RFP# PD2015-TP01 JANITORIAL & PEST CONTROL SERVICES ADDENDUM #1 Issued on May 15, 2015 The purpose of Addendum #1 is to provide the following: A. Answer questions that were received by the specified due date and time; B. Provide some additional clarifications; C. Provide Exhibit A Appendix 14, Fabric Roof Cleaning Specifications ; D. Provide access to our FTP Site to access the current Contract Information and Video Tours; E. Pre Proposal Conference Attendance Sheets and Site Visit Attendance Sheets; and F. Provide Exhibit H Sample Agreement (Included as a separate document on the website). QUESTIONS & ANSWERS 1. Is there a scope of work for the Fabric Cleaning? Yes. Please reference the Fabric Roof Cleaning Specifications document provided in this Addendum. 2. Are Proposers able to bid separately for Products and Services? Are we able to submit a bid for the Janitorial and Pest Control products only? No. This solicitation is for janitorial and pest control services including the provision of consumable products. The Authority is seeking a Single Prime Contractor. Subcontractors and Suppliers should contact prime bidders/proposers directly for potential opportunities. 3. Will our company be able to submit a proposal considering the Experience and Qualifications section of the RFP? Page 22, Form 4, Section A, the Second Bulleted Section, and the first sub-bullet, the line should read as follows: An airport of comparable size of Raleigh-Durham International Airport, or Interested parties who RFP: PD2015-TP01 - ADDENDUM #1 Page 1 of 12
do not meet these minimum qualifications may consider teaming or subcontracting opportunities with a Prime Contractor. 4. Who is the current provider? GCA Services Group. 5. Can we get a copy of the previous award sheet? Yes, see the FTP site. 6. If the previous bid was an RFP, can you provide us with evaluations? Yes, see the FTP site. 7. Does the current contractor have M/WBE contractor? Yes. Capital Cleaning Inc. (Subcontractor), and Diversified Chemical and Supply, Inc. (Supplier) 8. May we have a copy of the Current Contract documents for the Janitorial Services now at the airport? Yes, provided on the FTP site. Note that Pest Control was not included in the current contract. Pest Control was not included in the last RFP. 9. Does the Authority accept NMSDC certifications? Yes, but the firm must submit a business verification and supplier survey form prior to submitting their proposal and receive verification that the business meets the small business size standards. Business size standards are available here: https://www.sba.gov/content/summary-sizestandards-industry-sector 10. Does a firm have to be certified prior to submitting a proposal? Yes, a firm must be certified by an approved agency prior to submitting a proposal. 11. Does the Authority accept DBE certifications from other states? Yes; submit the certification information with the proposal. 12. If the Prime Contractor is a Minority Firm (MBE) do they have to seek out both an MBE and WBE Firm? No. If a firm is certified by an approved agency as a minority-owned small business, its participation will count towards the MB portion of the goal. 13. Can you provide any information on the subcontractors, as to their status as a Minority or Women-Owned Small Business Enterprise? There is one minority-owned small business subcontractor currently. 14. Can you please list all the suppliers who have supplied paper, plastic, chemicals and equipment for the current contract? And who among them are MWSB program participants? Diversified Chemical and Supply, Inc. is the only current MWSB supplier. RFP: PD2015-TP01 - ADDENDUM #1 Page 2 of 12
15. Can suppliers and subcontractors bid on separate portions of the RFP? No, the Authority is looking to work with a Single Prime Contractor. That Single Prime Contractor may choose to subcontract parts of the RFP to subcontractors and suppliers of products. 16. Could I get a list of the Companies that are going to bid? We do not have a list of Prime Contractors who are going to bid. Please refer to the Pre-proposal Conference sign-in sheet within this Addendum. 17. Could I have a list of the company s that participated in the Site Visit? Yes, attached as part of this addendum. 18. I m a Prime Contractor that attended the Pre-proposal Conference on May 6 th. Can I engage Subcontractors and/or Suppliers (MWSB or not) who did not attend the Mandatory Pre-proposal Conference? Yes. 19. I was not able to attend the Pre-Proposal Conference. I would like to know if the door is still open to submit a proposal? Refer to answers to questions #15 and #18 above, and reference the RFP document. 