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HomeMy WebLinkAboutAddendumsGLENN MARCOS Chief Procurement Officer ADDENDUM NO. 9 IFB NO. 106061,9 February 25, 2009 Invitation For Bids for Custodial Services TO: ALL PROSPECTIVE BIDDERS: PEDRO G. HERNANDEZ City Manager The following changes, additions, clarifications, and deletions amend the Bid Documents of the above captioned IFB, and shall become an integral part of the Contract Documents. Please note the contents herein and reflect same on the documents you have on hand. The IFB closing date and time has been changed to Tuesday, March 3, 2009 at 2:00 PM. Due to system issues, the City will ONLY accept responses to this solicitation in HARDCOPY FORMAT. Please refer to the IFB General Conditions, Section 1.63. PREPARATION OF RESPONSES (HARDCOPY FORMAT) and Section 1.81. SUBMISSION AND RECEIPT OF RESPONSES, for specific instructions on how to submit a bid response in hardcopy format. If you have already submitted an electronic response to this solicitation, you must submit it in hardcopy format by no later than the new IFB closing date and time stipulated above. Failure to do so shall deem your bid non-responsive. The City apologizes for any inconvenience this may have caused you, and appreciates your interest in doing business with us. Additionally, Specification 3.4.6 Location 1 - Manuel Artime Community Center, Part 1, Frequency of Service/Staffing Requirement, has been modified to clarify the requirements related to weekend service. ALL OTHER TERMS AND CONDITIONS OF THE IFB REMAIN THE SAME. Sincerely, utaCoe— Glenn oe Glenn-Marcos,-CRRO,-CP-P-B, FCP-M FCP-A — Director/Chief Procurement Officer GLENN MARCOS Chief Procurement Officer TT-hi�f nTt- ADDENDUM NO. 8 IFB NO, 106061,8 February 19, 2009 Invitation For Bids for Custodial Services TO: ALL PROSPECTIVE BIDDERS: PEDRO G. HERNANDEZ City Manager The following changes, additions, clarifications, and deletions amend the Bid Documents of the above captioned IFB, and shall become an integral part of the Contract Documents. Please note the contents herein and reflect same on the documents you have on hand. Due to problems within our Online Procurement System, the IFB closing date and time has been changed to'Thursday, February 26, 2009 at 2:00 PM. ALL OTHER TERMS AND CONDITIONS OF THE IFB REMAIN THE SAME. Sincerely, Glenn Marcos, CPPO CPPB, FCPM, FCPA Director/Chief Procurement Officer GLENN MARCOS Chief Procurement Officer .►' fi X ZJaf ADDENDUM NO. 7 IFB NO. 106061,7 February 17, 2009 Invitation For Bids for Custodial Services TO: ALL PROSPECTIVE BIDDERS: PEDRO G. HERNANDEZ City Manager I The following changes, additions, clarifications, and deletions amend the Bid Documents of the above captioned IFB, and shall become an integral part of the Contract Documents. Please note the contents herein and reflect same on the documents you have on hand. Line Item #5.7 — LITTLE HAITI CULTURAL CENTER has been revised to correct an error that prevented bidders from entering a response to all attributes. The LIVING WAGE RATE SHEET has been revised to widen columns and allow bidders to view numbers in protected cells. ALL OTHER TERMS AND CONDITIONS OF THE IFB REMAIN THE SAME. Sincerely, Glenn Marcos, CPPO, CPPB, FCPM, FCPA Director/Chief Procurement Officer GLENN MARCOS Chief Procurement Officer fu rrf'Wi ADDENDUM NO. 6 IFB NO. 106061,6 February 13, 2009 Invitation For Bids for Custodial Services TO: ALL PROSPECTIVE BIDDERS: PEDRO G. HERNANDEZ City Manager The following changes, additions, clarifications, and deletions amend the Bid Documents of the above captioned IFB, and shall become an integral part of the Contract Documents. Please note the contents herein and reflect same on the documents you have on hand. Line Item #5.6 — GRAPELAND HEIGHTS WATER PARK has been modified to allow for the submission of pricing for optional Evening Shift service. Special Condition 2.16 — BACKGROUND INVESTIGATION has been revised to read: All contractors' employees assigned to work within Miami Police Department and/or Parks & Recreation Department Locations will be subject to a mandatory background check in accordance with F.S.S.1012.465- Jessica Lunsford Act. Specification 3.4.2, Part I — MIAMI CITY HALL - All language requiring Contractors to work within the facility during evenings