Custodial Services for City Buildings

The City of Benicia is soliciting qualified custodial service providers to perform comprehensive cleaning services across twelve (12) City buildings and structures, encompassing a total of twenty one (21) service locations of varying sizes and configurations. Certain facilities include multiple service locations that may be separated by floors or proximity to main structure.

The selected consultant will be responsible for maintaining clean, safe, and sanitary environments in accordance with established service standards and schedules. Required services include daily, monthly, and quarterly tasks, consisting of routine janitorial work, periodic deep cleaning, and support for special events, as requested for each facility.

In addition to standard custodial duties, the consultant will be responsible for arming and disarming security systems at designated facilities, monitoring and reporting inventory levels of cleaning supplies, reporting damaged or broken equipment and documenting completed services. Supplies will ordered by City staff. Documentation shall include before-and-after photographs to verify service quality and ensure compliance with contractual standards.

The City operates on a 9/80 work schedule; therefore, custodial services must be performed during periods when City staff may not be present. While consultants may complete work in less than the allocated time and adjust the sequence of serviced locations as needed, the quality of service must be consistent with the expectation that the full prescribed time was utilized.

Task descriptions include general services for all locations. Specific Task orders included are requirements needed at their respective locations.

Due to the presence of sensitive and confidential information within certain facilities, personnel assigned to these locations will be subject to enhanced background checks and must adhere to strict security and confidentiality protocols.

A walk through of all locations is mandatory.

Project Details

• Reference ID: RFP# 26-058
• Department: Public Works
• Department Head: Danielle Martinez (Public Works Director)

Important Dates

• Questions Due: 2026-05-08T23:00:00.000Z
• Answers Posted By: 2026-05-11T23:00:00.000Z
• Pre-Proposal Meeting: 2026-05-04T17:00:00.000Z — 2400 East 2nd Street Benicia, Ca. 94510

Evaluation Criteria

• The ability, capacity, and skill of the Respondent to perform the Professional Services Agreement and perform the Services being requested (10 pts)
• The type of Services needed by the City in light of the nature of the project and budgetary issues; (10 pts) —

   

   

• Respondents Cost / Rate Proposal (10 pts)
• The master planning experience of Respondent (10 pts) —

   

   

• The years, number and types of projects the Respondent has previously worked on (10 pts) —

   

   

• The ability of the Respondent to effectuate the Services within the time specified, without delay; (10 pts)
• The character, integrity, reputation, judgment, experience, and efficiency of the Respondent; (10 pts)
• Whether the Respondent has satisfactorily performed the full range of Services required by this Project on other projects; (10 pts)
• Any other factor deemed to be relevant, in the City’s sole discretion. (10 pts)

Submission Requirements

• Proposal Submission Packet —

  You may use this area to upload a copy of your full submission packet.

  Please note, you will still need to fully answer all other Vendor Questions in this section and upload requirements to be deemed a responsive bidder.

• Project Organization
• Name of Subcontractors (if using) —

  If using subcontractors, you must fill in their information in the below box following this format for each subcontractor:

  1. Name of Subcontractors
  2. Address,
  3. Telephone number(s),
  4. Email,
  5. Name of responsible corporate officer(s),
  6. Office location where the majority of the day-to-day work will be accomplished.
• Project Organization Chart (required)
• Description of responsibilities (required) —

  Brief description of responsibilities of key professional personnel, emphasizing experience directly related to responsibilities on this project.

• Team Members (required) —

  Indicate which team members will participate in each area of the work.

• References —

  Provide at least two (2) references for the key individuals on the project team.

• References (required) —

  Make sure to include phone and/or email contact information at a minimum for each reference.

• Resumes —

  Provide summary resumes of key professional personnel 

• Resumes (required) —

  Please upload all resumes here

• Pricing Proposal —

  The Pricing Proposal shall be for the provision of all Services under the PSA. The Pricing Proposal shall comply with the following requirements:

  1. PRICING PROPOSAL. A not-to-exceed dollar amount for all basic services required under the PSA, based on the parameters set forth in this RFP and the PSA. If Respondent believes other parameters are required to provide a not-to-exceed amount, Respondent shall specifically identify them in its Pricing Proposal.
  2. REIMBURSABLE EXPENSES. All reimbursable expenses must be included in the not-to-exceed proposed price.
  3. ADDITIONAL SERVICES. Billing rates for additional services.
  4. OVERTIME. Overtime must be included in Respondent’s not-to-exceed proposed price.
  5. TRAVEL. Travel time must be included in Respondent’s not-to-exceed proposed price.
  6. SIGNATURE. The handwritten or digital signature of the Respondent.
• Upload pricing proposal here (required)
• Pricing Proposal —

  All Respondents who are notified they are on the City’s “short list” must provide a Pricing Proposal which identifies a not-to-exceed price for all “Basic Services” work under the PSA. Short listed Respondents shall submit their Pricing Proposal to the City via the city's e-procurement portal. The Pricing Proposal shall be for the provision of all Services under the PSA. The Pricing Proposal shall comply with the following requirements:

  1. PRICING PROPOSAL. A not-to-exceed dollar amount for all basic services required under the PSA, based on the parameters set forth in this RFP and the PSA. If Respondent believes other parameters are required to provide a not-to-exceed amount, Respondent shall specifically identify them in its Pricing Proposal.
  2. REIMBURSABLE EXPENSES. All reimbursable expenses must be included in the not-to-exceed proposed price.
  3. ADDITIONAL SERVICES. Billing rates for additional services.
  4. OVERTIME. Overtime must be included in Respondent’s not-to-exceed proposed price.
  5. TRAVEL. Travel time must be included in Respondent’s not-to-exceed proposed price.
  6. SIGNATURE. The handwritten or digital signature of the Respondent.
• Pricing Proposal (required) —

  Please confirm you understand the process listed in the above question Pricing Proposal.

