1-RFP-26-004 Janitorial Services Final.pdf

REQUEST FOR PROPOSAL

(RFP-26-004)

Janitorial Services for the Water Replenishment District

Facility Locations

Issued: May 5, 2026

Optional

Pre-Proposal Meeting:

Monday, May 18, 2026 at 10:00 AM PT

WRD Headquarters Lobby

4040 Paramount Blvd

Lakewood, CA 90712

Questions Regarding this RFP Due:

Thursday, May 21, 2026, at 12:00 PM, PT

PROPOSAL DUE:

Tuesday, May 26, 2026, at 12:00 PT

Responses eligible for consideration to this RFP must be submitted to the

WRD Procurement Portal located at https://wrd.bonfirehub.com/ and addressed to the attention of:

Tenisha Simeon, Purchasing/Procurement Officer

Water Replenishment District of Southern California

4040 Paramount Boulevard

Lakewood, CA 90712

Phone: (562) 275-4300 https://wrd.bonfirehub.com/

NOTICE TO PROPOSERS

Request for Proposals

Janitorial Services for the Water Replenishment District Facility Locations

PURPOSE: The Water Replenishment District of Southern California (WRD or District) is seeking proposals from qualified and experienced firms (also referred to as “Consultant” or

“Proposer” herein) to present their expertise and experience in professional janitorial services at the District’s six facilities.

This Request for Proposal (RFP) describes the required scope of work, the information that must be included in the proposal, and the proposal selection process. Proposers are encouraged to carefully review this RFP in its entirety prior to submitting their proposals. Failure to submit information in accordance with these requirements and procedures may be cause for disqualification. This RFP is available for downloading from the WRD Procurement Portal located at: https://wrd.bonfirehub.com/.

SOLICITATION SCHEDULE: Milestones for the RFP process are summarized in the table below. The District reserves the right to modify the schedule below at its discretion. Proper notification changes will be made to interested proposers.

RFP Issued by WRD May 5, 2026

Pre-Proposal Meeting (Optional) Monday, May 18, 2026 at 10:00 AM PT

Deadline for Questions Regarding this RFP Thursday, May 21, 2026, at 12:00 PM, PT

Proposals Due Tuesday, May 26, 2026, at 12:00 PT

WRD Board Awards Contract (Tentative) June, 2026

OPTIONAL PRE-PROPOSAL MEETING: An optional pre-proposal meeting will be held at the WRD Headquarters in the Lobby at 4040 Paramount Boulevard, Lakewood, California 90712, on Monday, May 18, 2026 at 10:00 AM PT. A site walk will be conducted at the WRD Headquarters and followed by a site visit at the Albert Robles Center (ARC)

Facility at 4320 San Gabriel River Parkway, Pico Rivera, California 90660. All other locations

(Leo Vander Lans (LVL) Facility in Long Beach, the Robert Goldsworthy Treatment Facility in

Torrance, the Perchlorate Treatment Facility in Vernon, and the Garage Facility and Operations

Facility in Lakewood can be examined in the Appendix site layout section of this RFP. Firms interested in submitting proposals are encouraged to attend the job walk and examine the layouts in the Appendix Section and submit questions in writing regarding all requirements and provisions specified within the RFP and the selection process before the deadline on May 21, 2026, at 12:00PM PT – NO EXCEPTIONS.

Meeting participants are required to sign in and provide a business card upon arrival at the meeting room. A copy of the sign-in sheet and responses to questions will be formally documented and distributed in an Addendum, which will be posted on the WRD Procurement

Portal located at: https://wrd.bonfirehub.com/.

QUESTIONS REGARDNG THIS RFP: All questions regarding the technical aspects or general requirements/provisions of this Request for Proposal (RFP) must be submitted before the deadline due date under this Solicitation Number and Title (RFP for Janitorial Services for the

Water Replenishment District Facility Locations) through the Opportunity Q&A section via the

WRD Procurement Portal at https://wrd.bonfirehub.com/. For guidance on how to submit a question through https://wrd.bonfirehub.com/, please visit https://vendorsupport.gobonfire.com/hc/en-us/articles/6832480724503-How-do-I-contact-the-

Project-Owner-

Questions received from prospective respondents, and responses from WRD, will be formally documented through the Opportunity Q&A section table that will be issued and be posted on the

WRD Procurement Portal at: https://wrd.bonfirehub.com/. The Q&A table will be updated regularly as questions are received from prospective respondents.

DEADLINE FOR PROPOSALS: Pursuant to the requirements specified in this RFP and the

WRD Procurement Portal, responses to this RFP must be submitted to WRD no later than

Tuesday, May 26, 2026, at 12:00 PT, or such later time that WRD may announce by addendum to proposers via the Procurement Portal at any time prior to the submittal deadline.

