ESBD_553997_1787798527449_RFP-26-169-AACOG Commercial Janitorial Services.pdf

2700 NE Loop 410, Suite 101 San Antonio, TX 78217 office 210.362.5260 fax 866.332.3252 www.aacog.gov

REQUEST FOR PROPOSALS

Commercial Janitorial Services - AACOG - Titan Building and Titan Plaza

Alamo Area Council of Governments (AACOG)

Procurement Department

2700 NE Interstate 410 Loop, Suite 101

San Antonio, TX

78217

Solicitation Deadlines

RFP Release Date August 26, 2026 @4:00 PM Questions Deadline September 8, 2026 @ 4:00 PM Q&A Posting September 10, 2026 @ 4:00 PM Response Deadline September 18, 2026 @ 4:00 PM Site Walkthrough Period August 31 - September 4, 2026

(By Appointment Only)

RFP Posting Locations https://aacog.gov/member-government-services/procurement/ https://aacog.gov/member-government-services/procurement/ https://www.txsmartbuy.com/esbd

Notice to Prospective Respondents

Prospective Respondents who obtain this RFP from any source other than the Alamo

Area Council of Governments (AACOG) shall promptly contact AACOG and provide their name, company name, and email address. This will ensure receipt of any addenda or official communications related to this RFP. Failure to provide this information shall place the prospective Respondent at full risk of submitting an incomplete or non-compliant Proposal.

