Amendment 1.docx

SAP

State of South Carolina

Amendment 1 (Only items highlighted or Q & A are subject to additional questions.)

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400022236 11/19/2021

STEPHEN TAYLOR

803-737-2772 staylor@mmo.sc.gov SFAA, Div. of Procurement Services, MMO PO Box 101103 Columbia SC 29211

DESCRIPTION: Aiken Tech College Janitorial Services

USING GOVERNMENTAL UNIT: Aiken Technical College

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov

SUBMIT OFFER BY (Opening Date/Time): 12/16/2021 @ 11:00 AM EST (See "Deadline For Submission Of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: 11/18/2021 @ 03:00 PM EST (See "Questions From Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: One (1) Online Submission in SCEIS with Cover Pages 1 & 2

CONFERENCE TYPE: Non Mandatory

DATE & TIME: 11/18/2021 10:00 AM EST

(As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions) LOCATION: Microsoft Teams Online

Pre Bid Conference Link Click Link to Join

You must submit a signed copy of this form with Your Offer. By signing, You agree to be bound by the terms of the Solicitation. You agree to hold Your Offer open for a minimum of thirty (30) calendar days after the Opening Date. (See "Signing Your Offer" provision.)

NAME OF OFFEROR

(full legal name of business submitting the offer) Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. The entity named as the offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

AUTHORIZED SIGNATURE

(Person must be authorized to submit binding offer to contract on behalf of Offeror.)

DATE SIGNED

TITLE

(business title of person signing above)

STATE VENDOR NO.

(Register to Obtain S.C. Vendor No. at www.procurement.sc.gov )

PRINTED NAME

(printed name of person signing above)

STATE OF INCORPORATION

(If you are a corporation, identify the state of incorporation.)

OFFEROR'S TYPE OF ENTITY: (Check one) (See "Signing Your Offer" provision.)

___ Sole Proprietorship ___ Partnership ___ Other_____________________________

___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) ___ Government entity (federal, state, or local)

COVER PAGE - ON-LINE ONLY (MAR. 2015)

SAP

SAP

PAGE TWO

(Return Page Two with Your Offer) HOME OFFICE ADDRESS (Address for offeror's home office / principal place of business)

NOTICE ADDRESS (Address to which all procurement and contract related notices should be sent.) (See "Notice" clause)

_________________________________________________ Area Code - Number - Extension Facsimile

_________________________________________________ E-mail Address

PAYMENT ADDRESS (Address to which payments will be sent.) (See "Payment" clause)

____Payment Address same as Home Office Address ____Payment Address same as Notice Address (check only one) ORDER ADDRESS (Address to which purchase orders will be sent) (See "Purchase Orders and "Contract Documents" clauses)

____Order Address same as Home Office Address ____Order Address same as Notice Address (check only one)

ACKNOWLEDGMENT OF AMENDMENTS

Offerors acknowledges receipt of amendments by indicating amendment number and its date of issue. (See "Amendments to Solicitation" Provision)

DISCOUNT FOR PROMPT PAYMENT

(See "Discount for Prompt Payment" clause)

PREFERENCES - A NOTICE TO VENDORS (SEP. 2009): Preferences do not apply to Invitation for Bids per SC Consolidated Procurement Code Section 11-35-1524, E (3)

PREFERENCES - ADDRESS AND PHONE OF IN-STATE OFFICE: Preferences do not apply to Invitation for Bids per SC Consolidated Procurement Code Section 11-35-1524, E (3)

____In-State Office Address same as Home Office Address ____In-State Office Address same as Notice Address (check only one)

PAGE TWO (SEP 2009)

End of PAGE TWO

AMENDMENTS TO SOLICITATION (JAN 2004):

(a) The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors should monitor the following web site for the issuance of Amendments: www.procurement.sc.gov

(b) Offerors shall acknowledge receipt of any amendment to this solicitation

(1) by signing and returning the amendment,

(2) by identifying the amendment number and date in the space provided for this purpose on Page Two,

(3) by letter, or

(4) by submitting a bid that indicates in some way that the bidder received the amendment.

(c) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged.[02-2A005-1]

Questions and Answers:

1. What is the college’s current annual spend budgeted for “janitorial services”?

Agency Response: $320,000.00

2. Are the current individuals performing janitorial services on campus, employees of the college or employees of a staffing company?

Agency Response: Staffing company – Kelly Services

3. Who is the incumbent contractor and how long have they been providing their services?

Agency Response: Kelly Services – Approximately 11 Years.

4. What is the current contracted monthly price for the invoice?

Agency Response: None – Monthly payments are contingent of hours worked.

5. Can you provide us with the bid tab sheet from the last bid opening?

Agency Response: We are currently using a State Contract.

