CITY OF GLENDALE

PROCUREMENT DIVISION

REQUEST FOR PROPOSAL

SOLICITATION NUMBER: RFP 26-15

ONLINE BID NUMBER:

42600031

TITLE: CITYWIDE CUSTODIAL SERVICES

PUBLISHED DATE: JUNE 10, 2026

QUESTION DEADLINE: JULY 7, 2026, 2:00 PM Local Arizona Time

PRE-OFFER CONFERENCE:

JUNE 30, 2026, 2:00 PM Local Arizona Time Microsoft Teams meeting Join Meeting ID: 280 032 475 200 559 Passcode: bc7WG6ug Dial in by phone +1 480-500-1194,,472366207# United States, Phoenix Find a local number Phone conference ID: 472 366 207# Attendance is NOT required

SITE VISIT (SELECT

FACILITIES):

WALK-THRU SITE VISITS WILL BE BY APPOINTMENT ONLY THE

WEEK OF JUNE 22 – JUNE 25, 2026 (PLEASE SEE SITE VISIT

SCHEDULE BELOW)

Offerors are strongly encouraged to conduct site visit/s

OFFER DUE: JULY 22, 2026, 2:00 PM Local Arizona Time Offer Submission Through Vendor Self-Service (VSS) Online Bid System.

NOTE: This is a sealed proposal process requiring proposals to be submitted before the date/time shown above. If errors occur when submitting through VSS, email or call using contact information below.

CONTACT: Shoalynn Gilliland, Procurement Officer Purchasing-Procurement Division 623-930-2863 SGilliland@glendaleaz.com https://teams.microsoft.com/meet/280032475200559?p=ea6p1rmDVQ4W4dWxtI tel:+14805001194,,472366207 https://dialin.teams.microsoft.com/6a5f2798-3560-4d5f-ad6f-ab1e23f243c0?id=472366207 https://glendaleazvendors.munisselfservice.com/Vendors/VBids/Default.aspx https://glendaleazvendors.munisselfservice.com/Vendors/VBids/Default.aspx https://glendaleazvendors.munisselfservice.com/Vendors/VBids/Default.aspx https://glendaleazvendors.munisselfservice.com/Vendors/VBids/Default.aspx mailto:SGilliland@glendaleaz.com

City of Glendale Solicitation Number: RFP 26-15/42600031

CITYWIDE CUSTODIAL SERVICES

Procurement Division 5850 W Glendale Ave, Glendale, Arizona 85301

Rev. 5/10/17

Proposals shall be opened using the City’s electronic bidding system on the specified due time and date identified herein. All information contained in the proposals shall be confidential to avoid disclosure of contents prejudicial to competing Offerors.

OFFERORS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE SOLICITATION

The Vendor Self-Service - Vendor Registration Guide provides detailed instructions for registration for both new and existing vendors.

For vendor convenience we have identified the commodity codes used in this solicitation on this page. (A Commodity Code is a universal classification for identifying commodities and services in procurement systems). The commodity code(s) used in this solicitation are: 91039, 96221 https://www.glendaleaz.com/common/pages/DisplayFile.aspx?itemId=16718352

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Table of Contents:

RFP Package

1. INTRODUCTION

2. OBJECTIVES

3. SCOPE OF SERVICES

4. COMMUNICATION, REPORTING, AND PERFORMANCE MANAGEMENT

5. PERFORMANCE STANDARDS AND SERVICE LEVEL REQUIREMENTS

6. INVOICING

7. HOW WE CHOOSE

8. NOTICE OF INTENT TO AWARD

9. FILING A PROTEST

10. WITHDRAWAL OF PROPOSAL

11. OFFER ERRORS OMISSIONS AND CORRECTIONS

12. COMPETITIVE NEGOTIATIONS

13. NO CONTACT, NO INFLUENCE DURING THE RFP PROCESS

14. PROPRIETARY INFORMATION

15. SUBMISSION CHECKLIST

16. SUBMISSION REQUIREMENTS

EXHIBIT 1: SPECIAL NOTICES

EXHIBIT 2: SPECIAL TERMS AND CONDITIONS

EXHIBIT 3: INSURANCE REQUIREMENTS

Required Submittal Documents

1. Response Workbook – To be completed by Offeror and submitted as their response.

2. Pricing Workbook – To be completed by Offeror and submitted as their response.

3. Financial Capacity Documentation – To be completed by Offeror and submitted as their response.

4 rev. 1.2025

1. INTRODUCTION

The City of Glendale ("City") is soliciting proposals from qualified and experienced firms ("Contractor") to provide comprehensive custodial and routine cleaning services for City-owned facilities throughout Glendale, Arizona.

The scope of services encompasses approximately thirty-five (35) facilities totaling an estimated 800,000 square feet of occupied space. City facilities vary in size, function, occupancy levels, and cleaning requirements. Locations include public-facing facilities such as libraries, recreation centers, aquatic centers, and municipal office buildings, as well as restricted-access facilities including water services offices, detention facilities, maintenance operations, and administrative offices.

The selected Contractor shall furnish all labor, supervision, equipment, materials, supplies, and transportation necessary to perform custodial and routine cleaning services in accordance with the specifications contained in this Solicitation.

