Addendum No. 2 - University of South Florida

University of South Florida
Purchasing Services

4202 East Fowler Avenue, AOC 200
Tampa, Florida 33620
(813) 974-2481

Web Address: http://usfweb2.usf.edu/purchasing/purch2.htm

March 24, 2014

Invitation to Negotiate No. 14-02-SAR
Entitled:
Custodial, Maintenance and
Opening Date: Landscaping Services at USFSM

April 1, 2014 at 3:00 p.m.

Addendum No. 2

Questions and Answers

Please review the following changes/additions to Invitation to Negotiate (ITN) No. 14-02-
SAR Custodial, Maintenance and Landscaping Services at USFSM to be addressed in
submitted proposals:

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Questions and Answers

6.3 LOT 1 – CUSTODIAL SERVICES, PARCEL A USF Sarasota-Manatee

After Normal Working Hours and Weekly Services

1. The specification for Classrooms, Offices, Academic Support Spaces, Student Support Spaces, Fitness and
Recreation Spaces calls for emptying trash and recycle 5 days per week and cleaning only 1 day per week.
Is this correct?

Correct, with the following clarification: 1.) all areas are expected to be clean, and the service provider is to
use their best judgment to determine when spot cleaning is required; 2.) all white boards are to be checked
daily, and cleaned daily if necessary; 3.) the service provider is expected to promptly respond to all
emergency or special cleaning needs as directed through Archibus work requests, or verbally by Facilities
Planning and Management (FP&M). Verbal requests are most often for emergency requests such as spills,
lavatory leaks and toilet issues.

2. The specifications call for provision of additional services to support the physical operations as required by
the USF representative during normal working hours. Are these service requests billable as an extra
Service?

No.

3. If these are not billable as an extra can USF SM provide the bidders with an historical work load or the
average monthly amount of man hours per week that requests for such services are made?

Historical data suggest approximately (5) man hours per week. Historical data should not be considered a
reliable indicator for future work assignments.

4. We do not see any requirement for buffing or burnishing hard floors between the frequencies of refinishing. Is
buffing or burnishing hard floors required and if so at what frequency?

Main Rotunda terrazzo and Food Court polished concrete are burnished weekly, unless special events dictate
a more frequent schedule. That can happen 3-4 times per year. (An example would be week of welcome each
semester when the Main Rotunda is set up for club displays, and “to go” food is provided. In that case, space
occupancy is heavy, and burnishing may be necessary mid-week, and again at the end of the week.) Aside
from the annual strip & wax, classrooms & corridors are burnished on an as needed basis only. (Note that this
would qualify as one of the additional services in question 2, 6, and 10.) As a general rule, semester classes
& special events restrict available time for more frequent classroom & corridor burnishing.

6.3 LOT 1 – CUSTODIAL SERVICES, PARCEL B USF Sarasota-Manatee Viking Complex

Monthly Services, During Normal Working Hours

5. The specification for Public Areas, Toilet Rooms and Classrooms calls for sweeping and mopping only once
per month. Is this correct?

Correct, with the following clarification: 1.) all areas are expected to be clean, and the service provider is to
use their best judgment to determine when spot cleaning is required; 2.) all white boards are to be checked
and cleaned weekly; 3.) the service provider is expected to promptly respond to all emergency or special
cleaning needs as directed by Archibus work requests, or verbally by Facilities Planning and Management

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(FP&M). Verbal requests are most often for emergency requests such as spills, lavatory leaks and toilet
issues.

6. The specifications call for provision of additional services to support the physical operations as required by
the USF representative during normal working hours. Are these service requests billable as an extra
Service?

No.

7. If these are not billable as an extra can USF SM provide the bidders with an historical work load or the
average monthly amount of man hours per week that requests for such services are made?

Historical data suggests approximately (1) man hour per week. Historical data should not be considered a
reliable indicator for future work assignments.

8. We do not see any requirement for buffing or burnishing hard floors between the frequencies of refinishing. Is
buffing or burnishing hard floors required and if so at what frequency?

Not required.

