Superior Court of California, County of San Benitosanbenito.courts.ca.gov/general_info/AQA.pdf ·...

Superior Court of California, County of San Benito

TO: POTENTIAL VENDORS

FROM: Superior Court of California, County of San Benito

DATE: January 23, 2020

SUBJECT: ADDENDUM NO. 1 AND QUESTIONS AND ANSWERS NO. 1

RFQ Title: Building and Window Cleaning Services RFQ Number: BW2020

ACTION REQUIRED: Please review the Addendum and Questions and Answers.

RFQ CONTACT: [email protected]

Addendum No. 1 and Building and Window Cleaning Services Questions and Answers No. 1 RFQ No.: BW2020 January 23, 2020

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ADDENDUM NO. 1 TO RFQ # BW2020 This Addendum No. 1 hereby modifies the Superior Court of California, County of San Benito (“Court”) RFQ # BW2020, as follows. Deletions in the RFQ or any of its attachments are shown in strikeout font (strikeout font); insertions are shown as underline and bold font (underline and bold font). Section and paragraph numbers refer to the numbers in the original RFQ document. STATEMENT OF WORK, SECTION 1.A

A. Cleaning all exterior surfaces on both floors of the building located at 450 Fourth Street in Hollister, California (“Courthouse”). The surfaces to be cleaned include:

(i) all exterior walls, (including (a) the exterior walls facing Third Street, (b) the inside surfaces of the walls surrounding the judges’ private parking area, and (c) the inside surfaces of the walls surrounding the sally port);

(ii) all exterior doors and gates (including doors or gates leading to the judges’ parking lot, sally port, staff yard, or other area located behind the Courthouse);

(iii) all exterior windows, including windows in doors or gates; (iv) all ceilings over outdoor areas, (such as walkways, the judges’ private parking

area, and the sally port) along with any metal partitions hanging from the edge of such ceilings;

(v) the non-glass canopy located above the front entrance and exits doors of the Courthouse;

(vi) all outdoor security light cases and security cameras; (vii) all external ledges; and (viii) all decorative elements, such as rocks, on the external ledges.

The area to be cleaned excludes: (a) roof surfaces that are not visible from ground level,

and (b) the glass canopy, (c) the narrow strip of exterior wall between the glass canopy and the roofline, and (d) the inside surfaces of the bullet-proof windows in the four chambers and two jury deliberation rooms.

STATEMENT OF WORK, SECTION 1.B

B. Cleaning the internal surfaces of all outside-facing windows in the Courthouse, including glass, frames, ledges, and sills.

STATEMENT OF WORK, SECTION 2 2. Standards. When the Services have been performed, (i) the walls, doors, gates, ceilings,

metal partitions, security cameras, and security light cases must be left clean and unblemished, with no streaks, stains, deposits, or cobwebs, (ii) the external ledges and decorative elements must be left clean with no leaves, debris, or cobwebs, (iii) corners, crevices, and moldings must be left clean and unblemished, with no streaks, stains, deposits, or cobwebs, (iv) glass must be left entirely free of dirt, grime, film, staining, deposits, streaks, smudges, fingerprints and excessive moisture, and (v) internal areas


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adjacent to glass (including window sashes, frames, ledges, sills and woodwork) must be left free of dust, drippings, watermarks, or debris. All surfaces must be left free from damage from the cleaning process.

STATEMENT OF WORK, SECTION 5.F F. Contractor must not use methods or products that may cause damage to building surfaces

or systems, or harm to surrounding environment. Without limiting the foregoing, Contractor must ensure that no electrical wiring or fixtures are damaged, including by water. Contractor must not spray security light cases or security cameras directly with high-pressure water spray.

STATEMENT OF WORK, SECTION 5.H

H. Contractor must leave the work site clean. Contractor must remove excess cleaning solution from window sills, ledges, outdoor furniture, and sidewalks. All waste materials must be removed and properly disposed off-site. No standing water may be left at the work site.

