Bid Notice.pdf

DEPARTMENT OF GENERAL SERVICES

Support Services Division

REQUEST FOR PROPOSAL (RFP)

NUMBER: 910-0826-26

FOR

COUNTYWIDE CARPET CLEANING SERVICES

RELEASE DATE: September 2, 2026

RESPONSE DUE: September 24, 2026, 5:00 pm

SUBMIT PROPOSAL TO: RFP COORDINATOR

Solano County digitally via OpenGov Solano County

Portal website at:

https://procurement.opengov.com/portal/solanocounty

Justine Jackson

Phone: (707) 784-6976 jmjackson@solanocounty.gov

Any proposer participating in this solicitation is required to have a vendor application on file with the County.

This application may be downloaded from the Solano County website at www.solanocounty.gov. Include the application with your proposal. The County will post any changes and information relating to this RFP digitally via OpenGov. Proposers are responsible for frequently checking OpenGov at https://procurement.opengov.com/portal/solanocounty for any changes or information relating to this

RFP.

“Smoking is not permitted in County Buildings or around Solano County campuses. Thank you in advance for your compliance.”

ANTHONY L. TAVE, P.E.

Director General Services ALTave@SolanoCounty.gov

(707) 784-7902

DUSTIN D. LENO, MBA, A.A.E.

Assistant Director ddleno@solanocounty.gov

(707) 784-2781

675 Texas Street, Suite 2500

Fairfield, CA 94533-6342

Fax (707) 784-6320 www.solanocounty.gov https://procurement.opengov.com/portal/solanocounty http://www.solanocounty.gov/ mailto:ALTave@SolanoCounty.gov http://www.solanocounty.gov/

TABLE OF CONTENTS

1. Introduction

2. Statement of Purpose

3. Scope of Services

4. Prerequisites

5. Contract Duration and Funding Availability

6. Evaluation of Proposals

7. Award Notice and Acceptance Period

8. Protest and Appeal

9. Terms and Conditions

10. Electronic Proposal Submittal

Attachments:

A - Carpet Cleaning Sq. Ft. Log

B - Special Terms and Conditions

C - Exhibit C - General Terms

RFP NO.910-0826-26

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1. Introduction

The purpose of this Request for Proposals ("RFP") is to define the County of Solano's minimum requirements, solicit proposals, and gain adequate information by which the County of Solano may evaluate the services offered by Proposers that fall within the Scope of Service/Project as further described in this RFP. The County of Solano, Department of General Services - Countywide

Services, hereinafter referred to as the "County", intends to secure a contract with a qualified

Proposer for COUNTYWIDE CARPET CLEANING SERVICES.

1.1. Summary

The County of Solano, Department of General Services - Custodial Services, hereinafter referred to as the "County", is seeking proposals from a qualified proposer(s) to provide countywide commercial carpet cleaning services at various County facilities. The County seeks experienced contractors that utilize current technologies, sustainable practices, and efficient work methods to continuously improve service quality while maintaining or reducing costs. In addition to demonstrating expertise in carpet cleaning, contractors should employ modern cleaning systems capable of extending carpet life, improving indoor air quality, and enhancing overall facility appearance. The County encourages the use of equipment and processes that increase productivity, reduce operational downtime, and ensure consistent, high-quality cleaning results across a variety of County facilities found herein.As part of its commitment to environmentally responsible procurement, the County seeks services that minimize adverse environmental impacts and support a healthy and safe workplace for County employees.

Accordingly, preference will be given to carpet cleaning services that utilize environmentally preferable cleaning products and practices, including products and methods that reduce exposure to harmful chemicals and support sustainable facility operations.

1.2. Background

The County of Solano operates and maintains a diverse portfolio of facilities throughout the County that support a wide range of public services and administrative functions. These facilities experience regular foot traffic and require routine carpet cleaning and maintenance to preserve the appearance, cleanliness, and condition of carpeted areas while supporting a healthy and safe environment for employees, visitors, and the public. Through this solicitation, the County seeks to establish a dependable countywide carpet cleaning program that provides consistent service standards, responsive contractor performance, and measurable value while supporting the County's operational, environmental, and workplace objectives. The County further encourages the integration of low-moisture carpet cleaning technologies, biodegradable or third-party-certified green cleaning agents, and procedures that reduce water consumption, chemical runoff, and energy use. Contractors should also demonstrate adherence to best practices for waste reduction, safe chemical handling, and the prevention of indoor environmental contamination while performing carpet cleaning services.

1.3. Contact Information

Justine Jackson Buyer 675 Texas Street Fairfield, CA 94533 Email: jmjackson@solanocounty.gov Phone: (707) 784-6976 mailto:jmjackson@solanocounty.gov tel:(707)784-6976

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Department:

General Services - Countywide Services

1.4. Timeline

The County reserves the right to adjust this schedule as it deems necessary. Notifications of any adjustments to the schedule will be posted here on OpenGov and Proposers will be emailed directly regarding any such updates or Addenda posted to this procurement.