6.3 LOT 1 – CUSTODIAL SERVICES, PARCEL C USF Sarasota-Manatee North Port Learning Center

Daily Services After Normal Working Hours

9. The specification for Classrooms, Offices, Academic Support Spaces, Student Support Spaces calls for
emptying trash and recycle 5 days per week and cleaning only 1 day per week. Is this correct?

Correct, with the following clarification: 1.) all areas are expected to be clean, and the service provider is to
use their best judgment to determine when spot cleaning is required; 2.) all white boards are to be checked
daily, and cleaned daily if necessary; 3.) the service provider is expected to promptly respond to all
emergency or special cleaning needs as directed by Archibus work requests, or verbally by Facilities Planning
and Management (FP&M). Verbal requests are most often for emergency requests such as spills, lavatory
leaks and toilet issues.

10. The specifications call for provision of additional services to support the physical operations as required by
the USF representative during normal working hours. Are these service requests billable as an extra
Service?

No.

11. If these are not billable as an extra can USF SM provide the bidders with an historical work load or the
average monthly amount of man hours per week that requests for such services are made?

Historical data suggests approximately (1) man hour per week. Historical data should not be considered a
reliable indicator for future work assignments.

12. We do not see any requirement for buffing or burnishing hard floors between the frequencies of refinishing. Is
buffing or burnishing hard floors required and if so at what frequency?

Aside from annual refinishing, burnishing is required during the December break, and on an as needed basis.
As needed would qualify as one of the additional services in question 2, 6, and 10.

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6.3 LOT 1 – CUSTODIAL SERVICES, PARCEL E USF Sarasota-Manatee Mote Marine Laboratories

13. The specification calls states that services are on an as needed basis only and may include, but are not
limited to the following: Delivery and pick-up of custodial materials or supplies, Un-packing delivered
custodial materials or supplies, Disposal of packaging materials, Minor spot cleaning. Are these service
requests billable as an extra Service?

No.

14. If these are not billable as an extra can USF SM provide the bidders with an historical work load or the
average monthly amount of man hours per week that requests for such services are made?

Historical data suggests approximately (2) man hours per month. Historical data should not be considered a
reliable indicator for future work assignments.

15. We do not see any requirement for buffing or burnishing hard floors between the frequencies of refinishing. Is
buffing or burnishing hard floors required and if so at what frequency?

Not required.

6.4 LOT 2 – FACILITIES MAINTENANCE SERVICES

There is a conflict between scope of work requirements that we were told at the site visit and scope of work
requirements in the specifications. For example during the site visit we were told that maintenance tasks at the
main campus were limited to such items as hanging pictures changing lights, touch up painting. The
specifications call for much more comprehensive requirements such as repair and maintenance of campus site
utilities and amenities including sanitary sewer, potable water, fire water, electrical power on the distribution side
of FPL transformer only, electrical site lighting, storm water collection and storage, emergency notification
systems (code blue telephones), fences, walls and generators.

16. Can USF SM clarify the actual requirements for repairs and maintenance?

Please see Section 6.4 for a complete list of the scope of services. Familiarity with general maintenance,
ability to troubleshoot issues, and the ability to perform minor maintenance repairs with the above mentioned
systems and equipment are expected. If maintenance repairs are determined to be beyond the expertise of
the vendor, maintenance agreements are in place with others for primary equipment such as HVAC,
elevators, emergency generators, lift trucks and life safety equipment. Major problems with potable water,
sewage systems, fire water, electrical power distribution, and storm water collection would be outsourced to
others for repair.

Lighter PM work is assigned to the maintenance service provider through the Archibus work order system.
FP&M establishes order details and due dates for these tasks, and the service provider’s job is to complete
assigned orders per the due date. Typical repair & maintenance items are: clearing clogged sinks/toilets,
patching and painting walls, replacing light bulbs, replacing fluorescent ballasts, cleaning return grills,
synchronizing clock timers, replacing damaged floor tile (VCT, ceramic, carpet), replacing stained ceiling tiles,
troubleshooting malfunctioning equipment, repairing or replacing parts on various equipment, including indoor
and outdoor furniture.

