3-SP-2026-0021 RFP for Janitorial Services for Lake Court.pdf

SUPERIOR COURT OF CALIFORNIA,

COUNTY OF LAKE

REQUEST FOR PROPOSALS

(Non-IT Services)

RFP NUMBER SP-2026-0021

JANITORIAL SERVICES

RFP SP-2026-0021 p. 1

A. BACKGROUND / PURPOSE

The Superior Court of California, County of Lake (“Court”) is requesting proposals from well-qualified Proposers to provide janitorial services. Interested and qualified Proposers who can demonstrate their ability to successfully provide the services described in this Request for Proposal (“RFP”) are invited to submit a proposal.

This is a fully electronic RFP process. All proposals must be submitted electronically on the Court’s Online Procurement Website at https://lacourt.bonfirehub.com/ (“Bonfire”). See the attached Court Online Procurement Procedures document for further information.

B. DESCRIPTION OF GOODS AND/OR SERVICES NEEDED

The Court seeks janitorial services meeting the requirements set forth in the Statement of Work.

C. RFP TIME-LINE

The Court has developed the following list of key events related to this RFP. The listed dates are not binding upon the Court and subject to change at the discretion of the Court. Changes to the listed dates will be posted on Bonfire or on the Court’s website.

EVENT DATE

RFP Issued See Bonfire for exact date

Onsite Pre-Bid Conference See Bonfire for exact date

Deadline for Submission of Questions See Bonfire for exact date

Proposal Due Date (Late proposals will not be accepted by the Court)

See Bonfire for exact date

Proposal Evaluations Process Month of August, 2026 (estimated)

Notice of Intent to Award Month of September, 2026 (estimated)

Project Target Start Date Month of September, 2026 (estimated)

D. RFP PACKET ATTACHMENTS

1. Statement of Work

Describes in detail the specific services for which proposals are being solicited. Once a contractor has been selected, the Statement of Work will become part of the final Agreement.

2. Court Online Procurement Procedures

These rules and procedures govern this solicitation and should be read carefully by Proposer.

https://lacourt.bonfirehub.com/

RFP SP-2026-0021 p. 2

3. Terms and Conditions

Proposers are encouraged to carefully review the Model Agreement, which includes the Court’s Standard Business Terms and Conditions. Please note that the language may be subject to change.

Proposers are not required to sign the Model Agreement at this time. The contractor selected to provide services as a result of this RFP process will be required to sign the final version of the Model Agreement upon completion of the negotiation process.

Any proposed exceptions/modifications to the Model Agreement must be submitted on a red-line version of the Model Agreement with comments to substantiate each proposed exception/modification.

4. Required Forms

All forms posted on Bonfire must be completed and submitted electronically on Bonfire. The completed forms will become part of Proposer’s proposal.

E. MINIMUM REQUIREMENTS

Proposer must meet the minimum requirements listed below. Failure to comply with any one of the minimum requirements may be cause for disqualifying a proposal from further consideration. The Court may, in its discretion, waive minor deviations or defects. Only those proposals that are deemed as meeting the minimum requirements may be considered for a full evaluation and a possible contract award.

1. Proposal Submission Deadline. The proposal must be submitted on Bonfire on or before the Proposal Due Date. The Court will not accept proposals submitted by email, unless otherwise specified.

2. Experience and Capability. Proposer must have at least five (5) consecutive years documented experience in providing services similar to the ones being solicited, as described in this RFP. Such experience shall be documented by completing the Vendor Information Questionnaire on Bonfire.

3. Insurance.

The selected contractor must procure and maintain the insurance coverages as indicated below.

The Court Standard Business Terms and Conditions 5.0 describes the Court’s specific insurance requirements.

☒ Standard Business Terms and Conditions 5.0, Section 22.2 Insurance Requirements – Specific Coverages

☒ Workers Compensation/Employer’s Liability ☒ Commercial General Liability

☒ $2 million per occurrence and $4 million annual aggregate ☒ Commercial Automobile Liability

4. Business License and Certifications. Upon request of the Court, Proposer must submit copies of any current business licenses, professional licenses, certificates or other credentials required by the nature of the contract work to be performed by Proposer.

RFP SP-2026-0021 p. 3

5. Registered with the Department of Industrial Relations (DIR) for Janitorial Services.

6. Required Forms. Proposer must complete and submit all Required Forms as directed.

F. TECHNICAL PROPOSAL

In preparing its proposal, Proposer should do so in its own words and take care not to simply copy the language in the RFP. Specific information is requested from all Proposers to ensure that the proposals can be fairly compared in a standard manner. Only that information which is contained in the proposal will be evaluated. Incomplete or inaccurate information may result in disqualification of the proposal.

1. Executive Summary. Provide an Executive Summary of your proposal. The Executive Summary should be a high‐level, general overview of how Proposer intends to accomplish the requirements of this RFP. The Executive Summary should demonstrate the Proposer’s understanding of the requirements. The Executive Summary must also address how Proposer meets the minimum requirements.

2. Work Plan for Providing the Requested Services. Provide a detailed Work Plan, which must include a proposed method for completing the work set forth in the Statement of Work.

