1 JANITORIAL SERVICES AGREEMENT
THIS AGREEMENT is made this day of , 2026, by the CITY OF GARDEN GROVE , a municipal corporation, ("CITY") and CCS Facility Services- Orange County, Inc., herein after referred to as “CONTRACTOR”.
RECITALS
The following recitals are a substantive part of this Agreement:
1. This Agreement is entered into pursuant to Garden Grove Council approval dated ___________.
2. CITY desir es to utilize the services of CONTRACTOR to Provide Janitorial/Custodial Services for the City’s Public Safety Building.
AGREEMENT
THE PARTIES MUTUALLY AGREE AS FOLLOWS:
1. Term and Termination The initial term of the agreement shall be from one year from full execution of the agreement, with an option to extend said agreement an additional four (4) years for a total of five years . This agreement may be terminated by the CITY without cause. In such event, the CITY will compensate CONTRACTOR for work performed to date in accordance with proposal which is attached as Attachment A and is hereby incorporated by reference. Contractor is required to present evidence to support performed work.
2. Services to be Provided. The services to be performed by CONTRACTOR shall consist of tasks as set forth in the Contract Documents defined in Paragraph 19 herein. All services shall be performed in accordance with the Contract Documents identified in Paragraph 19 of this Agreement, including the standards, protocols, and requirements of the CITY-issued documents listed therein.
3. Compensation. CONTRACTOR shall be compensated as follows:
3.1 AMOUNT. Total Compensation under this agreement shall not exceed (NTE) amount of Seven hundred sixty-eight thousand, five hundred thirty-five dollars and zero cents ($768,535.00), for the Tier Two Standard Service and the options which are outlined as follows, per year, payable in arrears and in accordance with the Contract Documents.
FIXED COSTS VARIABLE COST
Service Tier Annual Base Service
Cost¹
Annual Parking
Structure Cost²
Annual Special
Services (Est.)³
Total Annual
Contract Cost
Tier 1 — Full Service $722,640 $49,156 $68,175 $839,971 Tier 2 — Standard
Service $651,204 $49,156 $68,175 $768,535
Tier 3 — Managed
Service $536,100 $49,156 $68,175 $653,431
¹ Annual Base Service Cost includes all custodial labor, supervision, equipment, chemicals, consumables, and overhead required to deliver the scope of services.
² Annual Parking Structure Cost includes weekly power sweeping, day porter service, and quarterly deep cleaning. Fixed and firm for Year 1; applies uniformly across all three tiers and does not vary by tier selected. ³ Annual Special Services (Est.) is a planning estimate only, not a firm or guaranteed cost. It reflects projected Year 1 usage of after-hours on-call custodial service, after-hours on-call biohazard/hazmat response, and restricted-area on-call/special request cleaning. Actual charges are billed per incident or per hour based on documented utilization, per the firm unit rates.
3.2 Payment. For work under this Agreement, payment shall be made per invoice for work completed. Within 45 day of performance of services, CONTRACTOR must promptly render an invoice to CITY or payment may be significantly delayed. For extra work not a part of this Agreement, a written authorization by CITY will be required, and payment shall be based on schedule included in Proposal (Attachment A). All payments under this Agreement are subject to withholding, deduction, offset, and assessment of liquidated damages as provided in Paragraph 18 of this Agreement and Part 4 of Exhibit I (Performance Requirements Summary).
3.3 Records of Expenses. CONTRACTOR shall keep complete and accurate records of all costs and expenses incidental to services covered by this Agreement. These records will be made available at reasonable times to CITY.
3.4 Termination. CITY shall have the right to terminate this agreement, without cause, by giving thirty (30) days written notice of termination. If the Agreement is terminated by CITY, then the provisions of paragraph 3 would apply to that portion of the work completed.
4. Insurance requirements.
4.1 COMMENCEMENT OF WORK . CONTRACT OR shall not commence work under this Agreement until all certificates and endorsements have been received and approved by the CITY. All insurance required by this Agreement shall contain a Statement of Obligation on the part of the carrier to notify the C ITY of any material change, cancellation, or termination at least thirty (30) days in advance and provide a Waiver of Subrogation in favor of the City.
4.2 WORKERS COMPENSATION INSURANCE . During the duration of this Agreement, CONTRACTOR and all subcontractors shall maintain Workers Compensation Insurance in the amount and type required by law, if applicable.
