Addendum 1.pdf

Addendum #1

RFP WEST-02-2023-2024-11

Custodial and Maintenance Services

Questions, Answers, and Revisions

REVISIONS:

1. The Proposal Due Date is being changed from January 25, 2024 by 3:00 pm to February 15, 2024 by 3:00 pm.

2. Additional Section Being Added:

1.14 Service Level Agreement (SLA)

Contractor agrees to adhere to the days and times of the specified custodial services and maintenance specifications that are outlined in the requirements, Sections 1.3.1 through 1.3.27. Contractor agrees all site staff are to remain actively working during times of service, except during regularly scheduled breaks.

A. The following criteria will be used by Westwood to determine Acceptance of Contract activities:

1. Westwood will maintain a record of complaints from the staff and provide record of complaints to the Contractor. The Contractor must remain responsible and correct any deficiencies if the Westwood Community School District Representative determines that any task has not been performed adequately or satisfactorily. The final determination as to whether any task has been satisfactorily performed comes from the Westwood Community School District Representative or designee.

2. Responsibility for inspection and conformance to specifications rests with the Contractor. Weekly inspection reports will be made by the Contractor and given to the Westwood Community School District representative in writing noting the conditions of the building and conformance to the required specifications.

Inspections will also be made by the Westwood Community School District personnel at any time.

3. Contractor will supply high level inspector to inspect the building at least on a monthly basis with a Westwood Community School District representative and more frequently, if necessary. The Westwood Community School District will set the time and date of inspection. Inspection must be documented and submitted to District's Maintenance Supervisor or designee.

4. The Contractor will correct, within 24 hours, deficiencies for any activity labeled as daily, weekly, or monthly (see Attachment B). The Contractor will correct. within 48 hours, any deficiency in any activity noted as quarterly, semi-annually, or annually (see Attachment B).

B. Contractual Deductions, Escalation and Vendor Performance:

1. Deductible incidents include, but are not limited to:

a. Failure to respond to emergency situations

b. Unsatisfactory Conditions

c. Unstaffed / Unattended Conditions

d. Inadequate or Unapproved Supplies

2. Failure to respond to emergency situations:

In the event of an emergency, the Westwood Community School District Representative or designee will telephone the assigned Key Personnel. Key Personnel failure to respond to the Westwood Community School District Representative or designee within TWO (2) hours of the initial call may result in a $250.00 invoice deduction and an additional deduction of $100.00 for every ½ hour of delay.

3. Unsatisfactory Conditions:

The Westwood Community School District Representative or designee is authorized to determine whether Contract Activities are satisfactory. If the Westwood Community School District Representative or designee determines any Contract Activity has not been adequately performed, the Facility or Westwood Community School District Representative or designee will immediately notify the Contractor of the unsatisfactory condition. The Contractor must correct the unsatisfactory condition within 24 hours, deficiencies for any activity labeled as daily, weekly, or monthly (see Attachment B). The Contractor will correct. within 48 hours, any deficiency in any activity noted as quarterly, semi-annually, or annually (see Attachment B). Failure to correct the unsatisfactory condition within the time specified may result in a $25.00 per day invoice deduction for the first day, and a $100.00 deduction for each additional day.

4. Unstaffed / Unattended Conditions:

Contractor employees must inform the Contractor when late or absent from work.

Failure to provide adequate staff may result in a $250.00 invoice deduction for the first instance, and a $500.00 invoice deduction for subsequent late arrival or absence by the same employee.

5. Inadequate or Unapproved Supplies:

Inadequate supplies, or unapproved supplies found on site, may result in a $150.00 per day invoice deduction.

3. 2nd Round of Questions Due by January 31, 2024 by 12:00 pm.

4. 2nd Round of Answers Due by February 7, 2024.

Questions & Answers:

Q.1. What is the current number of custodians and is there a set number required?

A.1. The current number of custodians are as follows: 10 night, 4 day, 1 mid-day, 2 maintenance. The set number of custodians required are as follows: 10 night, 4 day, 2 mid-day, 2 maintenance.

Q.2. Is there a set Average Wage Rate required?

A.2. No.

Q.3. How many day custodians are required?

A.3. 4 day, 2 mid-day custodians, and 2 maintenance.

Q.4. Do custodians have snow removal responsibilities and if so what does it involve?

A.4. Snow removal responsibilities include cleaning snow from doorways and walkways when needed.