RFP Issued September 2, 2026

Pre-Proposal Conference (Mandatory) September 9, 2026, 9:00am

675 Texas Street, Suite 2500, Fairfield CA, 94533 : Conference Room 2020

Question Submission Deadline September 14, 2026, 5:00pm

Question Response Deadline September 18, 2026, 5:00pm

Proposal Submission Deadline September 24, 2026, 5:00pm

Contractor Selection Date September 28, 2026

Desired Contract Start Date October 5, 2026

2. Statement of Purpose

A. The County of Solano, on behalf of the General Services - Countywide Services, hereinafter referred to as the “County,” is soliciting bids to procure COUNTYWIDE CARPET CLEANING

SERVICES.

B. The County of Solano exclusively reserves the sole and independent rights to make an award in whole or in part or any varying combination (split bid) if deemed will be in the best interest of the County. The award may not necessarily be to the lowest bidder but to the lowest responsive and responsible bidder able to render services and perform the associated work in support of the County and fulfill all contract requirements.

C. Moreover, the County reserves the sole and independent right to award all proposed items to more than one vendor (multiple award contracts), if deemed in the best interest of the County.

If and where multiple award contracts are made, County departments/agencies may purchase goods from one or more awarded vendors.

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D. Services and/or commodities to be rendered as specified within guidelines as provided by this

RFP in its entirety. This RFP details deliverables and terms and conditions as required by the

County.

E. In addition to the requesting department, other Solano County departments may utilize this contract (at the same terms and conditions) for similar work.

F. Bidders are responsible for checking the County's eProcurement Portal frequently for any current information and documents pertaining to this RFP.

G. Proposal shall be valid at least for ninety (90) days after the RFP closing date.

H. Questions regarding this solicitation shall be submitted via the County's eProcurement Portal

Q&A feature no later than 5:00 pm on Monday, September 14, 2026. Response to written questions will be posted via the County's eProcurement Portal no later than 5:00 pm on Friday, September 18, 2026. If there is a delay in posting responses, the proposal submission due date may be extended commensurate. The County cannot assure any response to questions/inquiries received after this date.

3. Scope of Services

3.1. SCOPE OF SERVICES/PROJECT

A. The County is soliciting proposals from contractors who can provide qualified personnel, transportation, equipment and supplies necessary to perform commercial carpet cleaning services throughout the County. The County cleans carpets on an as needed basis; at least once per year, with a goal of cleaning a second time based on budget allowances

B. General Cleaning Requirements

1. Vacuum, spot-clean, and pre-treat heavily soiled areas.

2. Use only motor-driven, commercial-grade vacuums equipped with HEPA-filtered exhaust

(or equipment meeting the same standard).

3. Spot-cleaned areas must blend with surrounding carpet.

C. Spot Cleaning Procedures

1. Use appropriate tools and materials, including carpet stain remover, utility brushes, un-dyed/white cloths, aerosol gum remover, and wet/dry tank vacuums.

2. Blot, vacuum, or scrape as much of the stain as possible before applying stain remover.

3. Apply stain remover and agitate with a utility brush when needed.

D. Preconditioning Requirements

1. Precondition areas using liquid hot steam detergent with a pH of 8.1, free of optical brighteners and oil-based defoamers.

2. Enzyme pre-spray (pH not exceeding 9.5) must dwell for 10–15 minutes before extraction.

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E. Carpet Pile Preparation

1. Use a pile brush before and after shampooing when needed to remove embedded soil, raise pile for better cleaning, and promote proper drying.

F. Odor and Stain Treatment

1. Apply pet-odor treatment when necessary.

2. The contractor is responsible for attempting removal of all stains.

3. If stains remain after multiple attempts, list them in the service report/billing.

G. Shampooing and Extraction

1. Clean carpets using the hot water extraction method with appropriate equipment and supplies.

2. Manually scrub areas inaccessible to equipment, such as corners.

3. Perform a second clean water rinse after the initial chemical treatment.

4. Carpets must dry within 12 hours to prevent mold and mildew.

5. Contractors must ensure carpets dry before the next business day.

6. Contractors must be able to clean various carpet types and sizes.

H. Safety and Protection Measures

1. Provide walk-off matting and safety signage to prevent slips when transitioning from damp carpet to hard flooring.

2. Protect communication and electrical channels beneath carpet; prevent moisture intrusion.

3. Protect metal furniture and equipment from rust or discoloration.

4. Avoid any cleaning method that causes carpet “fuzzing.”

I. Cleaning Standards

1. Cleaning is considered acceptable when carpets are free of dirt, dust, stains, and other residues.

2. Pre-spot stained and high-traffic areas before general cleaning.

J. Equipment Requirements

1. Use mobile van (truck-mounted) systems capable of reaching all buildings.

2. Acceptable methods include dry cleaning or hot water/steam extraction that do not damage carpet.

3. Truck-mounted equipment using traditional drag-wand extraction and standard chemical solutions is preferred.

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K. Environmental & Contract Requirements

1. Contractor shall provide all environmentally safe cleaning materials and equipment.

2. The County may add or remove related items from the contract; added items will receive the same discount as existing items.