Table of Contents Part 1 – Scope of Request & Program Overview

1.1 Background Information

1.1.1 Alamo Area Council of Governments (AACOG)

1.1.2 Mission and Regional Services

1.1.3 Procurement Authority

1.1.4 Ethics and Non-Discrimination

1.1.5 Funding and Compliance

1.2 Purpose of the RFP

1.2.1 General Purpose

1.2.2 Project Summary

1.3 Site Walkthroughs

1.3.1 Base Services and Additional Authorized Services

1.4 Scope of Work

1.4.1 General Scope

1.5 Contractor Responsibilities

1.5.1 Monthly Reporting

1.5.2 Regulatory Compliance

1.6 Contract and Payments

1.6.1 Contract Term

1.6.2 Proposal Costs

https://www.txsmartbuy.com/esbd

1.6.3 Funding Availability

1.6.4 Payment and Invoicing

1.7 Respondent Requirements

1.7.1 Vendor Documentation

1.7.2 Professional Conduct

1.7.3 Licensing and Compliance

1.7.4 Independent Contractor Status

1.7.5 Confidentiality, Risk, and Worker Safety

1.7.6 Equal Employment Opportunity

1.7.7 Authorized Representative

1.7.8 Subcontractor Responsibility

1.8 Service Area

1.8.1 Authorized Service Locations

1.9 Procurement Standard

1.9.1 Competitive Procurement

1.9.2 Method of Procurement

1.9.3 Reservation of Rights

1.9.4 Official Changes

PART 2 – SUBMISSION INFORMATION

2.1 Submission Requirements

2.1.1 Submission Deadline

2.1.2 Solicitation Deadlines (Anticipated)

2.1.3 Submission Format

2.1.4 Submission Method

2.2 Authorized Points of Contact

2.2.1 Primary Point of Contact

2.2.2 Secondary Point of Contact

2.3 Communications Restriction

2.3.1 General Restriction

2.3.2 Prohibited Communications

2.3.3 Permitted Communications

2.4 Questions and Addenda

2.4.1 Submission of Questions

2.4.2 Addenda

2.5 Schedule and Changes

2.5.1 Procurement Schedule

2.5.2 Schedule Modifications

2.6 Availability of RFP

2.6.1 Public Availability

2.6.2 Access to RFP Documents

2.7 Proprietary Information and Public Information Act

2.7.1 Public Information Act

2.7.2 Confidential Information

2.7.3 Attorney General Review

PART 3 –ADMINISTRATIVE REQUIREMENTS/INSURANCE/BONDS

3.1 Eligible Providers

3.1.1 Qualified Respondents

3.1.2 HUB Participation

3.1.3 Minimum Eligibility Requirements

3.1.4 Compliance and Capacity

3.2 Contract Information

3.2.1 Type of Contract

3.2.2 Contract Period

3.2.3 Additional / Special Services

3.2.4 Performance Failure and Alternative Procurement

3.2.5 Termination for Convenience

3.2.6 Termination for Cause

3.3 Governing Provisions and Limitations

3.3.1 General Provisions

3.3.2 Responsiveness of Proposals

3.3.3 AACOG Rights and Reservations

3.3.4 Funding Availability

3.3.5 Ethics, Conflicts of Interest, and Competition

3.3.6 Obligation to Contract

3.3.7 Taxes

3.3.8 Record Retention and Compliance

3.3.9 No Waiver

3.3.10 No Exclusivity

3.3.11 Order of Precedence

3.4 Administrative Requirements and Insurance

3.4.1 Additional Commercial General Liability Coverage Requirements

3.4.2 Enforcement and Remedies

3.5 Administrative and Fiscal Capacity

3.5.1 Administrative, Managerial, and Fiscal Capability

3.5.2 Compliance Monitoring and Audit Access

3.5.3 Authorization and Personnel Requirements

PART 4 – PROPOSAL REVIEW & SELECTION PROCESS

4.1 Evaluation Process

4.1.1 Initial Review for Responsiveness and Eligibility

4.1.2 Evaluation and Scoring

4.1.3 Proposal Classification

4.1.4 Clarifications

4.2 Evaluation Criteria

4.2.1 Experience & Qualifications (40 Points)

4.2.2 Pricing (40 Points)

4.2.3 Staffing, Service & Quality Control Plan (20 Points)

4.3 Procurement Dispute Resolution

4.3.1 Appeal Process

4.3.2 Debriefing Process

PART 5 – RESPONSE REQUIREMENTS

5.1 Email Submission

5.2 Response Format

5.3 Proposal Validity Period

5.4 Page Limitations

5.5 Order of Contents

5.5.1 Main Proposal PDF (Required)

5.5.2 AACOG Vendor Packet (Separate PDF Required)

5.5.3 Table of Contents

5.5.4 Executive Summary

5.5.5 Narrative

5.5.6 Email Subject Line

5.5.7 File Format and Naming

PART 6 – REQUIRED PROPOSAL FORMS AND ATTACHMENTS

6.1 Required Forms and Certifications (Mandatory Submission)

6.2 AACOG Vendor Packet (Separate File Requirement)

6.3 Insurance Submission Requirement (Pass/Fail)

6.4 Form Execution Requirements

APPENDIX A - COMMERCIAL JANITORIAL SERVICES SCOPE OF WORK

6.5 A. Project Overview

6.6 B. Site Walkthroughs

6.7 C. General Office Areas

6.7.1 Daily Services - Five Days per Week

6.7.2 Weekly Services

6.7.3 Periodic Services

6.8 D. Common Areas - Lobbies, Entrances, Elevators, Corridors and Stairways . 41

6.8.1 Daily Services - Five Days per Week Unless Otherwise Agreed

6.8.2 Day Porter - 10:00 a.m. to 2:00 p.m., Monday-Friday

6.8.3 Weekly / Monthly / Quarterly Common-Area Services

6.9 E. Public Areas

6.9.1 Nightly

6.9.2 Weekly / Monthly / Quarterly

6.10 F. Restrooms

6.10.1 Nightly

6.10.2 Weekly / Monthly / Quarterly

6.11 G. Elevators

6.12 H. Stairways

6.13 I. Window Cleaning

6.14 J. Pressure Washing

6.15 K. Sanitation, Disinfection and Remediation Response

6.16 L. General Performance Requirements

6.17 M. Quality Control and Corrective Action

6.18 N. Supplies, Equipment and Consumables

6.19 O. Additional / Special Services

Proposal Title Page

Acknowledgment and Certification

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY, AND

VOLUNTARY EXCLUSION** (For Contracts and Grants)

NON-DISCRIMINATION CERTIFICATION

CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE

AGREEMENTS

PRICING SCHEDULE

AACOG VENDOR PACKET

Part 1 – Scope of Request & Program Overview

1.1 Background Information

1.1.1 Alamo Area Council of Governments (AACOG)

The Alamo Area Council of Governments (AACOG) is a political subdivision of the State of Texas, established in 1967 under Chapter 391 of the Texas Local Government Code as a voluntary association of municipal and county governments and special districts.

AACOG serves the Alamo Area / State Planning Region 18, which spans thirteen (13) counties and approximately 12,582 square miles, including Atascosa, Bandera, Bexar, Comal, Frio, Gillespie, Guadalupe, Karnes, Kendall, Kerr, Medina, McMullen, and

Wilson counties.

1.1.2 Mission and Regional Services

Through planning, coordination, and service delivery, the Alamo Area Council of

Governments (AACOG) supports its member governments and regional partners in addressing shared regional needs and priorities. As part of its mission, AACOG develops, administers, and manages programs, projects, and services that improve regional infrastructure, public services, transportation, technology, emergency preparedness, public safety, environmental sustainability, economic development, and quality of life throughout the region.

AACOG administers projects funded through federal, state, local, and regional sources and, when authorized, enters into intergovernmental agreements and other cooperative partnerships to deliver services and infrastructure improvements. These efforts may include planning, engineering, design, construction, technology implementation, professional consulting, maintenance, equipment, and other initiatives that support local governments, public agencies, nonprofit organizations, and other regional stakeholders throughout the AACOG service area.

1.1.3 Procurement Authority

The Alamo Area Council of Governments (AACOG) is issuing and administering this solicitation in accordance with its procurement policies and all applicable federal, state, and local laws, regulations, and funding requirements. AACOG serves as the contracting entity for this procurement and is responsible for conducting the solicitation process, evaluating responses, making award recommendations, executing any resulting contract(s), and administering the contract(s).

When applicable, this solicitation may be issued under an intergovernmental agreement, grant, cooperative agreement, or other authorized procurement vehicle. Any resulting contract award is contingent on funding availability, approval by the appropriate AACOG authority, and compliance with all applicable procurement requirements.

1.1.4 Ethics and Non-Discrimination

AACOG’s policy is to treat all individuals, including potential members, vendors, Respondents, subcontractors, providers, suppliers, and others, fairly, equitably, and without discrimination. AACOG employees are committed to performing their duties lawfully and ethically, while avoiding any actual or perceived conflicts of interest.

1.1.5 Funding and Compliance

Funding for this solicitation and the resulting contract is subject to the availability of appropriated funds. Funding may be provided through federal, state, local, regional, or other authorized sources. AACOG intends to award one contract for the recurring janitorial services described in this RFP; however, issuance of this solicitation does not guarantee contract award, continuation of funding, or exercise of any renewal option.

The successful Contractor shall comply with all applicable federal, state, and local laws, regulations, grant requirements, executive orders, and AACOG policies applicable to this procurement and contract performance. AACOG may incorporate any funding-source or agency-specific requirements applicable to the services into the resulting contract.

