Janitorial and Cleaning Services

STATEMENT OF PURPOSE

The City of West Sacramento is soliciting proposals from qualified firms or individuals ("Proposer") to provide janitorial and cleaning services at multiple locations throughout the City. More details on the City's needs for this work are provided in the Scope of Work.

Each qualified Proposer is to submit a proposal in conformity with the terms of this Request for Proposal ("RFP") by the deadline below ("Proposal"). The Proposer selected by the City pursuant to the terms of this RFP and the City's contracting procedures, if any is selected, is referred to herein as "Contractor."

SYNONYMOUS TERMS

Unless the use indicates otherwise, as used throughout this bid and its attachments, the following terms are synonymous:

a. Firm, Consultant, Supplier, Vendor, Contractor, Successful Bidder, Offeror

b. Purchase Order, Contract, Agreement

c. Services, Work, Scope, and Project

d. Pricing proposal/sheet, Cost proposal/sheet, Rate table/sheet

Background

West Sacramento is a vibrant riverfront community centrally located in Northern California. West Sacramento shares the Sacramento River with neighboring Sacramento, with the deep water ship canal serving the Port of Sacramento. Incorporated in 1987, West Sacramento encompasses approximately 22 square miles, with a population just over 55,000. West Sacramento has a Council/Manager form of government. Citizens elect four City Council Members by district (as of the November, 2022 election) who serve four year terms and directly elect the mayor who serves a four-year term.  The City is full-service with nine (9) departments and nearly 500 full-time employees. The City provides the full range of municipal services including police and fire protection, park, street, fleet, and facility maintenance, economic development and housing, community development, capital projects, and parks and recreation. The City also provides water, wastewater, and solid waste services. In addition, the City maintains port, water, wastewater, and solid waste enterprise funds. Other activities and related entities include the West Sacramento Redevelopment Successor Agency, Reclamation District 900 and the West Sacramento Area Flood Control Agency.

Project Details

• Reference ID: 26-010-RFP
• Department: Public Works Operations and Maintenance
• Department Head: Rebecca Scott (Director)

Important Dates

• Questions Due: 2026-03-19T00:00:00.000Z
• Answers Posted By: 2026-03-21T00:00:59.953Z

Evaluation Criteria

• Proposal Transmittal Letter (10 pts) —

  Information and completeness of a Proposal Transmittal Letter in conformity with the requirements in the RFP.

• Proposer Qualifications and Experience (20 pts) —

  Qualifications and experience of the Proposer and members of the team that may be assigned tasks within the Scope of Work.

• Proven Ability (25 pts) —

  Ability to complete the Scope of Work, as described in the Proposal, including experience completing projects for public agencies similar to the City.

• Technical Approach (15 pts) —

  Operational and organizational approach to complete the Scope of Work.

• Acceptance of City's Standard Contract for Services (5 pts) —

  Ability to accept the City’s Standard Contract with little to no qualifications.

• Cost Proposal or Rate Sheets (20 pts) —

  Cost-effectiveness to complete the Scope of Work. Note that the City’s evaluation process is intended to identify the Proposer with the best combination of attributes; cost is not the exclusive attribute and the lowest Proposer is not guaranteed to be offered a Contract.

Submission Requirements

• Proposal Requirements (required) —

  Please confirm that you have read and met all of the Proposal Requirements.

• W-9 Form (required) —

  Please download the attached 2024 version of the W-9 form, complete, and upload.

• Please enter Legal Company Name and any related DBA (required) —

  Please enter the full legal company name and any other business names related to this proposal registered with the Secretary of State to conduct business in the State of California.

• Type of Business (required) —

  Please confirm your form of business.

• California Contractors State License Board # —

  Please provide your Contractors License #, if applicable.

• Proposal Documents without Cost Proposal (required) —

  Please upload all of the following Proposal Documents here and in the following order, WITHOUT any Cost Proposal documents.

  1. Proposal Transmittal Letter
  2. Proposer's Mandatory Qualifications and Experience
  3. Technical Project Approach
• Cost Proposal Documents (required) —

  Please upload ONLY your Cost Proposal documents here. The Cost Proposal must be uploaded separately from the rest of the proposal.