and City -observed holidays has been removed. Additionally, the frequencies of some services related to the floors have been modified. Specification 3.4.5 — PARKS & RECREATION, Location 7 — GRAPELAND HEIGHTS WATER PARK, Part 2 (Staffing Requirements) has been revised. Revisions impact staffing levels and scheduling for Evening Shift. The Evening Shift is now an optional item due to the new conditions listed within the Specification. Specification 3.4.7 — PARKS & RECREATION, Location 8 — SANDRA DE LUCCA DEVELOPMENT CENTER, Parts 1 (Frequency of Service) and 2 (Staffing Requirements) have been revised to indicate that the Contractor may be required to work at different hours depending on the needs of the facility between the hours of 7am and 7pm. Specification 3.4.7 - NET OFFICES, Services previously required monthly are now required bi-annually., and services previously required quarterly are now required monthly. _ ALL OTHER TERMS AND CONDITIONS OF THE IFB_ REMAIN_ THE SAME._ Sincerely, 6iennrco' , CPPO,CPPB,FCPM,FCPA e Procurement Officer GLENN MARCOS Chief Procurement Officer T rJaf cffl�MUTT ADDENDUM NO.5 IFB NO. 106061,5 February 10, 2009 Invitation For Bids for Custodial Services TO: ALL PROSPECTIVE BIDDERS: PEDRO G. HERNANDEZ City Manager The following changes, additions, clarifications, and deletions amend the Bid Documents of the above captioned IFB, and shall become an integral part of the Contract Documents. Please note the contents herein and reflect same on the documents you have on hand. The IFB closing date and time has been changed to Thursday, February 19, 2009 at 2:00 PM. The Living Wage Rate Sheet has been revised to correct inconsistencies between the previously issued Living Wage Rate Sheet and the Specifications with regard to the frequency of service for Group 3, Location 13, and Group 7, Locations 1, 2, and 10. Specification 3.4.4 - FIRE DEPARTMENT, LOCATIONS 1,2, have been revised to require that Gym Equipment be wiped down with sanitlzer solution on a daily basis. Specification 3.4.7 - NET OFFICES, Part I - Frequency of Services has been revised in such that service is required three (3) times per week in all facilities. Please find below Questions from prospective Proposers and the City's Answers to those Questions received before the stipulated due date. 01: Miami Riverside Center (Group 1) The bid specifications state that "Day time janitors, if utilized, shall be provided for hours and days to be determined by the MRC Facility Manager." The bid specifications also require the bidder to "maintain all exterior sites of the Miami Riverside Center." How many custodians does the Facility Manager contemplate having during the day to serve as day porters and for what hours and days? Also, how many custodians do you contemplate having to clean the exterior grounds? Al: One porter shall be required daily from 6:00 am to 3:00 pm. This porter will clean the exterior grounds. ---Q2: -Homeless-Division ----- ---- - — ---- - - ----- --- -- -- - - -- ----- — --- - Custodial services are currently provided at 1:30 PM. This was the time that the Manager preferred. IFQ states that services need to be done after 4:00 PM. A2: The services are to be rendered after 4:00 pm as indicated within the Specifications. Q3: Police Department Regarding internal Affairs, (Group 3, # 13, 1313 NW 36th Street), the bid specifications call for cleaning service two days per week. Service is currently provided five days per week, five hours per day. Please confirm that two days a week is the correct specification. A3: Service is to be provided five (5) days per week within Group 3 #13, Internal Affairs. The specifications have been corrected to reflect this. Q4: Police Department Regarding the operations trailers (Group 3, # 15, 1290 NW 20th Street), please specify whether the bid is for two trailers (main trailer and employee trailer) or for all three trailers (main, employee, and supervisors' trailer). A4: Service related to this IFB is only to be performed at the main (Miami Police Fleet) trailer Q5: Police Department Do the Initial Blitz cleaning services required for 4 of the Police facilities include Indoor Air Quality Cleaning? A5: No. Q6: Police Department IFQ specifies a number of employees per site? Is the number of personnel indicated mandatory, or will janitorial