3. Staff Qualifications. For each key staff member provide a resume describing the individual’s background and experience, as well as the individual’s ability and experience in conducting the proposed activities.

4. Business License and Certification. Proposer must submit a copy of all business or professional licenses or certificates required by the nature of the services to be performed and held by Proposer (i.e. California State Board of Equalization Seller’s Permit and Business License).

5. Required Forms. Proposer shall complete and submit all Required Forms posted on Bonfire where indicated on Bonfire.

G. COST PROPOSAL

1. Proposer shall submit on Bonfire, where indicated, its pricing for the services described in the Statement of Work for each year of the initial term of three (3) years as well as each of the two

(2) optional one-year extensions thereafter. Accordingly, rates and annual prices should be provided by proposer’s cost proposal for each of the five (5) potential years for which the awarded agreement could be in effect.

2. Proposers shall also submit costs for the additional optional services and deliverables described in Section 6.9 of the Attachment A Statement of Work. The Court may or may not require these services during the term of the awarded agreement but requires the costs for these services for each of the five (5) potential years for which the awarded agreement could be in effect.

3. In calculating pricing to be offered, Proposers are cautioned to include all costs associated with providing the service.

H. EVALUATION OF PROPOSALS

1. The Court shall evaluate the proposals using the criteria set forth in the table below. An award, if any, will ultimately be made to the highest scoring proposal.

RFP SP-2026-0021 p. 4

2. If a contract will be awarded, an Intent to Award Notification will be posted on the Court’s website at https://www.lake.courts.ca.gov.

EVALUATION CRITERIA PERCENT WEIGHTED

Experience on Similar Assignments 35%

Quality of Work Plan Submitted 20%

Cost 45%

Disabled Veteran Business Enterprise 3%

I. ADDITIONAL PROVISIONS

1. Cooperative Agreement (“Piggybacking”). Following discussion and consideration by the Court and the successful bidder/proposer, the “piggybacking clause,” provided in the Model Agreement, may be included in the final form of the Agreement if mutually desired.

2. Disabled Veteran Business Enterprise (“DVBE”) Preference.

a. The Court has established rules and procedures for its DVBE program. Qualified Proposers wishing to claim the DVBE incentive should refer to the DVBE Rules and Procedures for further information. The Court’s DVBE Rules and Procedures can be located at the following website:

https://www.lacourt.ca.gov/pages/lp/procurement/tp/shared-procurement-services-sps-program/cp/socioeconomic-programs-for-the-sps-program

b. A Proposer will receive the DVBE incentive if, in the Court’s sole discretion, Proposer has met all applicable requirements. If Proposer receives the DVBE incentive, the final score of its proposal will be increased (for evaluation purposes only) by an amount equal to 3% the total possible available points.

3. Generative Artificial Intelligence (GenAI)

a. Definitions.

“Artificial intelligence” or “AI” means technology that enables computers and machines to reason, learn, and act in a way that would typically require human intelligence.

“Generative Artificial Intelligence” or “GenAI” means an artificial intelligence system that can generate derived synthetic content, including text, images, video, audio, code, and data visualizations, that emulates the structure and characteristics of the system’s training data.

b. In its proposal, Proposer must notify the Court if Proposer’s goods or services contain or utilize GenAI (or will contain or utilize GenAI), or if GenAI is or will be included in any services, goods, or deliverables that materially impact:

1) Functionality of a Court system (i.e., the work using GenAI could have a significant, substantial effect on the system’s data integrity, availability, confidentiality, or https://www.lake.courts.ca.gov/ https://www.lacourt.ca.gov/pages/lp/procurement/tp/shared-procurement-services-sps-program/cp/socioeconomic-programs-for-the-sps-program https://www.lacourt.ca.gov/pages/lp/procurement/tp/shared-procurement-services-sps-program/cp/socioeconomic-programs-for-the-sps-program

RFP SP-2026-0021 p. 5 security, and failure to perform such work in accordance with the contract could cause major disruptions to court operations);

2) Risk to the Court (i.e., the work using GenAI could have a significant, substantial effect on the Court’s operations, finances, security, or reputation, and failure to perform such work in accordance with the contract would constitute a high likelihood of damage to the JBE); or

3) Contract performance (i.e., when failure to conduct work which uses GenAI in accordance with the contract would constitute a material breach of contract).

c. Proposer’s failure to disclose GenAI to the Court may result in disqualification (at the Court’s sole discretion), and the Court reserves the right to seek any and all relief it may be entitled to as a result of such non-disclosure.

d. The Court reserves the right to incorporate GenAI-related provisions into the final contract and to reject bids/offers that present an unacceptable level of risk to the Court, as determined by the Court in its sole discretion.

4. Janitorial Services.

a. The selected contractor will be subject to the requirements of the Property Service Workers Protection Act (Labor Code §§ 1420-1434). For more information, visit:

https://www.dir.ca.gov/DLSE/Janitorial_Registration_FAQs.html.

b. Any Contractor(s) awarded a contract as a result of this RFP must comply with all aspects of the Displaced Janitor Opportunity Act (Labor Code §§ 1060-1065) including any employee retention rights and all transition activities.

