Inquiries and Answers 1 - RFP AAGA 2026-0280 Custodial Services (4).pdf

DPA Solicitation No.:

RFP AAGA 2026-0280

CUSTODIAL SERVICES

Inquiries and Answers 1

Question 1: What is the current contract value for this service annually?

Answer 1: The current annual contract value is a Not to Exceed maximum of $1,016,751.

Question 2: How many restrooms are included, and what is their total square footage?

Answer 2: There are a total of 153 restrooms that are included in this contract, with additional information provided in Exhibit A SOW, Attachment 3. While the specific square footage of each individual restroom varies, the total square footage of all restrooms combined is included in the square footage calculations shown in Exhibit A SOW, Attachment 3.

Question 3: What is the total square footage of all buildings covered under this contract?

Answer 3: Please refer to Exhibit A SOW, Attachment 3.

Question 4: In Exhibit B – Offeror Response Questions, respondents are instructed to complete the document in the order presented and provide responses in the designated text area immediately following each question.

However, in the Administrative Information section, specifically Section 4.3 – Complete

Proposal, the solicitation references additional proposal components such as a table of contents, executive summary, and other standard technical proposal sections.

Answer 4: That is correct. Contractors must complete the questions in Exhibit B Offeror Response

Form and submit all other components required by the RFP. Please note that Exhibit B is only one element of the Technical Proposal; all requested components must be submitted to form a complete and comprehensive proposal.

Question 5: Could you please clarify whether you are requesting a comprehensive technical proposal that includes the items outlined in Section 4.3, or if the expectation is simply to provide responses to the questions contained within Exhibit B as instructed?

Answer 5: See Question 4.

Question 6: With this republishing of the original request, are there any specifics that we should be aware of that caused the cancellation and now reissue of this RFP?

Answer 6: In accordance with C.R.S. 24-103-301, this information is confidential.

Question 7: With our submission to the request of the initial RFP, how many responses were received and who were the active bidders that responded?

Answer 7: A CORA request must be submitted to obtain this information. The CORA request form is available online at CORA Request Form.

Question 8: To confirm as noted in this reissuance, as a previous bidder that in fact participated in the required location of walk throughs, we are not required to do another walk through, is this correct?

Answer 8: Correct, vendors who participated in the walk-through as part of the previous solicitation were not required to complete the walk-through again.

Question 9: The previous RFP, AAGA 2026-0211 (due May 6), and the current RFP, AAGA https://forms.monday.com/forms/01ca01b599a0a54bd7e2df33482c884a?r=use1 https://forms.monday.com/forms/01ca01b599a0a54bd7e2df33482c884a?r=use1

2026-0280 (due July 15), appear to have different RFP numbers. However, the cover page of the new Exhibit A still references AAGA 2026-0211.

Answer 9: Due to an administrative error the cover page of Exhibit A erroneously lists the initial

RFP number (AAGA 2026-0211) instead of the resolicitation number. The correct RFP number for

Exhibit A is AAGA 2026-0280. Please see Modification 2.

Question 10: Regarding the pricing sheets, breaking down each task isn't something we normally

do. Could you provide historical pricing or clarify the estimated production time that vendors are expected to use?

Answer 10: The Department does not have this information at this time; however, all labor costs are currently provided within the current annual contract value, which is a Not to Exceed maximum of $1,016,751 per year. The actual total contract spend in the previous fiscal years is as follows:

2021-2022 - $986,783.86

2022-2023 - $1,009,470.28

2023-2024 - $1,010,514.97

2024-2025 - $912,880.31

2025-2026 - $956,253.75

While historical data for labor, consumables, and materials is unavailable, the contract resulting from this solicitation introduces new requirements for tracking and reporting on these specific service components.

Question 11: Section 6.7 “Service Disabled Veteran Owned Small Business (SDVOSB) P. 21 — What company, if applicable, is the SDVOSB subcontractor on the current contract?

Answer 11: N/A - Subcontractors are not used for these Services.

Question 12: Page 42 of Exhibit A, “Attachment 1 – Tasks and Frequencies Chart for Periodic

Services” — Please confirm that the only building which requires carpet extraction is the Grand

Junction S.S.B. Building.

Answer 12: Carpet extraction is only needed in buildings if there is a spill, leak or other emergency cleanup. The Grand Junction SSB will not be part of this contract and is removed from this RFP.

Question 13: Section 2, “Schedule of Activities and Associated Terms”, page 6—What is the anticipated award date for this project?

Answer 13: While a definitive award date has not been finalized for this solicitation, the

Department expects to have an award made by early to mid-August. This timeline is an estimate only and is subject to change.

Question 14: Section 2, “Schedule of Activities and Associated Terms”, page 6—What is the contract start date for this project?

Answer 14: The Department is targeting September 1, 2026 as the anticipated start date, subject to change based on the award timeline.

