Janitorial Cleaning Services.pdf

REQUEST FOR PROPOSAL

For Janitorial Cleaning Services RFP #2026-03

July 31, 2026

San Luis Obispo Regional Transit Authority

253 Elks Lane, San Luis Obispo, CA 93401

Project Schedule

The schedule for this project is as follows:

Issue of the RFP July 31, 2026 Optional Facility Site Walk-through August 11, 2026

9:00am – 12:00pm PST Proposer Questions/Clarifications due August 21, 2026 by 5:00pm PST RTA responds to Questions/Clarifications August 28, 2026 PROPOSALS DUE September 14, 2026 by 2:00pm PST Notice of Intent to Award Week of September 28, 2026 Bid Protest Period Week of October 5, 2026 Board Award of Contract November 4, 2026 Consultant Notice of Award Week of November 9, 2026 Consultant Notice to Proceed January 1, 2027

Contents

I. REQUEST SUMMARY

II. INTRODUCTION

AGENCY PROFILE

III. INSTRUCTIONS TO PROPOSERS

A. PROJECT DESCRIPTION

B. ATTACHMENT OVERVIEW

C. PRE-PROPOSAL CONFERENCE

D. QUESTIONS CONCERNING THIS RFP

E. PROPOSER’S REQUIREMENTS

1. Bonding

2. Insurance

3. Licenses

F. PROPOSAL PREPARATION

1. Required Forms

2. Proposal Price Form

3. System for Award Management (SAM) Registration

G. PROPOSAL SUBMISSION

H. NON-CONFIRMING PROPOSAL & DISQUALIFICATION

I. LIMITATIONS

J. EVALUATION & AWARD

1. Responsiveness & Responsibility

2. Evaluation Criteria

3. Award Process

4. Contract Document

K. PROTEST PROCEDURES

L. PROPOSAL & PROJECT TENTATIVE SCHEDULE

M. QUESTIONS & ADDENDUMS

ATTACHMENTS

EXHIBIT 1 – SCOPE OF SERVICES

EXHIBIT 2 – FTA CONTRACT PROVISIONS FOR PROFESSIONAL SERVICES

EXHIBIT 3 – INSURANCE REQUIREMENTS

EXHIBIT 4 – SAMPLE JANITORIAL CLEANING SERVICES AGREEMENT

EXHIBIT 5 – FACILITY LOCATION DRAWINGS – REFERENCE DOCUMENTS

EXHIBIT 6 – SPECIFICATIONS OF JANITORIAL PRODUCT DISPENSERS

APPENDIX A – PROPOSER GENERAL INFORMATION*

APPENDIX B – REFERENCES, PAST PERFORMANCE AND EXPERIENCE*

APPENDIX C - COST PROPOSAL FORM*

APPENDIX D – FEDERAL CERTIFICATIONS*

*Required Forms

I. REQUEST SUMMARY

The RTA is requesting proposals from qualified Proposers to provide Janitorial Services for three (3) facility locations; Bus Maintenance Facility (San Luis Obispo), South County Transit facility (Arroyo Grande) and the North County Transit facility (Paso Robles).

The project scope of work (Exhibit 1) includes information on the number and approximate size of the buildings to be maintained under this service contract as well as the services the RTA is requesting to be done on a daily, monthly, quarterly or semi-annual basis and special assignments.

The Proposer shall provide adequate personnel, trained in proper cleaning and janitorial methods and techniques to properly and satisfactorily maintain the facilities on a day-to-day basis during the scheduled times indicated. The Proposer will furnish, at its expense, all equipment necessary to properly perform specified work and maintain established standards and shall provide all necessary cleaning equipment including needed for the performance of the work of this contract. An optional site-walk will be offered to Proposers.

Proposers doing business with it to obtain appropriate insurance coverage within the prescribed minimum limits and abide by all Federal FTA procurement regulations.

It is the intention of the RTA to award a (3) three-year contract that will begin on January 1, 2027, with two (2) additional one-year extension options, for a total possible contract term of five (5) years.

II. INTRODUCTION

Agency Profile The RTA was created in 1989 as a Joint Powers Authority to provide management of regional fixed-route public transportation services, as well as regional paratransit services.