3. Estimated quantities in the proposal are informational only and not guaranteed.

3.2. SCHEDULING REQUIREMENTS

A. Service Availability

1. Monday–Friday: 5:00 p.m. to midnight

2. Weekends: 6:00 a.m. to 6:00 p.m.

3. Additional Coverage: Services must be available as needed during emergencies.

A. Scheduling Guidelines

1. The County prefers one work crew per building at a time.

2. Scheduling may allow multiple smaller buildings to be cleaned during a single visit, when appropriate.

3.3. FURNITURE & OBJECT HANDLING REQUIREMENTS

A. County Responsibilities

1. County staff will move furniture and objects when practical to allow efficient cleaning.

2. Large or heavy furnishings (such as desks, large tables, file cabinets, credenzas, shelving units, and cabinets) are not required to be moved by Contractors.

3. The County will attempt to remove furniture and related items from the floor; however, small items (task chairs, small trash cans, recycling bins) may remain and require temporary movement by the Contractor.

B. Contractor Responsibilities

1. Contractors must move chairs and other small, movable furniture when needed for cleaning and return them to their original locations afterward.

2. Contractors are not responsible for moving large furniture or items left on the floor by

County staff.

3. Any objects remaining on the floor must stay in place; cleaning should occur around them.

4. Carpets should be cleaned where practical; large or heavy furnishings do not need to be moved for carpet cleaning.

5. If carpets remain damp, all returned furniture must be placed on moisture barriers.

6. Spin bonnet carpet cleaning may be used when carpets are not heavily soiled.

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7. After work is complete, the Contractor must return the site to its original condition as determined by the Custodial Services Supervisor.

3.4. COUNTY SUPERVISION

A. A County employee will remain onsite with the carpet vendor at all times to supervise the work.

B. A County employee will accompany the contractor(s) throughout each property,

3.5. CONTRACTOR REQUIREMENTS

A. Staffing

1. Contractor must assign enough employees to complete all required services.

2. One employee per shift must be designated as the principal, with full authority to direct the crew and act on behalf of the Contractor.

B. Employee Conduct and Restrictions Contractor employees:

a. Must follow reasonable dress codes and all facility rules and regulations.

b. Must not bring visitors, weapons, contraband, alcohol, or drugs into County facilities.

c. Must not be under the influence of alcohol or drugs while on duty.

d. May be subject to search.

e. Must conduct themselves professionally and avoid disturbances.

C. Identification and Reporting

1. Contractor must provide and require employees to wear a company shirt, uniform, or visible photo ID badge with employee name.

2. Any accidents, equipment loss, or supply issues must be reported immediately to the

County Facility Manager.

D. Communication

1. Contractor must maintain 24/7 communication capability with the Facility Operations

Custodial Supervisor to address problems or complaints.

E. Provided Resources

1. Contractor must supply all personnel, uniforms, tools, equipment, parts, records/logs, and cleaning chemicals necessary for service performance.

2. Any additional materials not listed but required for proper service must also be furnished at the Contractor’s expense.

F. Quality and Approval

1. All cleaning supplies and materials provided must be equal to or better in quality than those used by the County and safe for all relevant surfaces.

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2. Equipment, supplies, and materials are subject to County approval.

3.6. GENERAL SAFETY & HEALTH COMPLIANCE REQUIREMENTS

A. Contractor obligations

1. Must take safety and health measures per the contract and comply with all applicable federal, state, and local laws, regulations, ordinances, codes, and orders related to safety and health.

B. Site Safety Protocols

1. Must follow established site procedures for controlling and protecting visitors.

C. Personnel oversight

1. Contractor is responsible for safety training and enforcement among its staff and subcontractors.

D. Notification

1. Must alert the Custodial Supervisor about any special safety protocols so Government personnel can be informed.

E. Chemical Inventory & SDS Management

1. Maintain an on-site inventory of all chemicals in use.

2. Include Safety Data Sheets (SDS) for each product.

F. Regulatory Compliance – OSHA/Cal-OSHA

1. Must comply fully with Federal OSHA standards and Cal/OSHA laws and regulations.

(Cal/OSHA - Division of Occupational Safety and Health - Home Page)

2. Findings or recommendations of any safety inspections must align with governing codes and regulations.

G. California VOC Limits

1. All carpet products used must meet or exceed (i.e., have lower VOC levels) the limits established in the California Consumer Products Regulation, Title 17 CCR, sections

94507–94517. (Consumer Products Regulation)

H. Equipment & Product Compliance

1. All tools, equipment, and maintenance products must comply with OSHA standards, EPA regulations and DoD safety directive.

