Q&A Memo IFB TA 093021.pdf
PDF 1 MB Posted
- Solicitation number
- 2078371
- Issued by
- Dutchess County, New York
About this file
This document is a Q&A Memo related to an Invitation for Bid (IFB) issued by the New York State Office for People With Developmental Disabilities (OPWDD) for Janitorial Services at the Taconic Developmental Disabilities Service Office (DDSOO). The IFB solicits bids for janitorial services at 12 different locations, with vendors able to bid on individual sites or all 12. The bid opening date has been extended to October 14, 2021 to allow for additional site visits. Prevailing wage requirements apply, and vendors must submit pricing by task. Insurance is required upon tentative contract award. The current contractor is LCS Companies of New York, Inc. dba LCS Facility Group.
Payment terms are net 30 days, and the contract will have a one-year term. The OPWDD will be conducting extensive background checks, including reference checks, but the contract will be awarded to the lowest cost bidder. The OPWDD will provide soap, garbage bags, paper towels, and toilet paper, while the vendor will supply cleaning chemicals and equipment. The OPWDD does not verify disinfection, and any COVID-19 related cleaning would be considered outside the scope of work.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Mandatory Supporting Documents for IFB191.pdf | ||
| Bid Results IFB TA 093021.xlsx | XLSX spreadsheet | |
| Addendum 1 IFB TA 093021.pdf | ||
| PRC 2021900283.pdf | ||
| CR AWARD C0STA00452.pdf | ||
| Sample CONTRACT TEMPLATE20.pdf | ||
| IFB TA 093021.pdf |
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Text version
KATHY HOCHUL
Governor
THEODORE KASTNER, M.D., M.S.
Commissioner
ROGER BEARDEN, J.D.
Executive Deputy Commissioner
OPWDD Contract Management Unit | eny.nyc.li.contracthub@opwdd.ny.gov
26 Center Circle, Wassaic, NY 12592 | TEL: 845-877-6821 x3122, FAX: 845-877-3004 | www.opwdd.ny.gov
September 22, 2021
Janitorial Service – Taconic DDSOO – IFB TA 093021
Questions and Answers:
Below is a compilation of the questions received for this bid. Questions that were repeated, or of a recurring nature, were consolidated. Thank you very much for your interest.
1. Question: Can we do a FOIL request on this RFP? Can we get a complete contract with the total dollar amount? Who were the last three lowest bidders for the contract? What are you paying now?
Answer: The above questions refer to the current contract. The current contract utilizes a different scope of work and a different pricing structure. It is also a short-term contract with a one-year term. Current pricing will not be comparable based on these differences.
2. Question: Can you share who the incumbent is now?
Answer: The current contractor is LCS Companies of New York, INC. dba LCS Facility Group.
3. Question: You mentioned you weren’t happy with the current service being provided, could you elaborate a little bit? What are you not happy with?
Answer: The current Contractor utilized sub-contracting without prior approval by OPWDD. They have also struggled completing tasks as listed in the scope of work.
4. Question: Can we get a list of all the companies that can bid?
Answer:
Company
Access Supports for Living K&P Facilities Maintenance Inc.
Gateway Building Services Hbar Holding LLC Quality Facility Solutions Corp.
LGC Global Energy FM PriorityCleans.
Facilities Maintenance Corp.
Superior Building Maintenance Superior Janitorial And Maintenance Services LLC Ward Global Enterprises, LLC DBA A-Plus Cleaning and Supplies Paramount Services Group, Inc.
THEODORE KASTNER, M.D., M.S.
Commissioner
Scrub Masters Plus Corporation CleanWork Solutions, LLC.
ABS/CBS
A-1 Cleaning Procleaning Solutions LLC
5. Question: In the event of a positive case of Covid on site will we be required to do disinfecting? Like coming and doing a COVID disinfecting?
Answer: No, this is outside the scope of work. OPWDD would request a quote for additional services.