Q.5. Do custodians have grass cutting responsibilities and if so what does it involve?

A.5. No, custodians do not have grass cutting responsibilities.

Q.6. What is the current pay rate for custodians? Is there a minimum required pay rate?

A.6. The current pay rate is $15.00/hr. Minimum wage is the minimum required pay rate.

Q.7. Will the 2% administrative fee be paid by our company to MAC, or will Westwood Community School District be withholding 2% and pay MAC directly?

A.7. The 2% administrative fee will be paid by the vendor to MAC.

Q.8. Would you like our suggestion on how we pay other buying cooperatives?

A.8. Sure, please propose your solution in your response.

Q.9. What is the current pay rate for Assistant Engineer positions?

A.9. The current pay rate is $19.50/hr.

Q.10. According to the APPA (American Physical Plant Association) standards of cleanliness what level of clean are the schools currently at? If you're not using APPA standards, what standard are you using?

A.10. Westwood Community School District adheres to CDC guidelines.

Q.11. What level of APPA does the district require and or what level are they willing to pay for?

A.11. N/A.

Q.12. What is the requirement for Gym Floor refinishing? Are we responsible for this?

A.12. The gym floor is being replaced. The proper care is to be determined.

Q.13. Can you provide a current list of equipment the district owns, what age is it, and what is the cost for leasing and or buying the equipment?

A.13. Currently, the school district does not have any equipment available for leasing or purchasing.

Q.14. Does Westwood already have an inspection software program? If not, is the vendor required to provide one?

A.14. No, Westwood does not have an inspection software program. It is the vendor’s responsibility to provide one.

Q.15. Do you have minimum qualifications for the high level inspector?

A.15. No.

Q.16. In section 1.3.17 it states that all equipment must be under 3 years old but in section1.5.1 it states all products must be new. Can you clarify this?

A.16. Section 1.5.1 states, “All products being bid must be certified as new and unused” which means if a vendor is to propose or offer additional items in the pricing schedule that would be considered a product, it must be new and unused.

Q.17. Are the vendors responsible for all products purchased? Including toilet tissue, paper towels, hand soap, hand sanitizer, trash bags, chemicals, cleaning equipment, janitor carts, microfiber towels, mops, and incidentals? Or could you supply a list of the products we are responsible to purchase?

A.17. It is preferred for the vendor to order and invoice Westwood for the consumables.

Q.18. Who is the current vendor? Is the district satisfied with their performance?

A.18. The current vendor is RNA Facilities Management.

Q.19. Do you have a sq ft number for how much flooring is carpet and how much is hard floor?

A.19. Approximately 21,000 sq. ft. is carpet, the rest is hard floor.

Q.20. Can a vendor choose to not include a 2% fee?

A.20. The 2% administrative fee is required to be remitted, no exception. We have had vendors that have been part of the program that have chosen to absorb the 2% fee in their pricing because they receive the benefit of having to not put together other public bids, which in turn saves them time and cost. We have also had other vendors that have simply added 2% to their overhead. Either way, it is required.

Q.21. Can you explain exactly how the fee should be applied? Monthly, one time, annual?

A.21. The vendor will be contacted by MAC on a quarterly basis for all of its self-reported sales (all billings made to an entity whether it be for sales or service) and the 2% will be applied to all sales and services made to entities using the contract.

Q.22. What is the total square footage of the Administration Building?

A.22. Approximately 7,600 square feet.

Q.23. There are no elevators within the district, correct? So, multiple units will need to be placed in the multi-level buildings?

A.23. Correct, there a no elevators within the district. It is up to your discretion whether multiple units will need to be placed in the multi-level buildings.

Q.24. Are there any plans for the high school pool to be reopened?

A.24. No.

Q.25. Please share current day, general (if applicable) and evening shift timing for each facility under this RFP A.25. Please see Section 1.3.1 for report times.

Q.26. Janitorial Services for Administration Building is 5 days per week OR is it strictly “on call” basis? Please explain in detail your expectations.

A.26. Janitorial Services for the Administration Building is 5 days a week. There will be special events and meetings that the contractor will have to set up for as well.

Q.27. What role Westwood Community School District would play in selection / finalization of custodial staff? Please describe your role and expectations from service provider.

A.27. Westwood has little to none in the selection/finalization of custodial staff. We would only recommend keeping a select few custodians if there’s a change in Contractor.