If funding is reduced, withdrawn, delayed, or otherwise becomes unavailable, AACOG reserves the right to modify the scope of services, suspend performance, decline to exercise a renewal option, or terminate the contract in accordance with the resulting contract and applicable law.

1.2 Purpose of the RFP

1.2.1 General Purpose

The Alamo Area Council of Governments (AACOG) is soliciting proposals from qualified and experienced firms to provide comprehensive commercial janitorial services for the

Titan Building and Titan Plaza in San Antonio, Texas. The Contractor shall furnish all supervision, labor, equipment, tools, cleaning supplies, materials, and incidentals necessary to maintain the facilities in a clean, sanitary, safe, and professional condition in accordance with this Solicitation and Appendix A - Commercial Janitorial Services

Scope of Work.

The purpose of this Solicitation is to identify and select a qualified Contractor to provide recurring commercial janitorial services for the Titan Building and Titan Plaza in accordance with the specifications, terms, conditions, performance requirements, and

Appendix A of this RFP.

Appendix A and the related solicitation documents establish the required services, service frequencies, performance standards, staffing expectations, and project-specific conditions. AACOG intends to award one contract covering base janitorial services for both facilities, while reserving the right not to award if it is in AACOG's best interest.

1.2.2 Project Summary

This RFP covers recurring janitorial and related facility cleaning services at the Titan

Building, 2700 NE Loop 410, San Antonio, Texas 78217 (six floors), and Titan Plaza, 8200 Perrin Beitel Road, San Antonio, Texas 78218 (one floor). The combined service area is approximately 125,000 square feet. Services include routine office cleaning, public/common area cleaning, restroom sanitation, floor and carpet care, elevators, stairways, window cleaning, pressure washing, day porter services, sanitation/disinfection response, and water extraction and drying services as specified in the Scope of Work.

Facility square footage, frequencies, and quantities stated in this Solicitation are provided for proposal and contract administration purposes. Respondents must review the Scope of Work and are strongly encouraged to complete a site walkthrough during the authorized walkthrough period before submitting pricing.

Detailed cleaning requirements, service frequencies, performance standards, locations, and special services are outlined in Appendix A - Commercial Janitorial Services Scope of Work.

1.3 Site Walkthroughs

Prospective Respondents are strongly encouraged to participate in a site walkthrough before submitting a Proposal. Walkthroughs will be available by appointment only from

August 31, 2026, through September 4, 2026, between 9:00 a.m. and 4:00 p.m.;

however, appointments will not be available from 1:00 p.m. to 2:00 p.m. To schedule a walkthrough, Respondents shall contact Christine Hernandez at 210-837-7046 or chernandez@aacog.gov. Walkthrough appointments are subject to AACOG staff availability. The walkthrough contact is authorized solely to schedule and conduct site access; submit all procurement questions and requests for clarification to the procurement contacts identified in Part 2 of this RFP.

1.3.1 Base Services and Additional Authorized Services

AACOG intends to award one contract for recurring janitorial services at the Titan

Building and Titan Plaza. The awarded Contractor shall provide the base services and frequencies identified in Appendix A.

The approximately 125,000-square-foot service area and recurring services described in Appendix A form the basis for proposal pricing. AACOG does not guarantee that facility conditions, occupied areas, or quantities will remain unchanged throughout the contract term, and services may be adjusted by written contract modification as permitted by the contract.

AACOG must authorize any special, emergency, supplemental, or out-of-scope service in writing before performance. Such authorization does not create a separate project or qualified pool arrangement.

1.4 Scope of Work

The Scope of Work for this Solicitation is described in Appendix A - Commercial

Janitorial Services Scope of Work and defines the minimum requirements, specifications, deliverables, performance standards, and responsibilities of the

Contractor.

Appendix A - Commercial Janitorial Services Scope of Work is incorporated into this

RFP and establishes the minimum mandatory service requirements for proposal preparation, evaluation, and contract performance.

AACOG reserves the right to modify, add, delete, or revise the scope of work, specifications, quantities, locations, schedules, or deliverables before contract award or as otherwise permitted under the resulting contract. In the event of any conflict, inconsistency, or ambiguity between the Solicitation, its appendices or attachments, and the executed contract or subsequent written authorization issued by AACOG, the executed contract and any authorized written modifications shall govern

1.4.1 General Scope

The Contractor shall provide all labor, supervision, management, materials, equipment, tools, transportation, permits, licenses, insurance, and incidentals necessary to perform the goods and/or services described in this Solicitation and the accompanying Scope of

Work.

The work includes, but is not limited to, routine office cleaning, trash removal, dusting, vacuuming, hard-floor care, restroom cleaning and disinfection, common-area cleaning, elevator and stairway cleaning, window cleaning, pressure washing, day porter services, carpet cleaning, periodic floor refinishing, sanitation/disinfection response, and water extraction and drying services.

Appendix A and any other expressly incorporated exhibits or attachments establish the minimum performance requirements applicable to the services. Any change to those requirements will be made only as permitted by this RFP, written addendum, or the resulting contract.

The Contractor shall perform all work in a professional, timely, and workmanlike manner and shall furnish all resources necessary to complete the required services in accordance with the contract requirements.

1.5 Contractor Responsibilities

1.5.1 Monthly Reporting

The Contractor shall provide monthly janitorial service and quality-control reporting in the format required by AACOG. At a minimum, reporting shall summarize services performed, quality-control inspections, identified deficiencies, corrective actions, complaints or service issues, staffing or coverage issues, and any special or emergency services performed.