3.7. QUALITY ASSURANCE

A. Equipment Standards https://www.dir.ca.gov/dosh/ https://ww2.arb.ca.gov/sites/default/files/2022-10/Consumer%20Products%20Final%20Reg%20Order_10-21-2022.pdf

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1. Contractor must ensure all tools and equipment are operated safely, carefully, and efficiently.

2. All tools and equipment must be kept in good working condition and calibrated when required.

3. Vacuums must also be equipped with HEPA or high-filtration systems to support indoor air quality requirements.

4. All vacuums used under this contract must meet or exceed Carpet and Rug Institute (CRI) performance standards.

B. Workmanship

1. Contractor must correct any unsatisfactory or nonconforming work at no additional cost to the County.

2. Re-cleaning must occur within a reasonable timeframe to prevent areas (such as carpets) from becoming soiled again before completion.

C. Performance Standards

1. Services that do not meet County performance standards will not be paid for.

D. Damages

1. Contractor(s) are responsible for any damages to County property occurring while services are being performed.

2. Responsibility applies whether the damage is to items being cleaned or to other items within or around the service area.

3.8. SPECIFIC REQUIREMENTS

A. The Contractor shall furnish all resources required to provide carpet cleaning services as specified herein.

B. The County reserves the right to add or remove related item requirements during the term of the contract.

C. Any newly added items will receive the same discount rate applied to the original contract items.

D. Personnel Qualifications

1. All on-site supervisory personnel assigned to oversee carpet cleaning operations must have at least three (3) years of recent, relevant experience directing carpet cleaning activities.

E. Subcontractor Requirements

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1. If the vendor employs a subcontractor for any portion of the work, the vendor is responsible for confirming that the subcontractor maintains appropriate insurance coverage.

3.9. EMPLOYEE CONDUCT

A. Protection of County Property

1. Contractor employees must not disturb papers, open drawers or cabinets, use telephones, radios, or televisions, or tamper with personal property while performing services.

A. Building Security

1. If County personnel are still present when services are completed, Contractor must notify them before departing and ensure the door is locked.

2. Contractor must prevent unauthorized individuals from accessing any rooms, areas, or buildings under their control.

3. Doors must never be propped open or left unattended unless a County-assigned security door monitor is present.

4. All entrance and exit doors must remain locked at all times except when actively in use for cleaning.

B. Lighting and Facility Closure

1. Only lights needed for cleaning in the immediate work area may remain on.

2. Lights must be turned off and doors locked in all areas after cleaning is completed.

4. Prerequisites

The following prerequisites are mandatory for all proposers who want to participate in this bidding opportunity.

• Attend Pre-Proposal Meeting located at 675 Texas Street, Suite 2500, Fairfield, CA 94533:

Conference Room 2020 on September 9, 2026 starting at 10:00 a.m.

• Years of Experience: Contractors must have a minimum of three (3) years of experience providing commercial carpet cleaning services.

• License Requirement: All employees must maintain any licenses or certifications required to perform the services described herein, as mandated by the County, State, Federal and Local regulations.

5. Contract Duration and Funding Availability

The County intends to award a three (3) year contract(s) with an estimated cost not to exceed 200,000 per year , to the responsible proposer(s) whose proposal is determined to be the most responsive to the requirements of this RFP. The term of the resulting contract(s) will begin on or about October 1, 2026, and terminate on June 30, 2029.The County reserves the right to award a three-year contract through this RFP, which may be renegotiated and/or renewed/extended, subject to contractor performance and continued funding, for two additional one-year terms without a competitive bid process, representing a total contract term of no more than five (5) years at the sole discretion of the County, provided the County notifies the

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Contractor in writing of its intention to do so at least thirty (30) days prior to the contract expiration date. An extension of the term of this contract will be affected through an amendment to the contract. If the extension of the contract necessitates additional funding beyond that which was included in the original contract, the increase in the County’s maximum liability will also be affected through an amendment to the contract and shall be based upon rates provided for in the original contract and response.

The funding or portions of this funding for the contract resulting from this RFP may be contingent upon the

State budget; receipt of funds from and/or obligation of funds by the Federal government to the State and from the State to the County; and inclusion of sufficient funding for the services hereunder in the budget approved by the County’s Board of Supervisors for each fiscal year covered by said contract. If such approval, funding, or appropriations are not forthcoming, or are otherwise limited, the contract may be immediately terminated, reduced or modified without penalty.

6. Evaluation of Proposals

Evaluation Committee: A County Evaluation Committee (CEC) will evaluate all proposals. The CEC will be composed of County staff and other parties that may have relevant expertise or experience.

The CEC will score and recommend proposals in accordance with the evaluation criteria set forth below. Evaluation of the proposals shall be within the sole judgment and discretion of the CEC.