The mission of the RTA is to provide safe, reliable and efficient transportation services that improve and enhance the quality of life for the citizens and visitors of San Luis Obispo County. The RTA coordinates regional transit services to San Luis Obispo, Atascadero, Paso Robles, San Miguel, Los Osos, Morro Bay, Cayucos, Cambria, San Simeon, Five Cities, Nipomo and to Santa Maria in northern Santa Barbara County. The RTA is governed by the Board of Directors that are elected representatives from each of the seven cities in the County, as well as all five County Supervisors.

The RTA employs approximately 120 employees and provides administration, operations and maintenance services primarily from the transit facility currently located at 253 Elks Lane in San Luis Obispo and two satellite locations in North and South County. The RTA operates and maintains a total fleet of 44 buses for fixed-route bus services and 29 vans for demand-response/paratransit services.

III. INSTRUCTIONS TO PROPOSERS

A. Project Description The RTA is seeking proposals from qualified Proposers to provide janitorial cleaning services at the RTA’s Bus Maintenance Facility located in San Luis Obispo, the South County Transit facility located in Arroyo Grande, and the North County Transit facility located in Paso Robles. The required services and performance conditions are described in the Scope of Services (Exhibit 1). All other provisions are included in the FTA Contract Provisions for professional services (Exhibit 2). The following information is provided to assist the Proposer in understanding the Scope of Services needed by the RTA. Drawings of the facilities are provided as Exhibit 5.

The RTA operates three (3) transit facility locations in San Luis Obispo, Arroyo Grande and Paso Robles. The Scope of Services (Exhibit 1) includes information on the approximate size of the buildings to be maintained under this service contract as well as the services the RTA is requesting to be done on a daily, monthly, quarterly or semi-annual basis and special assignments. The locations to be included in this janitorial cleaning services contract are as follows:

• Bus Maintenance Facility (BMF) - located at 253 Elks Lane, San Luis Obispo, CA. 93401

• South County Transit Facility (SCT) – located at 800 Rodeo Drive, Arroyo Grande, CA. 93420

• North County Transit Facility (Paso Yard) - located at 1734 Paso Robles Street, Paso Robles, CA. 93446

B. Attachment Overview

The proposal package is composed of the following elements:

Public Notice of Request For Proposals RFP #2026-03 Janitorial Cleaning Services (this document) Exhibit 1 - Scope of Services Exhibit 2 - FTA Contract Provisions for Professional Services Exhibit 3 - Insurance Requirements Exhibit 4 - Draft Janitorial Cleaning Services Agreement Exhibit 5 - Drawings of Facility Locations Sites Exhibit 6 - Specifications of Janitorial Paper Product Dispensers Appendix A - Proposer General Information Form* Appendix B - References, Past Performance and Experience Form* Appendix C - Cost Proposal Form* Appendix D – Federal Certifications*

The items identified with an asterisk (*) are Optional and shall be completed and submitted electronically as part of the Bidder’s proposal.

C. Pre-Proposal Conference

An optional pre-proposal site visit and job walk is scheduled for August 11, 2026 from 9:00am to 10:00am at the BMF and 11:00am to 12:00pm at the SCT facility. This is the only scheduled site visit. Attendees should assemble in the front parking lot of the BMF located at 253 Elks Lane, San Luis Obispo. The walk-through will then be reconvened at SCT facility located at 800 Rodeo Drive in Arroyo Grande from 11:00am. Requests for clarification will not be accepted during these site visits. The Paso Yard facility located in

Paso Robles will not have an in-person walk-through. Drawings of the Paso Yard facility size and layout will be made available to Proposers in Exhibit 5.

D. Questions Concerning this RFP

Questions concerning this RFP and the Project will only be acceptable electronically through the RTA’s bid portal. Proposers should be submitted directly through RTA’s PlanetBids portal at https://pbsystem.planetbids.com/portal/50213/portal-home

E. Proposer’s Requirements

The selected Proposer(s), at Proposer’s sole cost and expense and for the full term of the Agreement or any extension thereof, shall obtain and maintain, at a minimum, all the insurance requirements outlined below. The selected Proposer agrees to provide the RTA with a copy of said policies, certificates, and/or endorsement upon award of contract.