AACOG may require supporting inspection logs, staffing records, corrective-action documentation, invoices, performance metrics, or other information necessary to verify compliance with Appendix A and the resulting contract.

1.5.2 Regulatory Compliance

The Contractor shall ensure that all goods and services provided under the resulting contract comply with all applicable federal, state, and local laws, regulations, codes, ordinances, licensing requirements, permits, industry standards, and applicable AACOG or project-specific requirements. Compliance with all applicable legal, regulatory, safety, environmental, access, and permitting requirements shall be the sole responsibility of the Contractor and shall not entitle the Contractor to additional compensation unless expressly authorized in writing by AACOG.

The Contractor shall not make any material changes to the approved scope of work, specifications, schedule, methodology, or deliverables without AACOG's prior written authorization and, when applicable, approval from any other required approving agency or project owner.

1.6 Contract and Payments

1.6.1 Contract Term

The contract start date is tentative and will be finalized following award and execution of the contract. The Contractor shall begin recurring services on the effective date or other written start date established by AACOG. Additional or special services shall be performed only when separately authorized in writing by AACOG.

1.6.2 Proposal Costs

AACOG shall not be liable for any costs incurred by a Respondent in the preparation or submission of a Proposal in response to this RFP, or in anticipation of contract award or issuance.

1.6.3 Funding Availability

The Respondent acknowledges and agrees that AACOG's obligations under any resulting contract are contingent upon the availability of funding. In the event funding is reduced, delayed, suspended, or becomes unavailable, AACOG reserves the right to modify the scope of work, reduce services, suspend performance, terminate the contract, or cancel all or part of the procurement without further obligation, except for payment of authorized work or services that have been satisfactorily completed and accepted by AACOG prior to the effective date of such action.

Nothing in this Solicitation guarantees continued funding beyond amounts duly authorized and appropriated. However, the recurring base janitorial services identified in

Appendix A are the contemplated services under the resulting contract, subject to

AACOG's rights to modify, suspend, or terminate services in accordance with the contract.

1.6.4 Payment and Invoicing

AACOG will not provide advance payments. Payment shall be made for recurring janitorial services satisfactorily performed and accepted by AACOG in accordance with the resulting contract. Authorized additional or special services will be paid only when approved in writing by AACOG and performed in accordance with the applicable authorization.

Payment is contingent upon satisfactory performance of the required services, correction of identified deficiencies as required, AACOG acceptance, and submission of a complete and accurate invoice. AACOG may withhold or adjust payment as permitted by the resulting contract for incomplete, deficient, or unsupported services.

Invoices shall reference the applicable contract number and billing period and shall separately identify recurring monthly services and any AACOG-authorized additional or special services. Invoices must include sufficient detail and supporting documentation to substantiate all charges. AACOG reserves the right to reject invoices that are incomplete, inaccurate, unsupported, or inconsistent with the contract.

1.7 Respondent Requirements

1.7.1 Vendor Documentation

The AACOG Vendor Packet is required and must be submitted as a separate PDF file with the Proposal in accordance with Part 5 of this RFP.

1.7.2 Professional Conduct

The Respondent shall ensure that AACOG representatives, employees, tenants, visitors, and stakeholders are treated professionally. Contractor employees and subcontractors shall conduct themselves appropriately for work in occupied government office facilities and shall comply with all AACOG access, security, safety, and confidentiality requirements.

1.7.3 Licensing and Compliance

Respondents shall possess and maintain all licenses, registrations, certifications, permits, and other qualifications required to perform the goods and/or services described in this Solicitation. Throughout the term of the resulting contract, the

Contractor shall comply with all applicable federal, state, and local laws, regulations, codes, ordinances, industry standards, and any project-specific requirements.

Where professional licenses, certifications, or specialized qualifications are required by the Scope of Work or applicable law, the Contractor shall ensure that personnel performing the work maintain such credentials throughout the contract term.

AACOG reserves the right to monitor Contractor performance and compliance with the terms of the contract and may require documentation demonstrating continued compliance at any time. Failure to maintain required qualifications or comply with applicable requirements may result in corrective action, suspension of work, withholding of payment, contract termination, or any other remedies available under the contract or applicable law.

1.7.4 Independent Contractor Status

The Respondent and any approved subcontractors shall act as independent contractors and not as employees, agents, or representatives of AACOG. The Contractor shall remain fully responsible for the performance, acts, omissions, and compliance of its subcontractors and suppliers, regardless of any subcontracting arrangement.

The Contractor shall indemnify, defend, and hold harmless AACOG, its officers, employees, agents, and representatives from and against any claims, damages, liabilities, losses, costs, and expenses arising out of or resulting from the performance of the resulting contract by the Contractor or its subcontractors, to the extent permitted by applicable law.

1.7.5 Confidentiality, Risk, and Worker Safety

The Respondent shall protect confidential and sensitive information in accordance with applicable privacy laws. All work is performed at the Respondent’s sole risk. The

Respondent is responsible for job-related illness or injury to its employees or subcontractors and shall indemnify and hold harmless AACOG from related claims.

1.7.6 Equal Employment Opportunity

Respondents and subcontractors shall comply with 41 CFR Parts 60-3, 60-4, 60-20, and 60-50, which prohibit discrimination against qualified individuals on the basis of protected veteran status, disability, race, color, religion, sex, sexual orientation, gender identity, or national origin.

1.7.7 Authorized Representative

The Respondent shall designate a single authorized representative with authority to act on its behalf for all contractual, technical, and coordination matters related to this RFP.

1.7.8 Subcontractor Responsibility

AACOG's approval of subcontractors does not relieve the Contractor of full responsibility for subcontractor performance, compliance, artistry, safety, or deficiencies.

