SLED Opportunity · CALIFORNIA · PALM DESERT OPERATIONS & MAINTENANCE
AI Summary
The City of Palm Desert seeks proposals for comprehensive janitorial services for multiple city facilities under a three-year contract with options to extend. Services include cleaning offices, restrooms, public spaces, and exterior areas, with specific schedules and contractor responsibilities detailed in the RFP.
The City of Palm Desert (“City”) is requesting proposals from qualified and experienced firms (“Proposers”) to provide comprehensive janitorial services for multiple City-owned facilities for City Facilities Janitorial Services (“Services”) to establish a three year Maintenance Services Agreement ("Agreement") with an option to extend for two additional one-year periods.
To serve and promote the welfare of its residents, the City intends to procure the Services, as described herein. The selected contractor will be responsible for maintaining clean, safe, and sanitary environments in accordance with City standards and the requirements set forth in this Request for Proposals ("RFP").
Scope of Services
Services vary by facility and and include, but are not limited to:
Exterior common areas as specified
Services shall be performed on daily, weekly, monthly, quarterly, and annual schedules, as detailed in the attached Frequency Schedule and Scope document labeled "Exhibit A".
Janitorial services are required for the following City facilities:
Palm Desert Aquatic Center (PDAC)
Service days and hours vary by facility and are specified in Exhibit A. Contractors must be able to perform services within the required service windows and maintain consistent staffing throughout the contract term.
The successful Proposer shall:
Hold a current City of Palm Desert Business License at the time of contract award
Alternatively, the City is requesting an alternate bid for daily Park Restroom cleaning as well as cleaning of 3 park concession stands twice a year. Details are listed in the Scope of Services Section.
The City is a charter city in the State of California. The City is a thriving community of approximately 50,000 full-time and 32,000 seasonal residents. It is located in the Coachella Valley in eastern Riverside County, part of the low desert region of Southern California. The City features big-city resources in a friendly, small-town setting, offering first class educational opportunities, safe and clean streets, as well as plentiful shopping and community events. Palm Desert is considered the geographical, educational and retail center of the Coachella Valley.
Incorporated in 1973, the City operates under a council-manager form of government with a five-member City Council elected by district. Each council member represents one of five single member districts and serves a four-year term. The City Council meets on the second and fourth Thursdays of the month at Palm Desert City Hall, 73-510 Fred Waring Drive.
The Bid Bond document previously included as an attachment to the bid package was included in error. A Bid Bond is not required for this project and has been removed from the contract documents.
This Addendum hereby supersedes and removes said attachment in its entirety.
In its place, the Payment and Performance Bond form is hereby added as an attachment to the bid package and shall be considered a required component of the contract documents. All bidders are advised to review the enclosed Payment and Performance Bond form and account for its requirements accordingly.
Please use the See What Changed link to view all the changes made by this addendum.
Facility Photos: Civic Center, Freedom Park, Holvey Facility
Please use the See What Changed link to view all the changes made by this addendum.
Evaluation will consider the proposer's demonstrated experience performing janitorial services of similar size, scope, and complexity.
Factors considered may include:
Evaluation will consider the adequacy of the proposed staffing plan and supervision structure. Factors considered may include:
Evaluation will consider the proposer's understanding of the project and proposed approach to delivering janitorial services. Factors may include:
Evaluation will consider the proposer's quality control program and methods for ensuring consistent service performance. Factors may include:
Evaluation will consider the proposer's safety practices and employee training programs. Factors may include:
Evaluation will consider the total proposed cost to the City. Factors may include:
Proposals shall be concise, well organized and demonstrate qualifications and applicable experience. Proposals shall be organized and include page numbers for all pages in the proposal. The proposal shall be uploaded here, in the following order and shall include:
Provide a cover letter signed by an authorized representative of the firm that includes:
Signature of an individual authorized to bind the firm contractually
2. Firm Qualifications and Experience
Provide a description of the firm and its qualifications to perform the requested services. Include:
3. References
Provide at least three (3) references for similar contracts performed within the past five years. Include:
4. Staffing and Key Personnel
Provide a detailed staffing plan describing how janitorial services will be delivered. Include:
5. Work Plan and Service Approach
Provide a detailed description of the proposer's approach to delivering janitorial services for the City's facilities. Include:
Proposers may include examples of cleaning schedules or operational plans used for similar clients.
