Addendum #1 Custodial VHS Garages.pdf

September 18, 2026

ADDENDUM NO. 01 TO ALL OFFERORS:

REFERENCE:

DATE ISSUED:

PROJECT:

RFP #27-ODU-02-MRP

September 18, 2026

Custodial Services VHS Parking Lots and Garages

FOR DELIVERY TO: Old Dominion University (the “University”) Department of Procurement Services 4401 Powhatan Ave., Room 111 Norfolk, VA 23529-0308

RFP CLOSING DATE: 11:00 AM, September 25, 2026 (Proposals Time Stamped 11:01 A.M. or later will be returned unopened)

General:

1. Please find attached to this Addendum #1:

a. Questions/Responses Custodial Services VHS Parking Lots and Garages

All other details and information shall remain the same.

NOTE: A signed acknowledgement of this addendum must be received at the location indicated on the RFP prior to the proposal closing date and hour and must be included with your proposal. Signature on this addendum does not substitute for your signature on the original proposal document. The original proposal document must be signed.

Sincerely, Michael Park, Procurement Officer, Procurement Services

Name of Offeror/Firm

Authorized Signature/Title Date

RFP #27-ODU-02-MRP – Custodial Services VHS Parking Lots and Garages Questions

Question: The RFP requests that Offerors demonstrate the ability to provide services at a minimum of ten (10) higher-education, medical-education, and/or comparable organizations within the past five years.

May an Offeror satisfy or supplement this experience criterion through the documented experience of proposed key personnel, including a Contract Manager or other management personnel who have performed or managed comparable custodial/EVS operations for qualifying organizations while employed by another company?

If so, may organizations where the proposed key personnel directly managed or performed the applicable services be identified as references?

Response: Yes, to both questions.

Question: Regarding the requirement that the Contract Manager possess five (5) years of medical-care or medical-education EVS experience, must this experience specifically involve interior healthcare environmental services, or may comparable custodial management experience at a medical or academic campus, including garages and ancillary facilities, satisfy this requirement?

Response: Comparable custodial management experience at a medical or academic campus, including garages and ancillary facilities will satisfy this requirement.

Question: Can the University provide the current or historical staffing level for these services, including the approximate number of full-time and part-time custodial employees, supervisors, and management personnel assigned to the contract?

Response: (1) Contract Manager, (1) Assistant Contract Manager, (2) Full Time staff, (7) Part Time staff, which are scheduled as follows Monday through Friday, (3) people are scheduled from 8AM to noon, (2) from noon to 4PM, and (2) from 4PM to 8PM. On Saturday and Sunday, (1) person is scheduled from 11AM to 2PM and (1) from 2PM to 5PM. This represents approximately 152 staff hours per week.

Question: If available, can the University provide the approximate number of direct labor hours currently or historically utilized per week or month to perform the required services?

Response: 152 hours a week.

Question: Can the University provide the anticipated or current normal working hours for day and night custodial operations, including any minimum staffing or coverage expectations by shift?

Response: ODU/VHS preference is to have most personnel available to assist during normal business hours 7AM-6PM. Overnight work is acceptable if required.

Question: Is the dedicated Contract Manager required to be physically on-site for a specified number of hours per day or week, or may the Contract Manager oversee operations across the VHS campus while remaining dedicated solely to this contract?

Response: Provided we have a supervisor available, and a clear chain of command, and the ability to contact them, they do not have to be onsite.

Question: Will any University-owned equipment, storage space, charging locations, water connections, or other operational resources be available for contractor use, or should Offerors assume that all required equipment and resources, including sweepers and pressure-washing equipment, must be furnished by the Contractor?

Response: The University doesn’t own any equipment. Storage space is available to the contractor. Water and power are also available to the contractor.

Question: Please confirm whether the Contractor should include the stated employee parking costs in its pricing for all personnel assigned to the contract, including custodial employees, supervisors, and management personnel. Are any contractor parking permits or designated contractor parking spaces provided without charge?

Response: RFP states to include all parking costs into the proposal for each employee.

Question: During monthly power sweeping, pressure washing, annual garage rinsing, or similar largescale services, will sections of the affected garages be closed or otherwise restricted to vehicle traffic to facilitate cleaning, or will the Contractor be expected to perform these services while the garages remain fully operational?

Response: Areas cannot be closed during normal business hours. Closing areas after 8pm can be discussed on an as needed basis. After midnight areas can be closed with approval from parking staff, and ADA requirements are still met.

Question: Could you please confirm the total number of public and private restrooms included in the scope of work and their combined square footage?

Response: 4, Support spaces do not exceed 1500 SF per space. They are a very minimal footprint.