Responses received after the deadline will not be considered under any circumstances. HARD-

COPY PAPER, FAXED OR E-MAILED SUBMISSIONS WILL NOT BE ACCEPTED. Only responses properly submitted to WRD’s Procurement Portal will be considered. WRD reserves the right to reject any and/or all responses received.

https://wrd.bonfirehub.com/ https://wrd.bonfirehub.com/

TABLE OF CONTENTS

SECTION PAGE

Water Replenishment District of Southern California Page i

May 5, 2026

RFP-26-004

Janitorial Services for the Water Replenishment District Facility Locations

1.0 INTRODUCTION

2.0 BACKGROUND

3.0 SCOPE OF WORK

4.0 DESIRED QUALIFICATIONS

5.0 PROPOSAL CONTENTS

5.1 Title Page

5.2 Cover Letter

5.3 Table of Contents

5.4 Proposers Qualifications

5.5 Project Team and Qualifications

5.6 Project Overview and Approach

5.7 Additional Services

5.8 Experience and Record of Past Performance

5.9 Conflict of Interest

5.10 Other Information

5.11 WRD Standard Contract

5.12 Monthly Billing

6.0 PROPOSAL SUBMISSION REQUIREMENTS

6.1 Proposal Format

6.2 Proposal Signing

6.3 Proposal Submittal Procedures

6.4 Proposal Preparation Costs

6.5 Acknowledgement

7.0 EVALUATION CRITERIA

7.1 Proposers Qualifications Performance on Similar or Related Projects

7.2 Billing Rates

8.0 SELECTION PROCESS

9.0 GENERAL PROVISIONS

9.1 Entire Agreement

9.2 Contract Amendments

9.3 Term of Contract

9.4 Ownership and Use of Documents

9.5 Audit Rights, Business Records Access and Retention

9.6 Termination

10.0 TERMS AND CONDITIONS

10.1 Proposal Rejection

TABLE OF CONTENTS

SECTION PAGE

Water Replenishment District of Southern California Page ii

May 5, 2026

RFP-26-004

Janitorial Services for the Water Replenishment District Facility Locations

10.2 Proposal Clarification and Requests for Additional Information

10.3 Proposal Validity Period

10.4 RFP Revisions and Addenda

10.5 Confidentiality

11.0 LEGAL POLICIES

11.1 Compliance

11.2 Governing Laws and Requirements

11.3 Public Releases

11.4 Business License

11.5 WRD’s Property

LIST OF ATTACHMENT(S):

Attachment No.1: Submittal Checklist Form

Attachment No. 2: Diversity in Business ((DIB) Program

LIST OF EXHIBITS:

Exhibit A: Scope of Work–Description of Services & Frequency–Routine

Cleaning Schedule and Proposal Cost Form

Exhibit B: Key Personnel Participation in Example Projects

Exhibit C: WRD Standard General Services Agreement

Exhibit D: Rate Sheet Example

Exhibit E: Monthly Billing Sample Invoice

Exhibit F: Acceptance Letter

LIST OF APPENDICE(S):

APPENDIX A – WRD LOCATION LAYOUTS FOR RFP

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RFP-26-004

Janitorial Services for the Water Replenishment District Facility Locations

1.0 INTRODUCTION

The WRD is a State Special District that was established in 1959 under the California

Water Code (Division 18, §60000 through §60622) to manage the groundwater resources within the Central Basin and West Coast Basin in southern Los Angeles County. WRD’s mission is to provide, protect and preserve high-quality groundwater through innovative, cost-effective and environmentally sensitive basin management practices for the benefit of residents and businesses of these groundwater basins. The aquifers in the Central Basin and West Coast Basin provide for about 40 percent of the total water needs for the people and businesses in the 43 cities covering WRD’s 420-square mile service area.

To accomplish its mission, WRD conducts managed aquifer recharge using imported water, recycled water, and stormwater, prevents seawater intrusion through injection of imported water and recycled water into coastal barrier wells, protects and preserves groundwater quality through monitoring, testing, data analysis, and treatment, and ensures a future supply of reliable groundwater through planning, conjunctive use, and development of new projects. More information regarding the WRD can be found at www.wrd.org.

2.0 BACKGROUND

WRD has six facilities that need complete janitorial services. The first is the main headquarters building located at 4040 Paramount Blvd., Lakewood CA. The second is the Albert Robles Center (ARC) at 4320 San Gabriel River Parkway, Pico Rivera, CA.

The third is Leo Vander Lans Treatment Facility at 7380 East Willow Long Beach, CA.

The fourth is the Robert Goldsworthy Treatment Facility at 20500 Madrona Avenue, Torrance CA. The fifth is the Operation Facility located at 2601 Cover Street, Lakewood

CA. The sixth is the Perchlorate Treatment Facility at 2265 Irving Street, Vernon, CA.

The number of locations is subject to change and WRD reserves the right to either add or delete locations, square footage and/or frequency of services(s). It is the District’s intent to award one contract for janitorial services for all six locations.

3.0 SCOPE OF WORK

The Water Replenishment District of Southern California (WRD) is seeking proposals from qualified firms to provide Janitorial Services for a minimum term of one (1) year up to a maximum term of three (3) years. The contract will be closely monitored for acceptable services rendered throughout the contract term. The District will have the option to cancel the contract in whole or in part during the contract term, for any reason or no reason, without penalty, upon notice. The service provider must be reputable, bonded, and capable of furnishing the required materials, equipment, machinery, supplies, tools, apparatus, incidentals, labor and supervision necessary to provide superior interior and exterior cleaning and building maintenance services for all of the WRD facilities as defined in this RFP document. This shall include but is not limited to the following: carpet cleaning supplies and custodial tools. This shall not include supplies http://www.wrd.org/

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Janitorial Services for the Water Replenishment District Facility Locations normally supplied by the District such as paper towels, toilet paper, seat covers, trash bags, cleaning supplies, disinfectant etc.

