Addendum 1- Solicitation# 97-2025297 Janitorial Services.pdf

Solicitation Addendum Form

Solicitation Number: 97-2025297 Solicitation Title: Janitorial Services

FTCC Contract Administrator: Matt Shiver Solicitation Posted to NC eVP Email Address: mshiver@forsythtech.edu Telephone: 336-734-7351 Addendum Number: 1 Date: 07/16/2025

Note: In the event of a conflict between previously released information and the information contained herein, the latter shall control.

I. Questions and Answers (Questions are in black, while Answers are in Red)

a. Can you provide us with the current annual spend, per location, for the services in scope for this RFP? FTCC does not break down the cost by location. Please see below for estimated expenditures over a three-year period with Red Coats Inc.

Estimated Time Frame Expended July 01, 2024 - June 30, 2025 $948,317.58 July 01, 2023 - June 30, 2024 $999,787.56 July 01, 2022 – June 30, 2023 $983,652.76

b. Are contractors bidding year-round? Are contractors expected to maintain the same level of hours during summer, Christmas break, and holidays?

Contractors are expected to maintain the same level of cleaning in the summer. Summer can also be used to catch up on major maintenance.

Holidays that the College recognizes can be used for work that is hard to complete at night or can be taken off.

c. Can you provide a list with updated fixture counts for the Carolina, Forsyth, and Aviation buildings? Please see the attachment referenced “Janitorial Services Information.”

d. Does FTCC have day porters for the main campus buildings? We see where FTCC is requesting day porters for the off-site buildings. The day porters for the main campus are employed by Forsyth Tech. We have five

(5) day porters, including their supervisor.

e. The time frames to complete Major Maintenance Services are outlined for

July/August and December/January. Would FTCC consider allowing the custodial service provider to complete a portion of these project after https://evp.nc.gov/ hours during the academic year? Most major maintenance is typically completed after normal business hours. At times, Saturday and Sunday afternoons may be available for major maintenance work.

f. Having the minimum hours outlined on page 28 & 29 resulted in APPA 2 cleanliness. If not, which areas have fallen short of expectations? Mostly, the minimum hours listed have resulted in APPA level 2 cleanliness.

g. Page 23/24 states that all Offsites are to receive 5 hours of Day Porter coverage 5 days per week. Page 29/30 states that some of the Offsites are to receive 5 hours of Day Porter coverage 5 days per week, others 4 hours of Day Porter coverage 5 days a week. Please clarify which requirements are accurate. All offsite locations receive contractor-provided day porters for five (5) days a week and five (5) hours per day.

h. The college representative at the pre-bid conference stated that additions to the Transportation were nearly completed. Will additional hours be added to the minimum required for the Transportation Buildings to account for the new square footage? No, please plan accordingly. Below are estimated figures on the Transportation Building Addition:

i. 3 Shops totaling 16,923 sq ft- polished concrete

ii. 1 Corridor totaling 874 sq ft- polished concrete

iii. 2 Labs totaling 3,168 sq ft- polished concrete

iv. 2 Offices totaling 159 sq ft- polished concrete

i. If we are submitting a redacted copy of our proposal, should the redacted file be submitted on a flash drive or printed? Per the eVP webpage posting of Solicitation# 97-2025297, responses must be submitted in paper format.

j. Where should we sign Attachments F and G? The instructions on page

10 of the RFP say to complete and sign these attachments; however, there is no place designated to sign. Is a signature required on these attachments? At the top right-hand corner of each page of the Main Solicitation Document, each supplier must print their name and sign on the same line.

k. Do we need to include the required attachments again in the order specified on page 10 of the RFP, even though they are already included within the body of our proposal? Or is it sufficient to include them only once within the body of the RFP? In other words, should the attachments be submitted twice? The attachments only need to be submitted once.

l. Do you want a Certificate of Insurance or Evidence of Coverage provided in our proposal? If so, will this count towards the 20-page maximum?

Please provide a copy of your COI limits with your proposal. Your COI page will not count towards the 20-page maximum.

m. What are the termination provisions for the supplier? Per Page 19 of the Main Solicitation Document, please review Attachment B (https://www.doa.nc.gov/north-carolina-general-terms-and-conditions-5- 2025/open)

n. Will exceptions for termination by the supplier be considered, such as 90 days to 180 days with written notice? Per Page 19 of the Main Solicitation Document, please review Attachment B (https://www.doa.nc.gov/north-carolina-general-terms-and-conditions-5-2025/open)

o. What are some issues with the current contractor? There have not been any notable complaints.

p. How many porters does FTCC have on the main campus? Five (5), including the supervisor.

q. Once the contract is awarded, when will the start date be? Per Page 7 of the Main Solicitation Document, the Contract shall have an initial term of three (3) years, beginning on the date of final Contract execution (the “Effective Date”) or August 11, 2025, whichever is later. The Vendor shall begin work under the Contract within forty-five (45) business days of the Effective Date. Failure of the Service Provider to meet the agreed-upon service level standards or timelines will constitute cause for termination of the contract by Forsyth Tech.

r. Is there a particular color shirt for uniforms? This determination shall be left up to the awarded vendor.

