Countywide Janitorial Services and Supplies.pdf

260 N. San Antonio Road – Casa Nueva, Santa Barbara, CA 93110 (805) 568-2625 www.countyofsb.org

Kirk Lagerquist, Director

Lynne Dible, Assistant Director, Finance, Administration & Procurement Services Jeffrey Patton, Assistant Director, Capital, Facilities-Maintenance & Energy

Ted Teyber, Assistant Director, Fleet & Real Property

Jeff Frapwell, Assistant County Executive Officer

GENERAL SERVICES DEPARTMENT

Procurement Services

260 N. San Antonio Road

Santa Barbara, California 93110

(805) 568-2690 Fax (805) 568-2705

NOTE TO VENDORS

If you are interested in submitting a proposal, you will need access to Public Purchase, a web-based, no-cost, eProcurement service and be a registered vendor. All submissions and correspondence are posted and managed on the Public Purchase site.

To register as a vendor or login, visit: Public Purchase Vendor Registration and Login

Please allow 48 hours for registration to be processed.

Thank you for your interest in doing business with the County of Santa Barbara.

https://www.publicpurchase.com/gems/browse/home

Request for Proposal (RFP) County of Santa Barbara Janitorial Services and Supplies

TITLE: Countywide Janitorial Services and Supplies

RFP NUMBER: 8090002

BUYER

NAME: Karen Leichtweis

PHONE: 805-568-2694

EMAIL: kleichtweis@countyofsb.org

DEPARTMENT: General Services Department, Procurement Services

Replies to this RFP must be submitted via Public Purchase no later than the date and time indicated above for the RFP Opening. Submittal by mail, fax or e-mail is not acceptable.

NOTE: This RFP does not constitute an order for the goods or services specified.

Anticipated RFP Timeline

County releases RFP on Public Purchase Friday, October 23, 2026

Register for job walk Monday, November 2, 2026

Optional in-person job walk, South County locations Wednesday, November 4, 2026

Optional in-person job walk, North County locations Thursday, November 5, 2026

Deadline for Vendors to submit written RFP Questions Tuesday, November 10, 2026

Answers to RFP Questions published by County Tuesday, November 17, 2026

Proposal response deadline and RFP opening Tuesday, December 1, 2026 at 2:00 pm PT https://www.publicpurchase.com/gems/browse/home

RFP 8090002 i Due: Tuesday, December 1, 2026

TABLE OF CONTENTS

I. ABOUT THE COUNTY OF SANTA BARBARA

II. SCOPE OF SERVICES AND DELIVERABLES

III. RFP TIMELINE

IV. REGISTERING WITH PUBLIC PURCHASE

V. GENERAL CONDITIONS

VI. CONTRACTOR REQUIREMENTS

VII. MANDATORY RESPONSE REQUIREMENTS

VIII. EVALUATION AND SELECTION

Attachments:

A. Mandatory Reply Form: References

B. Mandatory Reply Form: Janitorial Services, Locations and Costs ......... see attachment

C. Mandatory Reply Form: Supplies and On-Demand Services ................. see attachment

D. Additional Responder Responsibilities and Requirements

E. Form of Agreement for Services of Independent Contractor

F. Contractor Confidentiality Agreement

G. Calendar of Observed Holidays

RFP 8090002 1 Due: Tuesday, December 1, 2026

I. ABOUT THE COUNTY OF SANTA BARBARA

The County’s identity is characterized by our unique geographical combination of beaches, mountains, communities, and farmlands located on the Pacific edge of the United States. The County’s adage of “One County. One Future” represents our virtue of working together towards a shared future. This way of thinking includes our mindset about how we approach our daily work and deliver services to the public. Although we are one of 58 counties in California, we consider our County to be one of a kind.

The County’s operations are organized into 22 Departments that deliver services to the public, provide support to other County Departments, and provide countywide policy and executive oversight. While some core functions are centralized, the County is generally characterized as a decentralized organization, with individual Departments having some degree of autonomy in their business decisions.

Janitorial services play a vital role in maintaining safe, clean, and healthy County facilities for employees, residents, and visitors. Consistent and professional cleaning supports operational efficiency by reducing health risks, protecting public assets, and ensuring that County departments can function without interruption. Reliable janitorial solutions ensure adherence to County, State, and Federal standards, with all services delivered in accordance with defined quality measures and performance expectations. Providers also implement environmentally responsible practices to support the County’s sustainability goals and reduce the ecological impact of public operations.

Yearly budget, based on last year’s spend for Janitorial Services, was approximately $3,325,000.00. Some work descriptions and locations have changed from the prior contact, so this figure is provided only as information. It is neither expressly implied nor guaranteed that the expenditure shown will be achieved in the next contract period. Actual expenditures, whether lesser or greater than the amounts shown, shall not affect the prices as proposed by you and accepted by us. The County anticipates that this solicitation will result in contracts with one or more Proposers.

