BL097-23 Addendum #1

August 23, 2023

Addendum #1

BL097-23

Provision of Carpet and Upholstery Cleaning Services on Annual Contract

**The deadline to receive bids has been changed from 2:50pm local time on August 28, 2023, to 2:50pm local time on August

30, 2023**

Clarifications:

C1: Contractors shall submit the Revised Bid Schedule with their bid. Failure to do so may result in the bid being deemed non-responsive.

C2. All Bid Schedule line items are approximate. Square footage and County needs may vary. There are no minimum or maximum quantities.

C3: The Department of Water Resources will utilize the same frequency and style of cleaning as Fire and Emergency Services.

C4: Contractors must provide a list of equipment to be used for all cleaning applications as part of their bid. During the bid review process, the County reserves the right to follow up with contractors and review their list of equipment, employees, facilities, etc. to determine if the contractor is properly equipped to fulfill the Scope of Work described in the invitation to bid.

C5: Cleaning not covered in regular scheduled service will be classified as On Demand Cleanings. These cleanings must be scheduled within one (1) week of department’s initial request. On Demand Cleanings can include but are not limited to cleaning of chairs, sofas, curtains, and acoustic tiles, as well as carpet spot removal. On Demand Cleanings may arise on an as-needed basis. For On Demand Cleanings, acknowledgement of requests must be within 24 hours, and response in the field must be within five (5) business days. Emergency Service Requests may arise as well. These are defined as “an unexpected event that requires immediate attention and will be determined by the designated County Representative.” Response to emergency service requests is of utmost importance to this contract. Contractor will be available Monday through Saturday from the hours of 6:00a.m. to 10:00p.m. The contractor will be expected to return emergency calls within one (1) hour and be onsite within four (4) hours of an emergency call. Contractor will be able to add a trip charge, at the rate stated in the Revised Bid Schedule, for responding to emergency service request. Inability to respond within stated timeframe can be used as grounds for contacting another contractor. On Demand Cleanings and Emergency Service Requests shall be in response to work orders submitted by department representatives. Such requests may be submitted via email or telephone. A trip charge billed at the rate stated in the Revised Bid Schedule may be added to these requests if travel is required. These requests will contain a detailed description of the work to be performed and any work beyond this scope will not be compensated. When On Demand Cleanings or Emergency Service Requests are completed, the contractor shall present a service ticket or other suitable form and obtain the signature of a facility employee or designated representative. The signed document shall be included with invoicing to avoid delays in payment of services. The contractor shall advise the appropriate department representative immediately of any difficulties in obtaining an authorized

BL097-23 Addendum #1 Page 2 signature. The contractor must submit a service ticket to the department representative, within 24 hours of completion. The service ticket will be reconciled to the work order. At a minimum the following information must be included:

- A service report tracking number, found on County generated work order

- Location of services –facility name/address

- Services provided, in detail

- Personnel utilized and corresponding roles

- Time in and out of facility

C6: The contractor shall take precautions to prevent accidents due to physical hazards. The contractor shall provide barricades and signs as required to protect the contractor’s personnel, County employees and the public from hazards and to inform them thereof. Barricades and warning signs shall comply with OSHA safety regulations. Contractor shall provide and require use of safety equipment, clothing and accessories as required by its work activities and safety regulations. NOTE: As a safety precaution, Gwinnett County requires any contractors performing work to furnish their own tools and ladders. Vendor will submit Material Safety Data Sheets (MSDS) on all proposed chemicals to be used in cleaning services. Any bid that does not include a list of chemicals and MSDS sheets may be rejected. Vendor will be responsible for monitoring manufacturer recalls and changes in codes and laws regarding chemical compound usage and to immediately discontinue using any chemicals deemed by new research to be hazardous to health or otherwise dangerous and shall submit alternative cleaning chemicals for approval by the County as necessary. The contractor shall dispose of all waste promptly and shall comply with government regulations and legal requirements in doing

so. Wastewater may be disposed of at County facilities with approval given by County representative.

