Request_for_Proposals_(RFP)_for_Multi-Site_Janitorial_Services_for_Sheriff’s_Office_Facilities_(Addendum_#1_Revision).pdf

County of San Mateo

Request for Proposals (RFP) for Request for Proposals

(RFP) for Multi-Site Janitorial Services for Sheriff’s Office

Facilities

Sheriff's Office

RFP No. 2026-RFP-00495

RFP Contact: Veronica Ruiz vruiz@smcgov.org

1. Introduction and Schedule

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula. The region covers 744 mi and is home to nearly 800,000 residents and 20 incorporated cities. The County provides for the health and welfare of all people within its borders and serves as the local government for the unincorporated areas. Innovation thrives here in industries including bioscience, computer software, green technology, hospitality, financial management, health care, education and transportation. The

County prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare and natural resources of the community.

1.1. Summary

The County of San Mateo Sheriff’s Office is seeking qualified and experienced contractors to provide comprehensive janitorial services for multiple Sheriff’s Office facilities.

The purpose of this Request for Proposals (RFP) is to select a vendor capable of delivering consistent, high-quality cleaning services that support a safe, sanitary, and professional environment for staff and the public. Services shall include routine, periodic, and as-needed cleaning across multiple locations with varying operational needs.

The selected Contractor will be responsible for providing all labor, supervision, equipment, and supplies necessary to perform the required services. The Contractor must demonstrate the ability to manage multi-site operations, maintain service quality standards, and comply with all applicable safety, security, and regulatory requirements.

This RFP outlines the scope of work, service expectations, and proposal requirements. Proposals will be evaluated based on qualifications, experience, service approach, and cost.

The County intends to award a contract to the proposer that best meets the needs of the Sheriff’s Office and demonstrates the ability to provide reliable and effective janitorial services.

1.2. Contact Information

Project Contact:

Lydia Rivera Administrative Assistant II Email: lhramirez@smcgov.org Phone: (650) 363-4763

Procurement Contact:

Veronica Ruiz Management Analyst Email: vruiz@smcgov.org Phone: (650) 363-7819

Department:

Sheriff's Office

Department Head:

Kenneth Binder Sheriff Elective mailto:lhramirez@smcgov.org tel:(650)363-4763 mailto:vruiz@smcgov.org tel:(650)363-7819

Page 3 of 18 Release date of May 20, 2026

1.3. Timeline

RFP Released May 20, 2026

Pre-Proposal Meeting (Mandatory) May 27, 2026, 10:00am

Location: 3121 Middlefield Rd, Redwood City, CA

Time: 10:00 AM Location: 690 Broadway St, Redwood City, CA

Time: 10:30 AM Location: 686 Broadway St, Redwood City, CA

Time: 11:00 AM

Deadline for Questions and Comments June 1, 2026, 11:55pm

Proposal Due Date and Time June 12, 2026, 11:55pm

Anticipated Contract Award Date June 29, 2026

2. Scope of Work

2.1. Scope of Work and Performance Standards

1. General Requirements

The Contractor shall provide all labor, supervision, equipment, materials, and supplies necessary to perform comprehensive janitorial services for the Sheriff’s Office North Fair Oaks Substation and the Community Engagement Unit buildings.

All services shall be performed in a manner that ensures a clean, sanitary, safe, and professional environment consistent with public safety facility standards.

The Contractor shall be responsible for maintaining service quality, meeting performance standards, and complying with all applicable County policies, safety regulations, and industry best practices.

2. Service Schedule

Routine janitorial services shall be performed three (3) times per week on Monday, Wednesday, and Friday at times approved by the Sheriff’s Office.

The Contractor shall coordinate service hours to minimize disruption to facility operations.

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2.1 Routine Cleaning Services (Three Times Per Week)

The Contractor shall perform, at a minimum, the following services:

• Empty wastebaskets/recycling and replace liners.

• Clean lobby/reception area.

• Thoroughly sweep and damp mop all floors.

• Vacuum all carpeted areas.

• Arrange all furniture before closing.

• Turn on night lights.

