ESBD_521760_1781536530487_Janitorial Proposal 2026 Questions 6-15-2026.docx

Janitorial Proposal 2026 – Questions

Q. Is there a specific person or role with Fannin County that will be the contractors on-site contact during the contract term that the contractor will engage with during the term of the contract or will Mr. Lee Swafford be the sole contact for the contractor and for questions during services?

Answer: There will not be a designated Fannin County employee dedicated to be an on-site contact.

Q. Was there a prior contractor or vendor providing the cleaning services, and if so, what was the budget, contract amount or price paid?

Q. Please confirm the locations that need to be cleaned during the day are the staff required to be present for the full 8 hours, or just Mondays and Fridays for the time it takes to clean the building?

Answer: Only the Sheriff’s Office will need to be cleaned during business hours and the cleaning will need to start when the office opens at 8 AM. All other locations will need to be cleaned after business hours which will be after 5 PM. Cleaning staff will only need to be present during the time required to clean the facilities. There will not be any Fannin County employees on premise during the evening cleaning. The cleaning staff will be responsible for securing the facilities upon completion. Cleaning staff will be given keys and/or keycard access to buildings being cleaned after business hours

Q. Please confirm the locations that need to be cleaned during the day (#3, #6, #8 and #9) are the staff required to be present for the full 8 hours, or just Mondays and Fridays for the time it takes to clean the building?

Answer: Candidates selected for the pre-screening could be asked to meet with selected Fannin County representatives for more detailed discussions. This will take place on June 25th. Times will be scheduled to accommodate both Fannin County and the candidate. In person meeting will be preferred but an online meeting can be discussed as a possibility.

Q. Insurance requirements (A thru D): Are these requirements expected to be included in the solicitation response or after the contract is awarded?

Answer: Insurance requirements will be required only for candidates the are selected for the prescreening meeting.

Q. Bond: For the required Bid Bond, if a contractor is not selected, when and how will the bid bond be returned to the contractor?

Answer: Bond will be required to the candidate that is awarded the contract. No Bond will be required to submit a bid proposal.

Q. Personnel qualifications indicate the contractor shall have a supervisor present during services being provided, can the supervisor be a working supervisor and is a supervisor required for daytime services and nighttime services?

Answer: The contractor’s supervisor may be a working supervisor. A contractor’s supervisor will not need to be onsite for the daytime services but will need to be able to be contacted by either Fannin County or the contractor’s employee if some issues arise.

Q. For submission- does it need to be 4 separate sealed envelopes on their own, or one sealed envelope with 4 sealed envelopes inside it?

Answer: All required submission paperwork can be sent to the Purchasing Agent in one sealed envelope.

Q. For proposal specifications- can the qualifications, years in business, experience, and service approach be on one letter or do they need to be separate papers?

Answer: Proposal specifications such as those listed in the question above can be on one letter as long as the required information is complete.

Q. For the initial cleaning requirement- looking at some of the floors, they are in need of a scrub/strip. Will that be part of what is required to bring them up to standards or would the sweep and mop be sufficient?

Answer: The initial cleaning requirement will not include any scrubbing or stripping of the floors. The requirements on the initial clean can include a standard mop or sweep but the expectation will be the floors will be cleaned properly.

Q. Letter O on daily tasks lists fogging the buildings, but it is under restrooms. Is every restroom in all 10 buildings to be fogged each cleaning day? Germicide is listed under several lines in daily cleaning- would that be provided by the County or do we provide it?

Answer: Daily fogging with germicide will NOT be a requirement of this proposal. This will be struck from the requirements for the candidate that is awarded the contract.

Q. Number 9 on daily tasks lists drying the frames- does that mean to wipe them dry with an appropriate cloth?

Answer: This means to use a dry or appropriate cloth to wipe the surface clean or dust or debris.

Q. Under weekly tasks- number 1 lists sidelight glass and hall glass- can you elaborate on what those are?

Answer: As for glass cleaning, requirements are to clean any entry doors into buildings or rooms that are glass. Bathroom mirrors are also expected to be cleaned. There is not an expectation that the candidate awarded the contract will be required to use a ladder to clean any windows or glass.

Q. Under weekly tasks- number 2 lists dusting of wall decorative items, coat racks, and plant/plant containers. We don't typically do anything with personal items outside of feather dusting picture frames. Are the plant/plant containers personal plants in offices or larger planter boxes?

Answer: The plants in offices are potted plants. Fannin County is not expecting the candidate awarded the contract to move personal items while cleaning. Fannin County does expect window sills to be feather dusted.

Q. Under weekly tasks- number 4 lists scrub restrooms. Does that mean machine scrub each restroom once per week or is it a heavy mopping?

Answer: There is not expectation for machine scrubbing the floors. A heavy mopping is the expectation.

Q. Under monthly tasks- number 1 lists damp mopping desks/workstations. Will they be cleared off of all removable items on the determined cleaning day?

Answer: If desks are clear of work papers or personal items, damp mopping will be required. The cleaning team should not be moving work papers or personal items that are on the top of desks or work stations.

Q. Under monthly tasks- number 4 lists cleaning inside and out of trash receptacles. Does that mean every trash bin in each building? (Ex: offices, kitchen, bathroom, sanitary, etc)

Answer: Yes, the expectation is that trash receptacles get cleaned inside and outside on a monthly basis.

Q. For cleaning the courthouse- does it matter what day of the week we do the 3rd floor?

Answer: The day of the week for cleaning the third floor is negotiable.

Q. For cleaning the sheriff's office- is Dispatch included in the barred areas also or are we to clean it? And does the estimated square footage listed cover the entire building or just the cleaning area?

Q. So, I don't fill it out wrong and get disqualified- between the building specs and the section for from 1295- what is Title County? I don't want to assume it is the title of the signer and the county we are located in if that is inaccurate.

Answer: This was a formatting error on the proposal. The title is the title of the representative filling out this proposal.

Q. Again- so I don't fill it out wrong and get disqualified- on the No Boycott forms, we are to fill it out if we agree to no boycott; but the last box on the abstaining section says "this is not an agreement for goods or services to be provided to the University" which is also true. Can you clarify?

Answer: If the candidate agrees that they are not boycotting any of the entities on this proposal, then selecting those options will be adequate.

Q. Can Fannin County provide square footage?

Q. The RFP states that sealed proposals must be submitted as one original and three copies to the Purchasing Agent’s Office. Could you please confirm whether electronic submission by email is accepted, or if only sealed hard-copy submissions are accepted?

Answer: Electronic submissions are allowed as long a they arrive before the deadline time. Fannin County is not responsible for any delays for mailed or electronic submissions.