Bid Notice.pdf

REQUEST FOR PROPOSALS

JANITORIAL SERVICES

Solicitation #: RFP-16-026

The City of Healdsburg is soliciting proposals from knowledgeable, qualified firms to provide Janitorial Maintenance Services at City facilities.

All proposals must be received either by mail or hand-delivered to 401 Grove Street, Healdsburg CA 95448 by October 27th, 2026 @ 2PM. The City will not accept proposals submitted by email or fax, nor will it accept proposals submitted after the specified deadline.

PROJECT CONTACT:

Tyler Kettmann Central Services Manager tkettmann@Healdsburg.gov

Request for Proposals

RFP-16-026 Request for Proposals City of Healdsburg Page 2 of 11 Janitorial Services

TABLE OF CONTENTS

I. Introduction

A. Purpose of RFP B. Project Background C. Proposer Registration D. Award Determination E. RFP Schedule F. Examination/Interpretation of the RFP Documents G. NON-MANDATORY Pre-Proposal Site Visit AND INFORMATIONAL SESSION H. Council Award I. Solicitation Modifications

II. Scope Of Services

A. Program Standards

III. Proposer Eligibility Requirements

A. Proposers’ Certifications B. Primary Contract Requirement C. Required Experience D. Prevailing Wage Requirements:

E. Legal Requirements and Permits:

F. Severability and Legality:

IV. Proposal Format and Submittal Requirements

A. Proposal Format B. Required Proposal Documents C. Method and Location of Proposal Delivery

V. Proposal Evaluation and Award Process

A. Proposal Evaluation Process B. Ranking, and Notice of Award C. Agreements D. Rejection of Proposals:

E. Stage One: Application Screening F. Stage Two: Proposal Scoring

VI. Additional Attachments and Information

A. Attachment 1 Cost Proposal Form B. Attachment 2 Proposer Information and Certifications C. Attachment 3 Proposer References and Resumes D. Attachment 4 Draft Contract

City of Healdsburg Page 3 of 11 Janitorial Services

I. INTRODUCTION

A. PURPOSE OF RFP

The City of Healdsburg seeks to engage a qualified and professional firm to conduct necessary cleaning and janitorial maintenance services across various City facilities. A comprehensive list of the locations and a complete scope of services required by this Request for Proposals (RFP) is further detailed in Section II below and in Exhibit D of the attached Draft Contract (Attachment 4).

Proposers shall provide a clear, concise explanation of the proposer’s capability and approach to satisfy the requirements of this RFP and the attached Draft Contract (Attachment 4). The City desires to establish a three (3) year contract with the successful Proposer as a result of this RFP, with an option to renew for up to two (2) additional one-year terms.

B. PROJECT BACKGROUND

The routine janitorial maintenance of City facilities is provided through contract services. The contractor provides for all personnel, equipment and materials to provide regular janitorial services to sites that are owned and maintained by the City of Healdsburg. The frequency of service is dependent upon the level of use of each facility.

C. PROPOSER REGISTRATION

All Proposers who intend to respond to this solicitation must register as a prospective proposer by completing the Plan Holders List Registration Form. Prospective Proposers that obtained this solicitation from the City of Healdsburg website will have already completed this form prior to obtaining access to the RFP and related documents.

D. AWARD DETERMINATION

Contractor selection will be based upon weighted criteria as cited in the evaluation criteria section of this RFP document. The City reserves the right to reject any and all proposals, to waive formalities or to accept any proposal which appears to serve the best interest of the City of Healdsburg.

E. RFP SCHEDULE

Action Date

RFP Posting October 5, 2026

Pre-Proposal Site Visit and Informational Session October 14, 2026 @ 10AM

Questions (if any) Due October 21, 2026

Proposals Due October 27th, 2026 @ 2PM

Minimum Qualifications Review October 28th, 2026

Proposal Evaluation November 4th, 2026

Preliminary Award Notification November 5th, 2026

City of Healdsburg Page 4 of 11 Janitorial Services

Council Award November 16th, 2026

Anticipated Contract Start January 1, 2027

F. EXAMINATION/INTERPRETATION OF THE RFP DOCUMENTS

Requests for interpretations or clarifications of the solicitation requirements should be made in writing and submitted via email to contracts@healdsburg.gov. The last day to submit questions is identified in the RFP Schedule section of this solicitation. Proposers shall be solely responsible for examining this solicitation, including interpreting any factors that could affect their Proposal.

Proposers shall be solely responsible for their failure to examine the documents. If a Proposer discovers any ambiguity, conflict, discrepancy, omission, or other error in the solicitation, the Proposer should immediately notify the City of the error in writing and request modification or clarification of the solicitation. The City will provide modifications or clarifications by addendum to all registered plan holders. The City will not be responsible for failure to correct errors.