II. SCOPE OF SERVICES AND DELIVERABLES

The County of Santa Barbara (the “County”), through its Procurement Services Division, is seeking proposals (each a “Proposal”) from qualified respondents (each, a “Proposer” or “Responder”) to provide regular recurring Janitorial Services, Supplies and On-Demand Services for County departments. The anticipated tasks are included within the scope of services described in this section and outlined in Attachments B and C.

1. Responsibilities – Awarded Proposer will furnish all labor, uniforms, materials, equipment, transportation, supervision and management required to provide Janitorial Services in accordance with all terms and conditions of this RFP. Proposers shall perform all required duties (at each location) as shown in Attachment B.

Each premises shall be maintained in a clean and orderly condition, and all work shall be performed in a professional, workman-like manner using quality equipment and materials.

The frequencies indicated herein are general requirements for the purpose of identifying an

RFP 8090002 2 Due: Tuesday, December 1, 2026 overall maintenance schedule. The specific site evaluation frequencies shall govern the schedule of services. In the event of any conflict or inconsistency in the interpretation thereof, the County Contract Administrator shall resolve the issue.

2. Staffing Requirements - Proposer will provide an adequate number of cleaning personnel each day to ensure that all cleaning services herein specified are accomplished. It is the Proposer’s responsibility to determine and furnish the total staff-hours.

3. Personnel - It is the Awarded Proposer’s responsibility to administer the employment of the personnel, including recruiting, selecting, training, arranging schedules, withholding proper taxes, paying wages, making employer contributions for FICA and federal and state unemployment taxes, performing background investigations and reviewing other qualifications necessary for the services to be provided.

4. Equipment and Supplies – Proposer will furnish all cleaning supplies such as rags, floor finish, carpet cleaners, etc. Proposer will invoice the County the cost of supplying toilet paper, seat covers, roll towels, hand soap, trash liners, urinal screens, sanitary receptacle bags, air fresheners, and batteries as shown in Attachment C – Supplies and On-Demand Services.

Proposer will furnish and maintain in good working condition all the necessary cleaning equipment required to maintain the facility including, but not limited to, vacuum cleaners, buffers, strippers, scrubbing machines, extension poles, ladders and carpet extraction equipment.

5. On-Demand Requests – Additional unscheduled services may be requested. It is the responsibility of the County to provide accurate information when requesting additional services, locations, etc. All requests for additional services, one-time callouts, emergency notifications, must have the County Contract Administrator in the original request.

6. Emergency Service Requests – Occasionally, emergency janitorial services may be required at times during or outside of the regular days and hours of services. Proposer shall maintain an emergency contact capable of acknowledging County requests within 30 minutes, and authorizing dispatch. Expected on-site response time for emergency service requests is 4 hours from initial notification. For conditions presenting an immediate health, safety, or infection-control risk that facility personnel cannot safely manage, Proposer shall arrive equipped and commence services within sixty (60) minutes of notification.

7. Comprehensive Submission – Proposers must submit pricing for all job site locations listed in this RFP in order to be considered compliant. Partial proposals or proposals that omit any required location or service will be deemed non-responsive and may be disqualified from further evaluation.

8. Optional Job Walk Information - Proposers may attend an optional job walk to better understand the project scope, site conditions, and operational details. Attendance is not required and will not affect proposal evaluation, but it is strongly encouraged. Job walks are offered in the County’s two geographic regions on the following dates:

• South County: Wednesday, November 4, 2026

• North County: Thursday, November 5, 2026 To register, email the buyer listed on the coversheet with your name, company name, and number of attendees. Meeting details will be sent after registration. No questions will be answered during the job walks; all questions must be submitted in writing through Public Purchase by the deadline in the RFP Timeline.

RFP 8090002 3 Due: Tuesday, December 1, 2026

III. RFP TIMELINE

County releases RFP on Public Purchase Friday, October 23, 2026

Register for job walk Monday, November 2, 2026

Optional in-person job walk, South County locations Wednesday, November 4, 2026

Optional in-person job walk, North County locations Thursday, November 5, 2026

Deadline for Vendors to submit written RFP Questions Tuesday, November 10, 2026

Answers to RFP Questions published by County Tuesday, November 17, 2026

Proposal response deadline and RFP opening Tuesday, December 1, 2026 at 2:00 pm PT

IV. REGISTERING WITH PUBLIC PURCHASE

1. Registering - Entities wishing to submit a Proposal in response to this RFP must first register on the Public Purchase website. Successful registration will allow Proposers to receive email updates regarding the RFP process and the ability to upload their final Proposal package to the site. Proposers are recommended to register as a Supplier as soon as possible – it can take 24-to-48 hours for your account to become active.

To register as a Supplier, follow the steps below:

Step 1: Registering as a Supplier with Public Purchase Your first step should be to register as a supplier through Public Purchase. If you are already registered with Public Purchase, please skip this step and proceed directly to step two below. Once registered you will receive an activation email from notices@publicpurchase.com advising that your account is activated (Note: be sure to add this email address to your contacts to avoid notifications being sent to your junk folder rather than your inbox). It can take 24 to 48 hours for your account to become active.

Step 2: Registering as a Supplier with the County Once you have received your activation email from Public Purchase, log into Santa Barbara County Public Purchase homepage and accept the terms and conditions of use.

