ESBD_380939_1732220199868_802-25-54277 Addendum 2.pdf
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- Solicitation number
- 802-25-54277
- Issued by
- Armstrong County, Texas
About this file
This document is an Addendum to an Invitation for Bid (IFB) issued by the Texas Parks and Wildlife Department (TPWD) for Janitorial Services at their Rockport Regional Office. The IFB outlines detailed service requirements, including frequency of tasks such as dusting, vacuuming, mopping, stain removal, and cleaning of restrooms and breakrooms. The contract shall commence upon award and continue through January 31, 2026, with the option to renew for up to four additional one-year periods. Bidders are required to attend a mandatory pre-bid site visit between November 4-8 and November 11-13, 2024. The Addendum provides clarifications and revisions to the IFB, including specifications for wet mopping, provision of cleaning supplies, and annual floor stripping and waxing.
The IFB does not mention any incumbent vendors or current contractors, and it does not specify any existing infrastructure or technology that requires integration. The IFB does not provide a listed award value or budget range for this opportunity. The contract will be awarded to the bidder that provides the best value to TPWD. Bidders must meet minimum qualifications, including at least 3 years of experience providing similar services, and provide references. Contractor performance will be closely monitored, and failure to meet requirements may result in contract termination. This opportunity is open to all qualified vendors, and there are no set-aside designations or restrictions on the types of organizations that can respond.
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Texas Parks and Wildlife Department 4200 Smith School Road
Austin, Texas 78744
IFB 802-25-54277
Addendum 02
ADDENDUM
Addendum Number: 02 Date: 11/21/2024 Solicitation Number: 802-25-54277 Solicitation Title: Janitorial Services, TPWD Rockport Regional Office Due Date/Deadline: December 3, 2024, 2:00 p.m. CT Purchaser: Judy Ahrens
PURPOSE OF ADDENDUM: CLARIFICATIONS
Except as provided herein, all Terms and Conditions of the document referenced herein, remain unchanged and in full force and effect. The following are specifications to this solicitation. This Addendum may be attached to and form a part of the referenced solicitation document and any resulting awarded contract and may be considered in your response.
Specification Revisions IFB Section 4. a) iii) is revised as follows:
Wet Mopping: A properly wet mopped floor shall be free of all dirt, dust, grit, marks, and debris. Fresh water, to which Diversey brand cleaner or equivalent cleaning agent has been added according to label directions, shall be used with a sponge-type or string-type mop to remove all dirt and marks. All residue near the wall and fixture borders must be cleaned and/or removed.
IFB Section 4. d) ii) is revised as follows:
Contractor shall provide all necessary cleaners, supplies, equipment and incidentals required to complete the services unless otherwise stated herein. These include but are not limited to mops, dusting cloths, polishes, vacuum cleaners, brushes, buckets, detergents, scouring powders, disinfectants, wax, wax machines, shampoo or steam cleaning equipment and commercial grade approved disinfectant and any other equipment or supply necessary to perform services specified. Contractor shall use commercial grade cleaning solutions and disinfectants. Any scented cleaners and disinfectants must be pre-approved by TPWD.
IFB Section 4. i) is revised as follows:
i) Contractor shall perform the following tasks ONCE PER YEAR.
i) Strip and wax the floor in the Main Office building and the Resource Office building.
(1) Products used to strip and wax the floors will require TPWD prior approval.
(2) All visible and accessible floor area must be stripped and waxed.
(3) Walls and shelf borders along the floor shall be free of any stripping or wax solutions.
(4) Any visible residue must be removed and the area left cleaned.
(5) TPWD will perform a documented walk through, photos included if necessary and report any issues to Contractor.
Austin, Texas 78744
IFB 802-25-54277
Addendum 02
Questions and Answers
1. Question: Are there specific cleaning schedules or times (e.g., after hours, weekends) that must be adhered to for each facility?
Answer: In accordance with IFB Section 4. b) Work Schedule: Services shall begin no earlier than 6:00 p.m. on Monday through Friday and may be performed at any time mutually agreed upon on Saturday and Sunday, not including State holidays.