All technicians must carry a minimum of current OSHA 10 certification card or better.

C7: Compensation for the Annual Program of Scheduled Cleanings shall be based on the square footage agreed upon at the rates stated in the Bid Schedule. Furniture cleaning shall be per piece as stated in the Bid Schedule. Travel times, trip charges or additional fees of any kind shall not apply to annual cleanings. Travel time to and from the location will not be compensated, and travel time away from the location will not be compensated on an hourly basis, so the contractor should include in its hourly rates an allocation adequate to cover these periods. Invoices for services under the preventive maintenance program shall be submitted by the Contractor directly to the Gwinnett County Department of Financial Services, Treasury Division by email to disbursements@gwinnettcounty.com. Invoices must include the Purchase Order Number assigned to this contract; and must list each facility and the monthly cost for services. These are submitted on a monthly basis. A copy of the invoice shall also be emailed to the appropriate department representative. This information will be released upon award of contract. Each month, the contractor will submit an invoice, for review, to the Gwinnett County representative. Once approved, the contractor will be authorized to send in invoice to multiple emails for processing. If the invoice is not correct, the contractor will be notified to correct and resend for approval. Monthly invoices for scheduled cleaning services will only be for the work performed in that month. Therefore, every task listed in the scheduled cleanings, shall be itemized with the approved amount. If any service is determined to be incomplete, that amount will be removed from the invoice prior to approval. Once those services are completed, the contractor can invoice for those services on the following monthly invoice. Monthly Invoices for scheduled cleanings must be one invoice per facility type. County buildings are divided up into categories. Therefore, all facilities under that category can be on one invoice. Each facility will be itemized per the awarded amount. County building categories can include Support Services (Operations and Maintenance General Buildings, Gwinnett County Public Libraries, Gwinnett County Airport, Gwinnett County Tag Offices), Police Services, Fire and Emergency Services, Community Services, and Water Resources.

C8: All services called for herein, unless otherwise stated in the specifications, shall be in accordance with mailto:disbursements@gwinnettcounty.com

BL097-23 Addendum #1 Page 3 the standards, methods and procedures established in the original equipment manufacturers’ operations, maintenance, and repair manuals. Any damage to a facility because of the contractor or his work will be the responsibility of the contractor to repair as required and supervised by the County at the contractor’s expense. All repairs must be performed to match existing application prior to damage.

Please see the below summation of questions and answers for the above solicitation.

Questions:

Q1. Will vacuuming be required in this new contract as well?

A1. Yes. Per solicitation Page 3, Contractor shall be required to vacuum all areas prior to scheduled cleanings. However, vacuuming will not be needed by Fire and Emergency Services.

Q2. In regard to cleaning of area rugs, will this be a separate line item? There isn't an exact number of rugs given to be cleaned, and quite a few are of different variations.

A2. No. Compensation will be by a square footage charge, same as for carpet. If area rug is over carpet, it should be moved to a hard floor and cleaned, where it can remain overnight to be replaced by County staff. If it is over a hard floor already, it should stay in place.

Q3. Will the cleaning of area rugs include the cleaning of employee’s personal rugs and mats? Most of these rugs are not of commercial-grade material and will require a different method of cleaning sometimes.

A3. No.

Q4: To be sure that the area rugs are completely dry before replacing, this may require 12 to 24 hours (or less). Will the contractor be required to put them back in place the following day?

A4: No.

Q5: Where are contractors to store the wet rugs while they dry?

A5: In facilities where rugs are cleaned, wet rugs can be left flat on the floor in any conference room, lobby, or hallway with a hard floor (NOT on top of carpet). County staff can replace later or the following morning.

Q6: Are contractors required to move furniture that's on top of rugs for cleaning?

A6: Unless otherwise noted, the contractor is responsible for moving furniture including, but not limited to, chairs, tables, wastebaskets, trash cans, and any other item that can be moved easily to clean the carpet properly For Fire and Emergency Services, furniture will be moved before scheduling cleaning with the contractor. Police Services does not require furniture to be moved.