20. In the proposal deliverables section, Form 3, pages 20-21, several items have a page limitation requirement but also allow for supplemental materials. Under item IV, pages 8-9 the RFP indicates that, The Proposal must include all completed Exhibits and supplemental information required within the Exhibits and/or Appendices. Do you prefer that we include the requested supplemental information in the appropriate Exhibit section of the response as an addition to the page limitation summary information, or include supplemental material as appendices at the end of the proposal? Supplemental material, where allowed, may be provided within the same section as the exhibit. 21. Exhibit A, page 37, Item 26 reads, The Contractor shall provide lockers in each terminal to be used by custodial employees, supervisors and managers, to store personal items during their work shift. Are such lockers in place now and are they expected to be available for purchase from the incumbent contractor? The incumbent contractor leases lockers for each terminal from the uniform company. 22. In Appendix 7, page 3, what do the highlighted items indicate? The highlighted cells have no significance. 23. Our company identified at the Pre-Proposal Conference our intent to provide a proposal as a Prime Contractor. If upon further review of the RFP and the PWS we determine that we would like to instead pursue a Subcontractor relationship with another Prime, RFP: PD2015-TP01 - ADDENDUM #1 Page 3 of 12
what kind of notice is required by the RDU Airport Authority to change our status? Notice to RDU is not required by the Subcontractor in this particular situation. Note that the Prime Contractor is required to indicate who they are utilizing as a subcontractor within their Proposal. 24. Who is the current contractor/contractors for Pest Control and their annual contract price? The current pest control contractor is Cleggs Termite and Pest Control. The current annual cost of service is $55,320. 25. Who is the current high reach window cleaner/cleaners and their annual contract price? Scotties Building Services is the current subcontractor for high reach and window cleaning. The budgeted value of their services for the current fiscal year is $340,810 Contact Keith Ward at (919) 422-8746 or keith.ward@scotties1.com. Also, Industrial Structure Cleaning Company (ISCC) is the current subcontractor for fabric cleaning. The budgeted value of their services for the current fiscal year is $54,010. Contact Lane Cooper at (916) 439-2637 or lane@iscc-usa.com. 26. How do you feel about the current services that you are receiving from GCA? This question is not applicable to submitting a proposal. 27. With the exception of the pest control was there any other work added to the new contract? No 28. What's the price of the current contract annually? Base janitorial contract: $5,440,975 plus high reach and fabric cleaning. 29. On page 7 section III it states a certified check drawn on a bank or trust company in the amount equal to five percent of the proposed value of the first twelve months. After the (10) days if the agreement is met do the certified check remain with RDU? Reference page 7, Section III, SubSection A, First Paragraph (mid-way), the last two sentences of that paragraph answers this question. 30. When will the decision be made on who was awarded the contract? Official Board Award is tentatively scheduled for July 16, 2015. See page 2, Section B, Schedule. 31. Where is GCA head office located. Cleveland, Ohio RFP: PD2015-TP01 - ADDENDUM #1 Page 4 of 12
32. How many subcontractors do GCA currently use at RDU? In what areas and jobs are they being used for? Three (3). Capital Cleaning (MWSB) Janitorial services in nonterminal facilities; Scotties Building Services High reach and window cleaning; ISCC fabric cleaning. 33. How many managers and supervisors do GCA currently have working on this contract? The required management staff in the current contract is the same as the requirements in the RFP. 34. What is the payment schedule for this contract? Do it pay out monthly? The current contractor invoices on a semi-monthly basis. 35. Do you have any issues or problems with the current contractor? This question is not applicable to submitting a proposal. 36. Is this a 5 year contract with the option to renew for 5 more years? No. See page 2, Section A, second paragraph of the RFP. 37. Do you have square footage breakdown, by facility, of floor type, i.e. carpet, VCT, etc? Please refer to Area By Floor Type table posted on FTP site. 38. Can you breakout the terminals, both non-sterile and sterile by square footage based on cleanable square feet? Please refer to Area By Floor Type table posted on FTP site. Proposers may also obtain this information from the provided maps, which are to scale. 39. Just to confirm, windows are interior only, correct? Can you identify the current vendor who handles this? Specific window surfaces (inside and outside) are specified in Appendix 3. 40. Please confirm that there is not any union CBA s? Confirmed. 41. Current monthly invoicing? See the answer to the question above regarding annual contract value. 42. Is there public transportation to the airport, such as bus service? Yes RFP: PD2015-TP01 - ADDENDUM #1 Page 5 of 12