Question 15: Section 5.8.1 “Walk-Off Mats and Runners” Can the City confirm how many entrances there are at each facility for which vendors are to supply walk-off mats/runners?

Answer 15: For estimating purposes, there are approximately 44 entrances to the buildings, however, roughly 80% may require mats. The other entrances may only be used for emergency egress, in warehouse space, or not used at all. It will be the contractor's responsibility to determine the number and size of mats that will be used.

Question 16: Equipment Storage - The SOW identifies five primary locations—Centennial Building, Capitol Annex, Legislative Services Building, State Office Building, and State Services Building— requiring a walk-behind auto-scrubber and wet vac to be permanently stationed on-site.

Can you confirm this requirement and ensure that appropriate storage will be available at each location?

Answer 16: Yes, walk-behind auto-scrubbers and wet vacs are required to be permanently stationed on-site. The Department will work with the contractor to determine its specific needs and will provide suitable storage areas.

Question 17: Section 1: Consumables & Historic Usage

Will the State provide historic occupancy data, annual case counts, or past consumption data by building so that vendors can accurately forecast supply costs?

Answer 17: Please see Question 10.

Question 18: Are the existing soap and paper towel dispensers proprietary to the incumbent vendor or owned by the State?

Answer 18: No, soap and paper towel dispensers are not proprietary to the incumbent. The State owns all dispensers after they are installed by the contractor.

Question 19: If proprietary, is the awarded contractor responsible for the cost of purchasing and installing new hardware?

Answer 19: N/A

Question 20: For historic architectural elements (e.g., decorative brass grilles/columns and polished marble wainscoting), is the contractor expected to perform full restoration polishing under routine maintenance, or is this scoped as periodic specialty work?

Answer 20: This work is considered a periodic service, however, there may be some cases where it will be by-request.

Question 21: Section 2: Square Footage & Production Rates

Can the State provide a detailed breakdown of cleanable square footage by floor type (e.g., carpet, resilient tile, stone/marble) for each of the 13 facilities?

Answer 21: Please refer to Attachment 3 to Exhibit A - Statement of Work (SOW).

Question 22: Regarding 200 E. Colfax Ave. (State Capitol Building), what is the exact cleanable square footage of the marble flooring that requires annual stripping/waxing and semi-annual buffing?

Answer 22: The approximated square footage is provided in attachment 3. Due to variations in measuring methods, the Department can only provide an estimate.

Question 23: Section 3: Labor & Staffing Mandates

Is the On-Site Project Manager required to dedicate their eight daily working hours exclusively to the Capitol Complex contract, or may they manage other regional accounts simultaneously?

Answer 23: Yes, the on-site Project Manager is expected to dedicate eight hours a day to this contract.

Question 25: For the James Merrick Parking Garage, how will the contractor be compensated for labor and materials if snow removal services significantly exceed the estimated average of six times per month?

Answer 25: If snow removal labor and material costs significantly exceed the then-current standard service requirements, the contractor will be responsible for promptly notifying the

Department. The Department will review the contractor's supporting data and documentation to determine if additional compensation is warranted.

Question 26: Section 4: Operational Constraints & Penalties

How will the 2% recycling contamination threshold be audited, and what is the specific fee deduction schedule if a building exceeds this limit?

Answer 26: The trash collection contractor will provide the Department with an estimated contamination percentage. Currently, the trash collection contractor does not sort recycling contamination by building, but rather as one total percentage.

Question 27: Is the contractor responsible for off-site hauling and dumpster fees, or does the State cover the service contracts for trash compactors and recycling receptacles?

Answer 27: The contractor is not responsible for off-site hauling and dumpster fees. These services are excluded from this contract, as the State utilizes separate, existing agreements for all waste collection and associated containers.

Question 28: Given the timeline for background checks and badging, is the projected start date subject to change?

Answer 28: The start date of the new contract is anticipated to be September 1, however this is subject to change. It will be important for the contractor to submit its employee roster in a timely manner to begin the onboarding process.

Question 29: Past Performance & Historical Data

To ensure an accurate cost baseline, could the Department please provide the following:

The current annual contract value, historical annual spend, or approved budget for custodial services across these facilities for the previous fiscal year.

Answer 29: Please see Question 10.

Question 30: Could the Department please provide total monthly FTE/labor hours utilized by the incumbent and annual consumable product usage/volume from the previous 12 months?

Answer 30: Please see Question 10.

Question 31: Could the Department please provide total historical billable hours or spend for "as-needed" and emergency/special event cleanup services over the last contract term?

Answer 31: Emergency/special event cleanup services are unusual and haven't occurred in several years. There is no historical information available to share at this time. As-needed services occur infrequently and are therefore not tracked.

Question 32: What is the Intent to Bid deadline (2.4.1)?