• Lock doors and windows.

• Clean break room countertops and tables.

• Dust available flat surfaces of office furniture, including counters, computer monitors, file cabinets, copy and fax machines, chairs, etc. (papers, equipment and supplies will not be disturbed)

• Dust partitions and ledges.

• Spot cleaning front door window.

• Wash all glass doors.

• Spot clean partition glass.

• Clean and disinfect any horizontal surfaces, door handles and light switches.

• Clean all dispensers, mirrors, and fixtures.

• Empty trash receptacles, and wash and disinfect if necessary.

• Empty sanitary napkin receptacle and spray with disinfectant.

• Restock all paper products and hand soap.

• Spot clean mirror of any smudges, as necessary.

• Clean and disinfect sinks, toilets, and toilets seats.

• Sweep and mop floors with disinfectant.

• Spot clean walls of any spills, smudges.

2.2 Weekly Services

• Spot clean carpets and remove visible stains

• Detail vacuum edges, corners, and furniture

• Clean baseboards, kick plates, and high-traffic surfaces

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2.3 Monthly Services

• Detail clean stainless-steel framing and fixtures

• Clean interior of refrigerator and microwave

• Dust and clean air vents and grilles

• Conduct visual inspection of fire extinguishers and report deficiencies

3. Performance Standards

The Contractor shall meet the following performance standards:

• No visible dust, debris, or trash in serviced areas upon completion

• All surfaces shall be free of streaks, stains, and residue

• Restrooms shall be maintained in sanitary condition with no odors

• Supplies shall be consistently stocked and available

• Service deficiencies shall be corrected within 24 hours of notification

The County reserves the right to conduct inspections and to require corrective action if performance standards are not met.

4. Quality Assurance and Reporting

The Contractor shall:

• Designate a point of contact responsible for service coordination

• Conduct regular internal quality inspections

• Respond to service requests or complaints within one (1) business day

• Maintain a log of services performed and issues addressed

5. Security and Access

The Contractor shall:

• Comply with all facility security requirements

• Ensure all doors and windows are secured after service

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• Turn on designated lighting as required

• Ensure staff are properly vetted and authorized for access

6. Additional and On-Call Services

The County may request additional services on an as-needed basis, including:

• Deep cleaning services

• Carpet cleaning

• Floor stripping and waxing

• Emergency response cleaning outside standard service hours

All additional services shall be authorized by the County prior to performance.

6.1 Special Conditions

This scope reflects normal facility operations. Any excessive cleaning resulting from unusual events or conditions may be addressed as additional services subject to approval.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 11:55 pm, on Friday, June 12, 2026 via eProcurement system.

Allow sufficient time for the upload to complete by the Due Date and Time. Partial uploads will automatically terminate, and proposals will be rejected. The eProcurement system submission time will be the official submission time. The County will not be responsible for and may not accept proposals that are late due to slow internet connections or for any other failure of the eProcurement system.

NOTE: The County does not maintain the eProcurement system and is not liable for site failures or technical problems. To resolve technical issues, contact OpenGov Technical Support by using the real time chat located in the lower right hand corner of the screen, or via email at procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

3.2. Pre-submission Registration

Organizations or individuals interested in responding to this solicitation must register online with the

County of San Mateo at:

• https://procurement.opengov.com/portal/smcgov mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov

Page 7 of 18 Release date of May 20, 2026

It is recommended that organizations complete this registration as soon as possible. The County will not be responsible for and may not accept proposals that are late due to a failure to register in the eProcurement system.

3.3. Submission via eProcurement Portal

Required Documents

Please refer to the Technical Proposal section for submittal documents and requirements.

Electronic Submissions

Include the proposer name and the RFP title and number in each filename. Submit proposals via the eProcurement website, allowing sufficient time for the upload to complete by the Due Date and Time. As noted above, the eProcurement portal submission time will be the official submission time, and partial uploads will automatically terminate, and proposals will be rejected. Contact eProcurement Portal with technical questions regarding this site.