Facility locations are organized into service zones to promote efficient contract administration and service delivery. A complete listing of facilities, square footage, and assigned service zones is provided in Exhibit 9 – Custodial Facility Locations and Regions.

In addition to the routine cleaning services noted above, the City is seeking proposals from firms capable of providing specialized cleaning services on an as-needed basis, as indicated in the attached Exhibits. Firms interested only in routine cleaning work (organized by regional zones) will not be required to offer or provide these specialized cleaning services.

Historically, the City has not systematically measured the performance of custodial services contracts. Staff have addressed performance issues as they have occurred, but the City seeks to move to a more consistent cadence of contractor interactions based on regularly collected performance data. Therefore, the City is seeking a contractor or contractors with a track record of proactive communication, responsiveness, and ability to track key performance indicators.

The City reserves the right to award to multiple vendors by zone to realize the City’s facility maintenance goals. The City will select the vendor or combination of vendors that provides complete coverage of the facilities at the best value to the City.

2. OBJECTIVES

The goal of this contract and the services it provides is to ensure that City offices and facilities are clean, healthy, and safe for building occupants and Glendale citizens. The City aims to maintain well-maintained facilities that create an inviting atmosphere for

5 rev. 1.2025 visitors and a comfortable work environment for Glendale municipal employees. A successful partnership with the Contractor(s) will involve the following:

2.1. Minimal oversight and monitoring by the City. The City seeks contractors who can adhere to the specifications outlined in this RFP and perform the scope of work using their expertise, knowledge, and capabilities, with minimal City oversight and monitoring. The City also seeks contractors who invest in their staff, have minimal turnover, and provide regular training to staff in performing efficiently and effectively

2.2. Facilities reflect a high standard of cleanliness at a reasonable cost. The City seeks a partner that will regularly complete assigned cleaning tasks (floor care, vacuuming, dusting, trash removal, and related services) using up-to-date equipment and safe, green products of sufficient quality to maintain a high standard of presentation and comply with health regulations. The cleaning activities undertaken shall be designed to protect the health of building occupants and workers while reducing environmental impacts. While the City expects competitive cost proposals and volume pricing, it is seeking a partner that delivers the greatest value in maintaining facility cleanliness.

2.3. Close collaboration through proactive communication and regular performance tracking. The City seeks a partner that proactively reports progress on assigned duties and is responsive to trends identified or issues raised during regular performance tracking. In addition to reporting progress on the completion of work, the selected Contractor will play a valuable role in proactively communicating issues relating to the maintenance of facility assets, infrastructure, and safety

3. SCOPE OF SERVICES

ROUTINE SERVICES

Routine Cleaning Services means the recurring custodial services necessary to maintain City facilities in a clean, safe, sanitary, and presentable condition.

Routine cleaning services include, but are not limited to, dusting, sweeping, vacuuming, mopping, restroom cleaning and sanitization, replenishment of consumable supplies, trash and recycling removal, cleaning of glass and entryways, spot cleaning of walls and surfaces, and other regularly scheduled custodial tasks identified in the attached Exhibits.

Routine Cleaning Services also include Day Porter Services, which are custodial services performed during normal facility operating hours to maintain cleanliness and respond to immediate service needs. Day Porter responsibilities may include monitoring and cleaning public areas, restrooms, lobbies, meeting rooms, and other high-traffic spaces; replenishing restroom and facility supplies; removing litter and spills; responding to custodial service requests; setting up and breaking down rooms for meetings and events; and performing other light custodial duties

6 rev. 1.2025 necessary to maintain facility appearance, cleanliness, safety, and customer service standards throughout the day.

ADDITIONAL SERVICES - (Identified as “Additional Services – B” on the Price Workbook)

Outside of the routine cleaning scope of services, the City occasionally requires the additional services below on an as-needed basis.

Additional Cleaning Services means custodial, maintenance-related, or specialty cleaning services that are not included within the regularly scheduled Routine Cleaning Services and are performed on an as-needed, requested, or project-specific basis. Additional Cleaning Services may be requested by the City to address unique operational needs, special events, emergencies, seasonal requirements, or enhanced cleaning requirements.

Additional Cleaning Services may include, but are not limited to:

• Carpet extraction and deep cleaning.

• Floor stripping, waxing, sealing, burnishing, and refinishing.

• Upholstery cleaning.

• Interior and exterior window cleaning.

• Pressure washing of sidewalks, building exteriors, entryways, and other hard surfaces.

• High dusting and cleaning of ceilings, light fixtures, vents, and elevated surfaces.

• Post-construction, renovation, or tenant improvement cleaning.

• Event setup, support, and cleanup services.

• Emergency or unscheduled cleanup resulting from spills, weather events, vandalism, biological incidents, or other unforeseen circumstances.

• Deep cleaning and sanitization services beyond the scope of routine custodial services.

• Cleaning of facilities, areas, or equipment not included in the regularly scheduled service locations.

• Other specialty cleaning services as requested and approved by the City.

Additional Cleaning Services shall be performed only upon authorization by the City and may be compensated separately from Routine Cleaning Services in accordance with the Contractor's submitted pricing schedule and the terms of the resulting contract.