4.3 INSURANCE AMOUNTS . CONTRACTOR shall maintain the following insurance for the duration of this Agreement:
(a) Commercial general liability in an amount of $1,000,000.00 per occurrence ( claims made and modified occurrence
policies are not acceptable); Insurance companies must
be acceptable to CITY and have a Best’s Guide Rating of A-, Class VII or better, as approved by the CITY.
(b) Automobile liability in an amount of $1,000,000.00 combined single limit (claims made and modified occurrence
policies are not acceptable); Insurance companies must
be acceptable to CITY and have a Best’s Guide Rating of A-, Class VII or better, as approved by the CITY.
An On-Going and Completed Operations Additional Insured Endorsement for the policy under section 4.3 (a) shall designate CITY, it’s officers, officials, employees, agents, and volunteers as additional insureds for liability arising out of work or operations performed by or on behalf of the CONTRACTOR. CONTRACTOR shall provide to CITY proof of insurance and endorsement forms that conform to CITY’s requirements, as approved by the CITY.
An Additional Insured Endorsement for the policy under section 4.3 (b) shall designate CITY, it’s officers, officials, employees, agents, and volunteers as additional insureds for automobiles, owned, leased, hired, or borrowed by the CONTRACTOR. CONTRACTOR shall provide to CITY proof of insurance and endorsement forms that conform to CITY’s requirements, as approved by the CITY.
For any claims related to this Agreement, CONTRACTOR’s insurance coverage shall be primary insurance as respects CITY, it’s officers, officials, employees, agents, and volunteers. Any insurance or self -insurance maintained by the CITY, it’s officers, officials, em ployees, agents, and volunteers shall be excess of the CONTRACTOR’s insurance and shall not contribute with it.
If CONTRACTOR maintains higher insurance limits than the minimums shown above, CONTRACTOR shall provide coverage for the higher insurance limits otherwise maintained by the CONTRACTOR.
5. Non-Liability of Officials and Employees of the CITY. No official or employee of CITY shall be personally liable to CONTRACTOR in the event of any default or breach by CITY, or for any amount which may become due to CONTRACTOR.
6. Non-Discrimination. CONTRACTOR covenants there shall be no discrimination against any person or group due to race, color, creed, religion, sex, marital status, age, h andicap, national origin, or ancestry, in any activity pursuant to this Agreement.
7. Independent Contractor. It is agreed to that CONTRACTOR shall act and be an independent contractor and not an agent or employee of the CITY, and shall obtain no rights to any benefits which accrue to CITY'S employees.
8. Compliance with Law. CONTRACTOR shall comply with all applicable laws, ordinances, codes, and regulations of the federal, state, and local government.
CONTRACTOR shall comply with, and shall be resp onsible for causing all contractors and subcontractors performing any of the work pursuant to this Agreement to comply with, all applicable federal and state labor standards, including, to the extent applicable, the prevailing wage requirements promulgated by the Director of Industrial Relations of the State of California Department of Labor. The City makes no warranty or representation concerning whether any of the work performed pursuant to this Agreement constitutes public works subject to the prevailing wage requirements.
9. Notices. All notices shall be personally delivered or mailed to the below listed address, or to such other addresses as may be designated by written notice.
These addresses shall be used for delivery of service of process.
a. (Contractor)
CCS Facility Services-Orange County, Inc.
Attention: Ryan Bunn, Vice President
3001 Red Hill Avenue, Bld. #6-220
Costa Mesa, CA 92625
b. (Address of CITY) (with a copy to):
City of Garden Grove Garden Grove City Attorney
11222 Acacia Parkway 11222 Acacia Parkway
Garden Grove, CA 92840 Garden Grove, CA 92840
10. RESERVED.
11. Licenses, Permits, and Fees. At its sole expense, CONTRACTOR shall obtain a Garden Grove Business License, all permits, and licenses as may be required by this Agreement.
12. Familiarity with Work. By executing this Agreement, CONTRACTOR warrants that: (1) it has investigated the work to be performed; (2) it has investigated the site of the work and is aware of all conditions there; and (3) it understands the facilities, difficulties, and restrictions of the work under this Agreement. Should CONTRACTOR discover any latent or unknown conditions materially differing from those inherent in the work or as represented by CITY, it shall immediately inform CITY of this and shall not proceed, except at CONTRACTOR's risk, until written instructions are received from CITY.
