DOS-ITB-21.22-029 Addendum No. 3 - APPROVED.pdf

DOS-ITB-21/22-029 Addendum No. 3 Page 1 of 8

Ron DeSantis Laurel M. Lee Governor Secretary of State

ADDENDUM NO. 3 TO THE FOLLOWING NVITATION TO BID

JANITORIAL SERVICES

SOLICITATION NO.: DOS-ITB-21/22-029

Date: May 6, 2022

To: Prospective Respondents to Solicitation No.: DOS-ITB-21/22-029

From: Reflacher Maddox, Procurement Officer

Subject: Questions and Answers

FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION 120.57(3), FLORIDA STATUTES (F.S.) (AS ALTERED BY SUBBSECTION 110.123(3)(D)4, F.S.), OR FAILURE TO POST

THE BOND OR OTHER SECURITY REQUIRED BY LAW WITHIN THE TIME ALLOWED FOR FILING A

BOND SHALL CONSTITUTE A WAIVER OF PROCEEDINGS UNDER CHAPTER 120, F.S.

This Addendum includes the following:

1. Written Responses to Written Questions The following questions were submitted prior to the deadline for written inquiries. The questions are reproduced in the exact format in which they were submitted. Answers to these questions will be posted as an Addendum on the Vendor Information Portal (VIP) in accordance with Section 2.3 Timeline of Events.

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

DOS-ITB-21/22-029 Addendum No. 3 Page 2 of 8

Question

ITB

Section

ITB

Page #

Vendor Question Department Answer

The Grove

Museum (Call- Collins House, Public Restroom

N/A Who supplies the cleaning materials?

The Grove Museum / Division of Historical Resources will supply the cleaning materials.

The Grove Museum (Call- Collins House, Public Restroom Pavilion, and Burr

Cottage) Site Location

N/A How many people can come clean per site?

Multiple cleaning members are allowed to clean. For security and the ability to follow site-care protocols, the same persons will need to return every week. This is also why it is important we know when you are cleaning and that you clean when the museum is closed. It allows the Division to accommodate more than one person cleaning on site.

The Grove Museum (Call- Collins House, Public Restroom Pavilion, and Burr

Cottage) Site Location

N/A

Has anyone/ any company been contracted for these services before? (Who was completing the services before?)

Yes, Cohesive Enterprise, LLC.

Knott House

Museum Site Location

N/A What areas need to be stripped and waxed in Knott House Museum?

The area to be stripped and waxed is the ground floor of the Knott House including two restrooms, entrance area (both brick and tile), two staff offices, hallway, and kitchen.

This will not include the collection storage area and the adjacent work room.

The Knott House

Museum Site Location

Page # 31 - 33

Are the brick floors included with the VCT flooring for refinishing ?

Yes.

Brokaw

McDougall House Site Location

N/A Do front and back decks need cleaning? Yes.

Brokaw

McDougall House Site Location

N/A Where are cleaning supplies kept at the Brokaw McDougall House?

Supplies are kept in multiple locations.

Currently, in the downstairs bathroom, closet in upstairs bathroom, trash bags in the kitchen, paper products in the back parlor.

There is also a closet off of the back porch, if needed.

Brokaw

McDougall House Site Location

N/A What floors need dry mopping and wet mopping at Brokaw McDougall House?

Hardwood floors get dry/dust mopped. The kitchen and bathrooms get wet mopped.

Please see Scope of Work.

Brokaw

McDougall House Site Location

N/A Are vacuums kept on sites? The janitorial service provides their own vacuums. They may be kept onsite.

DOS-ITB-21/22-029 Addendum No. 3 Page 3 of 8

Union Bank

Museum Site Location

N/A Are there specific days per month that cleaning is needed twice a month at Union Bank Museum?

Yes, the 1st and 3rd Wednesdays of the month.

Mission San Luis

Visitor Center Site Location

N/A

What are your weekend rates and time if needed?

