JANITORIAL SERVICES AT VARIOUS CITY-OWNED FACILITIES

The City of Pacifica (“City”) is seeking a qualified entity or individual (“Company”) to provide the services listed in the Scope of Work.

The City anticipates selecting one firm to perform the services.

Proposals are requested from Companies that have a demonstrated ability to perform the tasks identified in this Request for Proposal (“RFP”).

Background

Located in San Mateo County just twelve miles south of San Francisco, Pacifica feels worlds away from it, yet is easily accessible from Highway 1. The most panoramic coastal town in the San Francisco Bay Area, Pacifica is famous for its six miles of scenic coastline, classic northern California beaches, breathtaking vistas, and charming ambience.

The city is nestled in between small valleys, with Sweeney Ridge to the east, Montara Mountain to the south and the Pacific Ocean’s rocky bluffs and sandy beaches to the west. Pacifica encompasses roughly 12.6 square miles, of which approximately one-half is publicly owned open space with panoramic views and a feeling of spaciousness rarely found in suburban areas. Several miles of coastal and ridge top trails tie Pacifica to neighboring communities.

With a population of approximately 40,000, Pacifica is a unique family-oriented coastal community that prides itself on fostering a small-town feel. Many of Pacifica’s residents are highly engaged and involved in the community. Pacifica has excellent elementary and secondary schools, both public and private, and was recently named one of the Top 100 Safest Cities in America by Location, Inc. The City has also garnered awards for beach restoration, Public Works programs and projects, and Senior Services programs.

The City of Pacifica is a General Law City incorporated in 1957 and operates under the Council/Manager form of government. Legislative authority is vested in a five-member City Council elected in 2024 for four-year overlapping terms. The Mayor is selected each year by a majority vote of the other Council members. The Council appoints the City Manager, City Attorney, and members of City advisory commissions and committees.

As a full-service city (approximately 200.75 FTE) with an adopted FY 2024-25 general fund budget of $46.9 Million, the City delivers municipal services through seven departments: the City Manager’s office (including the City Clerk, Economic Development, and contract City Attorney); Administrative Services (Finance, Human Resources, and IT Divisions); Parks, Beaches, and Recreation; Community Development; Public Works (Field Services & Engineering and Wastewater); Police; and Fire (via North County Fire Authority). Employees are represented by eight bargaining units.

Project Details

• Department: Public Works
• Department Head: Melissa Tigbao (Director)

Important Dates

• Questions Due: 2026-07-11T00:00:00.000Z
• Answers Posted By: 2026-07-18T00:00:00.000Z
• Pre-Proposal Meeting: 2026-07-01T17:00:00.000Z — 151 Milagra Drive, Pacifica, CA

Evaluation Criteria

• Quality (15 pts) —

  Quality of proposal and responses to specific questions included in RFP

• Experience (15 pts) —

  Experience of the Proposer conducting similar work in California.

• Qualifications (15 pts) —

  Relevant qualifications of key personnel assigned to this project.

• Accessibility (15 pts) —

  Accessibility of key personnel to the City’s staff during the project.

• Understanding (15 pts) —

  Understanding of the City’s objectives.

• Pricing (25 pts) —

  Reasonableness of fees and cost proposal.

Submission Requirements

• Cover Letter (required) —

  The cover letter shall include a brief general statement of intent to perform the services and confirm that all elements of the RFP have been reviewed and understood. The letter shall include a brief summary of Company’s qualifications and Company’s willingness to enter into a contract under the terms and conditions prescribed by this RFP and in the Sample Agreement. The letter must identify a single person for contact during the RFP review process.

