45-RQ300439R-Janitorial Services-Fayetteville Service Center Addendum 1.pdf

North Carolina Solicitation Addendum Version Date: 11/2021

Page | 1

SOLCITATION ADDENDUM

FAILURE TO RETURN THIS ADDENDUM MAY SUBJECT YOUR RESPONSE TO

REJECTION.

1. The following are questions received about the Solicitation and the State’s response to those questions:

Question # Document Section

Vendor Question State’s Response

1 Section 2.5 Do I need to attach my solicitation document prior to the site visit this morning at 10am?

It is not necessary to attach the solicitation to attend the site visit.

2 Section 5.5 Can NCDOR confirm whether all 9,521 square feet of carpeting must receive annual extraction, including offices, cubicles, and conference rooms? Will the contractor be required to move furniture, or should extraction be performed around existing furniture and workstations?

Section 5.5: Annual carpet cleaning must include high-traffic areas such as hallways, shared spaces, and conference rooms. The contractor is not required to move furniture.

This would include spot cleaning in offices if needed or requested.

3 Section 5.3 Does NCDOR have historical monthly or annual consumption quantities for toilet tissue, paper towels, hand soap, toilet seat covers, trash liners, and restroom deodorizers?

NCDOR does not have historical data on the consumption of supplies; however, the office supports 40 employees on-site.

4 Section 5.2.2 Can annual carpet extraction, floor restoration, window washing, and other major maintenance services be completed after normal business hours or on weekends?

Are there restrictions on access, scheduling or security escort requirements?

Section 5.2.2: Major Maintenance Services can be performed during hours described and in coordination with the on-site office staff.

Issuing Agency: Department of Revenue

Solicitation Number: 45-RQ300439R

Solicitation Description: Janitorial Services – Fayetteville Service Center

Solicitation Opening Date and Time:

November 2, 2026 @2:00PM

Addendum Number: 1

Addendum Date: 10/22/26

Purchasing Agent: Cynthia Leonard, Procurement Specialist

SOLICITATION NUMBER: Error! Reference source not found.45-RQ300439R ADDENDUM NUMBER: Error! Reference source not found.1

North Carolina Solicitation Addendum

Page | 2

Vendor Question State’s Response

5 Section 5.5 Section 5.5 specifies that general cleaning services must occur between 8:00 AM and 5:00 PM.

Can the contractor establish a consistent cleaning schedule within those hours, such as 10:00 AM–3:00 PM, or is coverage required during specific portions of the workday?

Section 5.5: The Vendor can establish a consistent schedule within those hours listed in coordination with the on-site staff provided all required tasks are completed daily.

6 Section 5.6 Section 5.6 identifies approximately 55 windows and 46 doors with sidelights. Can NCDOR confirm whether the annual cleaning requirement includes all interior glass sidelights throughout the facility, as well as the exterior-facing building windows? Please clarify which surfaces require interior-only versus inside-and-outside cleaning.

Attachment A: Line Item 6 - Annual Service: Window Washing (Interior), Glass Doors and Glass Sidelights (Inside/Outside) (1x per yr)

The exterior cleaning of the building windows is not included in this service.

7 Section 5.2.2 For the semiannual cleaning requirement, is dusting or wiping the installed blinds acceptable, or must blinds be removed and washed?

Section 5.2.2: Semi-Annual Maintenance Services shall include dust clean windowsills and blinds, It is not necessary to remove and wash the blinds.

8 Sections 5.0, 5.2.1, 5.5 and 5.6

Does the janitorial contract cover only the 10,307 - square foot tenant area in Suite 300, or does it include other floors, suites or common areas?

Section 5.6: The IFB is for the square footage included in Suite 300 and described in the Service Location Building Information.

9 Section 5.2.2 and Attachment A, Item 6

Does window cleaning include the exterior of the building's windows, or is it limited to interior windows?

Does the inside/outside requirement apply to the glass doors and sidelights only?

Section 5.5: Semi-Annual Maintenance Services, Major Maintenance Services, and spot cleaning refer to interior glass (including office space and building windows) and window washing (interior).

Attachment A: Line Item 6 - Annual Service: Window Washing (Interior), Glass Doors and Glass Sidelights (Inside/Outside) (1x per yr)

The exterior cleaning of the building windows is not included in this service.

