Project Information

Bid Title

RFP26005 - ETSU Family Medicine Custodial Services - Addendum 3 - Q&A Response

Issuing Agency

East Tennessee State University

Location

Tennessee

Published Date

Feb 16, 2026

Closing Date

Feb 26, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

RFP26005 - ETSU Family Medicine Custodial Services - Addendum 3 - Q&A Response

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RFP 26005

East Tennessee State University

February 16, 2026

Family Medicine Custodial Services

Q&A Responses

If you had a question that is not answered below, please refer back to the RFP. There are

some questions that the RFP did cover.

If it is not covered in the RFP, then we do not have a precedent or procedure for it at this

time.

Question: Under RFP Requirements, Attachment 6.4, Page 36, four locations are identified for

bidding. To assist us in accurately estimating consumable usage, could you please provide the

primary floor coverings (square ft of each) for each location as well as the approximate number

of employees and daily patients occupying each facility? Answers below:

• There are 4 locations.

Clinic

Bristol

Johnson City

Kingsport

Daily

Staff

40

35

30

Daily

Patients

80-100

80-100

50-90

• Floor plans will be sent as attachments – I do not have exact footage on the carpet. If

you can read the information on the floor plans, it is on there. These are the only floor

plans I have.

Question: Additionally, under the Technical Proposal and Evaluation Guide, Attachment 6.5,

Pages 51–52, Sections A.3, A.4, and A.5 are noted as excluded and not included in the RFP. Can

you confirm whether there are any additional questions or narrative responses required for

these sections? Answer, Only A.1, A.2, A.6, A.7 are required.

Question: Regarding Attachment 6.6, Cost Proposal Schedule, Page 57, it appears that annual

pricing is requested for an annual term for a 5-year period of time, broken out on an à la carte

basis. Should a separate cost proposal be completed for each individual location, as well as a

consolidated cost proposal covering all locations? Furthermore, on Page 60, titled “Cost Sheet

2,” only three locations are listed, whereas “Cost Sheet 1” includes four locations. Please advise

on how you would like this addressed. Answer, Cost Sheet 2 should include Johnson City

(5,168 sq ft) location (the support clinic). Cost proposal pages 57-60, first part is requesting a

line-item cost as requested in the bid document. Then you have two additional cost sheets

that request cost per square foot for all four locations.

RFP 26005

East Tennessee State University

February 16, 2026

1. Will routine custodial services be required on recognized holidays and/or during ETSU

scheduled closures, or will services be suspended on those days Answer: Clinics will

have some Holidays. A list can be provided when contract is awarded.

2. For “emergency staffing,” what are the expected coverage parameters (Monday–Sunday,

response time, minimum staffing)

3. Over the past five (5) years, approximately how many times has emergency staffing been

activated (by location, if available) Answer: I am unaware of any requirement for

emergency reasons over the past 4 years.

4. Are there any special/seasonal services expected that are not specifically listed in the

RFP

5. Please confirm what is considered daily cleaning vs. periodic services (semi-

annual/annual), and whether there is a defined threshold ( “below X feet included

daily”)

6. Are there any areas excluded from “cleanable square footage” (interior windows,

exterior windows, mechanical rooms, IT rooms, storage, secured clinical areas) Answer:

Mechanical rooms, biohazard storage, IT rooms do not have to be serviced.

7. Does the “cleanable square footage” include any exterior contracted areas (covered

entries, sidewalks, patios, etc.), or are those excluded?

8. Can ETSU provide building layout overviews/floor plans (or a space summary by

location)

9. Please provide the total number of restrooms by location, including:

• Number of fixtures (toilets/urinals/sinks)

• Gender breakdown

• Any specialty/clinical restroom types"

10. Please provide the number of elevators at each location requiring custodial servicing.

Answer: Kingsport is the only clinic that has an elevator

11. Will any special equipment be required for cleaning above 10 feet (lifts, scaffolds)

Answer: Special equipment such as lifts, etc. should not be required.

12. Please confirm whether window cleaning includes interior, exterior, or both. Answer: At

this time vendor is only responsible for cleaning the interior windows and glass.

13. What is the total window square footage by location (or by building), and what is the

cleanable window square footage per building

14. Are there any special access constraints for window cleaning (high glass, patient privacy

restrictions, etc.)

RFP 26005

East Tennessee State University

February 16, 2026

15. Please describe the monitoring/performance metrics used to evaluate compliance

(inspections, checklists, frequency, scoring)

16. Regarding service deductions: what are the defined service units/milestones, the

deduction amounts, and is there a maximum cap per month/occurrence

17. What staffing levels and shifts are currently used to support these locations (total

headcount and schedule pattern, by location if available)

18. What is the expected lead time for badges/keys/access credentials for a newly

onboarded contractor. Answer: We will make arrangements prior to the start of the

contract to received key cards with each clinic.

19. Are there background checks, security requirements, or access restrictions for contractor

personnel (clinical areas, after-hours access, etc.)

20. Are there established systems/procedures for reporting maintenance issues (work order

platform), and what is the expected contractor role in reporting (notify only vs. initiate

tickets) Answer: Cleaning staff can leave notes for clinic staff. Location and who to

leave the note for will be discussed during walkthrough and key pick up.

21. Are vendors responsible for battery replacement for any potential automated restroom

dispensers/receptacles? If so, what battery type and approximate quantity Answer: If

vendor installs an automatic dispenser, vendor will be responsible for replacing

batteries.

