30-26376-EIPD Janitorial Services - Smithfield - Addendum 1.pdf

Office of Procurement, Contracts and Grants

Solicitation Addendum

Solicitation Number: 30-26376-EIPD

Solicitation Description: Janitorial Services - Smithfield

Solicitation Opening Date and Time: August 19, 2026, at 2:00 PM ET

Addendum Number: 1

Addendum Date: August 10, 2026

Purchasing Agent: Amanda Kerstetter

1. RETURN ONE PROPERLY EXECUTED COPY OF THIS ADDENDUM WITH BID RESPONSE OR PRIOR TO

THE BID OPENING DATE/TIME LISTED ABOVE.

2. THE SOLICITATION IS HEREBY MODIFIED AS FOLLOWS:

M1. SECTION 1.1 CONTRACT TERM, Page 5 The Contract shall have an initial term of one (1) year, beginning on the date of final Contract execution, or November 01, 2026, (the “Effective Date”) whichever is later.

M2. SECTION 2.4 IFB SCHEDULE, Page 6 Bid opening date changed to August 19, 2026, at 2:00 PM ET

3. FOLLOWING ARE QUESTIONS RECEIVED FOR THE SOLICITATION AND THE STATE’S RESPONSE TO

THE QUESTIONS.

Q

DOCUMENT

SECTION

VENDOR QUESTION RESPONSE

1 Section 3.1 Method of Award, If a vendor is a newly established business with limited company past performance, will the State consider the experience and qualifications of the proposed personnel and subcontractor(s) as part of the evaluation?

As stated in Section 3.1 “All responsive bids will be reviewed, and an award will be based on the responsive bid(s) offering the lowest price that meets the specifications provided herein,”

2 Section 3.1 Method of Award, Since "past performance" is the first award criterion, but no scoring rubric or reference-submission format is specified, how will past performance be documented and evaluated?

As stated in Section 3.1 “All responsive bids will be reviewed, and an award will be based on the responsive bid(s) offering the lowest price that meets the specifications provided herein,”

3 Section 3.1 Method of Award, Is the incumbent eligible to rebid under this

IFB?

Yes

4 Section 4.2 Vendor Questionnaire, For "years providing janitorial services of similar size and scope," is the State evaluating the company's years in business, or is experience of key personnel/subcontractors acceptable for a newer small business?

With respect to evaluation, please note Section 3.1, as it states: “All responsive bids will be reviewed, and an award will be based on the responsive bid(s) offering the lowest price that meets the specifications provided herein,”

NC DEPARTMENT OF HEALTH AND HUMAN SERVICES

Addendum Number: 1

5 Section 4.7 Lobbying Activity Certification for Federal Grants, Does this state IFB actually require the federal OMB Standard Form LLL, or does that apply only if federal grant funds are involved?

This form is completed by the vendor if there is a need to disclose information about lobbying activities.

6 Section 4.8 Subcontractors, What is the process for obtaining approval or prior written consent for my subcontractor?

As stated in Section 4.8 “In the event that a Vendor desires to subcontract some part of the work specified herein, the Vendor shall furnish with their bid the names, qualifications, and experience of their proposed subcontractors.”

7 Section 4.8 Subcontractors, Where in the bid submission should the subcontractor's information or documentation be provided?

Section 5.5 in Ariba allows for additional documentation to be uploaded.

8 Section 4.8 Subcontractors, Is there a specific form that must be completed for subcontractors, or is the subcontractor's name, qualifications, and experience sufficient?

As stated in Section 4.8 “In the event that a Vendor desires to subcontract some part of the work specified herein, the Vendor shall furnish with their bid the names, qualifications, and experience of their proposed subcontractors.”

9 Section 4.8 Subcontractors, What documentation must be submitted with the bid (vs. after award) for a proposed subcontractor's qualifications, experience, and licensing?