5. Multiple Awards. The Court reserves the right, but is under no obligation, to award multiple contracts to more than one vendor under this RFP. If multiple awards are made, the Court will not be obligated to procure any minimum amount of Work under such contracts executed under this RFP.

https://www.dir.ca.gov/DLSE/Janitorial_Registration_FAQs.html

RFP SP-2026-0021 p. 6

ATTACHMENT A – STATEMENT OF WORK (SOW)

1. SERVICES AND DELIVERABLES NEEDED

Contractor will provide janitorial services to the two (2) Court facilities listed in the table below. The services are described in detail by location below. The services provided shall be in accordance with this Statement of Work.

COURT SERVICE LOCATIONS

SQUARE FEET

Lake County Superior Court 675 Lakeport Blvd.

Lakeport, CA 95453

31,153

Clearlake Branch 7000A S. Center Dr.

Clearlake, CA 95453

5,500

Minimum services to be included in the proposal are as follows:

2. DESCRIPTION OF LOCATION: LAKEPORT

a. Address and Service Area

Location: 675 Lakeport Blvd., Lakeport CA 95453 Number of stories/floors: 2 Area to be serviced: 31,153 sq ft

i. First Floor: 12,540 sq ft

Tables 1-2 describe flooring and plumbing fixtures

Table 1

FIRST FLOOR FLOORING TYPE TOTALS

Flooring Description Square Footage Carpet 7194 Ceramic Tile 2729 Vinyl 1377 Sealed Cement 1240 Total 12,540

RFP SP-2026-0021 p. 7

Table 2

ii. Second Floor: 18,613 sq ft

Tables 3-4 describe flooring and plumbing fixtures

Table 3

SECOND FLOOR FLOORING TYPE TOTALS

Flooring Description Square Footage Carpet 14026 Ceramic Tile 4504 Vinyl 83 Total 18,613

Table 4

SECOND FLOOR PLUMBING FIXTURES

Total Plumbing Fixtures Number Sinks 15 Toilets 14 Urinals 2 Total 31

3. DESCRIPTION OF SERVICES AND DELIVERABLES: LAKEPORT

Services are required five (5) nights per week, Monday through Friday (between 5:30pm and 6:00am), excluding holidays. Below are the services that the proposer must be able to provide without the use of subcontractors.

Lakeport Courthouse

ENTRANCE/EXIT AREAS

Includes Public and Staff Areas

Frequency Secure all locks after each visit. Lock exterior doors and interior office and courtroom doors.

5 days/week

After cleaning, turn off all inside office lights 5 days/week Remove and dispose of trash from exterior entrance trash cans, replace liners as needed

2 days/week or as needed

Vacuum floor mats at all entrances 5 days/week

FIRST FLOOR PLUMBING FIXTURES

Total Plumbing Fixtures Number Sinks 13 Toilets 12 Urinals 3 Showers 1 Total 29

RFP SP-2026-0021 p. 8

Clean door glass at main entrance 3 days/week Clean inside glass wall at main entrance Bi-annually Clean glass on all interior door windows Bi-annually Sweep/vacuum/wet mop and rinse floors at public entrance lobbies 5 days/week Sweep stairwells and landings on 1st and 2nd floors (main lobby and south stairwell) 2 days/week or as needed Damp mop stairwells and landings on 1st and 2nd floors (main lobby and south stairwell)

1 day/month

Damp wipe railings of stairwells on 1st and 2nd floors (main lobby and south stairwell)

2 days/week or as needed

Clean and disinfect interior of public elevator and staff elevator 2 days/week or as needed Damp mop public elevator and staff elevator floors 1 day/week or as needed Remove cobwebs from all entrance/exit areas 1 day/month

All AREAS, EXCLUDING COURTROOMS These areas include upstairs and downstairs lobbies, conference rooms, open office areas, private offices, breakroom/coffee counters, hallways, assembly areas, jury deliberation rooms, security office, judges’ chambers and attorney/client rooms Frequency Do not clean desktops or disturb any files or documents that may be on desks, counters, cabinets, in boxes or on the floor

Remove and dispose of trash and recycling, replace liners as needed, clean receptacles as needed

5 days/week

Remove and dispose of any trash left in public areas 5 days/week Disinfect public counters and other high touch areas 5 days/week Clean all public counter windows 2 days/week or as needed Clean and disinfect doorknobs, handles, and metal plates 5 days/week Damp wipe benches in waiting areas with appropriate cleaner 1 day/week or as needed Spot vacuum high traffic areas such as walkways and other common areas showing dirt and/or debris

3 days/week or as needed

Thoroughly vacuum all areas, including under desks 2 days/week Remove cobwebs from interior fixtures, corners, windows and ceilings Monthly Dust wood surfaces and exposed tops of cabinets in offices and chambers 1 day/week Dust all non-upholstered seating in public areas and offices 1 day/month Clean and disinfect drinking fountains and/or water filter fountains 1 day/week or as needed Clean and disinfect sink and counter in lactation rooms (1 on 1st floor & 1 on 2nd floor) 1 day/week or as needed

