Questions and Answers to Project Documents — Business Opportunities
PROJECT:  Janitorial Services for DEN Terminal, A Concourse, B Concourse, C Concourse and Snow Removal
NUMBER:  201953023-00

Current as of:  6/2/2020
 
Question Number  1:   I am attempting to register for the Mandatory Pre-Proposal Conference, but the page is not allowing me to register. Is registration required?
    Answer:   The link has been repaired and participants are now able to register for the Mandatory Pre-Proposal. Registration is required in order to receive the link to access the meeting. To register, please access the following link https://www.eventbrite.com/e/pre-proposal-meeting-janitorial-services-at-denver-international-airport-tickets-100444347748
Question Number  2:   Today a business associate receive an email from Mr. Hosanna which contradicts the last information that we (Planholders List) companies are aware of.
    Answer:   The Mandatory Pre-Proposal meeting is scheduled for Monday, April 6th at 11:00 am MST. You must pre-register at https://www.eventbrite.com/e/pre-proposal-meeting-janitorial-services-at-denver-international-airport-tickets-100444347748 in order to participate. The Site Visit is postponed and the date is TBD. We will provide updated information on the Site Visit prior to May 8, 2020. Questions for this opportunity are due on May 8, 2020.
Question Number  3:   While we have our Eventbrite ticket for the original conference of Monday, April 6, 2020 from 10:00 AM to 4:00 PM (MDT), the system will not generate a new ticket for the re-scheduled virtual conference on April 6, 2020 at 11:00 AM (MDT) indicated in Addendum #1. There are also no call in instructions?
    Answer:   The link has been repaired and participants are now able to register for the Mandatory Pre-Proposal. Registration is required in order to receive the link to access the meeting. To register, please access the following link https://www.eventbrite.com/e/pre-proposal-meeting-janitorial-services-at-denver-international-airport-tickets-100444347748 In order to participate in the Mandatory Pre-Proposal Conference, participants must re-register for the meeting via the link above. A meeting invite and link will be sent to all individuals who have registered for the pre-proposal conference via the above link.
Question Number  4:   How will it be determined which company that is bidding for this contract will be considered the Primary, and what is the criteria for determining the size for the 30% MWBE sub?
    Answer:   The bidder is the Primary.  The Primary must subcontract 30% of the total of contract to MWBEs certified by the City and County of Denver.
Question Number  5:   Should everyone bid as if they will be considered the Primary? If so, there are considerations that will affect the startup cost as projections are based on providing an entire fleet of brand new equipment as stipulated by the contract.
    Answer:   No - only Primary Contractors should submit a proposal. 
Question Number  6:   Is the turn in date firm or is it subject to further extensions?
    Answer:   The Schedule of Events is subject to change at the discretion of DEN. All changes will be communicated via an addendum.
Question Number  7:   "1. Section IV-3 Proposal Narrative Contents: The table on Page 81 listing the organization of the narrative does not match the sections numbers and headings following. Please clarify the correct sections, requirements, and headings for the organization of the narrative."
    Answer:   Please see addendum 3.
Question Number  8:   "2. Section IV-2 Preparation of Proposal - Proposal Narrative, B. Format: The last item ""Submittal 2 and Exhibit E shall be submitted in an un-secured/un-password protected Excel format via flash drive."" is not mentioned or referred to anywhere else in the requirements. Please confirm if these items are required and where we can locate them."
    Answer:   Submittal 2 and Exhibit E is not required for this opportunity. Please see addendum 3.
Question Number  9:   How do we go about bidding on this?
    Answer:   You will respond to the request for proposals based on the requirements listed in the RFP document. This document can be downloaded from http://business.flydenver.com/bizops/rfp.asp
Question Number  10:   When will the actual walk through of the airport take place?
    Answer:   The site visit has not been scheduled at this time. Once the date for the site visit is scheduled, the information will be communicate via an addendum.
Question Number  11:   I am having difficulty downloading documents. Can you please provide me the key to allow me to do this?
