December 16, 2013

Public Notice · Building Manager Proposal (RFP)

The Public Library of Cincinnati and Hamilton County request fee proposals from Building Managers for the maintenance and repair of their facilities. The Building Manager will be expected to provide a full range of building maintenance, either directly or through contracting. The proposals will be for a period of one year beginning in 2014.

The deadline for proposals has been extended to Noon, Monday, January 13, 2014.

Proposals should be transmitted to Jeff Gerrein, Facilities Operations Manager, Third Floor Administrative Offices, Public Library of Cincinnati and Hamilton County, 800 Vine, Street, Cincinnati, Ohio 45202.

All questions should be directed to Jeff Gerrein, Facilities Operations Manager via e-mail.

Answers to received written questions on will be distributed on Thursday, December 26, 2013. Additional questions must be submitted by 5pm on January 9, 2014 to be answered by January 10, 2014 by 5pm.

Library representitives will be available for a walk thru of the main branch on Monday, December 30, 2013 at 1 pm. Please meet at the security desk in the south building, near the Walnut Street enterance.

Documents used in the development of the RFP

  • Branch Data - Data on all of our locations, and used primarily to help the Library with long-term budget planning.
  • Proposed Facilities Areas of Outsource - This is a spreadsheet of the approximate maintenance costs for the many of the areas included in the RFP. Just be aware, some of these are estimates and were developed mid-2013, so they are not a full year’s actual cost. These numbers provided us, however, an idea of what the current cost is for us to outsource this work.
  • Facility Maintenance Inspection Checklist - This was developed as a tool for the Library to use in assessing the maintenance conditions of our buildings and grounds.

Responses to Questions from 1/8/14

The library has bedbug service to two areas twice a year, technical services and circulation services areas. Why do they have those areas done twice a year and are there any other areas I may have missed that they have treated for bedbugs regularly?

Circulation Services office area in the South Building 1st Floor, and Outreach Services Department in the South Building B-Stack Floor are the only areas that require commercial bedbug treatment twice a year. All other areas and locations that would require treatment would be on a “as needed” basis.

In section 3.B of the RFP it states no more than 4 ton per “application” per "event" - I understand that to say that we can exceed 4 tons per event, just not more than 4 ton per application. Is there any way we can verify that?

Application and Event are the same. Base your estimate on the amounts given.

Based on measurements, I have calculated closer to 7 tons per app- can we also verify that if 4 ton does not cover everything, how we should proceed- ( put more down, or stop at 4 and not treat areas that were not covered by the spec amount).

For the purpose of the RFP, please calculate your cost per event based on our estimate of 4 tons.

Also- on the branches that are renting space- how do we know what walks and what portion of lot we would be responsible for?

See revised Schedule A for Rental Snow Removal scope.

Can we get some clarification on this (#48 & 75)? Are you wanting us to put in $50K into the contract for minor repairs and labor? Otherwise you’d be getting different numbers of hours and repair numbers. There is no real way to tell what is going to break down minor or major from this standpoint. We would need a number of hours you need or can add in $50k for minor repairs until its used up for the calendar year of 2014. How do you want us to proceed?

No. Question #48 had to deal with the PM contract for HVAC which falls under the “Lump Sum” category. The $50K amount in the answer to question #75 is in reference to repairs made in 2013 outside of the scope of the HVAC PM, which falls under the “Hourly and Mark-up Rates”. The two are not related.

Responses to Questions from 1/6/14

Currently the janitorial services provided at the Main location are covered under the CBA with the SEIU. The branch libraries fall under the 100K SF threshold and are therefore cleaned “non-union”. Do you intend to honor this agreement currently in place? This would require the cleaning of the Main library to be performed by a vendor who is signatory to the CBA with the union.

The Library is not required to honor the CBA between ABM and SEIU. That agreement is for ABM to honor and in no way impacts the Library.

The specifications provided in the RFP for janitorial service differ from the ones currently being used, especially at the branch level. Would you consider releasing the current cleaning specifications for purposes of this bid?

We want the bids to reflect what is in the RFP and not to reflect what is currently being done in reference to this question.

Will the branches that receive 28 hours of day cleaning be following the specification in the RFP or will they be directed by the library site staff?

Yes to both.

