PreResponse Conference RFP 40100 27920 TDOT REGION 1

Pre-Response Conference RFP 40100 -27920 TDOT REGION 1 JANITORIAL SERVICES *In order to receive credit for attendance to this mandatory Pre-Response Conference please email Stephanie. Landmark@tn. gov Stephanie Landmark, Sourcing Account Specialist November 12, 2020

Agenda • • • Welcome & Introductions Statement of Procurement Purpose Schedule of Events Diversity Business Proposal Requirements & Evaluation Question and Answer

Welcome & Introductions Stephanie Landmark, RFP Coordinator Department of General Services Central Procurement Office 3 rd Floor 312 Rosa L Parks Avenue Nashville, TN 37243 615 -741 -2026 Stephanie. Landmark@tn. gov

Disclaimer • All answers provided during the Pre-Response are not official until the State answers in writing and amends the solicitation. • Questions must be submitted in writing prior to the Written “Questions & Comments” Deadline in order to receive an official answer from the State. Deadline is on November 18 th, 2020 at 2: 00 PM CST. The state will answer on December 1 st, 2020 23, 2020. * *Subject to Amendment change if needed.

Statement of Procurement Purpose • The Purpose for this Request for Proposals (RFP): • The Tennessee Department of Transportation is seeking a five-year contract for janitorial services for all Region 1 facilities, to include nine (9) buildings as detailed in pro forma Attachment Two.

Schedule of Events EVENT DATE TIME (central time zone) 1. RFP Issued 2. Disability Accommodation Request Deadline November 5, 2020 2: 00 p. m. November 10, 2020 Pre-Response Conference: 3. Respondent’s representative attend the mandatory Pre-response Conference and walk through. Nov 12, 2020 10: 00 am Facility Tours: November 6 - 30, 2020 4. Notice of Intent to Respond Deadline 2: 00 p. m. November 13, 2020 5. Written “Questions & Comments” Deadline 2: 00 p. m. November 18, 2020 6. State Response to Written “Questions & Comments” 7. Response Deadline 8. State Completion of Technical Response Evaluations December 1, 2020 2: 00 p. m. December 8, 2020 December 15, 2020 9. State Opening & Scoring of Cost Proposals 2: 00 p. m. December 17, 2020 10. State Notice of Intent to Award Released and RFP Files Opened for Public Inspection 2: 00 p. m. December 28, 2020 11. End of Open File Period January 4, 2020 12. State sends contract to Contractor for signature January 7, 2020 13. Contractor Signature Deadline 2: 00 p. m. January 14, 2021

Facility Walk Through Facility Tours: November 6 - 30, 2020 • Individual facility tours will be scheduled to allow for social distancing. The walk through will include all 9 facility buildings located in Knoxville, TN TDOT Region 1 (reference attachment 2 of the FA contract). • Attendance of a facility tour is mandatory in order to bid on this RFP, no exceptions. • All tours must be scheduled directly with the RFP coordinator. Be prepared to submit 3 dates of availability for all attendees. Outlook appointment will include directions and agency contact information. • Questions relating to the RFP solicitation, cost or in-depth questions that may cause a revision to the solicitation must be submitted in writing. • The facility tour is strictly for observational purposes, re-direct all questions to CPO to avoid compromising the solicitation and/or cause of solicitation cancelation.

Response Requirements & Evaluation EVALUATION CATEGORY Mandatory Requirements (refer RFP ATTACHMENT 6. 2. — Section A) MAXIMUM POINTS POSSIBLE Pass/Fail General Qualifications, Experience & Approach (refer RFP ATTACHMENT 6. 2. — SECTION B) 20 Technical Qualifications, Experience & Approach (refer to RFP ATTACHMENT 6. 2. — SECTION C) 50 Cost Proposal (refer to RFP ATTACHMENT 6. 2. — SECTION C) 30

Diversity Business RFP ATTACHMENT 6. 2. — SECTION B — General Qualifications & Experience Items - B. 15 Richard Van. Norman Diversity Business Liaison 615 -253 -4654 Richard. Van. Norman@tn. gov

Evaluation Categories Attachment 6. 1 - Statement of Certifications and Assurances – • The Respondent, except as otherwise provided in this RFP, accepts and agrees to all terms and conditions set out in the RFP Attachment 6. 6. , Pro Forma Contract. – Do not take any exceptions to this attachment. – Make sure you are legally authorized to sign this agreement Attachment 6. 2 Section A – Mandatory – • Include page number where responses can be found. – Read each requirement and provide exactly what is required, as this is a pass/fail section. Attachment 6. 2 Section B – General Qualifications & Experience Items – • Include page number where responses can be found. Attachment 6. 2 Section C – Technical Qualifications, Experience & Approach Items – • Include page number where responses can be found.