    Answer:   The RFP document can be downloaded from http://business.flydenver.com/bizops/rfp.asp. There is no key required to access the RFP document.
Question Number  12:   Can you please confirm the due date of the RFP, and the end date for submitting questions?
    Answer:   Please refer to the procurement documents i.e. the RFP and the issued addenda for the current dates.
Question Number  13:   There are no specific instructions for what to submit for the Contract Compliance Plan (proposed work plan) in section IV-3 Proposal Narrative Content.  Is that an oversight?
    Answer:   Please see addendum 3.
Question Number  14:   Please confirm that the table in section 4.2.1 of the RFP is not required to be completed as part of the proposal submission.
    Answer:   Attachment 7, Staffing Plan must be completed and submitted with the proposal, which reflects the same information listed in section 4.2.1 of the scope of work.
Question Number  15:   Please clarify what you are looking for as a response to this question "List the description and frequencies of safety. "
    Answer:   This statement refers to safety training in section 5 of the narrative content "safety and training plan"
Question Number  16:   Please clarify what type of information in a safety record you are looking for in this question "Describe Proposer’s safety record, for the past five (5) years at locations similar in scope and complexity to DEN."
    Answer:   Please provide information describing Proposers' safety record to include detail related to property damage, vehicle accidents, injury etc.
Question Number  17:   I saw an addendum indicating that the bid for the janitorial services has been moved to June. I did not receive this addendum. I am on the Planholder list but did not get notice of this email. Can you tell me what the problem is, and what I need to do to correct this? I don't want to miss any news about this bid.
    Answer:   Messages are not sent out to interested firms directly at any time during the procurement. It is the responsibility of the individuals interested in the opportunity to monitor the flydenver.com website for changes and updates.
Question Number  18:   Question deadline is May 8th, however no walk through has been schedule. Will there be an extension for questions? Walk through?
    Answer:   Please refer to addendum 3.
Question Number  19:   Will the due date and start dates be extended?
    Answer:   Please refer to addendum 3.
Question Number  20:   Are the proposers to take into consideration the current COVID 19 situation when proposing?
    Answer:   Please submit your response to the RFP as it is written.
Question Number  21:   Will the airport extend the due and current contract until the COVID 19 concerns have been resolved?
    Answer:   Undetermined, please submit your response to the proposal as outlined in the schedule of activities or any posted addendum referring to the timeline.
Question Number  22:   Will the airport add additional service requirements in response to the COVID 19 pandemic? Ex: Electrostatic spray disinfecting.
    Answer:   Additional service requirements will be considered on an as needed basis with the awarded vendor. Proposers may submit their recommendations for disinfecting services such as Electrostatic spray disinfecting or an acceptable equivalent. However, those additional services will not be considered in the evaluation criteria of this RFP.
Question Number  23:   Due to the reduction in airline travel, staffing levels required are less than “normal” and it may be sometime until traffic returns to 2019 levels. A. How should proposers take into consideration the new traffic patterns / passenger counts b. Has the airport considered a cost-plus management fee structure?
    Answer:   a. Please submit your response to the RFP as it is written b. Please submit your response to the RFP as it is written
Question Number  24:   The RFP requires similar experience. Together with our Joint Venture partners, we have experience that has a similar scope and square footage, though not specifically at an airport. We also have extensive janitorial and service experience working within an airport setting, covering a smaller footprint. Will this be efficient for meeting the experience requirements?
    Answer:   Proposals received will be evaluated on the information and experience contained within and scored accordingly.
Question Number  25:   We would like to know if the name of the current MWBE partner that is providing these services will be released.
    Answer:   The current MWBE partner is American Facility Service Group.
Question Number  26:   How many SHARPS containers is the contractor required to provide disposal services for?
    Answer:   The Contractor will be responsible for disposal of all material in all DEN provided sharps containers. There are an estimated 75 sharps containers.
Question Number  27:   Does DEN reimburse Custodial employees for parking, or is the contractor responsible for reimbursement?