You will need to register with Santa Barbara County and select the National Institute of Government Procurement (NIGP) Commodity Codes that relate to your business in order to receive email notifications of future procurement opportunities.

It is important to complete Step 2 of the registration process (register with Santa Barbara County) or you will not receive notifications of upcoming procurement opportunities. It is your responsibility to keep your vendor information updated in Public Purchase, particularly your contacts and email addresses.

2. Vendor Questions - Questions or requests for clarification of this RFP must be submitted in writing on the Public Purchase website (www.publicpurchase.com). Any amendment or addendum to this RFP is valid only if issued in writing to the RFP on the Public Purchase website. Questions or requests must be submitted by no later than the timeline listed in the https://www.publicpurchase.com/gems/login/login?dst=%2Fbuyer%2Fhome%2Fhome mailto:notices@publicpurchase.com http://www.publicpurchase.com/

RFP 8090002 4 Due: Tuesday, December 1, 2026

RPF Timeline. The County will publish answers to the questions in an addendum to the RFP on the date listed in the RFP Timeline.

Submit Question Instructions:

a. Click on the title of the bid,

b. On the right of the bid page, click on [View/Ask Questions] to open a new page that lists all previous questions and answers.

c. Click "Ask a Question" and enter your question here.

Potential Proposers should not contact Santa Barbara County officials, staff or evaluation panel members directly regarding any aspect of this RFP. If such contact is made, the County reserves the right to reject the proposal.

V. GENERAL CONDITIONS

1. Terms and Conditions – Please refer to Attachment D for Proposer requirements for this RFP, in addition to those herein. Qualified Proposers must be prepared to enter into a contract with the County for the services described herein (“Contract”) in the form of the Form of Agreement attached as Attachment E to this RFP (“Form of Agreement”) as “Contractor” thereunder. Please review the details of Attachment E carefully. The Form of Agreement includes standards, terms and conditions required as part of the Contract. The County intends to award a Contract in substantially in the form of the Form of Agreement to the selected Proposer(s). Any requested changes to the Form of Agreement must be submitted in the form of requested redline edits to the Form of Agreement included with your Proposal in order to be considered by the County.

2. Prime Responsibility - The selected Proposer(s) will be required to assume full responsibility for all services and activities offered in its/their Proposal(s), whether or not provided directly.

The County will consider the selected Proposer(s) to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract.

3. Assurance - Any Contract awarded under this RFP must be carried out in full compliance with all applicable county, state and federal laws and regulations. Prior to executing a Contract, the Proposer will be required to provide evidence substantiating the necessary skill to perform the duties through the submission of references.

4. Independent Contractor - In performance of the services, duties and obligations required under the Contract, it is mutually understood and agreed that the Contractor, including any and all of the Contractor’s officers, agents and employees, will at all times be acting and performing in an independent capacity and not as an officer, agent, servant, employee, joint venture, partner or associate of the County of Santa Barbara.

5. Insurance - Prior to entering into a Contract, the Proposer must provide evidence of the following insurance coverages (naming the County of Santa Barbara as additional insured):

Worker’s Compensation, Commercial General Liability, and Automobile Liability as outlined in Exhibit C to the Form of Agreement. The Contractor will be required to maintain the required coverages, at Contractor’s sole cost and expense, throughout the entire Term of the Contract.

6. Non-Discrimination - The County prohibits discrimination in employment or in the provision of services because of race, color, religion, religious creed, sex, age, marital status, sexual

RFP 8090002 5 Due: Tuesday, December 1, 2026 orientation, gender expression, ancestry, national origin, political affiliation, physical disability or medical condition. This clause does not require the hiring of unqualified persons.

7. Displaced Janitor Opportunity Act – The Proposer certifies that it will meet any and all Displaced Janitor Opportunity Act requirements contained in California Labor Code Sections 1060 -1065. By submitting a Proposal, the Proposer agrees they have read and understood the meaning, intent and requirements of the Displaced Opportunity Act. The above referenced sections of the California Labor Code may be viewed online: Codes 1060-1065

8. Janitorial Service Provider Online Registration - Proposer shall provide County of Santa Barbara with their Labor Commissioner Janitorial Service Provider registration number.

Failure to provide a valid and accurate registration number shall deem a proposal nonresponsive and ineligible for contract award. Registration information can be found on the Department of Industrial Relations Website at: Janitorial Providers Contractors

9. Negotiation – The County of Santa Barbara reserves the right to negotiate specifications, terms and conditions, which may be necessary or appropriate to the accomplishment of the purpose of this RFP. The County may require the RFP and the Proposer’s Proposal be incorporated in full or in part as Contract Documents. This means that this RFP and all responses, supplemental information, and other submissions provided by a Proposer during discussions or negotiations may be held by the County as contractually binding on the successful Proposer.

