Countywide Janitorial Services.pdf

COUNTY OF ORANGE

COUNTY EXECUTIVE OFFICE - CPO

REQUEST FOR PROPOSAL (RFP)

FOR

RFP-017-2988904-JC - COUNTYWIDE JANITORIAL SERVICES

RFP NO. RFP-017-2988904-JC

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/ocgov https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of Orange RFP

County Executive Office - CPO - RFP-017-2988904-JC - Countywide Janitorial Services, RFP-017-2988904-JC

County of Orange

County Executive Office - CPO

Procurement and Contract Services

400 W. Civic Center Drive

Santa Ana, CA

92701

SCHEDULE OF ACTIVITIES

Release of RFP Solicitation July 17, 2026

Mandatory Job Walk (Mandatory) August 4, 2026, 8:00am

Agenda

Please see agenda for Job Walk locations, special conditions, and applicable security requirements.

Mandatory Job Walk (Mandatory) August 11, 2026, 8:00am

Agenda

Please see agenda for Job Walk locations, special conditions, and applicable security requirements.

Mandatory Job Walk (Mandatory) August 18, 2026, 8:00am

Agenda

Please see agenda for Job Walk locations, special conditions, and applicable security requirements.

PROPOSALS MUST BE RECEIVED ON

OR BEFORE

Tuesday, October 27, 2026

2:00 pm https://government-project.s3.amazonaws.com/231686/67fec69b-1b5a-4bf9-aceb-fdcd6bcf88aa_Mandatory_Job_Walk_Schedule_-_August_4_2026.pdf https://government-project.s3.amazonaws.com/231686/1452a099-ebd2-4da3-8b53-de273b045adc_Mandatory_Job_Walk_Schedule_-_August_11_2026.pdf https://government-project.s3.amazonaws.com/231686/fe386e71-f3db-49cb-8ec1-721e6d5bdda3_Mandatory_Job_Walk_Schedule_-_August_18_2026.pdf

County Executive Office - CPO - RFP-017-2988904-JC - Countywide Janitorial Services, RFP-017-2988904-JC

Mandatory Job Walk (Mandatory) August 25, 2026, 8:00am

Agenda

Please see agenda for Job Walk locations, special conditions, and applicable security requirements.

Mandatory Job Walk (Mandatory) September 1, 2026, 8:00am

Agenda

Please see agenda for Job Walk locations, special conditions, and applicable security requirements.

Mandatory Job Walk (Mandatory) September 15, 2026, 8:00am

Agenda

Please see agenda for Job Walk locations, special conditions, and applicable security requirements.

Mandatory Job Walk (Mandatory) September 22, 2026, 8:00am

Agenda

Please see agenda for Job Walk locations, special conditions, and applicable security requirements.

Question Submission Deadline October 6, 2026, 2:00pm

RFP Submittal Closing October 27, 2026, 2:00pm https://government-project.s3.amazonaws.com/231686/8a2d63ce-e596-42ae-9cba-d90f6fc50768_Mandatory_Job_Walk_Schedule_-_August_25_2026.pdf https://government-project.s3.amazonaws.com/231686/859ffc48-511b-4a4f-947d-d95e0d41a985_Mandatory_Job_Walk_Schedule_-_September_1_2026.pdf https://government-project.s3.amazonaws.com/231686/b89da839-44d0-4d26-811f-859fa4a920d4_Mandatory_Job_Walk_Schedule_-_September_15_2026.pdf https://government-project.s3.amazonaws.com/231686/0ed9fbd3-30c5-4120-8723-bab78a7a2bfa_Mandatory_Job_Walk_Schedule_-_September_22_2026.pdf

County Executive Office - CPO - RFP-017-2988904-JC - Countywide Janitorial Services, RFP-017-2988904-JC

SECTIONS

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

SECTION 2. PROTEST PROCEDURES

SECTION 3. SCOPE OF WORK

SECTION 4. SCORING CRITERIA

SECTION 5. COST PROPOSAL

SECTION 6. OCLSB AND DVBE PREFERENCE POLICIES CERTIFICATION

REQUIREMENTS

SECTION 7. JOHN WAYNE AIRPORT FAA GENERAL TERMS

SECTION 8. VENDOR RESPONSES

Attachments:

D - RFP-017-2988904-JC - MODEL CONTRACT - Countywide Janitorial Services

E - RFP-017-2988904-JC - Mandatory Pre-Proposal Job Walk Schedule

F - RFP-017-2988904-JC -Mandatory Job Walk Information Package

County Executive Office - CPO - RFP-017-2988904-JC - Countywide Janitorial Services, RFP-017-2988904-JC

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

1.1 INTRODUCTION

The County intends that the successful Respondent shall provide RFP-017-2988904-JC -

Countywide Janitorial Services proposed in accordance with contract requirements set forth in the solicitation and Model Contract, including Attachments.

1.2 COUNTY HOLIDAYS DURING SOLICITATION PERIOD

During this solicitation period, the County Executive Office - CPO will be closed on the following County holidays - https://hrs.oc.gov/employee-relations/employee-resources

1.3 INSTRUCTIONS TO RESPONDENTS AND PROCEDURES FOR SUBMITTAL

A. Responses are to be uploaded via the County's eProcurement Portal at https://procurement.opengov.com/portal/ocgov. For assistance on uploading Response via County’s eProcurement Portal, please contact procurement-support@opengov.com or https://help.procurement.opengov.com/en/

B. Examine the Contract Documents and the site of the proposed work carefully before submitting a Response for the work contemplated. Investigate the conditions to be encountered, as to the character, quality, and quantities of work to be performed and materials to be furnished and as to the requirements of all Contract Documents.