If we are to clean all sites as per the RFP then can we reduce the 28 hours needed for the selected branches? Or do you wish to keep these sites at this specific number of hours per week?

We wish to keep them at 28 hours.

Do you have set hours required in the branches that are not cleaned on days?

No. Clean them during non-open hours.

How will emergency work orders be handled that occur outside our normal hours? Will the janitorial company be responsible for unclogging toilets and event clean up?

These will be handled as “Services Outside of the Lump Sum Services Provided” within the “Hourly and Mark-Up Rates”

Clarification on the specifications listed in the RFP. (see below)

  1. a. Specifications list “Spot clean stains, gum and spills as required” This task is listed under “daily”. Can you define this task? Our question is the term “spot clean” could mean a lot of things to different end users. Does this include spot cleaning of the carpet and fabric chairs for example? Yes, This means any surface that you clean under the RFP. If its listed under “daily” then spot clean those areas daily. “Weekly”, then spot clean weekly and so on.
  2. Specifications list under weekly “Dust horizontal surfaces” Can you define he scope of the area involved in this task? In particular can you define the height requirement for dusting? Some areas in Main for example would require lifts and ladders to complete this task. This function usually falls under “ normal reach” however we wanted to clarify. Clarification: “within reach” is without the use of lifts or ladders.
  3. Vent cleaning is listed. Please specify height restrictions for this task.- Same as above, “Within Reach”
  4. The specifications in the RFP called for no exterior service to either the branches or main. Please verify there is no need for exterior service under the janitorial scope.-Correct.

Will the selected building manager be permitted to contract with third party vendors that provide services as Agent on the library’s behalf?

No

Please provide the maintenance frequency for the PM's on the chiller and tower equipment

Sent out in email on 1/06/2014 in an attachment titled “Contractor Task Sheet for Chillers and Cooling Towers”.

Is it okay if we include a column on our hourly and mark-up rates page showing a travel charge? Many of our subs charge a once per ticket trip charge to cover their travel expense. We do not want to guess at how many trips there might be in a year and then pad our rates to cover it. We would prefer to show the travel charge separate from the hourly rates. The trip/ travel charge would only apply once for each specific work order/ issue, not every time we jump in the truck…

No its not ok. Please adhere to the response form as provided.

Responses to Questions from 12/30/13

The current PM program includes chlorine tablets for the evaporator pans, will chlorine tablets be excluded?

All bidders should keep chorine tablets in their bid or add them for condensate drain pans if they currently do not have them and they should be added during the 2nd Qtr Pm.

The current PM program includes inspections for Deer Park and Greenhills, will those be excluded?

At this point all bidders should include both Deer Park and Green Hills. Keep a per branch break down of your bid and should any branch be removed the cost will be adjusted.

The current PM program includes coordination of equipment operation through Building Automation Control system with Main Branch, will that be excluded?

Coordination of equipment operation will be maintained.

Clarification about the possibility of an existing PM contract on the 2 – Trane Centrifugal’s

The existing contract remains for 1.5yrs with Trane as well as the Compressor Warranty that includes 3 PM visits only. This contract is to add to PM may be completed by a technician however any work to be completed on the refrigerant side affecting the compressors must be done by a Trane Certified Chiller Technician so the warranty is not voided. The warranty covers the compressors to each chiller as they were rebuilt in 2010.

Do we submit a copy of our Cooling Tower and Centrifugal task sheets for review or will those be supplied?

Submit task sheets as soon as possible. We would like to make sure we have included everything we would like performed on inspections so we can review bidder tasks and will resubmit a task sheet if we feel anything is missing that needs to be included.

Clarification about the Operational Inspection frequencies (5 Centrifugal and 6 Cooling Tower)

Inspection frequencies are to add to the three visits by Trane to cover our cooling season. The Cooling Towers are not on the pm aggreement with Trane.

Responses to Questions from 12/27/13

Do the insurance requirements flow to our subcontractors?

See answer to this question

Is there a Diversity spend goal?

No

Are we permitted to tour the properties with subcontractors and if so are there restrictions regarding days and hours?

Yes. Visits should be conducted during Branch operating hours.

Are there subcontractor qualification criteria such a drug screens, background checks, security clearances, EH&S requirements?

No

Are there equipment warranties to be considered?