Conflicts between Certain Requirements

Prior to the submission deadlines and solely relating to a determination of the timeliness of questions, comments, and proposal submissions, information displayed on the eProcurement portal site will take precedence in the event of a discrepancy between that information and the information within the solicitation documents. For all other discrepancies, the information in the solicitation documents will take precedence.

Format

Documents should be created in the following format:

• Text should be Times New Roman (12-point minimum font size) and unjustified (i.e., with a ragged-right margin)

• Pages should have margins of at least one inch on all sides (excluding headers and footers)

• If the proposal is lengthy, a Table of Contents should be included.

• PDF format is preferred.

Errors in Proposals

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are late, incomplete, missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any remaining RFP requirements.

3.4. Procurement Preference for Local Businesses and Local Non-Profits

The County of San Mateo has adopted a Procurement Preference for Local Businesses Ordinance (County

Ord. Code Ch. 2.89.) The purpose of this Ordinance is to promote a strong local economy by giving preference to local businesses, local non-profits, local small and micro businesses, and local small and micro non-profits in County procurements, to the extent consistent with the law and interests of the public. The County’s process for applying local preferences to competitive procurements is set forth in https://procurement.opengov.com/portal/smcgov/projects/261509/document?section=2509528

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County Ordinance Code Section 2.89.030. The Ordinance and exemptions (e.g. the ordinance will be exempt when all bids or proposals received are from Non-Profit Organizations) can be reviewed here:

Chapter 2.89 - PROCUREMENT PREFERENCE FOR LOCAL BUSINESSES | Code of Ordinances |

San Mateo County, CA | Municode Library

The requirements for bidders to establish eligibility for a local preference for this solicitation are detailed below in Section III (Submission Requirements) The Ordinance does not apply if a procurement is determined to be exempt (County Ord. Code sec. 2.89.050), and the County reserves the right to waive application of the Ordinance to this procurement if determined to be in the best interests of the County

(County Ord. Code sec. 2.89.060).

4. Minimum Qualifications, Local Preference Ordinance, and Technical Proposal

4.1. Minimum Qualifications

Proposers must meet the following minimum qualifications to be considered responsive to this Request for Proposals (RFP):

A. Experience o Demonstrated experience providing janitorial services for commercial, government, or institutional facilities of similar size and scope.

o Minimum of three (3) years of experience performing janitorial services, including multi-site service delivery.

B. Multi-Site Capability o Proven ability to manage and coordinate janitorial services across multiple locations, including staffing, scheduling, and quality control.

C. Business Requirements and Prevailing Wage o Possession of all required business licenses to operate in the State of California.

o Must be in good standing and authorized to do business within the State.

o Contractor must pay its employees who perform work under the contract prevailing wages pursuant to the requirements of California Public Utilities Code Section 465.

D. Insurance o Ability to obtain and maintain required insurance coverage, including general liability, workers’ compensation, and any other coverage required by the County.

E. Staffing and Supervision o Ability to provide trained personnel and appropriate supervision to ensure consistent service delivery and compliance with contract requirements.

F. References https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU

Page 9 of 18 Release date of May 20, 2026 o Provide a minimum of three (3) references from current or recent clients for whom similar services have been performed.

G. Compliance o Ability to comply with all applicable federal, state, and local laws, regulations, and County policies, including safety and labor requirements.

H. Financial Stability o Demonstrated financial capacity to perform the services required under the contract.

Failure to meet any of the above minimum qualifications may result in disqualification of the proposal.

4.1.1. Please confirm whether you or someone in your team will be attending the mandatory site visit on May 27, 2026.*

☐ Yes

☐ No

*Response required

4.1.2. Contractor certifies that (a) employees are covered by a qualifying collective bargaining agreement (meeting criteria set forth in California Labor code Section 238.5) or (b) submits a letter of intent to enter into an agreement establishing a process allowing employees to exercise their right to union representation.*

☐ Yes

☐ No

*Response required

4.1.3. Has Proposer been providing similar services for a minimum of four (4) years within the last seven (7) years?*

☐ Yes

☐ No

*Response required

4.1.4. Account manager has a minimum of two (2) years of experience within the last five (5) years in providing account services?*