The County has attempted to provide all information available. It is the responsibility of each Respondent to review, evaluate, and, where necessary, request any clarification prior to submission of a Response. If any person contemplating submitting a response to this

Request for Proposal (RFP) is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they may submit a written request for clarification/interpretation to the County Deputy

Procurement Agent (DPA) via the County’s eProcurement Portal under the bid page for this solicitation.

If clarification or interpretation of this solicitation is considered necessary by County, an addendum shall be issued, and the information will be posted via the County’s eProcurement Portal. Any interpretation of, or correction to, this solicitation shall be issued by the DPA. It is the responsibility of each Respondent to periodically check the County’s eProcurement Portal to ensure that they have received and reviewed any and all addenda to this solicitation.

The County will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any oral information. If an addendum is issued, Respondents must acknowledge the addendum via the County’s eProcurement Portal.

All questions or requests for interpretations must be received within this solicitation by Tuesday, October 6, 2026, before 2:00 pm. The DPA will provide all official communication concerning this solicitation. Any County response relevant to this https://hrs.oc.gov/employee-relations/employee-resources https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov mailto:procurement-support@opengov.com https://help.procurement.opengov.com/en/

County Executive Office - CPO - RFP-017-2988904-JC - Countywide Janitorial Services, RFP-017-2988904-JC solicitation other than through or approved by the DPA is unauthorized and will be considered invalid.

C. Responses must be valid for a period of at least three hundred sixty-five (365) calendar days from the closing date and time of receipt. No Response may be withdrawn after the submission date.

D. Each Respondent must submit their response electronically via the County’s eProcurement

Portal.

E. All pages must be submitted on standard 8.5 x 11-inch paper, numbered and identified sequentially by section. Responses must be organized and indexed as outlined in the

Response Requirements Section. It is imperative that all Respondents comply, exactly and completely, with the instructions set forth herein. All responses to this solicitation shall be type written or word-processed (except where otherwise provided or noted), concise, straightforward, and must fully address each requirement and question. Although not as a substitute for a complete written response, additional material, such as technical documents, may be referenced in any response if the material is included in the same section as additional information.

F. Responses are not to be marked as confidential or proprietary. The County may refuse to consider any Responses so marked. All Responses and supporting documents will be subject to the provisions of the California Public Records Act (California Code

Government Code 7920.000 et seq.) (PRA) and will be disclosed or withheld in accordance therewith. The County shall not be liable in any way for disclosure of any such records.

Additionally, all Responses shall become the property of the County.

Respondents should not request that certain information be treated as exempt, and statements in the Responses should not be marked as confidential or proprietary. In the event that any information is marked as confidential or proprietary, as it may be absolutely necessary, Respondents have the sole responsibility of obtaining any applicable injunctive reliefs to prevent the disclosure of such confidential proprietary information in connection with any request made to County pursuant to PRA or a subpoena for disclosure of such information.

G. Each Respondent shall exercise reasonable care and diligence to avoid submitting a

Response that could result in a conflict of interest if Respondent were to be selected. This obligation shall apply to the Respondent, the Respondent’s employees, agents, and relatives, sub-contractors, and third parties associated with accomplishing work and services in response. In the event Respondent has done work for the County on this Project in the past or has reason to believe that a conflict of interest may exist for Respondent in

County Executive Office - CPO - RFP-017-2988904-JC - Countywide Janitorial Services, RFP-017-2988904-JC regard to this Project, Respondent should consult with its legal counsel prior to responding to this solicitation. Any Respondent who is found to have an actual conflict of interest may have its response rejected on that ground.

Respondent, its employees and/or consultants may be subject to the provisions of the

California Political Reform Act of 1974 (the “Act”), which (1) requires such persons to disclose any financial interest that may be materially affected by services provided under this Contract, (2) prohibits such persons from making, or participating in making, decisions that could reasonably affect such interest; and (3) may require the filing a Statement of

Economic Interest (Form 700).

If subject to the Act, Respondent shall conform to all requirements of the Act. Failure to do so shall constitute a material breach and is grounds for immediate termination of the

Contract by County. Respondent shall indemnify and hold harmless County for any and all claims for damages resulting from Respondent’s violation of this Section.

H. By submitting a response, the Respondent represents that it thoroughly examined the

County’s requirements, is familiar with the services required under this solicitation and is qualified and capable of providing the services to achieve the County’s objectives.

I. Each Respondent must submit its response in strict accordance with all requirements of this solicitation and compliance must be stated in the response. Deviations, clarifications and/or exceptions must be clearly identified and listed separately as alternative items on additional information section for the County’s consideration as specified in the

Response Requirements Section, “Statement of Compliance.”

Note: Allow sufficient time to upload all required files. The County’s eProcurement Portal will not allow any uploads after the due date and time specified herein, e.g., if Part 1 and 2 uploaded successfully at 1:58:38 P.M. and Part 3 is in progress of being uploaded at 2:00:01

P.M., Part 3 will not upload successfully.