1. Bonding There are no proposal, performance or payment bonds required for this solicitation.

2. Insurance

The agreement for this procurement requires that the Proposer maintain comprehensive general liability, automobile and workers’ compensation insurance coverage. The RTA shall request that Proposer provide a certificate of insurance naming the RTA as an additionally insured as part of the review for responsiveness. Information about insurance requirements is provided in Exhibit 3. Proposers without the required insurance coverage shall be found non-responsive and its proposal shall be rejected.

3. Licenses

Any Proposer awarded a contract under this solicitation must show proof of having the required and valid County of San Luis Obispo Business License showing the company is permitted to operate and do business in the cities of San Luis Obispo, Arroyo Grande and Paso Robles before the contract will be executed. Failure to show such proof within 10 business days of the Proposer being notified of contract award shall result in retraction of such award.

There are no California State Proposers License Board license requirements for this solicitation.

F. Proposal Preparation

1. Required Forms

The items identified above in Section B with an asterisk (*) are mandatory and shall be completed and submitted electronically as part of the Bidder’s proposal. Proposers shall fully complete the Proposer Information form (Appendix A) and the References, Past Performance and Experience form (Appendix B) included in this RFP. All questions must be answered and the data given must be clear and comprehensive. If necessary, questions may be answered on separate attached sheets. Proposers must provide three (3) current or past Public sector clients and contracts, whose services are comparable to or greater in size than the RTA’s requirements. Such information is necessary to evaluate the Proposer's ability to undertake the

Project. The Proposer shall acknowledge and sign the Federal Certifications as provided in Appendix D.

2. Proposal Price Form

Proposers shall be prepared to accept the terms and conditions of the Agreement, including insurance requirements.

Proposers shall complete the Cost Proposal form contained in this RFP as Appendix C. The proposal amount shall list the total compensation that the Proposer will be paid, if awarded the contract, for carrying out the Scope of Services (Exhibit 1). The proposal amount shall take into account any direct costs and overhead, such as, but limited to, transportation, communications, subsistence and materials, and any subcontracted items of work, insurance or other indirect costs.

Failure to submit the required forms shall render the proposal non-responsive and will result in its rejection.

Proposers shall be prepared to accept the terms and conditions of the Agreement (Exhibit 4), including the Federal Transit Administration (FTA) Contract Provisions for Professional Services (Exhibit 2) and insurance requirements (Exhibit 3).

3. System for Award Management (SAM) Registration

All business entities (corporations, limited liability companies and/or limited partnerships) doing business with the RTA on a federal funded project that is greater than $25,000 must be registered and in good standing with the federal government. The RTA requires evidence of such registration for contracts with a base price of over $25,000 for the three (3) year contract period (excluding special assignments). Proposers will be required to provide its SAM registration number and expiration date on the Proposer Information form. For more information on how to register in SAM.gov visit https://sam.gov/content/home, or call 866- 606-8220.

G. Proposal Submission

The submission of a proposal shall be deemed a representation and certification by the Proposer that they:

Have carefully read and fully understand the information that was provided by the RTA to serve as the basis for submission of this proposal.

Have the capability to successfully undertake and complete the responsibilities and obligations of the proposal being submitted.

Represent that all information contained in the proposal is true and correct.

Did not, in any way, collude, conspire to agree, directly or indirectly, with any person, firm, corporation or other Proposer regarding the amount, terms or conditions of this proposal.

Acknowledge that the RTA has the right to make any inquiry it deems appropriate to substantiate or supplement information supplied by Proposer, and Proposer hereby grants the RTA permission to make these inquiries, and to provide any and all related documentation in a timely manner.

No request for modification of the proposal shall be considered after its submission on grounds that Proposer was not fully informed to any fact or condition.

This RFP may be downloaded for free from the RTA’s vendor portal of the e-procurement site PlanetBids: https://pbsystem.planetbids.com/portal/50213/portal-home Note that failure to register as a prospective bidder for this RFP on the e-procurement website, PlanetBids, will preclude you from receiving updates or amendments, if issued.

