DATE:
February 28, 2011
TO:
Vendors
FROM:
Linda M. Balcombe, CPPO
Director of Purchasing
SUBJECT:
ADDENDUM NO. 4,
BID NO. 11-485-119
NOTE: THIS ADDENDUM SHOULD BE SIGNED AS ACKNOWLEDGMENT OF ITS
RECEIPT AND RETURNED WITH YOUR BID.
SIGNATURE
COMPANY NAME
The following should be recognized as Addendum No. 4 to the recent Bid No. 11-485-119 for
Janitorial Equipment & Supplies dated February 4, 2011, and due March 7, 2011 @ 3 p.m.
PLEASE NOTE THE FOLLOWING:
Due to revisions in the specifications and to allow sufficient time to review the changes contained in
this addendum the bid opening has been changed to Monday, March 21, 2011 @ 3 p.m. E.T.
Page 18 & 19, Category 2 – Cleaning Chemicals and Dilution Control System
Per Doug Abbott, Building Operations Manager, Walter Pownall Service Center, category 2
clarification to the cleaning chemicals:
1. Items no. 2, 3 & 4 – Germicidal/Disinfectant can only be one dilution rate that meets the
specifications.
2. Items no. 5, 6 & 7 – Should be bid with one dilution rate that will meet the specifications. You
may however bid with more than one dilution rate or identify that more than one dilution rate
can used for that product. There must be a justification for each dilution rate and a product
procedure label or product identification sheet that identifies each dilution rate with the
reasoning behind it (examples could be for item no. 5 – light or heavy soil, light or heavy build
up; item no. 6 – light or heavy soil and item no. 7 – one ratio that is neutral for floors and
another for spray wipe, etc.).
3. Preference may be given to those products that require only one dilution rate but it will depend
on the product and its rationale for the additional rates.
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Page 19, Category 2 – Cleaning Chemicals and Dilution Control System (continued)
Per Doug Abbott, Building Operations Manager, Walter Pownall Service Center, add the
following:
EVALUATION PROCESS
1. Different scenario calculations may be used for each product to determine the number of ounces of
product needed to perform its intended use based on the manufacturer’s recommended dilution
ratio.
2. Our bid evaluation process makes comparisons at costs per ounce diluted in accordance with each
manufacturer’s recommendations. As a result the lowest price per case may not be the lowest cost
product when dilution ratios are taken into consideration. When the dilution ratio is listed as a
range, (i.e. 1-4 ounces/gallon) the district may use the average of the range listed for all bid
scenario calculations that may involve estimates of usage for each ratio.
Product must effectively clean and sanitize various areas and surfaces per specifications. They must
properly clean floors and equipment at the lowest cost to the district. How well products meet these
expectations will be considered of all products.
Note: If you do bid multiple dilution rates for these products it may affect the number of multiple and
single dilution systems/stations needed at the schools and/or district facilities. It may increase the
amounts.
See the attached revised Bid Proposal Form to replace page 23, 24 & 25 of your bid package.
1. Item no. 7, category 1, Foam Soap, Tabletop Pump: per the manufacture, the Aero Green
tabletop version will now be manufactured as a 400 ml size, product #53515. This is just a
follow up to addendum no. 3.
2. Category 2, Cleaning Chemicals & Dilution Control System added column for Recommended
Dilution Ratio. Please provide the recommended dilution ratio for each product along with the
number of gallons per container.
Information has been highlighted in yellow for emphasis in the electronic file.
Please see attached list of questions to date and answers provided in red.
********** END OF ADDENDUM *********
NOTE: Any questions pertaining to this addendum should be directed to:
Jena Grage
Phone
E-mail
(727) 588-6347
[email protected]
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BID PROPOSAL FORM
Category 1: Foam Soap and Sanitizer Products (continued):
Item
Number
TERMS
Item
Number
Item Description
Brand, Part No. & Pack Size
5
48531828
CLEANER, HAND, HEAVY DUTY – DEB
SBS Inc. Sunflower Wash or product that
performs equal to or better.
Standard Brand/Part No.
Estimated
3-year
Quantity
200 Each
Unit
Price
$
Extended
Total
Price
$
Pack Size
6
TBD
DISPENSER – To fit items 1-5 above. Deb
SBS Inc. Proline or product that performs
equal to or better.
Standard Brand/Part No.
10,000 Each
No Charge
or more
Pack Size
7
34542159
FOAM SOAP, TABLETOP PUMP – DEBS
SBS Inc. Aero Green Foam Antibacterial
Soap (400 ml) or product that performs equal
to or better.
Standard Brand/Part No.
10,000 Each
$
Pack Size
TOTAL CATEGORY 1:
Description of warranty for any item listed in Category 1:
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
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$
Page 23 of 39
$
BID PROPOSAL FORM
Category 2: Cleaning Chemicals and Dilution Control System:
In the spaces provided below, complete the following table by inserting ALL requested information. Vendors must express dilution ratios in Ounces/Gallon. If
the manufacturer lists the dilution ratio in parts per million (p.p.m.) on the product label, the bidder must convert parts per million to ounces per gallon and
provide the conversion formula that was used to arrive at ounces per gallon.