Question: Exhibit C identifies a total service area of 1,630,126 GSF. Could you please confirm whether this total includes all restrooms, offices, parking booths, break rooms, kitchens, common areas, and other support spaces covered under the contract?

Response: This is parking area only. Support spaces do not exceed 1500 SF per space.

They are a very minimal footprint.

Question: Attachment C - If no past SWAM history exists, should this page remain blank but included in the package, marked not applicable (N/A) but included in the package or not included at all?

Response: Please include Attachment C and mark it not applicable (N/A) if no past SWAM history exists.

Question: Attachment D - If there are no plans to contract with SWAM identified businesses, should this page remain blank but included in the package, marked not applicable (N/A) but included in the package or not included at all?

Response: Please include Attachment D and mark it not applicable (N/A) if there are no plans to contract with SWAM identified businesses.

Question: Statement of Needs; N; Contract Manager - Are the qualifications for the Contract and Assistant Contract Managers combined or are they singular? 1, 2 and 3 or 1 or 2 or 3?

Response: The qualifications of the Contract Manager and Assistant Contract Manager are singular.

Question: Statement of Needs; L; Equipment and Supplies / Materials - Can we use the Tennant Model #S30 (propane) powered sweeper? Also, will our Dewalt 3500psi hot water pressure washer be comparable?

Response: These would be acceptable. Prior to selection of the sweeper, I would get measurements to ensure that its width will navigate the parking lanes and that the ground clearance (might be an issue) allows the vehicle to navigate the change in grade and elevation to get the vehicle up a ramp. You don’t want it bottoming out.

Question: Do you have an overall monthly record of the amount of toilet tissue, paper towel and toilet seat covers that were used?

Response: Attached is a table showing supplies ordered from February 2025 to January 2026.

Supply Ordered February 2025– January 2026

Average per month

Jumbo roll toilet paper 17 Cases of 6 rolls 8.5 Rolls

Hardwound paper towels 17 Cases of 6 rolls 8.5 Rolls

Kitchen/professional paper towels

18 Cases of 30 rolls 45 Rolls

50–56 Gallon trash bags 39 Boxes of 200 bags 650 Bags

12–16 Gallon trash bags 11 Boxes of 1,000 bags Approximately 917 bags

Aerosol air refills 6 Cases 0.5 Case

Paper towel dispensers 8 Individual dispensers —

D Batteries 1 Pack of 12 1 Battery

C Batteries 1 Pack of 12 1 Battery

Question: Who is the incumbent, are they a SWAM company?

Response: The incumbent is Vanguard Cleaning Systems of Hampton Roads. At the time of award of the current contract, they were SWAM certified (Small, Minority Owned).

Question: RFP Page 18 A(1) - Is pricing information to be submitted with a flash drive copy?

Response: The electronic response (via the flash drive) must include the original proposal with fee and pricing as well as a copy without the fee and pricing information.

Question: Is this a day and night shift operation?

Response: The garages, and lots are a 24/7 operation. The contract is both day and night and there could be 3rd shift if you feel that would add a level of efficiency, and cost savings to you.

Question: Please provide instructions on how to complete the EXHIBIT D_ Cleaning Schedule in the RFP documents.

Response: Exhibit D is the required cleaning schedule. No additional input is required. It is there to aid prospective contractors in developing their proposal.

Question: Subcontractor/Franchise Clarification:

For the purposes of this RFP, how does EVMS classify an independently owned and operated franchise business delivering services under a franchise business model?

Specifically, would such an entity be considered a subcontractor subject to the provision requiring express written consent from VA Health Services?

Response: An Independently owned franchise would not be classified as a subcontractor under this proposal. The Certificate of Insurance, however, must state the name of the independently owned business doing business under the franchise name.

Question: Background Checks Compliance Clarification:

Regarding Exhibit A, Page 2, Section J (Background Checks), the current text appears to state that providing these checks is illegal. Could EVMS please clarify or amend this requirement to ensure compliance with applicable privacy and employment laws while meeting the necessary vetting standards?

Response: Old Dominion University requires only the following information concerning background checks to be submitted to the Contract Administrator:

• List of all potential employees by name

• Dates that the satisfactory background check was completed for each employee

• A signed memorandum certifying that the information provided was accurate, factual and complies with University Policy 6021.

Question: Crime Insurance Substitution:

Would a crime insurance policy in the amount of $1,000,000 be accepted by EVMS as an equivalent substitution in lieu of the specified $50,000 bond requirement?

Response: Yes

Question: Fuel Definition and Scope:

Could EVMS please provide a formal definition of 'fuel' as intended within the scope of this solicitation, specifically clarifying whether the requirement applies to gasoline, diesel, propane, or a combination thereof?