10. Contract Term – Services provided under the Contract(s) resulting from this RFP shall be for the period commencing on the effective date specified in the contract and terminating on June 30, 2028 (“Initial Term”). The Contract may be renewed by the County for one (1) additional two (2) year period (a “Renewal Term”) upon 30 days’ written notice by County to Contractor prior to the expiration of the then-current Initial Term (the Initial Term and Renewal Term, if any, collectively, the “Term”). County of Santa Barbara reserves the right to add or remove locations of services, or alter services with a 7-day notice, or cancel services in its entirety upon 30-day notice to Contractor.

11. Restrictions - We are under no obligation to request, utilize or employ any certain extent or number of services, nor are we restricted, by reason of this contract, from contracting with other vendors providing the same or similar services for the County's incidental needs.

12. Non-Exclusive Contract - The provisions of the Contract shall in no way prohibit the County from using the services of another supplier for the same services as herein listed. The County may also determine it advantageous to award Contracts to more than one Proposer.

13. Termination of Contract - With Cause - The County Procurement Division may, by giving ten

(10) calendar days’ written notice to the Contractor, terminate the Contract for cause. Due cause for termination shall include, but not limited to, failure to deliver within a reasonable time period, failure of the services to meet specifications and/or for reasons of unsatisfactory service. Without Cause – Both the County and the Contractor may, upon giving thirty (30) calendar days’ written notice, terminate the Contract with or without cause.

14. Non-Appropriation - The County cannot obligate funds beyond any one fiscal year. Any Contract that may be entered into by the County is therefore contingent upon the appropriation of sufficient funds and/or authority to carry out its provisions. Should funds not be available, the County may terminate the Contract upon thirty (30) days’ notice to Contractor. The termination shall be effective without penalty and without liability to the County beyond the fiscal year in which the notice is given. The County’s decision regarding https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=LAB&division=2.&title=&part=3.&chapter=4.5.&article= https://www.dir.ca.gov/dlse/Janitorial_Providers_Contractors.html

RFP 8090002 6 Due: Tuesday, December 1, 2026 what constitutes sufficient funding will be final.

15. Clarifications and Withdrawal - The County reserves the right to:

a. Request clarification of any submitted information.

b. Not enter into any Contract.

c. Not to select any Proposer, and to solicit additional offers/proposals at a later date.

d. Amend or withdraw the RFP, in whole or in part, at any time and for any reason.

e. Interview Proposers prior to appointment and request additional information during the interview.

16. Incurred Costs – The County of Santa Barbara will not be liable in any way for any costs incurred by Proposers in replying to this RFP.

17. Protest and Appeals Procedure -

a. Protests of RFP specifications must be made to the County prior to the proposal opening date. After the proposal opening, any proposer who is aggrieved in connection with the Notice of Intent to Award must protest the decision in writing to the County within five (5) working days from the posted Notice of Intent to Award in Public Purchase. Protests received after this period will be invalid and will not be considered.

All protest and/or appeals must clearly state the aggrieved party’s case as related to the award decision. Protests received without sufficient information for review will not be considered. The County will render a written decision within ten (10) working days from receipt of the protest.

b. If the protestor is not satisfied with the decision of the County, a written appeal can be made to the Purchasing Agent within five (5) working days of the Buyer’s decision/response. The Purchasing Agent shall render a final written decision within ten (10) working days from the receipt of appeal. If the protester is not satisfied with the decision of the Purchasing Agent, the protester may pursue the matter under Section 2-100 of the County of Santa Barbara or of any commission, board, officer or agent thereof.

c. In the event of receipt of a valid written protest or appeal to the Buyer and/or Purchasing Manager, the County shall not proceed further with the solicitation or award until the protest or appeal is answered & decided by the Purchasing Agent.

d. If, prior to the award, it is determined that a solicitation or proposed award of a contract is in violation of law or of County policies, then the solicitation or proposed award shall be:

i. Canceled; or

ii. Revised to comply with the law or policy

e. If, after an award, it is determined a solicitation or award of a contract is in violation of law, then the contract may be terminated subject to County Counsel's determination.

18. Proposal as Public Record – All proposals, protests, and information submitted in Response to this RFP will become the property of the County and public records subject to disclosure in accordance with the California Public Records Act, California Government Code Section

7920.000 et seq. If a Proposer believes that such Proposer has a legally justifiable basis under the California Public Records Act for protecting the confidentiality of any information contained within their Proposal, such Proposer must specify all such information, together

RFP 8090002 7 Due: Tuesday, December 1, 2026 with the legal basis of their claim in such proposal, and present such information separately as part of their Proposal. However, marking the material shall be considered only a request to keep the information confidential, and the County provides no assurance that the information will not be disclosed. Determinations regarding the validity of Proposer claims of confidentiality shall be made by the County in its sole discretion. If the County determines that information designed by a Proposer in its Proposal as “confidential” or “proprietary” does not clearly qualify for an exemption from disclosure under the California Public Records Act, such information shall be considered public record. Upon receipt of a request for disclosure pursuant to the California Public Records Act for information in a Proposal that is marked as confidential, the County may notify such Proposer of the request for disclosure.