The Library does have the warranty on the two Trane Centrifugal Chillers from the 2010 Compressor Rebuild. That is through Feldcamp but Trane is the company that gives the warranty as well as the existing service for another two years.

Are there any contractual obligations that do not have a 30 day cancellation clause?

No

What is the frequency for custodial services ? ( 7 day, 5 day, 3 day etc)?

Please see answer to this question and this question

Does our proposal need to provide a fixed cost for janitorial consumable costs or will this be a variable cost?

Please see answer to this question

Are there requirements for day porter services at any of the properties?

Please see answer to this question

Will the client provide square footages for carpet and other floor types?

No

Does the client require a specific carpet cleaning process be used?

No

Custodial services paragraph “F”. Need further clarification and identification of referenced properties. How many days does the 28 hours of service cover ?

Cleaning should occur before a Branch is open. Or in a case where the Branch has a day porter, during open hours.

Is the branch square footage cleanable or gross building square footage?

Gross Building Square Footage

What areas of the properties require custodial services example, offices, lobby, behind counters, production areas, doc areas etc.?

All areas at all locations

What hours of the day can we service the main branch?

In terms of Custodial Service, between closing and 7am of following day.

What are the hours of operation for each branch?

Information can be found at http://www.cincinnatilibrary.org/info/hours.asp

Which hard surface floor areas are to be serviced ( lobby floors, production floors etc)?

All surfaces

Glass cleaning states once per year exterior but then proceeds to state interior and exterior perimeter glass. Need clarification.

See answer to this question

Are there restrictions regarding the type of reach equipment permitted at the main library property?

See answer to this question

Are there restrictions regarding the type of pest management treatments? Does the client own bait stations and or traps. Are there food prep areas and or vending areas in the properties and if so which properties?

There are no restrictions on type of pest management treatments. The Library does not own bait stations or traps. There are 4 vending areas at Main Library and each Branch location has a breakroom that would qualify as a “food prep area”

Is the elevator service preventive maintenance or comprehensive maintenance?

Elevator Maintenance has been removed from the scope of this RFP

Will the client provide an equipment list for fire protection equipment, systems and device counts? Can the client provide the dates of the last 6 and 12 year tests for extinguishers?

The list of fire/sprinkler systems was attached to the RFP. We do not have a smoke/sprinkler head count for the branches. The Main Library has 1347 smoke detectors, 20 heat detectors and 48 duct detectors. See answer to this question for total number of extinguishers. The 6 and 12 year test information is stamped on the extinguishers.

Will the client provide a list of all fire doors?

See answer to this question

Will the client provide a list of all doc equipment?

No. We encourage you to visit and inspect.

Interior landscaping, if this involves interior plants does the client own the plants or are they leased? Are there seasonal changes regarding the types of plants?

The Library owns its plants and there are no seasonal changes anticipated.

Can we obtain an equipment list for lump sum on the PM’s?

Provided via email on 12/27/13

Are there prints or data for windows?

No

Can you share the current staffing for the library maintenance staff?

Maintenance has six Full Time Employees and zero Part Time Employees. Custodial has three Full Time Employees and four Part Time Employees. HVAC has three Full Time Employees and zero Part Time Employees.

Can you share the work request process?

See answer to this question.

We have a robust and cost effective CMMS solution. Should we include or will the library supply the CMMS? If the library supplies will they also supply the maintenance planner and administrator?

See answer to this question.

Could we obtain 12 months of maintenance work order data? Best method is to obtain copy of access data base. This information is critical in determining skill sets and staffing. Is the library using work order priority codes? If so are they being enforced?

Currently, frontline Library staff identifies a maintenance issue and notifies Library Facilities staff via the Altiris Work Order system. Once a ticket is received Library staff assess the situation and either assign the work to an in-house Maintenance staff member or immediately initiate the process to obtain a cost estimate from a contractor to do the work. In most cases, a Library Maintenance staff member goes on-site to make that determination.

Under the system outlined in the RFP, the Library will continue to use the Altiris Work Order System allowing frontline Library staff to enter their maintenance tickets. The Library will also continue to have in-house maintenance staff assigned to all locations to perform a variety of tasks, all of which are outside the scope of the RFP. Remember, the RFP is a grouping of work that has been historically outsourced to separate contractors on an as needed basis. So from the Library’s perspective, determining what is done in-house and what is outsourced will continue to be determined by the Library only in the new model, the Library will be working with a single building management firm (BMF).

