Custodial Services Q&A.pdf
PDF 141 KB Posted
- Solicitation number
- RFP-118351
- Issued by
- Lee County, Virginia
About this file
This is a Question and Answer document posted by Lunenburg County Public Schools' Department of Maintenance and Operations in response to pre-bid inquiries regarding their Request for Proposals for custodial services across five facilities totaling 300,000 square feet. The procurement encompasses daily janitorial operations at Central High School, Lunenburg Middle School, Victoria Elementary School, Kenbridge Elementary School, and the Central Office, with services including facility opening and closing, restroom sanitation, cafeteria support, floor care, waste removal, and special event coverage. The school system will award this first-time contract to a single contractor and anticipates approximately 40 special events annually requiring custodial support. Current staffing consists of day porter positions across all facilities, with Central High School having 3 full-time employees, and the other three schools each having 2 full-time and 1 part-time employee, plus one managerial role for consumables ordering and coordination. Pre-bid questions were due by April 27, 2026, with proposals due by May 8, 2026, at 2:00 PM. The intended award date is May 12, 2026, with service implementation targeted for June 1, 2026, prior to the August 6, 2026 school year start. The contract term is one school year with renewal for an additional year, and the school system reserves the right to terminate with one month notice for poor performance.
Pricing shall be submitted as a lump sum base bid per month plus an hourly rate for special event coverage, with the contractor responsible for providing all labor, supervision, materials, equipment, and floor care products. Consumable products including paper goods and cleaning chemicals are an extra charge to be managed, ordered, and restocked by the contractor, with transparency of markups appreciated for budget comparison purposes. No set-asides for disadvantaged business enterprises exist, and there is no incumbent contractor. Current staffing levels are fully staffed direct hires of Lunenburg Public Schools; however, current staff will be encouraged but not required to interview with the successful contractor. Evaluation criteria emphasize experience, references, and ability to satisfy staffing needs beyond price consideration. The contractor must provide two references, with at least one from a school division, and obtain Virginia business registration prior to contract execution. Required insurance includes Workers' Compensation, Comprehensive General Liability of $1,000,000, Automobile Liability of $1,000,000, and Umbrella/Excess Liability of $2,000,000, with certificates due within ten days of award. Payment terms are Net 30, with invoices recommended for submission at month-end to facilitate approval and check release by the second Tuesday of the following month.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Approved Calendar for 27-28.pdf | ||
| VES Floor Plans.pdf | ||
| Central High Floor Plans.pdf | ||
| Lunenburg Middle School Floor Plan.pdf | ||
| Kenbridge ES Area C.pdf | ||
| Kenbridge ES Area A.pdf | ||
| Approved Calendar for 26-27.pdf | ||
| Kenbridge ES Area B.pdf | ||
| Custodial Services.pdf | ||
| Custodial Services.pdf |
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Text version
Lunenburg County Public Schools 1009 Main St.
Kenbridge, VA 23944 Department of Maintenance and Operations
Request for Proposals (RFP) for
CUSTODIAL SERVICES
QUESTION AND ANSWER POSTING
1. Is this an ongoing contract with an incumbent contractor? If so, what is the current contract value and duration?Response - No, this is a first time contract.
2. Does the School System anticipate awarding this contract to a single contractor or multiple contractors, as referenced in the “Category of Award” section?Response: Single contractor
3. What criteria will be used to determine the lowest responsive and responsible bidder? Are evaluation factors weighted beyond price, such as experience or qualifications?Response:
Experience, references, and ability to satisfy staffing needs will be weighted in the award.
4. Can the School System provide current custodial supply usage data, including product types and estimated quantities, since some supplies are owner-furnished and others Contractor-furnished?Response:Not at this time.Consumables will be an extra charge, but floor cleaning machinery and materials will be contractor provided and included in the proposal.
