ESBD_525000_1782428249851_Addendum NO. 2 - RFP NO. 26-18 Custodial Services.pdf

Page 1 of 9 Bid # 26-18

ADDENDUM #2

Title Bid Number Closing Date Issued Date

Custodial Services

26-18 July 1, 2026, at 2:00 P.M.

Central Standard Time

June 25, 2026

TO ALL PROSPECTIVE BIDDERS:

The information contained in this Addendum supersedes information contained in the Contract Documents to the extent indicated. All information contained in the Contract Documents remain in full force and effect unless specifically modified herein. All Respondents shall acknowledge the receipt of the Addendum in the space provided on this Addendum Form and submit this form with your bid packet. Failure to do so will result in Respondent disqualification.

The attention of all prospective Respondents is directed to the following modifications for the above referenced project.

Questions and Answers

Question No. 1: What is the current contract value for this service annually?

Answer: Due to the change in the scope of work this information is not available.

Question No. 2: How many restrooms are included, and what is their total square footage?

Answer: With the exception of the Sam Houston Visitor Center Bathrooms, we do not have the square footage of the bathrooms excluded from the total square footage.

Question No. 3: What is the total square footage of all buildings covered under this contract?

Answer: See Table Below.

Question No. 4: I would like to confirm whether proposals may be submitted electronically via email, or if only sealed submissions are accepted.

Answer: All SEALED solicitations must be returned by hand delivered or mailed to:

City of Huntsville City Secretary c/o Purchasing Department

448 State Highway 75 North Huntsville, Texas 77320

Question No. 5: Please provide tabulations and current annual spend. (request has also been sent to public records)

Answer: Our current custodial contract is through Choice Partners Cooperative and has a different scope of work.

Question No. 6: Please confirm when the mandatory walkthrough will be. I see both June 10th and

June 17th on the RFP.

Answer: Reference Addendum #1, posted June 9, 2026

City of Huntsville

448 State Highway 75 N

Huntsville, TX 77320

Lucy Gonzalez, CTCD

Procurement Manager

Telephone: (936) 291-5495

Email: purchasing@huntsvilletx.gov mailto:purchasing@huntsvilletx.gov

Page 2 of 9 Bid # 26-18

Question No. 7: Could you please provide Square footages of all facilities that will be considered under this solicitation? See Table Below.

Answer:

Question No. 8: Please explain what is required for Tabs 4 and 5. I do not see them listed under the required proposal format.

Answer: Clarification page 7, the TAB numbers are as indicated here:

TAB 1: Solicitation Document-Signed and Acknowledgement of Addenda, if applicable

TAB 2: Related Experience and Qualifications

TAB 3: Cost Proposal

TAB 4: References

TAB 5: Required Forms

Question No. 9: Who provides consumables?

Answer: Reference page 4: VI CONSUMABLES & page 6: Additional Services

Question No. 10: Will all facilities listed in this RFP be awarded to one vendor?

Answer: Reference page 3: SELECTION AND AWARD & page 6: EVALUATION CRITERIA

Question No. 11: Does Form 1295 need to be submitted with the bid?

Answer: Yes.

Question No. 12: Do you have the sq. Ft. Or cleanable Sq. Ft. Of the buildings?

Answer: See Table Below.

Question No. 13: In the SHVC building, are SA and SU serviced?

Answer: The Sam Houston Visitor Center Exterior Bathrooms are to be serviced on Saturday and Sunday.

Question No. 14: In the HMA building what does WE mean?

Answer: Wednesday.

Question No. 15: Are consumables a cost that the service provides and bills back to the city?

Answer: Reference page 4: VI CONSUMABLES & page 6: Additional Services

Question No. 16: The cleanable square footage for each building included in the solicitation.

Question No. 17: The approximate number of employees assigned to each building.

Question No. 18: The current total annual contract value for the janitorial services being provided.

Answer: Due to the change in the scope of work this information is not available.

Question No. 19: Please provide the size of each building for staffing calculation and Pricing.

Answer: See Table Below.

Question No. 20: Who is the incumbent contractor and how long have they been providing their services?

Answer: MetroClean has been the current custodial service provider for the past 3 years.

Question No. 21: What is the current contracted monthly price and yearly price?

Provide Past 4 Month Invoices for current vendor. - 02, 03, 04, 05/2026

Page 3 of 9 Bid # 26-18

Answer: Yes, the contract can be shared by Open Record request, however it is not valid as the scope of work is different.