Each Proposer shall have sole responsibility for the defense of its allegedly confidential information submitted with its Proposal. In the event that the County agrees to withhold such information from disclosure in response to a Public Records Act request, the County may require, as a condition of such withholding, a written agreement duly executed by such Proposer, in a form satisfactory to the County, providing for Proposer’s defense and complete indemnification of, and reimbursement for all costs incurred by, the County in any action to compel the disclosure of such information. The County nevertheless reserves the right to withhold any materials otherwise subject to disclosure under the Public Records Act during the pendency of any negotiations of the Contract. (See, e.g., Michaelis, Montanari, & Johnson

v. The Superior Court of Los Angeles (2006) 38 Cal. 4th 1065.)

a. Any Contract arising from this RFP will be a public record.

b. Submission of any materials in Response to this RFP constitutes:

i. Consent to provide County discretion to release such materials under the Public Records Act without notice to the person or entity submitting the materials.

ii. Waiver of all claims against County and/or its elected officials, officers, agents, or employees that County has violated a Proposer’s right to privacy, disclosed trade secrets or confidential information, or caused any damage by allowing the proposal or materials provided under this request for proposal to be inspected.

iii. Agreement to indemnify and hold harmless County for release of such information under the Public Records Act.

iv. Acknowledgment that the County may not assert any privileges that may exist on behalf of the person or entity submitting the materials.

VI. CONTRACTOR REQUIREMENTS

1. Service Hours - Work under any contract resulting from this RFP will be performed during non-business hours except where otherwise arranged or as otherwise provided in this RFP.

Business hours for each facility are determined by the County and will be provided, if applicable.

2. Schedule - All tasks must be performed on the designated service days. Contractor shall coordinate with the County Contract Administrator to adjust the cleaning schedule according to County Holiday Calendar. If a scheduled service date falls on a weekday (Monday through Friday) and one of those dates is a holiday, the service will occur on the next business day following the holiday. See Attachment G for Calendar of Observed Holidays.

3. Pricing Adjustment Clause – Rates proposed are to be the maximum charged for the entire

RFP 8090002 8 Due: Tuesday, December 1, 2026

Term of the Contract, including any periods in which the Contract is extended. However, prior to the expiration of the Initial Term of the Contract, Contractor may request an increase, effective for the Extension Term, if any, in the rates set forth in its Proposal in proportion to any statutory increases which may be required by federal, state or local law that went into effect during the Initial Term, including any increase which may be necessary due to any federal or state law mandating benefits for employees that went into effect during the Initial Term. Such charges include Workers' Compensation Insurance, FICA, SUI and FUI [CC1.1]increases. Such increases will be limited to the amounts or percentages common to the industry in the Santa Barbara County area and will not be allowed to the extent Contractor’s experience rating exceeds the industry average for the Santa Barbara County area, as determined by the County in its sole discretion. Not less than 120 calendar days prior to the end of the Initial Term, the Contractor may submit to the County a written price escalation request, which must be substantiated with documentation evidencing such required statutory increase(s) and a written explanation of the objective methodology used to calculate the corresponding requested rate increase(s). No increase of any kind will be allowed without the County’s prior written consent.

Absent such County consent, the prices and rates in your Proposal will apply for the entire Term of the Contract, including any Extension Term. The County reserves the right to either accept or reject in writing Contractor’s request for a price escalation as part of the County’s decision whether to exercise its option to extend the Contract for an Extension Term. In the event that the County rejects Contractor’s request for price escalation, but elects to exercise its option to extend the Contract for an Extension Term, the Contract shall be extended at the rates reflected in the Contract for the Initial Term.

4. Labor Rates – Labor Categories must be in accordance with those listed with the Department of Labor. Labor / Bill Rates are defined as: hourly rate + benefits + overhead.

5. Reports – Contractor to provide reports of services by location, outlining billing, current services, and cost analysis upon request.

6. Invoicing - Invoices will be on Net-30 terms and are to be dated with the ending date of service(s). Invoices must be organized to support multiple County departments utilizing the contract. The Contractor will electronically send an itemized monthly invoice referencing the assigned Contract number to each County department, to the applicable Department Representative indicated on the applicable Scope of Work. The County reserves the right to inspect and audit Contractor’s billing procedures and records.

Monthly Itemizations will include, but is not limited to:

a. Description of services performed

b. Date(s) of services performed

c. Applicable rates

d. Address of Service

e. County building number

f. Frequency of Service

7. Requests for On-Demand Services - It is the responsibility of the County to provide accurate information to the Contractor when requesting additional services, locations, etc. All requests for additional services, one-time callouts, emergency notifications, must have the County Contract Administrator in the original request.

RFP 8090002 9 Due: Tuesday, December 1, 2026

8. Safety Measures – Contractor will take all necessary precautions for the safety of employees on the work site and will erect and properly maintain at all times, as required by job conditions and progress of the work, all necessary safeguards for the protection of the employees and public.

9. Secured Areas - Secured areas must be cleaned during normal business hours or with prior County approval and arrangements. A secured area is defined as that part of the building that Contractor does not have access or keys. In such cases, access to these areas will be controlled by County personnel who will accompany cleaning personnel.