    Answer:   The Contractor is responsible for covering parking costs as outlined in the prevailing wage schedule.
Question Number  28:   Which parking lots are approved for Custodial employee parking?
    Answer:   Approved parking lots and spaces are dependent on availability
Question Number  29:   What is the cost to park at the approved lots?
    Answer:   Parking is $36 per space per month based on availability.
Question Number  30:   Will DEN please provide a list showing the fringe benefits and seniority dates for the current Custodial staff to ensure contractors can account for this information in price proposals?
    Answer:   Please refer to addendum 2 for information regarding fringe benefits.
Question Number  31:   Item 5.2.3 item c states that the contractor is responsible for weekly scanner reports: are scanners provided by DEN or does the contractor supply these items? If provided by DEN, is there a cost to contractor for use of the scanners? How many scanners are required?
    Answer:   The Contractor is responsible to purchase and maintaining all scanning equipment. The quantity of scanners should be consistent with proposers staffing plan.
Question Number  32:   What type/brand of scanners are currently in use?
    Answer:   The current contractor is using mobile phones as scanners.
Question Number  33:   Please provide the type of toilet paper spindles currently in use, along with the item number and distributor
    Answer:   Bobrick Replacement toilet paper spindles-silver, Item # 806314 and ASI Black plastic roller replacement spindles -metal tip, Item # 805653. Home Depot is the current distributor.
Question Number  34:   What is the typical quantity of toilet paper spindles replaced annually?
    Answer:   An estimated 200 Bobrick Replacement toilet paper spindles-silver, Item # 806314 and an estimated 350 ASI Black plastic roller replacement spindles -metal tip, Item # 805653.
Question Number  35:   Is it required that the contractor use the existing tampon and sanitary napkin dispensers, or is DEN open to considering other options?
    Answer:   Please provide your response to the RFP as it is written
Question Number  36:   Are contractors expected to maintain a supplemental staff that is badged to come in and backfill when employees are transferred to snow removal (to ensure all required hours are met, without facing deductions)?
    Answer:   Please reference the snow removal portion of the RFP – Section 11. Also the total staffing number is the responsibly of the contract to provide in the RFP.
Question Number  37:   Does DEN provide temporary badges for supplemental staff brought on to support snow removal efforts (or custodial tasks during snow removal efforts)?
    Answer:   Badging is the responsibility of the Contractor.
Question Number  38:   Is the contractor permitted to use non-badged personnel to complete snow removal tasks so as not to face deductions due to staffing shortages on custodial tasks when snow removal is needed?
    Answer:   All personnel working and DEN must have a badge.
Question Number  39:   Please provide a full list of equipment provided by DEN for snow removal
    Answer:   Please see reference documents, miscellaneous 9.
Question Number  40:   Does DEN provide training on use of snow removal equipment?
    Answer:   The Contractor will be responsible for training their employees. DEN may train the Contractor Management Team so that they may use the experience to build their snow equipment training program.
Question Number  41:   What is the contractor’s cost for employee badges?
    Answer:   Fingerprints - $40.00 each Badges - $10.00 each Unrecovered/lost badges - $250.00 each
Question Number  42:   What is the contractor’s cost for vehicle permits?
    Answer:   The initial cost for the RFID tag is $100, cost of replacement RFID tag $100
Question Number  43:   Does the scope of work require contractors to operate unescorted vehicles airside?
    Answer:   The Contractor will be required to drive unescorted vehicles to various Airside locations.
Question Number  44:   How many timeclocks are required?
    Answer:   A minimum of four time clocks will be required. One for each break room/office located in the Main Terminal, A concourse, B Concourse and C Concourse.
Question Number  45:   How long does it take for an employee to receive their Airport ID Badge once the required forms have been submitted?
    Answer:   The duration of time between submitting all required forms and receiving clearance to pick up a badge varies per individual. However, a general range is between 3-15 business days.
Question Number  46:   The terms MWBE and SBE are used together. Are these terms both used the same way?