Bid line item #1 as a delivered and installed price.
Item
Number
TERMS
Item
Number
Item Description
Brand, Part No. & Pack Size
Estimated
3-year
Quantity
Recommended
Dilution
Ratio
Unit
Price
Extended
Total
Price
(include conversion formula if
converted from p.p.m.)
1
2
3
4
N/A
48531606
48531608
TBD
DILUTION CONTROL SYSTEM –
Product will be awarded based on quality
and product performance.
Standard Brand/Part No.
*******Sample required*******
Standard Brand/Part No.
GERMICIDAL/DISINFECTANT –
Product must be bid in one gallon
containers or less. Metering tips must be
provided at NO COST. Germicidal and
tips are for use in the Kaivac Machine.
Product will be awarded based on quality
and product performance.
GERMICIDAL/DISINFECTANT –
Product must be bid in 5 gallon containers
or less. Metering tips must be provided at
NO COST. Germicidal and tips are for
use in the Buckeye “Smart Cart”.
Product will be awarded based on quality
and product performance.
GERMICIDAL/DISINFECTANT –
Product is to be used in the Dilution
Control System. Product will be awarded
based on quality and product
performance.
Standard Brand/Part No.
150 MultiStations
1,000
Single
Stations
2,037
Gallons
Fl. Oz./
gal.
500 Pails
Fl. Oz./
gal.
3,000
Gallons
Fl. Oz./
gal.
$
$
$
$
$
$
$
$
$
$
Pack Size
Standard Brand/Part No.
Pack Size
Standard Brand/Part No.
Pack Size
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N/A
Page 24 of 39
BID PROPOSAL FORM
Category 2: Cleaning Chemicals and Dilution Control System (continued):
Item
Number
TERMS
Item
Number
Item Description
Brand, Part No. & Pack Size
Estimated
3-year
Quantity
Recommended
Dilution
Ratio
Unit
Price
Extended
Total
Price
(include conversion formula if
converted from p.p.m.)
5
6
7
48531495
48531496
48531494
BOWL/STAINLESS STEEL
CLEANER (GREEN) – Product
preference is Green Seal Certified,
Ecologo or EPA –Designed for the
Environment Certified but will consider a
product that is environmentally friendly
as well. E03 Organic Acid Restroom
Cleaner by Misco or product that
performs equal to or better.
CLEANER, WINDOW (GREEN) –
Green Seal, Ecologo or EPA-Designed
for the Environment Certified, Buckeye
Star Spray or product that performs equal
to or better.
CLEANER, ALL PURPOSE,
NEUTRAL (GREEN) – Green Seal,
Ecologo or EPA-Designed for the
Environment Certified, Buckeye –
Tenacity or product that performs equal
to or better.
Green Seal Brand/Part No.
4,500
Gallons
Pack Size
Green Seal Brand/Part No.
2,500
Gallons
Pack Size
Green Seal Brand/Part No.
2,000
Gallons
Pack Size
Fl. Oz./
gal.
Fl. Oz./
gal.
Fl. Oz./
gal.
Fl. Oz./
gal.
Fl. Oz./
gal.
Fl. Oz./
gal.
$
$
$
$
$
$
TOTAL CATEGORY 2:
Description of warranty for any item listed in Category 2:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
_____________________________________________________________________________
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Page 25 of 39
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Bid #11-485-119
Janitorial Equipment & Supplies
The estimated contract value of this bid is $1,614,000.00. Is that for the entire contract period or is it an annual
value? This is an estimated contract value for the three year period. Keep in mind that this is only an estimate
and the value could go up or down depending upon the needs of the products listed in the bid as they are only
estimated three year quantities.
The soap bid states that soap must be in a sealed cartridge. Simoniz soaps and sanitizers are generally contained
in a bag, not a cartridge for less waste. Is this an acceptable alternative? Yes this would be acceptable. We
would look at the bag as a cartridge.
For the vendor awarded each category, will there be a provision of price increase escalators after each year or is
this a fixed price for the first 3 years? If so what is the maximum amount of escalator? This bid does not allow
for price increases after each year as pricing is fixed for the first 3 years of the bid. The bid has a renewal
option which would be for one additional three-year period. During the renewal period is when you would get
your increases over the three-year period as long as price increases do not exceed the rate of inflation
determined by the Consumer Price Index for urban wage earners and clerical workers, U.S. city average, all
items. This information can be found on page 9 of the bid under Renewal Option. However, this bid does
allow for adjustments to contract terms and conditions necessitated by the volatility of the marketplace which is
on page 11 of the bid. You must meet all three of the criteria listed under this section to be considered.
Do we have to provide samples for each product even though we already sell our chemicals to the schools? A
sample is required for all alternate products bid regardless of what is currently being sold to our district.
Is it okay to bid one product for the multi-stations and another product for the single stations? I don’t feel the
bid specifies they have to be the same exact system at all locations. It just has to meet the specifications listed
in the bid.
Is the Pinellas County Warehouse planning to order by the truckload from the vendor if product is needed or is
it planning on ordering product per request from each school? We usually order an estimated amount to handle
many schools. We want to make orders large enough so schools will not run out of supplies. This may vary
due to our needs but we would never make small orders for just one school. The estimated usage should give
you an indication of what we hope to use for the three year period and we try to order a three month supply or
more at one time.