6. What is the cleanable size of SF for this school; carpet Vs. Hard floor?

Agency Response: We do not have this information readily available. We estimate 60/40.

60% Hard Floor – 40% Carpet per building.

For building square footage please reference pg. 15 of the solicitation.

7. Is this in-house service currently for certain areas or using outsourcing the contract?

Agency Response: We have 1 full time Janitorial Manager – Staff is outsourced.

8. Should the floor refinish for all the classrooms be required or as needed for winter cleaning?

Agency Response: We outsource this work.

9. Is the scope/size of this bid identical with the current contract?

Agency Response: No, we are currently using a State Term Contract.

10. Is the contract being bid out due to poor performance from the incumbent contractor?

Agency Response: No, we are currently utilizing a term contract and need to bid to replace that contract.

11. How many hours & day porters are required to college per day?

Agency Response: 9 persons, 8 hours per day.

12. Who is responsible for furnishing floor mats for each building?

Agency Response: Cintas

13. How many outdoor / in-door events after hours occurred in last year in college?

Agency Response: Last year is not the best example due to COVID. – 1 I would say we typically have 3-5 after hours events per year.

14. Who will be responsible for opening the gate for each campus in the morning?

Agency Response: There are no gates.

15. Can you specify the point/percentage system for each category of the "Bid Award Criteria" of the bid spec.?

Agency Response: N/A – This is an Invitation to Bid (IFB) Award is based off of being deemed Responsive and Responsible and offering the lowest overall total price.

16. Who is responsible for cleaning the kitchen floor daily?

Agency Response: Our breakroom floors are scheduled for cleaning once per week/as needed.

17. What are the cleaning hours for the evening daily?

Agency Response: None = 0

18. Who is the union of this contract with your college district if you have?

Agency Response: N/A

19. Will it be awarded a single bidder or multiple bidders?

Agency Response: Single Bidder

20. What is the current annual contract spend with the current provider?

Agency Response: $320,000.00

21. Will vendor be expected to provide a salaried manager to oversee employees?

Agency Response: No

22. Will vendors be required to equipment as part of this contract?

Agency Response: No

23. How many years and months has Kelly Services held this current contract?

Agency Response: Approximately 11.

24. What date did the current Kelly Services contract begin?

Agency Response: Unknown – Management has transitioned and Kelly has yet to provide the original contract for reference.

25. Is the square footage on page #15 gross or net?

Agency Response: Gross

26. Does your facility have an on-site janitorial service employed by ATC? If so how will both providers interact and will we be working together?

Agency Response: Yes, we have 1 Janitorial Manager – He will over see the staff. Assign tasks, monitor performance and schedules.

27. What is meant by the term “shifts”?

Agency Response: 8-hour shift (work day)

28. Does special event cleaning and/or prep need to be invoiced as needed?

Agency Response: Yes, this would be invoiced as utilized.

29. What time of the month will invoices need to be turned in?

Agency Response: We currently pay invoices weekly.

30. Will class schedules be given to the provider to use for scheduling for work purposes?

Agency Response: Schedules are posted.

31. Time schedule for sweeping/mopping common areas to accommodate both employer and student scheduling for safety purposes.

Agency Response: Yes.

32. A definitive list of rooms and their cleaning requirements, whether or not the require only certain duties to be carried out, such as trash and wipe down only, etc...

Agency Response: Yes – This will be provided by our Janitorial Manager.

33. Will there ever be “extra” duties to be performed, will there be notice in advance?

Agency Response: Yes.

34. Will there ever be instances of after hours cleaning to be done?

Agency Response: Yes – Notice will be given in advance.

35. Can a list of all janitorial/custodial/housekeeping rooms be provided?

Agency Response: N/A – 1 is located on each floor.

36. How were the number of cleaners determined? Would you be open to alternate scheduling and staffing?

Agency Response: The number of staff persons was determined by need. We will not be considering alternate schedules and prefer a consistent staff.

37. Would you be open to different cleaning times?

Agency Response: No

38. Who will supervise and train the people provided?

Agency Response: David Przygoda – Janitorial Manager

39. The bid requires 42.5 hours a week/8.5 hours a day. Is overtime required?

Agency Response: No – They will work 8 hours per day with a 30 min. Lunch.

40. Will these employees be given any paid holidays or days off during the school year?

Agency Response: There are no paid holidays. The campus is closed on the following days:

a. New Years Day

b. Martin Luther King Jr. Day

c. Independence Day

d. Labor Day

e. Thanksgiving Day

f. Christmas - Varies

41. Who is responsible for quality inspections?

Agency Response: David Przygoda – Janitorial Manager

42. Will you provide a golf cart for our team members?

Agency Response: Yes – On an as needed basis.