Response: Gas and propane or a combination thereof.

Question: Can ODU provide the site maps, garage floor plans, parking-lot layouts, photographs, presentation materials, attendee questions and answers, or other documents distributed or reviewed during the August 26 pre-proposal conference and site walk?

Response: All the material presented at the pre-proposal conference can be supplied on request. Please e-mail mrpark@odu.edu for a copy.

Question: Would ODU permit an additional site visit before proposals are due? If so, whom should offerors contact to arrange access?

Response: Another site visit can be arranged please e-mail mrpark@odu.edu or call (757) 683-6218 to schedule.

Question: Please confirm whether all figures in the “GSF” column of Exhibit C represent gross square footage. The figures for Lots 6, 19, 7, 20, and 4E—ranging from 400 to 1,200— appear as though they may represent parking-space counts or another unit rather than square footage.

Response: It is SF not spaces. Lot 7 has only 19 spaces, and Lot 20 has 65 spaces. Surface lots do not require the same level of service as the garages do. While the area needs to be clean and free from debris the outside nature of these spaces helps keep the equipment cleaner, and trash pickup is the main challenge in these areas. While garages tend to catch dirt and debris.

Question: Please provide the correct square footage or applicable measurement for each surface lot and confirm whether the stated garage GSF represents total garage floor area across all levels.

Response: The GSF is surface area only and is a pretty close representation of the cleaning area, but if you would like to visit the location another tour can be arranged.

Question: Can ODU provide a material or surface breakdown by location, including approximate square footage of:

- Carpet

- VCT or other resilient tile

- Ceramic tile and grout

- Sealed or unsealed concrete

- Painted or coated garage floors mailto:mrpark@odu.edu mailto:mrpark@odu.edu

- Exterior concrete and walkways

- Glass and windows

- Green or landscaped areas

Response: ODU/VHS can offer a tour as a visual opportunity to see the sizes of the locations in question.

Question: Please provide an inventory by facility of the restrooms, restroom fixtures, elevators, elevator lobbies, stair towers, parking booths, offices, breakrooms, kitchenettes, common areas, interior and exterior trash receptacles, recycling receptacles, and dispensers included in the contract.

Response: Basic bathrooms, toilet, sink and mirror. There are 4 bathrooms, 1 tiny kitchenette, 4 parking booths, 4 medium-sized offices (carpeted). There are roughly 4 trashcans per floor (30 combined floors) so 120, no recycling, 7 stair towers, there are 36 lobby areas, and two halls all tile.

Question: Please confirm whether the entire listed GSF is considered cleanable area or whether certain portions of the garages and lots are excluded.

Response: The GSF is surface square footage and yes, all surface areas need to be maintained.

Question: What are the required daily service hours or acceptable cleaning windows for the weekday and seven-day locations?

Response: There are no required hours. ODU/VHS would like to see staff on-site during normal business hours 7AM-6PM, Overnight work is acceptable if required.

Question: For tasks listed as “2X Daily,” are there required completion times, such as morning and afternoon/evening service?

Response: Correct but morning could be 1 or 2AM. We are looking for a fresh clean start in the morning, then a refresh in the afternoon. We can’t have full trashcans at 7:30AM when employees and patients come in for work and appointments.

Question: Is weekend and holiday service required at the same staffing level and task frequency as regular weekday service?

Response: The hospital has a 24/7 operation. Holidays for the garages and lots would follow the same service frequency as weekend work. Weekend service frequency is outlined in Exhibit C of the Request for Proposal.

Question: Section IV.L states that monthly sweeping and pressure washing are required at all garages and surface lots. Exhibit D lists monthly power sweeping, yearly rinsing of the entire interior parking deck, and monthly pressure washing of elevator lobbies and stairwells. Please confirm:

a. Whether the entirety of every garage and surface lot must be pressure washed monthly?

The expectation is how it is listed in Exhibit D. Schedule will be determined based on university need and operational availability.

b. Which specific areas require monthly pressure washing? The expectation is how it is listed in Exhibit D. Schedule will be determined based on university need and operational availability.

c. Which areas only require yearly rinsing? The expectation would be removal of sand/ debris and stain removal in parking lots. Rinsing of the entire interior of the parking garages is required.

d. Whether monthly power sweeping applies to every level and area of all garages and surface lots? It applies to all levels and areas of garages and surface lots. Schedule will be determined based on university need and operational availability.

Response: See Above

Question: For services described as “minimum, and subject to more often if needed,” what conditions or performance standards trigger additional service, and must those additional occurrences be included in the fixed monthly price?