13. Time of Essence. Time is of the essence in the performance of this Agreement.
14. Limitations Upon Subcontractin g and Assignment . The experience, knowledge, capability, and reputation of CONTRACTOR, its principals and employees were a substantial inducement for CITY to enter into this Agreement.
CONTRACTOR shall not contract with any other entity to perform the se rvices required without written approval of the CITY. This Agreement may not be assigned voluntarily or by operation of law, without the prior written approval of CITY. If CONTRACTOR is permitted to subcontract any part of this Agreement, CONTRACTOR shall be responsible to CITY for the acts and omissions of its subcontractor as it is for persons directly employed. Nothing contained in this Agreement shall create any contractual relationship between any subcontractor and CITY. All persons engaged in the work will be considered employees of CONTRACTOR. CITY will deal directly with and will make all payments to CONTRACTOR.
15. Authority to Execute. The persons executing this Agreement on behalf of the parties warrant that they are duly authorized to execute this Agreement and that by executing this Agreement, the parties are formally bound.
16. Indemnification. To the fullest extent permitted by l aw, CONTRACTOR shall defend, and hold harmless CITY and its elective or appointive boards, officers, agents, and employees from any and all claims, liabilities, expenses, or damages of any nature, including attorneys' fees, for injury or death of any person, or damages of any nature, including interference with use of property, arising out of, or in any way connected with the negligence, recklessness and/or intentional wrongful conduct of CONTRACTOR, CONTRACTOR'S agents, officers, employees, subcontractors, or independent contractors hired by CONTRACTOR in the performance of the Agreement. The only exception to CONTRACTOR'S responsibility to protect, defend, and hold harmless CITY, is due to the sole negligence, recklessness and/or wrongful conduct of CITY, or any of its elective or appointive boards, officers, agents, or employees.
This hold harmless agreement shall apply to all liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by CONTRACTOR.
17. Appropriations. This Agreement is subject to and contingent upon funds being appropriated therefor by the Garden Grove City Council for each fiscal year covered by the term of this Agreement. If such appropriations are not made, this Agreement shall automatically terminate without penalty to the CITY.
18. Performance Requirements Summary; Withholding, Deduction, and Liquidated Damages.
18.1 Incorporation of Performance Requirements Summary . Exhibit I (Performance Requirements Summary), issued by CITY with the Request for Proposals for Public Safety Building Custodial Services (RFP), and as amended by any written addendum issued prior to award, is incorporated into this Agreement by this reference.
18.2 Liquidated Damages, Withholding and Offset Authority. Notwithstanding paragraph 3 of this Agreement, CITY may withhold payment, deduct pro rata, assess liquidated damages, and offset amounts against CONTRACTOR’S invoices in accordance with Part 4 of Exhibit I, applying the fixed amounts of the PRS Chart (Part 2 of Exhibit I) and the pro rata formulas of Part 3 of Exhibit I. The parties agree that such amounts constitute reasonable estimates of CITY’S damages within the meaning of California Civil Code Section 1671(b), as set forth in Part 4, Section 4 of Exhibit I, and shall not be construed as penalties or forfeitures.
18.3 Administration; Amendment; Survival. References in Exhibit I to the “City’s Project Manager” mean CITY’S designated contract administrator, the CITY’S Public Works Custodial Supervisor or designee. Exhibit I may be modified only by a written amendment to this Agreement executed by both parties. CITY’S rights under this paragraph and Exhibit I survive expiration or termination of this Agreement as to amounts accrued prior to such expiration or termination.
19. Contract Documents; Order of Precedence.
19.1 Contract Documents. This Agreement consists of the following documents (collectively, the “Contract Documents”), each of which is incorporated into this Agreement by this reference, wh ether or not physically attached hereto:
(a) This Agreement;
(b) Attachment 1 , CONTRACTOR’s Proposal submitted in
response to the RFP;
(c) Exhibit I (Performance Requirements Summary),
incorporated pursuant to paragraph 18;
(d) the following CITY-issued scope and requirement documents attached to the RFP: Attachment A- Janitorial Work Plan, Exhibit A (Facility Specification Sheet), Exhibit B (Safety Standards and Protocols), and Exhibit E (Contractor
Acknowledgment and Confidenti ality Agreements);
CONTRACTOR’S completed Exhibit C (BAFO-Cost Proposal
and Tiered Pricing Schedule), Exhibit G (Proposer
References and Qualifications Form), and Exhibit H
(Proposed Staffing Plan).
