CITY OF SANTA MONICA

CUSTODIAL SERVICES FOR SANTA MONICA DEPARTMENT

OF TRANSPORTATION

INVITATION TO BID

Project ID: 4524

SaMoDOT

RELEASE DATE: July 9, 2026

DEADLINE FOR QUESTIONS: July 16, 2026

RESPONSE DEADLINE: July 28, 2026, 3:00 pm

CITY CONTACT:

David Nanjo

City of Santa Monica

Invitation To Bid

Custodial Services for Santa Monica Department of Transportation

Table of Contents

1. Notice Inviting Bids

2. Introduction

3. Instructions to Bidders

4. Bid Specification/Scope of Work

5. General Terms

6. Terms and Conditions

7. Insurance Requirements

8. Non-Discrimination Policy

9. Oaks Initiative

10. Living Wage Ordinance

11. Bid Form

12. Certification Regarding Debarment

13. Vendor Submission

14. Pricing Proposal

15. Evaluation Phases

Attachments:

A - CSA Template

B - CSA Insurance Template

Request for Proposals

Custodial Services for Santa Monica Department of Transportation

1 Notice Inviting Bids

CITY OF SANTA MONICA ONLY ACCEPTS ELECTRONIC BID SUBMITTALS

1.1 NOTICE

Notice is hereby given that electronic proposals of Bid No.4524 shall be received to Custodial Services for Santa Monica Department of Transportation, per the attached terms, conditions and specifications. Bids will be electronically opened by the Procurement Office at 3:00 pm (Pacific Time) on Tuesday, July 28, 2026 viewable on the CITY’S ONLINE VENDOR PORTAL.

1.2 JOB WALK

There will not be a job walk held for this project.

1.3 VENDOR QUERIES DUE

Questions must be submitted online in the “Q&A” tab. The City will only accept or respond to questions submitted through the online vendor portal. Questions regarding this bid are due Thursday, July 16, 2026 no later than 3:00 pm Pacific Time.

One question per submittal. (This does not mean one question per vendor.) Submittals containing multiple questions will not be answered.

1.4 ADDENDUM POSTED ONLINE

Responses to inquiries received will be posted online by Monday, July 20, 2026, 3:00 pm Pacific Time.

1.5 BID PACKAGE

Bid packages containing all forms, specifications, terms and conditions may be obtained on the CITY’S ONLINE VENDOR PORTAL. The website for this Notice Inviting Bids and related documents is: OpenGov.

All documents must be downloaded via the links within this bid document. Links or documents found outside the CITY'S ONLINE VENDOR PORTAL may not be accessible.

1.6 ELECTRONIC SUBMISSIONS

Submissions will only be accepted through the CITY'S ONLINE VENDOR PORTAL. They must be received by the specified date and bid opening time.

https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca

Request for Proposals

Custodial Services for Santa Monica Department of Transportation

1.7 LIVING WAGE

Any contractual services agreement issued as a result of this Notice Inviting Bids may be subject to the City’s Living Wage Ordinance, Santa Monica Municipal Code Chapter 4.65 (LWO), and its implementing regulations. In the event the contractual services agreement issued as a result of this Notice Inviting Bids and is subject to the LWO, the Contractor shall pay its employees the Minimum Wage, as that term is defined by the City’s LWO.

1.8 APPROVED FOR ADVERTISEMENT

Dated Thursday, July 9, 2026.

Teresa Villa

PROCUREMENT MANAGER

Published: SMDP

BID#4524

Request for Proposals

Custodial Services for Santa Monica Department of Transportation

2 Introduction

2.1 Summary

The City of Santa Monica’s Department of Transportation (SMDOT) is seeking bidders to perform custodial services at its Big Blue Bus facilitates located at 1660 7th Street.

Custodial services to include maintenance cleaning of all areas contained within the office space in the facilities listed below, except for any areas specified at job-walk. The areas to be serviced include all conference rooms, cubicles, offices, coy rooms, restrooms, kitchens, hallways withing the offices, walkways, storage rooms, file rooms, custodial closets, doors, railings, glass, floors, walls partitions, fixtures, appliances, vending machines, counters, ledges, signs, trash & recyclable containers in offices and administrative parking area, furniture, and all other maintenance required to maintain the contracted areas.

2.2 Contact Information

Kellee Mac Donald Sr. Buyer 1685 Main St. Mail Stop #9 Santa Monica, CA 90401 Email: kellee.macdonald@santamonica.gov Phone: (310) 458-8797

Department:

SaMoDOT

Department Head:

Anuj Gupta Director SaMoDOT

2.3 Timeline

Release Project Date July 9, 2026

Question Submission Deadline July 16, 2026, 3:00pm

Question Response Deadline July 20, 2026, 3:00pm

Bid Submission Deadline July 28, 2026, 3:00pm mailto:kellee.macdonald@santamonica.gov tel:(310)458-8797

Request for Proposals

Custodial Services for Santa Monica Department of Transportation

3 Instructions to Bidders

3.1 Bid Award

The City reserves the right to award the bid to separate bidders on any of the items as provided in and set forth in the bidder’s proposal form furnished by the City. It is further understood that if the bidder to whom any award is made fails to enter into a contract with the City, award may be made to the next best bidder, who shall be bound to perform as if she, he or it received the award in the first instance.