Outside business hours/weekends will be specified at firm non-negotiable “sq. ft.” rates, by the Respondent on the Respondent’s proposal. Time is negotiable, but cleaning time would never be less than two (2) hours.

Mission San Luis Page # 39 -45

Are the stain concrete floors in the museum and gift shop area to be included for refinishing?

The concrete floors in the Visitor Center (including the gift shop) should be waxed once per year – if the contractor can provide those services, it should be included.

Mission San Luis Page #

39 -45 What is current monthly billing, and who is the incumbent?

See answer to Question #3, above. The monthly billing amounts can be found in PO# B9629E.

Mission San Luis Page # 39 -45

Do the contractors have to visit every site or have representation to be eligible to bid?

Pursuant to the DOS-ITB-21/22-029 Janitorial Services solicitation, bids will only be accepted from those Respondents attending all pre-bid site visits. Attendance at all pre-bid site visits is identified as a mandatory pre-condition for responding to the solicitation.

Mission San Luis

Visitor Center Site Location

N/A Who would be responsible for extra payment to the vendor in the event of cleaning services needed for weekend or outside hours at Mission San Luis?

Responsibility for an additional vendor payment would be variable.

15 All Site Locations N/A Is the vendor responsible for any trash pickup that's outside at any of the sites?

The awarded vendors are not expected to pick up any trash outdoors except for the following locations:

16 All Site Locations N/A What is the annual budget that DOS has allocated for all janitorial services?

Not Available.

Attachment D Page #

I see there is no performance bond required, but are there any other bonds associated with this opportunity?

If they are needed, are there any bond forms we must use?

If subs are used, are they to be associated under our bond or have their own?

No other bonds are listed in this solicitation as a requirement.

DOS-ITB-21/22-029 Addendum No. 3 Page 4 of 8

Section 6 Selection

Methodology

Page #

Is there a scoring sheet FDOS will use to grade each vendor’s response?

Yes.

Section 6 Selection

Methodology

Page #

“The prices submitted may be evaluated using present-value methodology”. Do you have the scoring sheet available?

Yes.

Forms Page # 65 - 74

Forms 4 – 6 are on different pages. Would it be possible to have them on their own separate page?

Please see below attachments included.

N/A N/A Are we to include our firm’s financial information with our submission? Where are we to add this information?

If such documentation is requested in Compliance with Laws.

Pursuant to subsection 20.055(5), F.S., Contractor, and any subcontractor to the Contractor, understand and will comply with their duty to cooperate with the Inspector General in any investigation, audit, inspection, review, or hearing.

(Section 5 Compliance with Laws, Cooperation with Inspector General (paragraph D, page 59).

N/A N/A Can we receive a copy of invoices from the last 6-months? Can we also receive a copy of the current contract and budget?

Upon request, the Department may make public records available to you so that you may review and determine how to proceed in the future.

Section 7 Subcontractors &

Assignments

Page # 61 -62

If we are to use subcontractors, do we have to meet a certain requirement? Is there a list of qualified subs we have to choose from? Do we receive additional scoring points if we use subs?

No. The successful Vendor shall not subcontract, assign, or transfer any work identified under this project or the resulting Contract without prior written consent of the Division. The successful Vendor is responsible for all work performed under the Contract (Section 5 Compliance with Laws, Subcontracting, paragraph L, page 60).

DOS-ITB-21/22-029 Addendum No. 3 Page 5 of 8

VENDOR REFERENCES

Vendor Name:

Vendors are required to submit with their proposal, three (3) references that have been provided services within the last three years, of a similar size and parameters of those requested in this solicitation.

The department reserves the right to contact any and all references in the course of this solicitation evaluation and make a fitness determination, not subject to review or challenge.

1. Name of Organization: ____

Contact Person: ____

Phone Number: ____

Address: ____

Email Address: ____

Description of Project: ____

Service Dates: to ____

Estimated Value of Contract: $ ____

2. Name of Organization: ____

Contact Person: ____

Phone Number: ____

Address: ____

3. Name of Organization: ____

Contact Person: ____

Phone Number: ____

Address: ____

DOS-ITB-21/22-029 Addendum No. 3 Page 6 of 8

FORM 4 – SUBCONTRACTING

The Vendor is to complete the information below for all subcontractors that will provide services to the Vendor to meet the requirements of the resultant Contract, should the Vendor be awarded.