Clean and disinfect counter and sink in first floor breakroom 5 days/week Sweep and damp mop first floor luxury vinyl breakroom floor 1 day/week Clean and disinfect sink and counters of coffee areas (4 on 1st floor) 1 day/month or as needed Sweep and damp mop luxury vinyl floors in the 4 Coffee areas 2 days/week Clean and disinfect counters and sinks in jury deliberation rooms (2 on 2nd floor) 2 days/week or as needed Clean tables in conference rooms (2 on 1st floor & 1 on 2nd floor) and jury deliberation rooms (2 on 2nd floor)

2 days/week

Clean/disinfect tables and vacuum floors as needed in attorney/client rooms (4 on 2nd floor)

3 days/week

Dust/damp wipe windowsills Bi-weekly

RFP SP-2026-0021 p. 9

Remove cobwebs from interior fixtures, corners, windows and ceilings Monthly Keep janitor rooms neat, clean, and organized 5 days/week

COURTROOMS Frequency Dust and disinfect court reporter station, witness stand, and counsel tables 5 days/week Thoroughly vacuum all carpeted areas 2 days/week

Spot vacuum all carpeted areas as needed 3 days/week

Dust exposed areas of judges' bench and clerk stations including printers and monitors, never touching paperwork

1 day /week

Dust bailiffs' desks, never touching paperwork 1 day/week Dust exposed areas of lateral file cabinets 1 day/week Damp wipe benches in courtroom areas with appropriate cleaner Monthly Damp wipe all surfaces in courtrooms with appropriate cleaner, avoiding papers 1 day/week

Remove cobwebs from interior fixtures, corners and ceilings Monthly

Remove and dispose of trash and recycling, replace liners as needed, clean receptacles as needed

5 days/week

RESTROOMS

There are a total of 14 restrooms. All restrooms should be checked and cleaned daily Monday-Friday.

RESTROOM LOCATIONS

1st Floor: Self Help, Jury Assembly, Clerk and Admin Areas - 4 Restrooms (2 multi public, 2 multi staff) and 1 single shower room 2nd Floor: 10 Restrooms (2 multi public, 2 single staff, 2 single jury, 4 single chambers) Sweep floors 5 days/week Wet mop ceramic tile floors with disinfectant and rinse 2 days/week or as needed Clean and disinfect toilets and urinals including exterior of fixtures 5 days/week Clean and disinfect sinks, faucets, and counters 5 days/week Clean and disinfect doorknobs, disabled door openers, stall handles and locks 5 days/week Clean and disinfect baby changing stations 5 days/week Remove and dispose of trash, replace liners 5 days/week Replenish toilet paper, paper towels, and soap supplies in dispensers when empty 5 days/week Clean and polish mirrors, supply dispensers, handicap bars 5 days/week Clean stall doors and walls 1 day/month or as needed Remove cobwebs from interior fixtures, corners, and ceiling Monthly Clean and disinfect shower if used (check daily) 1 day/week or as needed

4. DESCRIPTION OF LOCATION: CLEARLAKE

a. Address and Service Area

Location: 7000 A South Center Dr. Clearlake, CA 95422 Number of stories/floors: 1 Area to be serviced: 5,500 sq ft

b. Flooring and Plumbing Fixtures area described in Tables 1-2 below:

RFP SP-2026-0021 p. 10

Table 1

AREAS FLOORING TYPE

Public Foyer/Security screening/Lobby Vinyl Clerks’ Office Carpet Chambers Carpet Courtroom Carpet and Vinyl Self Help Center Carpet Self Help Center Coffee Area Vinyl Mediation Room Carpet Shared Breakroom Vinyl Restrooms Vinyl

Table 2

PLUMBING FIXTURES

Total Plumbing Fixtures Number Sinks 6 Toilets 7 Urinals 1 Total 14

5. DESCRIPTION OF SERVICES AND DELIVERABLES: CLEARLAKE

Below are the services that the proposer must be able to provide without the use of subcontractors.

Services are required two (2) nights per week, Tuesday and Friday (between 5:30 pm and 6:00 am), excluding holidays. When a holiday falls on a Tuesday or Friday, work shall be rescheduled to court’s satisfaction. Designated work nights are subject to change.

Clearlake Branch

Entrance/Exit Tasks Frequency Secure all locks after each visit-Lock exterior doors and interior office and courtroom doors

After cleaning, turn off all inside office lights 2 days/week

Remove and dispose of trash from exterior Entrance Trash Can, replace liner 1 day/week

Clean inside door glass - Main entrance, Clerk entrance, Self Help Entrance 1 day/week

Remove cobwebs from all entrance/exit areas Monthly

Clean outdoor glass-Main entrance, Windows Bi-Annually Clerk Office, Chambers, Self Help, Mediation Room and Public Area Frequency

Do not clean desktops or disturb any files or documents that may be on desks, counters, cabinets, in boxes or on the floor.

