Addendum 1 - Questions and Responses for RFP 64-830.pdf

Request for Proposal #: RFP 64-830

Student Life Housekeeping Services

Schedule:

Q) Do we have to also set up space like the Blue Ridge room?

A) No setup in any spaces. Responsibility is cleaning and keeping spaces well maintained.

Q) Will you remove your equipment from specified spaces so we can move in ours?

A) Yes, we will. The only exception to this is the large trash bin/cart and the floor machine located on the 1st floor of Highsmith that were looked at during the site visit.

Q) Will we have to put in our own chemical dispensing equipment?

A) If you are interested or plan to use a chemical dispensing system, you would need to install it.

Q) Can we perform portering and cleaning at the same time?

A) Yes, you can.

Q) Annual spend internally so folks have a clearer idea of what they can expect to spend and might assist in creating a clearer proposal.

A) We clean the areas in the primary scope with 4 staff. Over the past 4 years we have spent an average of 32K annually on supplies, material, and equipment for the areas in scope. The bulk of this is for Highsmith and the other 3 areas combined are fairly minimal.

Q) Is there a calendar of events that happen?

A) Comes out via email every Friday.

B) Updates are made daily to the list kept at the guest services desk and we can have anyone added to the list to be updated as needed.

RFP Section RFP Page Clarification Question University’s Response Section 1.0 / Sections 5.2–5.6

7 / 17–20 Please provide the gross and cleanable square footage, floor type breakdowns, and floor plans for Highsmith Student Union, Brown Hall, 118 WT Weaver, and Weizenblatt Hall.

Floor plans were provided at the site visit and can be attached to this addendum or sent out as a separate email.

Vendors should field verify square footage as was mentioned at site visit.

Section 1.0 7 Please identify the required APPA service level for each facility and clarify whether higher service levels are expected in high-traffic areas.

APPA Level II is desired and APPA level III is minimum.

Section 5.3 18 Please provide an estimated annual number of events requiring additional housekeeping support at Highsmith Student Union.

There are multiple events each day in Highsmith during the academic year. Some of those events may have 10 people in attendance and there are some that may have 200+ in attendance in the Blue Ridge room. The number of large scale (all hands on deck type) events is 6-8 per year.

Sections 5.3 & 5.4 18 Please define the expected response time for housekeeping emergencies.

30 minutes

Sections 5.3–5.6 18–20 Please clarify the anticipated frequency of seasonal/deep cleaning and confirm whether these services should be included in the base pricing.

Seasonal or deep cleaning projects occur during “down times” when there aren’t students on campus or buildings are very under utilized. Usually winter break (Dec/Jan) and beginning of summer (May) are when these happen. This should be figured into the base pricing as the same staff would be doing that work instead of the typical daily work.

Section 1.1 / Attachment A

7 / 21 Please clarify how pricing should account for reduced service levels during academic breaks, holidays, and summer operations under the fixed annual pricing structure.

See above, the work will continue in these areas during most breaks, summer, etc but it is a different type of work.

Section 4.3 16 Please confirm whether restroom consumables (paper products, hand soap, trash liners, etc.) will be provided by the University or the Contractor.

At this time all equipment and materials including consumables will be the responsibility of the vendor.

Section 2.3 / Section 4.3

8 / 16 Will the awarded contractor receive access to storage areas before the contract start date to stage equipment and supplies?

Yes, the goal will be to get vendor immediate access to whatever is needed.

Section 4.3 16 Please describe the storage space available at each facility, including utility sinks, water access, electrical service, and charging locations for equipment.

Reviewed during site visit.

Brown - 2 storage areas on 3rd floor, 1 large housekeeping closet with mop sink on 2nd floor.

Highsmith - 3 housekeeping closets throughout the building with mop sinks (2 are large), 2 additional small storage areas without mop sinks.

118 WT Weaver - 2 housekeeping closets with mop sinks on each end of facility Weizenblatt - 2 housekeeping closets with mop sinks infacility, one on each level

Sections 5.3–5.6 18–20 Please clarify the limits of required exterior cleaning and define 'immediately adjacent' to each building.

Building exterior brick, glass, etc is included sidewalks, grounds, within 15 ft are expectation

Section 5.4 18 Please provide the square footage or boundary map identifying the contractor's responsibility within Brown Hall's third-floor dining area.

As discussed in site visit, the vendor's responsibility is only the entrance area, point of sale area, hand washing area, and 3 restrooms.

Section 6.7 19 Can the University provide a sample Service Completion Checklist required with monthly invoices?

Different vendors have different preferences as to what type of documentation or checklists they will use. We will work with the awarded vendor to provide the desired checklist each month.

Section 3.1 12 For planning purposes only, can the University provide the current annual contract value, budgeted annual amount, or estimated value of this contract?

There is not a contract in place currently for this scope.

Section 2.7 – Proposal Contents

10 Beyond the documents identified in Section 2.7, are there any additional forms, certifications, acknowledgments, or signed documents the University expects to receive with the proposal submission?

Only what is specified in Section 2.7 (less attachment D - please see amendment for rationale) will be required for vendors to provide.

Section 4.5 – Background Checks

17 What is the anticipated turnaround time for required background checks, and will conditional clearance be permitted during mobilization if screenings remain pending?

We are seeing background checks turned around in 24-28 hours currently.

We will work with vendors on this requirement if needed.

Section 6.6 – Invoices 19 Does the University require electronic invoice submission, and if so, is there a preferred format or submission portal?

Yes, we require electronic invoice submission. They can be sent to the appropriate university administrator and that person will upload the invoices for payment in our Jaggaer eProcurement system.

Section 6.5 – Acceptance of Work

19 Will the University utilize standardized quality inspections, APPA audits, or another formal acceptance process to evaluate housekeeping performance?

Standardized inspections and walk throughs by building users and housekeeping administrator or designee. Annual OSFM and DHHS inspection reports from summer will also be used.

Section 6.2 – On-Site Supervisor

18 Is the University expecting a full-time dedicated on-site supervisor, or may supervisory oversight be provided through a combination of on-site management and regional operational leadership?

Expectation is daily supervisor/team leader who has ability to make decisions, communicate with University, etc.

Attachment C – North Carolina General Terms & Conditions

21 Are there any University-specific contract provisions or operational requirements, beyond those contained in the RFP and Attachment C, that the University anticipates incorporating into the final agreement?

At this time, we anticipate that only what is specified throughout the RFP will be required.

Note) You will have access to buildings seven days a week / 24 hours a day as desired.

Note) You will be given access cards and keys to access spaces and rooms.

Note)Background checks will be required.

Note)Stripping and finishing tile floors won’t be a part of this RFP.

Note)Deep cleaning carpets won't be a part of this RFP.

Note)Two pieces of equipment in the Grotto storage are yours to do as you please. Floor cleaner and rolling trash container.

Note) Any mention, pricing, questions, or other information pertaining to

Weizenblatt Hall can be disregarded. That building is no longer included in the scope of work.

Note) Vollie’s comment when giving an overview about typically cleaning all of the areas with a team of 4 was not to imply that vendors would be responsible for hiring or keeping those 4 individuals as part of their teams for this scope. There are no University staff that will be expected to be retained or assigned to the vendor for this work.