3.2 Best Bidder

The award, if any, will be made to the best bidder(s). In evaluating whether a bidder(s) is (are) the best bidder(s) pursuant to the Santa Monica Municipal Code, City may utilize some or all of the following criteria:

(1) Price.

(2) The quality of the material or services offered.

(3) The ability, capacity, and skill of the bidder(s) to perform the contract or provide the materials or services.

(4) The capacity of the bidder(s) to perform the contract or provide the service promptly, within the time specified, and without delay or interference.

(5) The sufficiency of the bidder’s financial resources.

(6) The character, integrity, reputation, judgment, training, experience, and efficiency of the bidder.

(7) The ability of the bidder(s) to provide such future maintenance or service as may be needed.

(8) Any other factor which will further the intent set forth in Section 608 of the City Charter.

The City of Santa Monica (the “City”) shall have absolute discretion in determining the applicability and weight or relative weight of some or all of the criteria listed above and is not required to select the lowest monetary bidder.

3.3 Bid Forms

Bids must be submitted on forms supplied by the City of Santa Monica and in accordance with the specifications, terms and conditions contained therein. Bid packages containing all forms, specifications, terms and conditions may be obtained on the CITY’S ONLINE VENDOR

PORTAL.

The website for this Notice of Inviting Bids and related documents is OpenGov.

. All project correspondence will be posted on the website. It is the responsibility of Bidders to check the website regularly for information updates and Bid clarifications, as well as any addenda. There is no charge for bid package and specifications.

https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca https://secure.procurenow.com/portal/santa-monica-ca

Request for Proposals

Custodial Services for Santa Monica Department of Transportation

All documents must be downloaded via the OpenGov links.

3.4 Electronic Submissions

ELECTRONIC SUBMISSIONS will only be accepted through The CITY’S ONLINE VENDOR PORTAL. For instruction on how to submit an electronic bid please refer to the section titled #Vendor Submission.

3.5 Bid Results/Recommended Award

A tabulation of bids received and recommended award will be posted on the CITY’S ONLINE

VENDOR PORTAL.

3.6 Bid Withdraw

Bids submitted may be withdrawn by written request received before the due date and time.

After that time, no bidder may withdraw a bid for a period of ninety (90) days from the date of opening. A successful bidder may not withdraw his, her or its bid at any time.

3.7 Informed Bidder

Before submitting bids, bidders shall fully inform themselves as to the conditions, requirements and specifications of the work or materials specified. Failure to do so will be at bidders’ own risk.

Bidders cannot secure relief on the plea of error or mistake.

3.8 Late Bids

It is the bidder’s responsibility to ensure that any bid submitted shall have sufficient time to be uploaded into the CITY’S ONLINE VENDOR PORTAL prior to bid opening time. They must be received by the specified date and bid opening time. Late bids will not be accepted.

3.9 No Bid

If unable to bid, please select the "No Bid" option button in the CITY’S ONLINE VENDOR PORTAL and provide a brief reason.

3.10 Number of Responses

Bidders may submit multiple bids, if desired. The City is not recommending or suggesting that bidders submit multiple bids. The City is merely stating an available option. If a bidder chooses to submit multiple bids, each must be entirely separate from the others. The City will not collate, merge, or otherwise manipulate the bidder’s bids.

https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca https://secure.procurenow.com/portal/santa-monica-ca/projects/282531/document?section=2725694 https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca

Request for Proposals

Custodial Services for Santa Monica Department of Transportation

3.11 Oral Changes

Any material changes and addenda will be issued in writing. Do not rely upon oral explanations on the meaning of the specifications or interpretations of the terms.

3.12 Successful Bidder Required Documents (Services)

The following documents will only be required from successful bidder:

• Business License (if applicable)

• Payment Bond (if the award amount is >$25,000)

• Certificate of Insurance identifying the specific project or job and naming the City of Santa Monica as additional insured.

3.13 Protest Deadline

All parties wishing to file a protest shall comply with the procedures set forth in Santa Monica Municipal Code section 2.24.260 found here. Bidder may file a written protest with the Purchasing Agent (mail or deliver to: 1685 Main Street, Santa Monica, CA 90401 ) no more than seven calendar days following the posting of award recommendation on the CITY’S ONLINE

VENDOR PORTAL.

3.14 Receiving Time

The submit time and date will be the governing time for acceptance of bids. Bids will not be accepted by in person, telephone, email or facsimile machine. They must be received by the specified due date and time.

3.15 Exceptions to Terms and Conditions

Bidders must submit any requested exceptions to the City of Santa Monica’s Terms and Conditions and/or Contractual Services Agreement with their bid. The City may, in its sole discretion, elect to allow for exceptions to the standard terms and conditions and/or Contractual Services Agreement before the award is recommended.

https://ecode360.com/42719368

Request for Proposals

Custodial Services for Santa Monica Department of Transportation

4 Bid Specification/Scope of Work

Bidders shall review any plans/specifications prior to submitting a bid AND report any errors and omissions during the Q&A period.

4.1 Scope of Work

Each facility below will require daily cleanings and duties may be needed multiple times per day.