Remove and dispose of trash and recycling, replace liners as needed, clean receptacles as needed

2 days/week

Remove and dispose of any trash left in public areas 2 days/week Disinfect all public counters and other high touch areas 2 days/week

RFP SP-2026-0021 p. 11

Clean all public counter windows 1 day/week Clean and disinfect doorknobs, handles, and metal plates 1 day/week Damp wipe seating in waiting area with appropriate cleaner Bi-weekly or as needed Thoroughly vacuum all carpet areas, including under desks 1 day/week Spot vacuum as needed 1 day/week Vacuum fabric panels of all cubicles Quarterly Sweep/Dust mop foyer and hallway floors 2 days/week Wet mop foyer and hallway floors 1 day/week Spot cleaning of foyer and hallway floors as needed 1 day/week Dust wood surfaces and exposed tops of cabinets in offices and chambers 1 day/week Clean and disinfect drinking fountain 1 day/week or as needed Sweep and damp mop breakroom floor 1 day/week Clean and disinfect sink, counter and table in breakroom 1 day/week Remove finger marks from painted walls, doors and door frames 1 day/week or as needed

Damp wipe window and door sills Bi-weekly Remove cobwebs from interior fixtures, corners and ceilings Monthly Clean and disinfect public seating 2x/year Dust all non-upholstered seating in public areas and offices 1 day/month Strip and wax hallway and foyer and polish 2x/year

Courtroom and Jury Room Frequency Thoroughly vacuum all carpeted areas, including under desks and tables 1 day/week Spot vacuum as needed 1 day/week Sweep/Dust mop vinyl flooring 1 day/week Clean court reporter station, witness stand, counsel tables and jury room table 1 day/week Dust exposed areas of judges' bench, clerk & bailiff stations including printers and monitors, never touching paperwork

1 day/week

Clean and disinfect jury room sink, faucet, and counter 1 day/week Remove cobwebs from interior fixtures, corners and ceiling Monthly Remove and dispose of trash and recycling, replace liners as needed, clean receptacles as needed 1 day/week Vacuum upholstered chairs Quarterly

Restrooms Total of 6 Restrooms: Public (2), Chambers (1), Jury Room (1), Self Help (2) Frequency Sweep floors 2 days/week Wet mop floors with disinfectant and rinse 1 day/week Clean and disinfect toilets and urinals including exterior of fixtures 2 days/week Clean and disinfect sinks, faucets, and counters 2 days/week Clean and disinfect doorknobs, disabled door opener, stall handles and locks 2 days/week Clean and disinfect baby changing stations 2 days/week Remove and dispose of trash, replace liners 2 days/week Replenish toilet paper, paper towels and soap supplies in dispensers when empty 2 days/week Clean stall doors and walls 2 days/week Remove cobwebs from fixtures, corners, and ceiling Monthly

RFP SP-2026-0021 p. 12

6.0 PROVISIONS TO APPLICABLE SERVICES

a. Contractor shall furnish all necessary labor, supervision, travel, equipment, materials and supplies to perform the services described in Section 1-A and 1-B of the Description of Services and Deliverables of the RFP, except as set forth in this section, Materials and Supplies 2.2, G.

b. Contractor shall provide sufficient labor and supervision at all times to carry out the work satisfactorily and shall ensure that only competent workers who are skilled in the type of work specified are employed. If the Court determines that a person is incompetent or unsuitable, the Contractor shall immediately remove such a person from performing any further service, notify the Court immediately and make sure that all keys, badges and any other items that belong to the Court are returned to the Court within twenty-four (24) hours. The court will evaluate the quality of the janitorial services on a quarterly basis. Upon the Court’s request, Contractor will replace any assigned staff if the services provided by such staff do not meet the quality standards set forth in this Statement of Work.

c. Contractor shall keep a record of each of its employees working on this agreement, as follows:

o Name, address and telephone number o Court Work Location o Emergency Contact Information

d. Contractor will ensure that all persons assigned to this Agreement are reliable and of reputable background and sound character at all times during such person’s assignment to a Court facility.

At Contractor’s expense, Contractor shall drug test all persons prior to each person’s assignment to the Court. At the Contractor’s expense, Contractor shall provide the Court with an authorization to conduct a criminal history check, and a copy of the person’s California driver’s license or California identification card. Contractor shall not assign personnel who refuse to undergo a background check. Contractor shall provide prompt notice to the Court of (i) any person who refuses to undergo a background check, and (ii) the results of any background check requested by the Court and performed by Contractor. Contractor shall ensure that the following persons are not assigned to perform services for the Court: (a) any person refusing to undergo such background checks, and (b) any person whose background check results are unacceptable to Contractor or that, after disclosure to the Court, the Court advises are unacceptable to the COURT.

e. Contractor shall provide relief personnel as necessary to ensure that each assignment is performed per specifications and deliverables, regardless of employee absenteeism.

f. The lead person on the janitorial crew shall be able to read, write, speak and understand the English language to the extent required for communication in person, via telephone, and in writing with designated facilities and Court representatives in connection with the janitorial duties to be performed. Further, the communication ability shall extend to being able to call the appropriate law enforcement agencies and/or an alarm company in the event of a break-in or inadvertent activation of a burglar alarm system.