G. NON-MANDATORY PRE-PROPOSAL SITE VISIT AND INFORMATIONAL SESSION

A non-mandatory pre-proposal meeting will be held on the date and times identified in the RFP Schedule. The pre-proposal meeting will begin at the City Corporation Yard, 550 Westside Rd, Healdsburg, CA 95448.

H. COUNCIL AWARD

No award shall be made prior to City Council approval.

I. SOLICITATION MODIFICATIONS

The City reserves the right to change the RFP schedule or issue addenda to amend the solicitation at any time. The City also reserves the right to cancel or reissue the solicitation. All such addenda shall be documented in writing and will become part of the solicitation. Any addenda for this solicitation will be posted on the City website project page and emailed to any registered prospective proposer.

II. SCOPE OF SERVICES

A. PROGRAM STANDARDS

The Janitorial Services Proposal focus should be on providing comprehensive janitorial services to ensure a clean and hygienic working environment for public service. The selected provider will be required to demonstrate how their program’s structure will meet these expectations. The Proposer shall meet the complete Service Requirements specified in Exhibit D of the attached Draft Contract (Attachment 4).

III. PROPOSER ELIGIBILITY REQUIREMENTS

The City will appoint an individual to verify that the Proposer meets the eligibility requirements of this section. If the apparent awardee fails to meet the qualifications, the City appointee will move to the second ranked Proposer and so on until an award may be made.

City of Healdsburg Page 5 of 11 Janitorial Services

A. PROPOSERS’ CERTIFICATIONS

Proposers must complete, sign, and submit with their proposal the Proposer Information and Certifications Form (Attachment 2), agreeing to comply with the requirements of this solicitation for their Proposal to be deemed responsive.

B. PRIMARY CONTRACT REQUIREMENT

No proposal will be accepted from, or agreement awarded to, a Proposer who is not licensed in accordance with the law, who does not hold a license qualifying them to perform work specified under this RFP. Additionally, Proposer must have any and all licenses required by law in performing the services of this solicitation even if not specified in this solicitation.

C. REQUIRED EXPERIENCE

It is preferred that the Proposer has successfully performed projects of similar character and scope, and that Proposer has a minimum of 3 years’ experience performing the services described in this solicitation. However, the City will entertain proposals from startups that can demonstrate the necessary qualifications to deliver the scope of work.

Experience must be verifiable when the City representative reviews the Proposer’s References (Attachment 3). The Proposer may be required, before the award of any agreement, to show, to the complete satisfaction of the City, that it has the necessary facilities, ability, experience, and financial resources to provide the services specified herein in a satisfactory manner. Generally, Proposer history and references are required at a minimum. The City may make reasonable investigations deemed necessary and proper to determine the ability of a Proposer to perform the work, and Proposer shall furnish the City all information requested for this purpose.

Resumes of the key members of the proposed team, including any subcontractors, shall be included with Attachment 3. The resumes shall include relevant experience related to the work requested in this RFP.

D. PREVAILING WAGE REQUIREMENTS:

This agreement is not subject to prevailing wage requirements. The Proposer shall be familiar with and adhere to the Department of Industrial Relations prevailing wage requirements if applicable.

E. LEGAL REQUIREMENTS AND PERMITS:

The Proposer agrees to fully comply with all local, city, state and federal laws, regulations and ordinances governing performance of contractual services required hereunder, and it will be the responsibility of the Proposer to obtain any and all necessary permits, licenses and/or clearances prior to initiating an agreement. The Proposer shall, if requested by the City, supply certification and evidence of such compliance. Prices quoted shall not include Federal Excise Tax. California Sales Tax will be paid on material discretely priced in accordance with the agreement payment schedule. Proposals shall be for the total net price including all applicable taxes and charges, delivered F.O.B., City of Healdsburg.

City of Healdsburg Page 6 of 11 Janitorial Services

F. SEVERABILITY AND LEGALITY:

If any provisions of this agreement shall be held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired thereby.

IV. PROPOSAL FORMAT AND SUBMITTAL REQUIREMENTS

A. PROPOSAL FORMAT

All prices and proposals must be in ink or typewritten. No pencil figures or erasures are permitted. Mistakes may be crossed out and corrections inserted adjacent thereto and must be initialed, together with the date of correction, in ink by the person signing the proposal.

B. REQUIRED PROPOSAL DOCUMENTS

Proposer must submit all required documents listed below to be eligible for award. No exceptions will be made for missing documents.

1. Proposer Information and Certifications (Attachment 2) (Requires Signature)

The Proposer Information and Certifications (Attachment 2) signed by the Proposer or authorized representative to bind the proposing firm contractually. Proposers that deviate from this format may be deemed non-responsive.