43. Can you provide information (Make, Model, Range) on the RDU owned lifts which will be made available to the successful contractor for use in the performance of the highreach cleaning of Terminal 2? Ticket Level: Denka DL92N 92 ; Concourse Reach Master Blue Lift B72 72. 44. Will the equipment identified in the previous question be available for use in other areas of the contract? No. This equipment may only be utilized to perform high reach cleaning in Terminal 2. 45. Can you provide contact information on the current subcontractor or subcontractors who are performing the work described in Appendix 3, Page 4, Items # 64, 65, 66, 67 & 68?All have to do with the high-reach fabric canopy cleaning in the parking garage structures. Previously answered. 46. Can you provide the value of the high reach contract on an annual basis? Previously answered. 47. Has there been any changes made in the scope of service for the Pest Control. Yes. Specifications from the current contract to the Bid Specs in RFP #PD2015-TP01? Yes. And what is the current value of the Pest Control contract annually? Previously answered. 48. Other than adding pest control services, are there any other changes in the specs from the current contract to this RFP? Previously answered. 49. What level of service will be expected in areas identified as vacant in the prints or specs? For example, in Exhibit A, Section 5.1, Page 6, the specification identify the fifth floor as being vacant. Also, on the walk-thru, the Club Area in Terminal 2, Concourse D, Level 3 was identified as vacant. Should we bid them as occupied and provide services or deduct the square footage from our bid and adjust our price at a later date when the spaces are occupied? Refer to the maps for areas to be cleaned and included in the RFP document. 50. Who is the current vendor for the remote locations, what is the value of their percentage and what is their status in the MWSB program? Remote location cleaning is performed by Capital Cleaning, Inc. They are a minority firm and the monthly payment amount to the subcontractor, including insurance reimbursement, is $60,419. Note: this information was provided by the current contractor. RFP: PD2015-TP01 - ADDENDUM #1 Page 6 of 12
51. How many paper towel dispensers were replaced last year and/or for each year of the prior contract? The Contractor is not responsible to replace paper towel dispensers. 52. What is the annual waste can liner usage and cost in the food/vendor areas? The contractor is not responsible to replace liners in food service areas. 53. How many employees are currently enrolled in the health care plan? 95 54. What percentage of the employees is enrolled in the health care plan? 72% 55. What are the current monthly premiums for health care per employee? Employee only: $455.24, Employee + spouse: $951.46, Family: $1,414.56 56. What percent of travelers go through terminal 1 vs. terminal 2? Passenger statistic information may be found on the Authority s website by clicking on the Airport Authority link followed by the Statistics link. The requested information may be derived by subtracting the sum of the enplaned and deplaned passenger numbers for Southwest/Airtran from the passenger totals provided in Appendix 5. Southwest/Airtran has been the exclusive tenant in Terminal 1 since January of 2011. 57. RDU is providing parking for the management team for this contract. Can you tell us where exactly that parking is located? Terminal 1 Managers Lot. 58. Please provide current awarded contract. Posted on FTP site. 59. Please provide seniority/roster list for GCA and Capital Cleaning employees. A list of effective badge dates for current employees is provided as an attachment to this Addendum. 60. What is current price per passengers for supplies. $0.02681 61. Does appendix 1 provide all square footage, interior and exterior? Appendix 1 provides the square footage totals for pest control services. 62. Please provide all cleanable square footage per facility. Proposers may obtain this information from the provided maps, which are to scale. RFP: PD2015-TP01 - ADDENDUM #1 Page 7 of 12
63. Please clarify the equipment schedule mentioned on page 35, Exhibit A. Cannot find this document. The equipment schedule is included as Appendix 6 to the Performance Work Statement. 64. Who provides waste/recycling containers? The Authority provides waste and recycling containers. 65. In order to complete Exhibit G, can your current breakdown be provided. The Authority will not be providing this information at this time. 66. The Bid schedule requires pricing proposal to be broken down by "Tenant" cleanable areas, and others. However, the information provided, "maps for Terminal 1 and 2 does not provide the square footage breakdown for Carpet, VCT, and Terrazzo flooring. Also, it does not break out the specific tenant area. Ref: Attachment 1. Please provide breakdown. Please refer to Area By Floor Type table posted on FTP site. 67. Please provide a seniority list for the incumbents employees. This is required in order to determine the accrued PTO/HW that the Proposer would be liable for in the event we are selected. Reference Exhibit A, Page 33. Previously answered. 68. Consumables supplies usage history. This info is needed to help provide a supported cost for future supplies. Reference Exhibit A, page 26. The Authority does not have this information. [END OF QUESTIONS & ANSWERS] RFP: PD2015-TP01 - ADDENDUM #1 Page 8 of 12