If desired by the County, the top-rated firms scoring highest on the first round of evaluations may be invited for an interview and further rated. The County reserves the right to determine the number of proposers to be interviewed. The same evaluation criteria used for the proposal evaluation process will be used to rate the firms during the interviews. At the end of the interview process, the CEC will re-rank the firms to determine the best evaluated firm. The project manager and any key team members should attend the interview. The determination as to the need for interviews, the location, order and schedule of the interviews is at the sole discretion of the County. The evaluation interview panel may include representatives from the County and other agencies, but the specific composition of the panel will not be revealed prior to the interviews. The proposer must bear all costs incurred to attend.

If the evaluation process includes a two-stage approach to develop a short list of proposers that will continue to the final stage of oral interview and reference checks; the preliminary scoring will be based on the total points, excluding points allocated to references and oral interview. If a short list process is used for a solicitation, references shall only be performed on the short-listed proposers and the score is not included in the preliminary short list score. Only the proposers meeting the short list criteria will proceed to the next stage. All other proposers will be deemed eliminated from the process.

The County will select the proposal that presents the best value and is most advantageous to the

County and the public. Accordingly, the County may not necessarily award the proposer with the lowest price proposal if doing so would not be in the overall best interest of the County. The County reserves the right to expand or reduce the proposed scope of work during the contract negotiations based on budget constraints and to award to a single or multiple proposers.

The evaluation criteria and their respective weights are as follows:

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Implementation/Approach and

Management Plan

Proposals will be evaluated against the RFP specifications:

Please provide a comprehensive Implementation

Plan, also referred to as an

Approach and Management

Plan, describing how your firm will deliver carpet cleaning services for County facilities.

The plan should clearly outline your proposed cleaning methods, equipment, staffing structure, supervision practices, scheduling, communication procedures, and quality assurance measures. Proposers should also explain how services will be managed to ensure consistency, efficiency, compliance with all applicable regulations, and minimal disruption to County operations

Points Based 30 (30% of Total)

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2. General Qualifications and Experience

Proposals will be evaluated against the RFP specifications and questions below:

A. Proposal. The proposal

(excluding the cover letter, resumes and a copy of the RFP) may not exceed a total of 25 single-sided, 8.5” x 11”, numbered pages.

Number each page consecutively.

B. Cover Letter. The proposal must be submitted with a cover letter describing the proposer’s interest and commitment to the proposed project. The letter must state that the proposal is valid for a

(90)-day period and include the name, title, address and telephone number of the individual to whom correspondence and other contacts should be directed during the selection process. The person authorized by the proposer to negotiate a contract with the County must sign the cover letter.

C. Do the proposers have the experience required?

D. Do the proposers have the required credentials?

Points Based 25 (25% of Total)

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E. Do the proposers have the general qualifications required?

3. Scope of Work/Program Description

Proposals will be evaluated against the RFP specifications and the questions below:

A. Has proposer demonstrated a thorough understanding of the purpose and scope of the project?

B. How well has the proposer identified pertinent issues and potential problems related to the project?

C. Has the proposer demonstrated that it understands the deliverables the County expects it to provide?

D. Does the methodology depict a logical approach to fulfilling the requirements of the RFP?

E. Does the methodology match and contribute to achieving the objectives set out in the RFP

Has the proposer demonstrated that it understands the County’s time schedule and can meet it?

Points Based 25 (25% of Total)

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4. Budget/Cost

Proposals will be evaluated against the RFP specifications and the questions below:

Has the proposer provided the information requested on the

Pricing Sheet?

An assessment will be made of the following:

A. Reasonableness (i.e., does the proposed pricing accurately reflect the proposer's effort to meet requirements and objectives?).

B. Realism (i.e., is the proposed cost appropriate to the nature of the products and services to be provided?);

and

C. Affordability (i.e., the ability of the County to finance <the equipment/system and/or services>).

The County will select the proposal that presents the best value and is most advantageous to the County and the public.

Accordingly, the County may not necessarily award the proposer with the lowest price proposal if doing so would not be in the overall best interest of the

County.

Points Based 20 (20% of Total)

7. Award Notice and Acceptance Period

After the evaluation of proposals and final consideration of all pertinent information available, the

County will either reject all proposals or issue a written notice of intent to award the Contract to the

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The highest rated Proposer should be prepared to enter into a Contract with the County which shall be substantially the same as the Standard Contract included as an attachment to this RFP. The

Contract provided with this RFP is to be considered a sample and the County reserves the right to add terms and conditions, deemed to be in the best interest of the County based on the selected proposal, during final contract negotiations.

If a Proposer fails to sign and return the Contract drawn pursuant to this RFP and final Contract negotiations within 14 days of its delivery to the Proposer, the County may cancel the award and award the Contract to the next highest rated Proposer.

8. Protest and Appeal

Any actual Proposer who wishes to protest the notice of intent to award a Contract may submit a protest. The protest must be submitted in writing to the Director of the General Services Department within seven (7) calendar days after such Proposer knows or should have known of the facts giving rise to the protest, but in no event later than seven (7) calendar days after the date of the notice of intent to award the Contract. All letters of protest shall clearly identity the reasons and basis for the protest. The protest must also state the law, rule, regulation, or policy upon which the protest is based. The Director of the General Services Department will issue a written decision within ten (10) working days after receipt of the protest which shall include the reason for the action taken and the process for appealing the decision. Proposers shall frequently check the County website and https://procurement.opengov.com/portal/solanocounty for any updates related to this RFP.