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17. Can USF SM provided the bidders with the expected technical skill levels of contractor maintenance staff
required such as HVAC, plumbing, electrical?

The ITN service provider is expected to employ maintenance technicians that possess very good to excellent
mechanical abilities and very good to excellent general purpose handyman skills, so that knowledgeable
troubleshooting and problem solving are demonstrated. Licensed HVAC tech’s, plumbers, electrician, or other
trade licenses are not required. Major repairs, or work affecting warranties, would be outsourced to others.

18. Can USF SM provide the bidders with an asset inventory of plant equipment that the contractors are expected
to perform scheduled maintenance and repairs on?

USFSM does not have a complete list available. New equipment is added as needs change, and as
equipment becomes obsolete it is replaced with other equipment. A partial list representing 90% of the current
equipment can be found on the USF Purchasing web site as an attachment to ITN 14-02-SAR at
http://usfweb2.usf.edu/purchasing/Purch2.htm. Many of these items are covered by maintenance agreements
with others, but familiarity with equipment is expected.

19. Can USF SM provide the bidders with the number of preventive maintenance work orders to be performed by
the contractor during the year by type and trade?

That list is not available. For additional clarity, please see questions #16, #17, #21, #58, and #61.

20. The specifications call for immediate response to USF work requests. Are these service requests billable as
an extra Service?

No.

21. If these are not billable as an extra can USFSM provide the bidders with an historical work load or the
average monthly amount of man hours per week that requests for such services are made?

Historical data suggests the following: General maintenance consumes approximately 30%-35% of a typical
month for (2.0) employees; electrical and plumbing maintenance consumes approximately 5%-10% of a
typical month for (2.0) employees. Historical data should not be considered a reliable indicator for future work
assignments.

22. The specifications call for the contractor to perform campus facilities operations tasks (room furnishings set-
ups and take-downs, moving furnishings and equipment, etc.) as directed by the USF representative. Are
these service requests billable as an extra Service?
No.

23. If these services are not billable as an extra can USF SM provide the bidders with the historical number of
calls and labor hours consumed?

Historical data suggests the following: Event set-up/tear down consumes approximately 30%-35% of a typical
month for (1.5) employees; furniture re-setting/moving consumes approximately 10%-15% of a typical month
for (1.5) employees. Historical data should not be considered a reliable indicator for future work assignments.

24. How is both scheduled and unscheduled work orders communicated to contractor staff?

Through the Archibus work order system.

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25. Will contractor staff be expected to open and close work orders on any type of CMMS platform, if so what
platform is being used?

The CMMS platform is Archibus, and the contractor will be expected to complete and close assigned orders in
that system, on time.

26. Will the contractor need to provide two way radios or other communication devices to contractor maintenance
staff?

USFSM provides four “two-way” radios to the contractor.

6.4.5 PARCEL E USF Sarasota-Manatee Mote Marine Laboratories

27. The specifications call for the contractor to perform Services such as Delivery and pick-up of maintenance
materials or supplies, Un-packing delivered maintenance materials or supplies Disposal of packaging
materials, Assisting Faculty & Staff with minor assemblies (roll carts, simple lab equipment, etc.), Furniture re-
arrangement or special event set-up, Minor maintenance tasks as assigned by the USF representative. Are
these services billable as an extra?

No, if services are performed during normal hours of operation. After-hours events that may require set-
up/tear-down is billable as an additional service. After hours are generally after 5pm M-F, and Saturday. After
1.5 semesters in this new facility, there have been no calls for this.

28. If these services are not billable as an extra can USF SM provide the bidders with the historical number of
calls and labor hours consumed?

Historical data suggests approximately (2) hours per month. Historical data should not be considered a
reliable indicator for future work assignments.

6.5 LOT 3 – GROUNDS/LANDSCAPING MAINTENANCE SERVICES, PARCEL A

29. Can USF SM provide the bidders with drawings or other information on the irrigation system, controls, number
of sprinkler heads linear feet of underground piping?