    Answer:   No, these are two separate programs that are included in the MWBE/SBE Ordinance. The goal for this project to 30% Minority Women Business Enterprise (MWBE) participation.
Question Number  47:   After completing the Diversity and Inclusiveness in City Solicitations Form online, we are instructed to insert a completed "hard copy" of the form into our proposal. We are submitting electronic copies of the proposal on USBs. Are we to submit a "hard copy" of this form along with the electronic copies on USB sticks?
    Answer:   The Diversity and Inclusive Form should be completed on-line as instructed. A copy of the completed form must be included in the final proposal submitted.
Question Number  48:   This section refers to a section called Additional Information. Does this section count towards the total page count?
    Answer:   Additional information refers to the additional forms and requirements requested in the proposal documents. These documents are not included in the page count.
Question Number  49:   To meet the 50 page limit in the Narrative Contents, can we provide requested sample reports, plans, and procedures in the Additional Information section of the proposal?
    Answer:   Additional information refers to the additional forms and requirements requested in the proposal documents.  These documents are not included in the page count.
Question Number  50:   Insurance Requirements - are we required to submit a sample certificate of insurance in the proposal or via email to [email protected]?
    Answer:   No, insurance requirements are provided as reference in the RFP. The vendor that is awarded will be required to submit a valid certificate of insurance during the contracting process.
Question Number  51:   Is the required font type and size of Times New Roman 12 point applicable to headings, captions, headers/footers, forms, etc.?
    Answer:   Proposal should follow the instructions as stated in the RFP document.
Question Number  52:   Performance Management Plan - Are we to provide samples of all the reports referenced in Section 5.2.3, a. through k.?
    Answer:   Sample reports in Section 5.2.3 are not part of the evaluation criteria.
Question Number  53:   Would you please provide editable Excel docs for Attachment 7/Staffing Plan, Attachment 8/Pricing and Attachment 9/Tasks and Frequencies templates?
    Answer:   Below are the links to access each form in an excel format. Please copy each link and paste into the browser to access form. Each link must be accessed separately. Http://business.flydenver.com/bizops/documents/den_Janitorial_Response_Submission_Form_Staffing_Plan.xlsx http://business.flydenver.com/bizops/documents/den_Janitorial_Response_Submission_Form_Tasks_and_Frequencies.xlsx http://business.flydenver.com/bizops/documents/den_Janitorial_Response_Submission_Form_Pricing.xlsx"
Question Number  54:   PAGE-COUNT RESTRICTIONS: We read the Q&A #49 and wanted to clarify our understanding, that is, requested items such as safety or training programs, staffing plan/matrix, examples of equipment inventory tracking plan, and/or policy and operating procedures manuals are all exempt?
    Answer:   The additional attachments are not included as part of the page count.
Question Number  55:   "PAGE-COUNT RESTRICTIONS: Clarifying if the following are all exempt from the page limit? - Document Cover - Cover letter? - Table of Content? - Charts (org charts) - Job Descriptions?
    Answer:   The documents are not included as part of the page count.
Question Number  56:   Clarifying per the Proposal Submittal Requirements in the RFP found on pdf pg. 4 of 183 pages and considering Addendum 3's requested format. Where are the following items to be placed, Proposals Forms, DSBO Forms, Diversity Survey and all the requested Manuals & Plans? After Section 9 in the above order?
    Answer:   Yes, all forms and attachments should be provided following the narrative contents.
Question Number  57:   USB electronic submission – Considering the current events of social distancing and shelter-in-place requirements, would it be possible to submit the proposal response by email and/or link to a shared drive be acceptable, rather than the physical USBs?
    Answer:   Please see addendum 4.
Question Number  58:   Are the Pricing Forms to only be in the Pricing USB and not in the PDF of the entire proposal USB?
    Answer:   Pricing should be submitted in its own USB separate from the RFP response.