Entrance Exterior Surroundings

• Empty trash

• Sweep, spot mop, remove marks from flooring

• Spot clean exterior glass doors, metal doors

• Spot clean walls, signs, doors

• Sweep and vacuum mats

Entrance hallways and front counters

• Empty trash & recyclables

• Dust furniture

• Spot clean walls, glass, signs, and doors

• Spot clean tables, chairs, benches, counters

• Sweep, spot mop, remove marks from flooring

• Vacuum carpet, mats

Offices, workstations, and report rooms

• Empty trash & recyclables

• Dust furniture

• Sweep, spot mop, remove marks from flooring

• Spot clean desks and chairs

• Spot clean walls, glass, signs, and doors

• Vacuum carpet and mats

Break Areas and Kitchens

• Empty trash & recyclables

• Dust furniture

• Spot clean tables, chairs, and vending machines

• Clean sinks, counters, and cabinets

• Spot clean exterior surface of appliances, water coolers, microwave ovens, and refrigerators

• Spot clean walls, glass, signs, and doors

• Sweep, mop, and remove marks from flooring

• Empty and clean coffee pots

Request for Proposals

Custodial Services for Santa Monica Department of Transportation

Dog Exercise Area

• Empty trashcans

• Disinfecting water fountains

Stairwells

• Wipe down stairwell railings and walls

• Sweep and mop stairs

Copy rooms, bike room, and exercise room

• Empty trash & recyclables

• Dust equipment

• Spot clean equipment and machines

• Sweep, spot mop, and remove marks from flooring

• Spot clean counters, shelves, and chairs

• Spot clean walls, glass, signs, and doors

• Spot mop exercise mats

• Vacuum carpets and mats

Aisle ways and hallways – if applicable

• Empty trash & recyclables

• Dust furniture

• Sweep, spot mop, and remove marks from flooring

• Spot clean walls, glass, signs, and doors

• Vacuum carpets and mats

Conference Rooms

• Empty trash & recyclables

• Dust furniture

• Spot clean countertops, cabinets, and appliances

• Spot clean walls, glass, signs, and doors

• Spot clean tables and chairs

• Spot clean office equipment

• Check refill supplies (paper products)

• Sweep, Spot mop, remove marks

• Vacuum carpet, mats

All Accessible Restrooms

• Empty Trash

• Dust fixtures

• Clean mirrors, counters, chrome, stainless steel surfaces

• Clean & disinfect toilets, urinals, and sinks

• Clean walls, glass, signs, dispensers, and doors

• Clean lockers, benches, shelves

Request for Proposals

Custodial Services for Santa Monica Department of Transportation

• Check refill supplies (paper products, soap, air freshener)

• Sweep & mop the showers & restroom floors

• Vacuum locker room carpets or mats

Exterior: Decks/walkways/seating areas – If applicable

• Empty trash & recyclables

• Empty smoking urn

• Sweep, spot mop, remove marks from flooring

• Wipe & Clean exterior deck furniture

Each facility below will require (1) time per week cleaning tasks as follows:

• Lobbies / Main Public Areas and Entranceways

• Dust all surfaces, high and low

• Clean handrails, walls, light switches and remove handprints

• Clean, sweep, and mop all corners

• Clean and polish tables and counters

• Vacuum upholstered furniture

• Vacuum all carpet thoroughly

General Office Areas: includes private offices and workstations

• Vacuum all carpet thoroughly

• Vacuum under, behind, and around desks & file cabinet bases

• Dust windowsills, window coverings, ledges, moldings, paneling, shelves, picture frames, vents, and other surfaces

• Spot clean carpets

General Areas

• Clean doors, thresholds, and casings (metal kick plates)

• Clean walls, signs, and light switches, removing any stains

• Clean glass, window coverings, ledges, and countertops

• Clean furniture, vending machines, and office equipment

• Clean fire extinguisher boxes

• Clean railings

• Spot clean carpets

Coffee Rooms / Kitchens / Break Areas

• Clean shelving, cabinets, and appliances

• Clean window coverings, casings

• Clean and polish sinks, counter tops, cabinets, and fixtures

• Clean exterior surface of appliances, water cooler, microwave oven, and refrigerators

Restrooms

• Clean Vents

Request for Proposals

Custodial Services for Santa Monica Department of Transportation

• Dust all surfaces

• Clean, disinfect, and sanitize all fixtures, walls floors, and partitions

• Clean and disinfect tile and grout

• Clean, disinfect, and polish all fixtures

• Clean, disinfect, and remove debris from drains

• Clean, disinfect, and remove markings from floors including corners and edges

Miscellaneous

• Clean and stock custodial closets

• Clean doors and casings

• Clean all wall mounted signs and picture frames

• Clean all interior hand railings

• Spot clean all carpeted areas

As-Needed floor care and detail cleaning services will be needed on a quarterly and semi-annual basis. Examples are as follows:

• Stripping and waxing of floors

• Buffing of floors to restore luster between waxing

• Carpet shampooing and steam cleaning

• Restroom grout cleaning

• Restroom and kitchen detail cleaning

• Miscellaneous detailed cleaning on an as-needed basis

• Clean all vents

Quality of Work

• All work shall be performed in accordance with the best custodial services maintenance practices. The Transit Maintenance Administrator or his/her designee will inspect all maintenance operations and approve or reject the work performed, including methods or materials used.

• If work performed is rejected, the contractor shall remedy the situation as soon as possible at no additional cost the City.