Scope of Services Overview • The Contractor shall provide full service cleaning for the TDOT Region one (1), which includes nine (9) buildings, as described in Attachment Two. • The Contractor shall perform cleaning of all buildings on a daily basis, Monday - Friday, excluding State Holidays between the hours of 5: 00 p. m. and 5: 00 a. m. • The Contractor shall, on a weekly basis, detail dust upper shelving, ledges, frames, computer screens, etc. and mop stairwells and wipe down railings • The Contractor shall, on a monthly basis, perform the following cleaning tasks for daily cleaning: a. Detail dust baseboards b. Detail dust air vents and returns using a shopvac c. Detail dust other hard to reach areas, such as blinds and high corners for cobwebs d. Preform a monthly walk thru/inspection with Contractor representative/supervisor and TDOT Facility Manager

Scope of Services Overview • Carpet Cleaning. The Contractor shall clean the carpets every six months during the Term of this Contract as scheduled by the Contractor. The Contractor shall notify TDOT Facility Manager of carpet cleaning schedules within seventy-two (72) hours in advance of performing the cleaning. The Contractor shall use traditional hot water extraction throughout the Administrative Building (Building A in Attachment 2). The Contractor shall use dry chemical cleaning throughout the TMC building (TMC Building in Attachment 2). The Contractor shall provide particular focus on heavy traffic areas and accessible areas in offices/cubicles. Large furniture shall not be removed by TDOT. • Stripping & Waxing of Tile. The Contractor shall perform stripping and waxing of vinyl composition tiles three (3) times per year, every four (4) months, on all buildings with vinyl composition tile. • Staffing. The Contractor shall ensure that regular, daily cleaning of all buildings involves six (6) hours of labor. The Contractor shall ensure that daily cleaning crews consists no less than eight (8) designated crew members. The Contractor shall schedule the same crew members at TDOT on a regular basis. The Contractor shall ensure that there is a designated facility supervisor on site for each shift who is responsible for ensuring high quality and thoroughness of cleaning. The Contractor shall schedule additional crews of five (5) to (10) for large floor cleaning projects. • Glass Cleaning. All major traffic area glass should be spot cleaned daily, including entrance doors. Windows should be cleaned quarterly.

Clauses of Note for Pro Forma Sections B through E • Initial Contract term is for 3 years with (2) renewals ( B. 1. ) • Payment Structure (C. 3. ) – Addressed in detail in upcoming slide • Assignment and Subcontracting (D. 7. ) – Any subcontractor must be approved in writing by the State prior to commencement of any work under this contract by the proposed subcontractor • TN Dept of Revenue Registration (D. 22) – In order to be awarded the contract, Contractor must register according to TN Code Ann. 67 -6 -601 -608 • Insurance obligations (D. 32) – Contractor shall maintain insurance coverage as specified in this Section.

Cost Proposal Attachment 6. 3 • The Cost Proposal must be signed by an individual empowered to bind the Respondent to the provisions of this RFP and any contract awarded pursuant to it. If said individual is not the President or Chief Executive Officer, this document must attach evidence showing the individual’s authority to legally bind the Respondent. • Cost must be recorded on an exact duplicate of the RFP Attachment 6. 3. A Respondent must only record the proposed cost exactly as required by the RFP Attachment 6. 3 and must not record any other rates, amounts or information. • NOTICE: If a Respondent fails to submit a cost proposal exactly as required, the State may deem the response to be nonresponsive and reject it.

Cost Proposal

Question and Answer RFP Coordinator Stephanie Landmark Department of General Services Central Procurement Office 312 Rosa L Parks Avenue 3 rd Floor Nashville, TN 37243 *In order to receive credit for attendance to this mandatory Pre. Response Conference please email Stephanie. Landmark@tn. gov; Limit one email per company that includes all names and contact info. Intent to Respond deadline is tomorrow by 2: 00 pm CST, November 13 th!