☐ Yes

☐ No

*Response required

4.1.5. Please confirm your firm is registered with System for Award Management (SAM)*

SAM.gov

☐ Please confirm

*Response required https://sam.gov/content/home

Page 10 of 18 Release date of May 20, 2026

4.1.6. What is the registered Business Name and Unique Entity ID (UEI) No.?*

• UEI number can be obtained by registering your business through SAM.GOV

• Should you be in the process of obtaining your UEI number, please enter the digits ‘123’ temporarily for your response below in order to proceed with proposal. This temporary number should be replaced with the correct registration number for submission of the proposal.

*Response required

4.2. Procurement Preference for Local Businesses and Local Non-Profits

4.2.1. Is the Proposer a "Local Business"?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Business” means any for-profit business which has its principal place of business, or is headquartered, in San Mateo

County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• SMC_LocalBusiness_self-atte...

4.2.2. Is the Proposer a Non-Profit?*

A Non-Profit is defined as a tax-exempt public charity organization (within the meaning of section

501(c)(3) of the Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes.

☐ Yes

☐ No

*Response required

When equals "Yes"

4.2.3. Is the Proposer a "Local Non-Profit"

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Non-Profit" means a tax-exempt public charity organization (within the meaning of section 501(c)(3) of the

Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes, and has its principal place of business, or is headquartered, in San Mateo County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• SMC_LocalBusiness_self-atte...

4.2.4. Is the Proposer a Local "Small" or "Micro" Business?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

https://government-project.s3.us-west-2.amazonaws.com/153456/a16ffdc0-a0ee-44ca-b6de-1fddd010042f_SMC_LocalBusiness_self-attestation_form_120424.pdf https://government-project.s3.us-west-2.amazonaws.com/153456/80d29c2f-acda-4b87-837e-cb4ead1fb303_SMC_LocalBusiness_self-attestation_form_120424.pdf

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“Small Business” means any business which holds a Small Business Certification awarded by the

California Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS).

“Micro Business” means any Small Business certified by the OSDS which is automatically designated by the OSDS as a Micro Business due to gross annual receipts falling below the OSDS-designated dollar amount.

If the above designations apply, please provide the OSDS provided Certification ID.

If this designation is not applicable, please leave blank.

4.2.5. Is the Proposer a Local "Small" or "Micro" Non-Profit?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

“Small Non-Profit" means a Local Non-Profit with an annual revenue of $1,000,000 to $2,500,000 according to its most recently filed IRS Form 990.

“Micro Non-Profit" means a Local Non-Profit with an annual revenue of less than $1,000,000, according to its most recently filed IRS Form 990.

If the above designations apply, please provide your latest filed IRS form 990. A filing from the last two calendar years is acceptable.

If this designation is not applicable, please leave blank.

4.3. Technical Proposal

4.3.1. Introduction and Executive Summary *

Submit a letter of introduction and executive summary of the proposal. The letter must contain:

• Name, title and contact information (email, phone, and address) for representative of proposer that is responsible for communication related to this RFP.

• Name, title, contact information, and signature of person authorized to obligate firm to perform the commitment contained in the proposal.

Submission of the letter will constitute a representation by proposer that it is willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.

*Response required

4.3.2. Statement of Minimum Qualifications *

Describe how the proposer meets the minimum qualifications as set forth in Minimum Qualifications of this RFP.

Submission of the Minimum Qualifications checklist is not a substitute for providing a detailed written response.

*Response required

4.3.3. References*

Provide 3 references for each of the following, including the name, address, and telephone number of recent clients (preferably other public agencies):

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*Response required

4.3.4. Fee Proposal*

The Fee Proposal should be submitted as a separate PDF file from the Technical Proposals detailed in

Required Documents.

The County reserves the right to accept other than the lowest priced offer and to reject any proposals that are not responsive to this request.