• City staff shall closely monitor the Contractor staff’s performance to detect operational irregularities and non-compliance with the contractual requirements.

Safety

• Contractor will maintain all work sites free of hazards to persons and/or property resulting from their operation

• Contractor will secure the area and remedy any hazardous, unsafe, sub-standard, or non-working conditions immediately upon discovery and report the situation immediately to the Transit Facilities Maintenance Facility Maintenance Division, or City representative(s). This will include any damages by accident, vandalism, theft, or acts of god.

Request for Proposals

Custodial Services for Santa Monica Department of Transportation

• Contractor will be responsible for damage to persons and/or property that occur as a result of the fault or negligence of said Contractor or their employees.

• Contractor will perform work in the safest manner and adhere to the safest standards outlined by CAL-OSHA. The Transit Maintenance Administrator or his/her designee reserves the right to issue restraint or cease orders to the Contractor when unsafe or harmful acts are observed or reported.

• The contractor will additionally accept the sole responsibility for complying with all City, State, Federal, and all other legal requirements including, but not limited to, compliance with O.S.H.A. and CAL-O.S.H.A. safety orders. The contractor is responsible for supplying each employee with any necessary personal protective equipment which may include, but is not limited to, safety glasses, safety shields, facemasks, rain gear, leather gloves, and back support belts.

• The Contractor is responsible for educating their employees on all safety precautions. For example, equipment shall not be placed in any traffic areas or in other locations that would create safety hazards. The workers shall provide and place appropriate warning signs on wet or slippery floors whenever necessary.

Professional Standards

• Contractor and their employees will be required to keep a professional appearance and demeanor.

• The Contractor and their employees shall always conduct themselves in a professional manner; they shall be fully clothed in a suitable uniform attire with a company identifying marker and shall not disrupt the public or on-site staff.

• SMDOT is a twenty-four-hour, seven day a week operation, as such, while working on-site at SMDOT, Contractor’s personnel must be equipped with cell phones while work is being performed. Contract personnel are required to answer phones while on site or respond withing 30 minutes of receiving a call.

The Contractor’s employees shall not disturb documents on desks, open drawers, or cabinets, use televisions, computers, telephones, or radios. The Contractor’s employee(s) shall not remove or cause any items from an office, conference room, or other area within the facility to be removed.

• The Contractor’s employees are not to be accompanied in their work areas or on the premises by acquaintances, family members, assistants, or any other persons unless said person is an authorized employee of the Contractor.

Removal of Custodians by SMDOT

• SMDOT reserves the right to require the Contractor to remove any custodial personnel from further duty at SMDOT, without cause and without the right to recover damages by such custodial employee or by the Contractor from SMDOT.

• If SMDOT requires the removal of any custodial personnel from duty, SMDOT will attempt to provide the Contractor reasons for the removal demand. However, SMDOT is not required to provide any such reason. The Contractor will immediately remove and replace an individual custodial employee when

Request for Proposals

Custodial Services for Santa Monica Department of Transportation requested to do so by SMDOT. Such requests may be submitted in writing, via email, in person, or by telephone.

• If the Contractor, its employees, or sub-contractors cause damage to any City facility due to negligence or non-compliance with the specifications for this bid, the Contractor shall repair such damage at its own cost within a reasonable amount of time, or the City may repair such damage and the cost thereof shall be deducted form the monies due to the Contractor.

• While on the premises, Contractor’s employees shall be required to wear uniforms which include both the company and individual’s names. The names shall be clearly visible and legible. The Contractor shall be responsible for the cost of providing each employee with complete uniforms to include pants, shirts, and safe work shoes.

• The keys to the City buildings are only to be used by Contractor’s staff to access the facility to perform services as specified in this bid. The Contractor assumes all responsibility for its employees’ use and return of all keys issued.

• All keys issued to the Contractor shall remain the property of the City and will be returned upon demand or termination, or expiration, of the service term. Charges will be assessed for each key not returned. Further assessments will be made for the actual cost of parts and locksmith services should it be necessary to remove a lost key from the facility keying system.

• Duplication of keys to City facilities by Contractor is strictly prohibited and may be grounds for termination.

Personnel

• Contractor shall provide the City’s designated representative(s) with the names of all employees assigned to the work site. Employee changes and schedule revisions shall be reported prior to their taking effect. Contractor shall ensure that employees assigned to work at the 1660 7th Street SMDOT Facility meet all current laws to work in the United States.

• The Contractor will furnish sufficient supervisory and working personnel as to properly and promptly accomplish all work required.

• Services provided at the 1660 7th Street facilities, require that all contract personnel successfully complete all fingerprint and background checks which are to be conducted by the City of Santa Monica Police Department. This requirement applies to all workers assigned to work at the 1660 7th Street facilities. Contractor shall pay all fees associated with the background checks during the entire duration of this agreement.

Request for Proposals

Custodial Services for Santa Monica Department of Transportation

• All persons engaged in the work will be considered employees of the Contractor and the Contractor shall be held directly responsible for their work. All subcontractors must be approved by City personnel prior to working within the facilities.

• The consumption of alcoholic beverages, use of illegal drugs, gambling while on duty, and loitering in or around the facility premises after normal working hours are strictly prohibited. Any violation of the above shall be grounds for termination of the services agreement by the City.

