RFP Request for Clarification.pdf

DURAND AREA SCHOOLS

“Durand Area Schools is a model district where students want to be”

310 North Saginaw Street ● Durand, Michigan 48429

Phone 989-288-2681 ● Fax 989-288-3709

Request for Clarification

1. What have been the biggest challenges over the last six months?

Staffing has been a challenge and that creates more challenges with keeping our buildings clean.

2. What is the reason that this contract is going out for bid?

The district only had a one-year contract with the current custodial service.

3. What is the current FTE count, both day and night, at each location?

The district is currently paying for services by the building, so we do not have that information.

4. Please explain the grounds FTE needs. It was discussed at the pre-bid that there are 1 FT and 2 PT, please elaborate and clarify hours, and how many weeks each will work.

A total of 3 full-time employees. There are no part time employees.

Administration Office/DOAC /Grounds 3 Grounds/Laborer People 2 - 1st Shift - 6:00 am – 2:30 pm 1 - 2nd Shift - 2:00 pm – 10:30 pm

5. What is the current wage of the entry level custodian position?

The district is paying by the building, so we do not have that information.

6. What is the current annual contract amount?

The district is currently paying by building.

7. Would you prefer employee benefits be included in the total contract amount? Or would you prefer they were billed separately?

The employee benefits should be included in the total contract amount.

8. Are all weekend events billable?

4.3.1.4.2 Extracurricular and weekend services will be included within the Proposer’s base bid, unless an exception is noted and alternate pricing is provided on the proposal form. If the selected Proposer requires additional payment for these services, additional compensation will be paid only if approved in advance by the School District’s designee. Itemized bills should include the date of the service, hours worked, the employees who worked and the name of School District personnel who approved the service. Such billing must be submitted under separate invoices but at the same time as the base Contract invoice for the month within which the service was provided.

9. Consumables: As consumables are to be included in the contractor’s scope, does the District have historical usage data or estimated consumption rates for items such as toilet paper, paper towels, and hand soap? If available, monthly or annual usage reports would be appreciated.

Unfortunately, the district does not have current or historical usage data for consumables. The district has 1,218 students.

10. Equipment (Custodial): During the walkthrough, we observed floor scrubbers on site.

Can you please confirm whether these and other custodial equipment are provided by the District or expected to be supplied by the contractor? Additionally, if provided by the District, who is responsible for maintenance, repairs, and replacement? In the event of equipment failure, is the contractor expected to provide temporary replacement equipment?

All cleaning equipment is to be provided by the proposer. Any equipment that was seen on the walkthrough is owned by the current custodial service.

11. Grounds Equipment & Repairs: Based on the walkthrough, it was indicated that lawn equipment (e.g., mowers) will be provided by the District. Can you please confirm whether the District is responsible for maintenance, repairs, and replacement of this equipment? Additionally, in the event that equipment is out of service, is the contractor expected to supply substitute equipment to ensure services continue without interruption?

All ground equipment is provided by the district and will be maintained by the district. The contractor is not expected to supply replacement equipment if the district’s equipment is not functioning.

12. Can you please provide a copy of the pre-bid sign in sheet?

Yes, please see attached.

13. Are there any current pain points we may be able to address?

Staffing issues and clean facilities.

14. Please confirm no bid bond is required.

No, bid bond is required.

15. Do you feel that the current staffing model referenced in the RFP is sufficient (11 custodians and 3 grounds / laborers)? Yes.

a. Do you want our proposal to match this staffing plan, or are you accepting different staffing models?

We will accept a proposal with our staffing plan, or we will accept different models if you have them.

16. What are the current wage rates by job classification as outlined in this RFP.

We currently pay by building and do not have this information.

17. Please confirm that the successful contractor provides all consumable supplies (toilet paper, paper towel, trash liners, hand soap / sanitizer, feminine products, etc.).

Yes, that is correct.

18. Please provide the estimated percentage of hard floors vs. carpet for the entire district (ex. 65% hard / 35% carpet).

HS – All hard floors MS – 40% carpet 60% hard floors RK – 5% carpet 95% hard floors BN – 5% carpet 95% hard floors PAC – 70% carpet 30% hard surfaces DOAC – All hard floors Admin Office – All carpet

19. Please confirm all equipment associated with this bid should be brand new.

All equipment does not need to be brand new but should be in good working condition.

20. Please confirm the district is responsible for gym floor refinishing.

The district is responsible for the gym floor refinishing for the wood floors at the HS and MS and the BN and RK tile floors are done by the custodians during the summer break.

21. Who is responsible for snow removal equipment, ice melt/salt, fuel, and PPE?

The district will provide all equipment, salt, fuel, etc. for snow removal.

22. Who provided grounds equipment, equipment fuel, and supplies?

All ground equipment is provided by the district.

23. Please confirm all employees/positions are full year employees, not school year only.

All employees are full-time employees and would be working 242-247 days per year and those days include the 5 paid holidays.

24. Per the RFP it states the proposed contract service days should be 242-247 days including 5 paid holidays. A standard school year reflects 260 service days less paid holidays. If the district is requesting 5 paid holidays that would result in 255 service days. Please clarify how many service days should be included in our proposed amount?

The requested custodial service days are 242-247, which includes 5 paid holidays. We will consider other proposals.

25. Please provide an estimated amount of monthly hours that should be included in our base bid to support after-hours / weekend events (multi-purpose building, sports, rentals, community use)?

These hours vary and we are usually billed separately for these hours.

26. Please clarify the contractor’s snow removal responsibility when assisting the District.

The snow removal will be coordinated with the Director of Facilities, and he will work with the custodial service to schedule those times. The grounds/laborers are expected to shovel snow, salt and run district plows to remove snow.

27. Does this RFP include Maintenance/Repair Services? It is mentioned frequently throughout the RFP.

No, we have our own Director of Facilities and maintenance personnel for the maintenance.

However, they may assist with small tasks.

28. Per section 4.4.5. of the RFP, what licenses might be required to perform maintenance/repair services?

What tasks may this apply to?

The custodial staff should not be performing maintenance/repairs that would require certifications.

29. Are there any licenses (ex. Pesticide) required for the grounds laborers?

The ground/laborers should not require any licenses.