The Contractor shall remain fully responsible for all acts and omissions of its subcontractors.

1.8 Service Area

1.8.1 Authorized Service Locations

Services under this Solicitation shall primarily be performed at the Titan Building, 2700

NE Loop 410, San Antonio, Texas 78217, and Titan Plaza, 8200 Perrin Beitel Road, San

Antonio, Texas 78218, as further described in Appendix A.

The combined service area for the Titan Building and Titan Plaza is approximately

125,000 square feet. AACOG may authorize related services at these facilities or other

AACOG-controlled areas only through written authorization consistent with the resulting contract.

The Contractor shall be responsible for providing all labor, equipment, materials, transportation, supervision, and other resources necessary to perform the required services at the designated location(s) in accordance with the resulting contract.

1.9 Procurement Standard

1.9.1 Competitive Procurement

AACOG policy is to conduct all procurement activities to ensure full and open competition, in accordance with applicable federal, state, and local procurement laws, regulations, and AACOG policies.

1.9.2 Method of Procurement

AACOG will procure the services solicited under this RFP using the Competitive

Proposal Method. Contract awards will be made only to Respondents that demonstrate the qualifications, experience, and capability to perform the services required successfully.

1.9.3 Reservation of Rights

AACOG reserves the right to reject any or all Proposals, waive informalities and minor irregularities, and take any action deemed to be in the best interest of AACOG, in accordance with applicable law. Informal communications do not constitute a binding commitment unless confirmed in writing through an official addendum or executed contract document.

1.9.4 Official Changes

AACOG shall make official changes to this RFP only through written addenda.

Respondents must review all addenda and incorporate such changes into their

Proposals and performance under any resulting contract.

PART 2 – SUBMISSION INFORMATION

This Part outlines the submission requirements, communication rules, schedule information, and public information obligations applicable to this Request for Proposals

(RFP).

2.1 Submission Requirements

2.1.1 Submission Deadline

Responses must be received by the Alamo Area Council of Governments (AACOG) no later than September 18, 2026, at 4:00 p.m. Central Time.

2.1.2 Solicitation Deadlines (Anticipated)

AACOG anticipates the following schedule for this procurement. AACOG reserves the right to modify this schedule at its sole discretion by written addendum.

RFP Release Date August 26, 2026 @ 4:00 PM

Questions Deadline September 8, 2026 @ 4:00 PM Q&A Posting September 10, 2026 @ 4:00 PM Response Deadline September 18, 2026 @ 4:00 PM Site Walkthrough Period August 31 - September 4, 2026

(By Appointment Only)

2.1.3 Submission Format

Proposals and all required attachments must be submitted electronically as PDF files only. AACOG prefers that Respondents submit the Proposal as one combined PDF file whenever possible. If file size limitations require multiple files, Respondents shall clearly label each file. If a Respondent is unable to submit in PDF format due to technical limitations, AACOG may accept an alternate electronic format at its sole discretion.

Respondents requesting an alternate format must contact AACOG before the submission deadline for approval.

2.1.4 Submission Method

A complete electronic copy of the Proposal shall be submitted via email to ijones@aacog.gov and procurement@aacog.gov with a copy (cc) to dugarte@aacog.gov using the following subject line:

RFP Submission: RFP-26-169-AACOG – Commercial Janitorial Services

File Type Required File Name Format

Main Proposal (Preferred single

PDF)

XXXXX – RFP-26-169-AACOG – Commercial Janitorial Services.pdf

AACOG Vendor Packet (Separate PDF Required)

XXXXX – AACOG Vendor Packet.pdf

Multiple Proposal Files (If needed due to file size)

XXXXX – RFP-26-169-AACOG – Commercial Janitorial Services (Part X of Y).pdf

2.2 Authorized Points of Contact

2.2.1 Primary Point of Contact

All communications regarding this RFP shall be directed to the primary point of contact identified below:

Isaac Jones III

Senior Procurement Analyst

Email: ijones@aacog.gov

2.2.2 Secondary Point of Contact

Debbie Ugarte

Contracts and Procurement Director

Email: dugarte@aacog.gov

2.3 Communications Restriction

2.3.1 General Restriction

During the period beginning on the date this RFP is issued and ending upon execution of the resulting contract, all Respondents and their representatives shall restrict communications related to this RFP. All questions, requests for clarification, or communications regarding this RFP—including questions concerning terms, conditions, or requirements—must be directed only to the AACOG representatives identified in this

RFP and in the manner specified herein.

2.3.2 Prohibited Communications

Respondents shall not contact members of the AACOG Board of Directors, AACOG employees, administrators, agents, or evaluation committee members regarding this

RFP, except as expressly permitted below. Prohibited communications include, but are not limited to, communications between: Any potential Respondent, service provider, bidder, lobbyist, consultant, or representative and any member of the AACOG Board of

Directors; Any AACOG Board member and any selection or evaluation committee member. Any AACOG Board member and any AACOG administrator or employee regarding this RFP; Any direct or indirect discussion, advocacy, or promotion of a

Respondent’s Proposal outside the authorized procurement process. Any prohibited contact may result in disqualification of the Respondent, at AACOG’s sole discretion.

2.3.3 Permitted Communications

The communications restriction does not apply to communications with AACOG’s designated procurement representatives identified in this RFP, communications expressly requested or authorized in writing by AACOG, communications conducted during officially sanctioned inquiries, briefings, interviews, or presentations, or communications with AACOG’s General Counsel when authorized by AACOG. The communications restriction shall terminate upon execution of the contract by AACOG and the selected Respondent.

