Amendment 1 Questions and Answers.pdf

Questions/Answers and Amendment #1

1. Mandatory Walkthrough: If Nascence Group LLC is unable to have its own representative attend the mandatory walkthrough, would the District permit an authorized subcontractor representative to attend on Nascence’s behalf? If permitted, please advise whether any advance authorization or documentation would be required. An authorized subcontractor is allowed, but they must sign in and note the group they are representing.

2. Procurement Eligibility: Could you please confirm whether this opportunity is open to all qualified janitorial contractors or restricted to vendors participating in a Massachusetts statewide janitorial contract? The bid is open to all qualified janitorial contractors.

3. 61 Non-School Days: The bid package references approximately 61 non-school days for periodic/deep-cleaning services. Could you please clarify whether the contractor is expected to provide daily staffing throughout all 61 days, or whether these 61 days represent a scheduling window within which the required periodic services may be completed? I need to speak with the facilities director on this and I will answer early next week.

4. Consumables: Could you please confirm whether the District or contractor will be responsible for supplying paper products, trash liners, soap, and other consumable supplies required for the facilities? The district will supply these items.

5. Mowing and Weed-Wacking: The scope references occasional grass mowing and weed-wacking. Could you please provide the approximate area requiring these services and the expected frequency? I will be amending the scope to remove the mowing and clarify the weed trimming. Weed trimming would be around the building perimeter and along the fences at the athletic fields once every 2 weeks.

6. Year 1 Pricing: Since Contract Year 1 is anticipated to begin approximately November 15, 2026, and is identified as prorated, should bidders enter the actual prorated amount for the November 2026–June 2027 period in the Year 1 pricing column, or should we provide the full annualized rate and allow the District to apply the appropriate proration? All bids should use November 15, 2026 as the starting date and, for year 1 pricing purposes, through June 30, 2027. Years 2 and 3 are full years. The actual year 1 start date can be worked out with the winning bidder depending on hiring needs, etc.

7. Non-school days. Section 5 instructs the contractor to bid using 61 days for this area. Should those 61 days be priced as full daily service shifts at both buildings, or as a window within which a stated amount of work is to be completed? For purposes of the bid, assume full days needed. This part is negotiable, but we would need to discuss with winning bidder.

8. Consumables. The scope does not state who supplies paper products, liners, soap and hand sanitizer for the 22 restrooms and staff areas. Is that the contractor’s responsibility or the District’s? The district will supply these items.

9. Who is the current janitorial contractor for each building, and when does that contract end? We have no current contract. Right now we have district employed custodians. For night custodians (which this bid would replace, we have 1 8-hour custodian at Hopkins Academy, and 1 8-hour with 1 4-hour custodian at the Elementary School.

10. 2. What is the current annual contract price for each building? The buildings are currently cleaned by district custodial staff.

11. 3. How many custodians and hours per night are currently staffed at each building?

For Hopkins Academy, there is one 8 hour employee in the morning, and an additional one for 8 hours at night. The morning employee also handles the lining of the athletic fields and maintenance tasks. The elementary school has one 8-hour employee in the mornings, and one 8 hour and 1 4 hour employee at night.

12. 4. Could you share a copy of the current contract and the prior bid results/tabulation? We understand these are public records. We do not have a current contract – this is done in-house.

13. Are paper products, liners, hand soap, and chemicals contractor-supplied or District-supplied? District supplied.

14. Is a square-footage breakdown of hard floor versus carpet available for each building? That I do not have. Most of Hopkins is hard flooring except for a couple of classrooms, the library and the front office. The elementary school is probably 50% each.

15. Is email submission acceptable, or will a sealed-bid process apply? Email submission is how we would like them sent, to cdesjardins@hadleyschools.org

AMENDMENT TO ORIGINAL SCOPE OF WORK:

7. Cleaning Materials, Equipment and Environmental PracƟces DISTRICT-furnished chemicals and products must be suitable for use in occupied public-school faciliƟes, used according to manufacturer instrucƟons, and accompanied by current Safety Data Sheets (SDS) maintained on site.

Products shall be properly labeled and stored. Chemicals may not be leŌ accessible to students.

IF the procurement is made through a MassachuseƩs statewide janitorial contract, the contractor must comply with all environmental-product and green-cleaning requirements of that contract.

Floor finishes, strippers and carpet-cleaning products must be compaƟble with District flooring and equipment. The contractor is responsible for damage caused by improper products, diluƟon, methods or operaƟon.

5. Periodic / Deep-Cleaning Services - Approximately 61 Non-School Days (SCHOOL VACATIONS

– NO CLEANING ON DISTRICT HOLIDAYS NEEDED)

Annual stripping and re-waxing of all hard floors.

Shampooing/extracƟon cleaning of all carpeƟng at least annually and addiƟonally as needed when directed/approved by the District.

Cleaning of classroom desks and chairs.

Cleaning of windows, inside and outside, using safe methods appropriate to the building and window type.

Deep cleaning and saniƟzing of all bathrooms and locker-room restroom areas.

Wet cleaning if all hard floors during each vacaƟon week.

weed-wacking of outside areas (AROUND BUILDING AND AT ATHLETIC FIELD FENCES) EVERY 2 WEEKS. NO MOWING

NEEDED.