EMERGENCY CLEANING

Emergency Cleaning Services means unscheduled custodial services required to address conditions that pose an immediate threat to public health, safety, facility operations, property, or the continuity of City services. Emergency Cleaning Services are performed in response to unforeseen events and circumstances that

7 rev. 1.2025 require immediate attention outside of regularly scheduled Routine Cleaning Services or Additional Cleaning Services.

Emergency Cleaning Services may include, but are not limited to:

• Cleanup of bodily fluids, bloodborne pathogens, or other biohazardous materials.

• Response to water intrusion, flooding, sewer backups, or plumbing failures.

• Cleanup resulting from fires, smoke damage, or emergency incidents.

• Removal and disposal of hazardous or potentially infectious materials, as permitted by applicable laws and regulations.

• Emergency sanitization and disinfection following public health incidents or disease outbreaks.

• Cleanup resulting from vandalism, criminal activity, accidents, or detention facility incidents.

• Storm-related cleanup, including debris removal and restoration of facility cleanliness.

• Spill response involving chemicals, fuels, oils, or other substances requiring specialized cleaning procedures.

• Any other custodial emergency that disrupts normal City operations or presents an immediate health or safety concern.

The Contractor shall maintain the personnel, equipment, materials, and operational capability necessary to respond to Emergency Cleaning Service requests. Unless otherwise authorized by the City, the Contractor shall acknowledge receipt of an emergency service request within one (1) hour and mobilize qualified personnel within the response times specified in the resulting contract. Emergency Cleaning Services shall be performed in compliance with all applicable federal, state, and local regulations, including Occupational Safety and Health Administration (OSHA) requirements and industry best practices.

RECYCLING MANAGEMENT, CITY HALL, PLANS DIVISION

The Contractor must furnish all necessary labor and supervision to provide recycling services for City Hall, Plans Department, as described herein. All recyclable materials must be collected for removal from the premises. Overflow from containers must be picked up from the floor of the area designated for collecting and consolidating materials. Arrange for the removal of recyclables from the premises to the established storage area.

Recyclable materials may be found in City Hall, Plans Department.

• The Contractor must place recyclable materials in containers and dumpsters provided by the City. The Contractor must monitor the containers and dumpsters to prevent littering in the holding area. No trash shall accumulate in the holding area.

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• The Contractor must ensure that all custodial staff involved in the recycling program fully understand the recycling procedures and requirements

• The Contractor must coordinate additional pick-ups within 24 hours of notification by the City

REDUCTION OF WORK, ELIMINATION OF WORK

The Contract Administrator may add, reduce, or eliminate significant services from the cleaning contract. The Contractor must abide by the changes in the performance of additional services, or the non-performance of services, in like manner as with all other services of the contract. Changes will be made in writing to the Contractor before additional services begin. Reduction or elimination of services will begin upon written communication from the Contract Administrator.

4. COMMUNICATION, REPORTING, AND PERFORMANCE MANAGEMENT

The City and the Contractor shall maintain open, timely, and professional communication throughout the term of the Contract to ensure the consistent delivery of high-quality custodial services and compliance with all contractual requirements. Effective communication, documentation, reporting, inspections, and performance monitoring are essential components of the Contractor's obligations under this Contract.

The Contractor shall designate authorized representatives responsible for contract administration, operational oversight, quality assurance, issue resolution, and communication with the City's Contract Administrator. The City will designate a Contract Administrator and, when applicable, Department Contacts responsible for contract oversight and performance evaluation.

The Contractor shall cooperate fully with the City in all inspections, audits, performance reviews, corrective action efforts, and contract administration activities. Failure to comply with reporting requirements, inspection protocols, corrective action requests, meeting attendance requirements, or other communication obligations may result in performance deductions, corrective action plans, contract remedies, or other actions authorized under the Contract.

The following communication, inspection, reporting, and meeting requirements shall apply throughout the term of the Contract.

4.1. Contractor Quality Assurance, Inspections, and Reporting

4.1.1. Daily

The Contractor’s Employees must complete a Custodial Contractor Daily Report utilizing a City-approved electronic reporting platform or paper form (to be provided post-award). Completion and submission of the Daily Report shall indicate that all cleaning activities for that location were performed during the

9 rev. 1.2025 workday. The Contractor’s Supervisor for each location shall be responsible for ensuring Daily Reports are completed accurately and submitted by the Contractor’s employees. The City shall have real-time access to all submitted Daily Reports and associated records.

4.1.2. Weekly

The Contractor Supervisor must inspect each location at random times each week to evaluate custodial staff performance. The Contractor Supervisor shall assess the quality of cleaning at each site against the site-specific contract requirements. Following each inspection, the Supervisor must complete, electronically sign, and date a Weekly Quality Control Audit Report, and submit it along with all supporting documentation, within the City-approved electronic reporting platform. Submission of the completed Weekly Quality Control Audit Report for each site shall indicate that all work has been completed in accordance with contract specifications and inspected for compliance with those specifications.

4.1.3. Reports

Weekly Quality Control Audit Reports, covering work completed during the previous week, must be submitted to the City of Glendale no later than the close of business each Monday. All reports shall be submitted in a digital format. The Contractor shall maintain electronic records of all Daily Reports, Weekly Quality Control Audit Reports, corrective actions, and supporting documentation for the duration of the contract and provide access to the City upon request.