ADDITIONAL CLARIFICATIONS 1. Replace Article 19 in the Performance Work Statement with the following: 19. HOLIDAYS AND EMPLOYEE LEAVE First and foremost, the Contractor shall be aware that the Airport operates 24 hours per day, every day of the year. The Contractor shall fully staff all areas and meet all other obligations under this Agreement during holidays and employee leave-time at no additional cost to the Authority. For all full-time employees working under this Agreement, the Contractor shall allow, at a minimum, the paid time off (PTO) indicated in the schedule below. PTO may be used for vacation and sick leave as needed by the employee, and shall be granted in accordance with the Contractor s employee policies and procedures. In addition, the Contactor shall allow for seven (7) paid holidays per year. The days to be observed by the Contractor for holidays shall be determined by the Contractor. 2. The USO Club in Terminal 2 is to be treated as cleanable space. A revised map of Terminal 2 will be posted on the FTP site. RFP: PD2015-TP01 - ADDENDUM #1 Page 9 of 12
Appendix 14 Specifications for Cleaning Fabric Roof Surfaces The fabric roofs are made of Teflon (PTFE) coated fiberglass fabric. The fabric will be hand cleaned with a cleaning solution and low pressure water, using a sponge, soft nylon bristled brush, or other non-abrasive apparatus. Pressure cleaning, steam cleaning, and abrasive cleansers or equipment shall not be allowed. The cleaning solution shall be a mixture of Murphy s Oil Soap diluted in water to 0.23% by volume, or.33 ounces of soap per gallon of water. This ratio is the minimum; extra soap is not harmful. The fabric surfaces shall be cleaned and thoroughly rinsed in small sections so that the solution is not allowed to dry on the fabric. The cleaning of metal support members of the roof structure shall be performed by hand using a mild detergent solution and low pressure water. Prior to cleaning the underside of any canopy structure, the Contractor shall adequately cover power walkways, elevator hoistways, and any other equipment to prevent water damage. Prior to cleaning any fabric roof structure, the Contractor shall inspect the condition of the roof and document any visible damage including tears, rips, or stretching. Any such damage noticed during the cleaning process shall also be recorded. These conditions shall be reported to the Authority s Representative. All work shall be scheduled in a manner to have minimum impact to normal pedestrian traffic and vehicle flow. The Contractor shall be responsible to install traffic cones, barricade tape and signs as necessary for the protection of pedestrians and vehicles. Contractor qualifications: The Contractor should have verifiable experience cleaning PTFEcoated fiberglass fabric roof systems. This work requires climbing and repelling, and the use of lifts and fall restraint equipment. Appendix 14, Page 1 of 1 *This shall be inserted as the last page of Exhibit A* RFP: PD2015-TP01 - ADDENDUM #1 Page 10 of 12
FTP Site Access To view this FTP site in File Explorer: press Alt, click View, and then click Open FTP Site in File Explorer Location: ftp.rdu.com or ftp://ftp.rdu.com/ User name: rdurfp2015 Password: bidder Click on: Directory JanitorialRFP within the FTP site to find the following items (see picture below): *Video Tours link includes the following videos (see picture below): *Video Tour Disclaimer - The videos are not a tour of the entire facility, but only segments to give an idea of the flooring, high-reach, and function. Additional information may be uploaded to the FTP Site in the future. Proposers are strongly encouraged to visit the FTP site frequently. RFP: PD2015-TP01 - ADDENDUM #1 Page 11 of 12
Pre Proposal Conference Attendance Sheets and Site Visit Attendance Sheets, and List of Current Employee Badge Dates The Attendance Sheets can be found on the following pages of this document. Question/Answer #59 above can be found on the last page of this document, after the Attendance Sheets. A list of effective badge dates for current employees is provided. Exhibit H Sample Agreement EXHIBIT H has posted to the website at : http://www.rdu.com/do-business-with-rdu/business-opportunities/ END OF ADDENDUM #1 [REMAINDER OF PAGE INTENTIONALLY LEFT BLANK] RFP: PD2015-TP01 - ADDENDUM #1 Page 12 of 12