10. Quality Assurance and Inspections - Work performed must be of the highest quality and performance standards must be monitored and met. A Contract Administrator shall regularly and randomly inspect County facilities to ensure compliance with the work required by this contract. The Contractor's Supervisor shall be available, upon request, to accompany the Contract Administrator during inspections.

Contractor will not perform inspections during work hours without prior consent of a Contract Administrator. Additional work authorized by a Contract Administrator will also be inspected on a regular basis and performed to the standards of the County.

11. Local Office for Inquires and Communications – To handle inquires, complaints and communications, Contractor shall provide proof of two active business offices, one in North County and one in South County areas (defined below) within 30 days of signing a contract with the County. Both offices must be within the County limits, with a telephone in the company’s name by which the Contractor conducts business. The office shall be staffed during normal business hours by at least one employee who can respond to inquiries and complaints, which may be received about the Contractor’s performance of the contract work.

When offices are closed, an answering service or other means of communication shall be provided to receive calls, texts and/or emails regarding Contractor’s performance of the contracted work. Contractor shall answer calls, texts and/or emails within a half an hour of receipt of the message.

County of Santa Barbara’s geography:

• South County - consists of the cities and communities of Santa Barbara, Goleta, Isla Vista, Carpinteria and Summerland, and their environs, and includes areas North to Lake Cachuma Recreation Area, and northwest to Gaviota (including the Tajiguas Landfill).

• North County - consists of the cities and communities of Santa Maria, Orcutt, Guadalupe and Los Alamos, Lompoc, Buellton, Solvang, Santa Ynez, Los Olivos, New Cuyama, Cuyama, and all areas in-between.

12. Suspension of Work – County unilaterally may order the Contractor, in writing, to suspend, delay or interrupt all or any part of the work for such period of time as they may determine to be in the best interest of the County. Reasons may include, but not limited to, the following:

a. Fire or other casualties, which renders the facility or any part thereof, unfit for occupancy or use immediately.

b. Interruption of facility services or systems, such as utilities, elevator, plumbing, electrical, heating/cooling systems, which renders the facility or any part thereof unfit for occupancy or use immediately.

c. A facility or any part thereof remaining vacant or unoccupied immediately by virtue of County relocating the occupants to another facility; or performing remodeling, renovations, and/or construction within a facility or part thereof.

13. Notice of Suspension of Work – County will give notice of suspension of work and effective

RFP 8090002 10 Due: Tuesday, December 1, 2026 date as follows:

a. If work suspension is due to “a” or “b” above, verbal notice will be given within twenty-four (24) hours of effective date; written confirmation to follow.

b. If suspension is due to “c” above, written notice at least two (2) working days in advance will be given prior to effective date.

Reduction in payment during a suspension period will be calculated on a pro-rated basis of the proportion of the monthly rate listed on the Proposal Form.

14. Interrupted Service - In the event that the County declares an emergency due to road or weather conditions or other reasons, and the building is closed for the day or opens late, or closes early, the County may grant excused absences to Contractor’s employees or may require Contractor to have the employees make up the lost time in order to complete the cleaning duties. The Contractor must make every effort to provide janitorial services, particularly if the occurrence is on a Friday or is on a day proceeding a holiday. Work should be performed during the holiday or weekend so that the building will be cleaned prior to office hours on the following work day.

15. Conduct of Employees – Employees of the Contractor, while performing work under this contract, will not:

a. Remove any County property or personal property, equipment, monies, forms or any other item from their place.

b. Engage in horseplay or loud boisterous behavior.

c. Play amplified sound equipment.

d. Be under the influence of alcohol or drugs.

e. Gamble.

f. Smoke.

g. Turn on or off or use any equipment other than Contractor's equipment.

h. Use any County telephone except a telephone designated by the building management for the purpose of business under this contract.

i. Open any desk, file cabinet, storage cabinet or refrigerator (unless refrigerator is designated for cleaning).

j. Disturb or remove any articles from desks.

k. Consume any food or beverage, other than that brought with the employee or purchased from vending machines and only in areas designated by the building management for regular breaks.

l. Engage in long conversations with security guards, visitors or other individuals.

m. Take photographs of the building or its contents.

n. Remove any documents, records, forms or paper of any kind which is not either in trash cans or clearly marked as trash.

o. Engage in any activity, which is not in the best interest of County or is otherwise detrimental to the performance of this contract. If an employee arrives at the work site and their actions suggest intoxication, this person will be asked to confine their presence to a waiting area while a contract supervisor is contacted for the purpose of escorting the employee away from the building safely.

p. No unauthorized personnel are to accompany contract employees at job site (i.e.

RFP 8090002 11 Due: Tuesday, December 1, 2026 relatives, friends, guests and children).

16. Discipline or Discharge of Employees – Any Contractor’s employees whose employment or performance is objectionable to the County shall be immediately removed from the performance of services under the Contract at the request of the County. A request by the County to remove a Contractor’s personnel from the performance of services under the Contract shall not constitute an order to discipline or discharge the employee for the Contractor’s employment. All actions taken by the Contractor regarding employee discipline shall be at the sole discretion of the Contractor. The County shall be held harmless in any disputes the Contractor may have with the Contractor’s employees. This shall include, but is not limited to, charges of discrimination, harassment and discharge without just cause.