4.2. City Performance Monitoring and Inspections

The Contract Administrator/Department Contact will conduct periodic, random facility inspections of the area(s) covered under this contract, and complete a Custodial Service Performance Inspection to score the Contractor's Performance.

The purpose of an inspection is to assess the Contractor’s adherence to the Scope of Work and Specification for each facility.

The Contractor’s Supervisor or higher representative may be required to participate with the Contract Administrator/Department Contact in the review of the form. Performance Deductions may be applied based on the scoring achieved through the facility inspection process.

Each inspection will result in a Custodial Service Performance Report, which will be provided to the Contractor for review and response. The report will also include a list of any outstanding performance observed during the inspection, as well as any concerns. All findings must be addressed by the Contractor

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Random follow-up inspections may be performed at facilities assessed as higher risk for recurrence of the Contractor’s non-compliance. All reports will be kept on file and used to identify any facilities that may require future inspections

4.3. Corrective Action and Contractor Response Requirements

If the Contractor is unable to respond within the requested period, the Contractor may request an extension, and the Contract Administrator may grant it if unusual circumstances prevent compliance. If a response is not received by the Contract Administrator within the agreed-upon timeframe, the Department Contact will follow up with the Contractor, and Performance Deductions will be assessed. If the Contractor continues to be delinquent in providing a response, the request will be elevated for further review.

4.4. Performance Review Meetings

The purpose of the meetings will be to discuss the Contractor’s performance and progress towards meeting the performance standards outlined in the Scope of Work

4.4.1. Monthly Quality Control Meetings:

The Contractor Supervisor staff must attend eight (8) monthly meetings every contract year, between the Contractor and the Contract Administrator or designee. The frequency of these meetings may be increased or decreased depending upon the Contractor's performance

4.4.2. Quarterly Quality Control Meetings:

The Contractor Area Manager staff must attend all four (4) quarterly meetings every contract year

5. PERFORMANCE STANDARDS AND SERVICE LEVEL REQUIREMENTS

The resulting Contract shall be a performance-based agreement. The Contractor shall be responsible for meeting all performance standards established herein.

The City will monitor Contractor performance through inspections, audits, reports, complaint tracking, response times, and other performance management tools.

Performance results shall be reviewed during Quarterly Performance Review Meetings. Failure to meet the required performance standards may result in Performance Deductions, corrective action requirements, increased inspection frequency, withholding of payment, or other remedies available under the Contract.

5.1. Performance Deductions

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The following Performance Deductions may be assessed for non-compliance with Contract requirements:

Item Number

Performance Deficiency Performance Deduction

1. Failure to comply with applicable federal, state, or local laws, regulations, permits, safety requirements, environmental requirements, or ordinances.

$100 per occurrence

2. Failure to perform services in accordance with Contract requirements resulting in substandard facility conditions requiring City intervention or corrective action.

$100 per occurrence

3. Failure to provide required reports, inspection forms, training records, employee records, or other contract documentation upon request.

$100 per occurrence

4. Failure to correct deficiencies within the timeframe specified by the City.

$100 per occurrence

5. Failure to attend required performance review meetings without prior approval from the City.

$100 per occurrence

Repeated violations may result in the implementation of a corrective action plan, increased performance monitoring, suspension of work assignments, or termination for default.

5.2. Performance Metrics

The Contractor shall maintain the following minimum performance standards throughout the Contract term:

Performance Category Required Standard Contract Remedy Reporting Compliance 100% of required reports submitted accurately and on time

$100 Performance Deduction per occurrence

Community and Staff Complaints Related to Facility Cleanliness

Fewer than 10% verified complaints per reporting period

$100 Performance Deduction if standard is not achieved

Quality Audit Performance Score

Minimum 90% average audit score

$100 Performance Deduction if standard is not achieved

Cleaning Task Completion Rate

Minimum 90% completion rate of required cleaning tasks

$100 Performance Deduction if standard is not achieved

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Employee Identification Compliance

100% of employees wearing visible City-approved identification while on City property

$100 Performance Deduction per occurrence

Security Credential Compliance

Zero incidents involving shared ID badges, access cards, keys, access codes, or security credentials

$100 Performance Deduction per occurrence

Facility Security Compliance

100% compliance with facility security requirements, including securing doors, gates, alarms, and access points after service

$250 Performance Deduction per occurrence

Employee Conduct and Staffing Compliance

Full compliance with Exhibit 1, Section 1.11 – Contractor Employees

$100 Performance Deduction per occurrence and may result in removal of employee or contract termination

Invoice Accuracy At least 90% invoice accuracy rate

$100 Performance Deduction if standard is not achieved

Scheduled Staffing Coverage

100% of scheduled shifts staffed as proposed and approved by the City

$100 Performance Deduction per unfilled shift

Day Porter Coverage 100% coverage during required operating hours

$100 Performance Deduction per occurrence

Emergency Response Services

Contractor responds within the required response times established by the Contract

$100 Performance Deduction per occurrence

Repeat Deficiencies No recurrence of previously documented deficiencies within thirty

(30) days of correction

$100 Performance Deduction per occurrence

5.3. Corrective Action

When performance deficiencies are identified, the City may require the Contractor to submit a written Corrective Action Plan outlining the root cause of the deficiency, corrective measures to be implemented, responsible personnel, 13 rev. 1.2025 and the anticipated completion date. Failure to implement approved corrective actions may result in additional Performance Deductions and other contractual remedies.