2.4 Questions and Addenda

2.4.1 Submission of Questions

AACOG will accept questions submitted via electronic mail in accordance with the instructions and deadlines stated in this RFP.

2.4.2 Addenda

AACOG will issue a written addendum addressing all questions received during the open question period, distribute it to all interested parties, and archive it on the AACOG website at https://aacog.gov/member-government-services/procurement/ under the applicable RFP. Only written addenda issued by AACOG are official and binding.

Respondents must review all issued addenda and incorporate any applicable changes or clarifications into their Proposals.

2.5 Schedule and Changes

2.5.1 Procurement Schedule

All dates and times listed in the Procurement Schedule are stated in Central Time (CT).

RFP Release Date August 26, 2026 @ 4:00 PM Questions Deadline September 8, 2026 @ 4:00 PM Q&A Posting September 10, 2026 @ 4:00 PM Response Deadline September 18, 2026 @ 4:00 PM Site Walkthrough Period August 31 - September 4, 2026

(By Appointment Only)

2.5.2 Schedule Modifications

Dates provided are subject to change at AACOG’s discretion. All material changes to the procurement schedule will be posted on AACOG’s procurement webpage at https://aacog.gov/member-government-services/procurement/. Respondents are solely responsible for monitoring the website for updates.

2.6 Availability of RFP

2.6.1 Public Availability

Nothing contained herein shall prohibit any person or entity from publicly addressing the

AACOG Board of Directors during a duly noticed public meeting, in accordance with applicable Board policies, on a matter other than this RFP or in connection with a presentation specifically requested by AACOG.

2.6.2 Access to RFP Documents

This RFP is available for review during normal business hours, Monday through Friday, 8:00 a.m. to 5:00 p.m. Central Time, excluding holidays. Any party that receives this

RFP from a source other than AACOG must notify AACOG to ensure receipt of all addenda and official communications.

2.7 Proprietary Information and Public Information Act

2.7.1 Public Information Act

All Proposals and related materials submitted in response to this RFP are subject to disclosure under the Texas Public Information Act following contract execution.

2.7.2 Confidential Information

If a Respondent believes that any portion of its Proposal is exempt from disclosure, the

Respondent must clearly identify the information claimed to be exempt on a page-by-page and line-by-line basis, cite the applicable statutory exception, and provide a detailed written justification. Information not properly identified and justified will be treated as public information.

2.7.3 Attorney General Review

The Texas Office of the Attorney General (OAG) determines confidentiality. AACOG must comply with all OAG rulings and assumes no responsibility for asserting confidentiality arguments on behalf of Respondents.

Procurement records will be made available for public inspection in accordance with applicable law following contract award.

PART 3 –ADMINISTRATIVE REQUIREMENTS/INSURANCE/BONDS

This Part outlines general eligibility requirements, contractual terms, administrative obligations, insurance and bonding requirements, and other conditions applicable to

Respondents under this RFP.

3.1 Eligible Providers

3.1.1 Qualified Respondents

AACOG seeks Proposals from established and qualified entities with demonstrated expertise in the services required under this RFP. Selected respondents will become approved AACOG vendors and will perform the functions and services outlined in the

Scope of Work.

3.1.2 HUB Participation

AACOG encourages participation by small and Historically Underutilized Businesses

(HUBs), as defined in Texas Government Code Chapter 2161. AACOG strives to award at least ten percent (10%) of the total annual contract value to HUB vendors, when practicable.

3.1.3 Minimum Eligibility Requirements

To be eligible for consideration, Respondents must:

Demonstrate experience providing commercial janitorial services for office, governmental, institutional, or comparable facilities.

Demonstrate sufficient staffing, supervision, equipment, and operational capacity to service approximately 125,000 square feet in accordance with the required frequencies.

Maintain all licenses, registrations, insurance, and other qualifications required by law and this RFP.

Provide a quality-control and deficiency-correction process capable of meeting

AACOG performance standards.

Be able to provide the required day porter coverage and emergency response services identified in Appendix A.

Failure to meet or maintain these minimum eligibility requirements may result in a

Proposal being deemed non-responsive or ineligible for award.

3.1.4 Compliance and Capacity

AACOG is prohibited from contracting with entities that are debarred, suspended, or otherwise excluded from participation in federally funded transactions. Accordingly, Respondents must certify compliance with Executive Order 12549 and applicable federal regulations, including 29 CFR Part 98, Section 98.510. Respondents must also demonstrate knowledge of commercial janitorial operations, floor care, sanitation, facility cleaning, and applicable safety and regulatory requirements, and possess the organizational capacity, professional judgment, experience, and resources necessary to successfully perform the services requested under this RFP in accordance with AACOG’s standards for public service and fiduciary responsibility.

3.2 Contract Information

3.2.1 Type of Contract

AACOG intends to award one contract to the highest-ranked responsible Respondent for recurring commercial janitorial services at the Titan Building and Titan Plaza.

3.2.2 Contract Period

AACOG intends to execute a contract for an initial term of one (1) year from the effective date of contract execution. AACOG may, at its sole discretion, renew the contract for up to four (4) additional one-year renewal periods, subject to satisfactory

Contractor performance, continued need, and funding availability. AACOG reserves the right to terminate the contract at any time in accordance with the termination provisions herein.

3.2.3 Additional / Special Services

AACOG may authorize additional or special janitorial services related to the facilities covered by this RFP when operationally necessary and funding is available. AACOG must authorize such services in writing and price them in accordance with the resulting contract or an AACOG-approved written quotation.