J. Pre-contractual expenses are not to be included in the Cost Proposal, Attachment B, Pricing and Compensation. Pre-contractual expenses are defined as including, but not limited to, expenses incurred by the Respondent in: a) preparing the response to this solicitation; b) submitting that response to the County; c) negotiating with the County any matter related to the Respondent’s response; and d) any other expenses incurred by the Respondent prior to the date of award and execution, if any, of the Contract.

K. Any response may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the solicitation, including but not limited to technical features, acknowledgment of receipt of addenda, and page number limits, etc. These are common causes for deeming a response non-responsive.

County Executive Office - CPO - RFP-017-2988904-JC - Countywide Janitorial Services, RFP-017-2988904-JC

L. Where two or more Respondents desire to submit a single response to this solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture. The County intends to contract with a single firm that may subcontract with multiple firms (team) but not with multiple firms doing business as a joint venture.

M. County does not require and neither encourages nor discourages the use of lobbyists or other consultants for the purpose of securing business.

N. The County requires a valid D-U-N-S number prior to Contract Award. If needed, your company may obtain one at no cost at www.dnb.com. If you are unable to provide/obtain a D-U-N-S number, please indicate so in your submission response.

O. The County requires a valid UEI number and full registration prior to Contract

Award. Your company must obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a UEI number, please indicate so in your submission response.

P. Effective from the issuance date of this solicitation until a Contract is awarded or the solicitation is withdrawn, all individuals or entities responding—including their employees, agents, representatives, proposed partners, subcontractors, members, lobbyists, or attorneys (collectively "Respondents")—are prohibited from engaging in any direct or indirect communication with County personnel involved in the selection process, except with the designated Deputy Procurement Agent (DPA). Respondents may continue conducting business with the County on matters unrelated to this solicitation and may communicate with County staff, provided the solicitation is not discussed. Any attempt to engage in discussion regarding this solicitation with anyone other than the designated DPA will be presumed to create an unfair competitive advantage and may result in disqualification.

Q. After the closing date and time for receipt of Responses, evaluation, and if requested by the County, interviews will commence. Respondents who submit Responses most responsive to the County’s requirements may be asked to give a presentation of their response to County staff. The County makes no guarantee as to the number of Respondents selected for interviews. Selected Respondents should be prepared to make its presentation within five (5) business days after notification and be prepared to discuss all aspects of its response in detail, including technical questions regarding the response. Respondents shall not be allowed to alter or amend its response through the use of the presentation process.

1.4 MANDATORY PRE-SUBMITTAL MEETING AND SITE VISIT

Attendance at all required Mandatory Pre-Submittal Meetings and Job Walks/Site Visit are required. The dates, times, locations, special conditions, and applicable security requirements for each job walk are identified in the Mandatory Pre-Proposal Job Walk Schedule. Respondents shall http://www.dnb.com/ http://www.usfcr.com/

County Executive Office - CPO - RFP-017-2988904-JC - Countywide Janitorial Services, RFP-017-2988904-JC also review the Mandatory Job Walk Information Package for additional job walk requirements, registration procedures, facility information, and other important instructions.

Each job walk will begin promptly at the scheduled time. No one will be admitted 10 minutes after meeting has started. At these meetings, County staff will provide an overview of the facilities, discuss the scope of work, and identify site-specific janitorial requirements. Attendance and sign-in at each mandatory job walk is required. Contractor must stay until the meeting has ended.

Failure of any Respondent to attend this Mandatory Pre-Submittal Meeting and Job Walks/Site

Visit shall constitute a substantial variation from the requirements of the Contract Documents and the response of any Respondent not in attendance will be rejected as nonresponsive.

All questions will need to be submitted in writing through the County’s online eProcurement system at https://procurement.opengov.com/portal/ocgov. The Respondent will have until

Tuesday, October 6, 2026 before 2:00 pm to submit questions.

• Please confirm your attendance by replying via the RSVP feature in the County's eProcurement Portal. Respondents shall review and comply with all applicable security and access requirements outlined in the Mandatory Pre-Proposal Job Walk Schedule and the Mandatory Job Walk Information Package before attending each required job walk.

• Respondents are responsible for securing parking and payment of parking fees (if applicable)

• Respondents are encouraged to arrive early to ensure a parking space

1.5 MINIMUM QUALIFICATIONS/REQUIREMENTS

Respondents shall meet the following minimum requirements and qualifications to proceed to the evaluation process. Failure to have the ability to, upon County request, provide any of the items requested below may result in disqualification of your response. These qualifications must be maintained during the term of any resultant Contract.

A. Respondents must demonstrate the ability to do business in the State of California and be registered and in good standing with the California Secretary of State at the time of proposal submission;

B. Respondents must demonstrate a minimum of three (3) consecutive years of recent experience providing comprehensive janitorial services for large, multi-site facilities comparable in size and complexity to those described in the solicitation.

C. Respondents must demonstrate a minimum of three (3) years of experience within the last five (5) years providing janitorial services in facilities that operate continuously (24 hours per day, 7 days per week), such as airports, detention facilities, hospitals, or similarly high-traffic or high-security environments.