WRD has six facilities that need thorough and complete janitorial services. The first is the main WRD Headquarters Building (HQ) located at 4040 Paramount Blvd., Lakewood CA. The second is the Albert Robles Center (ARC) at 4320 San Gabriel

River Parkway, Pico Rivera, CA. The third is Leo Vander Lans Treatment Facility

(LVL) at 7380 East Willow Long Beach, CA. The fourth is the Robert Goldsworthy

Treatment Facility at 20500 Madrona Avenue, Torrance CA. The fifth is the

Operations Facility located at 2601 Cover Street, Lakewood CA. The sixth is

Perchlorate Treatment Facility at 2265 Irving Street, Vernon, CA. The number of locations is subject to change and WRD reserves the right to either add or delete locations, square footage and/or frequency of services(s). It is the District’s intent to award one contract for janitorial services for all six locations.

PROPERTY NAME PROPERTY ADDRESS OCCUPIED SQ. FT.

1 WRD Headquarters 4040 Paramount Blvd.

Lakewood, CA 90712

21,250 SQ FT

2 Albert Robles Center (ARC) 4320 San Gabriel River

Parkway, Pico Rivera, CA

90802

Learning Center=24,880

SQ FT

Process Building=48,148

SQ FT

3 Leo Vander Lans Facility 7380 East Willow, Long

Beach, CA 90802

4,560 SQ FT

4 Robert Goldsworthy Desalter 20500 Madrona Avenue, Torrance, CA 94621

441 SQ FT

5 WRD Operations Facility 2601 Cover Street, 7239 SQ FT

6 Perchlorate Treatment Facality 2265 Irving Street, Vernon, CA 90058

960 SQ FT

7 WRD Storage Facility &

Garage

3673 Industry Ave. Ste. 106, Lakewood CA 90712

4,480 SQ FT

Frequency: Contractor shall provide full janitorial services to the District’s facilities as detailed in Exhibit A - Scope of Work of this Request for Proposal (RFP). All services shall be provided before or after regular office hours or on weekends or holidays. The District’s regular hours are Monday – Thursday 7:30 a.m. – 5:30 p.m. and Fridays 8:00 a.m. – 5:00 p.m. The contractor shall in no way interfere with the normal work of District employees. Cleaning shall not start earlier than thirty (30)

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Janitorial Services for the Water Replenishment District Facility Locations minutes after end of normal business hours as related to each facility. These times are subject to change under the direction of the District’s Facility Maintenance Manager.

General Requirements: The Janitorial Services contractor is responsible for the complete cleanliness, disinfection and sanitation of the buildings. The description of each service area is detailed in Exhibit A – Scope of Work and is to be used as a guideline. The description does not attempt to describe every detail or feature of the facility that is to be maintained by the Janitorial Services contractor. Notwithstanding any other provisions of this proposal, the Janitorial Services contractor warrants that the services, equipment, and supplies furnished shall be of the best quality as specified in this

RFP. Such warranties shall include performance, workmanship, labor, and materials.

Performance Standards: See Exhibit A – Scope of Work. The contract specifications define the minimum level of services and frequency deemed acceptable. It is intended that the Contractor will schedule his/her operations to meet or exceed those requirements.

It is further intended that the Contractor shall put forth a level of effort to provide a thorough cleaning of the facilities, not merely a surface cleaning.

4.0 DESIRED QUALIFICATIONS

Commercial Janitorial Services are required to have at minimum the following qualifications:

• Good communication skills including an English speaking on-site supervisor

• Knowledge of various cleaning products and when to use them

• Ability to clean and disinfect various surfaces

• Ability to lift and move at least 50 pounds

• Good organization skills

• Knowledge of safety guidelines when working with chemical cleaners

• Excellent time-management skills

KEY PERSONNEL

The contractor will provide an adequate number of experienced and trained personnel to perform under this contract and described in this Proposal Request. All of Contractor’s employees shall be subject to review and approval by the District. The District reserves the right to request the removal of any employee who is deemed unacceptable for any reason. The Contractor must agree to assign specific individuals to the key positions and once assigned to work under this contract, key personnel shall not be removed or replaced without written notice to the District.

The Contractor shall be required to provide on-site, supervisory personnel. The supervisory personnel shall conduct inspections to determine what work is being performed in accordance with professional cleaning standards and established work schedules. Said supervisor must have the authority to respond immediately to situations upon request by the District. The Contractor shall provide qualified English-speaking

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Janitorial Services for the Water Replenishment District Facility Locations supervision in all areas of operations. The supervision shall work with District personnel in planning and scheduling.

Supervisory and janitorial employees shall be proactive in efforts to keep the District’s facilities clean, sanitized, and comfortable. Contractor’s employees shall take initiative in identifying, reporting, and correcting all readily recognizable custodial and maintenance conditions, especially spot cleaning of spills, flooring, walls, glass surfaces, rest rooms and lobbies.

Unauthorized Personnel: Employees of the Contractor shall not be assisted nor accompanied by any individual that is not an employee of the Contractor, while performing duties related to the contract. This includes friends, children and/or relatives.

Employees of the Contractor that violate this stipulation shall be deemed objectionable to the District and shall not be allowed to work in District facilities.