Each Contract Document includes any written addendum issued by CITY prior to award amending that document. The Contract Documents are complementary, and a requirement appearing in any one Contract Document is binding as though appearing in all.
19.2 Order of Precedence . In the event of any inconsistency a mong the Contract Documents, the following order of precedence shall govern: first, this Agreement, except that Part 4 of Exhibit I shall govern as to withholding, deduction, cure, and the assessment of liquidated damages as provided in paragraph 18.3; sec ond, the CITY -issued documents identified in paragraph 19.1(b) through (d); and third, CONTRACTOR’S proposal and completed forms identified in paragraph 19.1(d). Where the Contract Documents state differing standards of performance for the same work, the m ore stringent standard shall apply unless CITY directs otherwise in writing.
19.3 Procurement Documents Not Incorporated . The RFP’s instructions to proposers, submission requirements, Exhibit D (Proposal Evaluation and Selection Criteria), and any addendum of a solely procurement nature are not Contract Documents, do not define or limit CONTRACTOR’s obligations, and impose no continuing obligation on CITY; provided, however, that all representations, certifications, and commitments made by CONTRACTOR in its Proposal remain binding on CONTRACTOR.
19.4 Exhibit E — Condition of Commencement. In addition to the requirements of paragraph 4.1, CONTRACTOR shall not commence work under this Agreement until CONTRACTOR has executed and delivered to CITY the entity-level acknowledgment required by Exhibit E, and no individual shall be assigned to perform work at the facility until that individual’s acknowledgment and confidentiality agreement required by Exhibit E has been executed and delivered to CITY.
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(Agreement Signature Block on Next Page)
IN WITNESS THEREOF, these parties have executed this Agreement on the day and year shown below.
Date: _____________ "CITY"
CITY OF GARDEN GROVE
By:___________________________
City Manager
ATTESTED:
____________________________
City Clerk
Date: _______________________
"CONTRACTOR"
CCS Facility Services-Orange County, Inc.
By: ___________________________
Name:__________________________
Title:___________________________
Date: __________________________
Tax ID No. ______________________
If CONTRACTOR is a corporation, a
Corporate Resolution and/or Corporate
Seal is required. If a partnership,
Statement of Partnership must be
submitted to CITY.
APPROVED AS TO FORM:
____________________________
Garden Grove City Attorney
________________________
Date
ATTACHMENT “A”
CITY OF GARDEN GROVE
PUBLIC WORKS DEPARTMENT
JANITORIAL WORK PLAN
Request for Proposals — Custodial Services
Public Safety Building | 11301 Acacia Parkway, Garden Grove, CA 92840
INTRODUCTION & PURPOSE
This Janitorial Work Plan establishes the service requirements, staffing framework, cleaning standards, and performance expectations governing all custodial services at the City of Garden Grove's new Public Safety Building (PSB). This document is a required element of the Request for Proposals (RFP) and must be read in conjunction with the following exhibits which can be all be found on the City’s PlanetBids portal under the “Documents” tab.
• Exhibit A – Facility Specification Sheet
• Exhibit B – Safety Standards & Protocols
• Exhibit C – Cost Proposal and Tiered Pricing Schedule • Exhibit E – Contractor Employee Acknowledgement / Confidentiality Agreement • Exhibit H – Proposed Staffing Plan
• Exhibit I – Performance Requirements Summary
The City has defined three distinct service levels — Tier 1 (Full Service), Tier 2 (Standard Service), and Tier 3 (Managed Service) — differentiated by cleaning frequency and scope of spaces covered. Proposers must submit staffing plans and fully priced cost proposals for all three tiers. Failure to price all three tiers is grounds for disqualification as non-responsive.
NOTE: Attendance at the Mandatory Facility Tour(s) is required for proposal eligibility. Proposers must participate in the tour to verify facility conditions and assess all space types before preparing their Work Plan and cost proposal. Proposers are encouraged to bring representatives with direct operational knowledge of custodial work in public safety facilities.