9. Terms and Conditions

A. The County’s Purchasing & Contracting Policy Manual is fully incorporated into and made a part of this RFP by this reference and governs this RFP.

B. RFP Amendment, Cancellation, and Right of Rejection.

1. The County reserves the unilateral right to amend this RFP in writing at any time by posting an Addendum to the County’s bidding website. Proposers are responsible for staying up to date on the project by reviewing all notifications and Addenda released through the bidding website. Proposers shall respond to the final written RFP and any Exhibits, Attachments, and Addenda to the RFP. The County also reserves the right, in its sole discretion, to reject any and all proposals or to cancel or reissue the RFP.

2. The County reserves the right, in its sole discretion, to waive variances in proposals provided such action is in the best interest of the County. Where the County waives minor variances in proposals, such waiver does not modify the RFP requirements or excuse the applicant from full compliance with the RFP. Notwithstanding any minor variance, the

County may hold any proposal to strict compliance with the RFP.

https://procurement.opengov.com/portal/solanocounty https://content.solanocounty.gov/sites/default/files/2025-09/Purchasing%20and%20Contracting%20Policy.pdf

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C. Confidentiality. The County will retain a master copy of each response to this RFP, which will become a public record after the award of a Contract unless the qualifications or specific parts of the qualifications can be shown to be exempt by law under Government Code section

7920.000 et seq. Proposers may clearly label part of a submittal as "CONFIDENTIAL" if the

Proposer agrees to indemnify and defend the County for honoring such a designation. The failure to have so labeled any information shall constitute a complete waiver of all claims for damages caused by any release of the information. If a public records request for labeled information is received by the County, the County will notify the Proposer of the request and delay access to the material until seven (7) working days after notification to the Proposer.

Within that time delay, it will be the Proposer’s duty to act in protection of its labeled information. Failure to so act shall constitute a complete waiver.

10. Electronic Proposal Submittal

10.1. Proposal Requirements: *

The technical proposal (excluding the cover letter, resumes, sample forms, financials, writing samples, and

County forms) shall not exceed a total of 25 single-sided, 8.5” x 11”, numbered pages.

☐ Please confirm

*Response required

10.2. Federal Tax ID Number:*

Enter your Federal Tax ID Number

*Response required

10.3. Cover Letter:*

The proposal must be submitted with a cover letter describing the proposer’s interest and commitment to the proposed project. The letter must state that the proposal is valid for a period of ninety (90) days and include the name, title, address and telephone number of the individual to whom correspondence and other contacts should be directed during the selection process. The person authorized by the proposer to negotiate a contract with the County must sign the cover letter.

Address the cover letter as follows:

Solano County General Services Department Purchasing Services 675 Texas Street Suite 2500 Fairfield, CA 94533 Attention: Justine Jackson, RFP Coordinator

*Response required

10.4. Approach and Management Plan:*

This section shall provide the proposer’s proposed approach and management plan for providing the services. Include an organizational chart showing the proposed relationships among contractor staff, County staff and any other parties that may have a significant role in the delivery of this program.

If applicable, Proposers also are to describe the organization's intended approach to collaboration and coordination with other organizations providing similar services in the County. This should include, but not

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*Response required

10.5. Team Member Qualifications and Experience:*

Proposer shall provide the qualifications and experience of the key team member(s) that will work on the project.

Emphasize the specific qualifications and experience from projects similar to this project for the key team members as evidenced by resumes. Key team members are expected to be committed for the duration of the project. Replacement of key team members will not be permitted without prior consultation with and approval of the County.

Please download the documents provided below, complete them as required, and upload the finalized versions as part of your submission.

Supply three (3) References from Government Agencies and/or Firms of similar size as Solano County for whom the Key Team Member has provided similar services during the last three (3) years.

• Key_Team_Member_Reference_F...

*Response required

10.6. Agency References:*

The bidder shall provide the (3) references of government agencies and or firms for whom they have provided similar services during the last three (3) years.

Please download the documents provided below, complete them as required, and upload the finalized versions as part of your submission.

THESE REFERENCES SHOULD BE FROM DIFFERENT ENTITIES AND NOT FROM SOLANO COUNTY.

• Agency_Reference_Form_-_RFP...

*Response required

10.7. Staffing Plan:*

Proposer shall provide a staffing plan (by month) and an estimate of the total hours (detailed by position) required for preparation of the program tasks as outlined. Discuss the workload, both current and anticipated, for all key team members (if applicable), and their capacity to perform the requested services for the project, according to your proposed schedule. Discuss the approach for completing the requested services for this project within budget.