*Response required

5. Evaluation and Selection Criteria

The proposals will be evaluated by a selection committee with relevant expertise. The County intends to evaluate the proposals generally in accordance with the criteria itemized below. Proposers with the highest scoring proposals may be interviewed by the committee to make the final selection.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience and Qualifications

Demonstrated experience providing janitorial services for commercial, government, or institutional facilities of similar size and scope, including multi-site service delivery.

Points Based 25 (25% of Total)

2. Service Approach and Work Plan

Quality and clarity of the proposed work plan, including staffing, scheduling, supervision, and ability to meet service requirements across multiple locations.

Points Based 20 (20% of Total)

3. Cost Proposal

Competitiveness, clarity, and reasonableness of proposed pricing.

Points Based 25 (25% of Total)

4. Staffing and Supervision

Qualifications of assigned personnel, supervision structure, and ability to maintain consistent service quality.

Points Based 10 (10% of Total)

5. References and Past Performance

Quality of references and demonstrated record of reliable service delivery.

Points Based 10 (10% of Total)

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6. Compliance and Capacity

Ability to meet all licensing, insurance, safety, and regulatory requirements, and demonstrate financial and operational capacity to perform the contract.

Points Based 10 (10% of Total)

6. Instructions to Proposers

6.1. Instructions

Proposers are encouraged to attend a pre-proposal conference on Wednesday, May 27, 2026, at 10:00 am, to be held at Location: 3121 Middlefield Rd, Redwood City, CA Time: 10:00 AM Location: 690

Broadway St, Redwood City, CA Time: 10:30 AM Location: 686 Broadway St, Redwood City, CA Time:

11:00 AM and site visit, following the pre-proposal conference. All questions will be addressed at this conference and any available new information will be provided at that time. If you have further questions regarding the RFP, please post them on the eProcurement portal.

The site visit will cover:

• Mandatory Site Visit Location: 3121 Middlefield Rd, Redwood City, CA Time: 10:00 AM

Location: 690 Broadway St, Redwood City, CA Time: 10:30 AM Location: 686 Broadway St, Redwood City, CA Time: 11:00 AM Attendance at a mandatory site visit is required for all proposers. Failure to attend might result in disqualification. The purpose of the site visit is to review site conditions and assess the size and specific janitorial requirements of the three venues in relation to the Scope of Work.

6.2. Communications

A. As of the issuance date of this RFP and continuing until it is canceled or an award is made, no proposer or person acting on behalf of a prospective proposer may discuss any matter relating to the RFP with any officer, agent, or employee of the County, other than through eProcurement portal, to the Authorized Contact Person, or as outlined in the evaluation or protest procedures.

B. Proposers (including any agent, owner, employee, board members, or other such affiliates) shall not offer any gift, favor, or other personal benefit to any County officer or employee during the procurement process for this agreement, including during the solicitation period and contract negotiations.

Violation of the foregoing prohibitions may result in a proposer being found non-responsible and barred from participating in this or future procurements.

6.3. Contract Award

A. Award Procedure

Contract negotiations are neither an offer nor guarantee that a contract will be executed. A contract award, if any is made, will be to the responsive, responsible proposer offering the overall best value to the County for the services and goods described in this solicitation, or as applicable, for a specific portion of the services and goods described. Any agreement reached will be

Page 14 of 18 Release date of May 20, 2026 memorialized in a formal agreement using the attached template, executed by the appropriate authority.

B. Notice of Intent to Award

If a decision is made to take steps to enter into an agreement with one or more proposers, the

County will post a Notice of Intent to Award or otherwise notify proposers the remaining proposers of their non-selection. Notice may instead be provided by including approval of the agreement as an item on an agenda for a meeting of the Board of Supervisors.

C. Commencement of Performance

After all parties have signed the agreement, the County will notify the contractor and performance may proceed. Prior to execution of the agreement by the County, no County employee may authorize work under the agreement. Any work performed prior to the full execution of the Agreement may not be compensated.

