Vendor Questions
Q9299
Janitorial Supplies
RFP & Contract Questions
1. Is it the IA Board of Regents’ intent to award the contract to a single vendor?
The objective of the RFP is to obtain a primary supplier agreement covering a significant portion
of the items purchased by the participating entities. If needed to meet the needs of all
participating entities, secondary supplier(s) may also be awarded as a part of this RFP.
2. Will the IA Board of Regents make the contract mandatory for the institutions?
The objective of the RFP is to obtain a primary supplier agreement to be utilized by the
participating entities.
3. Are you able to send bid tabulations from the previous Janitorial Supplies bid for the Regent
College system or let vendors know what case prices you are currently paying?
Bid tabulations for specific product lines can be requested from each University.
4. Will each institution be given the opportunity to evaluate the proposals and make
recommendations independently?
The objective of the RFP is to obtain a primary supplier agreement to be utilized by the
participating entities.
5. The bid states the overall contract value is $4.4 million – how was this number derived? Please
provide estimates by institution and by product line segments?
The spend was derived from the institutions current spend on janitorial items from existing
contracts. Please see table:
Product Category
Paper Products and Dispensers
Trash Liners
Cleaning Equipment
Chemicals
Skin and Personal Care
Other (5)
Total
ISU
$673,243
$203,404
$228,113
$96,958
$152,312
$50,664
$1,404,695
SUI
$755,435
$586,742
$563,543
$435,685
$266,027
$118,852
$2,726,284
UNI
$17,231
$83,825
$73,654
$73,536
$42,589
$5,531
$296,366
Total Spend
$1,445,910
$873,971
$865,310
$606,180
$460,928
$175,048
$4,427,345
6. Is green capability more important than price?
All the detailed criteria will be evaluated, weighting will not be provided.
7. Section 1.01 states the purpose of the RFP is to find the most competitive prices available in the
industry. At what point will we able to provide the full solution story that shows best value
around cost savings, labor savings, waste reduction, hygiene improvement, sustainability,
environmental practices, and green initiative?
In the event a Supplier has a solution to generate savings moving forward an alternate proposal
detailing the skus, price and savings should also be submitted. The Universities will evaluate
proposals and determine the best overall solution based on cost and other factors
8. Will consideration be given to ROI on products? If so, how should we submit/present this
information?
In the event a Supplier has a solution to generate savings moving forward an alternate proposal
detailing the skus, price and savings should also be submitted. The Universities will evaluate
proposals and determine the best overall solution based on cost and other factors.
9. There are a number of similar/duplicate products listed on Attachment B. Is there any desire to
transition your custodial departments to a more standardized cleaning program based upon best
practice cleaning processes and products? If so, how should we submit/present this information?
Suppliers are encouraged to respond with identical product codes as much as possible. In the
event a Supplier has a solution that will eliminate the number of skus required and generate
savings moving forward an alternate proposal detailing the skus, price and savings should also be
submitted. The Universities will evaluate proposals and determine the best overall solution based
on cost and other factors
10. Will the bid be awarded by line item or product category?
The objective of the RFP is to obtain a primary supplier agreement covering a significant portion
of the items purchased by the participating entities. If significant savings can be accomplished by
awarding a product category, the Universities may consider awarding a category separately.
11. Why was equipment not included as a product category on the bid?
Equipment requirements are detailed in Attachment A, Product Requirements tab
12. Does the University have any agreements already in place with specific manufacturers? If so,
which manufacturers?
There are no direct manufacturer agreements in place at the universities.
13. What additional benefits does Johnson Diversity offer?
The Universities currently utilize manufacturers based on product lines that have been tested for
performance. Any benefits available to the Universities from a manufacturer should be detailed
in Supplier’s proposal.
14. It would be helpful to know which institutions are buying which products; this will better allow
us to ensure we are meeting each institutions needs with our proposal. Please provide this
information.
The Regents institutions are interested in standardizing when possible. Pricing should be provided
based on the volumes provided and the core list requested
15. To ensure we are providing cost savings to the institutions, we respectfully request current pricing
on all items on the core list.
The Regents institutions are interested in standardizing when possible. Pricing should be provided
based on the volumes provided and the core list requested. Bid tabulations for specific bids could
be requested from each University
16. What is the exact begin date for the first year of this contract?
Final contract date(s) will be determined by completion of evaluation and negotiation phase.
17. What is the exact end date for the first year of this contract?
Final contract date(s) will be determined by completion of evaluation and negotiation phase.