REFERENCES

Provide a minimum of three (3) references from other municipal/city/or county governmental agencies for which the company is currently providing janitorial services equivalent or greater scope as being required in this RFP. Indicate the scope of work, date, contract amount, and the name, email address, and telephone number of the client contact. Also provide a complete list of other public agencies in California utilizing your services over the past five (5) years. The District at its discretion may contact the references for additional information. Failure to provide accurate contact information may be cause for rejection of the proposal as being nonresponsive.

5.0 PROPOSAL CONTENTS

To provide a degree of consistency in review of the written proposals, firms are requested to include the following content in their proposals. The information requested below will be used to evaluate each proposal based on the evaluation criteria outlined in this RFP.

Proposals may be deemed nonresponsive if they do not respond to all areas specified below.

Proposals shall be prepared simply and economically, providing a straightforward and concise description of how the proposal has satisfied all the requirements of this RFP.

Emphasis shall be on completeness and clarity of content with sufficient detail to allow for accurate evaluation and comparative analysis. Excessive or irrelevant materials will not be favorably received.

The following subsections describe the contents required in the proposal. The proposal shall be of such scope and depth to sufficiently describe and demonstrate the Proposer’s understanding of and approach to the projects.

5.1 Title Page

Proposer should identify the RFP title, name and title of the firm’s contact person, address, telephone number, fax number, email address, and date of proposal submission.

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5.2 Cover Letter

A principal of the firm authorized to commit the firm to the requirements of the RFP must sign the cover letter. The letter shall discuss the Proposer’s commitment to providing high quality services as described in the RFP. Additionally, the letter shall briefly describe the firm’s understanding and approach to the services. The letter should identify a contact person (name, e-mail address, and phone number) for future communication during the selection process.

5.3 Table of Contents

The table of contents should include a clear and complete identification by section and page number of the submitted materials.

5.4 Proposers Qualifications

Provide a brief background of the firm including history, types of services provided, number of employees, annual revenues, number of offices and locations with staff size and disciplines, and any other relevant information that may be useful in determining the firm’s qualifications to provide the services described in this RFP. Including a description regarding the following:

• the ability to successfully complete janitorial work assignments within the

District’s required time frame and, as necessary, on short notice,

• approach to quality assurance and control, as well as any performance guarantees,

• adequate number of experienced and trained personnel to perform under this contract with knowledge of safety guidelines when working with chemical cleaners, various cleaning products and when to use them

• describe key personnel (e.g Site Supervisors, Technicians/Cleaners)who are assigned to work under this Contract

5.5 Project Team and Qualifications

Provide an organizational chart that describes the structure of the project team, including subconsultants/subcontractors. The project team description shall identify the following:

(i) The Project Manager,

(ii) The names of readily-available key personnel that will be deployed for each task and their contact information, and the primary office locations of each project team member (preferably within the southern Los Angeles County area),

(iii) The role each team member will play in providing services under the

Contract, and

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Janitorial Services for the Water Replenishment District Facility Locations

(iv) A written assurance that the key individuals listed and identified will be performing the work and will not be substituted with other personnel or reassigned to another project without the District’s prior approval. The proposal shall clearly identify who will lead the execution of assigned tasks and the respective personnel that will be assigned to them.

Provide a description of the experience, qualifications including required licenses and certifications, area of expertise or specialization, and availability (including current workload) of the project team members, including subconsultants/subcontractors, if any.

Describe other project commitments by project team members and the anticipated level of involvement of each team member based on the abilities and expertise required for the type of work desired.

Provide the resumes of all members of the project team, including subconsultants/ subcontractors, as an appendix. Each resume shall not exceed three (3) pages and shall include name and title, education, years with the company, licenses and certifications

(issue and expiration dates), home office location, relevant experience within at least the last five (5) years, and other required qualifications discussed in this RFP.

The identified Project Manager will be WRD’s main point of contact for all assigned projects for the duration of the Contract. The proposal shall include the Project

Manager’s contact information, including phone and e-mail address.

Once a Contract has been executed, the Consultant must request approval of the District in advance of any new personnel being assigned to the project. The District reserves the right to reject or remove personnel performing services at any time for the duration of the

Contract.

5.6 Project Overview and Approach

Present a narrative overview of the Proposer’s understanding of the RFP requirements and the overall approach and technical plan for accomplishing the work assignments.

Also discuss at a minimum the following:

• Approach to assignment of work within the firm and how team members will conduct tasks and prepare anticipated deliverables,

• Describe the Proposer’s project management approach and communications protocol,

• Describe the Proposer’s approach to quality assurance and control, as well as any performance guarantees,

• Technical approach to assigned tasks, such as deployment strategies (how the project will be implemented from mobilization to demobilization), and

• Identify current and reasonably foreseeable actual and possible constraints, problems, and/or issues that could hinder the execution of services under the contract, and suggest approaches to resolving or managing these constraints, problems, and/or issues.

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Janitorial Services for the Water Replenishment District Facility Locations

5.7 Additional Services

Include any comments, suggestions, or additions the Proposer may have regarding the scope of work or any other aspects of the work that the Proposer feels would be helpful to

WRD in selecting a firm for the services described in the RFP. Identify the potential impact(s) or benefit(s) that these recommendations would have if accepted by WRD.

Tasks above the minimum to complete the work described herein shall be clearly identified as “optional” in the proposal.