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

County Executive Office - CPO - RFP-017-2988904-JC - Countywide Janitorial Services, RFP-017-2988904-JC

D. Respondents must have successfully performed at least three (3) contracts within the last five (5) years for public agencies or governmental entities of similar scope and complexity.

E. Respondents must demonstrate prior experience performing janitorial services in secure or restricted facilities requiring background clearances, badging, or coordination with security personnel.

F. Respondents must demonstrate a established, documented Quality Control Program applicable to janitorial operations.

G. Respondents must demonstrate financial capacity to perform a contract of this size and duration, including the ability to sustain 24/7 operations without interruption.

1.6 EVALUATION PROCESS

Responses deemed to meet all minimum solicitation requirements will be scored based on the established evaluation criteria, and will be assigned points that measure the responsiveness to each identified criterion. The total number of points earned will be tallied for each response, based upon the Respondent(s) submitted written materials.

Responses shall be evaluated by an Evaluation Panel of job knowledge experts on the basis of the responsiveness to the requirements in this RFP. The County may request clarifications, or otherwise verify the contents of the response, including information about the Respondent, Contractors and sub-contractors.

The scoring is based on evaluation of the response as measured against the Scoring Criteria, which includes County of Orange Procurement Preference Policy, in accordance with Sections 1.8-103 and 4.3-112 of the 2024 County Contract Policy Manual (CPM). A copy of the 2024 CPM can be found at https://cpo.oc.gov/cpm. Responses will be evaluated from the most advantageous to the least advantageous to the County.

1.7 SELECTION/AWARD PROCEDURES

Upon the completion of the evaluation process, the Evaluation Committee will make a recommendation for an award to the County’s DPA. Final award determination shall be subject to reference checks and past performance.

The Model Contract contained herein this RFP is the Contract proposed for execution. It may be modified to incorporate negotiated items and other pertinent terms and conditions set forth in this

RFP, including special conditions and requirements and those added by addendum, necessary attachments and/or exhibits, and to reflect Respondent’s response and qualifications. Any additional exceptions to the terms and conditions made by any Respondent after submission of its response may result in its elimination from further consideration.

https://cpo.oc.gov/cpm

County Executive Office - CPO - RFP-017-2988904-JC - Countywide Janitorial Services, RFP-017-2988904-JC

Exceptions to the terms and conditions of the Model Contract or the statements regarding

Respondent’s inability to comply with any of the provisions thereof are to be declared in the response to the RFP in VENDOR RESPONSES - Statement of Compliance.

Negotiations may or may not be conducted with the finalist(s); therefore, the response submitted should contain Respondent(s) most favorable terms and conditions, since the selection and award may be made without further discussion or need for clarification. Any additional exceptions to the terms and conditions made by any Respondent(s) after submission of its response may result in elimination from further consideration.

The County will enter into negotiations with the selected Respondent and award a contract upon completion of negotiation of fees and contract terms. The award may be subject to/requires approval(s) by the County Board of Supervisors.

If a satisfactory Contract cannot be negotiated in a timely manner, County, in its sole discretion, may terminate negotiations with the selected Respondent and begin negotiations with the next

Respondent.

1.8 RIGHTS RESERVED TO COUNTY

The County reserves the right to:

A. Make use of any information or ideas in the responses submitted.

B. Request response revisions and hold discussions and negotiations with any Respondent as necessary to serve the best interests of the County.

C. Seek publicly available information about the Respondents.

D. Conduct, or not to conduct, oral interviews and/or presentations with the highest-ranked

Respondent(s) and additional Respondents.

E. Waive, at its discretion, any procedural, non-material defects, irregularity, or informality, which

County deems correctable or otherwise not warranting rejection of the response that do not result in any unfair competitive advantage. Any waiver will not excuse a proponent from full compliance.

F. Verify and validate any information prior to Contract Award and during the entire term of the

Contract.

G. Negotiate the final Contract with any Respondent(s), including pricing/fee schedule, as necessary to serve the best interests of the County;

H. Withdraw or cancel in part or in its entirety this solicitation at any time without prior notice and furthermore makes no representations that any Contract will be awarded to any Respondent responding to this solicitation;

I. Award its total requirements to one Respondent or to apportion those requirements among two or more Respondents as the County may deem to be in its best interests;

J. Reject any response if it is conditional, incomplete or deviates significantly from the services requested in this solicitation; and/or

K. Request Best and Final Offer from any Respondent determined to be within the competitive range.

Unless requested by the County, late Best and Final Offers will not be accepted by the County for any reason. In addition, negotiations may or may not be conducted with Respondents.

County Executive Office - CPO - RFP-017-2988904-JC - Countywide Janitorial Services, RFP-017-2988904-JC

L. Make multiple awards to Respondent(s) for services requested in this solicitation, at its sole discretion, to serve the best interests of the County.

M. Defer award of this Contract for a period of 180 days after the solicitation opening. During this period, Respondent shall guarantee the prices and terms quoted in their responses. The County and the responsive, responsible Respondent may mutually agree in writing to extend this deferral period.

Therefore, responses submitted shall contain the Respondent’s most favorable terms and conditions, since the selection and award may be made without discussion with any Respondent.