• For security, safety, and efficiency reasons, any custodial contract location within the City of Santa Monica requires that at a minimum, one person at any given time must be able to read, write, communicate in English.

Shift Coverage

The City of Santa Monica 1660 7th Street SMDOT Facilities require daily coverages as follows:

• 1 day shift lead custodian/porter from 6:00am – 2:30pm Monday through Friday

• 2 day shift custodian from 5:30am – 2:00pm Tuesday through Saturday

• 1 nighttime custodian from 9:00pm – 5:30am Sunday through Thursday

• The day shift lead custodian will serve as a porter for daily needs as well as a lead custodian for the purposes of directing other contracted custodians. The lead person will be working closely with SMDOT management in quality control, special service coordination and other lead responsibilities. The City reserves the right to change the coverage days and times to best meet the needs of department operations.

• The Contractor’s crew leader and operational staff, as well as their supervisory and managerial staff, will be fully versed in the scope of work required and the time in which it is to be completed. An outline of the task requirements, schedules, and timetables for each crew shall be kept at the facility. If any task cannot be thoroughly completed within the scheduled timeline, Contractor shall notify the City’s representative(s) immediately.

• It is agreed and understood that payment will not be made for services not performed during a monthly billing period. Furthermore, if the Contractor also fails to provide the number of employees designated in the contract, a deduction shall be applied the to the Contractor’s billing accordingly.

• Holidays: The Contractor shall be required to provide one (1) person staff coverage on the following holidays noted: There are currently nine (10) official holidays: New Year’s Day, Martin Luther King’s Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day, the Friday following Thanksgiving Day, and Christmas. (hours to be determined)

Supplies and Equipment

Request for Proposals

Custodial Services for Santa Monica Department of Transportation

• Contractor will supply machines and equipment to complete daily, weekly, as-needed services, flooring, and detail work.

• The Contractor will possess or obtain all equipment needed to perform the services required. The contractor shall present a list of equipment it intends to use to maintain the facility to include make, model, manufacturers specifications, catalogs, and a training log that contractor’s employee(s) can safely operate equipment. The City representative(s) will approve or deny the equipment based on the operation needs of the facility.

• The Contractor is required to provide the following equipment:

o (1) High speed buffer/burnisher 20” with active vacuum attachment – not required to be on site o (1) Floor machine 20” – not required to be on site o (1) Air floor blower - not required to be on site o (1) wet/dry vacuum – not required to be on site o (1) Carpet cleaner extractor – not required to be on site o (1) Vacuum upright 14” or 18” wide – required to be on site daily o (1) Vacuum backpack – required to be on site daily

• The City shall provide all cleaning chemicals, rags, trash liners, air fresheners, and restroom supplies (toilet paper, paper towels, toilet seat covers, hand soap, shower mats), dust pans, brooms, mop buckets, wringers, brushes, dust mops, dusters, wax mops, mops, floor squeegees, window squeegees, floor signs, sponges, hand brushes, extension poles, handles, and push brooms.

Training

• Training shall initially be provided to the Contractor by the City’s designated representative(s). The Contractor shall provide on-going, on the job training to their staff, either individually or collectively. Cross training shall be the responsibility of the Contractor. The Contractor will compile a custodial handbook to be retained and used by the Contractor’s employees on duty. Contractor training sessions shall occur at the City’s facility. Contractor may work with the City’s representative(s) to use the employee break room.

• The Contractor shall be required to cross-train employees so that vacancies and absences can be readily filled with minimal disruption. Training to the Contractor’s staff by the Contractor shall include but is not limited to proper cleaning procedures to meet or exceed industry standards, hazardous material handling (based upon manufacturer’s recommendations and MSDS) and safety awareness training.

Supervision

• The contractor will furnish sufficient supervisory and working personnel as to properly and promptly accomplish all work required.

Request for Proposals

Custodial Services for Santa Monica Department of Transportation

• A non-working supervisor shall provide continual oversight and inspection of all areas and employees under the agreement to ensure that all work is being performed according to standards and schedules required.

• The Contractor (minimum supervisor level) shall meet on site monthly with City staff when requested for walk through inspections. Any problems or issues will be addressed at this time. These meetings shall not be construed to relieve the supervising Contractor of the duty to provide continuous inspection of the work areas. These walk-through inspections are mandatory and will be utilized by the City to generate a monthly inspection report.

4.2 Minimum Vendor Requirements

Minimum Qualifications

• Contractor must have 10 years’ experience in all aspects of custodial services.

• Contractor for this service will be required to demonstrate that they have successfully performed similar custodial services work in the Southern California area and possess the necessary equipment to perform the work.

• Every Contractor Custodian assigned to the Santa Monica Department of Transportation, must have 5 years of experience in all aspects of custodial services including all services outlined in this scope of work.

• Prior to assigning any permanent custodian to a particular shift, proof of experience and an interview of each custodian with SMDOT supervisory staff will be required

4.3 Evaluation/Interviews

Should the City decide to conduct interviews, there will be a second evaluation phase. 1.