STATEMENT OF WORK, SECTION 5.I

I. Contractor must ensure that its personnel (i) do not lean any tools or equipment against any surface (e.g. walls, doors, windows, or furniture), (ii) do not climb onto countertops or furniture to clean windows or other surfaces, and (iii) do not allow any person to enter the Courthouse, except for Contractor Personnel performing Services. Notwithstanding the foregoing, Contractor’s personnel may lean ladders against walls of the Courthouse provided (a) stand offs with rubber caps are used, and (b) no portion of the ladder or stand off rests against a glass surface.

NOTE: The Statement of Work is part of the contract in RFQ Attachment 3, but is also excerpted in RFQ Attachment 1 for ease of reference. The changes above modify the Statement of Work in both RFQ Attachment 1 and RFQ Attachment 3.


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RESPONSES TO QUESTIONS Q1: Per the contract, it states that there will be no leaning of ladders, etc. against any

surface. While most work will be accomplished with a lift, there are areas that would require ladder usage. They would NOT be leaned on any glass, obviously and the use of stand offs with rubber caps would be utilized. Are you stating that they cannot be leaned against any part of the walls or metal frames? Can you clarify?

A1: The Statement of Work has been modified. See the change to Section 5.I in the addendum.

Q2: In Section 5.I of the Statement of Work, it states “DO” stand on countertops. I

believe this is a typo and it should read “DO NOT”, correct? A2: Correct. The Statement of Work has been modified. See the change to Section

5.I in the addendum. Q3: Is it possible to have expenses reimbursed if they are not included in the original

quote submitted to the Court? A3: No. Q4: There is a glass canopy located just below the roofline of the courthouse. Does it

have to be washed? A4: No. The glass canopy is not included in the areas that must be washed. Q5: There is an exterior wall located between the top of the glass canopy referenced

in Q4 and the roofline of the courthouse. Does this section of exterior wall have to be washed?

A5: No. The narrow section of exterior wall located between the top of the glass canopy referenced in Q4 and the roofline does not have to be washed. The Statement of Work has been modified. See the change to Section 1.A in the addendum.

Q6: On the west side of the courthouse as well as on the east side there is a broad

section of wall that does not have the glass canopy mentioned in Q4. Do these sections of wall have to be washed all the way up to the roofline?

A6: Yes. Those sections of wall must be washed all the way up to the roofline. Q7: There is a second, smaller canopy (not made of glass) located directly above the

front entrance and exit doors into the courthouse. Does it have to be washed? A7: Yes. All surfaces of the canopy above the front entrance and exit doors must be

washed. This includes underneath the canopy, the sides of the canopy as well as the top of the canopy. It’s important to note that there is decorative rock located on the top of the canopy. All leaves and other foreign material must be removed from the decorative rock area, and the decorative rock washed.

Q8: There are ledges that encircle most of the windows. Do they have to be washed? A8: Yes. Regardless of height or difficulty of access, all surfaces of exterior and

interior ledges that are adjacent to a window must be washed.


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Q9: Is it possible to wash exterior windows on a weekday (not on a weekend)? A9: No, but see also Q27. Q10: There are tables and chairs located in front of the courthouse. Do they have to be

washed? A10: No. However, if the washing process results in liquid, dirt, or any other foreign

substance spilling onto the tables and chairs, they must be washed. See the clarification to Section 5.H in the addendum.

Q11: There are decorative rocks located in a short, rectangular enclosure on the west

side of the courthouse. Do these decorative rocks have to be washed? A11: Yes. All leaves and other foreign material must be removed from the decorative

rock area, and the decorative rock washed. Q12: If the answer to Q11 is yes, does the enclosure have drainage? A12: The enclosure does not have drainage. Please note that no standing water may

be left at the work site. See the clarification to Section 5.H in the addendum. Q13: There are security cameras located on the exterior walls of the courthouse. Do

they have to be washed? A13: Yes. See the clarification to Section 1.A in the addendum. Q14: If the answer to Q13 is yes, does the casing housing the cameras have to be

taken apart? A14: No, the casing should NOT be taken apart or disassembled in any way. To avoid

damaging the cameras, the cameras must not be sprayed directly with high-pressure water spray. See the clarification to Section 5.F in the addendum.

Q15: Is it allowable to leave equipment overnight if it’s left inside an enclosed area. For

example, is it allowable to leave equipment inside the Judge’s private parking enclosure?