Response: University needs and operational requirements will determine the additional occurrences. Additional service as required must be included in the fixed monthly price.

Question: Will portions of the garages and surface lots be closed or blocked off during sweeping and pressure washing, or must the contractor perform this work while the facilities remain open and occupied?

Response: These services ideally would not be done during normal business hours 7AM to 6PM. If the sweeping or pressure washing is done after hours, then sections could be closed off with proper signage. ADA requirements will always need to be met at these times.

Question: Are lifts required for high dusting, windows, signs, overhead pipes, or other elevated surfaces? If so, please identify the applicable locations and approximate working heights.

Response: They are not.

Question: May one new ride-on sweeper and one new hot-water pressure washer be shared among all contract locations, or is dedicated equipment required at specific facilities?

Response: Yes, the new ride-on sweeper and one new hot-water pressure washer can be shared among all contract locations.

Question: Does the prohibition against pre-owned or used sweepers and pressure washers apply only at contract commencement, or must all future replacement units also be new?

Response: All future phased replacement units must be new as well.

Question: Will ODU provide accessible water connections, electrical outlets, and approved drainage locations at each garage and surface lot? Please identify any wastewater recovery, containment, or disposal requirements.

Response: ODU/VHS has limited outside hydrants, but you are welcome to use them, same with power. The garages and lots have drainage, and no wastewater recovery is in use currently.

Question: Where may debris collected by the sweeper be emptied? May the contractor use ODU dumpsters or compactors for collected litter and debris?

Response: They could be emptied straight into a ODU/VHS dumpster, or onto a tarp and transferred in some other way.

Question: Please provide the location and approximate dimensions of the secure storage spaces available to the contractor. Can the sweeper, pressure washer, carpet fans, wet/dry vacuums, chemicals, consumable supplies, and carts be stored on campus?

Response: The location of the storage space is located in the visitor garage parking office.

It is a large space that can house the pressure washer, chemicals, lockers, and small equipment, and ODU/VHS can supply a covered parking space for the sweeper.

Question: Can ODU provide the previous 12 months of usage quantities or expenditures for toilet tissue, paper towels, hand soap, hand sanitizer, liners, seat covers, air-freshener refills, and other contractor-furnished consumables?

Response:

Supply Ordered February 2025– January 2026

Average per month

Jumbo roll toilet paper 17 Cases of 6 rolls 8.5 Rolls

Hardwound paper towels 17 Cases of 6 rolls 8.5 Rolls

Kitchen/professional paper towels

18 Cases of 30 rolls 45 Rolls

50–56 Gallon trash bags 39 Boxes of 200 bags 650 Bags

12–16 Gallon trash bags 11 Boxes of 1,000 bags Approximately 917 bags

Aerosol air refills 6 Cases 0.5 Case

Paper towel dispensers 8 Individual dispensers —

D Batteries 1 Pack of 12 1 Battery

C Batteries 1 Pack of 12 1 Battery

Question: Please identify the manufacturer, model, and size of the existing dispensers.

May the successful contractor use the existing dispensers, or must new dispensers be supplied and installed?

Response: The successful contractor may use the existing dispensers. Please reach out for an additional tour of the space if you would like to make note of the dispenser manufacturer, model, and size.

Question: Exhibit C contains a separate “Yearly Proposed Cost for Supplies” line. Please confirm whether consumable supplies should be excluded from each facility’s monthly housekeeping cost and entered only in the annual supplies line.

Response: “Yearly Proposed Cost for Supplies” is a separate line item and will not be included in the “Housekeeping” cost.

Question: Please identify the waste and recycling streams covered by the contract, the collection points, and the final disposal locations. Is the contractor responsible only for transporting waste to on-campus containers, or is off-site disposal required?

Response: Collection points are at the sites listed in Exhibit C. All waste will be transported and disposed of in on-site dumpsters located on the ODU/VHS campus.

Question: For informational and pricing purposes, can ODU provide the current contractor’s approximate staffing level, scheduled labor hours, shift structure, management coverage, or full-time-equivalent staffing assigned to this scope?

Response: (1) Contract Manager, (1) Assistant Contract Manager, (2) Full Time staff, (7) Part Time staff, which are scheduled as follows Monday through Friday, (3) people are scheduled from 8AM to noon, (2) from noon to 4PM, and (2) from 4PM to 8PM. On Saturday and Sunday, (1) person is scheduled from 11AM to 2PM and (1) from 2PM to 5PM. This represents approximately 152 staff hours per week.

Question: The RFP requires supervision whenever work is performed and a supervisor dedicated to both day and night housekeeping operations. Does this require two separate dedicated supervisors?