• Cost Proposal using Pricing Table (required) —

  The bidder acknowledges that a Cost Proposal must be completed using the electronic pricing table provided in the City’s e-Procurement Portal. The bidder further acknowledges that all pricing and related costs will be based solely on the information entered in the electronic pricing table. The City will not be responsible for any errors, omissions, or discrepancies contained in any additional or supplemental pricing documents submitted by the bidder.

• Proposal Response —

  Please upload your entire Proposal response documents here.

  1. Proposal Transmittal Letter
  2. Proposer's Mandatory Qualifications and Experience
  3. Technical Project Approach
• Standard City Contract Qualifications —

  If the Proposer seeks any contract modifications, they must upload a redlined version of the contract provided in the Attachments, clearly identifying the specific language at issue and the proposed revisions in a Word document.

  If no modifications are submitted, this question may be skipped and no upload is required. In the absence of any submission, the Proposer will be deemed to have accepted the Contract terms in full and to be capable of performing the Scope of Work, along with all related managerial responsibilities, without reservation.

• Insurance Requirements (required) —

  The Proposer acknowledges the City's insurance requirements and endorsements as outlined in the Insurance Checklist in Attachments. Any Proposal unable to meet the Insurance Checklist requirements shall be considered nonresponsive and ineligible for Contract award.

  Proposer shall be required to provide proof of requisite insurance prior to Contract execution. Failure to do so shall be just cause for forfeiture of the Proposal guaranty and/or rejection of the Proposal.

• Certification Regarding Debarment —

  The City performs a SAM.GOV verification check to confirm debarment status. Please download the attached document, complete the form, and upload.

   

  A unique entity identifier is requested for contracts greater than $25,000 or funded with Federal dollars. Your entity may register for a unique entity identifier on SAM.GOV at the following link https://sam.gov/content/entity-registration.

   

  For all other proposers, the completed form is sufficient.

• California Displaced Janitor Opportunities Act (Labor Code Sections 1060-1065. (required) —

  The successful Proposer will be required to comply with its obligations under the California Displaced Janitor Opportunities Act (Labor Code Sections 1060-1065.

• System Award Management —

  Proposers responding to federally funded projects must register on SAM.gov and provide proof of registration.

   

  On April 4, 2022, the unique entity identifier used across the federal government changed from the DUNS Number to the Unique Entity ID (generated by SAM.gov). Please supply SAM.gov Unique Entity ID number.

   

  If you have applied for your SAM.gov registration, but have not yet been issued a SAM.gov Unique Entity ID number, please type "Applied." https://sam.gov/content/entity-registration

• Federal Byrd Anti-Lobbying Certification —

  For proposers responding to federally funded projects exceeding $100k, please download the below documents, complete, and upload.

• Other Documentation —

  Please upload additional documentation required by this RFP here as well as any additional documentation that you feel would be a value to your submitted proposal. For example: Awards, Licenses, etc.

• Authorized Contract Signer (required) —

  Please provide the name, title and email address of the authorized contract signer. 

• Estimated Project Value (required) —

  Please provide the estimated value of this project. Please note that this should be the total value of the contract, including initial term, but not including any optional extensions.

• Project Value Listed on Solicitation (required) —

  Please confirm if you would like to state the estimated project value on the solicitation.

• Has this project been budgeted? (required) —

  Please indicate if this has already been included in the fiscal year budget.

• Additional funding needed (required) —

  If this project is expecting to come in over the Council approved budget, please provide a general estimate of additional funding that may be needed. 

• Cost Center (required) —

  Please provide the cost center (fund-activity-object code) intended to fund this project. Please note that this must be completed as we perform review of the solicitation and any legal costs related to review will also be billed to this cost center.

• Project Type (required) —

  Please indicate the work that will be provided under this project. 

• Professional Services Contract (required) —

  Please select the contract template that corresponds with your services and funding. 

• Construction Contract Template (required) —

  Please select the contract template that best suits your funding source.

• Estimated Council/Board/Commission Date —

  Procurements over $50k that were not approved by Council in the Fiscal Year budget, or Procurements surrounding policy considerations will require Council approval.