18. Will any consideration be given to a proposal to standardize to one towel sku, or one soap system
to reduce your inventory storage and the labor involved with stocking of numerous skus?
Suppliers are encouraged to respond with identical product codes as much as possible. In the
event a Supplier has a solution that will eliminate the number of skus required and generate
savings moving forward an alternate proposal detailing the skus, price and savings should also be
submitted.
Ordering Process
1. For hosted catalogs, what file format does the eProcurement software require for uploading? Does
the institution provide a convertor to the proper format?
When/If required the Universities will be able to provide templates for hosted catalogs
2. Do the institutions require an on-line ordering system in addition to the hosted / punch-out
capabilities?
E-procurement or online ordering may not be a requirement for all entities. When requested, the
e-procurement functionality should provide the online ordering capability and additional online
ordering may not be needed. If e-procurement is requested the Vendor will be expected to
dedicate resources for the enablement process.
Delivery
1. What are the mandatory versus preferred delivery timeframes for each institution?
Shipping and Delivery instructions are detailed in Attachment A, Customer Service Needs tab
2. Bid states multiple delivery locations for SUI; please provide specific locations where product
may be required to be delivered.
SUI: The primary delivery locations are detailed in Attachment A, Customer Service Needs tab,
additional delivery locations throughout campus will be provided at the time of order.
3. Any special shipping considerations?
Shipping and Delivery instructions are detailed in Attachment A, Customer Service Needs tab
4. Are there requirements for receiving in large locations?
Shipping and Delivery instructions are detailed in Attachment A, Customer Service Needs tab
5. If a multi-site- How does the customer distribute today and at what level drop? (To a building or
cross dock, do we have receiving height for delivery vehicles, what are current order frequency
and patterns, what are delivery expectations at the main site?
SUI: The primary delivery locations, including one location with no dock access are detailed in in
Attachment A, Customer Service Needs tab, additional delivery locations throughout campus will
be provided at the time of order. Any unique, large order situations not to one of the primary
sites can be discussed at time of order to ensure seamless delivery.
6. Will deliveries be made to one location or multiple sites across all three universities?
Shipping and Delivery instructions are detailed in Attachment A, Customer Service Needs tab
7. What is the expected shipment frequency? (Daily, Weekly, Monthly?)
Shipping and Delivery instructions are detailed in Attachment A, Customer Service Needs tab
Dispensers
1. Will there be an opportunity to present face-to-face the new innovative dispensing systems
(towel, tissue, soap, wiper) that are available today?
The Regents Institutions are presently using various dispenser brands. It is the Regents
Institutions' expectation that selected Vendor will use all reasonable efforts to work with the
standards already in place and if any new ones are required that all dispensers be provided and
installed by the Vendor at no expense, including repairs to any University facility from
installation/removal, to the institutions in the event that any of the Regents Institutions will be
switching to Vendor's alternative products upon Contract Award. The Regent Institutions reserve
the right to review and approve any proposed dispenser changes.
2. Does each Regents Institution have dispenser counts available? Dispenser pricing and installation
can be determined once the dispenser type and quantity are revealed.
ISU: has approximately 1800 hand towel dispensers, approximately 2400-3000 toilet paper and
approximately 1800 soap dispensers
UNI: has approximately 1100 hand towel dispensers, approximately 1100 toilet paper dispensers
and approximately 1100 soap dispensers.
SUI: At UIHC approximately 4,447 soap dispensers, 550 TP and 375 PT (roll) in place. For SUI
campus there are 1,200+ Wagon Wheel dispensers.
3. Is the Vendor expected to hang any new (soap/paper/chemical/etc.) dispensers?
It is the Regents Institutions' expectation that selected Vendor will use all reasonable efforts to
work with the standards already in place and if any new ones are required that all dispensers be
provided and installed by the Vendor at no expense, including repairs to any University facility
from installation/removal, to the institutions in the event that any of the Regents Institutions will
be switching to Vendor's alternative products upon Contract Award.
4. Are you requesting TF or Mechanical paper towel dispensers? How many dispensers?
ISU is not requesting electronic touch free but does use mechanical touch free
UNI does not currently expect dispensers to be TF
SUI: Both TF and Mechanical dispensers are required.
5. Are you requesting Vertical, Horizontal, Wagon Wheel, or Jumbo bath tissue dispensers? How
many dispensers?