Facility Overview
Facility Attribute Detail
Facility Name City of Garden Grove — Public Safety Building (PSB) Address 11301 Acacia Parkway, Garden Grove, CA 92840
Gross Square Footage 103,181 gross sq. ft. | ~81,052 cleanable sq. ft.
Building Type Police Headquarters & Detention Facility — 24/7 Operations Public Hours Monday – Friday, 8:00 a.m. – 5:00 p.m.
Days of Custodial Service 365 days per year, including all City-observed holidays Restrooms 29 total, including 2 full locker rooms with showers Parking Structure Included — see Section 8
SECTION 1 — THREE-TIER SERVICE LEVEL FRAMEWORK
The City has established three service level tiers for this contract. Tier definitions are City-defined and govern both the scope of spaces covered and the minimum cleaning frequencies required at each level. Proposers do not define the tiers; they propose the staffing and cost required to deliver each tier as specified.
1.1 Tier Definitions
Tier Name Description
Tier 1 Full Service
All spaces serviced at full frequency. Maximum coverage across all shift days. Highest level of cleaning detail and responsiveness.
Tier 2 Standard Service
All non-negotiable priority spaces serviced at full frequency.
Lower-priority spaces serviced at reduced frequency.
Modest reduction in weekend coverage.
Tier 3 Managed Service
All non-negotiable priority spaces serviced at minimum
required frequency. Lower-priority spaces serviced on a reduced schedule. Minimum weekend coverage. Cost-
controlled baseline.
1.2 Non-Negotiable Service Standards — All Tiers
The following standards apply uniformly across Tier 1, Tier 2, and Tier 3. They are not subject to reduction, modification, or substitution regardless of the tier selected or any cost constraints. These standards must be fully reflected in the contractor's Work Plan at every service level.
Category Non-Negotiable Standard
City Jail & Booking Area
All standards in Section 4 of this Work Plan apply at all tiers without reduction, including cleaning schedule, wall disinfection protocol, crew consistency requirement, and 24/7 supervisory contact.
Security Protocols
All requirements in Section 7 (Security & Access Protocols) apply at all tiers. Background checks, FBI Criminal Justice Information Services (CJIS training), access zone compliance, keycard protocols, confidentiality obligations, and uniform/ID requirements are non-negotiable.
Biohazard / Hazmat Response
On-call biohazard response — including 30-minute acknowledgment and 60-minute on-site arrival — applies at all tiers. Contractor must supply all PPE and biohazard kits at all tiers.
Restrooms (29 total) Minimum cleaning frequency: twice daily, every day. Supply restocking at each cleaning.
Locker Rooms & Showers (2) Minimum cleaning frequency: twice daily, every day. EPA-registered disinfectant required.
Records Area Minimum cleaning frequency: twice daily, every day. Includes mopping, trash removal, and kitchenette cleaning.
Dispatch Area Minimum cleaning frequency: twice daily, every day. Includes mopping, trash removal, and kitchenette cleaning.
Break Rooms & Kitchenettes Minimum cleaning frequency: twice daily, every day.
Chemical Pre-Approval All cleaning products require City pre-approval before contract start.
Chemical Product List and SDS sheets required at all tiers.
Consumable Supplies Contractor furnishes all consumable restroom and breakroom supplies at all tiers, restocked at each cleaning. See Section 6.1.
Shift Completion Logs Required at all tiers for all shifts. Signed by Lead Custodian (weekdays) or on-duty custodian (weekends).
1.3 Minimum Staffing Floor — All Tiers
The following minimum staffing levels apply regardless of which tier is proposed or awarded. No proposal may staff below these floors at any tier. Proposals that do not meet these minimums will be deemed non - responsive.
Day Type Minimum Per Shift Lead Required?
Weekday (Mon–Fri) 2 custodians minimum per shift (AM and PM)
Yes — one of the 2 must be a
designated Lead Custodian
Weekend (Sat–Sun) 1 custodian + 1 porter minimum (split across AM and PM shifts) No Lead required on weekends
NOTE: These are floors, not ceilings. Proposers are expected and encouraged to propose additional staffing above these minimums where their assessment of the facility warrants it. The City will evaluate the feasibility and adequacy of proposed staffing as part of the Work Plan scorin g.