6. Quality Control and Supervision
Describe the firm's quality control program and procedures used to ensure consistent service performance. Include:
7. Safety Program and Training
Describe the firm's safety practices and employee training programs. Include:
Please provide a lump-sum, not-to-exceed fee proposal for the scope of Services. The fee proposal shall include hourly rates for all personnel for “Additional Work” (as such term is defined in the proposed Agreement attached herein).
IF SUBMITTING AN ORIGINAL BID BOND: Please download the Bid Bond Form under #Attachments, and Mail or hand deliver in a sealed and labeled envelope including the Project Number, Project Title, and Project Due Date visible on the outside of the envelope to the City Clerk's Office located at 73-510 Fred Waring Drive, Palm Desert, CA 92260 before the bid submittal deadline.
IF SUBMITTING CASH OR CASHIER'S CHECK: Mail or hand deliver in a sealed and labeled envelope including the Project Number, Project Title, and Project Due Date visible on the outside of the envelope to the City Clerk's Office located at 73-510 Fred Waring Drive, Palm Desert, CA 92260 before the bid submittal deadline.
IF SUBMITTING AN E-BID BOND: follow E-Bid Bond instructions.
Please enter your Bid Bond information from Surety2000 below ONLY IF YOU ARE NOT SUBMITTING A HARD COPY BID BOND, CASH, OR CASHIER'S CHECK.
The undersigned declares:
I am an authorized representative of my company, the party making the foregoing Bid, to certify the following.
The Bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The Bid is genuine and not collusive or sham. The Bidder has not directly or indirectly induced or solicited any other Bidder to put in a false or sham bid. The Bidder has not directly or indirectly colluded, conspired, connived, or agreed with any Bidder or anyone else to put in a sham bid, or to refrain from bidding. The Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Bid Price of the Bidder or any other Bidder, or to fix any overhead, profit, or cost element of the Bid Price, or of that of any other Bidder. All statements contained in the Bid are true. The Bidder has not, directly or indirectly, submitted his or her Bid Price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.
Any person executing this declaration on behalf of a Bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the Bidder.
I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.
(Public Contract Code section 2200 et seq.)
As required by California Public Contract Code Section 2204, the Contractor certifies subject to penalty for perjury that the option selected below relating to the Contractor’s status in regard to the Iran Contracting Act of 2010 (Public Contract Code Section 2200 et seq.) is true and correct.
Note: In accordance with Public Contract Code Section 2205, false certification of this form shall be reported to the California Attorney General and may result in civil penalties equal to the greater of $250,000 or twice the Contract amount, termination of the Contract and/or ineligibility to bid on contracts for three years.
Please enter your License Number here. This will be verified against the state database.
Please enter your Public Works Contractor DIR Number. This will be verified against the state database.
Please enter your legal entity name for SAM.gov verification.
Provide litigation history for any claims filed by your firm or against your firm related to the provision of Services in the last five (5) years (or type "N/A").
The City standard Maintenance Services Agreement contract is included as an attachment herein. The Proposer shall identify any objections to and/or request changes to the standard contract language in this section of the proposal (or type "N/A"). If you are identifying changes here ALSO upload a copy of the redlined Language/Agreement with your Proposal. Changes requested may effect theCity's decision to enter into an Agreement.
In submitting a proposal in response to this RFP, Proposer is certifying that it takes no exceptions to this RFP including, but not limited to, the Agreement. If any exceptions are taken, such exceptions must be clearly noted here, and may be reason for rejection of the proposal. As such, Proposer is directed to carefully review the proposed Agreement and, in particular, the insurance and indemnification provisions therein (or type "N/A").
(If two (2) signatures are required, include the following information for both signatories)
Corporation (C-Corp): Requires two signatures from authorized officers— one from President or Vice President, and the other from the Secretary or Treasurer.
An alternate signatory may be used if authorized by a Notarized Corporate Resolution or Article of Authority.
LLC: Usually requires one signature from an authorized member or manager. For significant contracts (e.g., over $50,000 for construction or over $25,000 for service agreements), additional approvals or signatures may be required.
Sole Proprietorship, Non-Profit, Single LLC: Only the one signature is necessary.
The undersigned hereby submits its proposal and, by doing so, agrees to furnish services in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP.
If not required, type "N/A"
What agency is this for?
Select YES for any "Public Works" project estimated to exceed $15,000.00 (maintenance).
ex.) Class A, General Engineering
If "NO" Proposers will be prompted to upload their own fee proposal.
