32801-13839_-_Amendment__1__3_17_26.pdf
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- Solicitation number
- Event 32801-13839
- Issued by
- Davidson County, Tennessee
About this file
This is Amendment #1 to an Invitation to Bid issued by the Tennessee Department of Wildlife Resource Agency (TWRA) for janitorial services at its Region 2 Office located at 5105 Edmondson Pike in Nashville, Tennessee. The amendment addresses 29 vendor questions and clarifications regarding the scope of work, facility specifications, and service requirements. The contract encompasses comprehensive janitorial services for approximately 13,397 square feet, including daily tasks such as bathroom sanitation, trash removal, and floor cleaning; weekly tasks including windowsill cleaning and entrance maintenance; and monthly tasks such as spot cleaning and dusting. The contractor must provide labor for up to two employees working a maximum of five hours per day, Monday through Friday, between 8:00 AM and 4:30 PM CST, with working hours flexible and splittable among multiple staff members. The facility contains five restrooms on the upper level and two on the lower level, with flooring consisting of 30% carpet, 30% tile, 25% VCT, and 15% hardwood. Services include interior window cleaning, microwave cleaning in the kitchen and sales office, and deck cleaning, while exterior windows, patio cleaning, and refrigerator cleaning are excluded. The original solicitation period runs from March 2, 2026, through March 24, 2026, with the contract commencing on April 20, 2026, for one year with one optional renewal period.
Pricing shall be submitted on a daily rate basis for 260 business days annually, with payment only for days worked. The current contractor, Prime Cleaning Services Inc., is being paid $57.22 per day or $14,877.20 annually. Vendors who have already submitted bids may submit new bids following this amendment. Bidders must possess workers' compensation and general liability insurance with minimum coverage of $1,000,000 per occurrence and $2,000,000 aggregate, and must register with the Tennessee Department of Revenue. The state will provide certain equipment including floor scrubbing equipment and cleaning supplies, though vendors may request specific non-bleach cleaning supplies subject to approval due to allergy considerations. Quality inspections will be conducted daily by the contract owner. Award will be made to the lowest-cost responsive and responsible bidder, and all bids must be submitted through the State of Tennessee Supplier Portal with pricing offers remaining firm for 90 days. Site visits were available on March 9, 2026, and March 12, 2026, and were mandatory.
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Text version
ITB # 32801-13839 – Amendment # 1 Page 1 of 4
STATE OF TENNESSEE
DEPARTMENT OF TENNESSEE WILDLIFE RESOURCE AGENCY
INVITATION TO BID # 32801-13839
AMENDMENT #1
FOR TWRA Region 2 Office Janitorial Services
DATE: March 17, 2026
ITB # 32801-13839 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. 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 $57.22 per day or $14,877.20 per year.
3. 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 (per day) rate for work performed during the business week.
4. Is the current contractor performing the services with one cleaner for the full five hours, or with multiple cleaners splitting the hours?
There are 2 cleaners
5. What is the cleaning frequency?
Working hours shall be up to
(5) hours per day at TWRA’s Region 2 office building.
Hours can be split between multiple people so that total hours worked do not exceed
(5) hours and all work is completed.
6. Please clarify the working hours. Is it
2 people (5 hrs. each) that won't exceed (5 hr.) in a day or (10 hrs.) in
Working hours shall be up to
(5) hours per day at TWRA’s Region 2 office building.
ITB # 32801-13839 – Amendment # 1 Page 2 of 4
QUESTION / COMMENT STATE RESPONSE
a day that allocates 5hrs per person. Hours can be split between multiple people so that total hours worked do not exceed
(5) hours and all work is completed.
7. What are the earliest and latest working hours?
See Specification A.6.
8:00 AM & 4:30 PM. Prefer work is done in the morning.
8. Could you confirm the total number of restrooms located within the building?
5 restrooms up 2 restrooms down
9. Does the patio and deck need to be cleaned?
The patio does not, but the deck does.
10. Do we clean the microwaves and refrigerators?
You will clean the microwaves in the kitchen/breakroom and sales office.
You will not clean the refrigerators in the kitchen/breakroom and sales office.
11. Could you please confirm the approximate breakdown of flooring types within the facility (carpet, tile, hardwood, etc.)?
Carpet: 30% Tile: 30% Hardwood: 15%
VCT: 25%
12. What is the ratio of hardwood to carpet? See question 11
13. The kitchen/breakroom has a coffee bar. Are we responsible for stocking and taking care of it?
TWRA staff will take care of the coffee bar in the kitchen/breakroom.
14. Do you have supply closet on the lower level?
The supply closet is off the men’s restroom on the first floor.
The lower level doesn’t have a supply closet but does have supplies. You cannot fill the mop bucket downstairs.
ITB # 32801-13839 – Amendment # 1 Page 3 of 4
QUESTION / COMMENT STATE RESPONSE
15. Are there armed staff on site? Yes, we have law enforcement staff on site.
16. 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 separately.
17. What supplies and equipment does TWRA provide?
C.3, C.4., C.5.
18. Are you able to clarify what current equipment you have to scrub the floors?
C.5.
19. What supplies and/or equipment do you currently supply for the tasks for dusting and wiping?
C.4. & C.5.
20. Will we be able to request certain (non-bleach cleaning) supplies or are we just limited to whatever is ordered?
We are open to requests for specific supplies, but they will need approval before purchase due to allergies
21. Will you provide a list with scope of cleaning expectations separate from the bid?
The scope of expectations is included in the bid packet
22. Is there a current contractor, and if so, what are some improvements you would like to see from the next cleaning company?
We expect to see all specifications in the contract completed as written
23. What challenges have you seen from previous cleaning contractors?
We expect to see all specifications in the contract completed as written
24. Which areas are the highest priority for cleanliness?
All areas are of high priority for cleanliness
25. When is cleaning quality typically inspected and how often?
Daily by the contract owner, and as defined within the scope.
26. Are there security procedures or access requirements the cleaning crew should know about?
All access areas remain locked, and crews will be let into secure areas upon request
27. What would success look like to you in the first 60-90 days of the contract?
To see all areas of the specifications completed as assigned.
ITB # 32801-13839 – Amendment # 1 Page 4 of 4
QUESTION / COMMENT STATE RESPONSE
28. The approximate square footage by area/section that aligns with the scope of work (e.g., restrooms, kitchen, lobby, offices, commission room, basement hallway/entryway, stairwells, etc.), or any space-by-space breakdown you have on file.
A copy of the blueprints is available upon request
29. Are you able to provide a detail of the scope that's provided for each area i.e. Sales Office (vacuuming, dusting, trash removal)?
See Specification Section B.
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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