s. The pricing section has the labor costs separate from the equipment costs (including supplies and materials, etc.). Where would you like the management and overhead costs to be allocated? Per Page 13 of the Main Solicitation Document, proposal price shall constitute the total cost to the FTCC for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, transportation, administrative, and other similar fees;

therefore, your pricing structure must include those figures. Proposals must be submitted with FTCC’s pricing structure. Proposer amendments to the structure will not be accepted.

t. It is stated that the vendor's proposal should not exceed 20 pages. Are the cover page and table of contents included in the 20-page count? No.

u. Do you know the approximate in-person student headcount for each campus? (excluding students enrolled in virtual programs). Please see the attachments referenced “FTCC Fact Sheet” and “Janitorial Services Information.”

https://www.doa.nc.gov/north-carolina-general-terms-and-conditions-5-2025/open

v. Are there any facilities that are going to increase/reduce their porter hours compared to the RFP? This shall be done on an as-needed basis. Further details can be found throughout the Main Solicitation Document.

w. Please provide the previous annual expenditure on paper and soap, or the future budget. We do not have that information since these items were purchased by the contractor.

x. If dispensers need replacement, who’s financially responsible? The contractor must supply all dispensers with the Forsyth Tech logo. This has been completed in the past at no cost to Forsyth Tech. Some custodial paper supply companies, such as Georgia-Pacific, Imperial- Dade, and Southeastern Paper Group, often provide fixtures free of charge if your entity utilizes their sourced paper and/or solution offerings.

y. Would FTCC be willing to forgo a performance bond for the awarded vendor, as it adds cost to the project that can be reduced for FTCC, as FTCC would have a 60-day convenience cancellation that protects FTCC? No.

z. Would FTCC consider an interview with finalists to clarify proposals and price components? Per Page 12 of the Main Solicitation Document, At their option, the FTCC may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the proposal. Vendors are cautioned, however, that the FTCC is not required to request presentations or other clarification, and often do not. Therefore, all proposals should be complete and reflect the most favorable terms available from the Vendor.

aa. Will the submitted prices allow a CPI increase for years 2 and 3 of the contract term? Per Page 3 of the Main Solicitation Document, in compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein.

bb. To be competitive, can FTCC please provide a salary/wage scale for similar job levels (to custodial staff) at FTCC? Our custodial service provider's salary range is

cc. The RFP states that Vendor RFP responses shall include items & attachments in the specified order (a-k). Items d) Completed version of Attachment A: Instructions to Vendors and e) Completed version of Attachment B: North Carolina General Terms & Conditions do not have sections for Vendors to complete, as the content in these attachments appears informational only:

i. Could you please define the requirement “Completed version of…” regarding Attachments A & and B? By submitting a proposal to FTCC, your entity agrees to the definitions, terms, and conditions in both Attachments A and B.

ii. Do you require that Vendors simply acknowledge their receipt of, review, and compliance to instructions, general terms, and conditions as outlined in Attachments A & B OR insert/include all pages from these attachments in their respective RFP response?

By submitting a proposal to FTCC, your entity agrees to the definitions, terms, and conditions outlined in both Attachments A and B.

dd. Are there any changes to the Scope of Work in this solicitation in comparison to the current contract with the incumbent contractor? There are no significant changes.

ee. Is there a Union representing the incumbent contractor's employees, including living wage or minimum wage requirements? If so, please provide information. We cannot answer this question for the incumbent.

Please review Page 19 of the Main Solicitation Document, Attachment B for further details (https://www.doa.nc.gov/north-carolina-general-terms-and-conditions-5-2025/open)

ff. The minimum count is mentioned in brackets for each location under section 9. Workforce Requirements: Is it a minimum employee requirement, or do we need to provide our staffing person? The contractor must provide personnel for the minimum number of hours specified in the RFP.

gg. Clarification on Floor Equipment Scope: The RFP references annual hard floor and carpet cleaning per manufacturers’ specifications, as well as deep cleaning/restorative work. However, the required types and quantities of floor equipment (e.g., auto scrubbers, ride-on machines, carpet extractors) are not specified.

i. Which types of equipment (auto scrubber, walk-behind/ride-on, carpet extractor, etc.) will be required or recommended for compliance? This determination shall be left up to the awarded vendor.

ii. Are there any size, brand, or performance specifications (tank size, battery vs. corded, etc.) for this equipment? This determination shall be left up to the awarded vendor.

iii. Are there any areas where only specific equipment types are permitted (e.g., noise restrictions during business hours, battery

vs. propane, etc.)? Normal cleaning and major maintenance are completed outside of regular business hours.

II. Building floor plans and Janitorial Services Information sheets were provided by

FTCC at the mandatory meeting. For the convenience of the proposers, FTCC will upload both documents in support of Addendum 1.

III. Due to a major wreck on I-40, FTCC staff decided to allow an additional fifteen

(15) minutes arrival time to the mandatory meeting that was initially scheduled for 9:00. All individuals in attendance agreed upon this change. The meeting started at 9:15.

Please let us know of any questions.

Cordially, Matt Shiver Forsyth Tech Community College Executive Director of Purchasing and Auxiliary Services