As-built irrigation documents are posted on the ITN bid site http://usfweb2.usf.edu/purchasing/Purch2.htm

30. Is the contractor required to make repairs to the irrigation system that would require excavation or
replacement of failed lines?

Minor (hand) excavation could be required to repair/replace a failed valve or head. Major excavation of a
failed irrigation line would be handled as an extra cost item, unless the failure was caused by the contractor.

31. Is the contractor responsible for balancing the soil PH of turf, sod and plantings areas at any of the locations?

No.

32. How and where is debris clippings from cutting and trimming operations disposed of?

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A disposal location must be determined by the Grounds/Landscaping Maintenance service provider. USFSM
does not have a site for this.

33. Is pesticide control limited to just sod areas or will it include planting areas?

Sod & planting areas.

34. Is turf aeration and over seeding required under this contract? If not how often are these functions performed
by USF SM?

It is not required under this contract, and would be handled as a billable extra.

Turf aeration and over seeding is not required under this contract. This would be handled as an extra cost
item. Frequency would typically be annually.

35. The specifications call for the provision of additional services to support the physical operations as required
by the USF representative during normal working hours. Are these services billable and an extra?

No.

36. If these services are not billable as an extra can USF SM provide the bidders with the historical number of
calls and labor hours consumed?

Historical data suggests that calls have involved irrigation issues such as malfunctioning/broken heads,
irrigation timer issues, or irrigation pump problems. Frequency is approximately (2) per month consuming 3 to
6 man hours. Historical data should not be considered a reliable indicator for future work assignments.

GENERAL QUESTIONS

37. In the interest of ensuring the continuity of current contractor employees and creating a level playing field for all
bidders can USF provide the bidders with the current hourly pay rates of the custodial and maintenance staff?

USFSM does not have that information. The current vendor is paid a fee as negotiated in the contract. The
vendor pays its own staff. Vendors working in these industries have knowledge of the usual and customary pay
rates. In addition, there are many resources to help vendors with determining wages in our area. One is the
United States Department of Labor web site at http://www.bls.gov/oes/current/oessrcma.htm.

38. Is there specific pay ranges or suggested pay ranges for the positions of custodial and maintenance staff that
USF will expect bidders to base pricing on?

Please see question #59.

39. Can USF provide the bidders with a list of buildings or services that have been added to the current contract after
the award of the current contract?

The prior ITN # 10-1-SAR was awarded on June 7, 2010 and it covered:
 Parcel A – The main SMC building and the CEP Central Energy Plant building, however the CEP building
scope increased when remodeling occurred in 2011.
 Parcel B - The Viking Complex; One of the Viking buildings was demolished in August 2011.
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New Parcels:
 Parcel C – South Sarasota County Teaching Center at North Port was opened August 23, 2010. This

parcel was not included in the original 10-1-SAR ITN process that began April 1, 2010. These services

were negotiated and paid separately.
 Parcel D – Culinary Innovation Lab at Lakewood Ranch was opened January 6, 2014.
 Parcel E – Mote Marine Laboratories opened August 26, 2013.
 Parcel F – We anticipate the USFSM Uplands Bay Walk trail will be opened in May 2014.

Note: To assist vendors in comparing the scope and details of the prior bid with the current bid, USFSM
has posted the prior ITN (10-1-SAR) as an attachment at the USF Purchasing web site. The prior ITN is
viewable and downloadable from: http://usfweb2.usf.edu/purchasing/Purch2.htm.

40. With the short period between the time Procurement provides responses to all bidders questions and the due date
of the bids the incumbent contractor is provided a distinct bidding advantage. Can USF considered delaying the
due date of the bids to allow all bidders adequate time to review Procurements responses to questions and
prepare a bid?

USFSM will change the proposal due date from March 28, 2014 to April 1, 2014. USFSM has other project
schedules that would interfere with extending this deadline any longer.

41. Is a Performance Bond required?

Yes. There will be a performance bond required. This special condition was inadvertently omitted from the
original ITN Special Conditions.