5.8 Experience and Record of Past Performance

Describe Proposer’s experience in completing similar commercial janitorial assignments, as described in this RFP. Using the form provided as Exhibit B, list at least three (3) similar commercial janitorial services contracted with your organization and a minimum of five (5) client references from similar projects successfully completed within the last ten (10) years of similar nature that demonstrate the firm’s competence to perform the work described in this RFP. Ongoing projects currently being performed by the Proposer also may be submitted for consideration.

Clearly identify the role of all team members in each of the projects referenced. For each of the reference projects listed, provide the following information:

1. Name and location of project;

2. Name and address of project owner/sponsor;

3. Name and current phone number and e-mail address of owner's representative intimately familiar with the project, to contact for reference. Verify the reference person that can be contacted at the phone number provided;

4. A description of type and extent of services provided for the project;

5. Project budget (both projected and "as completed");

6. Project schedule milestones (both projected and "as completed"). Include dates of project initiation, key milestones and deliverables, and completion date or status of the project;

7. Special problems or difficulties encountered, such as project budget and schedule control issues, and how they were resolved by the Consultant; and

8. Applicability and relevance of the referenced project to the services described in this RFP.

The District at its discretion may contact other firms or agencies for additional information. Failure to provide accurate contact information, adequate information or project reference summaries may be cause for rejection of the proposal as being nonresponsive.

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5.9 Conflict of Interest

Provide a statement that the Proposer, individuals employed by the Proposer, or firms employed by or associated with the Proposer, including subconsultants/subcontractors, do not have a conflict of interest with the Project. The Proposer shall exercise reasonable efforts to prevent any actions or conditions that could result in a conflict of interest and shall include, but is not limited to, establishing precautions to prevent its employees or agents from making, receiving, providing in, or offering gifts, entertainment, payments, loans, or other considerations which could be deemed to appear to influence individuals to act contrary to the best interest of the District. If a potential conflict of interest is identified in any form, the Proposer shall inform the District immediately. Proposers are subject to disqualification on the basis of a conflict of interest as determined by WRD.

5.10 Other Information

The proposal shall include:

• A statement that the Proposer will meet the insurance requirements per Section

12 of the District’s standard Professional Services Agreement, which is attached to this RFP as Exhibit C.

• A statement or description regarding any litigation to which the firm is a party, any bankruptcy settlements, or unpaid judgments against the firm or its principals.

• A statement as to whether the firm has defaulted on previous professional contracts.

5.11 WRD Standard Contract

The selected Consultant shall be expected to execute a Contract using the District’s standard Professional Services Agreement, which is provided as Exhibit C. Proposers shall provide a statement in their proposals clearly stating acceptance of all the terms and conditions specified in the standard Professional Services Agreement (i.e. no exceptions can be made to WRD’s standard Professional Services Agreement).

5.12 Monthly Billing

The monthly invoice shall be in a similar format shown in Exhibit E. At a minimum, each invoice shall contain the contract number and shall be itemized by property location.

A subtotal cost for each task shall be included.

Use Exhibit A at the end of this document to complete. The proposal shall include a table showing the following information:

TOTAL WRD COST PROPOSALS AMOUNTS

PROPERTY NAME PROPERTY ADDRESS MONTHLY FEE

(BY LOCATION)

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Janitorial Services for the Water Replenishment District Facility Locations

• A monthly lump sum value for the actual cleaning services performed at each location identified separately based on the list of routine cleaning schedules.

Each location will be shown as a separate line item.

o Location 1 – WRD Headquarters at 4040 Paramount Blvd., Lakewood o Location 2 – Albert Robles Center at 4320 San Gabriel River Parkway, Pico Rivera o Location 3 – Leo Vander Lans Facility at 7380 East Willow, Long Beach o Location 4 – Robert Goldsworthy Desalter at 20500 Madrona Avenue, Torrance o Location 5 – WRD Operation Facility 2601 Cover Street, Lakewood o Location 6 – Perchlorate Treatment Facility 2265 Irving Street Vernon o Location 7 – WRD Storage Facility & Garage, Lakewood

It is expected that the indicated monthly rates and special services rates will remain in effect for the duration of the Contract term unless otherwise specified and approved by

WRD.

If a firm qualifies and receives the Diversity in Business preference and is awarded a contract with WRD, the firm shall complete and submit to WRD on a monthly basis, a document titled “Monthly DIB Utilization Report” with its invoice listing all firms utilized during the reporting period including all certified prime consultants/contractors and subcontractors/subconsultants. The Monthly DIB Utilization Report template shall be provided by WRD. Refer to Attachment No. 2- DIB Program for further details regarding the monthly DIB reporting requirements upon contract execution.

All documentation for other direct costs in the form of receipts or vendor invoices, with the applicable costs identified for items such as equipment costs shall also be attached to each invoice. WRD will provide reporting requirements to Consultant, and Consultant shall prepare invoices that comply with the requirements. Failure to satisfy the reporting requirements may result in rejection or short pay of the invoices submitted to WRD for payment.

6.0 PROPOSAL SUBMISSION REQUIREMENTS

6.1 Proposal Format

The proposal shall be limited to one PDF file with no more than 25 single-pages in length. This does not include the title page, table of contents, cover letter, appendices, dividers, or résumés.

All files shall be bookmarked and in a text searchable PDF format (i.e., not scanned images) compatible with Adobe Acrobat Version 8.0 (at a minimum). All sections of the

PDF file shall be bookmarked.