D. Levine Act DisclosureThe Levine Act (California Government Code Section 84308) imposes certain requirements on parties contracting with the County of San Mateo related to campaign contributions to County “officers,” including elected County officers and candidates seeking elective office, who may participate in making a decision on certain County contracts. Elected

County officers in San Mateo County include: the San Mateo County Board of Supervisors, Assessor-County Clerk-Recorder, County Controller, Coroner, District Attorney, Sheriff, and Tax

Collector-Treasurer.Generally, under current County policy, approval by the Board of

Supervisors is required for any agreement for services above $200,000, and agreements for services below that threshold may be approved by Department heads.If your proposal is selected, you will be required to certify compliance with the Levine Act.As part of this process, you will need to certify and warrant that you have fully complied, and will remain in full compliance, with all applicable requirements of the Levine Act in connection with the

Agreement, including making any required disclosures of campaign contributions to County

Officers, which includes but may not be limited to elected County Officers. Elected County

Officers include members of the San Mateo County Board of Supervisors, as well as the

Assessor-County Clerk-Recorder, Controller, Coroner, District Attorney, Sheriff, and Tax

Collector-Treasurer. Any campaign contribution required to be disclosed under the Levine Act in connection with this Agreement shall be disclosed on the County of San Mateo Levine Act

Disclosure Form, a copy of which is available from the County upon request.Parties are solely responsible for accurate certification and disclosure. The Levine Act is complex, and this brief description is not legal advice. For example, certain contributions must be aggregated when determining whether contributions have exceeded the $500 threshold. If your proposal is selected, you are urged to review the Levine Act and consider consulting an attorney.

6.4. Term

Sheriff's Office is issuing Request for Proposal (RFP) No. 2026-RFP-00495 for Request for Proposals

(RFP) for Multi-Site Janitorial Services for Sheriff’s Office Facilities.

Page 15 of 18 Release date of May 20, 2026

The agreement shall have a term of three (3) years. The County’s standard contract template has been included with this solicitation. The awarded contractor will be expected to sign an agreement prepared by the County using this template. Please ensure that your firm has completed legal review of these contract terms. If your firm wishes to request exceptions to these standard terms, submit a Contract Exceptions

Request by the Deadline for Questions, Comments and Contract Exceptions listed in the Solicitation

Schedule below. The County will consider Contract Exceptions Requests but reserves the right to reject requested modifications to its standard terms.

7. Terms and Conditions for Receipt of Proposals

7.1. Errors, Omissions and Inquiries regarding the RFP

Proposers are responsible for reviewing all portions of this RFP. Proposers are to notify the department, in eProcurement portal, if the proposer discovers any ambiguity, discrepancy, omission, or apparent error in the RFP. Such notification should be made promptly after discovery, but in no event later than five business days prior to the deadline for receipt of proposals. Modifications and clarifications will be made by addenda as provided below.

Inquiries regarding the RFP should be lodged in eProcurement portal.

7.2. Objections to RFP Terms

Should a proposer object on any ground to any provision or legal requirement set forth in this RFP, the proposer must, not more than ten calendar days after the RFP is issued, provide written notice to the department, via eProcurement portal, setting forth with specific grounds for the objection.

7.3. Addenda

The County may cancel, revise, or reissue this RFP, in whole or in part, for any reason. Revisions will be posted as Addenda on eProcurement portal. No other revision of this RFP is valid. Proposers shall be responsible for ensuring that their proposals reflects any and all Addenda issued by the County prior to the proposal due date regardless of when a proposal is submitted. Therefore, the County recommends that proposers consult eProcurement portal frequently, including shortly before the proposal due date, to confirm that all Addenda have been downloaded.

7.4. Term of Proposal

Submission of a proposal signifies that the proposed services and prices are valid for the duration of the proposed agreement term and that the quoted prices are genuine and not the result of collusion or any other anti-competitive activity.

7.5. Revision or Withdrawal of Proposal

A proposer may revise a proposal on the proposer’s own initiative at any time before the deadline for submission of proposals. The proposer must submit the revised proposal in the same manner as the original on or before the proposal due date.

A proposer may withdraw a proposal at any time before the deadline for submission of proposals. After that time, whether or not a new RFP is issued for the same subject matter, withdrawal of a proposal may preclude the proposer from participating in the procurement as a proposer or subcontractor, except that an original equipment manufacturer may participate indirectly through a reseller.