companies be allowed to use less personnel than what is requested? A6: The staffing levels expressed within the specifications for Police Department facilities are mandatory. The successful Bidder(s) will not be allowed to neither increase nor decrease the number of employees assigned to work within these facilities. Q7: Police Department On pg.77 Group 3, number 6 requires service seven days a week. The Living Wage Rate Sheet indicates service 5 days a week. Which is correct? The specifications are correct. The Living Wage Rate Sheet has been adjusted to reflect the increased frequency of daily service required by the specifications. Q7: Fire Department For the facilities containing Purell anti -bacterial dispensers, including the Fire Training Center on Jefferson Street, is the contractor responsible for providing the refills, or will the City provide the refills? If this is the contractor's responsibility, please provide the number of dispensers installed at each facility. A7: Refilling the Purell anti -bacterial dispensers within the Fire Department locations will not be the responsibility of the contractor. This will be done by the Fire Department. Q8: Potential Bidder currently provides custodial services at Coral Way NET Location three times per week not two times per week. Please clarify if services should be twice per week or three times per week at this facility. A8: The specifications have been revised to require service three (3) times per week at all NET Locations, General Questions not specific to a Department or Group Q9: Please confirm that only the gray fields should be filled out, on the Living Wage Rate Sheet. City of Miami IFB 106061,5 A9: Only the gray fields should be filled out on the Living Wage Worksheet. Note that the Living Wage Rate.Sheet as been revised to ensure that all areas that require Bidders' input are shaded gray. 010: There are 4.333 weeks per month. The Living Wage Rate Spreadsheet uses 4 weeks as a frequency. It thus appears that the Living Wage Rate Spreadsheet calculation will not match the bid calculation. Please confirm that any such discrepancy is acceptable and will not cause disqualification of a bid/bidder. _ A10: It is understood that in relation to some groups and/or locations, there may be some small variance between the bids submitted and the amount indicated within the Living Wage Rate Sheet. A nominal discrepancy of this nature will not be grounds for the disqualification of bidders. Q11: Please advise if it is required to provide the Supervisor's name and telephone number on bid price pages 5 of 106 through 24 of 106. As Supervisors are typically not hired/reassigned until a job is awarded, will "TBA" be sufficient? A11: TBA will suffice in place of an actual name and address of a supervisor for the purpose of Bid submission. Q12: According to the City's Living Wage Ordinance, the Living Wage must be paid to workers for service contracts over $100,000 annually. Since the IFB states that awards will be granted on a group -by - group basis and certain groups could conceivably be bid under $100,000, it is also conceivable that some groups awarded will not require a living wage while some others will. The question is does the $100,000 ceiling apply to each individual group or the total award per vendor? Another words, is it possible for one company to be awarded multiple groups, some of which they will pay a living wage and others they could not, with a total combined award being over $100,000? Al 2: No. Although awards will be granted on a group -by -group basis, this solicitation covers all groups. Based upon the expectation that the total dollar amount for the resulting contract shall be in excess of $100,000.00 annually, the Living Wage Ordinance applies to the entire solicitation and all groups and/or facilities included within it. Q13: Will there be a price increase, if the cost of supplies goes up.? A13: Please see Special Condition 2.8 — EQUITABLE ADJUSTMENT. Q14: Is the City requiring that only cleaning solutions be Green or are ail products including paper, plastics, and soaps to be Green as well? A14: Please see Special Condition 2.55 — USE OF ENVIRONMENTALLY PREFERRABLE PRODUCTS. Q15: What is the anticipated start date for services at each location? A15: The anticipated start date for the services