3.2.4 Performance Failure and Alternative Procurement

If the Contractor fails to perform under the resulting contract, AACOG may exercise any available contractual remedy, including corrective action, withholding payment, suspension of services, or termination. If AACOG terminates the contract, it may procure replacement services in accordance with applicable procurement requirements.

3.2.5 Termination for Convenience

Either party may terminate the contract, in whole or in part, for convenience by providing thirty (30) days’ written notice to the other party. Upon termination, the Contractor shall satisfactorily complete all work in progress through the effective date of termination, as directed by AACOG.

3.2.6 Termination for Cause

If either party materially breaches the contract and fails to cure such breach within five

(5) working days after receipt of written notice specifying the breach, the non-breaching party may terminate the contract by providing ten (10) days’ written notice of intent to terminate.

3.3 Governing Provisions and Limitations

3.3.1 General Provisions

Violation of any provision set forth herein may result in a Proposal being deemed non-responsive and disqualified from further consideration. This Request for Proposals

(RFP) is issued solely for the purpose of obtaining uniform information to assist the

Alamo Area Council of Governments (AACOG) in evaluating responses for the procurement of the services identified herein. This RFP does not constitute an offer, purchase agreement, or contract, nor does it commit AACOG to award a contract or to pay any costs incurred before the execution of a formal written contract, unless such expenses are expressly authorized in writing by AACOG. If accepted, the contents of a

Respondent’s Proposal shall become the basis for the Scope of Work incorporated into the resulting contract.

3.3.2 Responsiveness of Proposals

Respondents must submit a complete and comprehensive Proposal addressing all services and requirements specified in this RFP. Any Proposal that is incomplete or fails to address all required elements may be deemed non-responsive and rejected.

3.3.3 AACOG Rights and Reservations

AACOG reserves the right to accept or reject any or all Proposals; cancel, withdraw, reissue, or modify this RFP in whole or in part; make no award; waive minor informalities or irregularities; request additional information or written clarification that does not materially alter a Proposal; verify references, qualifications, licenses, insurance, and other information submitted by a Respondent; and make changes to this

RFP only through written addenda. AACOG may negotiate final contract terms with the highest-ranked Respondent, provided such negotiations do not materially alter the requirements of the RFP or compromise the integrity of the competitive process.

AACOG may conduct reasonable reviews, audits, or inspections necessary to verify a

Respondent's ability to perform the services. Any material misrepresentation may result in rejection of the Proposal or cancellation of an award.

3.3.4 Funding Availability

AACOG reserves the right to withdraw, reduce, or cancel any contract award resulting from this RFP if sufficient funding is not received or is reduced due to legislative action or changes in funding source availability.

3.3.5 Ethics, Conflicts of Interest, and Competition

Respondents shall not, under penalty of law, offer or provide any gratuity, favor, or item of monetary value to any officer, board member, employee, evaluator, agent of AACOG, or elected official for the purpose of influencing this procurement.

Respondents shall not lobby, advocate, or otherwise attempt to improperly influence any

AACOG officer, board member, employee, evaluator, agent, or elected official regarding this RFP. No AACOG officer, board member, employee, evaluator, or agent shall participate in the selection, award, or administration of a contract if a conflict of interest or the appearance of a conflict exists. Respondents shall not engage in any activity that restricts or eliminates competition; however, this restriction does not prohibit lawful joint ventures or subcontracting arrangements

3.3.6 Obligation to Contract

The contents of a successful Proposal shall become a contractual obligation upon award. Failure of a selected Respondent to execute a contract may result in cancellation of the award and recovery of damages incurred by AACOG. No claim of error or mistake shall relieve a Respondent of its obligations at the proposed price or terms. AACOG may withhold execution of a contract if unresolved issues exist related to compliance, audit findings, questioned or disallowed costs, or legal matters, until such issues are satisfactorily resolved.

3.3.7 Taxes

AACOG is exempt from paying State of Texas sales tax and federal excise tax.

3.3.8 Record Retention and Compliance

Respondents shall retain all records related to any contract awarded under this RFP for a minimum period of seven (7) years following final payment and resolution of all pending matters, unless a longer period is required by applicable law or funding source.

The Contractor shall provide documentation required by AACOG and any funding source actually applicable to the resulting contract.

This requirement also survives termination.

3.3.9 No Waiver

Failure by AACOG to enforce any provision of this RFP shall not constitute a waiver of

AACOG’s right to enforce such provision at a later time. Any waiver must be in writing and shall not waive any subsequent breach.

3.3.10 No Exclusivity

Award of a contract under this RFP does not grant exclusive rights to perform services;

AACOG reserves the right to procure similar or identical services from other sources when deemed to be in its best interest.

3.3.11 Order of Precedence

In the event of any conflict, inconsistency, or ambiguity, the order of precedence shall be: applicable federal law; applicable state law; the executed contract and authorized written amendments; this RFP, including all addenda; Appendix A and other incorporated attachments; and the Contractor’s Proposal, unless otherwise stated in the executed contract.

3.4 Administrative Requirements and Insurance

3.4.1 Additional Commercial General Liability Coverage Requirements

Commercial General Liability (CGL) insurance shall include the following minimum coverages and limits, and AACOG risk management policies:

CGL Coverage Component Minimum Required Limit

Medical Expenses $5,000 per person

Personal and Advertising Injury Liability $1,000,000

Products and Completed Operations Aggregate $5,000,000

Damage to Premises Rented to the Respondent $50,000

3.4.2 Enforcement and Remedies

Failure to maintain required insurance coverage or to provide acceptable proof of insurance may result in suspension of work, withholding of payment, termination of the contract, or the exercising of any other remedies available to AACOG.