5. Can the School System provide a flooring type breakdown by facility (e.g., carpet, VCT, tile, concrete), beyond what is shown in the floor plans?Response: Central HS - classroom VCT and asbestos 9x9, hallways terrazzo, offices VCT and 9x9 asbestos, library 9x9 asbestos, cafeteria VCT; Lunenburg MS - hallways terrazzo, classrooms VCT, offices VCT and carpet, library carpet, cafeteria VCT; Kenbridge ES - all VCT except cafeteria with 2'x2' flexible tile; Victoria ES - all VCT
6. Who is responsible for event setup and post-event cleaning services under this contract?
Response:Day porter - setup with furniture and chairs. There is a separate line item for $/hr for extra services during and after special events such as athletics, meetings, and performances.
Kenbridge, VA 23944 Department of Maintenance and Operations
7. Approximately how many special events (athletics, community events, performances, etc.)
occurred during the past year that required custodial support?Response:Approximately 40
8. Is there a required minimum wage or living wage applicable to this contract beyond federal or state requirements? Response:No,abidebystateminimumwageforhourly pay.
9. Prior to renewaloptionperiods,willtheSchoolSystemconsiderpriceadjustmentsbased on increases in the Consumer Price Index (CPI) or state-mandated minimum wage increases? Response: Yes, but Lunenburg Schools mayre-issueanRFPiftheincreaseis not within budget
10.Is exterior window cleaning included as part of the base contract or only under the optional initial one-time cleanup scope? Response: There is no one-time cleanup scope andthisisnotinthebasebidofservices.Thisworkwouldbenegotiatedatalaterdateas an extra charge or would be under a separate contract.
11.Can the School System provide the current staffing levels by facility, including general cleaners,dayporters,non-workingsupervisors,andadministrativesupport?Response:All employeesworkdayportershifts:CentralHS-3fulltime,LunenburgMS-2fulltime,1 part time, Kenbridge ES - 2 full time,1 part time, Victoria ES - 2 full time,1 part time.
There is one managerial role for ordering consumables and coordinating manpower.
12.What areas of custodial service performance would the School System most like to see improvedunderanewcontract?Response: Floorcleaning,properuseandapplicationof chemicals
13.Does LCPS want consumables included in our pricing? Or are we just managing the inventory? Response: No. The contractor istomanage,order,andrestocktheinventory.
The consumable products are an extra charge. (SOW Section 5)
14.Willfloorcareproductsneedtobeincludedinourpricing?Response:Floorcareproducts and equipment are expected to be included in the proposal. (SOW Section 6)
15.Do you know the RFP award date?Response: The intention is Tuesday, MAY 12, 2026
16.What is the start date for floor care and deep cleaning service? Response: As soon as school is released for the year on or about MAY 26
Kenbridge, VA 23944 Department of Maintenance and Operations
17.Whatarethepaymentterms?Response:Net30.Itisrecommendedtosubmittheinvoice attheendofamonthsothattheschoolboardcanapprovethepaymentandreleasethe check by the second Tuesday of the following month.
18.Is the provided staffing model required as-is, or can adjustments be proposed?
Response:We ask that the bid be submitted per the manpower listed, but a signed letter can be submitted, calling out a monthly savings for a given proposed manpower less than shown.
19.Are staffing levels required daily or averaged over time?Response: Daily is shown in the RFP.
20.Are same-day call-offs required to be backfilled?Response:Callouts must be backfilled daily.
21.Will staff transition be expected or encouraged?Response: Current staff will be encouraged to interview with the successful contractor, but it is to be expected that some staff will have to be replaced.
22.Are dispensers standardized across all buildings?Response:Soap and towel dispensers are standardized - our soap dispenser supplier is Rutherford Supply's Hilyard brand.
23.What is the expected number of floor finish coats?Response:Historically 5 coats for hallways and 2 coats for classrooms, but best results are to the contractor’s discretion.
24.Are gym floors included in this scope?Response: No.
25.When was the last full strip and finish completed at each building?Response:Lunenburg MS -last summer except for 6th and 7th grade halls; Central HS - last summer; Victoria ES - never;
Kenbridge ES - never
26.Is any equipment currently onsite available for contractor use?Response: There is floor cleaning equipment available for use, but for bidding purposes, assume all floor cleaning equipment, including mops, will be provided by the contractor.
27.Is the contractor expected to provide all equipment?Response: yes
28.Are storage areas available at each location?Response: There is some storage space, but it is limited.
