Pre-Bid Meeting Notes 4-8-26.pdf
PDF 94 KB Posted
- Attached to
- Building Automation Controls Installation & Repair - Tridium/Schneider IA/Barber Coleman Systems
- Solicitation number
- 251-27-078
- Issued by
- Halifax County, North Carolina
About this file
This pre-bid meeting notes document, dated April 8, 2026, captures discussions between Wake County Public School System (WCPSS) procurement officials and prospective bidders regarding 79 service bids and 1 playground inspection bid. The meeting, led by Clarence Rogers, addressed multiple contract categories including environmental and grounds maintenance, hazardous materials remediation, automotive vehicle services, flooring and painting, energy systems, HVAC and kitchen equipment, building automation maintenance, and custodial cleaning services. Bidders were informed that the 79 service bids would open on April 22-23, 2026, while the playground inspection bid would open on April 9, 2026. Written questions must be submitted by April 15, 2026, at 11:00 AM to bids-crogers7@wcpss.net, with answers posted as addenda. The custodial cleaning contract, affecting 173 schools being rebid on five-year terms, requires one vendor per geographic area with the possibility of single vendors being awarded multiple areas. The organization emphasized that all bid documents must be fully completed and signed with required certifications, and no exceptions to terms and conditions would be accepted. E-bidding was implemented this year to maintain bid confidentiality, with all correspondence routed through Clarence Rogers.
Pricing structure requires labor rates to include mileage, equipment wear and tear, and for certain services such as mold remediation, equipment rental costs. Materials overhead and profit are capped at cost plus 10%, while equipment fees are incorporated into labor rates where applicable. For custodial services, WCPSS provides paper products, wax, propane, and burnishing pads, while contractors must supply equipment and bear responsibility for stored items on premises. The contract environment includes active current contracts in each region, with 575 vehicles and 40 heavy-duty vehicles serviced under the automotive bid. Building automation controls require contractors to be manufacturer certified and factory trained on Tridium/Schneider IA/Barber Coleman Network 8000 systems, with 205 automated sites managed by Wake County. The procurement does not identify incumbent vendors or current contractors, requires compliance with E-Verify and sexual offender registry checks, and mandates $1,000,000 minimum commercial general liability insurance coverage.
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Other files
| File | Type | Posted |
|---|---|---|
| 251-27-078- Addendum #3 - Extend Date -Non Returnable Addendum.docx | DOCX document | |
| 251-27-078- EPP Building Automation Controls -Tridium IR JOC.pdf |
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Text version
Pre-Bid Meeting Maintenance and Operations
April 8, 2026, 9:00am
Clarence Rogers
• Introduction
• Must be responsive and responsible
• Questions that are asked today or submitted in writing by due date will be answered and posted as an addendum
• Make sure all bid documents are completed and signed where needed and make sure to include certifications
• We cannot accept any exceptions to terms and conditions
• Introduction of Departments
• E- Bidding is new this year
• In order to maintain confidentiality of the bids, all correspondence needs to go through Clarence Rogers.
Clarence Rogers
• There are 79 service bids. Bids will open on April 22nd and 23rd
• 1 Playground Inspection bid. Bid will open on April 9, 2026
• Answers to today’s questions are not binding. All questions need to be submitted in writing to myself (bids-crogers7@wcpss.net). Questions are due at 11:00 am on 4/15/26
• Make sure you review the deadlines for these bids
• There is a sign-up sheet. Please sign before you leave.
mailto:bids-crogers7@wcpss.net
Open Discussion
Environmental & Grounds
Q: Is the duct cleaning part of the mechanical system as well or is it just the duct system?
A: We do clean out the air handler system as well as the duct system.
Q: Is there a mold testing required for clearance by the contractor?
A: WCPSS will do the mold testing not the contractor
Q: Hazmat bid – In the Bid we only put in a line for labor?
A: Yes
Q: Hazmat Bid – Do we add a line for disposal and transportation?
A: Your Bid will only be the labor rate for services provided. Disposal, Transportation materials will bid separately.
Q: Does this Bid include disposal?
A: Labor for services is the only number up for bidding.
Q: Is there a 10% mark up on invoices for materials?
A: Yes, Also the equipment fee is to be included in the labor rate.
Q: Parts for recycling is pricing all inclusive?
A: All 3 lines are required. Admin sites only schools are not included.
Q: Explain the labor charge or rate and what that is supposed to include.