In the new model, as a work ticket comes in from either a Library staff member or a contracted employee, the ticket will be first handled by a Library Facilities Staff member and assigned to in-house Library Maintenance Staff. It is the responsibility of Library Maintenance Staff to determine if the work requested on the ticket is within the scope of work to be performed by Library Maintenance staff or if it will need to be outsourced to the BMF. In general, work completed by Library Maintenance staff is work that requires lower skillsets. However, sometimes work may be outsourced because the volume of work cannot be handled by Library Maintenance staff. Regardless, if it is determined that the work needs to be outsourced, then a designated Library contact will forward the work ticket and all pertinent information to a designated contact(s) with the building management firm for completion. This is where the “Hourly and Mark-Up Rates” come into play. The BMF and the designated Library contact will determine the priority of the needed work plus hourly rate applicable and any materials needed to come up with an estimate for repair. If approved by Library staff to move forward, the BMF will complete the repair, invoice the Library for “Services outside the lump sum services provided”, and upon confirmation of completed work by the designated Library contact, the Library will close the work ticket and pay the invoice.

In the new model, as a work ticket comes in from either a Library staff member or a contracted employee, the ticket will be first handled by a Library Facilities Staff member and assigned to in-house Library Maintenance Staff. It is the responsibility of Library Maintenance Staff to determine if the work requested on the ticket is within the scope of work to be performed by Library Maintenance staff or if it will need to be outsourced to the BMF. In general, work completed by Library Maintenance staff is work that requires lower skillsets. However, sometimes work may be outsourced because the volume of work cannot be handled by Library Maintenance staff. Regardless, if it is determined that the work needs to be outsourced, then a designated Library contact will forward the work ticket and all pertinent information to a designated contact(s) with the building management firm for completion. This is where the “Hourly and Mark-Up Rates” come into play. The BMF and the designated Library contact will determine the priority of the needed work plus hourly rate applicable and any materials needed to come up with an estimate for repair. If approved by Library staff to move forward, the BMF will complete the repair, invoice the Library for “Services outside the lump sum services provided”, and upon confirmation of completed work by the designated Library contact, the Library will close the work ticket and pay the invoice.

Some of the maintenance issues may fall under one of the lump sum services, in which case the Hourly Mark-up rates do not apply.

Can you please clarify which branches are the “select branches” that are referred to in the janitorial scope for No. 1, Letter “F” of the RFP?

See answer to this question

Will the Building Manager that is selected have access to the library’s work order system to track and close out work orders? Will the work orders from the library’s system be dispatched to our technician’s smartphones, or will we need to utilize an independent system to dispatch and track work orders?

See answer to this question.

Responses to Questions from 12/26/13

Main Branch Library, are the Air Handling Units, Boilers, VAV Boxes ect. included and inspected quarterly or just the 2- Centrifugal’s and Cooling Towers?

Only the Centrifugal’s and the Cooling Towers.

Filters, changed quarterly with Merv 8 pleated filters?

Yes

Are Westwood & Sharonville’s VAV Boxes inspected annually or quarterly?

Annually, and filters for Sharonville are Annually as well.

Are Belts to be included and changed annually?

Yes

Can we gain access to the branches at 7AM for PM Inspection work?

Yes

Will a Library employee be available to energize the Building Automation Controls, so that equipment operation can be verified, while performing inspections?

Yes, the inspections will need to be scheduled in advance with Library Staff, Branch Managers included so access can be granted and Library HVAC Staff can be available to operate building automation systems.

Is Labor and material to be included for broken linkages?

Yes, PM contracts are calculated at hours needed so the labor should already be figured in for minor repairs. Material, Jeff I am referring to you on this, I believe each qtr should have a given figure for material that takes care of minor repairs.

Can 1 filter change be stored on site? Can the disposal of the old filters be put in the branch dumpster?

Yes and Yes. Filters should be stored in a Branch Mechanical room so as to not interfere with any other equipment and should be boxed or bagged before disposal in the dumpster.

Responses to Questions from 12/20/13

Is a monthly maintenance walk thru enough to stay on top of issues at the main branch?