If the base bid totals $100,000 or more, a performance and payment bond will be required of the successful
bidder. (Cost shall be incorporated by vendor in proposal pricing.)

If the base bid totals $100,000 or more, the successful bidder shall furnish a surety bond as security for faithful
performance of order(s) awarded as a result of this bid, and for the payment of all persons performing labor, and
on their furnishing material in connection therewith.

Surety of such bond shall be in an amount equal to one hundred (100%) of first year estimated billing value for the
amount of the contract.

The attorney-in-fact who signs the bond must file with the bond a certificate and effective dated copy of power of
attorney. This performance and payment bond in the amount of the bid award must be received by the Director of
USF Purchasing Services no later than Five (5) days after notification of award.

A bond shall be in place for the entire period of the contract. Each year, when the bond expires, a new one must
be submitted. Renewals are due to the Director of USF Purchasing Services within 10 days of expiration.

42. Must we have the same exact certifications as mentioned? Or are similar ones acceptable?

Similar certifications may be submitted for consideration by USFSM. Acceptance of alternate certifications is the
sole discretion of USFSM.

43. Do you want it staffed between certain hours or the work just completed by a certain time?

Hours of work are subject to approval by USFSM. Staffing is required during normal hours of operation. All work
must not interrupt or disturb students, faculty, staff, and visitors.

44. Who moves the furniture?

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Furniture moves are a part of the scope of work, however, a large scale move to a new location would not be. An
example of this was the move of the North Port classrooms and offices from old modular units on the SCF Venice
Campus to the current North Port leased facility. That move was outsourced to others.

45. Who cleans the white boards?

White board cleaning is included in scope of work (see questions 1, 5 & 9 above). USFSM provides the cleaning
solution and other cleaning materials.

46. Who provides the supplies? Would it be possible to get a list of ALL products and chemicals being supplied by
USFSM?

USFSM provides dry erase markers, erasers, paper products, trash can liners. The vendor basically provides
labor and equipment. A representative sample list of supplies is posted on the bid website at
http://usfweb2.usf.edu/purchasing/Purch2.htm

47. What does “as needed services” mean?

Considerable effort was taken to make ITN 14-02-SAR as comprehensive as possible. But it is impossible to
specify each and every custodial, grounds, and maintenance task that can arise in an environment with five
diverse sites and over 180,000 square feet. “As needed” should be interpreted to mean any service assigned by
the USFSM representative that is reasonable within the scope of the agreement.

48. I would like to ask if the employee whose name is under the company’s pest control license is required to provide
the pest control services directly or if other designated employee may perform the pest control services under the
company’s license as well.

Pest control is not part of this ITN. USFSM is free to hire pest control to be done by any vendor that is qualified.
For the various parcels, we are currently using two vendors. One is on the Florida State Term Contract and one
is a local vendor. If vendors wish to include information about this as an optional service, they may do so.

49. Is there a Bid Bond needed to submit the Bid on 3/28/2014? It seems it’s only needed, if there is a protest.

No bid bond is required from vendors to submit a proposal.

50. Is this response for Minority Companies only? Or is Minority preferred?

USF encourages participation from minority vendors - please see section 4.53 Minority Business Enterprise.
This ITN is open to all vendors and there is no preference when making the award. Please see Section V which
describes the evaluation criteria and factors.

51. On Page 23 of the ITN document, the language reads: “Vendor is required to have a license from the city and an
Occupational License from the county. COPIES OF THESE LICENSES SHALL BE SUBMITTED WITHIN 7
DAYS, UPON REQUEST BY THE UNIVERSITY.” With regard to this requirement, can the University please
clarify which city and county?

The vendor’s main office is located at USF Sarasota-Manatee (Parcel A), 8350 N. Tamiami Trail, Sarasota, FL
34243. The address is located in Manatee County, approximately 2 blocks north of the Sarasota County and
Manatee County dividing line. The address is not in the city limits of Bradenton or in the city limits of Sarasota. It
is our understanding that no Occupational License would be required for this project. If it turns out that one is
needed, the vendor would be responsible for obtaining the proper permits.