Question Number  59:   Page 81 of the RFP states that proposals shall be printed on 8 1/2 x 11 paper. For requirements such as the staffing plan and transition plan, would it be possible to display the information on 11x17 format as there is a lot of information that goes onto these plans. Displaying on a large format will allow for the response to be at a larger font.
    Answer:   Yes
Question Number  60:   On pdf page 125, Part V, 5.04 (B) it states “The Contractor’s Performance Bond must either be renewed annually by the Surety named in the Bond or be replaced with an identical Bond covering the subsequent year of the contract issued by another Surety which has been approved in advance by the CEO.” Exhibit D (pdf page 145), Performance and Payment Bond, references the contract but does not allow for any annual term or renewal provision. This is needed to meet the requirement that the bond must either be “renewed annually by the Surety . . .” Can the bond form be modified to allow the bond to have an initial one-year term and then be renewed by Continuation Certificate?
    Answer:   The bond form can be amended once a contract is sent to the apparent best proposer for review.
Question Number  61:   Addendum 2, prevailing wage items - The shared Custodian I and Custodian II pay rates and fringes are said to be effective through 3/12/2020. When does DEN expect the next wage increase?
    Answer:   Wages will be updated on 3/12 each year of the contract. Next date will be 3/12/21.
Question Number  62:   Addendum 2, prevailing wage items - The shared Custodian I and Custodian II pay rates and fringes are said to be effective through 3/12/2020. What does DEN expect the next wage increase percent to be?
    Answer:   "There is no way to determine future wage increase percentages however, for an idea of how wages have increased throughout the years, all wage determinations are available on the Denver Auditor’s Office website. www.denverauditor.org/prevailingwage/ "
Question Number  63:   Addendum 2, prevailing wage items - Regarding providing pricing for contract year 1, do bidders utilize the current PWO Pay Rates for our pricing or do we estimate wages based on what we feel the PWO progression may be?
    Answer:   Proposers should use prevailing wages provided in the RFP to estimate their proposal pricing.
Question Number  64:   The site cleaning staff are currently represented by a union contract through September 2020 and a new agreement will not be negotiated until after proposal responses are due, do we estimate future compensation changes or are they to be negotiated in the future based on actual changes?
    Answer:   All wages should be based on the current wages as stated in the Prevailing Wage document attached to the RFP. Future compensation wages will be based on revisions to the Prevailing Wages scheduled based on the annual updates. There is no way to determine the future wage increases.
Question Number  65:   Pg. 23 trash liners, there are 3 primary types of liners purchased by vendor to be included in Contractors expenses, small clear, blue plastic for recycle, green compostable. What is the average count used for each type of liner?
    Answer:   The average count of green compostable bags and blue plastic is not available. 20-25 cases of small can liners - 500 per case are currently being ordered on a monthly basis.
Question Number  66:   Regarding the current business status caused by the Covid pandemic, are bidders to bid at the last years (2019) passenger levels?
    Answer:   Please submit your response to the RFP as it is written.
Question Number  67:   Are bidders to bid at the full square footage as listed on the Attachment 8, Pricing forms?
    Answer:   Square footage, as estimated in Attachment 8, can be used for bidding. However, most pricing could be based on frequencies of tasks and Proposers Staffing Plan.
Question Number  68:   May Contractor propose the utilization of multiple MWBE's to fulfill or exceed the participation requirements percentage?
    Answer:   Yes
Question Number  69:   On MWBE – If a form does not apply (i.e., Joint Venture) should we exclude the form?
    Answer:   Please refer to Attachment 1, Part 4 M/WBE Forms of the RFP for the required forms to submit with the proposal.
Question Number  70:   If we are meeting or exceeding the MWBE goal, do we still have to show evidence of Good Faith Efforts or does that apply only if you are not meeting the MWBE goal?
    Answer:   Project goals must be met with certified participants as set forth in Section 28-127, D.R.M.C. or through the demonstration of a good faith effort under Section 28-128 D.R.M.C. For compliance with good faith requirements under Section 28-128(b), the MWBE percentage solicitation level required for this project is 100%.