2. Cost Proposal The Proposer must complete the attached Cost Proposal Form (Attachment 1). At no time will rates or costs be considered confidential. Proposers that deviate from this format may be deemed non-responsive. Proposals will be ranked based upon qualifications and the quality of their proposal. The cost proposal shall be provided in a separate sealed envelope.

3. References The Proposer must complete the attached Proposer References Form (Attachment 3).

4. Narrative Proposal The Proposer must submit a narrative proposal addressing their approach to completing the scope of work including a schedule of activities. Proposers are encouraged to review the evaluation criteria to ensure that their proposal addresses each criterion.

C. METHOD AND LOCATION OF PROPOSAL DELIVERY

Proposals must be submitted under sealed cover to the City of Healdsburg City Manager’s Office located at: City Hall, 401 Grove Street, Healdsburg, CA 95448. Proposals need to be submitted by the date and time indicated in the Proposal Schedule earlier in this solicitation. Proposers accept all risks of late delivery of mailed proposals regardless of fault.

City of Healdsburg Page 7 of 11 Janitorial Services

V. PROPOSAL EVALUATION AND AWARD PROCESS

A. PROPOSAL EVALUATION PROCESS

Proposals will be evaluated and scored based on responses to the information requested in this solicitation and on any other information available, such as on past performance of City agreements. To evaluate Proposals, the City will organize an Evaluation Committee that consists primarily of City staff. The Evaluation Committee may use technical expert reviewers to provide an analysis of Proposals. It is the intent of the City to award a cost-plus fee with a not to exceed agreement to the most responsible, responsive Proposer. All Proposers acknowledge that they have made themselves familiar with the scope of work, frequency, and location of the areas where services are required.

In determining and evaluating the best proposal, the prices will not be controlling, but quality, efficiency, utility, general terms, delivery, suitability of the service offered, and the reputation of the service in general use will also be considered with any other relevant factors.

Proposals will be evaluated in two stages:

1. Stage One: Proposal Screening The City will screen Proposals for compliance with the Screening Criteria in Section F of this Part. Proposals that fail any of the screening criteria will be rejected. The City may conduct optional telephone Clarification Interviews with Proposers during the screening process to clarify and/or verify information submitted in the Proposal. However, these interviews may not be used to change or add to the content of the original Proposal.

Proposers will not be reimbursed for time spent answering clarifying questions.

2. Stage Two: Proposal Scoring Proposals that pass Stage One will be submitted to the Evaluation Committee for review and scoring based on the Scoring Criteria in Section F of this Part.

• The scores for each Proposal will be the average of the combined scores of all Evaluation Committee members.

• Clarification Interviews: The Evaluation Committee may conduct optional telephone interviews with Proposers during the evaluation process to clarify and/or verify information submitted in the Proposal.

However, these interviews may not be used to change or add to the content of the original Proposal. Proposers will not be reimbursed for time spent answering clarifying questions.

B. RANKING, AND NOTICE OF AWARD

1. Ranking Proposals will be ranked based on the final score with the highest score ranked first.

2. Tie Breakers In the event of a tie after the application of preferences, the award will go first to a Proposer with their primary business located in the City of Healdsburg. If a tie breaker is still required, the City will flip a coin to determine the winner.

City of Healdsburg Page 8 of 11 Janitorial Services

3. Notice of Proposed Award The City will post the Proposal Summary on its website and will email it to all entities that submitted a Proposal. Proposed awards must be approved by the City Council.

4. Debriefings:

Unsuccessful Proposers may request a debriefing after the release of the Proposal Summary by contacting the City contact listed in Part I. A request for debriefing must be received no later than 30 calendar days after the Proposal Summary is released.

5. In addition to any of its other rights, the City reserves the right to:

• Allocate any additional funds to passing Proposals, in rank order; and

• Negotiate with successful Proposers to modify the project scope, schedule, project team entity that will receive the award, location and/or level of funding.

C. AGREEMENTS

1. Agreements The highest rank Proposal will be developed into a proposed agreement to be considered at a City Council Meeting. Consultant may provide goods and/or services only after full execution of the agreement (i.e., approval at a City Council Meeting and signature by the Contractor and the City).

2. Agreement Development:

The City will send the Consultant an agreement for approval and signature. The agreement will include the applicable terms and conditions and will incorporate this solicitation and the Proposal by reference. The City reserves the right to modify the award documents (including the terms and conditions) prior to executing any agreement.

3. Failure to Execute an Agreement:

If the City is unable to successfully execute an agreement with a Proposer in a timely manner, it reserves the right to cancel the pending award and use the funds elsewhere, such as to fund the next highest-ranked, eligible proposal.