Questions regarding this RFP may be submitted through the Q&A section of the project page (on the PlanetBids link as provided above). Additional information about submitting questions and clarifications is provided in Questions & Addendums section of this document.

The RTA will only accept proposals submitted electronically through its electronic bid portal.

Proposals, including all required items, shall be submitted electronically through the RTA’s PlanetBids portal at https://pbsystem.planetbids.com/portal/50213/portal-home by August 21, 2026, by 5:00pm Pacific Standard Time. Please allow adequate time to register as a vendor and submit the required documentation. The RTA is not responsible for power outages or lack of internet services that might prohibit a timely submission of a proposal.

Electronic proposals will not be accepted after the specified due date and time.

Proposals received by mail, fax or delivered in person shall not be accepted and will not be accepted and will be returned unopened to the Proposer.

By submitting a proposal, each Proposer represents and warrants that its proposal is genuine and not a sham or collusive or made in the interest of or on behalf of any person not named therein; that the Proposer has not directly induced or solicited any other person to submit a sham proposal or any other person to refrain from submitting a proposal; and that the Proposer has not in any manner sought collusion to secure any improper advantage over any other person submitting a proposal.

H. Non-Confirming Proposal & Disqualification

A proposal shall be prepared and submitted in accordance with the provisions of these RFP instructions and specifications. Any alteration, omission, addition, variance, or limitation of, from or to a proposal may be sufficient grounds for non-acceptance of the proposal, at the sole discretion of the RTA.

Factors such as, but not limited to, any of the following may be considered just cause to disqualify a proposal without further consideration:

Evidence of collusion, directly or indirectly, among Proposers regarding the amount, terms or conditions of this proposal;

Any attempt to improperly influence any member of the evaluation team;

Existence of any lawsuit, unresolved contractual claim or dispute between

Proposer and the RTA;

Evidence of incorrect information submitted as part of the proposal;

Evidence of Proposer’s inability to successfully complete the responsibilities and obligation of the proposal; and

Proposer’s default under any previous agreement with the RTA, which results in termination of the Agreement.

I. Limitations

The following limitations apply to this Request for Proposals:

• All proposals submitted as a result of this RFP become the property of the

RTA

• The RTA will not pay any pre-contractual costs incurred by a Proposer resulting from preparation of its proposal in response to this RFP

• The RTA reserves the sole right to evaluate, accept or reject proposals received as a result of this RFP

• The RTA reserves the right to postpone or cancel this RFP in whole or in part if in its best interests to do so.

J. Evaluation & Award

1. Responsiveness & Responsibility

By submitting a proposal, the Proposer represents that it has thoroughly examined and become familiar with the services required under this RFP and that it is capable of performing quality services to achieve the RTA’s objectives. Failure to comply with all requirements of this RFP, and any subsequent amendments issued, may result in the proposal being excluded from further evaluation.

The RTA will examine the proposals for the purpose of ascertaining its responsiveness to the provisions of this RFP. A proposal that does not contain the items specified herein shall be considered non-responsive and such proposal shall be rejected. The RTA shall review the low responsive Proposer to ensure its responsibility. Determination of Proposer responsibility shall be based upon evidence of adequate financial and technical capacity to undertake the project; and satisfactory performance in previous contracts. These processes shall continue until such time as a responsive and responsible Proposer is determined on all stated evaluation factors.

2. Evaluation Criteria The RTA’s evaluation team will determine responsiveness of the proposal to the RTA’s expressed needs. Each member of the evaluation team will assign a point score according to the following grading schedule. Points assigned by the individual team members will then be averaged to determine a Total Quality Points score for each Proposer.

Evaluation Criteria Points Responsiveness to RFP. Quality and completeness of proposal; 20 Technical. Proposer’s understanding of requirements. Proposer’s compliance with applicable laws, regulations, policies and guidelines governing contracts performed by the Proposer. Quality, performance and effectiveness of the solution, goods and/or services to be provided by the Proposer; Ability to ensure hygiene and minimize waste.