*Response required

10.8. Work Plan and Schedule:*

Proposer shall provide a description of how each task of the project will be conducted, this shall include identification of deliverables for each task and a schedule. The work plan should be in sufficient detail to demonstrate a clear understanding of the project. The schedule should show the expected sequence of tasks and include durations for the performance of each task, milestones, submittal dates and review periods for each submittal. Discuss the approach for completing the requested services for the project on schedule. The project is expected to commence no later than October 1, 2026 and all public meetings, draft and final documents fully completed by June 30, 2029.

*Response required

10.9. Cost Control:*

Proposer shall provide information on how project costs will be controlled to ensure all work is completed within the negotiated budget for the project. Include the name and title of the individual responsible for cost control.

https://government-project.s3.us-west-2.amazonaws.com/49299/2854777e-f01e-4b37-8215-fa16dc10f60f_Key_Team_Member_Reference_Form_-RFP_OG.pdf https://government-project.s3.us-west-2.amazonaws.com/49299/3ea1588a-f197-41ba-bc05-63a9d7fd3f1b_Agency_Reference_Form_-_RFP_OG.pdf

SUBMISSION DATE: Thursday, September 24, 2026 5:00 pm Page 20 of 25

*Response required

10.10. ***Optional**** Additional Information:

Please provide any additional or relevant information that you would like to have considered by the County of

Solano.

10.11. Budget:*

Proposer shall include a budget breakdown that accounts for the following: (a) the total dollar amount requested to complete the project, (b) any other resources, including in-kind, that will support the proposed project, (c) the number of anticipated hours and rate of the project manager and key team members per year. The estimated level of hours for other staff can be summarized in general categories.

*Response required

10.12. Detailed Budget:*

The amount budgeted for this contract is estimated at a value not to exceed 200,000 per year for the duration of the contract. Please download and complete the attached worksheet and upload here when complete. The proposed budget shall include the following:

A. A single agency line item budget (see Sample Budget Narrative) for the entire contract broken down by fiscal year..

B. Budget narrative utilizing a format similar to that shown in the Sample Budget Narrative describing costs and detailing cost allocation methods utilized to prepare the budget.

C. A cost allocation plan that clearly differentiates between direct and indirect costs. Agency to ensure the same costs have been treated as indirect costs have not been claimed or budgeted as direct costs, and that similar types of costs in like circumstances have been accounted for consistently.

D. (If Applicable) A federally approved negotiated indirect cost rate. If Agency does not have such a negotiated indirect cost rate agreement, the Agency may claim an indirect cost rate of up to 10% of modified total direct costs, provided the Agency does not use the Direct Allocation Method for allocating indirect costs.

Please download the documents provided below, complete them as required, and upload the finalized versions as part of your submission.

• Sample_Budget_Form_OG_2025.pdf

*Response required

10.13. Detailed Documentation of Financial Resources:*

The Proposer shall provide the following documentation of sufficient financial strength and resources to provide the scope of services as required:

A. The Proposer’s most recent independent audited financial statements for a fiscal year ended within the last 36 months.

B. In lieu of audited financial statements, the County may accept, on a case-by-case basis, o Bank Statements o Balance Sheets o Profit and Loss Statements https://government-project.s3.us-west-2.amazonaws.com/49299/016b35f5-f974-421e-99c3-8991fd68a069_Sample_Budget_Form_OG_2025.pdf

SUBMISSION DATE: Thursday, September 24, 2026 5:00 pm Page 21 of 25

*Response required

10.14. Non-Collusion Declaration:*

Non-Collusion Declaration

The undersigned declares: I am the authorized representative of the party making the foregoing bid.

The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder. All statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder.

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed.

☐ Please confirm

*Response required

10.15. Certification of Compliance:*

The proposer does hereby make certification and assurance of the Proposer’s compliance with:

The laws of the County of Solano:

http://www.codepublishing.com/CA/SolanoCounty/

Title VI of the federal Civil Rights Act of 1964:

https://www.justice.gov/crt/fcs/TitleVI-Overview

Title IX of the federal Education Amendments Act of 1972:

https://www.justice.gov/crt/title-ix-education-amendments-1972

The Equal Employment Opportunity Act and the regulations issued thereunder by the federal government:

https://www.justice.gov/jmd/hr-order-doj12001-part-4-equal-employment-opportunity

The Americans with Disabilities Act of 1990 and the regulations issued thereunder by the federal government:

https://www.ada.gov/pubs/adastatute08.htm

All contract employees performing services and/or work as a result of this solicitation must have documented legal authority to work in the United States of America, The condition that the submitted proposal was independently arrived at, without collusion, under penalty of perjury; and, The condition that no amount shall be paid directly or indirectly to an employee or official of the County of

Solano as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, http://www.codepublishing.com/CA/SolanoCounty/ https://www.justice.gov/crt/fcs/TitleVI-Overview https://www.justice.gov/crt/title-ix-education-amendments-1972 https://www.justice.gov/jmd/hr-order-doj12001-part-4-equal-employment-opportunity https://www.ada.gov/pubs/adastatute08.htm

SUBMISSION DATE: Thursday, September 24, 2026 5:00 pm Page 22 of 25 or consultant to the Proposer in connection with the Procurement under this RFP for COUNTYWIDE CARPET

CLEANING SERVICES.