1.9 CONTRACTOR SCREENING

Throughout the term of this Contract, Contractor shall not be listed on any state or federal exclusionary rosters, listed below. County may screen Contractor on a monthly basis to ensure

Contractor is not listed on the exclusionary rosters, listed below. If Contractor or its employee(s) are found to be included on any of the rosters indicated below, Contractor shall be deemed in default of its obligation under this Paragraph and shall constitute a cause for County to exercise its right to terminate this Contract immediately. County, in its sole discretion, may afford Contractor an opportunity to cure said default within a reasonable time.

a. United States Department of Health and Human Services, Office of Inspector General

(OIG) List of Excluded Individuals & Entities (LEIE) (http://exclusions.oig.hhs.gov)

b. General Services Administration (GSA) System for Award Management (SAM)

Excluded Parties List (http://sam.gov)

c. State of California Department of Health Care Services Medi-Cal Suspended and Ineligible

Provider List (County Health Care Agency Internal Database)

1.10 CONTRACTOR SAFETY

Contractor shall comply with the County’s Safety and Loss Prevention Policy and Procedure#306

(“Contractor Safety Responsibilities”) and submit a copy of their Injury and Illness Prevention

Program (IIPP) and Contractor Safety-Activity Checklist to the County’s Project Manager prior to the start of any work performed under the Contract. Contractor will notify County Project Manager of any revisions to the Safety-Activity Checklist and will provide a new Safety-Activity Checklist upon County request. The IIPP shall comply with California Code of Regulations, Title 8, Section

1509 or 3203(whichever applies). Contractor shall submit other safety programs that pertain to the type of job that will be performed on site. County reserves the right to conduct inspections and audits as necessary for the purpose of evaluating any aspect of safety performance under this

Contract.

1.11 TITLE VI SOLICITATION NOTICE

The County of Orange, in accordance with the provisions of the Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all

Respondents that it will affirmatively ensure that any contract entered into pursuant to this http://exclusions.oig.hhs.gov/ http://sam.gov/

County Executive Office - CPO - RFP-017-2988904-JC - Countywide Janitorial Services, RFP-017-2988904-JC advertisement, will be afforded full and fair opportunity to submit response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

1.12 DEPARTMENT OF THE TREASURY, INTERNAL REVENUE SERVICE FORM

W-9/W-8 REQUIREMENTS

Effective June 3, 2006, all Contractors, entering into a Contract with County, who are not already established in Countywide ERP System as an Auditor-Controller vendor, will be required to submit to County a federal Form W-9, or form W-8 for foreign vendors. County will inform

Contractor, at the time of award, if the Form W-9 or W-8 will be required.

In order to comply with this County requirement, within ten (10) days of notification of selection of award of Contract but prior to official award of Contract, the selected Contractor agrees to furnish to Contract administrator, or the Deputy Procurement Agent (DPA) the required W-9 or

W-8.

1.13 LEVINE ACT REQUIREMENT

Effective January 1, 2023, all contractors entering into a contract with the County, will be required to submit the Campaign Contribution Disclosure Form for any contributions made on or after

January 1, 2023. In order to comply with this requirement, Respondent agrees to furnish the required Campaign Contribution Disclosure Information form as a required submittal with its response. Failure to include the form as required will render the response nonresponsive.

SECTION 2. PROTEST PROCEDURES

Any actual or prospective bidder or respondent who alleges an error or impropriety in the solicitation or award of a contract may submit a grievance or protest to Jessica Cortez at jessica.cortez@ceo.oc.gov, as set forth herein.

PROTEST PROCEDURES

All protests shall be typed under the protestor’s letterhead and submitted in accordance with the provisions stated herein. All protests shall include at a minimum the following information:

A. The name, address, and telephone number of the protestor;

B. The signature of the protestor or the protestor’s representative;

C. The solicitation or contract number;

D. A detailed statement of the legal and/or factual grounds for the protest; and, E. The form of relief requested.

Protest of Solicitation Specifications:

A. All protests related to solicitation specifications must be submitted to the Deputy

Procurement Agent (DPA), Jessica Cortez at jessica.cortez@ceo.oc.gov, no later than

County Executive Office - CPO - RFP-017-2988904-JC - Countywide Janitorial Services, RFP-017-2988904-JC five (5) business days prior to the Closing Date of the solicitation. Protests received after the five (5) business-day deadline will not be considered by the County.

B. In the event the protest of specifications is denied, and the protestor wishes to continue in the solicitation process, the protestor must still submit a bid/response prior to the close of the solicitation in accordance with the solicitation submittal procedures provided in this solicitation.

Protest of Award of Contract:

A. Protests related to the award of a contract must be submitted to the Deputy Procurement

Agent, Jessica Cortez at jessica.cortez@ceo.oc.gov, no later than five (5) business days after the Notice of Solicitation Ranking Results is provided by the DPA.

B. Protests relating to a proposed contract award received after the five (5) business day deadline will not be considered by the County.

C. If the five (5) business day period expires without the receipt of a protest, the department may move forward with the contract award or if necessary, file the item for approval by the Board of Supervisors.

Protest Process

A. In the event of a timely protest, the County shall not proceed with the solicitation or award of the contract until the DPA issues a decision on the protest.

B. Upon receipt of a timely protest, the DPA will, within ten (10) business days of receipt of the protest, issue a decision in writing which shall state the reasons for the actions taken.