6. Question: Approximately how many people were assigned to the location roughly (contractor staff)?
Answer: This is unknown. Each location should be visited by the vendor to confirm staff needed to perform tasks as listed in the scope of work.
7. Question: If we have an instance where the person in the office is busy and they don’t have time to clean that area should we have a report of that at the end of the month.
Answer: Yes, if there’s a reason why you couldn’t get to that specific area, just note it.
8. Question: Who provides supplies?
Answer: Taconic DDSOO will provide soap, garbage bag liners, paper towels and toilet paper. Cleaning chemicals and equipment are provided by the vendor.
9. Question: Can we store our cleaning supplies somewhere on the site?
Answer: Yes, there is a secure closet at every site where you can store your equipment and chemicals. We ask that everything be stored per manufacturer guidelines.
10. Question: Is there a slop sink in every facility where we can rinse our mops out?
Answer: Yes, but this should be confirmed with a site visit.
11. Question: You said you can bid on one or all sites. Is there a reason you were not looking to do this as a package?
Answer: To encourage small businesses, who may not be able to handle all 12 sites, to bid.
THEODORE KASTNER, M.D., M.S.
Commissioner
12. Question: Is there a square footage in the solicitation per location broken down by floor types; tile, carpet, and the like?
Answer: No. Vendors are strongly encouraged to visit each site for which they are bidding.
13. Question: How many locations?
Answer: There are twelve locations listed in the IFB.
14. Question: When it comes to scheduling the site visits do we go through you or is there a list of people to contact.
Answer: There’s a contact person and phone number in the IFB for every location. I ask that you contact them directly and attempt to set something up. If you don’t get a response within 48 hours, let me know and I’ll find an alternative contact.
15. Question: Is it ok if we send an email to them and include you on the email?
Answer: Yes.
16. Question: What’s the award process going to be like? Is there going to be a vetting process?
Answer: This procurement is an Invitation for Bid. While we will be completing extensive background checks which include checking references, contracts will be awarded to contractors providing the lowest cost.
17. Question: Can we have more time to conduct site visits? Would the due date be extended as well?
Answer: OPWDD will issue an addendum allowing more time for site visits. The new bid opening date is 10/14/2021 at 3pm.
18. Question: Prevailing wage?
Answer: Prevailing wage does apply to this procurement. If you have any questions regarding prevailing wage, please contact the NYS Department of Labor.
19. Question: Is pricing by item mandatory?
Answer: Yes.
THEODORE KASTNER, M.D., M.S.
Commissioner
20. Question: With prevailing wage you also have to do a certified payroll report at the end of every month.
Answer: Yes. It must be included with your invoice.
21. Question: What form do you use, like a state form?
Answer: Please see the attached PW-12 Weekly Payroll form.
22. Question: Once the company has been selected, will the prices each company bid be made available?
Answer: Bid Results will be released approximately one week after bid opening. All bid pricing received will be included.
23. Question: Does the addendum have to be included in the proposal?
Answer: The addendum must be signed and returned to OPWDD within three days upon request.
24. Question: When it comes to payment, isn’t it a net 30 payment?
Answer: Payment is net 30 days.
25. Question: You want pricing bid on task so first task is clean all receptacles. Say there are 50 in a site, if one is missed is that non-compliance?
Answer: No, one missed garbage can is not non-compliance. Repeatedly skipping or not completing tasks will be addressed with the vendor as non-compliance. If there is a reason a task couldn’t be completed, just leave us a note.
26. Question: Do we supply insurance with the proposal or wait until a contract is awarded?
Answer: Insurance is required to be provided upon tentative contract award.
27. Question: Does OPWDD verify disinfection?
Answer: No
THEODORE KASTNER, M.D., M.S.
Commissioner
Respectfully, Jennifer Vallely, CMS 1, Contract Management Unit
(845) 877-6821 (Ext. 3333)
(845) 877-3044 (fax) Jennifer.Vallely@opwdd.ny.gov
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