Performance Deductions shall not limit the City's right to pursue any other remedies available under the Contract, including recovery of damages, withholding of payment, suspension of services, or termination.

5.4. Escalating Performance Deductions

The City reserves the right to increase performance monitoring and apply progressive contract remedies when recurring deficiencies are identified.

Occurrence Contract Remedy First Occurrence Written Notice of Deficiency Second Occurrence (same deficiency within 90 days)

Performance Deduction and Corrective Action Plan

Third Occurrence (same deficiency within 90 days)

Double Performance Deduction and Mandatory Management Review Meeting

Fourth Occurrence (same deficiency within 90 days)

Contractual remedies up to and including suspension of work, removal of personnel, or termination for default

5.5. Chronic Performance Failure

The following conditions may constitute chronic performance failure and may result in termination for default:

• Failure to achieve an average Quality Audit score of 90% or greater for three (3) consecutive months.

• Three (3) or more missed cleaning services within a rolling six-month period.

• Repeated failure to provide adequate staffing levels.

• Repeated failure to maintain facility security.

• Repeated health, safety, environmental, or regulatory violations.

• Failure to implement corrective actions required by the City.

• Any action or inaction that jeopardizes the health, safety, security, or operations of City facilities.

6. INVOICING

The Contractor shall submit accurate, complete, and itemized invoices for all services performed under the resulting Contract. Invoices shall be submitted in a format acceptable to the City and shall include sufficient detail to allow

14 rev. 1.2025 verification of services rendered, quantities, locations serviced, and applicable charges.

6.1. Routine Cleaning Services Invoices

Invoices for Routine Cleaning Services shall be submitted no later than the third (3rd) business day of each month for services performed during the preceding month. The invoice date shall reflect the last day of the service month being billed.

6.2. Additional Cleaning Services Invoices

Invoices for Additional Cleaning Services shall be submitted within fourteen (14) calendar days following completion of the authorized work. Additional Services invoices must reference the City's approved work authorization and include supporting documentation sufficient to verify the services performed.

6.3. Required Invoice Information

All invoices shall include, at a minimum, the following information:

• Contractor name, address, and contact information

• Invoice number and invoice date

• City department receiving the services

• Purchase Order number

• Contract number

• Work Order Number (if applicable)

• Service period covered by the invoice

• Facility name and location where services were performed

• Itemized description of products provided (if applicable).

• Itemized description of services performed

• Itemized pricing for each service or product

• Separate line item identifying any discounts applied

• Separate line item identifying applicable sales tax on products only

• Total invoice amount due

• Name and contact information of the Contractor representative responsible for the invoice

6.4. Supporting Documentation

The City may require supporting documentation for any invoice, including but not limited to:

• Approved work authorizations for Additional Cleaning Services.

• Daily Reports.

• Weekly Quality Control Audit Reports.

• Service logs.

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• Material or supply receipts.

• Other records necessary to validate services billed

Failure to provide requested supporting documentation may result in delayed payment, rejection of the invoice, or assessment of applicable Performance Deductions.

6.5. Invoice Review and Payment

The City reserves the right to review, audit, dispute, reject, or request corrections to any invoice that is incomplete, inaccurate, unsupported, duplicated, or otherwise inconsistent with the terms of the Contract. Payment shall be made only for services satisfactorily performed and accepted by the City.

7. HOW WE CHOOSE

7.1 SCORING RESPONSES

The City's evaluation of proposals will place significant emphasis on the quality, completeness, and demonstrated value of the Proposer's response.

The Response Workbook and all technical proposal components will account for ninety percent (90%) of the total evaluation score. Cost will account for ten percent (10%) of the total evaluation score.

Proposers are advised that the City is seeking the best overall value and not necessarily the lowest-priced proposal. Incomplete, vague, or insufficient responses may adversely impact a Proposer's evaluation score regardless of pricing.

7.2 EVALUATION PANEL: Submittals will be evaluated by a panel based on the stated criteria and are responsible for selecting the proposal that is most advantageous to the City.

7.3 PANEL CONTACT: Offerors shall have no exclusive meetings, conversations or communications with an individual evaluation panel member on any aspect of the RFP, after submittal.

7.4 INTERVIEWS: City may ask some or all Offerors to participate in an interview at any point during the evaluation process but is not required to do so. Information gathered in an interview will be used by the panel to make a selection. Offeror is responsible for any costs incurred to participate in an interview.

7.5 ADDITIONAL INVESTIGATIONS: The City reserves the right to conduct any additional investigations necessary to evaluate the competence, financial stability, and overall qualifications of any Offeror. This may include, but is not limited to, reviewing past contract performance, verifying financial

16 rev. 1.2025 statements, and assessing the Offeror’s ability to successfully fulfill the requirements of this solicitation.

7.6 BEST AND FINAL OFFERS: City may request best and final offers and will determine the scope and subject of any best and final request.

7.7 PROPOSAL EVALUATION: City reserves the right to secure additional information from the Offeror in various forms and to award based on submitted information.

8. NOTICE OF INTENT TO AWARD

Information about the recommended award for this solicitation will be posted here and will be available immediately after the City has completed its evaluation process. Questions regarding the notice of intent to award must be directed to the listed Procurement Officer immediately. All Offerors recognize and agree that once a Notice of Intent to Award is issued by the City, all documents in the City’s Procurement file related to this RFP are public records available to any party interested in reviewing them.