A15: Yes, it is possible to leave equipment overnight inside the judges’ private parking enclosure. Please note, however, the vendor does so at its own risk.

Q16: What needs to be cleaned inside the enclosed areas that are adjacent to Third

Street? A16: Inside the judges’ private parking area, the following items must be washed:

• the exterior and interior of the windows and door that look into employee work area

• the ceiling in the partially enclosed area • the metal partition that hangs down from the edge of the ceiling to block

weather/rain • the inside surfaces of the walls • light fixtures attached to the walls

Inside the inmate transportation (or sally-port) area, the following items must be washed:

• the ceiling in the partially enclosed area


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• the metal partition that hangs down from the edge of the ceiling to block weather/rain

• the inside surfaces of the walls • light fixtures attached to the walls

Q17: At the rear of the courthouse, there are dark cinder block walls that enclose a few

partially open areas (e.g. the judges’ private parking area). Do these walls have to be washed?

A17: Yes, both the exterior and interior surfaces of these walls must be cleaned, as well as any fixtures on the walls (i.e. security light cases, security cameras).

Q18: At the rear of the courthouse, there are windows located on the second floor.

However, these windows are directly above enclosed areas (e.g. the judges’ private parking area). Will there be access to these enclosed areas so that these second floor windows can be washed?

A18: Yes. Q19: At the rear of the courthouse, there are two exterior bays of decorative rock

located on the second floor. Do these rocks and the adjacent walls have to be washed?

A19: Yes. All leaves and other foreign material must be removed from the decorative rock, the decorative rock washed, and the adjacent walls washed.

Q20: At the rear of the building, some of the windows have bullet-proof panes. Do

these windows require special care? A20: There are bullet-proof windows in the four chambers and two jury deliberation

rooms. The outside surfaces of the bullet-proof windows do not require special care. The inside surfaces of the bullet-proof windows require special care, and are excluded from the areas that must be washed. See the change to Section 1.A in the addendum.

Q21: At the rear of the courthouse, some of the bathrooms have windows that are

frosted. Do these windows have to be washed? A21: Yes. The exterior and interior sides of the frosted windows must be washed. Q22: At the rear of the courthouse there is a partially open-air patio. Does this area

have to be washed? A22: Yes. The adjacent walls, windows, doors, and ceilings must be washed. Q23: Above the partially open-air patio, the wall appears to be stained. Does the stain

have to be removed? A23: Yes. Q24: On the east side of the courthouse, there is a long bay of decorative rock located

on the second floor. Do these rocks have to be washed? A24: Yes. All leaves and other foreign material must be removed from the decorative


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rock area, and the decorative rock washed. Q25: Is there access from inside the courthouse to the bay of decorative rock

mentioned in Q24? A25: No. Access to the bay must be from the outside of the courthouse. Q26: What hours will be available to work on a given Saturday and/or Sunday? A26: It is anticipated that the Courthouse will be available 7 a.m. to 5 p.m., but this is

subject to change. Q27: Will it be possible to work on a Monday if it is a court holiday? A27: Yes. Q28: Will it be possible to perform the service on non-consecutive weekends? A28: No. Q29: The public exit from the courthouse is essentially 3 walls of glass. However, one

of the walls of glass is fully inside the courthouse. Does this glass wall have to be washed?

A29: Yes. All 3 walls of glass must be washed inside and out. Q30: How do the blinds/shades to the windows work? A30: The blinds/shades are raised/lowered via chains. Some of the chains are for two

windows while other chains are for a single window. Either way, the chains must be pulled slowly and carefully to raise/lower the blinds/shades.

Q31: Is it possible to suggest alternatives to the guidelines established by the RFQ? A31: Yes. However, the Court has sole discretion as to whether to accept or reject a

proposed modification. Q32: What insurance is required? A32: The selected vendor will be required to have commercial general liability

insurance, commercial automobile liability insurance, and workers compensation/employer’s liability insurance (if applicable). See Appendix C, section 6 of the contract in Attachment 3 for more information, including minimum policy values.

Q33: If anything is damaged, who is responsible for fixing it? A33: The contractor is responsible for any damage. For additional details, see

Appendix C, section 2 of the contract in Attachment 3. Q34: Does anything on the roof have to be washed? A34: No.

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