29.What specific areas are included in snow removal?Response: Doorway entrances and sidewalks
Kenbridge, VA 23944 Department of Maintenance and Operations
30.What are the service trigger depths?Response: 2” of snow and ice
31.Who provides ice melt materials?Response: Lunenburg Schools
32.What are typical staffing levels per special event?Response: 1 or 2 custodians
33.Is there a formal inspection or scoring system?Response: No, butthere will be an overall performance review after 90 days. There will be a manpower review after 30 days to make sure each school is properly staffed.
34.What are the highest priority tasks during school hours?Response: Breakfast and Lunch service support, bathroom maintenance, common area maintenance
35.Are day porters assigned by zone or entire building?Response:Currently assigned by zone or hall with good results, but this will be left to contractor’s discretion.
36.Can you confirm the full service calendar, including holidays and breaks?Response: Calendar will be posted with these responses.
37.Are services reduced during summer outside of floor work?Response:Yes, some service can be reduced for summer hours, but there is summer school for 3 weeks in June at one school.
38.What is the contract term and renewal structure?Response:One school year term, with the right to terminate the contract with 1 month notice for poor performance. Renewal will be for an additional year.
39.Will the district assist with communication to current staff?Response: Lunenburg schools will alert current staff of the award of the bid and offer that staff should interview with the awarded contractor.
40.What level of onsite management presence is expected at startup?Response: Onsite management is expected daily, throughout the entire contract period
41.Can we consider Monday – Friday working days per week for staffing, given?Response: Yes - Monday through Friday
42.What is the typical/historical basis staffing need for Saturday and Sunday?Response:No weekend staffing, except where there will be special event coverage needed
Kenbridge, VA 23944 Department of Maintenance and Operations
43.Is the current custodial staff attached to a labor union? If yes, please provide union/s contact details and the CBA applicable, if anyResponse:No
44.Are there any MBE/DBE/SBE/HUB-related goals?Response: No
45.Is there a specific need for or prequalification of the bidder?Response: No - but references will be requested
46.Please clarify the need for references to be provided by the bidder.Response: Two references -with at least one school division
47.Is this RFP set aside for any category, such as MBE/ MWBE / any other?Response:No
48.Please confirm if internal window washing ( above 10’ height) , external window washing, parking lots, and ground maintenance are part of this RFP’s SOW. If any, please clarify in detail.
Response: None included, although exterior window washing may be entertained at an extra cost later outside of the SOW
49.Is the county open to the contractor providing consumables in a cost-plus model?Response: Yes -transparency of mark-ups would be appreciated for a comparison to current budget can be made.
50.Are all custodial positions currently fully staffed across all facilities?Response: Yes - direct hires of Lunenburg Public Schools
51.Are there any restrictions or preferred brands for cleaning chemicals and equipment?Response:
No, but Rutherford Supply and WB Mason are currently sourced
52.Are there any mandatory trainings (safety, compliance, site-specific) required prior to deployment?Response: None by Lunenburg Schools, but the contractor is required to hold it’s own safety trainings.
53.What are the security and access protocols for after-hours cleaning staff?Response:Keys provided and ID must be on-person at all times
54.Will the agency provide a debriefing to unsuccessful bidders upon request?Response: Upon request
55.Are there any areas within any of the five facilities that are excluded from the scope of custodial services?Response: No
Kenbridge, VA 23944 Department of Maintenance and Operations
56.How many times per year is the VCT/hard floor expected to be stripped and refinished at each facility?Response: Once. Hardwoods are by another contractor.
57.Are carpet shampooing or steam cleaning services required? If so, how often and at which facilities?Response: Yes, Once per year at Lunenburg MS. Kenbridge ES and Victoria ES have classroom rugs that need to be cleaned
58.How many times per day are restrooms expected to be serviced or inspected?Response: Flexible
- current standard is servicing twice per day
59.The RFP requires a Virginia Contractor Registration number. Is this required at the time of bid submission, or is it acceptable to provide prior to contract execution?Response: Prior to execution
60.Is there an opportunity for a site visit or facility walkthrough prior to submission?Response: Yes
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