Answer 32: Per the Administrative Information document, any Intent to Respond submission is optional and not required to submit a proposal. However, if the vendor chooses to submit, the

Intent to Bid deadline is Monday, July 20, 2026 at 2:00 PM MT. Please see Modification 2 to the

Administrative Information document for this update.

Question 33: Is there a defined phase-in period given the size and scope of the contract?

Answer 33: A formal phase-in period is not anticipated. While the Department acknowledges the compressed transition timeline, uninterrupted continuity of services is mandatory. The Department is committed to working collaboratively with the selected contractor during implementation to facilitate a smooth operational transition and resolve any challenges.

Question 34: Sections 2.1, 2.20, and 12 of the SOW indicate that buildings or portions of buildings may transition between occupied, partially occupied, and unoccupied status during the contract term. Because staffing increases require recruiting, background checks, onboarding, training, and badge issuance, please clarify the State's expectations regarding staffing adjustments for occupancy-related increases in service levels. Specifically, does the fifteen (15) day notice period identified in Section 2.1.1 apply to increases in occupied space and associated custodial staffing requirements, or will a different notification period be provided when previously unoccupied or partially occupied areas are returned to full service?

Answer 34: The Department maintains frequent communication with its contractors and will provide as much notice as possible, however, a minimum of fifteen (15) days is the current notice period. In the event of material increases/decreases in service expectations, the parties shall mutually agree to the changes by executing a contract amendment as needed.

Question 35: Is the State able to provide a vacancy percentage of time associated with increase/decrease service level expectations for respective buildings. Is the service provider expected to remain at full staffing capacity during partially serviced periods?

Answer 35: Vacancy times vary, therefore, the Department is unable to provide this information.

As previously stated, the contractor will be given as much notice as possible regarding occupancy levels so that it can plan accordingly. However, it is ultimately the contractors responsibility to ensure staffing levels are sufficient to meet contractual requirements.

Question 36: May Offerors propose an alternative staffing approach that satisfies all SOW requirements?

Answer 36: Yes.

Question 37: Is the “additional space” listed in Attachment 3 included in the gross square footage?

What is the Additional Space identifying?

Answer 37: Additional Space includes, but is not limited to, elevators, stairs, mechanical rooms and storage areas and is reflected in the gross square footage.

Question 38: Attachment 3 only provides gross square footage, is there an approximate cleanable square footage?

Answer 38: The Department does not maintain separate cleanable square footage data. The vendors are encouraged to utilize the information provided in Attachment 3 to prepare their proposals.

Question 39: What are the required completion times for nightly cleaning services at each facility?

Answer 39: Nightly custodial services shall be performed between 5:30 pm and 5:00 am.

Question 40: Several buildings require daytime cleaning of offices, labs, computer rooms, and secure locations. Are there any areas that must be cleaned during regular business hours instead of the night shift.

Answer 40: Yes, areas requiring daytime cleaning are detailed in Exhibit A SOW, Section 6 Tasks Per

Individual or Group Of Buildings.

Question 41: What is the historical Help Desk work-order volumes by building for the previous 12 months?

Answer 41: The following are the number of work orders for the past year.

1375 Sherman St. 27

690 Kipling St. 14

700 Kipling St. 6

1313 Sherman St. 25

1575 Sherman St. 13

Legislative SB 15

North Campus 1

1881 Pierce St. 4

State Office Bldg. 6

1525 Sherman St. 30

Question 42: What is the historical emergency response volumes and incident types by building?

Answer 42: Emergency/special event cleanup services are unusual and haven't occurred in several years, therefore, this information is unavailable.

Question 43: What are the annual usage quantities for all consumables supplied under the contract?

Answer 43: See Question 10.

Question 44: Is there an entrance mat count for each building? Dimensions?

Answer 44: See Question 15.

Question 45: How many custodial closets and storage areas are available in each building?

Answer 45: Please refer to Section 4.2.4 of Exhibit A SOW. The Department will work with the contractor to determine its specific needs and will provide suitable storage areas as required.

Question 46: What are the estimated annual labor hours associated with periodic services?

Answer 46: See Question 10.

Question 47: What is the total annual ice melt/deicing material usage for the last 2 years at the Parking

Garage, so Offerors can accurately estimate required material quantities and associated costs.

Answer 47: See Question 10.

Question 48: What inspection score or threshold constitutes acceptable performance?

Answer 48: Ninety percent (90%).

Question 49: To understand the risk of scope creep, can you provide pricing history over the past five years?

Answer 49: See Question 10.

Question 50: Are there labor-rate requirements?

Answer 50: No.

Question 51: Will transition staffing or incumbent employee retention be required or expected at contract startup?

Answer 51: No.

Question 52: Could you provide historical pricing or clarify the estimated production time that vendors are expected to use?

Answer 52: See Question 10.

Question 53: Could you provide the incumbent's pricing breakdown or some other time baseline?

Answer 53: See Question 10.