Question No. 22: Do we have to request the previous bid tab and past 3months of invoice by Public record? If so, please provide instruction and proper department's email address prior to issue addendum

Answer: Our current custodial contract is through Choice Partners Cooperative and has a different scope of work.

Question No. 23: Can you provide us with the bid tab sheet form the last bid opening?

Answer: Our current custodial contract is through Choice Partners Cooperative and has a different scope of work.

Question No. 24: Provide copy of Current Contract.

Answer: Yes, the contract can be shared by Open Record request, however it is not valid as the scope of work is different.

Question No. 25: Can you provide the contract price if it has been increased for the past years?

Answer: No.

Question No. 26: Why did these facilities come up for bid at this time.?

Answer: These services are being solicited to see what options are available currently and to have the scope of work determined by a City driven contract terms and conditions, rather than a cooperative solicitation contract.

Question No. 27: Will it be awarded a single bidder or multiple bidders?

Answer: Reference PG3, SELECTION AND AWARD

Question No. 28: Is the scope/size of this bid identical with the current contract? Have there been any changes from the previously awarded contract to current request for bid? Are there any significant changes from the last bid?

Answer: This solicitation is drastically different from the existing contract as are the terms and conditions and locations.

Question No. 29: What are the criteria for awarding the contract? Can you specify the percentage of each category; Price, qualification, experience, etc.?

Answer: Reference PG3, SELECTION AND AWARD

Question No. 30: Who is responsible for furnishing supplies; paper products, trash can linear, hand soaps, and chemicals?

Answer: Reference PG4, VI CONSUMABLES

Question No. 31: If we provide consumable supplies, Is it possible to get the current supply usage usage data: Kind of products, quantities etc?

Answer: This solicitation is drastically different from the existing contract as are the terms and conditions and locations.

Question No. 32: Who is responsible for providing day porters' services for each building?

Answer: This service is not currently provided. This solicitation requests a cost per cleaning personnel by hour should the City decide to utilize as day porter for a specific building.

Question No. 33: How many hours day porter services are required per day for each building?

Page 4 of 9 Bid # 26-18

Answer: The only building that might have a day porter would be the New City Hall building. Those services are not yet decided. Reference PG5, PRICE CHART

Question No. 34: What is the time frame for day porter's services and night shift?

Answer: Reference PG5, PRICE CHART

Question No. 35: Can you provide the flooring type breakdown of all locations? Carpet, Concrete, VCT, Tile, etc.?

Answer: Mandatory Site Visit was conducted for this purpose.

Question No. 36: Who is responsible for providing event set up and post event cleaning if you have?

Answer: Locations that are labeled “by request” are for cleaning the building, not anything pertaining to events.

Question No. 37: Is there collective bargain Agreement with the County or current vendor? Are the current vendor’s employee’s union members?

Answer: No.

Question No. 38: What is required min. wage for this contact?

Answer: Reference PG8, COMPLIANCE

Question No. 39: Prior to commencement of subsequent renewal terms, will your agent consider a request for price adjustments in accordance with the current National Consumer Price index or the increased minimum wage of State?

Answer: Price adjustments shall be considered only at the commencement of each renewal term. Any request for a price increase must be submitted in writing and substantiated by verified data from the

National Consumer Price Index (CPI) and established Key Performance Indicators (KPI). The Vendor must provide comprehensive supporting documentation, including official index reports and detailed performance metrics, to justify the requested adjustment. All price adjustments are subject to review and final approval by the City of Huntsville.

Question No. 40: Is Exterior Window Cleaning a part of this contract?

Answer: PG6, ADDITIONAL SERVICES

Question No. 41: Can you provide the current number of staffing- Day Porter, night shift, driver etc?

Answer: The current vendor provides all staff for custodial services. We do not currently have a day porter.

Question No. 42: What are the areas you would like to see improvement with a new vendor?

Answer: See the specifications of the solicitation for the City’s expectation.

Question No. 43: Current staffing by location: Please provide a list of personnel currently assigned to each facility, including shifts and coverage.

Answer: The current vendor provides all staff for custodial services. We do not currently have a day porter.

Question No. 44: Consumables in use: The Scope of Work mentions consumables for restrooms and kitchens as “the necessary items,” but does not specify which ones. Please confirm the exact consumables currently being used at each location (e.g., soap, paper towels, toilet tissue, deodorizer, feminine hygiene bags, trash liners, kitchen supplies).

Answer: Typical: Toilet Tissue, Paper Towels, Soap, Trash Liners are common among all locations.

Quantities and needs are different at each location.