g. Contractor will be required to ensure that the building is properly secured and locked when they are the last ones to leave the building after hours. Contractor shall maintain the confidentiality of the court. In addition, the Contractor shall ensure that all employees are properly trained on safety and emergency procedures (such as fire building evacuations) for the facilities in which they work.

h. Contractor shall notify Court of any irregularities noted during performance of services including, but not limited to, doors left unlocked, lights not working, or left on, defective plumbing, broken

RFP SP-2026-0021 p. 13 windows, broken bathroom fixtures, unstable or broken furniture, graffiti, vandalism and/or damage to the building or its contents.

i. No unauthorized visitors or workers will be allowed on the facilities premises. The Court must approve all individuals visiting or working in the facilities.

j. Contractor employees are prohibited from using, tampering with or removing from Court premises Court equipment, including, but not limited to, computers, networks, photo copiers, telephones, printers, consumable supplies and office supplies. The removal of Court equipment or consumable supplies is prohibited, and the Court will seek prosecution of any individual(s) who may do so. The Court will also seek financial restitution for the use and/or removal of equipment and/or supplies from the Court. Contractor employees are also prohibited from disturbing papers on desks or other work areas, opening any drawers or cabinets, opening court files or tampering with or removing any document(s) from Court premises.

k. If the Court finds any Contractor’s employee to not be satisfactorily performing the services as described in this Statement of Work, the Court shall reserve the right to direct the Contractor to replace this employee immediately. This provision in no way requires the Contractor to terminate the employment of any employee replaced pursuant to this paragraph. Nor, by the terms of this section, does the Court endorse or approve (expressed or implied) any termination by Contractor of any employee replaced pursuant to this paragraph.

l. The Contractor is responsible for maintaining satisfactory standards for employees in regards to conduct, appearance and integrity (i.e. use of foul language, use of Court staff’s personal items, phone usage). The Contractor’s employees shall present a neat and clean appearance at all times while performing work at the facilities.

m. Contractor shall ensure that staff keep voices, radios and other electronic devices at a low decibel level so as not to disturb any staff that may work after hours.

n. Contractor shall conduct its work in a manner that will cause a minimum of inconvenience to the facilities’ employees and general public. The facilities’ business must be maintained without interruption during the progress of the work, and no unnecessary interference will be permitted.

6.1 EQUIPMENT

a. The equipment used by the Contractor and methods used in the handling of the work will be such that a satisfactory quality of work will be maintained, and which will ensure compliance with the intent of the agreement.

b. In cases where particular types of equipment have been banned, or in cases where the designated

Court contact or his or her designee has condemned for use any piece of equipment, the Contractor shall remove such equipment from the site of work. Failure to do so within a reasonable time may affect a breach of agreement.

6.2 MATERIALS AND SUPPLIES

a. Only Materials and Supplies meeting industry standards will be acceptable in the performance of this work. The Project Manager reserves the right to specify the type and quantity of all materials used in the work. In the event a substitution is necessary for a required material, written notice will be provided to the Contractor and a material of equal value will be substituted at no additional cost to the Court. Floor finishes, polishes, cleaners, detergents and germicides shall be Green Seal certified when possible and be harmless to the surfaces on which they are used. Floor wax shall be the “no-skid” type and shall only be used at the Clearlake location.

RFP SP-2026-0021 p. 14

b. Contractor is required to submit a materials list of all supplies that will be used on court premises at any time during this agreement.

c. Court reserves the right to request at any time a change of materials used, should there be health, safety and/or quality issue(s) involved, without any increase in cost. Contractor may make recommendations in the court’s best interest, but must obtain prior written approval from the Court when implementing any changes(s) related to this subject.

d. Contractor shall have readily available at each building in the janitorial space, Materials Safety Data Sheets of all cleaning products/chemicals as required by the State of California, Occupational Health and Safety Administration (CAL/OSHA). A copy of the job specifications shall also be readily available.

e. Under no circumstances will cleaning tools and materials be left unattended during normal business hours.

f. The Contractor shall handle chemicals at each site so as to minimize the possibility of exposure of facility occupants to acid-based or caustic based materials. A list of all chemicals used for these services shall be submitted and pre-approved by the Court’s designated contact. Green Seal certified products shall be used when possible.

g. The Court will supply to the Contractor light, power and hot and cold water as may be required for the performance of the work. The Court will also supply all restroom supplies such as toilet paper, seat covers, bathroom deodorizers, dispenser batteries, paper towels, bag liners, trash receptacles and soap. The Contractor shall notify the Project Manager when replenishment of any of these items is necessary and before the stock of any item is depleted so that a sufficient supply remains until the stock is replenished.

h. The Contractor will ensure that mop pails do not have standing water or solutions overnight and

Contractor will keep janitorial room drains and sinks clean and open.

i. All unused products and empty containers shall be properly disposed of by the Contractor as required by federal, state and local laws and regulations. If requested, the Contractor shall provide Court with documentation of proper disposal of all products and containers used in the performance of services.