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7.6. Errors and Omissions in Proposal

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are incomplete, are missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any of the remaining RFP requirements.

7.7. No Commitment

Neither submission of a proposal nor the County’s receipt of proposal materials confers any right to the proposer nor any obligation on the County. This RFP does not commit the County to award a contract.

7.8. Financial Responsibility

The County shall have no financial responsibility for any costs incurred by a firm in responding to this

RFP or participating in any presentations or negotiations.

7.9. Estimated Quantity

If the RFP results in an indefinite quantity or a requirements agreement, the goods and services actually requested by the County may be less than the maximum value of the agreement and there is no guarantee, either expressed or implied, as to the actual quantity of goods and services that will be authorized under the agreement.

7.10. Public Record

A. General

1. All proposals, protests, and information submitted in response to this solicitation will become the property of the County and will be considered public records. As such, they may be subject to public review.

2. Any contract arising from this RFP will be a public record.

3. The County is not seeking proprietary information and will not assert any privileges that may exist on behalf of the proposer.

4. Submission of any materials in response to this RFP constitutes:

▪ Consent to the County’s release of such materials under the Public Records Act without notice to the person or entity submitting the materials; and

▪ Waiver of all claims against the County and/or its officers, agents, or employees that the

County has violated a proposer's right to privacy, disclosed trade secrets, or caused any damage by allowing the proposal or materials to be inspected; and

▪ Agreement to indemnify and hold harmless the County for release of such information under the Public Records Act; and

▪ Acknowledgement that the County will not assert any privileges that may exist on behalf of the person or entity submitting the materials.

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7.11. Reservations of Rights by the County

The issuance of this RFP does not constitute an agreement by the County that any contract will actually be entered into by the County. The County expressly reserves the right at any time to:

• Waive or correct any defect or informality in any response, proposal, or proposal procedure;

• Reject any or all proposals;

• Reissue an RFP;

• Prior to submission deadline for proposals, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this RFP, or the requirements for contents or format of the proposals;

• Procure any materials, equipment or services specified in this RFP by any other means; or

• Determine that no project will be pursued.

7.12. No Waiver

No waiver by the County of any provision of this RFP shall be implied from any failure by the County to recognize or take action on account of any failure by a proposer to observe any provision of this RFP.

7.13. Cooperative Agreement (Piggyback)

This competitive solicitation is being conducted as a Cooperative Procurement. The services, terms and conditions of any agreement resulting from this solicitation may be used by other organizations as a

Cooperative Agreement.

This provision in no way commits any affiliate to procure services from any awarded contractor, nor does it guarantee that any additional orders will result. At their discretion, and subject to their own procurement policies, interested organizations may make use of this competitive procurement and contract directly from the awarded contractor.

8. Protest Procedures

8.1. Protest of Non-Responsiveness Determination

Within five (5) working days of the County's issuance of a notice of non-responsiveness, any firm that has submitted a proposal and believes that the County has incorrectly determined that its proposal is non-responsive may submit a written notice of protest. Such notice of protest must be received by the County on or before the fifth working day following the County's issuance of the notice of non-responsiveness. The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

Page 18 of 18 Release date of May 20, 2026

8.2. Protest of Contract Award

Within five (5) working days of the County's issuance of a notice of intent to award the contract, any firm that has submitted a responsive proposal and believes that the County has incorrectly selected another proposer for award may submit a written notice of protest. Such notice of protest must be received by the

County on or before the fifth working day after the County's issuance of the notice of intent to award.

The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

8.3. Delivery of Protests

All protests must be received by the due date. If a protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein. Protests should be transmitted by a means that will objectively establish the date the County received the protest. Protests or notice of protests made orally

(e.g., by telephone) will not be considered. Protests must be delivered to:

Protests@smcgov.org

Subject: Request for Proposals (RFP) for Multi-Site Janitorial Services for Sheriff’s Office

Facilities, 2026-RFP-00495