ISU uses dual jumbo dispensers for a majority of installations
UNI uses Jumbo double or one and a half
SUI: All above referenced dispensers are currently utilized at UIHC. For SUI campus
approximately 1,200+ Wagon Wheel dispensers are in place
6. Are you requesting TF or Manual soap dispensers? How many dispensers?
ISU: currently uses manual dispensers
UNI: does not currently expect dispensers to be TF
SUI: Both are currently used at SUI. UIHC approximately 4,447 soap dispensers, 550 TP and 375
PT (roll) in place
Chemicals
1. Since many products can be used in a range of dilution rates, please provide the current dilution
rates used on all concentrated chemicals.
Dilution rates should be based on the product proposed
2. Do you plan to utilize end-use (diluted) pricing for the evaluation of concentrated chemicals?
Yes. Please provide per ounce unit price. An updated Financial Workbook includes column for
End-Use/Diluted Price per Ounce
3. How many facilities can have a chemical dilution system installed?
ISU: All facilities university wide
UNI: All facilities university wide
SUI: 80% of University facilities and 200+ closets throughout UIHC
4. Is there currently a dilution system installed? If so, what type?
ISU: Yes, Brulin
UNI: RTD currently used
SUI: RTD currently used
5. How will the university respond to brand alternatives? We will likely offer a new chemical
program.
All submissions will be evaluated, please list any deviations from stated products in the RFP
response.
6. Is foam or solid gel more important in the selection of soaps and sanitizers?
ISU: foam
UNI: utilizes both
SUI: Foam is preferred for both UIHC and SUI campus
7. Are you seeking proposals on Bulk Chemical or a Dilution Control System? If Dilution Control,
how many dispensers?
ISU: has approximately 450 dispensing units
UNI: currently using RTD systems but willing to review alternate systems
SUI: Dilution controls are requested and both SUI and UIHC campus are currently using RTD’s.
UIHC has approximately 225 dispensers
Paper
1. Is there a specific purpose for the different paper towels/bath tissues? If so, what are the
applications?
All product listings are based on current item usage. For UIHC there are some that are specific to
criterial care and cancer clinics.
2. If there is a higher PRICE but a lower COST OF USE for products, how will this be considered?
In regards to Paper Products
Vendors are encouraged to note any methods of cost savings in their response. All submissions
will be evaluated. Please clearly outline the services provided in RFP responses.
Liners
1. We tend to see a redundancy in liner purchases. With the large number of liners on the bid, will
there be more weight placed on the more frequently used liners? If so, can that be defined into
which liners are most important?
Liners will be evaluated based on the usage shown in the core list.
2. Is there a specific mil thickness required?
Evaluations will be made on ACTUAL millage and not rated millage.
3. Please provide specifications and intended use for items #RJS1F4X2X8SG & RJS1F10X8X24 –
Poly Turk Bags?
RJS1F10X8X24 - 10x8x24 (1 mil) 500 per case
RJS1F4X2X8SG - 4x2x8 (1 mil) 1000 per case
Misc
1. UIHC has requested an inventory system; please provide the name of the software and the
specific capabilities required. Also, please provide the number of licenses / computers that will
need access to the software.
SUI: Margin Point is a web based automated inventory system that allows us to control inventory
in real-time inventory and automate ordering, cycle counts, and replenishments. It provides a way
to view inventory levels in multiple locations as well as accurate reporting to maintain accurate
audit levels. This inventory system utilizes barcode/scanning technology, ideal for staff to quickly
scan the products out and scan unused products back in, allowing tight control of inventory and
reduction of shrink.
2. Will the University’s offer time for vendor to conduct a site assessment? There is likely an
opportunity to reduce the number of liners SKUs purchased. There is a savings seen through
right sizing liners to the receptacle they are placed in
Site assessments are not requested during the bid process.
3. What is the retention rate of the cleaning staff at each university?
This information is not pertinent to the scope of goods and services in the RFP.
4. Can you provide a listing of affiliated agencies and political subdivisions of the State of Iowa that
this pricing may be made available to?
This contract will be made available to all state agencies and political subdivisions but we cannot
predict their actual usage. Bids should be based on the Regent Universities spend as detailed in
the RFP.
5. Are manufacturers able to send samples to the Board of Regents rather than have several
distributors sending the same samples?
Samples are not required to be submitted with your RFP response. When requested, the Regent
Universities ask that all samples be sent from requested firms and not a single sample from
manufacturer.
6. Is the vendor expected to provide consistent staff training based upon best practice cleaning
processes?
It is expected that vendors would provide product specific training to the Universities when
requested.