Q7: Regarding service tickets, will there be an attendant to sign off at the end of each service, or will contractors email the service ticket to the designated person the following workday for signing?

A7: Whenever possible, effort should be made to obtain a County representative’s signature. Otherwise, emailing a service ticket is acceptable.

Q8: Is prior/existing pricing available?

A8: Please see attached.

Attachments:

1. Previous bid tabulation (BL075-18)

2. BL097-23 Revised Bid Schedule, Pages 16R – 18R

BL097-23 Addendum #1 Page 4

This addendum should be acknowledged on Page 18R, Revised Bid Schedule Continued. Failure to do so may result in your bid being deemed non-responsive.

Thank you, Casey Beauston Purchasing Associate II

BID TABULATION PAGE 1 of 1

BL075-18

Provision of Carpet and Upholstery Cleaning Services on an Annual Contract Departments of Community Services, Fire and Emergency Services, Police Services, Support Services, and Water Resources

ITEM

# DESCRIPTION UNIT

PRICE

TOTAL

PRICE

1 Sections 1A-D – Operations and Maintenance Carpet Cleaning – 2 times per year 1,672,756 Sq. Ft. $0.02 $27,600.47 2 Sections 1A-D – Operations and Maintenance Carpet Protector Application – 1 time per year 836,378 Sq. Ft. $0.02 $14,218.43 3 Section 2 - Police Services Carpet Cleaning – 2 times per year 444,556 Sq. Ft. $0.02 $7,335.17 4 Section 2 - Police Services Carpet Protector Application – 1 time per year 222,278 Sq. Ft. $0.02 $3,778.73 5 Section 3 - Fire Services Carpet Cleaning – 1 time per year 123,325 Sq. Ft. $0.02 $2,034.86 6 Section 3 - Fire Services Carpet Protector Application– 1 time per year 123,325 Sq. Ft. $0.02 $2,096.53 7 Section 4 - Community Services Application - 1 time per year 35,000 Sq. Ft. $0.02 $577.50 8 Upholstery Cleaning Per Hour 150 Hrs $22.00 $3,300.00 9 Spot Cleaning Carpet Per Hour 150 Hrs $22.00 $3,300.00

10 Carpet Sanitation 150 Hrs $22.00 $3,300.00 11 Water Resources Carpet Cleaning – 1-2 time per year 50,000 Sq. Ft. $0.02 $1,000.00 12 Water Resources Carpet Protector Application– 1-2 time per year 50,000 Sq. Ft. $0.02 $1,000.00

Recommended Vendor:

Douglasville, GA 30135 Phone: 443-804-4119 Fax: 470-337-0085 Email: michaelricks2000@yahoo.com

Statewide Services, Inc.

Attn: Michael Ricks 3249 Bakewell Street

TOTAL BID

Will Vendor Hold Pricing Firm? Renewal Option 2 Will Vendor Hold Pricing Firm? Renewal Option 3

APPROX.

QUANTITY

Renewal October 25, 2022 through October 24, 2023

Will Vendor Hold Pricing Firm? Renewal Option 1

Statewide Services, Inc.

(OC)

$69,541.69

Yes

Yes

Yes

Yes

Will Vendor Hold Pricing Firm? Renewal Option 4 bc

BL097-23 Page 16R

FAILURE TO RETURN THIS PAGE AS PART OF YOUR BID PACKAGE MAY RESULT IN REJECTION OF BID.

