32801-13812_-_Amendment__1.pdf
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- Attached to
- TWRA HQ Janitorial Services - UPDATED
- Solicitation number
- Event 32801-13812
- Issued by
- Davidson County, Tennessee
About this file
This is Amendment #1 to an Invitation to Bid (ITB) issued by the Tennessee Department of Tennessee Wildlife Resource Agency for janitorial services at its Headquarters facility. The amendment addresses 21 vendor questions and clarifies specifications and terms & conditions for the contract covering approximately 52,000 square feet of facility maintenance work performed Monday through Friday over 260 business days annually at the 5107 Edmondson Pike location in Nashville, Tennessee. Required services encompass daily garbage removal, bathroom sanitization, dusting, vacuuming, sweeping, and mopping; weekly windowsill cleaning and entrance area maintenance; monthly floor buffing on the 1st floor (approximately 364 feet) and 2nd floor (approximately 277 feet); and unspecified annual deep carpet cleaning. Work shall be performed by up to two individuals for a maximum of seven hours daily per person (14 total hours), with site visits scheduled for January 26-27, 2026, written questions due by February 2, 2026, at 1:00 PM (CST), and bids due February 9, 2026, at 2:00 PM (CST). The contract term is 12 months with one optional 12-month renewal period, with a service start date of February 14, 2026.
Compensation shall be based on a daily rate for work performed during the business week, with the current contractor (Prime Cleaning Services Inc.) receiving $114.45 per day. TWRA will provide all cleaning supplies, equipment, materials, and gloves, with the contractor responsible for labor costs only. The facility comprises approximately 70 percent carpet and 30 percent hard flooring, includes six restrooms (two per floor), and houses 115 employees. Interior window cleaning is included; exterior windows will be handled separately. Additional clarifications address that two offices on the 2nd floor require no service, only chairs require moving during cleaning, two smoking outposts exist, and the contractor is responsible for emptying plastic and can recycling bins. No annual carpet cleaning invoice separation is required, floor stripping/waxing is excluded, and supply notifications should occur when inventory reaches 4-5 boxes. Bidders must provide unit pricing per day and indicate minimum bid validity of thirty days.
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Text version
ITB # 32801-13812 – Amendment # 1 Page 1 of 3
STATE OF TENNESSEE
DEPARTMENT OF TENNESSEE WILDLIFE RESOURCE AGENCY
INVITATION TO BID # 32801-13812
AMENDMENT #1
FOR TWRA HQ Janitorial Services
DATE: February 17, 2024
ITB # 32801-13812 IS AMENDED AS FOLLOWS:
1. State responses to questions and comments below amend and clarify this ITB.
Any restatement of ITB text in the Question/Comments shall NOT be construed as a change in the actual wording of the ITB document.
PAGE
QUESTION / COMMENT STATE RESPONSE
1. Due to Specifications and Terms & Conditions updates. Vendors who have already submitted a bid can submit a new one.
2. Can you disclose who the current contractor is and price being paid?
Prime Cleaning Services Inc at $114.45 per day.
3. How many employees work out of the building?
115 people
1. Do I need to put a total bid price for the whole 260 days under (your unit bid price) per day or per hour?
See Specification Section A.1.2 - Bids shall be based on a daily rate for work performed during the business week.
2. Terms & Conditions Update. See Term 1.4.
3. Specification A.10 & A.11 is updated.
See updated dates in the specifications.
4. Do you have square footage of the facility to be serviced?
Approximately 52,000 square feet
5. What is the cleaning frequency?
Working hours shall be for two
(2) people up to seven (7) hours per day each at TWRA’s headquarters building. Hours can be split between multiple people so that total hours worked do not exceed (14)
ITB # 32801-13812 – Amendment # 1 Page 2 of 3
QUESTION / COMMENT STATE RESPONSE
hours and all work is completed.
6. Will there be a site visit? See Specification A.10.
7. Do we need to Invoice separately for the Annual Carpet Cleaning, or do we include in the Monthly Invoicing?
This was removed from the Specifications.
8. Is there any Floor Stripping/Waxing that needs to be done? This is not part of the contract.
9. Clarification for the Working Hours - Is that 7 hours per person or is it 7 hours total for 2 people 3.5 hours per person
This is seven (7) hours per person for a total of fourteen
(14) hours.
10. Are the interior or exterior windows part of the contract?
Interior window cleaning is part of the contract. Exterior windows are not part of this contract and will be handled as a separate bid at a later time.
11. Can you confirm the total number of restrooms? Six (6) - 2 on each floor
12. Can you confirm the approximate breakdown of carpet vs. hard flooring?
Approximately 70% Carpet & 30% Hard Flooring
13. Can you confirm that TWRA provides all expendable supplies (paper goods, liners, soap) as well as all cleaning chemicals and equipment?
See Specifications C.3, C.4, & C.5.
14. What is the process for notifying you when supplies run low?
When the volume is down to 4 or 5 boxes, email the Facility Manager that it is time to order.
15. Can you confirm the official service calendar, including state holidays, under the 260-business day schedule?
Please see Specifications A.3., A.4, A.5. See also the following website for the official State of TN holiday schedule when the building will be closed.
https://www.tn.gov/about-tn/state-holidays.html
16. Are there any special access areas, restricted zones, or chemical limitations we should be aware of?
See Specification B.1.f. Also, there are 2 offices on the 2nd floor that will be locked and do not require service.
https://www.tn.gov/about-tn/state-holidays.html https://www.tn.gov/about-tn/state-holidays.html
ITB # 32801-13812 – Amendment # 1 Page 3 of 3
QUESTION / COMMENT STATE RESPONSE
17. Are we responsible for any of the recycling bins?
TWRA Maintenance is responsible for the large paper bins. The Contractor shall be responsible for the plastic and can recycling bins. The Contractor shall empty and place the plastic and cans filled bags on the loading dock next to the cardboard recycling.
18. Are we responsible for moving any furniture during cleaning?
Only chairs to clean under desks and tables.
19. What are the measurements of the floor to be buffed?
Ground floor is NOT buffed.
1st floor is approximately 364 feet.
2nd floor is approximately 277 feet.
20. Will gloves be supplied as well as part of the supplies provided? Yes, gloves will be supplied.
21. How many smoker's outposts are there and are they located in one area?
There are two smoke outposts: one located at main entrance (south side of building) and one by the loading dock (north side of building).
2. ITB Amendment Effective Date. The revisions set forth herein shall be effective upon release.
All other terms and conditions of this ITB not expressly amended herein shall remain in full force and effect.
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