  If procurement is over $50k or a new request that was not approved as a line item in the Fiscal Year budget, please indicate the anticipated Council date.

   

  If this was approved in the Fiscal Year budget, you may skip this question.

• Please provide the name of any Grants intended to fund this project. —

  Please provide the name of any Grant funding that will be applied to this project and attach to the solicitation in Scope of Work

  Please forward any Grant documentation to the Purchasing Manager.

• Local Area Procedures Manual (LAPM) Requirements (required) —

  Is this project subject to LAPM requirements? 

• Federal Funds or City Match to Federal Funds (required) —

  Will this project use Federal Funds or provide a City Match to Federal Funds?

• Federal Grant Funding Information (required) —

  Please indicate any Grant Funds or funding requirements for this project.

• Is this a Federally Assisted Department of Transportation Project? (required) —

  Please advise if this is a Federally assisted Department of Transportation project, and subject to Disadvantaged Business Enterprise requirements.

• If project is over $200k, has an independent cost estimate been completed? (required) —

  Please note that an independent cost estimate must be completed for any Federal projects over $200k. Please save a copy of the independent cost estimate to the attachments page as an internal attachment. 

• Bid Advertisement (required) —

  Federally funded projects require bid advertisement.

  Please confirm that the project must be advertised as required and ensure proof of publication is included as an the internal attachments in OpenGov to be saved to the procurement file. 

• Davis-Bacon Federal Prevailing Wage rates (required) —

  Davis-Bacon Federal Prevailing wage rates are required on Federal projects and a copy of the wages must be attached to the solicitation at time of release. 10 days PRIOR to close date, you must check to see if the wages have been updated. If they have been updated, a new copy of the revised rates must be posted in an addendum and included in the contract before execution.

  The payment of federal prevailing wage rates on federal-aid contracts is derived from the Davis-Bacon Act of 1931 and is prescribed by 23 USC 113. Contractors and subcontractors must pay laborers and mechanics employed directly upon the site of the work at least the locally prevailing wages (including fringe benefits) for the work performed.  

  Please confirm you will upload the applicable federal prevailing wage documents for inclusion in the solicitation. 

  The federal prevailing wage rates are available directly from the System for Award Management (SAM) Home Page at https://sam.gov/content/wage-determinations and may be uploaded to the attachments section of the solicitation or released as an addendum.

  More information regarding Davis Bacon can be found below: https://www.dol.gov/agencies/whd/government-contracts/construction/faq

• Federal Funds -Small Business Requirement (required) —

  The non-Federal entity must take all necessary affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area firms are used when possible. (2 C.F.R. § 200.321

  The following affirmative steps must be taken to include and solicit small and minority businesses, women’s business enterprises, and labor surplus area firms?

  Please indicate which steps will be taken and save all documentation. 

• Separate Proposal and Pricing (required) —

  Would you like one response document, or separate proposal and pricing documents? Please note that for sealed bids, cost proposals should be kept separate and can be opened at any time.

• Electronic Pricing Table (required) —

  Please indicate if you would like to use the system electronic pricing table for costs to be completed by vendor and compared automatically. The system has the ability to auto tabulate for easy comparison and ensure there are no errors in manual calculations or copy and paste.

  This is useful if you have items for comparison that can be organized by tasks, items, or any other comparable metric. Excel tables can also be uploaded using the system generated column formatting.

  If you do not use the electronic pricing table, Cost proposal documents may be uploaded separately by Vendor and reviewed outside of the system.

• Prevailing Wages (required) —

  Is this a Public Works project or project subject to prevailing wages?

  CA prevailing wage applies to the “Construction, alteration, demolition, installation, or repair work done under contract and paid in whole or in part out of public funds”  or a “public work.”
  DIR web site: https://www.dir.ca.gov/public-works/publicworks.html

• Is this project being managed by the Capital Projects Department? (required) —

  If so, additional language will populate related to use of Virtual Project Manager software.

• Environmental Considerations (required) —

  Will this project be for landscaping services, janitorial services, or food service products? If so, additional language must be included in both the solicitation and subsequent contract to abide by SB1383 requirements.

• Proposal Page Limit (required) —

  Please list your proposal page limit in the following format:

  twenty-five (25)

Questions & Answers