On page 17, of the bid under category 1 – foam soap and sanitizer products, it states that products will be
chosen based on the result of the testing which includes dispensing amount, cost per ounce, cost per amount
dispensed and quality. In category 2 with the exception of the germicidal/disinfectants, there is no mention of
preferred dilution rates of the cleaning chemicals. Also, on the bid proposal form there is no fill out area for
dilution rates and end use cost. The only spaces are for the unit price and extended total price. Since you are
evaluating soap/sanitizer on the cost per ounce and cost per amount dispensed, are you also going to evaluate
the cleaning chemicals based off dilution rates and end use cost? If so, how are you going to evaluate that from
each vendor? We left the dilution rates up to each distributor except for the germicidal/disinfectant. We wanted
that product to be one ounce or less. The other items are at the discretion of the distributor and will be evaluated
similar to the foam soap with quality, cost, etc. as a guide. Foam soap is a little different since we need to know
how much is dispensed on each push so we know how much a person will use. I guess if too little came out
they would have to push more than the normal amount to get enough soap and this would drive the cost up. I
guess we never put a space for the RTU cost because we were going to figure that out. Since the bowl cleaner,
window cleaner and all purpose cleaner are unique in that they need better cleaning qualities, we did not want to
suggest a dilution rate. The bid says must perform equal to or better so quality is the key along with pricing.
Can you tell me whether the chemical dispensing systems may have a price or are these to be provided free of
charge to the schools? That would be totally up to the distributor. We left that open for whatever the distributor
wanted to do.
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Bid #11-485-119
Janitorial Equipment & Supplies
Would it be possible to let me know how may Kaivac and Buckeye Machines the School Board has? We have
approximately 150 Kaivac Machines and maybe 20+ Smart Carts.
I believe you indicated that you don’t use the Kaivac chemicals.
1. So did you have to change the standard dilution tips that the machine comes with to accommodate the
chemicals that you use in it? Dilution tips were not changed due to the chemical. The Kaivac Machine
uses a regular one gallon container but it may be able to take a closed type product which is why we
set up the bid that way we did.
2. Is the used chemical one ounce per gallon dilution? Right now we have both a two ounce per gallon
and a one ounce per gallon being used at schools for the Kaivac Machine.
3. Can someone be tasked with finding out what color dilution tip is used in each Kaivac? (They are color
coded so that recognition of dilution ratio is easily recognized.) Kaivac does not have a one ounce tip
that I am aware of. You would have to work with a manufacturer familiar with the Kaivac Machine to
see what tip would be needed to do a one ounce or less per product.
4. In reference to your answers above: #2 as confirmed with Kaivac, they do not make a dilution tip for
one ounce per gallon. So that fact leads to the question of how can the machine/dilution tip combo be
working correctly in the schools where the machine is set for one ounce. I have contacted the biggest
manufacturer of dilution dispenser in America. DEMA usually makes the dilution tips for all
dispensers on the market, but not in the case of the Kaivac. I can purchase dilution tips straight from
Kaivac, but not a one ounce per gallon. So how can the machine be set up for one ounce? There are
two logical answers here: either someone has fitted a different dilution tip to the Kaivac Machines
using a one ounce per gallon (maybe the chemical company that you use now). The only way to find
out if this is the case is to take the tip for a one ounce and a two ounce machine and see if they are the
same color or if the tips haven’t been changed on the one ounce per gallon machines and the exact
same chemical is being used on both dilution variants, then the one ounce per gallon machines are not
getting enough chemical and are over diluted (too much water to chemical ratio). I understand what
you are saying but you’ll need to work with the manufacturers of the dilution tips on this. It is my
understanding that Kaivac has used a one ounce tip for some large cleaning companies that use their
machines. That is an exception they have made but they normally do not sell any tips that are less than
two ounce per gallon ratio. I do not know who the manufacturer is of the one ounce tip we use now.
We purchased it from a distributor. There are actually several companies that make the tips and if they
are familiar with Kaivac, then they can sell a tip that will probably dilute the product. The color of our
one ounce tip is pink but that may not be much help. The distributor that sold us the tip and product
assured us it was correct. I’m sure they based it on their experience and expertise in conjunction with
the tip manufacturer. I guess you would have to know how many gallons or ounces per minute go
through the Kaivac. I’ve been assured by several distributors that these dilution tips are easily
available.
I am writing to ask for a sample of the tips for the Smart Cart and the Kaivac. Please let me know and I will
pick up. I will have one of the Kaivac tips at our front reception area where you can come and look at. I just
don’t have enough to supply to all vendors and this can be where everyone can look at. I’ll see if I can find out
what schools have the Smart Cart to get a tip vendors can come by and see. I did find out that the Smart Cart
takes a threaded tip. Any vendor who would like to take a look at either tip can do so by going to: Pinellas
County Schools, Walter Pownall Service Center, 11111 South Belcher Road, Largo, FL 33773.
What model Kaivac Machines do you have? Kaivac 1750
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