RFP 260000002197 - Bidder Questions and Answers QA 7.29.26.pdf

Michigan.gov/MiProcurement

BIDDER QUESTIONS & ANSWERS

Version 2021-2

RFP 260000002197

Janitorial Services

Q # Document and Section

Page # Bidder Question Answer (to be completed by the

State)

1 Schedule B, Pricing

For the "Basic Cleaning Cost per Sq. Ft." rate provided in Schedule B, is this rate intended to represent an annual cost per square foot, monthly cost per square foot, or cost per service?

**The State is removing the basic cleaning cost per square foot field and the Restroom cost per unit from the Schedule B, Pricing document as there are too many variables to calculate a universal rate, see Schedule B, Pricing

– Revised 7.27.26.

The Basic Cleaning Rate by square foot is calculated on each Location Specification Sheet (LSS) document, both annually and monthly.

General, Pricing for future Request for Quote (RFQ) Process

If awarded a contract under this RFP, will contractors be required to use the Basic Cleaning Cost per Sq. Ft. and other rates submitted in Schedule B when responding to future location-specific RFQs? Or will awarded contractors have the ability to develop location-specific pricing based on the

See response to Question 1.

requirements of each LSS, including facility size, service frequency, required staffing hours, daytime/nighttime requirements, supplies, equipment, and other operating costs?

3 Schedule B, Pricing Sheet 2

Since the actual cost per square foot can vary significantly based on a facility's cleanable square footage and service requirements, is the State requesting one standardized Basic Cleaning Cost per Sq.

Ft. rate for all facility sizes, or may bidders provide different rates based on cleanable square-footage ranges?

Question 1.

Cleaning and Replenishment Supplies

When establishing the Basic Cleaning Cost per Sq. Ft. rate in Schedule B, should that rate include cleaning chemicals, equipment, and replenishment/consumable supplies? Or are these costs expected to be calculated separately for each location-specific LSS, similar to the format provided in the Sample LSS pricing worksheets?

Question 1. Annual Cost for cleaning supplies is declared on each LSS document.

5 Sample LSS Pricing

Are the four Sample LSS pricing worksheets intended solely for the State's evaluation and comparison of bidder pricing, or will any of the rates or pricing submitted within the Sample

Yes, the Sample LSS documents are intended solely for evaluation purposes for this RFP.

LSS worksheets become binding contract rates for future locations?

Schedule B Cover Page

The Proposal Instructions appear to reference Schedule B Pricing as including both a Cover Page and Pricing Matrix. However, I was unable to locate a separate Schedule B Cover Page attachment within the solicitation documents provided. Can you please confirm whether a separate Schedule B Cover Page is required and, if so, where bidders can obtain the document?

The Cover Page is Sheet 1 of the Schedule B Excel document and includes the Instructions as well as declaration of any quick payment terms offered with proposal.

Proposal Instructions RFP 260000002197 7.16.26

Page 5, Para 7.4

If submitting documents in .pdf version (especially ones that require signatures), do we also need to submit those documents in word or excel format? So there would effectively be two versions of the documented submitted in two different versions?

Yes, your proposal documents must be submitted in the format they were posted, and the signature page or entire document can also be submitted as pdf for purpose of signature. This is indicated in Schedule A, Statement of Work, page 1, paragraph 4.

Schedule A - Statement of Work 7.14.26

Confirming that this statement, "MUST respond within the body of this document in the spaces provided." allows for the bidder to use as much room needed to answer as it was

Response is required within the Bidder Response Boxes, and they will expand with typing.

Where a Response Box indicates an covered in the pre-meeting that the bidder boxes would expand as you type attachment is acceptable, indicate within the Response Box there is an attachment.

See Response Box for Section 34, Invoices, as an example.

Schedule A - Statement of Work 7.14.26

All pages Do you want the answers to the questions in the bidder's boxes highlighted yellow?

No, please remove the highlighting, if it does not automatically disappear with typing.

Standard Contract Terms Pages 1 & 2

Do you want us to put in answers for the green highlighted boxes or are you just showing us what would change after award of a contract?

Please complete these sections, you may remove the green highlighting.

Schedule A - Statement of Work 7.14.26

Page 22, Para 8

The Bidder Response box asks for an answer to the following: "Bidder must describe how they will comply with the Warranty:"

This section is for Heat Safety and Environmental.

Did you want a narrative describing how the bidder will comply with Heat Safety and Environmental?

This section should read Health, Safety, and Environmental ….Please respond with how your company meets health, safety and environmental rules in regard to the chemicals that your company uses to complete contract activities; the section title and Response Box have been updated. See Attached Schedule A, Statement of Work Revised 7.27.26.

Schedule A - Statement of Work 7.14.26

Page 22, Para 7

Since Para 8 noted: "Bidder must describe how they will comply with the Warranty:", do you want this answered in the Bidder's Box for Para 7?