22. Who will serve as the primary ETSU point of contact for daily coordination and quality

oversight (title/role)

23. Is contractor parking available? Any assigned parking or costs/fees (current or

forecasted) Answer: Cleaning is done after hours so there is no assigned parking. We

have no parking fees

24. Are there any "special" restricted/approved cleaning agents, tools, or methods required

for clinical/medical spaces

25. Are there designated secure storage areas at each location for consumables and

equipment

26. Are any specified break areas available for custodial personnel . Answer: Staff should

not be working enough hours in the clinics to require a break. If for some reason a

break is needed, they may use the kitchen area and clean up after themselves.

27. Please confirm the waste approach by each location:

• Are dumpsters/compactors provided on-site

• Who is responsible for arranging service and pickup

What is the current pickup schedule (trash/recycling)" Answer: Each clinic has a

dumpster. Clinics do not have a recycling program. Some may be recycling on their

own but cleaning staff is not responsible to handle recycling.

RFP 26005

East Tennessee State University

February 16, 2026

28. Are there any known unusual closures that occur (weather, protests, etc.) Answer: ETSU

and its clinics do experience closures due to weather occasionally. Center Managers

or a staff member should inform cleaning staff.

29. Are there any known unusual circumstances that will require 24-hour coverage of

services

30. Are special events held at the facilities? If so, approximately how many per year and do

they trigger additional cleaning requirements

31. Is any specified software/technology required or currently used for inspections,

reporting, timekeeping, or work orders that the contractor must interface with

32. Will any office space be provided for contractor use. Answer: Vendor should not need

any office space.

33. Will onsite laundry machines be available, or is there a location where the contractor

may install laundry equipment (if desired). Answer: There are no laundry facilities on

site

34. After proposal submission, will ETSU conduct discussions/negotiations (e.g., best-and-

final), or will award be made based on initial proposals. Answer: Addressed in RFP

Document.

35. Is ETSU able to provide a budget estimate or not-to-exceed range for planning purposes

(If not, please confirm)

36. When does the current custodial contract end (and what is the anticipated

transition/start date for the new contractor)

37. Will it be acceptable for contractor to take photos during internal inspections,

walkthroughs, quality audits for the purpose of quality performance and documentation.

Answer: No digital media including pictures or video are allowed in the clinics.

38. Please confirm whether the contractor will be responsible for the removal, transport and

disposal of regulated medical waste and sharps container, or if these services are

managed by a third party. Answer: Biowaste handled by clinic staff.

39. If the contractor is responsible for any portion of medical waste handling, please clarify

the scope of responsibility

Question: Can you please confirm if submittal by email will be acceptable? Answer, You can

submit questions to me via email. The proposal must be submitted in paper with a usb drive with pdf

copy, please review bid documents for exact instructions

Question: There might be an error on the RFP. I noticed on page 51-52 of the RFP that sections

6.5A.3. - 6.5A.5. are missing. I only noticed because those sections are listed as required on

attachment 6.11. Are these sections required or have they been excluded? Answer, They have

been removed, but thanks for checking. Only A.1, A.2, A.6. A.7.

RFP 26005

East Tennessee State University

February 16, 2026

1. Will we receive an itemized list of paper products, soaps, sanitizers, etc. needed for each

building (brand names, amount needed, etc)? Answer: There are no specific brands

required. The only specific requirement is that the hand soap be foaming soap and

not leak out the dispenser. I have been told JC is purchasing theirs but this will stop

with the new contract.

2. Can you provide floor plans with the areas covered in carpet highlighted? Answer: See

floorplans.

3. How many exterior windows are at each facility that we are responsible for? Answer: See

floorplans.

4. What is our involvement with each biohazard room? Are we required to remove

biohazardous waste in those rooms? If so, are there ETSU procedures we need to

follow? Answer: Biohazard is handled by clinic staff.

5. Are there any areas in each facility that we are required to stay out of? Answer: Not at this

time. Each clinic can inform you/staff of any changes.

6. How do you facilitate assets/keys to the winning bidder? Answer: A supervisor and the

staff member should make appointment with each clinic manager to get the key and

do a walkthrough of the building.

7. Can you describe the transition process from the existing team to the winning bidder?

8. Can prior vendor staffing hours be shared?

9. Are there alarm or access procedures we must follow? Answer: Each clinic has their own

procedure. Please ensure to get that information when the supervisor and employee

pick up the keys.

10. Will ETSU perform audits or inspections? Answer: Reference RFP documents, covered

there.

11. Are there incentives or penalties for performance?

12. What is the average daily patient count (or overall foot traffic) for each facility?

13. What training (if any) do you require? Answer: A supervisor and staff member should

make themselves familiar with the clinic when they pick up the keys. If more than one

walkthrough is needed, just make arrangements with each clinic manager.

14. Are there any intangibles that you look for in successful cleaning partners (outside of cost)?

Answer: We would like a company that has a professional appearance, employees that

arrive to work on time and good communication between staff and ETSU FM staff.

15. Are there any areas that the existing cleaning provider overlooks? Answer: Adhering to the

daily, weekly, monthly and yearly schedule

16. Are there any areas or buildings where you’d like more attention to detail than what is

currently being provided? Answer: We are in the medical profession. Cleanliness and

sanitary conditions are imperative

Commodity Codes

• NAICS 561720Janitorial Services
• NAICS 621111Offices of Physicians (except Mental Health Specialists)

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