Yes

Can we get a copy of an old fire inspection report?

Provided via email on 12/31/13, also available here.

Does the Library have a breakdown on square footage floor coverings?

No. We encourage you to visit and inspect.

Can you check on the fire damper testing if the links need changed annual?

Yes. They are changed every year in the fall. Main Library is the only location that has them.

Are any DDC Control systems involved and are we responsible?

No

Belts, coil cleaner, grease, misc material included in the base bid? If so, is there a list of belts?

Yes. See answer to this question

Questions from 12/19/13

Who is performing all the services requested now?

We use a variety of PO accepting vendors to currently perform the work.

When was the last time this assignment was sent out to bid?

Never

Is the management of this being handled in house or via a third party?

An in-house manager will be appointed

If a third party, who is the provider?

Not applicable

Will the Library provide an on-site management office for the building manager?

No

Is there an existing work order system in place, if so what system is it?

Yes. The Library uses Altiris

Will the building manager be responsible for lease administration and/or be involved in lease renewal discussions and tenant improvement projects, or strictly administer and perform preventative and reactive maintenance services?

They will only administer and perform preventative and reactive maintenance services.

Does the flow of questions concerning the RFP dictate how rapid a response is received?

No

Who should we contact to schedule a visit to Main?

Jeff Gerrein

Who should we direct our future questions about the RFP to?

Jeff Gerrein

Who should we direct any insurance requirement questions to?

Send all questions to Jeff Gerrein and, if need be, he can farm those questions out to other Library staff to get the answer.

The RFP states that this will be an annual agreement. How long in length should our proposals be?

We are anticipating a three to five year term.

Is the Library tax exempt on all services?

Yes

The RFP asks for lump sum pricing on services. Is that meant to be monthly lump sums or annual

Annual

Will there be storage access at the branch locations?

The locations currently have janitorial closets that can be used.

The glass cleaning spec states an annual cleaning. In another section it states an Interior and Exterior perimeter cleaning. Is the Interior and Exterior perimeter glass to be cleaned once a year?

Yes

  1. The skylight should not be included in the proposal for glass cleaning.
  2. Branches, the proposal should include cleaning interior and exterior glass at all branches.
  3. Interior partition glass. As stated in the RFP. Cleaned once per month

Are there any historical restrictions to the work being done at some locations?

Not relevant to this scope of work. No.

Will the consumable janitorial supplies still be provided by the Library or should that go into our proposal?

The library will continue to provide consumable janitorial supplies.

Does the Library have any supplier diversity goals?

No

When can we begin site visits?

Branch staff are aware and site visits can begin at any time as long as the branch is open . please sign in when visiting.

Are bedbug treatments included in this proposal?

As far as treating a facility or location, yes. Treating material will still be handled by Library staff.

What hours of the day does the Library wish to conduct Pest Control services?

Off hours

Are there any areas at main that cannot be accessed by a lift in regard to window cleaning?

No. However, the plaza on the east side of the building has a basement underneath it. It is safer to use an 85 foot boom truck.

Will all needed equipment be on-site at branches?

Yes, but you should still state that in your proposal.

What Branches have day cleaning?

Bond Hill, Blue Ash, Delhi, Forest Park, Green TS, Groesbeck, Harrison, Madiera, North Central, Pleasant Ridge, Sharonville, Symmes TS, Westwood

How many companies received this RFP?

Seven

Will daytime custodial services still continue at Main?

Yes

Are there any existing PO’s or contracts that we will need to assume?

No.

Could you clarify service requirements for branches?

Most are open 6 days a week and four are open seven. Main is open seven days a week as well.

Will the Library need the Insurance requirements from subcontractors?

Most likely. We will run their insurance through our risk manager.

Is the March deadline for a decision on a Management company, or for implementation?

We hope to have Implementation begin in March.

Is it possible to push back the January 6th deadline due to the amount of work and the holidays?

Yes. The new deadline is January 13th noon

What is the deadline for RFP questions?

Corrected. Thursday, January 9th at 5pm.

Can we get the filter sizes and other HVAC PM information?

How many fire doors are throughout the library’s portfolio?

There are fire doors at the main library that need to be tested annually. There are 4 sets of WON doors (automatic fire doors) and 15 sets of drop doors.