Questions submitted by Vendors for RFP 260000002579 with MDOT Responses.pdf

RFP 260000002579 – Questions and Answers

RFP 260000002579 – Questions and Answers for Janitorial Services for Port Huron Welcome

Center

1. Vendor would like to know approximately sq, ft. for:

A. Employee kitchen and bathroom – hard surface floor sq. ft.

B. Number of floor mats

C. Sq. ft. of carpet in the literature room/employe area

MDOT Response –

A. Hard Surface Floor Sq. Ft. is approx. 140.5 SF

B. Number of Floor Mats – 6

C. Sq. Ft. of Carpet in literature room/employee area is approx. 2122 SF

2. Schedule C – Service Specifications, Janitorial Schedule, Tab 1, Rows 36–39:

Does the 8:00 a.m.–4:30 p.m. schedule require uninterrupted onsite attendant coverage, including during meal and rest breaks?

MDOT Response –

No, the contractor is entitled to a 30-minute lunch and a morning and afternoon break of 15 minutes each without having to find coverage for those times.

3. Schedule B.1, Section II – Holidays and Additional Coverage:

The specification states that holiday periods and summer weekends may require additional hours and possibly one male and one female attendant. Please provide the exact dates, hours, and staffing levels that must be included in the contract price.

MDOT Response –

At this location (Port Huron Welcome Center) additional staffing is not required during weekends and holidays. This location does not require a male and female attendant.

4. Schedule B.1, Section 1.1(A), and Schedule C – Service Specifications, Tab 1, Rows 46–47:

Schedule B.1 requires restroom checks at least every two hours, while Schedule C lists

“Periodic Check of Restrooms” as two times daily. Please clarify the minimum required number and timing of restroom inspections each day.

MDOT Response –

Restroom checks are required between restroom cleanings and the other cleaning required throughout the building and grounds.

5. Schedule C – Service Specifications, Tab 1, Row 46:

Please confirm whether the two to three daily primary restroom cleanings must be completed during the scheduled 8:00 a.m.–4:30 p.m. coverage period.

MDOT Response –

Confirmed, all daily restroom cleanings must be completed during the scheduled coverage period.

6. Schedule B.1 Title and Schedule C:

Schedule B.1 references janitorial, grounds, and snow services, but Schedule C does not contain snow-removal tasks or pricing. Please confirm whether snow and ice removal are excluded from this solicitation.

MDOT Response –

This location (PHWC) does not require snow and ice removal. Snow and ice removal is excluded from this solicitation.

7. Vendor Questions Worksheet, Section 5 – Prior Experience:

May the prime bidder use the relevant experience and references of an identified janitorial subcontractor or key personnel to satisfy the requirement for three similar experiences from the last five years?

MDOT Response –

Yes, although MDOT prefers a direct relationship with the vendor selected to provide service.

8. Standard Contract Terms, Section 11 – Subcontracting:

If a subcontractor is identified in the initial proposal, may subcontractor approval be completed during the evaluation or contract-award process, or will the contractor still be required to provide 90 calendar days’ notice before subcontracted performance begins?

MDOT Response –

If prior written approval is given to use a subcontractor, the Contractor is still required to provide 90 days’ notice.

9. Schedule C – Price, Tab 2, Rows 18–25:

The Service Specifications state that additional and emergency services should not be included in the total bid price. However, the formulas on the Price tab appear to include those services in the total annual price. Please clarify whether these amounts will be considered when determining the lowest-priced bidder.

MDOT Response –

The Additional or Emergency Janitorial Services states Annual Quantities of service activities that are included at this facility. The annual price for these services will be determined when evaluating the solicitation responses.

10. Schedule C – Price, Tab 2, Rows 31–33:

The “Total Quote for Contract” field appears to repeat the one-year price rather than multiplying the annual price by the three-year base term. Should bidders leave the existing formula unchanged, or will the State issue a corrected pricing workbook?

MDOT Response –

MDOT has issued a revised Schedule C – Pricing Tab 2, Row 32 and has corrected the broken formula. MDOT will also review all bids after closing to ensure correct pricing has been provided.

11. Please confirm that MDOT will supply all consumable cleaning products identified as

“MDOT will provide,” while the contractor is responsible for supplying the equipment and tools requiring a “YES” response.

MDOT Response –

Correct, MDOT will supply all consumable cleaning products, and the contractor is responsible for supplying the equipment and tools required for services.

12. Please confirm that general grounds cleaning is priced for six months annually and that the entered monthly price will be multiplied by six.

Correct

13. Are the upper-level, transom, and truss windows and ceiling beams safely accessible with the required 5-to-9-foot ladder, or must the contractor provide lifts, scaffolding, or other specialized access equipment?

MDOT Response –

The contractor will be required to obtain lifts or scaffolding to satisfy this requirement safely.

14. Are there any liquidated damages, invoice deductions, service credits, or other financial penalties associated with missed shifts, late arrivals, inadequate staffing, or performance deficiencies? If so, please provide the applicable schedule. Schedule A - 6.2

MDOT Responses –

Please review Schedule A, 6. Acceptance, 6.1, 6.2 and 6.3 for Service Level

Agreement procedure due to inadequate service levels.

15. Should the attendant hourly wage reported on the pricing sheet include only the employee’s base wage, or should it include payroll taxes, benefits, workers’ compensation, and other labor burden?

Please provide base wage only

16. Schedule C, Tab 1 requires general grounds cleaning one to two times daily, while Tab 2 assigns an annual quantity of 6 and labels the bidder input “Price per Month.” Does quantity 6 represent six months, six services, or another unit, and what pricing basis should bidders enter?

MDOT Response –

Tab 1 indicates this service will be needed 1-2 times daily. Tab 2 allows for pricing for this service, which will only take place for 6 months a year, 1-2 times daily.

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