6.3 STORAGE OF EQUIPMENT AND MATERIALS

a. The Contractor shall obtain prior approval from the designated Court representative for any space or area required for storage of the Contractor’s equipment and materials. The Court shall not be held liable for any loss or damages.

b. Equipment and materials shall not be piled or stored at any location to hinder normal business operations or to constitute a hazard to persons or property.

c. All materials which are stored in a liquid state shall be stored on shelves not higher than (5) feet above the floor

d. All products stored in secondary containers shall be properly labeled as to the contents.

RFP SP-2026-0021 p. 15

6.4 CLEANING STANDARDS

a. When disinfecting, Contractor will apply an approved disinfectant/germicidal agent;

b. When polishing, Contractor will apply a high quality wood preservative or metal cleaner to furnishing and wipe using a soft, non-abrasive cloth, so as not to leave any residual on a clean polished surface.

c. When vacuuming, Contractor will completely remove lint, dust, loose soil, staples and debris by use of an industrial-type filtered vacuum cleaner with disposable bags;

d. When dusting;

i. Contractor will use the most effective means of dusting, such as appropriately treated dusting cloths, vacuuming tools, etc. When doing high cleaning, Contractor will ensure that dust does not fall from high areas onto furniture and equipment below;

ii. Contractor will ensure that (i) there are no dust streaks remaining; (ii) corners, window sill crevices, moldings, and ledges are free of all dust; and (iii) no oils, spots, smudges or scratches are left on dusted surfaces caused by the dusting process;

iii. Dry dusting is prohibited throughout all areas of the Courthouse, feather type dusters are also prohibited throughout all areas of the Courthouse.

e. When cleaning surfaces:

i. Contractor will use a clean damp cloth to remove all dirt, spots, streaks, fingerprints and smudges from walls, doors, partitions, ledges, counter tops, sinks, tables, hand rails, benches, chairs, glass, windows, and other specified surfaces, then drying to provide a clean, polished appearance. The wetting solution shall contain an appropriate approved neutral general purpose cleaning agent. Sponges are prohibited throughout all areas of the Courthouse.

ii. When cleaning bright metal surfaces, Contractor will damp wipe and dry the surface with a suitable cloth so a polished appearance can be attained.

f. When cleaning windows and other glass:

i. Contractor will leave all glass clean and free from dirt, grime, streaks, smudges, fingerprints and excessive moisture. Contractor will thoroughly wipe, free of any drippings, watermarks, or debris, the window sashes, sills and woodwork around interior glass and other surrounding areas. Windows shall be shut and locked after cleaning;

g. When cleaning restrooms the Contractor will:

i. Thoroughly clean, disinfect and restock all restrooms, resulting in clean, sanitary and odor free restrooms;

ii. Use a disinfectant-deodorizer cleaner to clean all restroom surfaces;

RFP SP-2026-0021 p. 16

iii. Clean and disinfect all porcelain and stainless-steel fixtures (including sinks, urinals, toilets, shower, etc.) so that they are clean, sanitary, and bright, with no dust spots, stains, rust, mold, odor or encrustation of any kind;

iv. Clean and disinfect walls, floors, mirrors, trashcans, cabinets and other surfaces adjacent to fixtures so as to be free of spots, stains, dripping water marks and odor;

v. Restock paper products and soap as necessary to prevent outages;

h. When cleaning the break room and coffee areas:

i. Contractor will thoroughly clean and disinfect the areas, resulting in clean, sanitary and odor-free break room and coffee areas.

i. When cleaning generally:

i. Contractor will pick up and remove trash, paper, empty cans and bottles and other debris inside the Courthouse, including offices, passageways, stairways, lobbies, waiting areas, and outside landings and steps at entrances and exits; keep entry and exit ways inside the Courthouse free of dirt, dust, and trash. Emptying and disposing of trash from outside trashcans located at entrances;

ii. Contractor will deposit recycled trash materials into appropriate recycling receptacles as provided.

iii. Clean and disinfect drinking fountains, and maintain them free of trash, and keep the nozzles free from any encrustation.

j. When cleaning and maintaining floors, Contractor will use the method appropriate for the type of floor:

i. Ceramic Tile and Luxury Vinyl Tile Flooring:

Contractor will sweep, vacuum and dust mop as needed to remove dust and loose dirt and grit. Contractor shall only use vacuums that do not have bristle beater bars.

Contractor will damp mop the floors so that upon completion of work, floor surfaces are left clean, sanitary and brightly finished. No dirt or lint should be left in corners, under furniture, behind doors or on stair landings.

ii. If furniture and equipment must be moved, no chairs, wastebaskets or other items shall be stacked on desks, tables, or window sills. All furniture and equipment must be returned to its original location and position taking care not to scratch the floors.

