Janitorial Services

The City of Hayward, located in Alameda County, California, is soliciting sealed proposals for Request for Proposal (RFP) #25-023 for comprehensive janitorial services across 17 municipal facilities, including City Hall, police facilities, libraries, fire stations, maintenance departments, and utilities facilities. Proposals must be submitted through the City's eProcurement Portal by 4:30 p.m. on June 30, 2025, with a mandatory pre-bid conference held on May 28, 2025, at 9:30 a.m. The selected contractor will provide daily, weekly, and quarterly cleaning services with varying frequencies ranging from one to seven days per week, encompassing restroom sanitization, floor mopping, surface disinfection, trash removal, vacuuming, breakroom maintenance, and specialized day porter services at two library locations. The detailed Janitorial Services Cleaning Task Checklist specifies granular cleaning requirements for each facility, with tasks organized by location, day of week, and specific areas, often scheduled during non-business hours to minimize disruption to municipal operations. The contractor must supply all necessary equipment, supplies, and personnel while maintaining strict compliance with background check requirements, communication protocols, and performance standards established by the City. Evaluation of proposals will be weighted across four key criteria: company stability and customer service (30%), work plan and health and safety compliance (30%), client work history (10%), and cost (30%), with an anticipated contractor selection date of August 27, 2025. Bidders must provide detailed qualifications, relevant experience documentation, personnel resumes, and comprehensive service delivery approaches in proposals limited to 30 pages, exclusive of required forms and attachments, along with completion of a Bidder's Reference and Statement of Experience form listing up to four qualified commercial references.

The City of Hayward does not identify any specific set-aside designations or restrictions limiting bidder participation, though all contractors must comply with the City's nondiscriminatory employment practices and affirmative action requirements for supply and service contracts, which apply to contractors with more than ten employees or contracts valued at $25,000 or greater. Bidders must complete and submit the Non-Collusion Affidavit and Affirmation on Non-Involvement in Development or Production of Nuclear Weapons as mandatory compliance documents. The City reserves the right to reject any or all proposals, negotiate separately with individual bidders, and modify contract scope or requirements at its discretion. Multiple janitorial service companies attended the pre-bid meeting on May 28, 2025, as documented in the sign-in sheet, indicating competitive industry interest in the opportunity. While specific contract value or budget information is not explicitly detailed in the RFP summary documents, the pricing structure includes monthly costs for each of the 17 facilities with additional line items for emergency and scheduled extra work and day porter services, suggesting a substantial municipal services contract. The City will conduct quarterly inspections and has implemented a detailed penalty system for non-performance, with potential deductions and termination provisions to ensure service quality standards are maintained throughout the contract period.