procured through this IFB at all locations is May 1, 2009. City of Miami IFB 106061,5 All other questions submitted prior to the Deadline for Requests for Clarification will be addressed in an Addendum to be issued within the next few days. ALL OTHER TERMS AND CONDITIONS OF THE IFB REMAIN THE SAME. Sincerely, :PPB, FCPM, FCPA ent Officer City of Miami IFB 106061,5 GLENN MARCOS Chie`PrOCUmment Officer E�it� orf 7 tami ADDENDUM NO. 4 PLDRO G. HDRNANDEZ Cihv Manager IFB NO. 106061,4 February 3, 2009 Invitation For Bids for Custodial Services TO: ALL PROSPECTIVE BIDDERS: The following changes, additions, clarifications, and deletions amend the Bid Documents of the above captioned IFB, and shall become an integral part of the Contract Documents. Please note the contents herein and reflect same on the documents you have on hand. The IFB closing date and time has been changed to Friday February 13, 2009 at 1:00 PM. Please find below Questions from prospective Proposers and the City's Answers to those Questions received before the stipulated due date. Q1: The RFQ does not specify if successful bidder or City of Miami will provide supplies. Please clarify. Al: The Successful Bidder(s) will provide supplies for all facilities except: 1. Dinner Key Marina 2. Miamarina at Bayside 3. Marine Stadium Marina See Special Condition 2.56 — SUPPLIES. Q2: Addendum 3 states that no performance bond is required for IFB 106061. Please advise if a bid bond is required, as per item 1.11 on page 28 of 106, and if so, the bid bond amount required. A2 Q3: A3: No Bid Bond is required in relation to this IFB. Please advise how many hard copy bid submittals to provide on the bid due date, as per item 1.12 on page 29 of 106. In accordance with Section 1.63 - PREPARATION OF RESPONSES (HARDCOPY FORMAT) - Item G, bidders responding via hardcopy must provide an original and three (3) copies of their bid submittals. Please note that bidders have the option of submitting responses electronically_, via the City of Miami's online Procurement System. All other questions submitted prior to the Deadline for Requests for Clarification will be addressed in an Addendum to be issued within the next few days. ALL OTHER TERMS AND CONDITIONS OF THE IFS REMAIN THE SAME. Sincerely, Glenn Marcos, CPPO, CPPB, FCPM, FCPA Director/Chief Procurement Officer City of Miami IFB 106061,3 GLENN MARCOS Chief Procurement Officer TffLt of dant PEDRO G. HERNANDEZ City Manager ADDENDUM NO. 3 IFB NO. 106061,3 .January 23, 2009 Invitation For Bids for Custodial Services TO: ALL PROSPECTIVE BIDDERS: The following changes, additions, clarifications, and deletions amend the Bid Documents of the above captioned IFB, and shall become an integral part of the Contract Documents. Please note the contents herein and reflect same on the documents you have on hand. The Deadline for Request for Clarification has been extended to January 30, 2009. The IFB closing date and time has been changed to Thursday February 5, 2009 at 2:00 PM. The Voluntary Walkthrough Schedule has been revised. The revised schedule has been attached to the Header section of the IFB. Please find below Questions from prospective Proposers and the City's Answers to those Questions received before the stipulated due date. Q1: Can you please tell me if a performance bond will be required for the successful vendor of Custodial Services IFB #106061? Al: No performance bond will be required in relation to this IFB. Q2: Is it acceptable for our company to submit a bid for only Group One, Class A building? A2: Yes, in accordance with Special Condition 2.9 — Method of Award, of the IFB, vendors may submit bids for any or all groups they wish to bid upon. if a vendor chooses to bid upon a particular group, it must bid on all facilities within that group, with the exception of Group 2. Vendors bidding on Group 2 may bid on one or both facilities within that group. Q3: After carefully reviewing the "Invitation for Bid for Custodial Services - 106061" I am unsure if we are eligible for bidding. On page 48 of 106 under 2.10 Bidder's Minimum Qualifications section 2a it states "That we should have at least 5 consecutive years of experience." Potential Bidder has only been established for a total of 3 years. But we have held a Custodial Contract with another governmental agency for the past 2 years. My question is "Are we considered qualified?" 