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Janitorial Services for the Water Replenishment District Facility Locations

6.2 Proposal Signing

The proposal shall be submitted electronically through the WRD Procurement Portal and all requested signatures must be included in the submission. Upon a determination by

WRD of an intent to award, the Proposer shall submit to WRD in hard-copy form, its entire proposal submission which shall be wet-signed by an officer, or officers, authorized to execute legal documents on behalf of the Proposer. The submission and signing of the proposal shall indicate the intention of the Proposer to adhere to the provisions described in this RFP and certifies that the proposal was prepared independently and was submitted without any collusion designed to limit competition or bidding. WRD reserves the right to reject the hard-copy wet-signed proposal and not award this work if the wet-signed proposal is not identical to the electronically submitted proposal and/or other requirements in this RFP.

6.3 Proposal Submittal Procedures

The exclusive process by which a potential proposer can respond to and be considered for this RFP is through the WRD Procurement Portal at https://wrd.bonfirehub.com/. No other form of response or submission to this RFP will be considered.

It is the Proposer’s responsibility to ensure that proposals are received prior to the submittal deadline. Proposal packages should also include all signed Acknowledgment of Addendum forms that may be issued by WRD as part of this RFP process.

The WRD will not be responsible for the proper identification and handling of any proposals submitted incorrectly. Late proposals, late modification, or late withdrawals will not be considered under any circumstances. Faxed or emailed proposals will not be accepted. There will be no formal opening of the received proposals.

6.4 Proposal Preparation Costs

This solicitation does not commit the District to award any work nor to pay any costs incurred from the preparation of proposals. Firms responding to this RFP will be solely responsible for all costs and expenses incurred during the selection process.

6.5 Acknowledgement

An Acceptance Letter (Exhibit “F” attached) has been attached to this solicitation. This

Acceptance Letter is to be completed and signed by the Respondent and shall be included with the Respondent’s submittal.

7.0 EVALUATION CRITERIA

Selection will be made on the basis of WRD’s judgment as to which proposal best serves

WRD’s interest. The proposal will be evaluated on the basis of the criteria listed below in this section, including the identified bonus points for Proposers who demonstrate that at least 10 percentage of the value of the Proposal will be performed by eligible SBEs, DVBEs, and/or LBEs. Proposals also will be evaluated based on the clarity, completeness, and professional quality of the documents submitted, as well as

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Janitorial Services for the Water Replenishment District Facility Locations conformance to the RFP instructions and responsiveness to the RFP requirements in a straightforward and concise manner.

Item

No.

Criteria for Proposal Evaluations Maximum Points

1 Proposers Qualifications and Performance on

Similar or Related Projects

2 Billing Rates 70

TOTAL POINTS: 100

Bonus Points – Achievement of Diversity in Business and

Local Business Participation Requirement

7.1 Proposers Qualifications Performance on Similar or Related Projects

The following will be considered in the evaluation of proposals:

• Competency of cleaning crew and required performance on janitorial work assignments

• Ability to perform work on short notice and anticipated response times.

• Demonstrated quality assurance and control program of janitorial services

• Capability under current workload to perform the work specified herein

• WRD reserves the right to conduct an independent verification of the Proposer’s experience by contacting janitorial references, accessing public information, or contacting independent parties. Prospective proposers shall respond and provide additional information that may be requested during the evaluation of proposals.

Factors to be considered will include, but may not be limited to, experience with similar contracts , contract coordination, cost control, quality of work, technical capability, and adherence to janitorial services schedules and standards.

7.2 Billing Rates

Proposals will be evaluated based on reasonableness and competitiveness of billing rates with respect to the anticipated overall value for services proposed. Refer to Exhibit D for a rate sheet example.

A monthly lump sum value for the actual cleaning services performed at each location identified separately based on the list of routine cleaning schedules. Each location will be shown as a separate line item.

• Location 1 – WRD Headquarters at 4040 Paramount Blvd., Lakewood

• Location 2 – Albert Robles Center at 4320 San Gabriel River Parkway, Pico

Rivera

• Location 3 – Leo Vander Lans Facility at 7380 East Willow, Long Beach

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Janitorial Services for the Water Replenishment District Facility Locations

• Location 4 – Robert Goldsworthy Desalter at 20500 Madrona Avenue, Torrance

• Location 5 – WRD Operations Facility at 2601 Cover Street, Lakewood, CA

90712

• Locations 6 – Perchlorate Treatment Facility at 2265 Irving Street, Vernon, CA

90058

• Location 7 – WRD Storage Facility & Garage at 3673 Industry Ave. Ste 106.

Lakewood, CA 90712

It is expected that the indicated monthly rates and special services rates will remain in effect for the duration of the Contract term unless otherwise specified and approved by

WRD.

8.0 SELECTION PROCESS

This solicitation is being conducted by WRD through a fair and open process in accordance with procurement policies established for water replenishment districts in the

State of California, those policies established by WRD, and applicable State laws.

All responsive proposals will be evaluated by a selection committee formed by the

District. The proposal shall be of such scope and depth to sufficiently describe and demonstrate the Proposer’s understanding, approach, and qualifications to successfully complete the scope of services described herein. Submittal of incomplete or vague responses to any section or subsection of this RFP may result in rejection of the proposal.

