Exhibit B - Offeror Response Questions - RFP AAGA 2026-0280 Custodial Services.pdf

DPA Solicitation Number:

RFP AAGA 2026-0280

CUSTODIAL SERVICES

EXHIBIT B – OFFEROR RESPONSE QUESTIONS

EXHIBIT B – OFFEROR RESPONSE QUESTIONS

Instructions for Offerors

• Respond to every question completely, this includes all required details.

• Do not alter the text of the questions.

• Provide your response in the designated text area immediately following each question.

SECTION 1: COMPANY OVERVIEW & CORE CAPABILITIES

Question 1A: Statement of Work (SOW) Conformance

Describe your firm’s approach to meeting the routine and periodic cleaning requirements, including the frequency schedules for each location, as detailed in Exhibit A – Statement of Work.

Offeror Response: [Insert Text Here]

Question 1B: Workforce Delivery Model

Confirm that your firm will provide all Custodial Services using direct company employees.

Subcontracting is not permitted for Custodial Services under the terms of the contract.

Question 1C: Corporate Registration

Please confirm your firm is currently registered with the Colorado SOS or that, if awarded, your firm will be registered prior to contracting. If applicable, provide your firm's Colorado Secretary of State

(ID) registration number and verify that your corporate status is current and active.

Question 1D: Geographic Presence & Contact Details

Confirm that your firm maintains a physical office presence within a thirty (30) mile radius of the

State Capitol. State the following operational details for that office:

• Physical Office Address:

• Telephone Number:

• Corporate Website Address:

Question 1E: Longevity & Firm History

Provide a brief history of your company. Your answer must explicitly include:

• Continuous years in business providing commercial Custodial Services.

• Company founding date.

• Current corporate structure (including parent companies, subsidiaries, or joint affiliations).

Question 1F: Competitive Advantage

What key organizational strengths or distinct competitive advantages does your firm possess that will ensure superior performance and service delivery for the State of Colorado?

SECTION 2: ORGANIZATIONAL & PORTFOLIO EXPERIENCE

Question 2A: Five-Year Experience Track Record

Provide a detailed description of your firm's organizational experience in commercial Custodial

Services within the last five (5) years. Detail how this past experience aligns with the scale of the

State’s multi-facility requirements.

Question 2B: Multi-Facility Portfolio Experience

Demonstrate your firm's experience providing routine and periodic commercial Custodial Services for portfolios consisting of at least ten (10) office buildings (ideally within the Denver Metropolitan

Area). Highlight major clients, facility square footage, and contract durations.

SECTION 3: PERSONNEL, TRAINING, AND VETTING

Question 3A: Staffing Capacity & Adequacy

Provide a detailed plan explaining how your firm will recruit, secure, and maintain sufficient personnel to perform all required Custodial Services consistently across all designated State buildings without coverage gaps.

Question 3B: Personnel Recruitment Standards

When hiring frontline custodial staff, what baseline qualifications, skills, professional experience and technical expertise does your firm require during the screening process?

Question 3C: Employee Vetting & Background Checks

Describe your background check process for company employees assigned to State buildings. Confirm your agreement to submit background check approvals to the DPA Representative before any employee begins work on-site.

Question 3D: Employee Training Program

Provide a comprehensive description of the training program your firm provides to frontline employees. Address how this training is specific to the tasks in Exhibit A – Statement of Work, and include details on safety, specialized equipment operation, and chemical/hazardous material handling.

Question 3E: Non-Key Staffing Allocation Matrix

Explain how you will train and deploy personnel to ensure timely execution. Additionally, please populate the table below to outline the staffing framework assigned to this contract:

Offeror Response: [Insert Text Here]

Position / Job Title General Contract Responsibilities

Total Number of

Personnel in Role

Dedicated Productive

Hours/Week

Example:

Day Porter

Trash pull, spill cleanup, high touch wipe down

120 total hours

Question 3F: Workforce Continuity and Vacancy Replacement Plan

Provide a detailed plan explaining how your firm manages sudden vacancies or turnover. Address how you will replace both leadership staff (Project Managers, Supervisors, Leads, etc.) and frontline staff swiftly so that transitions never impact daily service delivery.