04: Please give the population of the MRC. A4: 1,000 employees and approximately 200 visitors daily. Q5: Do you have the square footage of the buildings? A5: As mentioned during the pre-bid conference, we were unable to attain the square footage for all facilities involved with this solicitation. For this reason, voluntary walkthroughs have been made available for all facilities. ALL OTHER TERMS AND CONDITIONS OF THE IFB REMAIN THE SAME. Sincerely, Glenn Marcos, CPPD, CPPB, FCPM, FCPA Director/Chief Procurement Officer City of Miami IFB 106061,3 IFB 106061 - Custodial Services Voluntary walkthrough Schedule and Instructions (Revised) Department Date Time Homeless Office 20 -Jan 1:00 p.m. Public Works Operations 20 -Jan 9:00 a.m. Solid Waste 20 -Jan 2:00 — 5:00 p.m. Miamarina at Bayside 21 -Jan 8:00 —10:00 a.m. Marine Stadium Marina 21 -Jan 11:00 —1:00 p.m. Dinner Key Marina 21 -Jan 2:00-4:00 p.m. Fire Training Center 22 -Jan 10:00 a.m. Fire Headquarters 22 -Jan 11:00 a.m. Manuel Artime Community Center 22 -Jan 2:00 p.m. Sandra De Luca 23 -Jan 11:00 —12:00 p.m. Water Park 23 -Jan 12:00 —1:00 p.m. Police Headquarters and Substations" 26 -Jan - 27 -Jan Starting at 8:30 a.m. Miami Riverside Center 28-Jan9:00 a.m. Little Haiti Cultural Center 28 -Jan 10:30 a.m. GSA Facilities - (MRC, City Hall, Group 12) Call the appropriate contact person to arrange walkthrough Code Enforcement Call the appropriate contact person or go to the site and ask for a supervisor to conduct a walkthrough All Remaining Parks Call the appropriate contact person or go to the site and ask for a supervisor to conduct a walkthrough NET Offices Go to site and request to tour the facility 'Potential Bidders will report to the Police Administration Building at 8:30 AM on January 26 to begin site visits. At 8:30 AM on January 27 the site visits will resume from where they concluded the previous day. Note: All voluntary walkthroughs must be completed by 4:00 PM on January 29, 2009. Revised 01/23/2009 Note: Any information received during the voluntary walkthroughs is not binding. All questions regarding the scope of work must be sunmitted in writing to Mr. Charles Johnson, Senior Procurement Specialist. GLENN MARCOS Chief Procurcment Officer w Of ntt PEDRO G. HERIJANDEZ City Ntanapr F.11 2121-1 '! MWIVYWIMM IFS NO. 106061,2 January 16, 2009 Invitation For Bid for Custodial Services TO: ALL PROSPECTIVE BIDDERS: The following changes, additions, clarifications, and deletions amend the Bid Documents of the above captioned IFB, and shall become an integral part of the Contract Documents. Please note the contents herein and reflect same on the documents you have on hand. The Voluntary Walkthrcugh Schedule and Instructions has been attached to the Header section of the IFS. The deadline for receipt of request for additional informationlciarification has been changed to January 29, 2009. Section 2.4 — Voluntary Site Inspections has been changed to correct the telephone number of the contact person for the Manuel Artime Community Center, within Group 6. ALL OTHER TERMS AND CONDITIONS OF THE IFB REMAIN THE SAME. Sincerely, -j k-, C zj_ (rDirector/C rcos, CPPD CPPB, FCPM FCPA of Procurement Officer GLENN IvIARCOS ChicrProcurement Officer ADDENDUM N0. 1 PEDRO G. HERNANDEZ City Manager IFB NO. 106061,1 January 14, 2009 Invitation For Bid for Custodial Services TO: ALL PROSPECTIVE BIDDERS: The following changes, additions, clarifications, and deletions amend the Bid Documents of the above captioned iFB, and shall become an integral part of the Contract Documents. Please note the contents herein and reflect same on the documents you have on hand. Due to inconsistencies between the information contained within the lFB and that contained within the advertisement, a second Mandatory Pre -Bid Conference will be scheduled for 2:00 PM on Friday, January 16th, 2009 at the Miami Riverside Center — 444 SW 2"d Avenue, 1St Floor Training Room. Bidders who have attended the mandatory Pre -Bid conference held on January 14th, 2009 will not be required to attend the Conference to be held on January 16th, 2009. The Green Product List has been attached to the Header section of the IFB. ALL OTHER TERMS AND CONDITIONS OF THE IFB REMAIN THE SAME. 0, CPPB, FCPM, FCPA irement Officer