17. Specialized Medical Staffing Requirements - For all employees engaged in janitorial service for the medical facilities, Contractor shall:

a. Comply with the OSHA Standard 29 CFR § 1910.1030 Blood Borne Pathogens as it pertains to the training, safety and equipment needed for all employees engaged in janitorial service for the medical facilities. Contractor shall be responsible for compliance on date of Contract acceptance and shall provide proof to the County Contract Administrator.

b. Ensure Contractor's staff receive training and/or certification in the federal, state, and local regulatory requirements for cleaning medical offices prior to providing service under this Agreement.

c. Incorporate into its cleaning and disinfection practices the guidelines and recommendations set forth by the Centers for Disease Control CDC), the Association for Professionals in Infection Prevention and Epidemiology (APIC), the Association for the Healthcare Environment (AHE), and for Behavioral Wellness locations: Behavioral Wellness Environmental/Janitorial Services Policy and Procedure.

18. Background Checks - For all service locations: The County of Santa Barbara, Sheriff Department background checks will be required on all Contractor’s employees prior to providing services to the County at Contractor’s expense. This is to include floor, crew, cleaning staff, Day Porters, Supervisors, etc. Contractor will be required, at the time of contract award, to provide the County all Live Scan results of all employees and backup personnel assigned to this County contract.

Prior to the start of contract service date and in addition to the Sheriff Department printing check, each of the following requirements must also be completed if an employee is assigned to the following departments. Each requirement is independent of each other and will be conducted at the expense of the requesting department. Passing one does not excuse Personnel from being required to pass another if assigned to one of these offices. Separate background requirements must be met for each department’s clearance.

a. Child Support Services Requirement: All personnel assigned to work in any Child Support Office will be required to sign and provide the County Contract Administrator a Confidentiality Agreement. This will be assigned and monitored by the Child Support Services Department.

b. District Attorney Department Requirement: All personnel assigned to work in any District Attorney Office will be required to pass the Department of Justice background check. This will be assigned and monitored by the District Attorney Special Unit.

c. Probation Department Requirement: All personnel assigned to work in any Probation Department Office will be required to complete an online Probation Training as well as

RFP 8090002 12 Due: Tuesday, December 1, 2026 pass a Department of Justice background check. This will be assigned and monitored by the Probation Department Special Unit.

d. Sheriff Department Requirement: All personnel assigned to work in any Sheriff Office will be required to pass the Sheriff background to include the Department of Justice background check. This will be assigned and monitored by the Sheriff Department Special Unit.

e. Social Services Requirement: All personnel assigned to work in any Social Services Office will be required to sign and provide the County Contract Administrator with a Confidentiality Agreement. This will be assigned and monitored by the Social Services Department.

f. Behavioral Wellness Requirement: All personnel assigned to work in any Behavioral Wellness Facility or Office will be required to pass the Department of Justice background check.

The Supplier shall immediately notify County Contract Administration of any legal proceedings associated with Supplier’s employees. (i.e.: recent arrest after completion of County required background checks, probationary status, etc.)

19. Additional Behavioral Wellness Department Requirements - Contractor shall employ personnel in the Behavioral Wellness medical care facilities who meet the following criteria.

Contractor, at Contractor’s expense, shall possess documentary evidence prior to providing services to the County, and provide such documentary evidence upon County's request of the following

a. A negative Tuberculin skin test or chest x-ray upon hire and upon request thereafter

b. A negative drug screening(s) taken pre-employment and upon written request of

Behavioral Wellness

20. Security - County Contract Administrator will provide County ID badges to all employees of

Contractor. First time badges, any defective, cracked badges will be provided at no cost to the Contractor. Any lost or damaged badges due to neglect from Contractor and/or their employees will be replaced at a charge of $15.00 each. Contractor shall be responsible for use of all keys and security cards issued to him/her.

a. All main doors and windows shall be closed and locked upon completion of cleaning operations in the area. All areas shall be double-checked at end of shift to verify the areas are secured. On occasion, certain areas which are normally open for cleaning may be secured. In such a situation cleaning shall take place only upon request of a Contract Administrator.

b. Contractor shall not duplicate any keys for premises unless directed to do so by a Contract Administrator. Contractor/Supervisory staff must promptly report any lost keys or need for additional keys to a Contract Administrator.

c. To avoid the possibility of tracing lost keys to the premises, the Contractor shall not put identification on any keys.

21. Alarm Responsibility - Where facility to be serviced is equipped with an intrusion alarm, the Contractor’s staff shall be responsible for disarming the alarm when they enter the building and for arming the alarm when they leave. County departments shall be responsible for furnishing instructions to the Contractor’s supervisory personnel in the correct procedure for each operation. It shall be the Contractor’s responsibility to instruct any temporary or replacement employees in the complete operation of arming and disarming of the alarm system. Any charges, to include response from Law Enforcement resulting from janitorial staff not deactivating alarm properly will be billed to Contractor.

