The following addendum to this Request for Proposal is hereby incorporated into the bid process.

Transcription

1 HOUSING AUTHORITY OF THE COUNTY OF SAN BERNARDINO PROCUREMENT AND CONTRACTS DEPARTMENT 715 E. BRIER DRIVE, SAN BERNARDINO, CA (909) FAX (909) ADDENDUM #2 IFB #PC499 Laundry Vending Services The following addendum to this Request for Proposal is hereby incorporated into the bid process. PLEASE NOTE: The new bid opening date is scheduled for Thursday, July 29 th, 2010 at 4:00 P.M. Amend Scope of Work as follows: Currently, there are 33 locations that are on a month to month basis. The remainder of the sites will be added to the new contractor when the existing lease period expires. As stated in the proposal documents the 5-year contract term will be based on the original contract execution date, not the date of machine installation at a site. New properties added during the contract term will have pro-rated lease terms in relation to the 5-year term. All contracts shall have the same expiration date regardless of the installation date. Upon expiration of the existing agreements; Contractor shall install new laundry equipment at the site. A complete listing of all sites with expiration dates for the entire portfolio is incorporated into this addendum as Exhibit F. The current contractor will continue to service the sites until the expiration date of the current contract period. The current contractor will be notified by HACSB of their intent not to renew the current agreements. Questions and Answers from the pre-bid conference and received from proposers are as follows Question #1: How will vendors be setting their prices? Does HACSB want them the same price for each site? It is preferred and ideal to be bid the same price at all sites, but you can bid as you like. We would like to keep it consistent throughout all of the sites though.

2 Page 2 of 6 Question #2: What is the approximate income that is currently being received by HACSB for these services? The average gross revenue per machine per month is approximately $ 35 to 50. Please note that is amount is based on the wash/dry cycle prices as listed in the proposal. Question #3: We see in the bid documents you are stating Energy Star compliant equipment; will these machines need to be bid as top load or bottom load for any particular sites; or all sites? HACSB wants the equipment to be ADA compliant, so it depends on the demographics at each site. For ADA compliance HACSB has to make sure there is at least one at each site that is easily accessible. We would like each vendor to submit costs for both in their proposal submission. Question #4: Will HACSB identify in the Addendum which sites are senior buildings? Yes, HACSB will identify the senior buildings on the bid Proposal Form. Question #5: Does HACSB have any energy programs in place or water-saving requirements regarding the types of washers that can be installed? Yes. The HACSB is currently involved in an energy savings program which includes water savings, so we do want to be conscientious of this. Question #6: Can we as vendors go out to each of the sites to see how they are set up currently? HACSB will provide the contact information for each site, as you will need to make an appointment and have proper identification to go on site. Question #7: How do you want to address the set up for each of the multiple laundry rooms? On a site (non-senior citizens) which has multiple laundry rooms; each room must contain at least one each of front loading washer and dryer. Question #8: Do you want vendors to bid on gas or electric dryers? Gas dryers, but we will verify.

3 Page 3 of 6 Question #9: Does HACSB want property titles listed on the bid form as well as vendor prices? No. We are looking for a uniform bid with just the information that is requested on the proposal form. Question #10: For the properties that have been listed in the bid documents, is that all of the properties that will require laundry equipment and services There may be a few more and they will be listed on the addendum that will be posted to our website. Question #11: Can the proposal due date be pushed back a bit? It s a very strong possibility that yes that could happen, it is works out best for the agency we will do it, as we want to obtain the best proposals as possible. Question #12: How will we know when an award has been made? After award is made the vendor will receive a letter notifying them of the outcome. Question #13: How will the agreement be done? Is HASB looking for any special document to be signed by the vendor? The HACSB does not have a standard contract or agreement document that meets the requirements for these services, so the vendor can submit a sample of their agreement document and we will have our legal representation review it. Whatever agreement or contract forms are utilized, there will need to be included a Non-appropriation of Funds clause for the HACSB. If we (HACSB) will be utilizing the vendor lease agreement or contract forms that they will need to make sure it follows the rules and requirement listed in the bid. Please note that lease agreements must satisfy indemnification and liability language requirements of HACSB. Question #14: In the Scope of Work, Page 24 of 29, section Invoices and Payment Section b, does HACSB want meter readings? Yes, the HACSB will need to have meter reading or cycle information by machine and location to be able to monitor usage. This would enable us to analyze whether or not we have the correct amount of washer and dryers in place at each site, of if we have the right mix of machines, etc.