SECTION 4: MANAGEMENT CAPABILITIES & KEY PERSONNEL

Question 4A: Project Manager Qualifications

Provide a detailed description of the professional background, experience, and specific skill sets required by your firm for a Project Manager overseeing a multi-facility contract of this scale.

Question 4B: Assigned Project Manager Profile

Identify the specific, named Project Manager who will lead this contract and interface directly with the DPA Representative. Additionally, complete the following profile for this individual:

• Full Name & Title:

• Total Years of Experience as a Project Manager:

• Length of Employment with your firm:

• Summary of Education & Industry Certifications:

• Detailed Summary of Professional Experience relevant to this RFP:

Question 4C: Project Manager On-Site Schedule and Duties

Confirm that the assigned Project Manager will be physically present for a minimum of eight (8) hours during each workday to oversee Custodial Services. Describe their specific daily responsibilities, quality oversight mechanisms, and communication plan with the DPA

Representative.

SECTION 5: OPERATIONS, EQUIPMENT, & STANDARDS

Question 5A: Routine Cleaning Equipment Fleet

Provide an itemized inventory and brief technical description of the specialized equipment your company owns and will dedicate exclusively for the execution of routine custodial tasks in State buildings.

Question 5B: Periodic Cleaning Equipment Fleet

Provide an itemized inventory and brief technical description of the heavy equipment or specialized systems your company will deploy to perform scheduled periodic custodial tasks (e.g., floor stripping/waxing, deep carpet extraction).

Question 5C: Materials, Consumables, and Chemical Compliance

Confirm and demonstrate how all cleaning chemicals and disposable paper/plastic products provided by your firm will meet or exceed the environmental and baseline standards detailed in Exhibit A –

Statement of Work.

Question 5D: Cleaning Quality Standards & Expectations

Describe the specific standard operating procedures (SOPs) and internal quality metrics your firm uses to manage employee performance. Describe your company’s expectations for frontline workers on routine daily tasks versus periodic specialized tasks.

Question 5E: Schedule Agility & Responsiveness

Describe your firm’s operational capacity and process for responding to modified custodial schedules or urgent, short-notice cleaning requests made by the State.

SECTION 6: CLIENT REFERENCES

Question 6A: Active Commercial References

Provide exactly three (3) different client references (multiple buildings for the same client will count as one (1) Reference) for entities where your firm currently provides commercial custodial services of similar size, scope, and complexity. (You may include the State of Colorado or another public/government entity as one reference).

For each reference, provide:

• Reference 1:

o Company/Entity Name:

o Physical Address:

o Contact Name & Title:

o Email Address & Phone Number:

o Brief Description of Custodial Services & Facility Type Serviced:

• Reference 2:

o [Same fields as above]

• Reference 3:

o [Same fields as above]

SECTION 7: PRICING & COSTS

Item 7A: Submit Pricing and Cost as required in Exhibit C and Exhibit C1.

All Pricing and Cost instructions are detailed in Exhibit C1. The mandatory forms that must be completed and submitted as part of Offeror’s Cost Proposal are located in Exhibit C.

Item 7B: Important Note on Cost Evaluation

Due to a significant budget deficit and current Statewide budget constraints, cost efficiency is a critical priority for this solicitation. The Department is actively seeking cost savings across all operational areas, including Custodial Services. Offerors are strongly encouraged to optimize their operational efficiencies and submit highly competitive, cost-conscious pricing in their final proposals without compromising service quality.

Item 7C: Partially Occupied Building Cost

As described in Exhibit A - Statement of Work, some State buildings are currently, or may become, partially occupied during the term of the contract. In that event, full Custodial Services will only be required for the occupied portions of the buildings with minimal Custodial Services being required in vacant areas. Please provide your pricing methodology for these reduced services in lieu of full service rates.

Item 7D: Unoccupied Building Cost

As described in Exhibit A - Statement of Work, some State buildings are currently, or may become, unoccupied during the term of the contract. In that event, minimal Custodial Services will be required in those buildings. Please provide your pricing methodology for these reduced services in lieu of full service rates.