Q.28. Please clarify, facility-wise, provision of working office for the contractor's staff with chair, table, whiteboard, rack for files etc.

A.28. There will be a space provided.

Q.29. Please provide details of storage facility for chemicals, consumables within each location under this RFP.

A.29. Consumables and chemicals will be stored in custodial closets. There is a cage in receiving at the High School for backstock.

Q.30. Janitorial staff are to wear the contractor's uniform; correct? Would Westwood Community School District like to approve the uniform design before the start of services?

A.30. Correct. It’s preferred that the uniforms are in school colors.

Q.31. Please provide detailed list of approved chemicals, consumables, and equipment vetted by Westwood Community School District.

A.31. An approved, detailed list of chemicals, consumables, and equipment would be too extensive to provide.

Q.32. Please describe CoPro+ program and expectation from the contractor.

A.32. The CoPro+ program is a cooperative bid program where any public entity in Michigan can utilize procurement services. This includes public schools, colleges, universities, and governmental entities. The expectation from the Contractor is to remit the 2% administrative fee on a quarterly basis for all self-reported sales (all billings made to an entity whether it be for sales or service).

Q.33. How will the utility maintenance process work under this RFP? Please provide details.

A.33. The Account Manager and maintenance staff. Work orders need to be prioritized and completed.

Q.34. Could you please provide the typical program being conducted for each school per week / per month post-schooling hours.

A.34. Athletic activities consisting of practices and games for volleyball, basketball, baseball, football, track, etc. Afterschool programs including but not limited to karate, church, Trunk or Treat, parties, Homecoming, dances, concerts, graduations.

Q.35. Who provides the vehicle for managers? Assistant Engineers?

A.35. One district vehicle will be provided to the contractor with the use of a box truck.

Q.36. Does the district supply any building to building transportation vehicles or is this provided by awarded contractor?

A.36. The district does not supply any building to building transportation vehicles.

Q.37. Is weekend work billable?

A.37. Only after working 40 hours would weekend work be billable.

Q.38. Will we have access to a washer and dryer?

A.38. Westwood is currently working on trying to provide a washer and dryer.

Q.39. Is the vendor allowed to use propane-powered equipment in the buildings (assuming that all local and state regulations are properly followed)?

A.39. Westwood has always used electrical or battery operated equipment but is willing to be shown the positive side of switching to propane.

Q.40. Would the district consider buying the chemicals as a cost savings to the district?

A.40. Westwood would consider buying the chemicals if the cost savings were beneficial to the district.

Q.41. What are the biggest issues for the RFP coming out?

A.41. This is a contract rebid.

Q.42. What are the current monthly charges by the contractor?

A.42. Approximately $81,000+.

Q.43. Does the district currently use a third-party transportation company? Or is it in house?

A.43. Yes, the district currently uses a third-party transportation company.

Q.44. Should copies of the original proposal be provided or is one adequate?

A.44. Section 3.5 A. states, “All bids shall be submitted Duplicate in a sealed envelope….”

Q.45. Is there an expectation of having a non-working manager as part of this proposal?

A.45. No.

Q.46. If a school related or non-school related event happens on the weekend, are those events billable or should the cost of those events be included in the contract amount?

A.46. Only after working 40 hours would weekend work be billable.

Q.47. Are you looking for a set number of employees, so all bids are based on the same amount, or are you wanting us to come up with the number of employees based off our experience?

A.47. Westwood is looking for a set number of employees. This includes 14 custodians, 2 maintenance workers, and 2 day porters.

Q.48. Would employees have access to a school computer for work order software purposes?

A.48. The Account Manager will have access to a computer.

Q.49. What is the total annual amount the district currently pays for custodial services?

A.49. Approximately $972,000.

Q.50. Can we confirm that a Bid Bond is not needed?

A.50. A bid bond is not required.

Q.51. What schools have the free breakfast and lunch programs in the summer? Are these services contained to small parts of the buildings? Will we have daily setup and cleanup for these programs?

A.51. The programs are usually held at two schools which will be determined before summer. Yes, the services are contained to small parts of the buildings and yes, there will be daily setup and cleanup for the programs.

Q.52. The facility maps that were provided at the pre-bid meeting have square footages. Do these square footages include the portable classrooms?

A.52. Yes, the square footage on the facility maps provided at the pre-bid meetings include the modular buildings.