Reference web sites:

Manatee County’s states: “Unincorporated Manatee County does not have a "Local Business Tax Receipt"
(previously known as "Occupational License"), nor do we anticipate a requirement for them in the near future.

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This is not to be confused with the construction contractor licensing, which is a requirement by the State of
Florida (FSS, Chapter 489). For additional information, please contact our office at 941 749-3047.”
http://www.mymanatee.org/home/government/departments/building-and-development-services/building-
permitting/contractor-licensing/occupational-licenses.html

The City of Bradenton’s web site states: “Who is required to pay the ‘Local Business Tax?’ As outlined in
Article IV of the City of Bradenton Code of Ordinances, anyone who transacts any business or engages in
any occupation or profession within the city limits of Bradenton is required to pay the Local Business Tax.”
http://www.cityofbradenton.com/index.asp?Type=B_LIST&SEC={32484AD9-94A5-42AD-8F9A-
C0AFF82BF355}

The City of Sarasota’s web site states: “ALL persons, companies or organizations with a place of business
located within City Limits are required to contact the Occupational License office prior to conducting
business.” http://www.sarasotagov.com/InfoGuide/Sarasota%20InfoGuideo.htm

52. At the North Port Teaching Center (Parcel C) who takes care of the elevators, stairways and common areas that
USF uses?

USFSM leases the second floor, and the custodial and maintenance providers are primarily responsible for that
floor. The landlord is responsible for common areas that are not part of the lease. That said, all common areas
are expected to be clean, and the service providers are to use their best judgment to determine when spot
cleaning is required, and when to inform FP&M that the landlord should be notified of more serious common area
issues. There are no landscaping requirements.

53. At the Lakewood Ranch Culinary Innovative Labs (Parcel D) who handles the food? And who wipes out the
refrigerators and freezers? Who takes care of the hoods? What about the ice machine?

Food is handled by others, as is cleaning the interior of refrigerators and freezers. Minor service and routine hood
monitoring is done by the maintenance service provider; bi-annual inspections are done by others. Minor service
and routine ice machine monitoring is done by the maintenance service provider; major ice machine repairs are
handled by others.

54. At the LWR Parcel D, is the vendor responsible for dusting the really high surfaces? The pipes, ducts and other
fixtures near the roof?

Yes. The vendor is responsible for cleaning those areas.

55. How are the supplies stocked?

USFSM sole sources custodial supplies, and that vendor primarily delivers items to the main campus (Parcel A),
and to North Port (Parcel C). Special orders may from time to time be delivered directly to other sites. The
custodial provider is expected to retrieve supplies from central storage areas and distribute as required.

56. Are all buildings “light maintenance?”

No. The main building (Parcel A) requires more than the other sites. Maintenance is generally Monday through
Friday.

57. Who does the custodial team and the maintenance team report to?

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The Facilities Operations Manager.

58. What about preventative maintenance?

Preventive Maintenance service agreements are in place with others for primary equipment such as HVAC,
elevators, emergency generators, lift trucks, and life safety equipment. Lighter PM work is managed by FP&M
through the Archibus work order system. FP&M establishes order details and due dates, and assigns the orders
to the maintenance service provider. The service provider’s task is to complete the orders per the assigned due
date. Typical PM items would be checking door closers and sweeps, lubricating door hardware, restroom and
kitchenette leak checks, checking engine fluid levels and outdoor grill operational checks.

59. Is USFSM mandating or requiring the vendor to pay a wage that is higher than the legal minimum wage? USF St.
Petersburg mandated a higher wage. Are you doing that?

No. There is no wage specified in USFSM’s ITN # 14-02-SAR. All State, Federal, and county laws and
Ordinances must be followed.

There are many resources to help vendors with determining wages in the Sarasota and Manatee
County areas. One is the United States Department of Labor‘s web site at
http://www.bls.gov/oes/current/oessrcma.htm.