C. The County may, after providing written justification, make the determination that an immediate award of the contract is necessary to protect the substantial interests of the

County. The award of a contract shall in no way compromise the protester’s right to the protest procedures outlined herein.

D. If the protestor disagrees with the decision of the DPA, the protestor may submit a written appeal to the County Procurement Officer requesting an appeal to the

Procurement Appeals Board, in accordance with the process stated below.

APPEALS PROCESS

A. If the protestor wishes to appeal the protest decision of the Deputy Procurement Agent, the protestor must submit, within three (3) business days from receipt of the Deputy

Procurement Agent’s decision, a written appeal to the Office of the County Procurement

Officer.

County Executive Office - CPO - RFP-017-2988904-JC - Countywide Janitorial Services, RFP-017-2988904-JC

Written appeals must be sent by mail to the address below with a courtesy copy by email;

County of Orange/County Executive Office

County Procurement Office

400 W. Civic Center Drive, 5th Floor

Santa Ana, CA 92701

Attn: County Procurement Officer

CPOAppeals@ceo.oc.gov

B. Within fifteen (15) business days, the County Procurement Officer will review all materials in connection with the appeal, assess the merits of the protest and provide a written determination that shall contain his or her decision on whether the appeal shall be forwarded to the Procurement Appeals Board.

C. The decision of the County Procurement Officer on whether to allow the appeal to go forward will be final and there shall be no right to any administrative appeals of this decision.

SECTION 3. SCOPE OF WORK

3.1 GENERAL INFORMATION:

The County of Orange is comprised of 22 Departments and over 18,000 employees located throughout the County. The County’s core businesses are public safety, public works, construction management, public health, environmental protection, regional planning, public assistance, social services, and aviation.

3.2 ATTACHMENT A - SCOPE OF WORK

A. General Information

1. Contractor shall provide comprehensive Countywide Janitorial Services to County departments and facilities throughout the County of Orange on a professional, systemic, and thorough basis. Services shall include, but are not limited to, routine and enhanced cleaning, chemical based disinfecting, emptying and transporting trash and waste to designated disposal locations, interior and exterior glass and window cleaning, vacuuming, sweeping, dusting, hard surface floor maintenance including buffing, stripping, sealing, and waxing, carpet vacuuming and deep extraction shampooing, restroom, kitchen, locker room, shower, gym, and high-risk are cleaning, exterior waste and debris collection, and emergency clean-ups. All services shall be performed in strict accordance with the frequencies, standards, and performance requirements set forth in this Scope of Work. Partial, surface only, or dry cleaning that fails to meet required disinfecting, sanitation, or appearance mailto:CPOAppeals@ocgov.com

County Executive Office - CPO - RFP-017-2988904-JC - Countywide Janitorial Services, RFP-017-2988904-JC standards is unacceptable and shall constitute non-performance. Contractor acknowledges that this Scope of Work represents a full-service janitorial operation.

Contractor shall provide, at its sole expense, all labor, supervision, equipment, tools, materials, chemicals, disinfectants, paper goods, consumables, dispensers, personal protective equipment (PPE), and incidentals necessary to fully and properly perform the required services. Failure to include these costs in pricing shall not relieve the

Contractor of any performance obligation under this Contract.

2. Each service period, as defined in this Scope of Work, shall commence on the effective date of the Contract unless otherwise directed by the County’s Project

Manager or designee. Within ten (10) calendar days of the effective date of the

Contract, Contractor shall submit a mutually agreeable service calendar identifying all required daily, weekly, biweekly, monthly, quarterly, semi-annual and annual services. The service calendar shall be subject to County review and approval and shall not be implemented until approved. The Contractor shall notify the County’s

Project Manager or designee of any proposed or actual deviation from the approved schedule and shall obtain approval prior to implementing any changes. Failure to submit, maintain, or adhere to the approved service calendar shall constitute non-performance under this Contract.

B. Definitions

1. County: The County of Orange, including all County departments, agencies, offices, boards, commissions, facilities, properties, and authorized representatives.

2. County Project Manager: The County employee designated by the County to administer, oversee, and enforce the Contract at a specific facility or for designated facilities. The County Project Manager is authorized to provide direction regarding scheduling, inspection, acceptance of work, performance standards, access coordination, reporting requirements, and day to day operational matters related to this Contract.

3. Biohazard: Biological substances or materials that pose a threat to human health.

Biohazards include, but are not limited to, medical waste, blood and other bodily fluids, sharps and needles, laboratory specimens, and microorganism, virus, bacteria, or toxins derived from biological source that may cause disease or adverse health effects.

4. Daily: Shall include the period of normal work week, i.e., Monday through Friday, including Saturdays and Sundays when necessary or so designated.

5. Weekly: Shall mean once per calendar week.

County Executive Office - CPO - RFP-017-2988904-JC - Countywide Janitorial Services, RFP-017-2988904-JC

6. Bi-Weekly: Shall mean once every two (2) calendar weeks. Bi-weekly service shall be scheduled at regular two-week intervals and are not tied to the number of days in a calendar month.

7. Monthly: Shall mean once per calendar month, regardless of the number of days in the month. All monthly services shall be performed during the first full week of each calendar month unless otherwise approved in writing by the County Project Manager or designee.

8. Quarterly: Shall mean once every three (3) calendar months. All quarterly services shall be performed during the second full week of the first month of each quarter, unless otherwise approved in writing by the County Project Manager or designee.

