Pre-Bid Meeting Notes 4-8-26.pdf
PDF 94 KB Posted
- Attached to
- Fire Alarm System Testing & Inspection State and local contract opportunity
- Solicitation number
- 251-27-034
- Issued by
- Wake County, Teachey Town, North Carolina
About this file
This pre-bid meeting notes document records guidance provided by the Wake County Public School System (WCPSS) during a procurement meeting held on April 8, 2026, at 9:00 AM for 79 service bids with a bid opening scheduled for April 22-23, 2026, and one separate Playground Inspection bid opening on April 9, 2026. The meeting covered multiple service categories including environmental and grounds maintenance, automotive vehicle services, flooring, energy systems, HVAC, kitchen equipment, building automation maintenance, and custodial cleaning services. Written questions from bidders must be submitted by 11:00 AM on April 15, 2026, to Clarence Rogers at bids-crogers7@wcpss.net, with answers posted as addendums. The meeting addressed specific scope clarifications for the Custodial Cleaning Contract covering 173 schools across multiple regions on a five-year contract term, with the bid date of April 23, 2026, at 1:00 PM. All bidders were required to sign in and submit complete, signed bid documents with required certifications; bids must be responsive and responsible with no exceptions to terms and conditions accepted. WCPSS will conduct all mold testing and provide floor care supplies and equipment such as auto scrubbers and propane burnishers; contractors must supply their own equipment and will be responsible for its safekeeping on school premises.
Pricing structures vary by service category: labor rates must include mileage, equipment wear and tear, and disposable materials with materials and disposal costs charged separately at cost plus 10 percent markup; Boiler PM and elevator services are priced per unit rather than hourly; fire alarm monitoring is quoted per facility; and flooring and painting services require hourly labor rates. The document specifies that Wake County services 575 vehicles and 40 heavy-duty vehicles, maintains 205 automated sites, and operates 270 schools with varying service requirements. Contractors are permitted to subcontract services with the restriction that subcontractors cannot further subcontract, and multiple vendors may be awarded contracts for different geographic areas. All contractors must comply with criminal background checks under the Lunsford Act, E-Verify employment verification, and sexual offender registry certifications before service commencement, and must carry commercial general liability insurance of at least $1,000,000. No specific budget information, incumbent contractor details, or funding sources are disclosed in the meeting notes.
View the file
Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| 251-27-034 - EPP Fire Alarm Inspection and Repair Contract.pdf | ||
| 251-27-034- Addendum #2 - 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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