Prices provided by Proposers in response to this RFP are valid for ____ days from the proposal due date.
(this will determine the Iran Disclosure requirement for proposers)
(ie, encroachment/building permits)
Q (Scheduling): Facilities where there are estimated hours - Are these labor hours that can be equivalent to multiple people cleaning the facility? Do you have to maintain these hours? Or if possible will you allow less hours to clean the facility? For facilities that are serviced on the Week Day can Semi-Annual services be performed over the weekend? Concession Stand & Park Restroom Cleaning? Between hours to clean? City Hall, Substation & State Building The between hours are for 8 hours. Do you require custodial services stationed at the facility the entire period or once the facility is clean the assigned team members can leave the building? Henderson After hours cleaning or between 6:00AM and 2:30PM. Is there a specific window this facility needs to be cleaned? Can the contractor choose the 2 days to clean or are there specific days? And, can one of the days be over the weekend? Do we coordinate with location representative? Facilities where the City provides chemicals. Does this include chemicals for Semi-Annual services?
A: The schedules provided in the scope of work are the number of hours custodial staff should be onsite. The City will work with the awarded contractor to schedule special cleanings and any weekend hours. Contractor is responsible for providing chemicals for Semi-Annual services.
Q (Storage): Location to store equipment, materials and supplies in each facility? Location to park vehicle to service facilities? Current City janitors assigned in facilities? If so, are shifts and responsibilites the same as the contractor? Will contractor be working alongside of these employees or they work in other locations?
A: Each facility has designated janitorial closet(s). Vehicles will be parked in parking lots at each site. There is no City janitorial staff.
Q (Previous Contract): Who is the current contractor? What is the current contract amount? If you are unable to provide the current contract amount, what is the current budget your agency has for this project?
A: A copy of the current contract is available by means of a public records request.
Q (No subject): For the buildings that require the contractor to provide supplies .... which ones are public? Do you have an estimated usage? If public estimated foot traffic? If they are not, public number of employees within the facility?
A: All buildings included in the scope of work are public facilities. The City has provided the estimated square footage of each location to be utilized for cost estimating.
Q (Current contract value & Restrooms): What is the current contract value for this service annually? How many restrooms are included, and what is their total square footage?
A: A copy of the current contract is available by means of a public records request. Please refer to the scope of work for the facility details.
Q (No subject): Clarification: You require a Bid Bond or Performance Bond?? What percentage is required? Will the Bid/Performance Bond be for all (3) years? Local Preference for Coachella Valley or Palm Desert?
A: Performance and Payment Bonds are required for 100% of the total three-year contract amount.
Q (Bonding?): Is there any more bonding requirement besides the Bid Guarantee Bond? (Performance Bond, Payment Bond, Pollution Bond, etc.) and If yes for what percentage of the contract?
A: Performance and Payment Bonds are required for 100% of the total three-year contract amount. A Bid Guarantee Bond is not required.
Q (Bond Requirements): Can the City please provide more clarity on the bonding requirements? The RFP document does not provide details on the specifics of bonding, only that a bid bond is required. The attached Bid Bond guarantee states "10% of the total Bid Price". Additionally, the RFP does not reference any required performance/payment bond.
A: Performance and Payment Bonds are required for 100% of the total three-year contract amount. A Bid Guarantee Bond is not required.
Q (Exhibit A - Staffing Requirements): Exhibit A includes janitorial staffing levels and includes language "at least two employees" for City Hall, "4 hours each day is estimated for this facility" for Henderson Community Center, and "6 hours is estimated for this facility" for the Corporation Yard.. Please confirm if the City is requiring that bidders use these specified hours for service.
A: Yes, the City is requiring that bidders use the specified hours for service.
Q (Bid Bond for Alternate Bid): How will the bonding work for the Alternate Bid locations? Should these additional amounts be included in the bid bond and/or performance bonding? Since there is a potential that a company is awarded the Janitorial contract, but not the alternate bid sites, should the bond amounts only be for Janitorial Services at the 10 locations?
A: Bid Guarantee Bonds are not required. The City will review proposals, including additional services, and determine the selected contractor and scope of work, including alternate bid sites. Performance and Payment Bonds will be required for final contract execution.
