Pre-Bid Meeting Notes 4-8-26.pdf
PDF 94 KB Posted
- Attached to
- Fire Sprinkler System Inspections State and local contract opportunity
- Solicitation number
- 251-27-033
- Issued by
- Wake County, North Carolina
About this file
This is a pre-bid meeting notes document for Wake County Public School System (WCPSS) maintenance and operations procurement held on April 8, 2026. The meeting addressed 79 service bids with openings scheduled for April 22-23, 2026, and one separate Playground Inspection bid opening on April 9, 2026. A mandatory pre-bid meeting was conducted at 9:00 AM on April 8, 2026, with written questions due by April 15, 2026, at 11:00 AM to Clarence Rogers (bids-crogers7@wcpss.net). The meeting covered multiple service categories including Environmental & Grounds, Automotive Vehicles, Flooring, Energy, HVAC, Kitchen Equipment, Building Automation Maintenance, and Custodial Cleaning. The Custodial Cleaning contract involves 173 schools currently outsourced and rebidding on a five-year contract, with one vendor assigned per area. Bidders must complete and sign all required bid documents with no exceptions to terms and conditions accepted. All correspondence must route through Clarence Rogers to maintain bid confidentiality. E-bidding was implemented as a new process this year.
Specific pricing and service delivery requirements were clarified during the meeting, including that labor rates for environmental services must incorporate mileage and equipment wear-and-tear, with materials subject to a 10% markup and disposal costs charged separately. For custodial services, Wake County supplies paper products and wax, while contractors supply equipment stored in provided custodial closets at the contractor's risk. Flooring contracts require waxing and carpet cleaning annually by June 30, with floor stripping performed every three years at the area manager's discretion. Energy services include boiler preventive maintenance priced per unit rather than hourly, with fire alarm monitoring charged per site for 270 schools. Building automation maintenance covers 205 automated sites with Wake County servicing 575 vehicles and 40 heavy-duty vehicles. Tire repair and road service are covered under this bid, while tire purchases use separate state contracts. Contractors must provide identification or logos while working, sign in upon arrival, and are not responsible for equipment upkeep. All proposals are due April 23, 2026, at 1:00 PM, with answers to submitted questions posted as addendums on the website.
View the file
Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| 251-27-033 - EPP Fire Sprinkler Inspection Contract.pdf | ||
| 251-27-033- Addendum #1 - Extend Date Non Returnable Addendum.docx | DOCX document |
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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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