Question Number  71:   Is there a specific Good Faith Efforts form that would need to be completed?
    Answer:   No. For compliance with good faith requirements under Section 28-128(b), the MWBE percentage solicitation level required for this project is 100%.
Question Number  72:   MWBE Utilization/Compliance Plan - does DEN have an example of an acceptable Plan?
    Answer:   No.  Please refer to Section IV-8 of the RFP for the Compliance Plan Requirements.
Question Number  73:   We understand there is a Performance Bond/Surety, confirming there is no Bid Bond?
    Answer:   A bid bond is not required for this opportunity.
Question Number  74:   If a document is not counted towards the page restriction, may we move to an Appendices section?
    Answer:   Yes, all forms and attachments should be provided following the narrative contents.
Question Number  75:   Addendum 3/Staffing Plan - Requirement #3 states "Provide a detailed proposed operation and staffing plan…" Is this where Attachment 7, Staffing Plan should be inserted?
    Answer:   Yes
Question Number  76:   Addendum 3/Staffing Plan - Requirement #3 states "Provide a detailed proposed operation and staffing plan…" Is this where Attachment 7, Staffing Plan should be inserted?
    Answer:   Proposers will present their Staffing Plan to meet their required frequencies of task to ensure the the required cleanliness, freqencies and staffing provide DEN with the requested service.
Question Number  77:   Are we to include any healthcare costs into the Monthly Price we submit?
    Answer:   Yes, include health care costs based upon single coverage (prevailing wage rate sheet) in the Monthly Invoice Total. Note: other party coverage will be addressed the awarded proposer.
Question Number  78:   Other than the minimum specified Management, Supervision & Admin. staffing found in the RFP on page 40, the Proposer/Bidder shall develop and provide a recommended service staffing model, correct?
    Answer:   That is correct.
Question Number  79:   Confirming that there are 143 individual restrooms, which include the family restrooms? Also, the 143 restrooms include a combination of restrooms open to the public and restrooms open only to employees is secure areas?
    Answer:   The estimated 143 restrooms include a combination of restrooms open to the public and restrooms open only to employees.
Question Number  80:   Is DEN able to provide or allow us access to a WIFI connectivity report?
    Answer:   DEN WIFI connectivity reports are unavailable at this time.
Question Number  81:   At this point, can you offer any guidance of the approximate week that the Site Tour may occur?
    Answer:   Please monitor the DEN Business Center website for updates regarding the Site Tour.
Question Number  82:   The City and County of Denver has demonstrated the importance of minority and small business involvement in the Janitorial Services Contract at Denver International Airport. This is outlined clearly in the RFP and was also referenced many times in the pre-proposal conference. With that in mind, we are working to assure that there is a strong presence of minority and small business companies in our proposal. These companies are well established in the Janitorial Services Industry, and bring with them skills, experience and personnel that will help to establish our qualifications for operating the Janitorial Services contract at Denver International Airport. While our company would be the prime contractor in this proposal, we would like to ask if the qualifications of our subcontractor companies can be used to help us meet or exceed the qualifications as required in the RFP document? All companies involved would play a key part in operating the account and we are hopeful that the qualifications of all companies involved in our proposal would be considered when evaluating our proposal.
    Answer:   The Prime Contract should meet all Prime Contractor qualifications as stated in the RFP document. Project goals must be met with certified MWBE participants or by demonstrating good faith efforts under the MWBE Ordinance. The Contractor must comply with the terms and conditions of the MWBE Ordinance in soliciting and contracting with its sub-contractors and sub-contractors in administering the performance of the work hereunder.
Question Number  83:   With the impacts of the COVID 19 pandemic, is the site visit mandatory to participate in the RFP process?
    Answer:   Yes, the site visit is still mandatory for all participants interested in participating in the RFP process.
Question Number  84:   Will participants be allowed to take pictures or record the site visit?
    Answer:   Yes, participants may take photos and record in areas that are not identified as secured areas. Secured areas include but are not limited to TSA office space, checkpoints, and airport security office.