Q (Day Porters): Please confirm if the 2 day porters listed on pg. 28 of the RFP, Section 10. Pricing Proposal "Daily Number of Staff: 2" are the same porters that are listed on pg. 5 of Exhibit A "The janitorial services at City Hall shall be completed five days a week between 6:00 am and 2:30pm, and consists of at least two employees. How many day porters are required under this contract?
A: All facilities have dedicated staff and specified hours. The Library is the only facility that necessitates one day porter.
Q (Sheriff Substation - Shower Count): Can the City please provide the total count of showers at the Sheriff Substation?
A: There are six showers at the Sheriff Substation.
Q (Corporation Yard - Pricing): During the site visit, it was stated that pricing for Corporation Yard should be combined. However, in the OpenGov portal, the pricing is requested to be separated by building. Can you please confirm how bidders should provide pricing?
A: Please provide pricing per building.
Q (Consumable Items): During the site visits, it was noticed that there are urinal screens and urinal mats ad City facilities. Does the City purchase and provide these items?
A: Yes, the City purchases and provides these items as needed. It is the contractor's responsibility to notify City staff when an order is necessary.
Q (Fridge Cleaning - ERC): Please confirm that the contract does NOT include cleaning of the refrigerators at ERC.
A: That is correct; the contract scope does not include the cleaning of the refrigerators at the ERC.
Q (No subject): Are there floorplans available for each building?
A: Floorplans can be requested by means of public records request.
Q (No subject): Are you able to provide the square footage break down of specific areas of the buildings?
A: The City provided estimated square footage per facility. Floorplans can be requested by means of public records request.
Q (No subject): What is the value of the contract for the current vendor?
A: A copy of the current contract is available by means of a public records request.
Q (Corps Yard 1 and 2): Can the City confirm the total cleanable square footage for Corporate Yards 1 and 2?
A: The City provided estimated square footage per facility. Floorplans can be requested by means of public records request. Mezzanines are not included in the scope of work.
Q (Confirming Hours): Can the City confirm that the hours stated for the following buildings in Attachment A represent the actual hours of service required by the City: 1. Henderson – 4 hours of service, 2x/week 2. Portola – 4 hours of service, 5x/week 3. State Building – 8 hours of service, 5x/week 4. Sheriff’s Substation – 8 hours of service, 5x/week 5. ERC – 4 hours of service, 3x/week
A: Yes, the hours identified in the scope of work are the actual hours of service.
Q (Windows Frequency): Can the City confirm whether the windows at the State Building are to be cleaned? RFP Section 3.5 calls for excluding window cleaning; however, Attachment A (page 13) requests quarterly exterior and interior window cleaning.
A: Window cleaning is not included in the current contract scope of work; however, it may be included as extras under quarterly services for the new contract.
Q (Floor Services): Can the City confirm the required frequency of floor services? RFP Section 3.8 calls for quarterly services; however, Attachment A specifies semi-annual and annual services.
A: Floor cleaning services are to be performed quarterly for all facilities, except for the Library, which requires six cleanings annually.
Q (Days of Service): Can the City confirm the days of the week services are to be provided for City Hall, Henderson, and the State Building?
A: City Hall and the State Building require services Monday through Friday. The Henderson Building requires services on Wednesday and Saturday only.
Q (Concession Stand): Can the City provide pictures of the concession areas that are a part of the alternative bid?
A: Photos will be attached in an Addendum.
Q (Pre-Proposal Meeting): I am writing to request clarification regarding proposer eligibility for RFP 2026-RFP-001 – City Facilities Janitorial Services. We understand the pre-proposal meeting held on March 23, 2026, was identified as mandatory. We want to confirm whether a firm that did not attend that meeting is automatically ineligible to submit a proposal, or whether there is any exception, addendum, or alternate process that would allow participation. We want to be respectful of the City’s procurement requirements and avoid submitting a response if attendance is a strict prerequisite. At the same time, if there is any permissible path for participation, we would appreciate your guidance so we can proceed appropriately and in full compliance with the City’s process. Please let us know at your earliest convenience whether: non-attendance makes a proposer ineligible to bid; any addendum or written clarification has modified that requirement; or the City will consider any exception. Thank you for your time and clarification. Best regards
A: Thank you for your interest in doing business with the City of Palm Desert. Attendance of the Pre-Proposal Meeting is mandatory, and therefore, firms that did not attend the meeting are automatically ineligible to submit a proposal.