2. Question: Are there any high-traffic or priority areas that require more frequent cleaning beyond the specified schedule?
Answer: No, unless Contractor fails to provide cleaning services in a satisfactory manner in accordance with specifications.
3. Question: Can you confirm whether the cleaning of exterior windows or other outdoor areas is included in the scope?
Answer: The office lobby glass door and windows are included in the specifications, item 4. f) viii). No other exterior windows or doors are required. If these services become necessary, they will be added in accordance with Section 12, Additional Services.
4. Question: For the Fitness Center, are there additional cleaning tasks required for gym equipment or specialized flooring?
Answer: No additional tasks are required beyond normal cleaning tasks in IFB Section 4. f), g) and h).
5. Question: Are there any restricted areas within the facilities that require special permission or handling procedures?
Answer: No.
6. Question: Is cleaning of the HVAC vents limited to accessible vents, or does it include deeper duct cleaning?
Answer: HVAC duct cleaning is not required.
7. Question: Will TPWD provide any consumables (e.g., hand soap, paper towels, toilet paper), or is the contractor responsible for procuring and replenishing them?
Answer: TPWD will provide and replenish the consumable supplies listed in IFB Section 4. d).
8. Question: Are there preferred or mandated eco-friendly cleaning products or brands that TPWD requires?
Answer: Please see previous Specification Revisions section.
9. Question: Are there specific waste disposal protocols or recycling requirements contractors need to follow?
Answer: No. Trash shall be bagged and disposed within outside dumpsters in accordance with IFB Section 4.
f) vii).
10. Question: Will TPWD provide a designated storage area for cleaning supplies and equipment at each facility?
Answer: The supply storage closet is located at the Main Headquarters building. No storage is available at other facilities.
11. Question: How will performance be tracked and documented through the TPWD logbook system? Are there specific forms or templates to be used?
Answer: TPWD will provide a logbook to record personnel attendance and to document service performance issues. TPWD will record any performance issues on the log.
12. Question: Can you clarify the process for addressing and resolving performance issues in the logbook?
Answer: Janitorial staff shall review the logbook and any recorded issues at sign in. Janitorial staff shall initial issue documentation to document review. Janitorial staff shall have one (1) week to resolve the performance
Austin, Texas 78744
IFB 802-25-54277
Addendum 02 issue. TPWD will provide a monthly performance report for the Contractor. TPWD will maintain monthly performance reports for future reference.
13. Question: For the annual floor stripping and waxing, are there preferred techniques or materials that TPWD recommends?
Answer: Please see previous Specification Revisions section.
14. Question: Are there any areas with specialized flooring that require specific cleaning methods or equipment?
Answer: No.
15. Question: How does TPWD intend to monitor compliance with the specified cleaning schedules and frequency of tasks?
Answer: See questions 11 and 12.
16. Question: In the event of unexpected cleaning needs (e.g., spills, emergencies) what is the expected response time and process?
Answer: TPWD will immediately report any unexpected cleaning needs to the Contractor project manager or designee. Contractor shall respond within one business day.
17. Question: Are there specific security or check-in procedures for cleaning staff upon arrival at each facility?
Answer: Reference IFB Section 7, Security. TPWD will provide awarded Contractor facility access codes.
18. Question: Are there any seasonal or event-driven cleaning requirements (e.g., special events, peak visitor time) that Contractors should be aware of?
Answer: No.
19. Question: What is the billing process and timeline for payments? Are monthly progress reports required along with invoices?
Answer: Please reference IFB Section 19, Invoicing and Payment for payment process and timeline. Contractor is not required to submit a monthly progress report.
20. Question: Is there a preferred format for submitting periodic compliance reports or addressing additional tasks requested by TPWD?
Answer: Any reports, questions, concerns or additional tasks shall be documented in the logbook. Janitorial staff shall review and initial. TPWD will provide a copy of documentation to the Contractor.
Respondents are to acknowledge receipt of the Addendum and return a signed copy with proposal submission.
I acknowledge receipt of the Addendum.
Respondent’s Authorized Signature Date
Company Name
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