4 Page 4 of 6 We will need to work with the vendor to determine the correct number of machines for each location. Question #15: After award is made, is the information available? The information will be available based on the criteria listed in the bid documents. Question #16: What specific aspects of Customer Service would you like us to address in our proposal? Customer Service issues are important to the performance of these services; please be sure you address these items in your proposal submissions: Up-time of washers and dryers keeping the equipment maintained properly Timeliness of the repairs Refunds for money lost in equipment by users, etc. Question #17: Will you please provide a breakdown of what the demographics are for each building? Senior, Family, Affordable, Conventional Market? Yes however the only delineation we have is Senior vs. non-senior tenant for the purpose of the proposal. The information is in Exhibit F and is included in this addendum #2. Question #18: Can we get a financial breakdown of each property s gross income for the last three years? See answer to Question #2. Question #19: Does the lease signing bonus need to be up front or spread throughout the term of the contract? It would be preferred upfront. However, the signing bonus will be converted to a per machine amount over 5 years and then added to the revenue sharing proposal. In the revenue category these adjusted sharing proposals will be compared with each other. The signing bonus should be considered in addition to the best revenue sharing proposal the bidder can put forward. Question #20: Do adding other energy saving features, i.e. motion lights add value to the proposal?

5 Page 5 of 6 Yes, one of the agency s goals is to promote a greener way of doing business. However, if these measures are reducing other areas such as revenue sharing then a cost benefit analysis will be done. Question #21: Is the RFP discounted if not all properties are selected? We prefer to have one vendor service all the properties. Question #22: Can the prices for the washers & dryers be increased above the maximum allowed in the RFP to be competitive with commercial laundry businesses in that area? We prefer not to use commercial laundries as our benchmark, since that is not the business we are in. The prices should be in tune with other multi-family units with similar demographics in the County. We do not at any time want these services to be an unreasonable financial burden on our residents. Question #23: In the pre-bidder conference, a location list with 36 properties was given to each company and the RFP indicates 69 locations throughout the county. What properties should the bid encompass? There are approximately 69 locations that have laundry contracts. The location list did not include all the properties. The list provided at the pre-bid conference only included those sites which were eligible right away for new equipment. The remainder of the site will be added as their contracts expire. Question #24: If more properties are added can we get specific information regarding those properties, i.e. demographics, and financials? Yes, once the properties are determined, the successful proposer will receive demographic information should be available. Financial information will be made available; dependant on the nature of the acquisition and addition to the agency s property portfolio. The contract will state that at any time if any properties are sold, disposed, demolished or lose funding or financial viability the Housing Authority will no longer be under contract for said properties. Question #25: In the RFP on p.16; it indicates one (1) set of equipment has to be ADA compliant at each site. In the properties with more than one set of machines, if all the equipment is ADA compliant does that add more value to the proposal? We believe this adds value to the proposal evaluation criteria as listed in the proposal for Equipment is a maximum of 40 points. To achieve maximum point the provider must excel in all areas.

6 Page 6 of 6 The criteria are as follows: Including components and services offered; installation and training proposed; maintenance and support services proposed; features included which were nor specified; e.g. up-front payments, refurbishing of laundry rooms, additional revenue generation (additional points may be awarded for additional features above the minimum specified); service response time and location (additional points may be awarded for response times which are faster than the maximum specified time) Question #26: Does equipment need to be replaced if the problem is repeatedly caused by the end user? If there is two or more service calls on a machine in one month it needs to replaced. It is hard for us who are not in the laundry business to know the difference between malfunction and end-user problems, unless obvious vandalism is evident. Should you have any questions regarding this Addendum, or any other part of this RFP process, please them to Marsha Zeller, mzeller@hacsb.com; or fax them to Marsha Zeller (909)