A: It obviously includes the charge for labor, but it also includes mileage and wear and tear on equipment. We would expect you to have negative air machines (air scrubbers) if you're conducting mold remediation, but instead of charging an equipment rental fee that you might charge other clients, this would be wrapped up in the labor rate. You can charge separately for materials + 10% upcharge. You can also charge separately for disposal costs + 10% upcharge. In addition, if there is a piece of equipment that you need to rent (for example, a lift) to get one of our jobs done, we would expect you to charge us for that as well.
Automotive Vehicles
Q: Does this bid include the purchasing of tires
A: No – Tires are purchased on the state contract.
This bid is only for tire repair and road service.
Q: How many vehicles does Wake County service
A: 575 vehicles and 40 heavy duty.
Flooring
Q: Flooring and Painting – tours?
A: No tours. You must give hourly rate. If a project comes up, the school can be walked, and you can see the area needing paint. Individual projects under one big contract – give labor rate and it must include disposable material in labor rate. Materials must be bid separate from labor rate.
Q: Refinished hardwood Floors are bids separate?
A: Yes. Refinishing and Patchwork are separate items
Q: Is there a backlog of work?
A: Yes
Energy
Q: How is the Boiler PM contract listed?
A: Boiler PM contract, Install, Maintenance pricing is not hourly. Pricing is per unit.
Q: Elevator s – PM contractor services?
A: No PM contracts on elevators. Just install and repair.
Q: Fire alarm monitoring yearly rate – total for 270 schools or just individual schools
A: Per Site
Q: Is bid pricing all-inclusive or 1 man, 2 man, OT, weekend?
A: For that it will need quote for 1 man and helper including hourly per worker and hourly overtime per worker.
HVAC, Kitchen Equipment, Chiller, Q: Air Cooler & Chiller cleaning would it be 1 line item or separate A: 1 line item
Q: Do we bid on only what is stocked A: Yes
Building Auto Maintenance
Q: Replacing controllers etc. should there be a breakdown for each type?
A: Yes, Wake County has 205 Automated sites
Q: Is there Frequent Overtime?
A: No
Custodial Cleaning Contract –
Q: Can we use sub-contractors?
A: Awarded vendor can sub but sub’s cannot sub again
Q: Will there be multiple contractors?
A: There will be one vendor per area, and vendors can be awarded to multiple areas.
Q: Are floor plans provided?
A: Yes
Q: What is the bid date?
A: April 23, 2026 @ 1:00 pm
Q: Do some schools require more effort?
A: Every school is different
Q: How many schools are currently outsourced?
A: 173 Schools for rebidding on a 5-year contract
Q: Does Wake County supply all paper products?
A: Yes, the contractor will supply equipment
Q: Is there a place for contractor to store their equipment?
A: Yes, in the custodial closet that you will have access to. Items that you choose to leave on the premises to store will be your responsibility. Wake County is not responsible for your equipment.
Q: At the beginning of the flooring contract are we required to strip the floors?
A: No, stripping of the floors is only every 3 years. Waxing and carpet cleaning every year by June 30th. Area manager will determine if you wax or strip floors.
Q: ID or logo required while working?
A: Yes, and contractors must sign – in upon arriving on all Wake County campus.
Q: How do you get access to schools?
A: Keys to the school will be given to the owner of the cleaning business.
Q: Will the contractor need to provide auto scrubbers?
A: No, Auto scrubbers are already on site.
Q: Are current contracts active now?
A: Yes, each region has a separate contract.
Q: Number of coates provided?
A: 5 -6 coates are required Wake County provides the wax.
Q: Before any summer work how would he know the PM’s on the equipment?
A: Please read the scope of work. contractor is not responsible for the upkeep of the equipment.
Q: Is pro – pane burnish provided by the vendor & pads?
A: Yes, Wake County provides these supplies.
Q: Do all schools have external propane cages?
A: Schools will have an outside cage or closet
Q: Is there grout in all schools?
A: Different in all schools. Wake County will alert vendors if additional quotes are needed.
Q: Does Wake County use Robot scrubbers?
A: No
Q: Will contractors have access to WIFI in the schools?
A: No
Q: Can time clocks be installed or school phones allowed to be used ?
A: No
Q: Is the cafeteria included in the bid?
A: Yes, contractor cleans floors and sets tables and chairs back up for the next morning. Please read scope of work .
Clarence – Closing
Deadline to submit all questions will be April 15, 2026 @ 11:00am. Questions will be answered on website in addendum.
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