Phase One Short Listing a) The first phase will identify the top three (3) preliminary scoring bids to be short listed. 2. Phase Two Interview a) Short listed vendors will be invited to on-site interviews. b) The same evaluation criteria shall be used for each phase; however, scoring is not cumulative from the first phase to the second (i.e., an independent score will be developed in the second phase for Bidders using the same evaluation criteria). c) Interviews will be conducted either virtually or at a facility within the City of Santa Monica. d) Bidders are responsible for all travel expenses incurred. The City reserves the right to award a contract without Bidder interviews.

Request for Proposals

Custodial Services for Santa Monica Department of Transportation

5 General Terms

5.1 COMPLIANCE OR DEVIATION TO SPECIFICATIONS

It is understood that the material, equipment or service offered by the bidder will meet all requirements of the specifications in this Notice Inviting Bids, unless deviations therefrom are clearly indicated in the pages of this Notice Inviting Bids, or in an attachment entitled “Exceptions to Specifications”submitted and signed by bidder or bidder’s authorized representative. In order for the bid to be considered, bidder shall include an explanation for each item to which an exception is taken, giving in detail the extent of the exception and the reason for such exception. Although submittal of a brochure or other manufacturer literature is desirable as additional information, submittal of a brochure or other manufacturer literature as substitution for the compliance/deviation information described above shall not be deemed to be in compliance with this requirement, and may be grounds for rejection of a bid. Bidder shall submit with his, her or its bid full descriptive data, including make and model specifications, general drawings (if applicable), brochures and any other information on the material specified herein.

5.2 DETERMINATION OF SUBSTITUTIONS

The City reserves the right to determine as to whether any substitutions or deviations are within the intent of the bid specifications and will reasonably meet the service requirements of the City.

Furnishing catalog sheets with technical data will not be accepted as proper notice of a substitution or a deviation from the specifications.

If the specification allows for “approved equal”, bidder must provide all information with their bid in order for the City to determine if the product offered is an equal to the brand specified and/or meets the technical specifications. The City reserves the right to determine whether the substitution is equal to the brand specified or the stated technical specifications. The decision of the City regarding equality shall be final.

5.3 DELIVERY TIME

Delivery time will be a factor in award of bid, where a maximum time for delivery is stipulated herein. Delivery time must be shown on the Bid Proposal.

5.4 ESCALATION & DE-ESCALATION OF BID PRICE

During the life of a contract awarded pursuant to this Notice Inviting Bids, including any extensions thereof, there may be a general published manufacturer’s price change OR a general market change, as evidenced by prices paid by other governmental entities or private organizations, in either the cost of materials or labor of the product or service specified herein.

Within thirty (30) calendar days of a DECREASE in price, a successful bidder shall have an AFFIRMATIVE DUTY to (1) notify the City of market, manufacturer or laborer decreases in prices; and (2) to extend the full decrease to the City. Failure of a successful bidder to notify the City and/or extend such decrease(s) may be considered a breach of contract.

Request for Proposals

Custodial Services for Santa Monica Department of Transportation

In event of an INCREASE in price, the City may allow, upon presentation of suitable proof and thirty (30) calendar days’ advanced written notice, an increase over bid price. Increases will apply only to products or services affected by an increase in raw material, labor, or other like cost factors. No increase will be allowed earlier than sixty (60) calendar days from date of contract award, including thirty (30) calendar days’ advanced written notice.

5.5 MANUFACTURER’S WARRANTY

Bids shall be accompanied by a copy or description of the manufacturer’s warranty for the item(s) proposed. The description shall include the length and scope of the warranty, and will be evaluated as a factor in award of bid.

5.6 MEASUREMENTS

It is the responsibility of the bidder to make all measurements to determine contractor’s bid price. The City will not be responsible for determining the quantities of materials necessary to complete the work specified in this Notice Inviting Bids.

5.7 NEW AND UNUSED

Unless specifically provided to the contrary, all items and material specified are new and unused and have the current production year. Bids which are received for other than the current production year, or for items and materials which have been previously used, will be rejected.

5.8 REJECTION OF WORK

Bidder agrees that the City has the right to make all final determinations as to whether the work contemplated under this Notice Inviting Bids has been satisfactorily completed.

5.9 SANTA MONICA NAME

Successful bidder is specifically denied the right of using in any form or medium the name of the City of Santa Monica for public advertising unless express permission is granted by the City.

5.10 VENDOR WARRANTY

Any successful bidder shall fully warrant all materials, equipment, including, without limitation, any optional equipment purchased by the City under the terms of this Notice Inviting Bids, against poor and inferior quality equipment and materials, for a period of not less than one (1) year from date of the final acceptance by the City. While under warranty, any successful bidder shall repair or replace inoperable equipment or material in a timely manner so as to minimize the possible disruption of City operations resulting from said inoperable equipment or material.

Request for Proposals

Custodial Services for Santa Monica Department of Transportation

6 Terms and Conditions

6.1 Adherence to All Local, State, and Federal Laws

Contractor must comply with all laws of the State of California and the United States, and all ordinances, rules and regulations enacted or issued by City.

6.2 Cancellation and Termination

The City reserves the right to cancel any portion of this Purchase at any time prior to the delivery of Goods. The City has the option, at its sole discretion and without cause, of terminating this Purchase by giving ten days’ written notice to Vendor.

6.3 Changes

The City has the right, by written notice, to change the quantity or specifications of the Goods ordered and the terms of, shipment or packaging of Goods.