RFP 8090002 13 Due: Tuesday, December 1, 2026

22. Storage Space – The County will provide storage space and or closets at the various facilities for janitorial supplies and equipment. Due to the limited amount of space, any storage spaces beyond which the County is presently providing for janitorial equipment is the responsibility of the Contractor.

23. Floor Care Schedules - After award of contract, Contractor will present to the County a 6-month carpet and floor work calendar for all buildings included in this contract as indicated in Document #1. Prior to the end of each fifth month, Contractor will provide the next 6-month calendar until the end of contract term. If the agreed upon schedule changes, advance notice will be given to the County Contract Administrator.

24. Day Porter – Contractor will provide four (4) full-time porters:

a. One to the Downtown Santa Barbara locations

b. One to the Public Health Facilities located on Calle Real

c. One to Lompoc Social Services, Public Health Clinic and Public Health Wellness Center

Locations

d. One to the Santa Maria Betteravia Locations The Day Porter will be responsible to clean during normal business hours (8 a.m. – 5 p.m.)

and duties shall include but not be limited to: checking restrooms, cleaning as needed, restocking of supplies, cleaning railings, sweeping, and responding as needed to minor emergencies in the area for quick clean-ups. It is the Contractor’s responsibility to provide a company-issued cell phone for County Administrator to contact the Day Porter for assignments.

25. Power Washing of County Property - Chapter 29 Article IV of the County Code of Santa Barbara County states that no person shall discharge or cause to be discharged into the storm drain system any materials, including but not limited to pollutants or waters containing any pollutants that cause or contribute to a violation of applicable water quality standards, other than stormwater.

In addition, no person shall throw, deposit, leave, maintain, keep, or permit to be thrown, deposited, left, or maintained in or upon any public or private property, driveway, parking area, street, road, alley, sidewalk, component of the storm drain system, any refuse, rubbish, garbage, litter, or other discarded or abandoned objects, and accumulations, so that the same may cause or contribute to pollution. Waste deposited in proper waste receptacles for the purposes of routine collection are exempted from this prohibition. Pollutant discharges to the storm drains are enforced by the County Public Works Department.

It is the responsibility of the Contractor to know and follow all County of Santa Barbara and City Ordinances when completing power washing at the request of the County of Santa Barbara. Any enforcement of fees or legal action due to negligence or non-compliance will be at the full expense of Contractor.

26. Fogging and/or Sanitizing - Include your company’s process of ‘fogging’ an office, area, vehicle, etc. due to exposure to infection, etc.

27. Vent Cleaning – Clean visible surfaces of ceiling HVAC vents with the use of an extendable duster only. Any vent requiring the use of additional equipment to include but not limited to ladders, specialized crew, specialized chemicals, etc. is not covered under this Agreement and may be completed by a separate vendor.

28. Hand Sanitizers – Hand sanitizers and dispensers may be installed in facilities but must meet COUNTY approval. Contractor may fill dispensers but this task will be billed separately to the Requesting Department if in a single-tenant building. If such a dispenser is in a multi-tenant common area, prior written approval from the COUNTY Contract Administrator will be required in each instance for maintenance and/or replacement of COUNTY approved supplies.

RFP 8090002 14 Due: Tuesday, December 1, 2026

29. Sustainability - The COUNTY has an Environmentally Preferred Purchasing Policy (EPPP) that encourages the use of products/services that promote sustainable green practices. The general goals of this policy are to reduce toxicity, conserve natural resources, materials & energy, and maximize recyclability and recycled content. To view our complete EPPP, visit:

https://www.countyofsb.org/4370/Environmentally-Preferable-Purchasing-Po.

30. Supplies –

a. With some exceptions for medical facilities, all hard surface and general all-purpose cleaning products, biologically-based cleaning and degreasing compounds, disinfectants and disinfecting cleaners, floor care and floor cleaning products, carpet and upholstery cleaners (hereafter collectively referred to as “cleaning products”) listed in Attachment C and used in COUNTY facilities, must be environmentally preferable cleaning products certified through one of the following agencies (or has demonstrable evidence that it possesses the same attributes and standards of a certified product):

• UL’s Hard Surface Cleaners Standard (UL2759), ECOLOGO certification

• Green Seal GS-37, Green Seal label

• EPA Design for the Environment (DfE) Program, Safer Choice label

b. Manufacturers and distributors are required by the federal “Hazardous Communication Standard” (29 CFR § 1910.1200) to label each hazardous material or chemical container and California Hazard Communication Regulation Section 5194 of Title 8, California Administrative Code (T8CAC) to provide Safety Data Sheets to the purchaser. Awarded Contractor must provide proof of agency certification and Safety Data Sheets (SDS) for each cleaning product prior to the performance of services. All products must remain so certified for the duration of the Term.

c. Toilet paper, paper towels, paper wipes, facial tissue, and toilet seat covers, and all paper janitorial supplies listed in Attachment C to be used in COUNTY facilities must meet or exceed the recycled-content requirements as specified by Public Contract Code 12209.

d. Trash can liners, garbage bags, kitchen bags; must include a minimum 10% post-consumer recycled content, when the gauge is a minimum .75 mil or greater as specified by…