Baseboards, walls, furniture and equipment shall not be splashed, disfigured or damaged during floor care operations. All janitorial tools and equipment shall be maintained in a clean and safe condition and neatly stored in the assigned storage areas. All finished surfaces shall be maintained so as to provide safe anti-slip walking conditions;

iii. When cleaning carpeted flooring, Contractor will thoroughly vacuum all floors free of all visible litter, lint, staples and soil. Chairs, wastebaskets, and easily movable items shall be moved and the carpet vacuumed underneath. Any tears or unraveling shall

RFP SP-2026-0021 p. 17 be brought to the attention of the Court Executive Officer or their designee in writing by means of an email as soon as discovered;

iv. When cleaning sealed concrete flooring, Contractor will sweep or vacuum with a soft-brush attachment to remove abrasive dirt. Contractor will damp mop the floors using a pH-neutral cleaner or a specialized stone/concrete cleaner. Contractor shall not use any cleanser containing ammonia, bleach, or vinegar which can strip the sealer.

v. When sweeping, dust mopping or vacuuming, Contractor will ensure that (i) floors are left clean, free of dirt streaks, lint and other debris; and (ii) no dirt or lint is left in corners, under furniture, behind doors, or on stair landings. No dirt shall be left where sweepings were picked up.

vi. When damp mopping, Contractor will properly prepare the floors by thoroughly sweeping, dust mopping and/or vacuuming to remove visible dirt, lint and debris from floor surface before cleaning with an approved neutral general purpose floor cleaner to remove dirt, stains, food, ink, spots and odor. Contractor will ensure that floors are clean and free of water streaks. Contractor will not use harsh, acidic or highly alkaline cleaners. The use of a floor scrubbing machine is allowed, using only a slow speed (175 RPM). The white super polish pad 4100 can be used for removing soil and scuff marks with minimal dulling. The red buffer pad 5100 can be used for everyday light scrubbing to remove light soil, scuff marks and black heel marks. Contractor will rinse the floors with clean water after mopping and/or scrubbing.

6.5 HOURS OF OPERATION AND HOLIDAY SCHEDULE

a. Contractor is responsible for providing services as described herein Monday through Friday between 5:30 p.m. and 6:00 a.m., excluding holidays. The Contractor shall review the Court’s observed holiday schedule with the Court annually.

b. The hours of work under any resulting Agreement shall be in accordance with, and subject to, the provisions of the State of California labor code. The Court reserves the right to reschedule Contractor’s hours of work.

c. Hours of Operations for all Locations: 8:00 a.m. to 5:00 p.m.

d. Court Holidays Observed at All Locations:

o January 1, New Year’s Day o Martin Luther King Day; the third Monday in January o The third Monday in February; President’s Day o March 31, Farmworkers Day o Memorial Day; the last Monday in May o June 19, Juneteenth o July 4, Independence Day o Labor Day; the first Monday in September o Native American Day; the fourth Friday in September o November 11, Veterans Day o Thanksgiving Day; the fourth Thursday in November o The day after Thanksgiving Day o December 25, Christmas Day

RFP SP-2026-0021 p. 18

If a holiday occurs on a Saturday, the preceding Friday will be observed as that holiday. If a holiday occurs on a Sunday, the following Monday will be observed as that holiday.

Contractor is responsible for obtaining a schedule of holidays from the Court. The Court reserves the right to change holidays and will provide Contractor with reasonable notice regarding any date changes.

6.6 ACCEPTANCE OF WORK, INSPECTION AND REPORTING REQUIREMENTS

a. The Court’s Project Manager and his or her designee will make field inspections of the Contractor’s work at their discretion and will be responsible for signing off acceptance of all the work submitted. Prior to sign-off, Project Manager will apply the acceptance criteria (including timeliness, completeness & technical accuracy) to determine if Contractor’s work is acceptable. Contractor shall provide the work to Court and Court shall accept that work, if delivered in accordance with the criteria. Project Manager shall notify the Contractor of the work’s acceptability. If rejecting the work, Project Manager shall detail its failure to meet the criteria. Contractor shall have ten business days from receipt of notice of rejection to correct the failure(s) to conform to the criteria.

b. Inspection shall not relieve the Contractor of their obligations to inspect and furnish material and workmanship in accordance with the agreement. Imperfections of materials or workmanship overlooked by the inspectors shall not be exempted from rejection if they shall later be discovered.

6.7 CUSTOMER SERVICE

a. All customer service issues shall be addressed in a consistent manner during the Court’s normal business hours (8:00 a.m. to 5:00 p.m.)

6.8 MANNER OF PERFORMANCE OF WORK

a. The Contractor shall complete all Work to the Court's satisfaction and in compliance with all applicable Federal, state and local law and regulation.

6.9 ADDITIONAL OPTIONAL SERVICES AND DELIVERABLES

a. The Court may or may not elect to order these services.

COURT SERVICE LOCATIONS

Lake County Superior Court 675 Lakeport Blvd.

Lakeport, CA 95453

Clearlake Branch 7000A S. Center Dr.

Clearlake, CA 95453

RFP SP-2026-0021 p. 19

Item As-Needed Service Description 1 Outside window washing for Lakeport courthouse

2 Carpet cleaning

3 Hazmat cleaning of bodily fluids on any surface, including carpet, upholstered chair, bench seating, etc.

4 General decontamination services for entire court location or specific areas when needed

5 Mid-day cleaning for the Lakeport location. Cleaning will include disinfecting common areas including public counters, restrooms, public hallways and courtroom table/desk surfaces. The service will also include restocking items in the restrooms as necessary.

END OF ATTACHMENT A