Proposals will be evaluated, scored, and ranked based on the criteria specified in Section

7 of this RFP.

Once the proposers are ranked, WRD will initiate negotiation with the top-rated proposer.

If WRD is unable to reach an agreement with the top-rated proposer, negotiations will be formally terminated. WRD will then negotiate with the next highest-ranked proposer and so on until an agreement is reached. Once negotiations with a proposer are terminated, WRD will not renegotiate with that proposer.

The firm that is recommended to the WRD Board of Directors for award of contract will be the one whose proposal is determined to be the most advantageous to the District in consideration of price and all other evaluation factors that are set forth in this RFP. No other factors or criteria not listed in this RFP shall be used in the evaluation.

9.0 GENERAL PROVISIONS

The Proposer should specify if any of the requirements included in this section or any other section of the RFP pose a specific problem, and if so, identify the problem and its impact within the proposal.

9.1 Entire Agreement

The services described in this RFP, the successful proposal (with any proposed optional tasks) approved by WRD and any written changes or amendments to the scope of

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Janitorial Services for the Water Replenishment District Facility Locations services shall represent the entire Agreement between the parties and shall supersede all prior written or oral representations, discussions, and agreements. The Consultant awarded a contract to provide services described in this RFP shall be deemed bound to execute all requirements as listed and prescribed in this RFP, unless WRD modifies aspects of the scope of work or any conditions in the RFP in writing. Thus, the executed

Contract will incorporate the terms and conditions specified in this RFP, as well as the final scope of work and fee schedule submitted by the Consultant as part of its proposal.

9.2 Contract Amendments

Changes that affect the scope of work, period of performance or time schedule, and costs will be effected by written notices of amendment. No payments will be made for work performed outside the original scope of work unless prior written approval was granted by WRD. The Consultant may be required to provide additional services under a negotiated change order approved in writing by WRD.

9.3 Term of Contract

Upon approval by the WRD Board of Directors, the District shall enter into a contract with a maximum term of three years with selected firm.

9.4 Ownership and Use of Documents

Consultant will be required to treat WRD’s documents in confidence and shall indemnify

WRD in case of alteration, loss, or damage thereto. Consultant shall not release to the general public, public agencies, or private businesses in any manner, any information, data, or documents developed pursuant to the performance of services specified herein or information provided by WRD without the expressed written consent of WRD.

Any preliminary or working drafts, notes, and inter-agency or intra-agency memoranda that are not expected to be retained by the Consultant or WRD in the ordinary course of business shall be exempt from disclosure to any public entity under provisions of the

Public Records Act.

9.5 Audit Rights, Business Records Access and Retention

Consultant shall maintain all records related to this Contract and project. During the term of this Contract and for a period of five (5) years after its termination, WRD shall have access to and the right to examine any directly pertinent books, documents, records and any other documents of Consultant directly related to the Contract and project.

9.6 Termination

WRD may terminate the project at any time at its sole discretion. Notice of termination will be provided in writing. Upon termination of the project, WRD shall make payment to the Consultant only for services provided up to the date of termination.

10.0 TERMS AND CONDITIONS

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Janitorial Services for the Water Replenishment District Facility Locations

10.1 Proposal Rejection

WRD reserves the right to accept or reject any or all proposals received in response to this RFP or cancel in whole or part the selection process if it is in the best interest of the

District to do so. Alternatively, the District reserves the right to waive any minor defect or technicality in any proposal received.

10.2 Proposal Clarification and Requests for Additional Information

All proposals shall be afforded fair and equal treatment with respect to any opportunity for clarification. WRD reserves the right to request clarification of information submitted and to request additional information from any or all proposers. The District may require any evidence it deems necessary, such as documentation regarding the Proposer’s financial stability, before any contract is awarded. In conducting discussions with proposers, there shall be no disclosure of information derived from proposals submitted by competing firms.

10.3 Proposal Validity Period

Proposers may withdraw their proposals at any time prior to the due date and time by submitting a written notification of withdrawal signed by the firm’s authorized agent.

Proposers who withdraw their proposals prior to the designated date and time may still submit another proposal if done in accordance within the proper time frame. A proposal cannot be changed or modified after it has been submitted by the designed due date and time and shall constitute an irrevocable offer, for a period of ninety (90) days, to WRD for the services set forth in the proposal.

10.4 RFP Revisions and Addenda

WRD reserves the right to issue a written Addendum or Addenda to provide further clarification or make revisions/corrections to the RFP. All Addenda will be issued via the Procurement Portal. If an Addendum is necessary within 72 hours of the proposal submittal deadline, the District, at its discretion, can extend the proposal submittal deadline.

Any Addendum issued must be acknowledged by the Proposer by signing and submitting the “Acknowledgment of Addendum” form that will be provided with each Addendum.

All Acknowledgment of Addendum forms must be submitted to WRD as part of the proposal package that is submitted by the proposal due date. Failure to acknowledge any

Addenda may result in the proposal being considered nonresponsive and subject to rejection. All Addenda and Acknowledgements shall be submitted via the WRD

Procurement Portal.

The Proposer shall be responsible for ensuring that its proposal reflects any and all addenda issued by the District prior to the submittal due date. Therefore, the District recommends that prospective proposers check the WRD Procurement Portal for this RFP prior to making their submission.