Submission of this form does not indicate the Department’s approval, but provides the Department with information on proposed subcontractors for review.

Submit a separate sheet for each subcontractor.

Section 1. There will be subcontractors for this solicitation YES _____ NO _____ (place a check where applicable). If “No”, the Vendor is not required to complete Sections 2 and 3.

Section 2.

Service(s):

Company Name:

Contact:

Address:

Telephone:

Fax:

Current Registered as Certified Minority Business Enterprise (CMBE) or Women-Owned Business (WBE)?

Yes ☐ No ☐

Occupation License No.: ______________________________

Acknowledgement from Vendor this subcontractor has successfully complied with the “Subcontractor Acceptance Process”. Yes ☐ No ☐

W – 9 Verification? Yes ☐ No ☐

Section 3. In a job description format, on the back of this page, list the responsibilities and duties of the subcontractor based on the technical specifications outlined in this solicitation.

Section 4. The signature below certifies the accuracy of the subcontractors and their duties should the Vendor be awarded a Contract resulting from this solicitation.

Name of Vendor’s Organization

Printed Name of Organization’s Authorized Representative

Signature of Organization’s Authorized Representative

Date

DOS-ITB-21/22-029 Addendum No. 3 Page 7 of 8

FORM 5 – DRUG FREE WORKPLACE CERTIFICATION

IDENTICAL TIE PROPOSALS – Preference will be given to businesses with drug free workplace programs. Whenever two or more proposals which are equal with respect to price, quality, and services are received by the State or by any political subdivision for the procurement of commodities or contractual services, a proposal received from a business that certifies that it has implemented a drug free workplace program will be given preference in the award process. Established procedures for processing tie proposals will be followed if none of the tied Vendors have a drug free workplace program. In order to have a drug free workplace program, a business must:

1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

2) Inform employees about the dangers of drug abuse in the workplace, business’s policy of maintaining a drug free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties, that may be imposed upon employees for drug abuse violations.

3) Give each employee engaged in providing the commodities or contractual services that are under the scope of this proposal a copy of the statement specified in subsection (1).

4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under the scope of this proposal, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893, Florida Statutes or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.

5) Impose a sanction on or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee’s community, by any employee who is so convicted.

6) Make a good faith effort to continue to maintain a drug free workplace through implementation of this section.

As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements OR by checking the box below, I attest that the organization does not fully comply with the described criteria for a drug free workplace.

The organization does not meet the described criteria for a drug free workplace.

DOS-ITB-21/22-029 Addendum No. 3 Page 8 of 8

FORM 6 – CONFLICT OF INTEREST DISCLOSURE

The award hereunder is subject to the provisions of Chapter 112, Florida Statutes. Contractor must disclose with their responses whether any officer, director, employee or agent is also an officer or an employee of the Florida Department of State, the State of Florida, or any of its Agencies. All firms must disclose the name of any state officer or employee who owns, directly or indirectly, an interest of more than five percent in the Contractor’s firm or any of its branches o r affiliates. All Contractors must also disclose the name of any previous employee(s) of the Department who has received or will receive compensation of any kind to seek to influence the actions o f the Department in connection with this procurement.

The following persons are officers, directors, employees, or agents of Contractor’s firm and state officers or employees:

The following persons are state officers or employees who own, directly or indirectly, more than a 5%interest in t h e Contractor’s firm:

The following previous employee(s) of DOS have sought to influence DOS in this procurement on behalf of the Contractor:

The Contractor has no interest to disclose and has had no person seeking to influence DOS in connection with this procurement.

The signature below certifies that all persons with a potential conflict of interest, as defined by Chapter 112, Florida Statutes, have been identified above.