43. Can you provide the pay rates for your existing contractual staff members so we can make reasonable offers?

Agency Response: Pay rates vary – Approximate is $12.00 per hour.

44. We would like to recommend specific equipment to improve efficiency. How should we include that cost?

Agency Response: No – N/A

45. I know the solicitation states 9 crew members min what is the max amount of crew members allowed?

Agency Response: 9

46. How is the contract paid out weekly, monthly, yearly?

Agency Response: Weekly

47. Are you also wanting us to figure prices for special events with this bid or is that an add on charge?

Agency Response: Yes – You can include those within the bid.

48. How many restrooms are in each building?

Agency Response:

100/200 – 6 700/800 – 6

900 SAC – 7

1000/1100 – 4 1200/1300/1400 Health Science– 8 1700 – 6

1800 MTTC – 2

49. How many restroom fixtures (e.g., toilets, urinals, sinks, and showers) are in each restroom?

Agency Response: These vary by restroom – Average of 8 (no showers)

50. Are the restroom dispensers standardized (e.g., toilet tissue, soap, hand towel, hand sanitizer, etc.) in all of the restrooms? If not, would Aiken Tech College be interested in the Contractor standardizing all of the restroom dispensers?

Agency Response: They are standardized.

51. Are there any areas that need to be cleaned multiple times per day?

Agency Response: Trash collection for some areas are done multiple times per day.

52. Is floor work (e.g., strip and wax floors, buff floors, shampoo carpet, extract carpet, etc.) included in this janitorial services contract? If so, what floor work is included?

Agency Response: No – vacuuming and mopping.

53. How often do VCT and other hard surface floors need to be stripped, waxed, and buffed?

Agency Response: This is outsourced.

54. Please send an approximate square footage of all VCT floors and other hard surface floors that require sealer or wax.

Agency Response: N/A – This contract does not include this service.

55. How often do the carpeted areas need to be shampooed or extracted?

Agency Response: N/A – This is outsourced. – they will be expected to spot clean only.

56. Please send an approximate square footage of all carpeted areas that need to be shampooed or extracted.

Agency Response: N/A – See # 55.

57. What supplies and equipment are furnished by Aiken Tech College?

Agency Response: All needed supplies and equipment. See pg. 16 of solicitation.

58. What supplies and equipment are furnished by the Contractor?

Agency Response: All needed supplies and equipment. See pg. 16 of solicitation.

59. What PPE is required for the Contractor’s employees?

Agency Response: Mask & gloves – Provided by Aiken Technical College.

60. Does the current Contractor currently utilize golf carts or other vehicles to transport people, equipment, supplies, and/or trash? If so, how many golf carts or other vehicles does the current Contractor have on campus? We try to minimize travel time when possible to maximize the amount of time spent cleaning.

Agency Response: We provide golf carts as needed.

61. If there is a positive COVID test, what are Aiken Tech College’s protocols in those situations?

Agency Response: ATC currently follows DHEC guidance:

Tell employee to stay home and recommend they contact their healthcare provider, if they have not already done so. • Contact HR, Employee Relations, or supervisor to begin the process of gathering necessary information, including: o Date of onset of symptoms (if applicable) o Date and location where test specimen (swab) was collected o Date test results were received o Instructions provided by healthcare provider when test results were communicated o Whether the employee came in close contact1 with any other employees or visitors from 48 hours prior to the onset of symptoms (or specimen collection if they never have had symptoms) until they were sent home • Employee should remain out of work until they have recovered and met the criteria to return to work. 2 • Perform coworker exposure assessment and notify coworkers of close contact status or potential exposure and provide guidance as indicated.3 Maintain confidentiality when providing notifications.

62. Please send a copy of the current executed contract for janitorial services at Aiken Tech College.

Agency Response: Due to Management Transitions, I do not have a copy on file.

63. What is the name of the current janitorial services Contractor at Aiken Tech College? How many years have they been providing janitorial services at Aiken Tech College?

Agency Response: Kelly Services – Approximately 11.

64. Does Aiken Tech College provide vehicles (e.g., golf carts) to transport people, trash, equipment, supplies, etc.?

Agency Response: Yes.

65. What is the price of a SLED background check?

Agency Response: Per the website it is $25.00.

66. The Contractor is responsible for providing uniform tops (shirts) and bottoms (pants), correct?

Agency Response: Yes.

67. Individual employee names must be on the uniform top (shirt) or a name tag must be worn, correct?

Agency Response: Yes.

68. Holidays are not paid, correct?

Agency Response: Correct – we do not offer paid holidays to contracted employees.

69. Will experience be required for clean up and removal of biohazard waste and bloodborne pathogens?

Agency Response: Services regarding biohazard waste and bloodborne pathogens removal will not be applicable to vendor awarded to this contract.

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