ATTM D A1 Q&A.pdf

AMENDMENT 1: ATTACHMENT D – BIDDER QUESTIONS And SCDSS RESPONSES

Quest.

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Sub Section IFB Language Question SCDSS Response

1 17 3.1 / 3.2.2 Class and Quantities of SCDSS Vehicles / Cleaning Locations

Please provide the current estimated number and vehicle class assigned to each location listed in Attachment A, if available.

Attachment F – Vehicle Breakdown by County has been added. In some counties SCDSS occupies multiple locations.

Additionally, several vehicles assigned to a particular county may be routinely operated by regional staff whose work requires mobility across multiple counties.

As a result, although a vehicle may be attributed to a “home office,” it may not be physically housed at that location. Vehicles are listed by county rather than by address due to annual utilization audits, regional operational needs, and other factors influencing where a vehicle is stationed at any given time.

2 18 3.5.3 The SCDSS Vehicle Coordinator(s) will schedule cleaning with the Contractor as needed.

What service frequency should contractors reasonably anticipate at each location (for example, weekly, biweekly, monthly, or otherwise as needed)?

Service frequency should be considered “as needed,” with an expected interval ranging from monthly to every six weeks.

While coordinators are encouraged to maintain a month-to-six-week cleaning cycle for their fleet, high-use vehicles may require additional cleaning on an as-needed basis.

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Sub Section IFB Language Question SCDSS Response

3 18 3.5.3 / 3.5.4 The SCDSS Vehicle Coordinator(s) will schedule cleaning with the Contractor as needed. Arrive on time and contact the SCDSS Vehicle Coordinator to receive a work schedule.

For planning purposes, approximately how many vehicles are typically made available during a scheduled service visit, and are vehicles generally available consecutively during the contractor's scheduled service window?

The number of available vehicles will vary by location unless the Vehicle Coordinator and the Contractor collaboratively schedule service during weekends or after operating hours. During routine workdays, most vehicles are in active use. Fleet availability may fluctuate based on repair needs, long-distance travel, or other operational factors. Contractors will work directly with the Vehicle Coordinator to establish an agreed-upon service window that maximizes vehicle availability.

4 18 3.5.3 The SCDSS Vehicle Coordinator(s) will schedule cleaning with the Contractor as needed.

When a provider selects a location in Attachment A, please clarify the provider's service obligations for that location, including whether individual service requests are mandatory and whether SCDSS may coordinate multiple vehicles into a scheduled service visit.

The Contractor must provide all services as listed in Section 3, Scope of Work for all locations selected in Attachment A.

5 18 3.5.3 The SCDSS Vehicle Coordinator(s) will schedule cleaning with the Contractor as needed.

How much advance notice should a contractor generally expect before a requested service visit?

No advance notice is required for emergency situations. However, once a Contractor establishes a working relationship with the county office, routine scheduling is recommended for all standard vehicle wash services.

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Sub Section IFB Language Question SCDSS Response

6 18 3.4.3 / 3.4.5 Use environmentally safe products when cleaning the vehicles. Perform all work in a neat and professional manner and clean areas affected by the vehicle cleaning after each visit.

Does SCDSS require wastewater containment, recovery, or disposal at its locations? If so, please identify the applicable requirements or standards.

SCDSS facilities do not impose location-specific wastewater containment, recovery, or disposal requirements. However, all contractors must comply with applicable South Carolina environmental statutes and regulations administered by SCDHEC.

These include S.C. Code Regs. 61-56 governing onsite wastewater systems and, where applicable, containment and leak-detection requirements under S.C. Code Regs. 61-79 Subpart J. All discharges must also comply with SCDHEC pretreatment and NPDES requirements.

7 19 3.7 Elective Washing and Cleaning include lice and bed bug removal, shampooing, and cleaning of body fluids.

Please identify any required training, certification, PPE, disinfectants, containment, or disposal procedures applicable to lice, bed bug, and body-fluid cleaning services.

Contractors must be equipped to safely manage and remove body fluids, lice, and bed bug concerns. Although formal certification is not required, contractors must maintain appropriate PPE, cleaning agents, disinfectants, and documented procedures to ensure safe, compliant, and effective service delivery.

8 19 3.7 Elective Washing and Cleaning May a qualified provider perform the Basic Washing and Cleaning Services while declining one or more Elective Washing and Cleaning Services, or must an awarded provider be capable of performing all elective services?

Qualified providers/contractors must be able to provide all services listed in the Scope of Work.

9 18 3.5.3.3 Cleaning shall occur when the temperature is above 400 Fahrenheit.

Please confirm whether the intended minimum temperature is 40 degrees Fahrenheit.

That is correct. Reference Section 3, Scope of Work, Provision 3.5, Washing and Cleaning Requirements, Item 3.5.3.3.

which clearly states Fahrenheit.

10 5 / 17 1.1 / 3.2.2 Section 1.1 references 46 county offices and 11 outlying locations;

Section 3.2.2 states 46 county offices and 28 outlier offices.

Please clarify the number of outlying/outlier service locations applicable to this solicitation and confirm whether Attachment A is the controlling list of available service locations.