REVISED BID SCHEDULE

COMPANY NAME __________________________________________________________________________________________

ITEM # DESCRIPTION APPROX. QTY

UNIT PRICE

(per sq. ft., or each)

TOTAL PRICE

SECTION 1: SUPPORT SERVICES

Sections 1A – 1D: Department of Support Services (General Buildings, Gwinnett County Public Libraries, Gwinnett County Airport, Gwinnett County Tag Offices) – Carpet Cleaning

2,011,270 sq. ft. $ $

Sections 1A – 1D: Department of Support Services (General Buildings, Gwinnett County Public Libraries, Gwinnett County Airport, Gwinnett County Tag Offices) – Carpet Protector Application

200,000 sq. ft. $ $

Sections 1A – 1D: Department of Support Services (General Buildings, Gwinnett County Public Libraries, Gwinnett County Airport, Gwinnett County Tag Offices) – Carpet Sanitization

50,000 sq. ft. $ $

SECTION 1 TOTAL $

SECTION 2: POLICE SERVICES

4 Section 2: Police Services - Carpet Cleaning (2 times per year) 222,278 sq. ft. $ $

5 Section 2: Police Services - Carpet Protector Application (1 time per year) 222,278 sq. ft. $ $

SECTION 2 TOTAL $

SECTION 3: FIRE AND EMERGENCY SERVICES

6 Section 3: Fire and Emergency Services - Carpet Cleaning (1 time per year) 123,325 sq. ft. $ $

7 Section 3: Fire and Emergency Services - Carpet Protector Application (1 time per year) 123,325 sq. ft. $ $

SECTION 3 TOTAL $

SECTION 4: COMMUNITY SERVICES

8 Section 4: Community Services – Carpet Cleaning (as-needed basis) 35,000 sq. ft. $ $

BL097-23 Page 17R

COMPANY NAME __________________________________________________________________________________________

ITEM # DESCRIPTION APPROX. QTY

UNIT PRICE

(per sq. ft., or each)

TOTAL PRICE

9 Section 4: Community Services – Carpet Protector Application (as-needed basis) 35,000 sq. ft. $ $

SECTION 4 TOTAL $

SECTION 5: WATER RESOURCES

10 Section 5: Department of Water Resources – Carpet Cleaning (2 times per year) 97, 247 sq. ft. $ $

11 Section 5: Department of Water Resources – Carpet Protector Application (1 time per year) 97, 247 sq. ft. $ $

SECTION 5 TOTAL $

SECTION 6: MISCELLANEOUS

12 Carpeted Entrance Mats - Cleaning (maximum size 6x6) 10 each $ $ 13 Upholstery Cleaning (per piece of furniture) 10,000 each $ $ 14 On Demand/Spot/Emergency Cleaning Request 20 each $ $ 15 On Demand/Spot/Emergency Cleaning Request Trip Charge 20 each $ $

SECTION 6 TOTAL $

GRAND TOTAL $

BL097-23 Page 18R

Gwinnett County requires pricing to remain firm for the duration of the initial term of the contract. Failure to hold firm pricing for the initial term of the contract will be sufficient cause for Gwinnett County to declare bid non-responsive. Contract to begin October 25, 2023, or upon Board of Commissioners approval, whichever is later.

Unless otherwise noted, quoted prices will remain firm for four (4) additional one-year periods. If a percentage increase/decrease is a part of the renewal options, please note this in the space provided together with an explanation.

Renewal Option 1: % Increase % Decrease Explanation Renewal Option 2: % Increase % Decrease Explanation Renewal Option 3: % Increase % Decrease Explanation Renewal Option 4: % Increase % Decrease Explanation

Certification Of Non-Collusion in Bid Preparation Signature Date

The undersigned acknowledges receipt of the following addenda, listed by number and date appearing on each:

Addendum No. Date Addendum No. Date

In compliance with the attached specifications, the undersigned acknowledges all requirements outlined in the "Instructions to Bidders" and all documents referred to therein, if this bid is accepted by the Board of Commissioners within ninety (90) days of the date of bid opening, to furnish any or all of the items upon which prices are bid, at the price set opposite each item bid, delivered to the designated point(s) within the time specified in the bid schedule. By submission of this bid, I understand that Gwinnett County uses Electronic Payments for remittance of goods and services. Vendors should select their preferred method of electronic payment upon notice of award. For more information on electronic payments, please refer to the Electronic Payment information in the instructions to bidders.

Legal Business Name

Complete Address

Does your company currently have a location within Gwinnett County? Yes No

Representative Signature Printed Name

Telephone Number E-mail Address