• Failed Project Completions (required) —

  Respondent must also provide a list of all projects for which Respondent failed to complete any work awarded, with explanation of circumstances.

• Letter from its insurance broker (required) —

  Respondent must confirm they're willing and able, upon request, to provide a letter from its insurance broker attesting to the willingness to provide the required insurance coverages described in the Professional Services Agreement.

• Discretionary Supplemental Materials —

  Respondent may include in its Proposal submittal, on a discretionary basis, other materials that it believes may improve the quality of its Proposal. Respondent must include an explanation of the relevancy of the other materials to the Proposal. Marketing brochures (if applicable to the specific Services for this Project) may be provided as a separate submittal.

• Discretionary Supplemental Materials —

  Please upload all Supplemental Materials here

• Agreement Requirements
• Vendor hereby agrees to sign Professional Services Agreement substantially similar to the form of Professional Services Agreement attached to the RFP, or has attached proposed modifications to the form of Professional Services Agreement as an upload to this confirmation of Acceptance. (required)
• Proposed Changes to Professional Services Agreement Terms —

  If Vendor has proposed changes to the Professional Services Agreement, you must attach them to this upload, using strikeout or underline format.

• MyCOI Registration for Insurance Tracking (required) —

  Vendor hereby acknowledges that if they are selected, they will register with the City's digital insurance tracking platform, MyCOI, and are responsible for ensuring their insurance documentation is correctly uploaded to the system, whether by the Vendor or its insurance agent. Registration invite will be sent during agreement approval stage.

• Forms
• Proposal Authorization Form (required) —

  Please upload a signed Proposal Authorization form (Attachment D) here

• Materials Upload —

  You may use this area to upload a copy of your full submission packet, or any other miscellaneous materials. However please note, you will still need to fully answer all other questions and upload requirements to be deemed a responsive bidder.

• REQUIRED FOR ALL PUBLIC WORKS PROJECTS (CUPCCAA): Advertise with Trade Journals when posting (required) —

  (You may skip this question and come back once you have created the IFB and are ready to post, but a Yes is required before posting).

  Prior to posting this solicitation, make sure to add all of the emails listed below to the "Pre-Invite List" on the project page.

  Copy & paste these into "Pre-Invite List":  support@ebidboard.com, support@construction.com, mba@marinbuilders.com, jblair@srbx.org, shurles@besonline.com, planroom@placerbx.com 

   

  For reference here's a list of Trade Journals:

  1. REQUIRED to submit to the two below:
     1. Construction Bidboard (Ebidboard): www.ebidboard.com
     2. Dodge Data & Analytics: www.construction.com 
  2. PLUS, you must pick two of the following four:
     1. Marin Builders Association: www.marinbuilders.com
     2. Sacramento Regional Builders' Exchange: www.srbx.org
     3. Placer County Contractors Association & Builders Exchange: www.pccamembers.com
     4. Builders Exchange of San Joaquin: www.bxsj.org 
• Pre-Proposal Meeting (required) —

  Yes will populate the term

  No will hide the term

• Pricing Proposal Submission Timing and Format (required) —

  First two options are specific to timing for when does pricing proposal need to be submitted.

  Last three options are specific to how the pricing proposal is submitted (allow vendor to upload their own format, or require them to enter it into an electronic table you create which allows for easier comparisons)

• (RECOMMENDED) Electronic Pricing Table (required) —

  Do you want to build and collect pricing via standardized electronic table?

  This can be in addition to, or a replacement of any pricing table/rate sheet being submitted by the bidder. Electronic pricing table is helpful for making equal comparisons across various bidder's proposals, and allows auto-scoring and easier publishing of final prices to the public. 

• Target date of vendor selection (required) —

  This will auto-populate in the RFP document, make sure to use the following format: Month Day, Year (i.e. January 15, 2022)

• Maximum length of each interview (required) —

  This will auto populate in the RFP under the Evaluation section. This time includes setup, presentation, Q&A, and take down.

• What type of agreement will this service require? (required)
• Select the evaluation criteria for your project. (required) —

  This will auto-populate your evaluation criteria section, however you can manually edit/add/remove items as needed on that page. The below list is based on the City's default list for evaluation, but you are encouraged to tailor the criteria for your project to ensure the City selects the best respondent(s) for its needs.

• Do you want to allow Vendors to submit a full Proposal packet? This will be in addition to answering the required vendor questions. (required) —

  This is a legacy option that is no longer advised, but special circumstances could call for allowing this. Please check with PSPS if you're considering allowing this.

• Is this project going to be federal funded? (required) —

  A Yes will activate the special requirements for federal funding.