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10.5 Confidentiality

The content of proposals will be kept confidential until the award of contract by the

WRD’s Board of Directors. All materials submitted in response to this RFP will become the property of the WRD and will become public record after award of contract to the successful Consultant. The WRD will not return any proposals to proposers.

If a Proposer believes any portion of its proposal contains confidential or proprietary information, exempt from public disclosures under the California Public Records Act, the

Proposer must label that information within its proposal as “CONFIDENTIAL”, “TRADE SECRET”, or “PROPRIETARY.” The above restrictions may not include cost or price information, which shall be open to the public upon award of contract.

Notwithstanding the foregoing, the District will not be responsible or liable in any way for losses that the Proposer may incur from the disclosure of information or material to third parties.

11.0 LEGAL POLICIES

11.1 Compliance

The Consultant shall abide by and obey all applicable federal, state, and local laws, rules, regulations, and ordinances.

11.2 Governing Laws and Requirements

Performance of services herein shall be governed and construed in accordance with the laws of the State of California. The selected Consultant hereby agrees that in any action relative to the performance of said services, venue shall be in the County of Los Angeles, State of California.

11.3 Public Releases

The Consultant agrees not to use or otherwise make public in any manner, either for profit or nonprofit, any of the information, data, procedures, systems, or documentation developed pursuant to the performance of services specified herein without the expressed written permission of WRD.

11.4 Business License

The Consultant will be required to show evidence of all valid and applicable business license(s), which must be in effect during the period of the performance of services specified herein.

11.5 WRD’s Property

All deliverables submitted pursuant to the performance of services specified herein shall become the sole property of WRD and they may be used in any manner and for any purpose WRD deems in its best interest.

Attachments

ATTACHMENT NO. 1

RFP Submittal Checklist Form

ATTACHMENT NO.1

Request for Proposals (RFP) Submittal Checklist

The following submittals shall be completed and submitted with each Proposal package (see table below for the “Required Submittal Checklist.”). This table has been provided as a convenience for proposers to use as a reference only. Ultimately, it is the Proposer’s sole responsibility to ensure that their proposal complies with all requirements of the RFP and all the required submittals are included in the Proposal package before it is formally submitted to WRD.

Proposals may be deemed nonresponsive if they do not respond to all areas specified in the RFP.

Item No. Required Submittal Checklist Check (√) 1 One signed (1) Proposal package including:

2 Title Page 3 Cover Letter 4 Table of Contents 5 Company Background 6 Project Team and Qualifications 7 Project Understanding and Approach 8 Experience and Record of Past Performance

• (Exhibit B) Key Personnel Participation Form 9 Diversity in Business and Local Business Program:

• Attachment No. 2 - General Information for the Diversity in Business Preference program (if applicable) Business Participation Report (if applicable)

10 Conflict of Interest 11 Other Information

• A statement that the Proposer will meet the insurance requirements per Section 10 of the District’s standard Services Agreement, which is attached to this RFP as (Exhibit C)

• A statement or description regarding any litigation to which the firm is a party, any bankruptcy settlements, or unpaid judgments against the firm or its principals.

• A statement as to whether the firm has defaulted on previous professional contracts.

12 WRD Standard Contract:

A statement accepting all the terms and conditions specified in the District’s standard Services Agreement (Exhibit C)

13 Rate Sheet Example (Exhibit D) 14 Monthly Billing and Sample Invoice (Exhibit E) 15 Acknowledgement Letter (Exhibit F) 16 Addenda Acknowledgement Forms (if applicable)

ATTACHMENT NO. 2

DIVERSITY IN BUSINESS (DIB) PROGRAM

ATTACHMENT NO. 2

DIVERSITY IN BUSINESS (DIB) PROGRAM

Attachment 2 – Diversity in Business (DIB) Program

Table of Contents TOC-1 DATE

TABLE OF CONTENTS

Page

ARTICLE 1 - INTRODUCTION ....................................................................................................................... 1-1

ARTICLE 2 - DETAILS OF THE DIB PROGRAM .............................................................................................. 2-1

ARTICLE 3 - BUSINESS PARTICIPATION REPORT ......................................................................................... 3-1

ARTICLE 4 - GENERAL INFORMATION FOR THE DIVERSITY IN BUSINESS PREFERENCE PROGRAM ........... 4-1

ARTICLE 5 - MONTHLY DIB UTILIZATION REPORT ...................................................................................... 5-1

APPENDICES

Appendix A - WRD Administrative Code Section 10.2.14

Article 1 1-1 DATE Introduction

ARTICLE 1

INTRODUCTION

1.01 The Water Replenishment District of Southern California (WRD or Owner) established the Diversity in Business (DIB) Program to solicit participation in the performance of certain contracts by individuals and businesses that reflect the diversity of Owner's service area and to provide an equal opportunity for these businesses to participate in the performance of Owner contracts.

Bidder participation in the DIB Program is optional at the sole discretion of Owner. Refer to Appendix A for WRD Administrative Code Section 10.2.14.

1.01 Bidders that contract the minimum specified percentage of Work to certified Small Business Enterprises (SBE), Disabled Veteran Business Enterprises (DVBE), Local Business Enterprises (LBE), and other business enterprises will be given a bid preference, as set forth in Article 2 – Details of the DIB Program. For purposes of evaluation, a bidder who meets the participation requirement will have a bid preference percentage applied to its bid price, as described in Article 2.