D. REJECTION OF PROPOSALS:

The City reserves the right to reject any or all proposals, to waive any minor informalities or irregularities contained in any proposal, and to accept any proposal deemed to be in the best interest of the City.

Proposals that do not pass the screening stage will be rejected. In addition, the City reserves the right to reject a Proposal and/or to cancel an award for any reason.

E. STAGE ONE: APPLICATION SCREENING

SCREENING CRITERIA

The Application must pass ALL criteria to progress to Stage Two.

Pass/Fail

1. The Proposal is received by the by the due date and time specified in the “RFP Schedule” earlier in this solicitation and is received in the required manner.

Pass Fail

2. The Proposer Information and Certifications (Attachment 2) is signed where indicated.

Pass Fail

3. The Proposal Cost Bid Form (Attachment 1) is complete. Pass Fail

City of Healdsburg Page 9 of 11 Janitorial Services

4. The Proposal does not indicate that any contents are proprietary or confidential in nature.

Pass Fail

5. The Proposal is not timed to expire. Pass Fail

6. The Proposal does not contain false or intentionally misleading statements or references that do not support an attribute or condition contended by the Proposer.

Pass Fail

7. The Proposal does not contain caveats that conflict with the solicitation, and the variation or deviation is material.

Pass Fail

8. The Proposer has not included a statement or otherwise indicated that it will not accept the terms and conditions, or that acceptance is based on modifications to the terms and conditions.

Pass Fail

F. STAGE TWO: PROPOSAL SCORING

Proposals that pass ALL Stage One Screening Criteria and are not rejected as described in Section V.D. will be evaluated based on the Scoring Criteria on the next page and the Scoring Scale below.

Each criterion has an assigned number of possible points and is divided into multiple sub-criteria.

The sub-criteria are not equally weighted. The Proposal Narrative must respond to each sub-criterion, unless otherwise indicated.

1. Scoring Scale

% of Possible Points

Interpretation Explanation for Percentage Points

0-10% Not Responsive Response does not include or fails to address the requirements being scored. The omission(s), flaw(s), or defect(s) are significant and unacceptable.

10-40% Minimally Responsive

Response minimally addresses the requirements being scored. The omission(s), flaw(s), or defect(s) are significant and unacceptable.

40-60% Inadequate Response addresses the requirements being scored, but there are one or more omissions, flaws, or defects or the requirements are addressed in such a limited way that it results in a low degree of confidence in the proposed solution.

60-80% Adequate Response adequately addresses the requirements being scored. Any omission(s), flaw(s), or defect(s) are inconsequential and acceptable.

80-90% Good Response fully addresses the requirements being scored with a good degree of confidence in the Proposer’s response or proposed solution. No identified omission(s), flaw(s), or defect(s). Any identified weaknesses are minimal, inconsequential, and acceptable.

90-95% Excellent Response fully addresses the requirements being scored with a high degree of confidence in the Proposer’s response or proposed solution. Proposer offers one or more enhancing features, methods or approaches exceeding basic expectations.

95-100% Exceptional All requirements are addressed with the highest degree of confidence in the Proposer’s response or proposed solution. The response exceeds the requirements in providing multiple enhancing features, a creative approach, or an exceptional solution.

City of Healdsburg Page 10 of 11 Janitorial Services

2. Evaluation Criteria and Weighting

WRITTEN PROPOSAL – PART 1 (required) MAXIMUM

POINTS

REVIEWER

SCORE

Understanding of requested services, work plan and methodology. 5

Proposer’s ability to deploy services as requested in the Scope of Services. 10

Qualifications of the proposing company/firm 15

Proposers recent experience in conducting work, of similar scope, complexity, and magnitude in particular for government agencies.

Cost of Service 20

SUBTOTAL FOR SHORTLISTING 60

References 10

SUBTOTAL TO INTERVIEWS 70

INTERVIEW – PART 2 (if necessary, as determined by City)

Presentation by PM - project understanding, critical issues, innovation, and solutions. 10

Presentation by team - experience, roles and responsibilities, communication and coordination between team members, agencies, and City.

Q&A - response to panel’s questions. 10

SUBTOTAL WITH INTERVIEWS 30

TOTAL 100

RANKING OF CONSULTANT (assigned after completion of scoring)

City of Healdsburg Page 11 of 11 Janitorial Services

VI. ADDITIONAL ATTACHMENTS AND INFORMATION

A. ATTACHMENT 1 COST PROPOSAL FORM

B. ATTACHMENT 2 PROPOSER INFORMATION AND CERTIFICATIONS

C. ATTACHMENT 3 PROPOSER REFERENCES AND RESUMES

D. ATTACHMENT 4 DRAFT CONTRACT