Response: No, but a clear understanding of who is in charge in the absence of the main supervisor is required. Team Lead, Shift Leader, etc.

Question: Must the Contract Manager and Assistant Contract Manager be physically assigned full-time and exclusively to this parking-lot and garage contract, or may they support the broader VHS campus while remaining dedicated solely to VHS?

Response: They can support the broader VHS campus while remaining dedicated solely to

VHS.

Question: Is the current $100 monthly parking fee assessed per employee, vehicle, or issued parking pass? Approximately how many contractor parking passes does ODU anticipate will be required?

Response: It is assessed per vehicle. ODU/VHS cannot speculate prospective contractor requirements.

Question: Will ODU provide access badges, keys, radios, or other security devices? Are there issuance or replacement charges that should be included in the proposal?

Response: Access badges and keys yes, radios no. Other security devices are not required.

Replacement charges should be included in the proposal.

Question: Please define the emergency-response expectations, including required response times, arrival times, minimum staffing, and required equipment.

Response: In emergency situations where cleaning services are required arrival is expected within 60-90 minutes, with consideration of the current weather conditions.

Staffing and equipment requirements will be based on the level of the emergency and ODU/VHS operational requirements.

Question: Which emergency activities must be included in the fixed monthly price, and which may be separately invoiced using the emergency/on-call hourly rates in Exhibit C?

Response: All emergency situations outside normal working hours 7AM to 6PM should be billed at the hourly rates.

Question: For snow and ice response, please identify the entrances, sidewalks, walkways, stairways, ramps, and approximate square footage included. Must the contractor provide ice melt, snow-removal equipment, and vehicles?

Response: 99% of this is done by an outside service. What we do request is some ice and snow mitigation. We provide the salt and it would be applied to any slick areas that might be generated before the third party arrives. Ice melt on stairs, sidewalks, and exposed elevator lobbies. Snow removal would consist of moving snow out of walkways or stairs.

Question: For infectious-disease events, should temporary infection-control personnel, equipment, and supplies be included in the fixed contract price, or will these services be separately authorized and billed?

Response: These services will be separately authorized and billed.

Question: Is graffiti removal limited to routine surface cleaning, or must specialized chemicals, coatings, equipment, or restoration services be included in the fixed price?

Response: Any graffiti removal outside of normal cleaning would be outside of the scope of this contract.

Question: In the attached Excel pricing workbook, the formulas calculating “Housekeeping Yearly Cost” and “Monthly Cost per GSF” appear to be present only for Lots 6 and 19. The corresponding cells for the remaining nine locations appear to contain hard-coded zeros.

Will ODU issue a corrected Exhibit C workbook, or should offerors insert the missing formulas manually?

Response: Please insert the formulas manually.

Question: Please confirm that “Monthly Cost per GSF” should be calculated as the monthly housekeeping cost divided by the facility GSF.

Response: Yes, that is correct.

Question: The RFP states that the FY 2026–2027 current contract value is $312,517.80.

Does this amount include consumable supplies, management, monthly sweeping, pressure washing, periodic floor and carpet care, emergency response, and every location listed in Exhibit C?

Response: Yes

Question: For determining whether the proposal-bond requirement for proposals over $500,000 applies, should offerors use the first-year amount, the initial contract-period amount through November 30, 2027, or the potential total value including all renewal options?

Response: Offerors should use the first-year amount for the initial contract period only.

Question: Are offerors expected to provide renewal-year pricing or annual escalation percentages? If so, where should this information be entered since Exhibit C contains only one pricing period?

Response: Renewal pricing in accordance with RFP #27-ODU-02-MRP Exhibit B Section D should be included in your proposal in addition to initial year pricing captured in Exhibit C.

Question: For the required third-party quarterly inspections, does ODU have minimum qualifications or independence requirements for the inspecting organization?

Response: ODU/VHS requires that the third-party inspectors have demonstrated experience conducting compliance audits or quality inspections to APPA Level 2 industry standards. ODU/VHS prohibits any financial or operational relationship that could create a conflict of interest. ODU/VHS requires that inspectors and inspection agencies be objective, disclose conflicts, and remain independent from the contractor performing the work.

Question: Please confirm the anticipated award date and the transition time expected before the December 1, 2026, service commencement date.

Response: The anticipated award date will be around Early to Mid-November 2026, which would give about 2-3 weeks to ramp up for the December 1st, 2026, commencement date.

Question: May an offeror use a DSBSD-certified SWaM subcontractor or supplier identified in Attachment D, subject to ODU’s prior written approval, to satisfy portions of its proposed SWaM participation plan?

Response: Yes