There is currently no question asked here.

Response Box for this section remains the same, also see response to Question 11.

Schedule B – Pricing Matrix

Instructions tab, Item 1, row 5

During later location quote requests, must contractors use the exact rates submitted in Schedule B, or may rates be adjusted based on each location’s requirements and costs?

See response to question 1, all other declared costs should be used to calculate the LSS Sample documents.

Sample LSS – Annual Business Costs

Pricing tab, cell A20

What costs are included in the fixed 19.26% wage-overhead amount? If actual payroll costs are higher, may the difference be included under “Other”?

Wage Overhead generally includes mandatory payroll taxes and employee benefits costs. The State is allowing 19.26% for Wage overhead costs of Basic Annual Janitorial Wages declared on each LSS. The Other field located on the LSS indicates a detailed list must be provided for any costs declared in the Other field.

Sample Location Documents 12-15 n/a

What are the values of the current contracts for the sample locations?

The Sample LSS documents are intended for evaluation purposes only. Active State Contracts are publicly posted via this link:

SOM Contract Connect

(right click on link and select Open Hyperlink) The Contract list table is searchable.

16 n/a n/a

Are the custodians working at any locations members of a union? If so, which union?

The SOM does not mandate that private contractors providing outsourced janitorial services employ union labor.

Schedule A - Statement of Work, Section 27.2.5 Page 33

Please provide the cost to the contractor for State of Michigan required background checks.

Contractors are expected to perform pre-employment background checks prior to any staff member being assigned to a location. If the State Agency requires any additional background check, they will run the additional check and incur the cost for the additional background check.

See sections 27, Security and 28, Additional Security Requirements

(MDOC).

https://www.michigan.gov/dtmb/procurement/contractconnect https://www.michigan.gov/dtmb/procurement/contractconnect

Schedule A - Statement of Work, Section 27.2.5 Page 33

Please provide a typical timeline for completion of a required State of Michigan initiated background check.

Each Agency has its own process when additional Security Checks are required. It can take hours to weeks. An inquiry may be made to the solicitation manager during the Request for Quote (RFQ) Process.

Schedule A - Statement of Work, Section 27.2.12 Page 34

Does the State or the contractor provide ID badges? If provided by the State, is there a cost to the contractor? If yes, what is the cost?

If a location requires electronic card key entry, the State will provide the initial entry badge, if replacement is required, the Contractor incurs the cost. See Section 19, Transition plan and Section 30, Keys, Codes and Key Cards.

Exhibit A2 - Location List n/a

Please provide a list of locations per Region that require snow removal.

Snow removal will be indicated on LSS document when applicable during the RFQ process.

Most locations may require assistance with Snow removal at entrances as indicated in Statement of Work, Section 5.9.12.

Exhibit A2 - Location List n/a

Please provide a list of locations where interior or exterior window cleaning is

This is not pertinent to this stage of the RFP process.

However, if outdoor required at a height above 20 feet.

window cleaning is required, it is generally 1st floor only. During the RFQ Process, if an LSS indicates outdoor window cleaning and has more than one floor, inquires can be made of the solicitation manager prior to providing a quote.

Schedule A - Statement of Work, Section 1 Background Page 1

When an RFQ is requested for qualified vendors, are locations individually quoted and awarded, or are they consolidated into a group or area for award?

This is not pertinent to this stage of the RFP process.

Agencies will be sending out the RFQ requests. They may send the LSS documents by region or individually and will award on Best Value.

Sample Location Documents 12-15 n/a

Is a performance bond required for the sample locations provided? If yes, please provide the bond specifications.

No, a performance bond is not required for Janitorial Services solicitations.

Exhibit A2 - Location List n/a

Is the State able to provide cleanable square footage for each location in Exhibit A2 - Location List?

This is not pertinent to this stage of the RFP process.

Cleanable square footage is indicated on each LSS.

Schedule A - Statement of Work, Sections, 5.4 Non- Carpeted Floors and

5.6 Wet Mop Areas

p. 6 and

p. 8

Updated bidder box question in each section to clarify details requested.

See Attached

Schedule A, Statement of Work Revised 7.27.26.

Schedule A - Statement of Work, Sections,5.9.13-

5.9.14.7 Cleaning

Rags and Materials/Chemicals Cleaners and Finishes and 5.9.18-

5.9.18.3 Mechanical

and Other Equipment p.18-19

Updated bidder box question in each section to clarify details requested.

There is one Schedule G document to be completed that covers, Equipment, Supplies and Chemicals. See Attached Schedule A, Statement of Work Revised 7.27.26.

27 Schedule B, Pricing

Additional clarification has been added to the Wage Rate section, see attached Schedule B, Pricing.