9. FILING A PROTEST

Offeror may file a protest regarding the Notice of Intent to Award. To be considered valid, the protest must:

• Be submitted in writing to the Finance Director no later than:

o Seven (7) calendar days after the protestor knew or should have known the basis of the objection, or o Fifteen (15) calendar days after the Notice of Intent to Award has been issued, whichever is shorter.

• Specifically identify the objection to the award;

• Provide the name, address, telephone number and email address of protestant;

• Include the identification of the solicitation or contract number;

• Provide a detailed statement of the legal and factual grounds of the protest, including copies of relevant supporting documentation at the time of filing; and

• Include the form of relief requested.

The Finance Director has the authority to determine if a protest has been submitted timely. Untimely protests will not be considered and will be dismissed.

If a protest is submitted within the required timeframe, the Finance Director will review all information and documentation provided. After consulting with the City Attorney’s Office, the Finance Director will issue a written determination indicating whether the requested relief is accepted, rejected, or modified. A final decision https://www.glendaleaz.gov/Government/City-Finances/Procurement/Notice-of-Intent-to-Award

17 rev. 1.2025 will be issued within fourteen (14) business days of receiving the protest. If no decision is issued within this timeframe, the protest will be considered denied.

By submitting a proposal, the Offeror acknowledges and agrees to abide by the City's procedures for bid protests and public record requests.

10. WITHDRAWAL OF PROPOSAL

Offeror may withdraw a submitted proposal at any time prior to the specified solicitation due date and time through the City’s online bidding system.

Withdrawals must be made by the Offeror or designated representative listed on the proposal. Telephonic or oral withdrawals cannot be accepted.

11. OFFER ERRORS OMISSIONS AND CORRECTIONS

City will not be responsible for any offeror’s errors or omissions. Any corrections shall be submitted through the City’s online bidding system prior to the due date and time of the RFP. No corrections will be permitted after the offers have been opened.

12. COMPETITIVE NEGOTIATIONS

City may negotiate with multiple Offerors at the same time. Negotiations may result in changing the conditions, terms, or price of the proposed contract for the benefit of the City unless prohibited herein. All Offerors shall be treated fairly and equally while conducting negotiations, and the City is prohibited from disclosing any information submitted by competing Offerors. Entering negotiations does not constitute a contract award or confer any rights to Offerors. The City may formally terminate negotiations and enter into concurrent or exclusive negotiations with the next most qualified Offeror/s if it is in the City’s best interest to do so.

13. NO CONTACT, NO INFLUENCE DURING THE RFP PROCESS

The City is conducting a competitive RFP process that shall remain free from improper influence, lobbying, or attempts to affect the outcome of the solicitation.

From the time this RFP is issued until the expiration of the protest period, or the resolution of any protest, whichever is later, Offerors are prohibited from directly or indirectly contacting, lobbying, or attempting to influence any member of the City Council, the City Manager, RFP Evaluation Committee members, City employees, or any other individual connected with the RFP process, except for authorized Materials Management personnel.

Prohibited contact includes, but is not limited to, contact made by the Offeror, its employees, representatives, attorneys, lobbyists, consultants, agents, surrogates, or any other person acting on the Offeror’s behalf. This restriction also includes attempts to influence the decision-making process through paid media, public communications, social media, news media, or any other method that could reasonably be construed as an attempt to influence the outcome of the RFP.

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This provision does not prohibit an Offeror from petitioning an elected official or engaging in any other protected First Amendment activity after the protest period has expired or any protest has been resolved, whichever is later.

Violation of this provision may result in the Offeror’s Proposal being deemed non-responsive and rejected.

14. PROPRIETARY INFORMATION

Offeror shall clearly mark any proprietary information contained in its bid with the words “Proprietary Information.” Offeror shall not mark any Solicitation Form as proprietary. Pricing data shall not be considered proprietary. Marking all, or nearly all, of a bid as proprietary may result in rejection of the bid.

Offerors acknowledge that the City is required by law to make certain records available for public inspection. In the event that the City receives a request for disclosure of Proprietary Information by any person, court, agency or administrative body, or otherwise has a reasonable belief that it is obligated to disclose the Proprietary Information to any such person or authority, the City will provide Offeror with prompt written notice so that Offeror may seek a protective order or other appropriate remedy. The Offeror, by submission of materials marked Proprietary Information, acknowledges and agrees that the City will have no obligation to advocate for non-disclosure in any forum or any liability to the Offeror in the event that the City must legally disclose the Proprietary Information.

15. SUBMISSION CHECKLIST

This section provides an overview of the submission instructions including a checklist to aid in the submission of complete proposals. Offerors shall complete the fillable “RESPONSE WORKBOOK” attachment and submit as their proposal.

Vendors are strongly advised to read this section in its entirety and complete the checklist to avoid disqualification. Please note that the City will NOT be able to consider proposals that are submitted late or that do not follow these guidelines.

The Offeror shall bear all costs associated with submitting the proposal, including proposal preparation, site visitation or any travel connected with submission of the proposal. The City shall have no liability whatsoever for such costs.