As stated in Section 4.8 “In the event that a Vendor desires to subcontract some part of the work specified herein, the Vendor shall furnish with their bid the names, qualifications, and experience of their proposed subcontractors.”

10 Section 5.1 General Specifications, Pages 13-14

Could you please confirm the total square footage of the restrooms included in the scope of work?

Please see Section 5.3 Floor Plan

11 Section 5.1 General Specifications, Pages 13-14

Can the State confirm the approximate daily foot traffic (+/- number of staff/ visitors) beyond the average listed, to help vendors properly scope supply usage and service timing?

Please see Section 5.1 for known average of staff/visitors

12 Section 5.1 General Specifications, Pages 13-14

Can the State confirm the size/location of the storage area provided, and whether it accommodates cleaning equipment and chemicals in addition to paper supplies, or paper products only as currently stated?

Please see Section 5.3 Floor Plan for the size and location. Per Section 5.1, a storage area will be provided for paper supplies only.

13 Section 5.1 General Specifications, Pages 13-14

Will we clean 3 or 5 days a week? Please see Section 5.1 for the service days.

14 Section 5.4.2 Supplies, Page 17

Are there any restrictions on cleaning product scent, or on the use of ammonia or bleach-based products, beyond what's already stated (bleach and pine-oil products are prohibited per 5.4.2)?

Please see Section 5.4.2 and the link indicated in Section 5.1.

15 Section 5.4.2 Supplies, Page 17

Does the Division have a specific or preferred brand for hand soap and toilet paper, particularly given the "not generic" requirement for hand soap?

Desired, but not required:

Soap in individual bottles – Soft Soap Antibacterial 11.25 oz., White Tea or Berry Scent.

NC DEPARTMENT OF HEALTH AND HUMAN SERVICES

Addendum Number: 1

16 Section 5.4.2 Supplies, Page 17

Can the State provide the model numbers or brand of the existing soap and paper towel dispensers, so vendors can ensure compatibility as required under "Vendor shall supply products for existing dispensers"?

Bobrick is the name of the paper towel dispenser. Standard tri-fold paper towels are the desired type.

17 Section 5.4.2 Supplies, Page 17

Is there an approved/preferred brand list for antibacterial soap, or is any EPA-listed disinfectant-compliant commercial product acceptable?

Please see the link indicated in Section 5.1

18 Attachment A:

Pricing, Page 22

Is the previously awarded or currently budgeted annual value for this requirement available for vendor reference?

For open public records, please email public.records@dhhs.nc.gov

19 Attachment A:

Pricing, Page 22

Does the "12 Month" line item (qty 1) represent one annual firm-fixed price for all daily/weekly/monthly tasks, or is a monthly breakdown required elsewhere in the Ariba workbook?

One annual firm-fixed price for all Janitorial Services, cleaning supplies, and products as described in Section 5.0 Tasks for all Daily, Weekly and Monthly Tasks

20 Section 4.2 Vendor Questionnaire, Page 11;

Attachment A:

Pricing, Page 22

Are we allowed to bill for special/extra one-time services, or should it be included in the bid and highlighted?

Any known annual and bi-annual needs are indicated in Attachment A: Pricing and pricing should be entered there.

Section 4.2 has space for emergency service pricing.

21 N/A What is the current contract value for this service annually?

22 N/A Can the State disclose the vendor and awarded price from the most recent contract for this requirement (or a substantially similar janitorial contract at this location)?

23 N/A Do you have an alarm code that will be provided?

All access requirements will be established and provided upon award.

Failure to acknowledge receipt of this addendum may result in rejection of the response.

Check ONE of the following options:

☐ Bid has not been submitted. Any changes resulting from this addendum are included in our bid response.

☐ Bid has been submitted. No changes resulted from this addendum.

☐ Bid has been submitted. Changes resulting from this addendum are as follows:

Execute Addendum:

Offeror:

Authorized Signature:

Name and Title (Typed):

Date:

mailto:public.records@dhhs.nc.gov