6.4 Delivery & Completion Date

The Goods must be shipped and must arrive at the destination specified on the Purchase Order as “Ship/Bill To” by or before the request date specified therein (“Required Delivery Date”).

Work must be completed by the date specified.

6.5 Delivery Risk of Loss

All orders will be F.O.B. destination if not otherwise specified. Risk of loss or damage to the Goods shall remain with the Vendor until the Goods have been delivered to and accepted by the City. The City may reject any Goods that do not conform to the terms and conditions of the Bid Documents. Any Goods rejected may be returned to the Vendor at the Vendor’s risk and expense.

6.6 Discounts

The date used as the basis for discount calculation shall be computed from the date of receipt of invoice or Goods, whichever is later.

6.7 Discrimination

The Vendor may not discriminate in the provision of services hereunder because of race, color, religion, national origin, ancestry, sex, age, sexual orientation, marital status, AIDS or disability and must comply fully with City’s nondiscrimination policy as set forth in the City’s Bid Documents.

Request for Proposals

Custodial Services for Santa Monica Department of Transportation

6.8 Governing Law, Jurisdiciton

This Purchase shall be construed in accordance with and governed by the laws of the State of California. The purchase of Goods shall take place in Santa Monica, California.

6.9 Integration; Amendment

This Purchase represents the entire understanding of the City and the Vendor as to those matters contained herein. No prior oral or written understanding will be of any force or effect with respect to the terms of this Order. The Order may not be modified except in writing through an amended Order.

6.10 Invoices

An invoice must be mailed to the City at the address specified in the Request for Quotation as “Ship/Bill To” no later than the 5th day after shipment is made. Individual invoices must be issued for each shipment against each Purchase.

Invoices must contain the description of Goods, unit price, quantities billed, extended totals, and applicable taxes.

6.11 Nontransferability

The Vendor may not transfer or assign the PURCHASE ORDER, without the prior written approval of the Purchasing Agent, which may be withheld in his/her sole discretion.

6.12 Packing and Shipping

All deliveries must be shipped F.O.B. destination. Deliveries must be made as specified, without charge, for boxing, crating or storage unless otherwise specified. Shipments for two or more destinations when so directed by the City will be shipped in separate boxes or containers for each destination, at no charge.

6.13 Waiver

A waiver of any breach of this Purchase may not be deemed a waiver of any subsequent breach of the same or any other term, covenant, or condition of this Purchase.

6.14 Warranty

The Vendor warrants that all Goods will conform to applicable specifications, drawings, description, and samples, and will be merchantable, of good workmanship in material, and free from defect. Unless manufactured pursuant to detailed design furnished by the City, the Vendor assumes design responsibility and warrants the Goods to be free from design defect and suitable for the purposes intended by the City, and that such Goods shall conform to applicable specifications. The Vendor’s warranties, together with its service guarantees, must run to the City and its customers or users of the Goods and must not be deemed exclusive. The City’s

Request for Proposals

Custodial Services for Santa Monica Department of Transportation inspection, approval, acceptance, use of, and payment for all or any part of the Goods must in no way affect its warranty rights whether or not a breach of warranty had become evident in time.

6.15 Cooperation Between Contractors

When separate contracts are let within the limits of any one project, each contractor shall conduct his, her or its work so as not to interfere with or hinder the progress or completion of the work being performed by other contractors. Contractors working on the same project shall cooperate with each other. Each contractor involved shall assume all liability, financial or otherwise, in connection with his, her or its contract and shall protect and save harmless the City from any and all damages or claims that may arise because of inconvenience, delays, or loss experienced by him or her.

6.16 Damage

Contractor shall be held responsible for any breakage, loss of City’s equipment or supplies through negligence of the contractor or his, her or its employee while working on the City’s premises. Contractor shall be responsible for restoring/replacing any equipment, facilities, etc.

so damaged. Contractor shall immediately report to the City any damages to the premises resulting from services performed under a contract awarded pursuant to this Notice Inviting Bids.

6.17 Force Majeure (Acts of God)

In the event performance under a contract is be delayed or suspended, and if such failure arises out of causes beyond the control of and without fault or negligence of the successful bidder, the successful bidder shall notify the City, in writing, within twenty-four (24) hours, after the commencement of the delay. Such causes may include, but are not limited to, Acts of God, war, or acts of public enemy, acts of any governmental entity in its sovereign or contractual capacity, fires, floods, epidemics, strikes and unusually severe weather.

6.18 Independent Parties

City and the Vendor will be acting in an independent capacity and not as agents, employees, partners, or joint ventures of one another. Neither the City nor its officers or employees will have any control over the conduct of Vendor or any of Vendor’s agents, employees, nor subcontractors.

6.19 Indemnity

Vendor agrees to defend, indemnify, protect, and hold harmless the City, its agents, officers, boards and commissions, and employees (collectively, “City”) from and against any and all liability, claims, demands, damages, or costs, including but not limited to attorney’s fees, or payments for injury to any person or property (collectively, “Losses”) caused or claimed to be caused by the act, errors, and/or omissions of Vendor, or Vendor’s employees, agents, officers, Request for Proposals

Custodial Services for Santa Monica Department of Transportation and subcontractors. Vendor’s responsibilities under this section include liability arising from, connected with, caused by, or claimed to be caused by the active or passive negligent acts or omissions of the City, which may be in combination with the acts or omissions of Vendor, its employees, agents or officers, or subcontractors; provided, however, that Vendor’s duty to defend, indemnify, protect and hold harmless shall not include any Losses arising from the sole negligence or willful misconduct of the City. Notwithstanding Vendor’s obligation to defend City hereunder, City has the right to conduct its own defense and seek reimbursement for reasonable costs of defense from Vendor, if City chooses to do so. Vendor agrees to pay any and all costs the City incurs enforcing the indemnity, defense, and hold harmless provisions set forth this section.