The first quarterly service period shall commence on the effective date of the

Contract, and each subsequent quarterly period shall commence at three (3) month intervals thereafter.

9. Semi-Annually: Shall mean once every six (6) calendar months. All semi-annual services shall be performed during the third full week of the first month of each semi-annual period, unless otherwise approve in writing by the County Project Manager or designee. The first semi-annual service period shall commence on the effective date of the Contract, and each subsequent semi-annual period shall commence at six (6) months intervals thereafter.

10. Annual: Shall mean once (1) per calendar year. All annual services shall be performed during the fourth full week of the first month of each annual period, unless otherwise approved in writing by the County Project Manager or designee. The first annual service period shall commence on the effective date of the

Contract, and each subsequent annual period shall commence at one (1) year intervals thereafter.

11. Day Porter: A Contractor employee assigned on-site during normal working hours for the purpose of providing immediate, ongoing support and response to Contract related services. Day Porter duties include, but are not limited to, removal of health and safety hazards such as spills, broken glass, and debris, response to emergency clean-ups, including plumbing and roof leaks, refilling and maintaining supplies or dispensers, enhanced disinfecting of high-touch and public areas, restroom, kitchens servicing, exterior waste collection, and general facility upkeep. Day Porter services are in addition to, and not a substitute for, regular custodial operations performed outside normal working hours.

12. Damp Mopping: A floor cleaning method performed after sweeping and/or dust mopping to remove remaining dust, dirt, and debris. Damp mopping shall be

County Executive Office - CPO - RFP-017-2988904-JC - Countywide Janitorial Services, RFP-017-2988904-JC performed using a clean mop, clean water, and an all purpose floor cleaner, with a disinfectant added where required by the Scope of Work. Mop shall be properly wrung out so that floors are left clean without excess moisture, standing water, or reside.

13. Dirt: Foreign matter or debris including, but not limited to, sand, soil, grit, pebbles, mud, dust, lint, fuzz, tar, ashes, liquid spills, stains, residue, and other particulate or contaminating substances.

14. Disinfect: To apply a germicidal disinfectant in sufficient quantity to fully wet or saturate the surface, fixture, or floor so as to achieve complete contact coverage, and to allow the disinfectant to remain on the surface for the full manufacturer specific dwell time, followed by rinsing or wiping as required by the manufacturer’s instructions. Dry wiping, misting, surface-only application, or chemical application without achieving full coverage or required dwell time does not constitute disinfecting and is unacceptable.

15. Spray Buffing: A floor maintenance process used to remove heel marks, scuffs, and light soil in high traffic areas and to restore hard surface floors to a uniform appearance. Spray buffing shall be performed using an approved floor machine and soft buffing pad in accordance with manufacturer recommendations. Sweeping or dust mopping and damp mopping shall be completed prior to spray buffing.

16. Carpet Cleaning: The cleaning of carpets using the deep dirt extraction method (steam cleaning) performed in accordance with the carpet manufacturer’s recommendations.

Carpet cleaning shall remove embedded soil, stains, residue, and contaminants.

Bonnet buffing, surface shampooing, or other low-moisture methods that do not achieve deep extraction do not meet this definition unless expressly approved in writing by the County.

17. Dust Mopping: The removal of loose dirt, dust, lint, and debris from floor surfaces using a dust mop prior to damp mopping, wet mopping, or other floor maintenance activities.

18. Easily Movable Items: Furniture, equipment, waste receptacles, chairs, or other items that weigh fifty (50) pounds or less or can be safely moved by one (1) person without the use of mechanical assistance.

19. Emergency Clean-ups: Immediate response cleaning services required to address unplanned or hazardous conditions, including but not limited to water intrusion from roof leaks, plumbing leaks, flooding, sewer backups, spills, broken fixtures, or other conditions that pose a risk to health, safety, property, or operations. Emergency clean-ups include containment, removal of water debris, disinfecting affected areas as

County Executive Office - CPO - RFP-017-2988904-JC - Countywide Janitorial Services, RFP-017-2988904-JC required, placement of warning signage or barricades, and actions necessary to prevent further damage until permanent repairs are completed.

20. Floor Maintenance: The performance of floor care activities required to maintain floors in a clean, orderly, uniform, and safe condition. Floor maintenance includes, but is not limited to, sweeping, dust mopping, damp mopping, wet mopping, scrubbing, stripping, sealing, waxing, dry buffing, and spray buffing, as applicable to the floor type and service frequency specified in this Scope of Work.

21. Glass: All exposed interior or exterior glass or glass like surfaces that are not classified as windows, including but not limited to, mirrors, glass entrance doors, glass partitions, display cases, and transparent or translucent materials such as Lucite, acrylic, plastic, or similar materials.

22. Gyms/Fitness Rooms/Exercise Areas: County facilities may include gyms, fitness rooms, exercise areas, or similar spaces. Contractor shall provide full janitorial cleaning and disinfecting services for such areas.

23. High Glass: Glass surfaces, including but not limited to glass walls, elevator glass, partitions, similar glass elements, where the lower edge or any portion of the glass surface begins at or extends six (6) feet or more above the finished floor or ground level.