Checklist for Submitting Proposal Complete

Submission Requirements

OFFER SHEET (Response Workbook) Offeror Name Offeror Address

19 rev. 1.2025

1. GENERAL INFORMATION

(5 questions)

2. METHOD STAFFING AND SUPERVISION

3. EMPLOYEE QUALIFICATIONS AND CONDUCT

4. TRANSITION SECURITY AND BACKGROUND CHECKS

5. QUALITY ASSURANCE AND PERFORMANCE MANAGEMENT

6. TRANSITION PLAN

(4 questions)

COMPLETED PRICING WORKBOOK

ADDENDUM RESPONSES (if applicable) Return of Offer

• Electronic copies of all "SUBMISSION REQUIREMENTS” listed above. Pricing Workbook must be submitted separately from the rest of the proposal.

16. SUBMISSION REQUIREMENTS

For this proposal, you must provide a completed OFFER SHEET in addition to answering the questions identified in the REQUIRED RESPONSES. (see Response Workbook)

Responses must be numbered to correspond to the question numbers to aid in the evaluation process; failure to do so may result in disqualification.

Should your offer contain any PROPRIETARY INFORMATION, you must clearly mark that information with the words “Proprietary Information.” Only information contained in your response questions may be marked as such; information on the OFFER SHEET or PRICING SHEET (if applicable) is not considered proprietary.

Offerors acknowledge that the City is required by law to make certain records available for public inspection. By submitting any materials marked as Proprietary Information, Offeror acknowledges and agrees that the City will have no obligation to advocate for non-disclosure in any forum or any liability to the Offeror if the City must legally disclose the Proprietary Information.

Helpful Hints:

• Answer each question completely; your answers will be the only basis on which your proposal is scored.

• Do not unnecessarily elaborate; keep your response complete and effective.

• Do not provide general answers or reference to sales literature.

20 rev. 1.2025

• Only when applicable, attach and reference supporting documents.

21 rev. 1.2025

EXHIBIT 1: SPECIAL NOTICES

By signing on the Offer/Bid page, solicitation Addendum(a), or cover letter accompanying the submittal documents, Offerors are certifying that they understand the following notices and agree to comply with all required terms and conditions.

1. RETURN OF OFFER

The Offeror shall submit required proposal responses electronically in Vendor Self Service (VSS).

Offeror is required to register in Vendor Self Service prior to submitting a proposal if they have not already registered.

Guide to Register as a new vendor: Vendor Self Services

(This is a PDF document “Vendor Registration Instructions” at the bottom of the page.)

a. The Offeror shall complete all sections of the solicitation in the format given and the spaces provided. Proposals that do not conform to the above format may be rejected.

b. The Offeror shall bear all costs associated with submitting the proposal, including proposal preparation, site visitation or any travel connected with submission of the proposal. The City shall have no liability whatsoever for such costs.

2. PRE-OFFER CONFERENCE & SITE VISITS

A Pre-Offer meeting will be held on the time and at the location shown on page 1 of this document. Attendance is not required. Copies of the Request for Proposal (RFP) will NOT be available.

The purpose of the conference will be to clarify the contents of the solicitation to prevent any misunderstanding of the City of Glendale’s position. Any doubt as to the requirements of the solicitation or any apparent omission or discrepancy should be presented to the City at the conference. The City will determine the appropriate action necessary, if any, and issue a written amendment to the solicitation if required. Oral statements or instructions will not constitute an amendment to the solicitation.

SITE VISIT

Optional site visits will be available for the following facilities:

• June 22, 2026 -- City Hall – 5850 W Glendale Ave, Glendale, AZ 85301

• June 23, 2026 --Main Library – 5959 W Brown St, Glendale, AZ 85302

• June 24, 2026 -- Glendale Regional Public Safety Training Center (GRPSTC)

– 11550 W Glendale Ave, Glendale, AZ 85307

• June 25, 2026 --Field Operations Facility – 6210 W Myrtle Ave, Glendale, AZ 85301 https://glendaleazvendors.munisselfservice.com/Vendors/default.aspx https://www.glendaleaz.gov/files/assets/city/v/1/budget-amp-finance/documents/vendor-registration-instructions-32024.pdf

22 rev. 1.2025

Site visits will be conducted between the hours of 10:00 a.m. and 3:00 p.m. in one-hour increments. Proposers may attend one or multiple site visits; however, advance reservations are required.

To reserve a site visit time, interested Proposers must register using the following link: Site Visit Booking

Visitors shall check in at the front desk or designated reception area upon arrival at each facility and may be required to present identification.

Site visits are intended solely as an opportunity to view the facilities and gain familiarity with the scope of work. No questions will be answered during the site visits. All questions regarding this solicitation shall be submitted in writing via email in accordance with the solicitation schedule and instructions. Responses to questions will be provided through an official addendum, if applicable.

3. CONFLICT OF INTEREST

Contractor shall disclose the following: 1) the name(s) and position(s) of each Contractor’s employee or subcontractor that participated in the preparation of the submittal or who will be involved, directly or indirectly, with performing the contract, if awarded; 2) the name(s) of any City of Glendale employee who is a relative of persons identified pursuant to No. 1; 3) the name(s) and position(s) of Contractor’s personnel that have a financial or proprietary interest in the contract;

4) the name(s) of any City of Glendale employee who is a relative of persons identified pursuant to No. 3.