Q (No subject): May we have a copy of the Sign Sheet?
A: The Sign-In Sheet has been posted in Notice No. 1.
Q (Parks and Restrooms): What is the square footage of each park restroom?
A: Square footage of each park restroom is not provided. Access to each site is available between the hours of 7 a.m. and 9 p.m. daily to independently verify the square footage of each park restroom.
Q (Parks and Restrooms): Is the contractor in charge of opening and closing the park restrooms? If so what are the times?
A: Yes, the contractor is responsible for opening and closing the park restrooms by 6 a.m. and 10 p.m. daily.
Q (No subject): Can you expand on the hours for the deep cleaning of flooring. As far as the deep cleaning of carpet, tile, grout, and stripping and waxing are the hours to complete done after hours and on weekends?
A: Deep cleaning of flooring should be done outside of normal business hours.
Q (No subject): Can you confirm if the linoleum (vct) flooring in the Sheriff Substation needs deep cleaning, stripping, and waxing? I do not see that called out in the scope but noticed a decent amount on the walkthrough.
A: The linoleum flooring in the Sheriff Substation does not require deep cleaning.
Q (No subject): Are you able to provide the square footage of the different types of flooring in each building?
A: The square footage was not provided. However, a walkthrough was conducted for contractors to accurately estimate square footage for each flooring type.
Q (Trash Cans in Parks): Can the City of Palm Desert clarify what trash cans from the surrounding areas need to be removed? Specify if they are referring to the actual park trash cans?
A: Janitorial Services in the parks includes interior cleaning of the restrooms only. All park trash cans shall be emptied by others.
Q (Parks Consumables): Can the City clarify who is responsible for providing the consumables for the public parks listed in the alternative bid?
A: The awarded contractor will be responsible for providing the consumables for the public park restrooms.
Q (No subject): Can you provide the total cleanable SqFt for each floor type across all locations?
A: The square footage was not provided. However, a walkthrough was conducted for contractors to accurately estimate square footage for each flooring type.
Q (No subject): How many storage closets are there and where are they located? Can we store our equipment and supplies for all locations in those storage closets? Are we able to use supplies and consumables that are dedicated for specific buildings for other buildings if there is excess inventory?
A: Each building has its own storage closet where supplies and consumables can be stored.
Q (No subject): Can you provide the amount of supplies and the list of supplies used per location per the existing agreement?
A: The amount of supplies is not provided in the scope of work. However, the scope of work identifies what facilities must be restocked as part of the agreement.
Q (No subject): Does the city have a Background check protocol? Do all employees have to go through a specific city background check, or can we use an internal company background check process?
A: Contractors are required to conduct their own background checks of all employees working at City facilities.
Q (No subject): The contract states there must be a minimum of 2 people, but then specifies that the daily number of people is 2. Is there a required number of staff for each location or is this a minimum? If so can you please provide.
A: City Hall was identified for a minimum required 2 staff members. All other facilities were identified as having dedicated hours, with the contractor determining number of staff required to accomplish the work.
Q (No subject): Can floor care be done on weekends, or after hours?
A: Yes.
Q (No subject): Is the city following CA Gov code 19134, which requires contractors to pay a benefits package for janitorial services?
A: The City requires the awarded contractor to be registered with the Department of Industrial Relations (DIR) and to abide by all federal, state, and local laws and regulations.
Q (No subject): Is this contract subject to the Displaced Janitors Act?
A: The City requires the awarded contractor to abide by all federal, state, and local laws and regulations.
Q (No subject): Is this contract subject to prevailing wage under California Code of Regulations, Title 8, Section 16000?
A: The City requires the awarded contractor to be registered with the Department of Industrial Relations (DIR).
Q (No subject): Is the awarded contractor is responsible for (3.2.13.4 Proof of Bonding) even though there is already a performance and payment bond. Contract sample agreement states that prior to the execution of the maintenance agreement, the contractor must provide proof of employee bonding to the City Clerk in the amount of not less than $5,000 per employee who will be working in City buildings.
A: Performance and Payment Bonds are required for 100% of the three-year contract amount.
Q (Community Gardens): Can the City please confirm the address of the Community Gardens?
A: The Community Gardens are located on the Civic Center Campus at 73510 Fred Waring Drive, Palm Desert, CA 92260. They are located along the southwest side of San Pablo Avenue, between Santa Rosa Way and Guadalupe Avenue.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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