• Proposal (required) —
  1. Statement of Understanding and Approach
     1. This section must demonstrate an understanding of the Services. It should describe the general approach, organization and staffing required for the Services requested. If necessary, preliminary investigations, due diligence, and research shall be discussed in this section.
     2. This section should include the following:
        1. An implementation plan that describes in detail (i) the methods, including controls by which your firm or entity manages projects of the type sought by this RFP; (ii) methodology for soliciting and documenting views of internal and external stakeholders; (iii) and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work.
        2. Detailed description of efforts your firm or entity will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Work" section.
        3. Detailed project schedule, identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion, including a complete transition plan. Include your plan to deal with fluctuation in service needs and any associated price adjustments.
        4. Detailed description of specific tasks you will require from City staff. Explain what the respective roles of City staff and your staff would be to complete the tasks specified in the Scope of Work.
        5. Proposers are encouraged to provide additional innovative and/or creative approaches for providing the service that will maximize efficient, cost-effective operations or increased performance capabilities. In addition, the City will consider proposals that offer alternative service delivery means and methods for the services desired.
        6. Proposers are also requested to identify any City owned facilities or property which Proposer would propose to use or lease, purchase, or rent from the City in connection with the services to be performed, including information about the terms of any proposed lease, purchase or use of such equipment and facilities, and how this proposed structure affects the overall cost proposal to the City, if applicable.
  2. Company Information
     1. This section shall include contact person information, address and telephone number of the company main office and branch offices. Each Company shall identify itself as to the type of organizational entity (corporation, sole proprietorship, partnership, joint venture, etc.). Any supplemental information that Company believes may be pertinent to the selection process may be provided.
     2. The proposer shall provide an affirmative statement that it is independent of the City as required by generally accepted auditing standards and specifically defined by the U.S. General Accounting Office's Government Auditing Standards (1994).
     3. The Proposal shall identify any litigation, mediation, or arbitration, regarding the performance of any services similar to the Services, in which the Company has been involved in the past five (5) years. If the Services require a license or certification, the Proposal shall include any claims or disciplinary action taken against Company or any of Company’s key personnel within the past five years.
  3. Company Personnel
     1. This section shall contain names, contact numbers and description of experience, including licenses and/or certifications, of all key personnel who would be assigned to perform the Services. Members of the Company’s professional team (managers, contact person, etc.) should be identified by name, title, phone number, and description of the portion of work they will be assigned to perform under this Agreement. Also include major subcontractors (if any) and their degree of involvement in this program. If the Company is including any subcontractors, the Company shall identify how long the Company has worked with the subcontractor.
     2. An affirmative statement should be included that the proposer and all assigned key professional staff are properly licensed to practice in California.
  4. Disclosure
     1. Please disclose any and all past or current business and personal relationships with any current Pacifica elected official, appointed official, City employee, or family member of any current Pacifica elected official, appointed official, or City employee. Any past or current business relationship may not disqualify the firm from consideration.
  5. Experience and References
     1. The Proposal must demonstrate that the Company, or its key personnel, meets the minimum experience requirements with a legally registered business name, that provides services of a similar type and scope as described in the Scope of Services. A Company shall not have filed for bankruptcy under any business name over the past five (5) years.
     2. Company shall provide at least 3 references, within the past 5 years, of clients for whom services have been performed that are comparable in quality and scope to that specified in this RFP. The references shall include client names, addresses, telephone numbers and e-mail addresses of the clients for whom prior work was performed and include an explanation of the services provided along with project start and end dates.
• Price Proposal (required) —

  All proposals submitted shall have a stated dollar bid amount for providing the services outlined in the Scope of Services. The total shall be an all-inclusive maximum price and to contain all direct and indirect costs including all out-of-pocket expenses with a full and complete breakdown of all said costs, and proposed fees including but not limited to hourly rates, reimbursable expenses and/or rates, mileage and/or travel cost, miscellaneous fees, etc., for the first year's audit engagement.

  In addition, a statement must be included in this section that if the proposer is charging travel costs, the proposer's charges invoiced to the City for travel, lodging and subsistence shall not exceed the current IRS rates.

• Modifications to Agreement (required) —

  The Agreement for the Project will be in substantially similar form to the sample agreement attached , City of Pacifica Professional Services Agreement. If the Proposer desires any modifications to the form of the Agreement, the proposed modifications must be submitted for consideration with the Proposal. Otherwise, the Proposer will be deemed to have accepted the form of Agreement, as attached, which is subject to minor modifications by City. PLEASE CONFIRM YOUR UNDERSTANDING AND ACCEPTANCE.

• Exceptions to the RFP —

  If the Proposer takes exception to any portion of the RFP, the specific portion of the RFP to which exception is taken shall be identified and the reason(s) for the exception explained.

• Value Added Services —

  Please describe any value-added services your company offers that may be of use to the City

• Type of Business (required)
• CONTRACTORS QUALIFICATIONS AND REFERENCES (required) —

  Please upload the Contractors Qualifications and References

• BIDDER REGISTRATION FORM (required) —

  Please upload the Bidder Registration Form

• BIDDER CERTIFICATIONS (required) —

  Please upload the Bidder Certifications

• Value Added Service (required) —

  Do you want the vendors to include additional information about value-added services for this RFP? This will allow for vendors to volunteer any pertinent information that the RFP may have not asked for.

• Pre-Proposal Meeting (required) —

  Select the appropriate one

• Will this project require a Pricing Schedule to be completed by bidders? (required)