Providing such disclosure will not necessarily disqualify a Contractor. Failure to disclose the requested information or any potential conflict of interest pursuant to A.R.S. § 38-511 et seq. may result in rejection of the proposal or bid or any contract being void or terminated.

For purposes of this provision, the following definitions apply:

i. “Employee” means all persons who are employed on a full-time, part-time or contract basis by the City of Glendale.

ii. “Relative” means the spouse, child, child’s child, parent, grandparent, brother or sister of the whole or half blood and their spouses and the parent, brother, sister or child of a spouse.

4. QUESTIONS AND INQUIRIES

Any question related to this Request for Proposal must be submitted in writing to the Procurement Officer whose name appears above. An Offeror shall not contact or ask questions of the department for whom the requirement is being procured.

Questions must be submitted in writing via email by 2:00 PM Local Time on or before the date shown on Page 1 of this document. Any correspondence related to a solicitation should refer to the appropriate Request for Proposal number, page and paragraph number. Oral interpretations or clarifications will be without https://outlook.office365.com/book/RFP2615CitywideCustodialServicesCityHallSiteVisit@cogaz.onmicrosoft.com/?ismsaljsauthenabled

23 rev. 1.2025 legal effect. Only questions answered by a formal written amendment to the Request for Proposal will be binding.

5. SPECIAL TERMS AND CONDITIONS

Additional terms and conditions specific to the provision of the services referenced will be negotiated with the successful bidder for inclusion in the contract.

6. PUBLIC RECORD REQUIREMENTS

Offeror acknowledges that the City is a public agency and must comply with all Public Records laws and proposals submitted become the property of the City and are subject to public disclosure requirements in accordance with Arizona Public Records Law. Any portion of the proposal that the offeror deems confidential or proprietary must be clearly labeled as such. Labeling material does not automatically preclude the material from public disclosure, as the City is required to make an appropriate determination as to the confidentiality of the material in accordance with Arizona Public Records Law. It is the offeror’s sole responsibility and cost to take action, including legal actions, to protect such material. Price is not confidential and will not be withheld.

7. PERMITS AND LICENSES

It is the offeror’s sole responsibility to determine and secure any and all licenses and permits the contractor needs to operate the facility, from any regulatory body having jurisdiction related to the services being provided. Such costs are the exclusive responsibility of the operator; the operator must also ensure appropriate licensing of any subcontractors; and the operator shall notify the City in writing within two (2) working days of any suspension, revocation, or renewal.

8. NO COLLUSION OR ANTI-COMPETITIVE PRACTICES

The submission of the offer did not involve collusion, and without any agreement, understanding or planned common course of action with, any other vendor of materials, supplies, equipment or services described in the invitation to bid, designed to limit independent bidding or competition or other anti-competitive practices.

9. NON-DISCRIMINATION

Contractor agrees not to discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, national origin, age, marital status, sexual orientation, gender identity or expression, genetic characteristics, familial status, U.S. military veteran status or any disability. Contractor will require any Subcontractor to by bound to the same requirements as stated within this section. Contractor, and on behalf of any subcontractors, warrants compliance with this section.

10. NO CONSIDERATION

The Contractor has not given, offered to give, nor intends to give at any time

24 rev. 1.2025 hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection with the submitted offer.

11. AUTHORIZED AGENT

The individual signing the submittal is an authorized agent and has the authority to bind the Offeror to the proposal and subsequent contract if awarded.

12. KEY PERSONNEL

If awarded, Offeror shall assign a specific individual as the key point of contact for the management of the contract, subject to specific notification requirements to be included in the final contract.

13. SITE INSPECTION

It is the responsibility of the Offeror to become familiar with any conditions which may affect the performance and cost of providing the service and this submission will serve as evidence that the Offeror did, in fact, make a site inspection and is aware of all conditions.

25 rev. 1.2025

EXHIBIT 2: SPECIAL TERMS AND CONDITIONS

By signing on the Offer/Bid page, solicitation Addendum(a), or cover letter accompanying the submittal documents, Offerors are certifying that they understand the following notices and agree to comply with all required terms and conditions. The following terms are found on the City’s Website and are applicable to the Request for Proposal: Standard Terms and Conditions

1. TYPE OF AWARDS The City reserves the right to make multiple awards or to award by individual line items, by group of line items, or to make an aggregate award, whichever is deemed most advantageous to the City. If the City determines that an aggregate award to one offeror is not in the City's best interest, "all or none" offers shall be rejected.

2. ALTERNATE OFFERS Offers submitted as alternates, or on the basis of exceptions to specific conditions of purchase and/or required specifications, must be submitted as an attachment referencing the specific paragraph number(s) and adequately defining the alternate or exception submitted. Detailed product brochures and/or technical literature, suitable for evaluation, must be submitted with the offer. If no exceptions are taken, City will expect and require complete compliance with the specifications and all Conditions of Purchase.

3. ARIZONA CORPORATION COMMISSION (ACC) As a condition of doing business and prior to contract award, the contractor must be registered with the Arizona Corporation Commission (ACC) and maintain active status.

4. EFFECTIVE PERIOD OF OFFER Offers shall be valid for a minimum of 120 days following the deadline for submitting offers.