Solicitation Addendum 2_119-07012025-1_RBCC_Janitorial Services_Question and Answers.docx

Business Services PO Box 1420 Lumberton, NC 28359 910.272.3536

Solicitation Addendum 2 FAILURE TO RETURN THIS BID ADDENDUM IN ACCORDANCE WITH INSTRUCTIONS MAY SUBJECT YOUR BID TO REJECTION ON THE AFFECTED ITEM(S):

Solicitation Number: 119-07012025-1

Project Title: Janitorial Services

Solicitation Opening Date and Time: January 15, 2026 at 2:00 PM ET

Addendum Date: January 8, 2026

Addendum Description/Purpose: Questions and Answers

This Addendum is issued to provide answers to questions from Vendors regarding Janitorial Solicitation 119-07012025-1.

1. 1.1/p.5- What performance metrics or service-level thresholds will RBCC use to determine unsatisfactory performance leading to termination?

The Contract Coordinator (CC) shall keep a list of all complaints for each month that are deemed “valid” by the CC. The following are grounds for the contractor to be terminated:

a. Failure of the Contractor Representative (CR) to meet as requested with the CC concerning valid complaints three (3) times in a month.

b. Failure to cover special events two (2) times consecutively, when sufficient notice is given.

c. Failure to cover special events six (6) times in a year when sufficient notice is given.

d. Failure to remove an employee on the contractor’s staff that has violated the conduct policy of RCC, to include inappropriate interaction with students, faculty and staff, and theft.

e. Failure to maintain sufficient supplies to meet the obligations of the contract for two concurrent months.

f. Vendor’s failure to notify the State within thirty (30) days of any criminal litigation, investigation, or proceeding involving the Vendor or its then current officers, directors, or persons providing services under this contract during its term, shall constitute a “material breach of contract”.

2. 2.4/p.6- If the proposal schedule changes, how will the vendors be notified, and what response time will be granted?

a. Any changes will be posted in the portal. Vendors are notified of changes or cancellations to solicitations in NC eProcurement through special notifications emails sent nightly to vendor contacts with eVP commodity codes that match the commodity code attached to a solicitation posted or updated that day. These emails ensure that vendors are promptly informed of any modifications to the solicitation process.

3. 2.8/p.8-Is there a page limit or formatting restriction for the Technical Approach section of the narrative?

a. There is not a page limit or specific font or formatting restrictions.

4. 2.9/p.9-Will alternate proposals be evaluated independently or comparatively against the base proposal?

a. Alternate proposals will be evaluated against the base proposals.

5. 3.1/p.9- Does RBCC anticipate awarding to a single vendor or multiple vendors by location or service type?

a. The Janitorial contract will be awarded to a single vendor for all locations.

6. 3.4/p.11- How will evaluators differentiate scoring between similar-priced proposals?

a. The evaluation process will follow the “Evaluation Criteria” located in section 3.4 of the RFP. Please refer to the formula located in 3.4.

7. 4.1/p.12- Should pricing include escalation assumptions for years two and three of the contract term?

a. Each Vendor should bid based on their ability to complete the full term of the contract, this may include accounting for increased prices for supplies and/or labor. RBCC cannot encourage or discourage Vendors to include escalated costs for years two and three.

8. 4.1/p.12- Will RBCC allow price adjustments tied to minimum wage or statutory labor increases?

a. RBCC will not allow price adjustments.

9. 4.2/p.13- What financial ratios or indicators are considered acceptable under the Financial Stability certification?

a. Attachment G, determines if the Vendor is financially stable. This form asks for a financial audit date or an explanation as to why an audit has not been completed. The person who is responsible, signs the attachment.

10. 4.3/p.12-Is HUB participation evaluated as a pass/fail requirement or a scored criterion?

HUB participation is not a scored criterion. Hub participation is to encouraged to promote the use of small, minority, physically handicapped, and women Vendors in purchasing Goods and Services. However, it is not part of the criterion being evaluated for this RFP. Please refer to section 3.4, evaluation criteria.

11. 4.6/p.13- Will RBCC accept background checks from nationally accredited third-party providers?

a. RBCC will accept background checks from a nationally accredited third-party provider as long as section 4.6 criteria is met.

12. 4.7/p.15- Is electronic submission of background documentation acceptable post-award?

a. 4.6.1 (a). Criminal background checks shall be current and completed within ninety (90) days of the contract effective date.

13. 4.7/p.15- Is there a minimum staffing level required per shift, regardless of square footage?

a. There is not a minimum staffing level required per shift. Each Vendor will decide the appropriate staffing level to meet the contractual requirements.

14. 4.10/p.16- Is subcontracting permitted for specialty services such as carpet extraction or floor refinishing?

a. No

15. 5.1-p.16-Are there any areas requiring daytime only cleaning due to instructional sensitivity?

a. No

16. 5.2/p.16- Is RBCC expecting a name Onsite Supervisor at proposal submission or post award?

a. RBCC expects a named Onsite Supervisor two weeks prior to the contract start date (post award).

17. 5.3/p.17- Should vendors include task-level production rates in their Technical Approach?

a. This is not required; however, rates can be included for high level tasks such as floor waxing, carpet cleaning, etc.… if they deem it necessary.

18. 6.1/p.17- What is the preferred escalation path if the Contract Manager is unavailable?

a. The vendor should have on file with the RBCC’s Contract Coordinator/Manager an alternate person that can address issues in the absence of the Contract Manager.

19. 6.2/p.18- What is RBCC’s standard invoice payment timeline after acceptance of services?

a. Please refer to Attachment C: Payment terms are net not later than 30 days after receipt of a correct invoice or acceptance of goods, whichever is later

20. 6.2/p.18- What is the timeline/process for the acceptance of the services evaluation?

a. Seven (7) business days. The Contract Administrator will review the evaluation and accept or deny based or request a modification.

21. 6.5/p.18-Is there a template or system preferred for monthly inspection reports?

a. No. The vendor should have their own monthly inspection report. The report shall address the requirements located in section 6.5. RBCC’s Contract Administrator, at his/her discretion, may request a modification to the vendor’s monthly inspection report form.

22. 6.7/p.19- Will liquidated damages be assessed in addition to performance bond remedies?

a. Yes

23. 6.8/p.19- Is transition assistance expected to be priced separately or included in base pricing?

a. Transition assistance does not need to be priced separately or added to the base bid package. The vendor will invoice RBCC each month for services rendered, according to the terms and conditions of the contract.

24. 6.9/p.19-What are the additional contract action/services that were/are not covered in this solicitation?

a. There are none.

25. 6.9/p.19- What is the value of all additional portions of work required but not performed by the prime vendor?

a. All work must be completed by the awarded vendor. The vendor is not allowed to contract services.

26. 6.10/p.19- If changes (scope/pricing/expectation) are required during the execution of the contract, what is the process/length of time to adjudicate?

a. Process: Contract changes, if any, over the life of the Contract shall be implemented by contract amendments agreed to in writing by the State and Vendor. Amendments to the contract can only be made through the contract administrator

b. Length of Time: 30 calendar days.

27. 7.0/Attachments - Can you provide access to Attachment F: LOCATION OF WORKERS UTILIZED BY VENDOR?

a. An addendum was added to eVp portal on 1-5-26, updating all links.

https://www.doa.nc.gov/pandc/onlineforms/pc-worker-location-92021-pdf/open

28. I wanted to ask if we could request a copy of the floor plans for the buildings that require service please. Or if it is posted somewhere on line that we could pull down a copy of?

a. Please see attachment that will be included with this addendum.

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