Vendors are required to follow all State, Federal and county laws and ordinances regarding wages.
Vendors are encouraged to pay a fair and reasonable wage to their employees. It is in the vendor’s
and USFSM’s best interest to minimize employee turnover. It is recognized that a fair and reasonable
wage may offset recruiting and training expenses while increasing efficiency, effectiveness and
profitability as workers are retained and become more productive. USFSM encourages the
vendor to employ a continuous effort to achieve below industry standard turnover rates. However,
USFSM is not stipulating the wages a vendor should pay their employees.

60. What is the Scope of Work with respect to the Central Energy Plant (CEP) and HVAC controls?

USFSM contracts with other providers for primary HVAC maintenance and for HVAC controls. Quarterly PM
service, major equipment repairs, and HVAC control revisions are handled by those providers. The ITN service
provider is expected to employ maintenance technicians that possess very good to excellent mechanical ability,
so that knowledgeable troubleshooting can occur when lesser CEP maintenance issues arise. The technician is
expected to possess basic PC skills, and the ability to be trained in the basic control functions of the system.
USFSM will provide that training.

61. What about tree trimming?

The Grounds/Landscaping Maintenance provider is responsible for pruning trees, palms and shrubs in all
landscape beds (see the Schedule on page 46 of the ITN). The removal or pruning of trees in designated
environmental preserve areas is an additional service.

62. What about mulch? Who supplies & pays for it?

The Grounds/Landscaping Maintenance vendor is responsible to provide and install mulch when approved in
advance by USFSM. The material and labor cost for mulch installation is an additional service.

63. Could you please clarify the percentage of labor you mentioned?

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Please refer to the USF Purchasing web site http://usfweb2.usf.edu/purchasing/Purch2.htm we have attached a
copy of the PowerPoint from the pre-proposal meeting; refer to slide #14 labeled “Typical Daily Maintenance
Activity”.

64. Will the landscaping/ grounds vendor have an opportunity to inspect the irrigation system before they take over?
Since we might be responsible for maintaining it, we want to make sure it is in good shape before we assume
responsibility. What kinds of repairs do you expect?

The Grounds/Landscaping Maintenance provider is responsible for irrigation schedules and repairs. Inspection by
the selected vendor prior to contract will be allowed. The most common repairs are to failed or damaged irrigation
heads, and the provider pays if they caused the damage; USFSM pays otherwise. Valves occasionally fail, and
that cost is typically borne by USFSM (unless caused by the provider).

65. Regarding references and experience, you asked for 3 in both places. Do they have to be the same 3
references?

No. They can be 3 different ones or the same in each place. For example, you may use a client as a reference,
but decide to explain a project at a different client’s location under the experience.

66. “The University desires to enter into a two (2) year contract with three (3) optional two-year renewals. The total
term of the contract, including optional renewals, will not exceed eight (8) years.” Over 8 years there may be

changes. How will you handle price renegotiations?

This is a fixed-price type of contract and it provides for upward revision of the stated contract price as defined
below.

No price escalations (increases) will be permitted during the initial two (2) year term of this contract.

Contractors may request a price escalation (increase) at renewal, if there are any renewals.

Any price escalation requests may not exceed the Consumer Price Index (CPI) or 4% whichever is lower.
Information regarding CPI may be found at: http://www.bls.gov/cpi/. The negotiated price is to remain in effect
until the end of the renewal.

Any price escalation (increase) requests must be submitted 60 days before the expiration of the Contract, to the
Contract Administrator, in writing and substantiated by appropriate documentation explaining the increase.

Price de-escalation (decrease) is permissible at any time during the contract term. USFSM reserves the right to
require a decrease based on industry pricing indicators (CPI).

67. Will you please provide the Power Point displayed in the afternoon session?

We have attached a copy of the Power Point form the pre-proposal meeting, please refer to the USF Purchasing
web site http://usfweb2.usf.edu/purchasing/Purch2.htm.

68. Can you please give us an idea approximately how much is USF currently paying annually for custodial,
maintenance and landscaping at each individual Parcel?