Page 5 of 9 Bid # 26-18

Question No. 45: Will the vendor be expected to provide all consumables (soap, paper goods, liners, etc.) and invoice them at a marked-up rate, or will those be supplied by the City?

Answer: Reference PG4, VI CONSUMABLES

Question No. 46: For the New City Hall, do you have an updated count of: Total office spaces once completed? Number of restrooms per floor or overall?

Answer: 47 enclosed office spaces 6 open office areas; 13 restrooms, estimated 6 with multiple stalls.

Question No. 47: Who is responsible for consumables? Paper, plastic, soap products.

Answer: Reference PG4, VI CONSUMABLES

Question No. 48: When is the expected date of award? 2026 or 2027?

Answer: 2026.

Question No. 49: Is it possible to conduct unaccompanied walk of facilities besides mandatory walk we attended?

Answer: No.

Question No. 50: Should there be questions after secondary walk is there opportunity to ask for information?

Answer: Secondary walk not available.

Question No. 51: Is there opportunity for extension to allow for secondary walk and compiling of any additional information?

Answer: Secondary walk not available.

Question No. 52: How many offices are there for each building?

Answer: See Table Below

Question No. 53: Are window cleaning services required for each building? Are there any buildings that do not require interior and/or exterior window cleaning?

Answer: PG6, ADDITIONAL SERVICES. These services will be on an as needs basis.

Question No. 54: Are concrete washing services needed for any of the locations?

Answer: No.

Question No. 55: How many kitchens and break rooms are in each building?

Answer: Mandatory Site Visit was conducted for this purpose.

Question No. 56: What areas are off limits to cleaning personnel?

Answer: Those areas will be indicated with signage.

Question No. 57: Can we get pictures of the different flooring for the buildings where there is a significant distinction?

Answer: Mandatory Site Visit was conducted for this purpose.

Question No. 58: What is the updated square footage for each building?

Answer: See Table Below

Question No. 59: Are you able to share the contract bid amount of the current vendor?

Answer: Yes, the contract can be shared by Open Record request, however it is not valid as the scope of work is different.

Page 6 of 9 Bid # 26-18

Question No. 60: How many locations provide supply storage areas, or is there one specific location where custodial staff can store supplies?

Answer: Each building has a dedicated storage/janitorial closet.

Question No. 61: For requirements stated as “as needed,” “when needed,” or “by request,” can the

City define whether those tasks are included in the fixed monthly price or billed separately as additional services?

Answer: Billed Separately.

Question No. 62: For the New City Hall schedule showing daily 10 AM-3 PM and Monday-Friday after 5 PM, is the 10 AM-3 PM requirement a day porter service, a separate custodial shift, or both?

Answer: 10 AM-3 PM and Monday-Friday Day Porter, When necessary after 5 to complete task. This building is where our City Council Meetings are on the 1st and 3rd Tuesdays starting at 6pm.

Question No. 63: Can the City provide floor type and approximate square footage by location, including carpet, VCT, tile, concrete, sealed concrete, LVT, wood, or other surfaces?

Answer: Mandatory Site Visit was conducted for this purpose. See Table Below for footage.

Question No. 64: Are there any secured, restricted, police, fire, evidence, IT, records, or employee-only areas that require special access procedures or cannot be cleaned without City escort?

Answer: Not at this time.

Question No. 65: The RFP states the vendor is responsible for staging and managing consumables, and the price chart requests a markup of consumables. Does the City or the vendor purchase consumables?

Answer: Reference PG4, VI CONSUMABLES

Question No. 66: If the vendor purchases consumables, should vendors include consumable costs in the monthly price, bill them separately, or bill them at cost plus the proposed markup?

Answer: Reference PG4, VI CONSUMABLES

Question No. 67: Can the City provide current monthly or annual usage quantities for toilet tissue, paper towels, hand soap, trash liners, feminine hygiene bags, deodorant, and other consumables?

Answer: Not available.

Question No. 68: The price chart requests hourly pricing for floor stripping, waxing, buffing, carpet stain removal, window cleaning, and additional cleaning. Are any of these specialty services included in the base monthly price, or are all specialty services ordered separately?

Answer: Additional Services are to be priced on an as needed basis.

Question No. 69: Does the City have an expected annual floor care schedule for stripping, waxing, buffing, carpet extraction, or deep cleaning by location?

Answer: As needed.

Question No. 70: Are background checks, drug screening, badges, uniforms, or City-issued identification required for custodial staff? All vendor staff are subject to background checks. The City will issue access cards for identification.