3.5 Administrative and Fiscal Capacity

3.5.1 Administrative, Managerial, and Fiscal Capability

Respondents must demonstrate the administrative, managerial, and fiscal capability necessary to perform the services required under this RFP successfully and to comply with all applicable federal grant financial accountability requirements, when applicable or if funding becomes available. Respondents awarded a contract shall comply with all

AACOG rules, policies, directives, procedures, plans, and any unilateral contract modifications issued in accordance with applicable law.

3.5.2 Compliance Monitoring and Audit Access

Respondents are subject to compliance monitoring. During regular business hours, AACOG and any duly authorized representatives of an applicable funding or oversight agency shall have reasonable access, during regular business hours and as necessary, to books, records, invoices, payrolls, timesheets, and other documents related to the contract for purposes of verifying contractual, programmatic, and financial compliance.

3.5.3 Authorization and Personnel Requirements

Private for-profit corporations submitting a Proposal must include a statement signed by an authorized corporate representative affirming authorization to submit the Proposal.

AACOG may require the removal of any employee or staff member assigned to the contract who is alleged, accused, arrested, or charged with a disqualifying offense after a background check is completed. Respondents shall immediately notify AACOG upon becoming aware of any such allegation or charge so that AACOG may determine whether continued assignment of the individual is permitted. Respondents must possess and maintain the knowledge, experience, professional judgment, and organizational capacity necessary to perform the services and activities required under this RFP in accordance with AACOG.

PART 4 – PROPOSAL REVIEW & SELECTION PROCESS

This Part describes the evaluation methodology, scoring criteria, selection process, and dispute resolution procedures AACOG uses to review and award Proposals under this

RFP.

4.1 Evaluation Process

4.1.1 Initial Review for Responsiveness and Eligibility

AACOG personnel will conduct an initial review of all Proposals to determine responsiveness and eligibility in accordance with the requirements set forth in this RFP.

Proposals that fail to meet mandatory submission requirements or eligibility criteria may be deemed non-responsive or ineligible and excluded from further consideration.

4.1.2 Evaluation and Scoring

An independent evaluation committee will evaluate and score all proposals deemed responsive and eligible. The committee will use a standardized scoring matrix based on the evaluation criteria identified in Section 4.2 of this RFP.

4.1.3 Proposal Classification

Based on the review and evaluation process, Proposals will be classified as

Responsive, Responsible, Non-Responsive, or Ineligible.

4.1.4 Clarifications

AACOG may, at its sole discretion, request written clarifications from one or more

Respondents to assist in the evaluation process. Any such clarifications shall not materially alter the content, scope, or substance of the original Proposal.

4.2 Evaluation Criteria

4.2.1 Experience & Qualifications (40 Points)

Respondents shall demonstrate experience successfully performing commercial janitorial services of similar size, scope, and complexity. Include comparable contracts, client references, key personnel qualifications, organizational experience, and past performance.

4.2.2 Pricing (40 Points)

AACOG will evaluate proposed pricing for completeness, reasonableness, competitiveness, and overall value. Respondents shall complete and submit Attachment

F – Pricing Schedule as part of the Main Proposal PDF. Pricing shall include all labor, supervision, staffing, day porter services, equipment, tools, cleaning supplies, materials, transportation, insurance, overhead, profit, and all other costs necessary to fully perform the services required by Appendix A – Commercial Janitorial Services Scope of Work, unless otherwise specifically stated in this RFP.

The combined service area for the Titan Building and Titan Plaza is approximately

125,000 square feet. Respondents shall provide separate monthly and annual pricing for each facility, the total combined monthly and annual base price, and rates for additional or special services as requested on Attachment F.

Additional or special service rates shall apply only to services requested by AACOG beyond the required services or frequencies identified in Appendix A and must be authorized in writing by AACOG before performance.

AACOG will use the completed Attachment F – Pricing Schedule as the basis for evaluating the 40-point Pricing criterion.

4.2.3 Staffing, Service & Quality Control Plan (20 Points)

Respondents shall describe the proposed staffing levels, day porter coverage, cleaning schedule, supervision, quality control procedures, emergency response, backup staffing, and overall ability to meet the Scope of Work.

Evaluation Criteria Weight What to Evaluate

Experience & Qualifications

40% Similar commercial janitorial contracts, experience with facilities of comparable size, references, key personnel, and past performance.

Pricing 40% Total proposed cost, reasonableness, completeness of pricing, and overall value to

AACOG.

Staffing, Service & Quality Control Plan

20% Staffing levels, day porter coverage, cleaning schedule, supervision, quality control, emergency response, and ability to meet the Scope of Work.

Total 100%

4.3 Procurement Dispute Resolution

4.3.1 Appeal Process

4.3.1.1 Eligibility and Deadline for Appeals

Respondents not selected for the award may submit an appeal only for an alleged violation of a law or regulation governing the procurement process. Appeals based solely on disagreement with the evaluation results, scoring, or ranking of Proposals are not permitted. Appeals must be submitted in writing via email within ten (10) calendar days of the Respondent’s receipt of AACOG’s notification of final action.

Failure to submit an appeal within this timeframe shall constitute a waiver of the right to appeal.

4.3.1.2 Submission Method and Required Content

Submit appeals by email only to Debbie Ugarte, Contracts and Procurement Director

(dugarte@aacog.gov), with a copy to the AACOG Procurement Department

(procurement@aacog.gov). Appeals must clearly identify the AACOG action being…