Custodial
 Custodial for Parcel A (SMC & CEP) and Parcel B (Viking) - $143,274
 Custodial for Parcel C (North Port) - $15,375
 Custodial for Parcel D (LWR Culinary Innovation Labs) - $7,875

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Maintenance
 Maintenance for Parcel A (SMC & CEP) and Parcel B (Viking) - $73,350
 Maintenance for Parcel D (LWR Culinary Innovation Labs) - $2,464

Landscaping
 Landscaping for Parcel A (SMC & CEP) and Parcel B (Viking) - $61,900

69. In what ways does the current scope of services differ from the scope outlined in ITN # 14-02-SAR?

Please see #39 above. To assist vendors in comparing the scope and details of the prior bid with the
current bid, USFSM has posted the prior ITN (10-1-SAR) as an attachment at the USF Purchasing web
site. The prior ITN is viewable and downloadable from: http://usfweb2.usf.edu/purchasing/Purch2.htm.
.

70. Can you please provide a breakdown of flooring type for each Parcel? (% carpet, %VCT, tile, etc.)

Approximate numbers are:

 Parcel A (SMC): 1% polished concrete; 3% terrazzo; 20% ceramic; 35% carpet; 40% VCT

 Parcel B (Viking Complex): 5% carpet; 95% VCT

 Parcel C (North Port): 23% carpet tile; 29% ceramic; 48% VCT

 Parcel D (Lakewood Ranch Culiniary Innovation Labs): 100% VCT

 Parcel E (Mote Marine Science Laboratories): 5% carpet tile; 95% VCT

71. Would it be possible to get a copy of the floor plans that were shown in the Question & Answer period following
the site tours?

A copy of the floor plans are attached to the ITN, please refer to USF Purchasing web site
http://usfweb2.usf.edu/purchasing/Purch2.htm.

72. On which holidays are the USF locations closed?

2014 HOLIDAY SCHEDULE – CAMPUS CLOSED

 Jan 1 – New Year *
 Jan 20 – Martin Luther
 May 26 – Memorial Day
 Jul 4 – Independence Day
 Sep 1 – Labor Day
 Nov 11 – Veterans Day
 Nov 27-28 – Thanksgiving Day
 Dec 25 – Christmas Holiday *

* Special note: USFSM hosts the Perlman Music Program’s “Sarasota Winter Residency” for
approximately two weeks during late December and early January. This occurs between semesters when
USFSM students and faculty are away. Classrooms and conference rooms are converted into rehearsal
studios, and a large tent is erected in the courtyard for public performances. The custodial and
maintenance service provider contracts directly with the Perlman Music Program for additional support

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services for approximately (40) Perlman students and staff. Parcel A custodial and maintenance services
continue, but are somewhat reduced. More at http://www.perlmanmusicprogram.org/
73. Does USF require the same scope of service in summer that is required throughout the remainder of the year?
Yes
74. Can you please provide the floor specs for the tile in Parcel C, 5920 Pan American Blvd? What kind of special
maintenance is required for this flooring tile, and do you require a finish to be applied?
There are no special maintenance requirements. All tile is finished with a matte wax.

75. May we please have a copy of the Pre-Bid Meeting attendance sheet?
Yes. Requests should be e-mailed to Ms. Michelle Krueger at [email protected].

76. May we please have a copy of the prior ITN’s Bid Tab Sheet? Some of us would like to get an idea of the
magnitude of the pricing for each lot.
Yes. Requests should be e-mailed to Ms. Michelle Krueger at [email protected].

Important Notes:
1) Please see list of Attachments on USF Purchasing web site

http://usfweb2.usf.edu/purchasing/Purch2.htm
 Irrigation South SMC (posted 2/26/14)
 Irrigation North SMC (posted 2/26/14)
 USFSM Space Plans (posted 2/26/14)
 Supply and Equipment Lists (posted 3/21/14)
 PowerPoint from Pre-Bid Conference 3/12/14 (posted 3/21/14)
 Prior ITN 10-1-SAR awarded 6/2010 – for informational purposes only (posted 3/21/14)

2) Please note receipt of this addendum by signing and returning with your proposal response

__________________________________________
Authorized Signature & Date

__________________________________________
Print Name & Title

__________________________________________
Company Name

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