Answer:

Question No. 71: Are subcontractors permitted, and if so, are there approval, insurance, background check, or disclosure requirements specific to subcontractors?

Answer: No.

Page 7 of 9 Bid # 26-18

Question No. 72: For renewal option years, should pricing remain fixed at the initial rates, or may vendors propose escalation for option years?

Answer: Price adjustments shall be considered only at the commencement of each renewal term. Any request for a price increase must be submitted in writing and substantiated by verified data from the

National Consumer Price Index (CPI) and established Key Performance Indicators (KPI). The Vendor must provide comprehensive supporting documentation, including official index reports and detailed performance metrics, to justify the requested adjustment. All price adjustments are subject to review and final approval by the City of Huntsville.

Question No. 73: Could you please provide the square footage for the locations below:

• Service Center Warehouse/Parks • Transfer Station • Police Department

• Sam Houston Visitor Center Ext. Bathrooms • Fire Station#4 EMS Admin.

Answer: See Price Table below Police Department and Fire Stations are not included locations for routine cleaning.

Question No. 74: Please confirm whether the City requires only one original proposal submission or if additional hard copies and/or an electronic copy on USB are required.

Answer: One original proposal without binding.

Question No. 75: The Solicitation Format section references Tabs 1, 3, 6, 7, and 2:

• Are Tabs 4 and 5 intentionally omitted, or are there additional sections that should be included in the proposal?

• Additionally, should proposers organize the submission in the exact order listed in the solicitation, or should the tabs be arranged in numerical order?

Answer: Clarification page 7, the TAB numbers are as indicated here:

TAB 1: Solicitation Document-Signed and Acknowledgement of Addenda, if applicable

TAB 2: Related Experience and Qualifications

TAB 3: Cost Proposal

TAB 4: References

TAB 5: Required Forms

Page 8 of 9 Bid # 26-18

Price Table (estimated quantities)

LOCATION

Employees Approximate

SqFt

SCHEDULE MONTHLY COST

Service Center- TEMPORARY

448 St. Hwy 75 North

Huntsville, TX

15 4,539 sqft.

MO - FR

After 5 PM

Service Center NEW

ADDITION

448 St. Hwy 75 North

20,120 sqft

Service Center Warehouse/Parks

450 SH 75 North

Huntsville, TX

NOTE: Office and the break room be removed from the cleaning schedule.

Both areas provide direct access into the shop, and for safety and security reasons, I do not want anyone entering the shop area without proper supervision.

200 sqft.

Huntsville Municipal Airport

1000 Airport Drive

2 2,800 sqft.

WE

3 PM - 5 PM

Transfer Station

590 IH 45

3 590 sqft.

TH

3 PM - 5PM

MLK

310 Martin Luther King Dr.

0 5,776 sqft BY REQUEST

Wynne Home

1428 11th St

2 5,715 sqft. BY REQUEST

City Hall-TEMPORARY

1220 11th Street

29 10,794 sqft.

NEW City Hall

1212 Ave M

47 43,805 sqft.

Daily 10 AM - 3PM

MO – FR After 5 PM

Public Library

1219 13th Street

5 15,000 sqft.

MO – FR After 7 PM

SA After 4 PM

Main Street Program

1203 University Ave.

1 1,500 sqft.

TU, TH

3 PM - 5 PM

Sam Houston Visitor Center

7600 Hwy 75 South

2 4,539 sqft.

MO, TH

Exterior Bathrooms

368 sqft.

MO, TH, SA, SU

Hodges Building

4,125 sqft

MO, TH

3 PM - 5PM

MEETING SPACE

BY REQUEST

Page 9 of 9 Bid # 26-18

ADDITIONAL AS-NEEDED SERVICES PER HOUR RATE

Floor Stripping Per SqFt.

Floor Waxing/Refinishing Per SqFt.

Floor Buffing/Burnishing Per SqFt.

Carpet Stain Removal Per SqFt.

Interior Window Cleaning

Exterior Window Cleaning Per Hr

Hourly Rate for Custodian Per Hr

Additional Cleaning per square foot Per SqFt.

Mark up of Consumables %

Additional Services Offered $

Additional Services Offered $

Additional Services Offered $

Please include signed copy of Addendum with submitted Solicitation Packet.

Responder Name: ____________________________________________________________________

Address: ___________________________________________________________________________

Telephone Number: ________________________ ________________________________

Printed Name of Contact

Fax Number: _____________________________

Email Address: ____________________________ ________________________________

Authorized Signature