☐ Please confirm

*Response required

10.16. Solano County Reservations:*

County of Solano Hereby Reserves the Following Rights:

The County of Solano reserves the right to make an award in whole or in part or any varying combination of the following requirements that will be in the best interest of the County, and not necessarily to the lowest

Contractor. The intended award of Contract shall be made to the highest rated Proposer based on the evaluation Criteria stated within the RFP.

Right of Rejection

The County reserves the right to reject any and all proposals, or to cancel this RFP in part or in its entirety.

The County reserves the right to waive any variances in proposals provided such action is in the best interest of the County.

The County reserves the right to amend this RFP at any time. The County also reserves the right to cancel or reissue the RFP at its sole discretion.

Any proposal received which does not meet the stated pre-requisites of this RFP for COUNTYWIDE CARPET

CLEANING SERVICES, may be considered to be non-responsive, and may be rejected. The County may reject any proposal that does not comply with all of the terms, conditions, and performance requirements as stated within the RFP.

To cancel any award and re-solicit proposals for services herein specified due to the increased or added costs, if in its opinion increased prices are greater than those of the general market.

To cancel any award and re-solicit bids in the event services cannot commence with ten (10) days after the specified date for start of work.

To reject any and all proposals considered not to be in the best interest of the County.

To waive any and all minor irregularities in proposals.

To reduce or increase any specification, in whole or in part due to changes in budget allocations.

I declare under penalty of perjury under the laws of the State of California that I have read the above

Reservations as stated by the County of Solano.

☐ Please confirm

*Response required

10.17. Drug-Free Workplace Certification:*

The contractor or grant recipient named on this proposal hereby certifies compliance with Government Code

Section 8355 in matters relating to providing a drug-free workplace. The contractor will:

1. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations, as required by Government Code Section 8355(a).

SUBMISSION DATE: Thursday, September 24, 2026 5:00 pm Page 23 of 25

2. Establish a Drug-Free Awareness Program as required by Government Code Section 8355(a)(2), to inform employees about all of the following:

A. The dangers of drug abuse in the workplace

B. The person's or organization's policy of maintaining a drug-free workplace

C. Any available counseling, rehabilitation and employee assistance programs

D. Penalties that may be imposed upon employees for drug abuse violations

3. Provide, as required by Government Code Section 8355(a)(3), that every employee who works on the proposed contract or grant:

A. Will receive a copy of the company's drug-free policy statement

B. Will agree to abide by the terms of the company's statement as a condition of employment on the contract or grant

CERTIFICATION

I, the official submitting this proposal, hereby swear that I am duly authorized legally to bind the contractor or grant recipient to the above described certification. I am fully aware that this Certification, executed on the date of proposal submittal and in the County below, is made under penalty of perjury under the laws of the State of

California.

☐ Please confirm

*Response required

10.18. Declaration of Local Business:*

☐ Yes

☐ No

*Response required

When equals "Yes"

10.18.1. Legal Name of Business:*

Enter Complete Details Below

*Response required

When equals "Yes"

10.18.2. Physical address of principal place of business or satellite office with at least one employee:* Enter Complete Address Below.

*Response required

When equals "Yes"

10.18.3. Attach Current Business License Here:*

*Response required

When equals "Yes"

SUBMISSION DATE: Thursday, September 24, 2026 5:00 pm Page 24 of 25

10.18.4. I declare under penalty of perjury under the laws of the state of California that the foregoing is true and correct and that this declaration is executed by an authorized representative.* ☐ Please confirm

*Response required

10.19. Disclosure of Criminal and Civil Proceedings:*

Describe all ongoing and past civil and criminal proceedings within the last 10 years. Indicate the status of current proceeding and the outcome of closed or completed actions. Also, describe, if any, how the outcome of actions impacted company business operations.

Note: if no civil and criminal proceedings within the last 10 years, indicate here.

*Response required

10.20. Debarment Certification:*

By submitting a bid, offer, proposal, or quote to the County of Solano, and under penalty of perjury, I, the

Proposer, hereby certify that the Prospective Contractor and its officers, directors, and employees:

• Are not currently suspended, debarred, or otherwise excluded from participation in any federally funded program;

• Have not been convicted of any offense related to the provision of federally funded goods or services, nor previously suspended, debarred, or declared ineligible for participation in such programs; and

• Are not aware of any ongoing investigations or circumstances that may result in suspension, debarment, or exclusion from participation in federally funded programs.

Prospective Contractors shall attach acceptable proof of non-debarment to this certification. Acceptable documentation includes:

• A current SAM.gov “Active” registration status showing no exclusions; or

• A printed SAM.gov “Entity Status” or “Exclusions” report.

This representation shall remain in effect throughout the term…