The services locations are listed in Attachment A. Services are provided in accordance with Section 3, Scope of Work.

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Sub Section IFB Language Question SCDSS Response

11 35-36 8.1 / Attachment E

Attachment E lists Lines 7-9 with Unit of Measure 'Hour,' while the item descriptions state maximum prices 'per treatment.'

Please clarify whether Lines 7, 8, and 9 are to be priced and invoiced per treatment or per hour.

In accordance with Section 3, Scope of Work and Section 8, Bidding Table, it clearly states services are priced “per treatment”

12 23 6.1 / 6.2 Award may be made to more than one Offeror. Award will be made to all responsive and responsible Offerors.

When more than one awarded qualified provider has selected the same Attachment A location, how will SCDSS assign or distribute service requests among those providers?

Contractor selection is determined solely by the Vehicle Coordinator. Coordinators receive a list of all awarded contractors and may choose freely among them for each service request. Vehicle Coordinators are not obligated to use the same contractor consistently and may vary their selections as needed.

13 18 /

3.3.4 / 5.3 Individuals engaged in any work under this contract shall possess a valid Driver's License.

Will contractor personnel be expected or permitted to operate or reposition SCDSS vehicles while performing services? If so, please clarify the applicable procedures and authorization requirements.

Contractor personnel may reposition vehicles within the designated parking area of the local office solely for the purpose of providing cleaning services. Contractor personnel must possess a valid South Carolina driver’s license. Any damage occurring while the Contractor is operating the vehicle within the allowable area is the vendor’s responsibility. Contractors should obtain permission from the Vehicle Coordinator before moving any vehicle or request that the Coordinator relocate vehicles to the designated cleaning area.

14 18 3.5.1 / 3.5.2 The Contractor and the SCDSS Vehicle Coordinator shall jointly inspect the condition of SCDSS's vehicles at each location serviced.

Clean each vehicle to SCDSS standards, as determined by the SCDSS Vehicle Coordinator.

To support consistent service quality from the beginning of the contract, will SCDSS provide awarded contractors with any inspection checklist, cleaning standard, or acceptance criteria used by Vehicle Coordinators to determine whether a vehicle has been cleaned to an acceptable standard?

Reference Solicitation Amendment 1, Section 3, Scope of Work, Provision 3.5, Washing and Cleaning Requirements, Item

3.5.2 for added information.

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Sub Section IFB Language Question SCDSS Response

15 17 3.1 Scope of work/Class and Quantities of SCDSS Vehicles

Is there a way to receive a breakdown with the address locations with the number of vehicles at each address or the average number of vehicles?

Attachment F – Vehicle Breakdown by County has been added. Because vehicle assignments fluctuate throughout the year—due to utilization audits, accidents, repairs, program-sharing arrangements, and broader SCDSS initiatives to enhance statewide fleet sharing—vehicle counts at specific addresses are not stable or guaranteed. Associating a vehicle with a specific address would not reliably indicate the number of vehicles a Contractor could expect to service at that location. For this reason, a breakdown is provided by county rather than by individual address.

18 3.4 Contractor’s Responsibilities The solicitation states water will not be provided. Is this to state contractors are not allowed to use water spigots or its not guaranteed water access is available at all locations?

In accordance with Section 3, Scope of Work, Provision 3.4, Contractor Responsibilities, no water or power is provided or allowed to be accessed by contractors.

17 18 3.6 Basic Washing and Cleaning Services

I could not find the frequency of washes for the vehicles. What is the wash frequency for each location or vehicles?

See response to Question #2.

18 Are we not doing the bid with locations on them anymore?

In accordance with and as noted in Section 3, Scope of Work, Provision 3.10, Delivery/Performance Locations, Attachment A provided a listing of locations.

19 Would we be allowed to bid for the clearings in the upstate of South Carolina as opposed to the entire area of South Carolina?

In accordance with Section 4, Information for Offerors to Submit, Provision 4.1, Information for Offerors to Submit, Item 6, “Attachment A -completed noting the locations at which you can provide service”

20 19 3.5 Can SCDSS provide the estimated number of vehicles assigned to each location listed in Attachment A?

See response to Question #1.

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Sub Section IFB Language Question SCDSS Response

21 19 3.5 Approximately how many vehicles are anticipated to be scheduled for Basic Washing and Cleaning Services during a single service visit at each location?

See response to Question #3.

22 19 3.5 What is the anticipated frequency of Basic Washing and Cleaning Services for each vehicle (for example, weekly, biweekly, monthly, or strictly on an as-needed basis)?

See response to Question #2.

23 23 6.1-6.2 When multiple qualified contractors are awarded and select the same location, how will service opportunities be assigned among the approved contractors?

See response to Question #12.

24 19 3.5 Will contractors be notified in advance of the number and classes of vehicles requiring service at a location? If so, approximately how much advance notice will be provided?

See response to Question #5.

25 19 3.5 Is there a minimum number of vehicles that will be scheduled during a single service visit, or could a contractor be requested to service only one vehicle at a location?

See response to Question #3.