Management Plan. Proposer’s ability to perform the work within the time specified, proximity to RTA locations, designated contact person(s) and availability during project. Qualifications of key personnel.

Past Performance. Proposer’s experience, including the experience of staff to be assigned to the project, the engagements of similar scope and complexity; Proposer’s prior record of performance with the RTA or others in similar venues.

References; at least three references, to include recent experience, contract sizes, duration of the relationship.

Service Cost. The RTA shall use the cost as a criterion in selecting the most qualified proposal and the RTA is, therefore, not required to accept the lowest bid if the other criteria are not met

TOTAL POINTS POSSIBLE 100 points

The RTA has the discretion to make modifications to the selection process and criteria.

3. Award Process The RTA intends to award a contract to the responsive and responsible Proposer receiving the best overall ranking score and representing the best overall value to the RTA. The proposals will be evaluated and scored based upon the criteria listed above for a total possible point score of 100 points. Proposals will be evaluated based on the quality and completeness of proposal, the Proposer’s understanding of requirements and compliance with applicable laws, regulations, policies and guidelines, the quality of service provided, and the Proposer’s ability to perform the work within the time specified. Proposers will also be evaluated regarding past performance, references and overall cost proposal.

The RTA intends to provide Consultant Notice-of-Award the week of September 28, 2026, and Consultant Notice-to-Proceed on January 1, 2027.

Unsuccessful Proposers, who wish to be debriefed following the close of the proposal period, must request the debriefing in writing to 253 Elks Lane, San Luis Obispo, CA 93401 Attention Janitorial RFP 2026-03. The RTA must receive this written request within five

(5) days of notification of the contract award.

4. Contract Document

The contract will be executed as soon as practical after contract award. The contract shall be composed of the RTAs contract terms, FTA Contract Provisions, the Scope of Services and the Proposer’s bid submittal.

K. Protest Procedures

Protests of the RTA procurements will be considered in two general categories: those directed at solicitation documents issued by the RTA; and those concerning all other aspects of the procurement process. The RTA’s protest procedures are available on the RTA’s website at http://www.slorta.org/wordpress/wp-content/uploads/RTA-Protest-Procedures.pdf

L. Proposal & Project Tentative Schedule

The following schedule has been established for this RFP. The RTA reserves the right to modify this schedule if it is in its best interests to do so. Notice of changes shall be provided to all parties known to have registered as a vendor in PlanetBids to receive information regarding this RFP.

Date Time Event

Issue of the RFP N/A July 31,2026 Optional Site Walk-Through 9:00am-10:00am

PST (BMF) &

11:00am- 12:00pm

PST (SCT)

August 11, 2026

Proposer Questions/Clarifications due

5:00pm PT August 21, 2026

RTA responds to Questions/Clarifications

N/A August 28, 2026

PROPOSALS DUE 2:00pm PST September 14, 2026 Notice of Intent to Award N/A Week of September 28, 2026 Bid Protest Period N/A Week of October 5, 2026 Board Award of Contract N/A November 4, 2026 Consultant Notice-of-Award N/A Week of November 9, 2026 Consultant Notice-to-Proceed N/A January 1, 2027

M. Questions & Addendums

All communications regarding this RFP, including Proposer questions or requests for clarifications, will only be accepted through the RTA’s online bid portal. Proposers shall submit questions/clarifications through the Q&A Section of the project page on PlanetBids at https://pbsystem.planetbids.com/portal/50213/portal-home. All questions shall be submitted electronically by August 21, 2026 by 5:00pm PST. The RTA will issue a response to all questions or clarifications via the vendor portal no later 5:00pm PST on August 28, 2026.

Questions or clarifications should not be submitted to the RTA staff directly, the RTA Board or other parties, doing so will cause this Proposer’s removal from the RFP process.

Should it be found that the point in question is not clear and fully set forth, the RTA will issue a written addendum clarifying the matter which will be sent to all persons who have registered as a vendor and requested the RFP. Any changes to the requirements will be made electronically through PlanetBids as an addendum to this RFP and shall be incorporated into the terms and conditions of any resulting Contract. The RTA will not be bound to any modifications to, or deviations from, the requirements set forth in this RFP as the result of oral instructions.