10 Sections

5.3.11 and 5.1.10

Is the contractor responsible for replacing missing or broken soap, deodorizer, and toilet seat cover dispensers regardless of who caused the damage, or only when the contractor or its employees are responsible?

Section 5.3.11: Vendor shall replace, at no cost to the State, any hand soap, deodorizer, or toilet seat cover dispensers that are missing or broken for the duration of this contract.

The Vendor will be responsible for the replacement of these items.

North Carolina Solicitation Addendum

Page | 3

Vendor Question State’s Response

11 Attachment A:

Pricing Form

What is the current amount being paid for the existing janitorial services contract at the Fayetteville Service Center?

Please email publicrecords@ncdor.gov for open records requests.

12 Section 4.3 As a newly established cleaning company, we may not have three commercial contract references.

Will this disqualify us from consideration, or can we provide alternative documentation demonstrating our management experience, operational capabilities, and ability to fulfil the scope of work? Such as SOP's resume's etc?

Section 4.3: The IFB requires three

(3) references with services of similar size and scope. The submitted references will be used as part of the evaluation. Additional documentation is not requested.

13 Section 4.4.1: Will the state of North Carolina cover the associated costs, or will the awarded contractor be responsible for those expenses?

Section 4.4.1: The State will perform these background checks at its own expense.

14 Ref. Section

1.0 / Section 2.4

Please provide the incumbent contract number and the current annual contract value for janitorial services at the Fayetteville Service Center.

Please email publicrecords@ncdor.gov for open records requests.

15 Ref. Section

5.5 (Schedule of Performance):

Does NCDOR expect a Vendor staff member to be on-site continuously from 8:00 AM to 5:00 PM, Monday through Friday? Or is any schedule within those hours acceptable, provided all required tasks are completed daily?

Section 5.5: The Vendor can establish a consistent schedule within those hours listed in coordination with the on-site staff provided all required tasks are completed daily.

16 Ref.

Attachment G (Onboarding Requirements)

Will janitorial personnel be classified as "Physical Access – Non-Escorted (Badge Access)?

Attachment G: Personnel will be classified as “Physical Access-Non- Escorted (Badge Access)” after satisfying the requirements in Table 1.

17 Ref. Section 2.8, Section 3.4, Section 4.2, and Section 5.1.4:

Section 4.2

Section 4.2 refers to the Certification of Financial Condition as Attachment G, while Section

7.0 lists it as Attachment F.

Section 3.4 refers to the Location of Workers form as Attachment F, while Section 7.0 lists it as Attachment E. Section 5.1.4 references an "Attachment H," which is not included. Please confirm the correct attachment designations and whether an Attachment H exists.

Section 7.0

1. Attachment A: Pricing Form

2. Attachment B: Instructions to Vendors

3. Attachment C: North

Carolina General Terms &

Conditions

4. Attachment D: Customer

Reference Template

5. Attachment E: Location of

Workers Utilized by Vendor

6. Attachment F: Certification of Financial Condition

7. Attachment G: Onboarding

Requirements for

Contractors

Attachment H does not exist.

North Carolina Solicitation Addendum

Page | 4

Vendor Question State’s Response

18 Ref.

Attachment A (Pricing Form), Item 1

Should "Number of Vendor Staff" reflect daily on-site staff only, or total staff assigned to the contract, including periodic and major maintenance crews?

Attachment A Line Item 1 refers to the daily on-site staff.

19 Ref. Section 5.3.2:

This section prohibits bleach of any type but permits powdered cleanser containing bleach.

Please confirm that bleach-containing powdered cleansers (e.g., Ajax or Comet) are the only bleach products permitted.

Section 5.3.2: Bleach of any type or any pine oil type products are not to be used with the exception of powdered cleanser with bleach.

Check ONLY ONE of the following options and return one properly executed copy of this Addendum prior to the Solicitation opening time and date.

☐ A response was submitted prior to this Addendum. An updated response has been submitted to address the changes resulting from this Addendum.

☐ A response was submitted prior to this Addendum. NO CHANGES have resulted from this Addendum.

☐ A response was not submitted prior to this Addendum. ANY CHANGES resulting from this Addendum are included in our response.

ALL OTHER TERMS AND CONDITIONS REMAIN THE SAME

Authorized Signature Date

Printed Name Title