24. Neat/Clean: Orderly and well maintained, free from visible dirt, dust, stains, smudges, debris, residue and other foreign matter.

25. Cleaning: The physical removal of dirt, dust, organic matter, and impurities from surfaces using appropriate cleaning agents and methods. Cleaning reduces the number germs present but does not kill germs. Cleaning is a required preparatory step and does not replace disinfecting where disinfecting is specified in the Scope of

Work.

26. Disinfecting: The application of chemical agents, including EPA-registered disinfectants, to kill germs and microorganisms on surfaces. Disinfecting shall be performed after cleaning, in accordance with manufacturer instructions, and shall include full service coverage and required dwell time. Disinfecting does not replace cleaning and shall not be considered complete unless surfaces have been properly cleaned prior to disinfectant application.

27. Professional: Conforming to the technical, ethical, and performance standards of the janitorial and facilities maintenance profession; exhibiting appropriate conduct, appearance, skill, experience, and competence, and performing services in a matter consistent with industry best practices and the requirements of this Contract.

County Executive Office - CPO - RFP-017-2988904-JC - Countywide Janitorial Services, RFP-017-2988904-JC

28. Scrubbing (hard surface floors): The cleaning of hard surface floor areas performed after sweeping or dust mopping by applying an appropriate all-purpose detergent, agitating the surface using a floor scrubber or slow speed buffing machine, and thoroughly rinsing the area two (2) or more times with clean water. Residual water, soil, and detergent shall be removed using a wet-vacuum or equivalent method, leaving the floor free of residue, film, and standing water.

29. Sealing (Hard Surface Floors): The application of a protective floor sealant following stripping and cleaning with a neutral cleaner. Sealing shall include the application of a minimum of two (2) uniform coats of sealant to protect and seal the floor surface, applied in accordance with manufacturer recommendations and allowed to properly cure prior to use.

30. Dressing Rooms: Rooms or areas designated for changing clothes or personal preparation, including but not limited to locker rooms, changing rooms, and adjacent or associated areas. Dressing rooms include all floors, walls, ceilings, lockers (interior and exterior where accessible), benches, seating, hooks, mirrors, doors, door hardware, vents, drains, mats, trash receptacles, and all other fixtures, furnishings, and surfaces within the space.

31. Spray Buffing (Hard Surface Floors): A floor maintenance process used to clean hard surface floors, remove heal marks, scuffs, and light soil in high traffic areas, and restore a uniform appearance. Spray buffing shall be performed using an approved buffing pad, floor machine, and spray buffing chemical, resulting in a uniform, thin coat of non-skid floor finish. Sweeping or dust mopping and damp mopping shall be completed prior to spray buffing.

32. Stairways/Stairwell/Staircase: One or more flights of stairs used to travel between levels, including steps, risers, treads, landings, handrails, guardrails, casings, supporting framework, and the vertical shaft or enclosure in which the stairs are located. Stairways, stairwells, and staircases include all associated floor surfaces, walls, and adjacent areas. All stairways, stairwells, and staircases shall receive floor maintenance and cleaning services in accordance with this Scope of Work.

33. Stripping (Hard Surface Floors): The removal of existing floor finish or wax using an approved stripping solution (alkaline based), in combination with a stripping pad and floor scrubbing or stripping machine, including edges and corners. Stripping shall be followed by neutralization using an appropriate neutralizing agent and area minimum of two (2) rinses with clean water. All stripper solution, residue, and rinse water shall be removed using a wet vacuum or equivalent method, leaving the floor clean and free of wax buildup, residue, and film.

County Executive Office - CPO - RFP-017-2988904-JC - Countywide Janitorial Services, RFP-017-2988904-JC

34. Sweeping: The removal of loose dirt, dust, debris, and foreign matter from floor surfaces using a broom, brush broom, or dust mop as preparatory step prior to damp mopping, wet mopping, or other floor maintenance activities.

35. Walk-Off Mats: Mats made of rubber, carpet, vinyl, polyester, or other materials, located inside and outside building entrances and in other designated interior areas, used to capture dirt, moisture, and debris tracked into County facilities. Walk-off mats include all entrance mats, runner mats, and floor mats placed for safety, cleanliness, or facility protection purposes.

36. Waxing: The application of manufacturer recommended thin coasts of non-skid floor finish to hard surface floors to protect the surface and enhance durability. Waxing shall be performed in accordance with manufacturer instructions and shall result in a uniform, glossy appearance that is non-slippery, free from streaks, buildup, or uneven coating, and safe for pedestrian traffic after proper cleaning.

37. Kitchen: Any food preparation, food storage, breakroom, or kitchenette area, including but not limited to walls, floors, ceilings, countertops, cabinets, sinks, appliances such as but not limited to refrigerators, microwaves, and ventilation surfaces.

38. Showers: Any enclosed or unenclosed area designated for bathing or rinsing, including individual or group shower areas and adjacent wet zones. Showers include all walls, floors, ceilings, drains, grout, fixtures, valves, handles, shower heads, curtains, doors, frames, mats, benches, shelves, and all adjacent surfaces exposed to water, moisture, soap or bodily contract.

39. Wet Mopping: The thorough cleaning of hard floor surfaces performed after sweeping or dust mopping, using clean water and an appropriate all-purpose detergent solution, with a disinfectant added where required by the Contract specifications.