be minimal. Discussion with the contractor awarded bid will take place before start of contract

Question Which specific restrooms are included at each Public Works building (A–E)?

All restrooms.

Does the exercise equipment in Room 332 at City Hall require any special cleaning products?

Answer No

Question Are the exterior walkways at the Health Clinic covered or open-air, and what is the approximate square footage?

Answer Open, 250 square feet.

Question Are there any services, tasks, or responsibilities expected of the contractor that are not explicitly listed in the specifications?

Answer No

Question Since no chemicals can be used on VCT floors, is there a specific damp mop protocol the City expects?

Answer Best industry practice.

Question Is there an expected frequency for deep cleaning events beyond the standard daily, weekly, and monthly schedule?

Answer No

Question Are there occasions such as special events, emergency cleanups, City Council sessions, public meetings, or holidays where the City would require cleaning services outside the standard Monday, Wednesday, Friday schedule? If so, how would those services be compensated?

Answer No

Question What is the alarm/security code reset process if a crew member sets off an alarm?

Will be discussed with contractor awarded bid prior to start of contract.

Will a City representative be on-site during initial service days for orientation?

Answer Yes

Question What is the protocol if a contractor employee discovers a security issue or damage while cleaning after hours?

Answer Notify city staff.

Question Is there a preferred invoice format or submission portal?

Answer Name of business, date of service, date of invoice, invoice number, contract number.

Question What specific metrics does the City use to evaluate "satisfactory" performance?

Answer Inspection.

Question The specifications state the City provides toilet paper, paper towels, trash liners, and soap will these supplies be pre-stocked at each location, or does the contractor need to coordinate restocking requests with a City contact?

Answer Supplies will be pre-stocked.

Question Given the medical nature of the Health Clinic, are there any special cleaning products, protocols, or HIPAA-related requirements the contractor must follow beyond the standard janitorial specifications?

Answer No

Question Can you please provide a copy of the pre bid sign in sheet?

Pre-bid sing in sheet attached at end of addendum

Does the local preference form need to be submitted with the bid?

Answer No

Question Do you need to be already certified as a "local bidder" at the time of bid opening to receive the local perference?

Answer No

End of Addendum No. 1