6.20 Licenses, Permits and Certificates

The Vendor, at its sole expense, must obtain, and maintain all required business and professional permits, licenses and certificates.

6.21 Nuisance

The Vendor may not maintain, commit, or permit the maintenance or commission of any nuisance in connection with the performance of Services under the PURCHASE ORDER.

6.22 Protection of Public

Adequate warning devices, barricades, guards, flagmen or other necessary precautions shall be taken by contractor to give advised and reasonable protection, safety and warning to persons and vehicular traffic concerned in the area.

6.23 Purchase of Services

The City agrees to purchase from Vendor, and Vendor agrees to provide the services set forth in; (i) the City’s written solicitation of bids (“City’s Bid Documents”); and (ii) Vendor’s Bid in response thereto (“Vendor’s Bid”) (“Services”). The Services shall be provided in a manner consistent with that level of care and skill ordinarily exercised by members in the same profession, practicing in the same locality under similar conditions. In the event of any conflict, the order of precedence shall be as follows: (i) the City’s Bid Documents; and (ii) Vendor’s Bid.

There shall be no substitution

6.24 Safety

Items covered by a contractual services agreement issued in connection with this Notice Inviting Bids must conform to the Safety Orders of the State of California, Division of Industrial Safety.

6.25 Subcontractors

If the Vendor proposes to have any subcontractor perform any part of the Services other than those disclosed in Vendor’s Bid Documents, Vendor must submit a request to the Purchasing

Request for Proposals

Custodial Services for Santa Monica Department of Transportation

Agent for approval in writing. The City, in its sole discretion, may grant or deny the request. The Vendor will be responsible for the quality of any subcontractor’s work. Every subcontract of any kind entered into between the Vendor and any subcontractor (or between any subcontractor and others) shall be consistent with the terms and conditions.

6.26 Taxes

The Vendor must separately state on all invoices any taxes imposed by the local, state or federal state government applicable to furnishing of Goods and Services; provided, however, where a tax exemption is available, the tax must be subtracted from the total price and identified.

6.27 Termination

The City reserves the right to cancel any portion of this Purchase Order at any time prior to the delivery of Services. The City has the option, at its sole discretion and without cause, of terminating this Purchase Order by giving ten days’ written notice to Vendor. If Vendor fails or refuses to perform any of the provisions of this Purchase Order, and if the default is not cured within a period of five days after the City’s written notice of default specifying the nature of the default, City may immediately terminate Purchase Order by written notice to Vendor. Upon termination of this Purchase Order, City will pay Vendor any compensations earned and unpaid up to the effective date of termination.

6.28 Work Product, Reports

Any work product prepared or caused to be prepared by the Vendor or any subcontractor will be the exclusive property of the City. No work product given to or prepared by the Vendor or any subcontractor may be made available to any individual or organization by the Vendor without prior written approval by the City.

6.29 Venue and Jurisdiction

The City and Vendor agree that the Services will take place in Los Angeles County. Any litigation arising out of this Purchase Order may only be brought in either the United States District Court, Central District of California, or the Superior Court of California, County of Los Angeles, West District, as appropriate. The parties agree that venue exists in either court, and each party expressly waives any right to transfer to another venue. The parties further agree that either court will have personal jurisdiction over the parties to this Purchase Order.

6.30 Unknown Obstructions

Should any unknown obstruction be encountered during the course of any contract, such obstruction(s) shall be immediately brought to the attention of the City. Contractor shall be responsible for the protection of all existing equipment, facilities, furniture or utilities encountered within the work area.

Request for Proposals

Custodial Services for Santa Monica Department of Transportation

6.31 Waiver

A waiver of any breach of this Purchase may not be deemed a waiver of any subsequent breach of the same or any other term, covenant, or condition of this Purchase Order.

Request for Proposals

Custodial Services for Santa Monica Department of Transportation

7 Insurance Requirements

The insurance documentation is only required from the successful bidder

7.1 Insurance Requirements for Vendors

Vendor shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Vendor, its agents, representatives, employees or subcontractors.

7.2 Minimum Scope and Limits of Insurance

Coverage shall be at least as broad as:

A. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal and advertising injury, with limits of no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (Insurance Services Office Form CG 25 04) or the general aggregate limit shall be twice the required occurrence limit.

B. Automobile Liability: Insurance Services Office Form CA 00 01 covering Code 1 (any auto), or if Vendor has no owned autos, Code 8 (hired) and Code 9 (non-owned), with limits of no less than $1,000,000 per accident for bodily injury and property damage.

C. Workers’ Compensation: Workers’ Compensation insurance as required by the State of California, with Statutory Limits and Employers’ Liability Insurance with limits of no less than $1,000,000 per accident for bodily injury or disease (see footnote…