1.4 Responsiveness Requirement — Pricing All Three Tiers
IMPORTANT: Proposals must include fully priced cost proposals for all three service tiers (Tier 1, Tier 2, and Tier 3) using Exhibit C (Cost Proposal and Tiered Pricing Schedule). A proposal that omits pricing for any tier, or that prices fewer than three tiers, will be deemed non - responsive and will not be evaluated. No exceptions will be granted.
All three tier prices will be incorporated into the executed contract. The City's right to sele ct and transition between tiers is governed by Section 1.5 below.
1.5 Tier Selection, Upgrade & Downgrade Rights
Initial Tier Selection
The City will select the initial service tier at the time of contract award. The selected tier will be identified in the contract and reflected in the first month's invoice.
City's Unilateral Right to Upgrade
The City reserves the unilateral right to upgrade the contracted service tier at any time during the contract term. Tier upgrades do not require the contractor's consent and do not reopen contract pricing. The following conditions govern upgrades:
1. The City must provide written notice to the Contractor's Project Manager at least thirty (30) calendar days prior to the effective date of the tier upgrade.
2. The upgrade price shall be the then-current escalated Tier price for the tier being upgraded to, as calculated under the CPI-indexed escalator in Exhibit C, Part 2 — not the original Year 1 price submitted in the Cost Proposal, except for the first year of the contract. No adjustment outside the escalator formula is permitted, except through the Extraordinary Cost Relief mechanism described in Exhibit C, Part 2.
3. The contractor must be operationally ready to perform at the upgraded tier level on the effective date stated in the notice.
4. The City may upgrade from Tier 3 to Tier 2, from Tier 2 to Tier 1, or from Tier 3 directly to Tier 1, at its sole discretion.
Downgrade by Mutual Agreement Only
Downgrading the contracted service tier requires a written amendment executed by both parties. The City may initiate a downgrade request at any time; however, no downgrade takes effect until the amendment is fully executed. Downgrade pricing shall be the then -current escalated price for the downgraded tier, as calculated under the CPI-indexed escalator in Exhibit C, Part 2 — not the original Year 1 price — unless the parties agree otherwise in the amendment.
No Contractor-Initiated Tier Changes
The Contractor has no right to unilaterally reduce or modify the scope of services below t he contracted tier.
Any reduction in service scope without City authorization constitutes a material breach of contract.
SECTION 2 — STAFFING REQUIREMENTS BY TIER
Proposers must submit a staffing plan for each tier as part of their Contractor Work Plan (see Section 10 and Exhibit H). The staffing plan must demonstrate that the proposed crew size, shift structure, and scheduling are sufficient to deliver the cleaning frequencies and scope specified for that tier. The City will assess staffing feasibility as a scored element of proposal evaluation.
2.1 Weekday Shift Structure — All Tiers
The following shift structure applies to all tiers. Tier differences manifest in crew size and tasks performed, not in the existence of shifts.
Shift Latest Start Time Minimum Personnel Lead
Required?
Service Gap
Allowed?
AM No later than 6:00
a.m.
2 custodians minimum (1 must be
Lead). Proposers may propose
additional staff.
Yes No
PM No later than 2:00
p.m.
2 custodians minimum (1 must be
Lead). Proposers may propose
additional staff.
Yes No
NOTE: No service gap is permitted between the end of the AM shift and the start of the PM shift on any weekday. Contractor must demonstrate in the staffing plan (Exhibit H) how continuous coverage is maintained.
2.2 Weekend Shift Structure — Differentiated by Tier
Weekend staffing differs across tiers. The table below defines the minimum weekend staffing at each tier.
Proposers must propose a weekend schedule consistent with or exceeding these minimums for the tier they are pricing.
Element Tier 1 — Full Service Tier 2 — Standard Service Tier 3 — Managed Service AM Shift
2 custodians start at 6:00
a.m. + 1 porter; start no later
than 8:00 a.m.
1 custodian starts at 6:00
a.m. + 2 porters; start no
later than 8:00 a.m.
1 custodian starts at 6:00
a.m. + 1 porter; start no later
than 8:00 a.m.
PM Shift
2 custodians start at 2:00
p.m. + 1 porter; start no later
than 3:00 p.m.
1 custodian starts at 2:00
p.m. + 2 porters; start no
later than 3:00 p.m.
1 custodian starts at 2:00
p.m. + 1 porter; start no later
than 3:00 p.m.
Weekend
Coverage Level
Full — all priority spaces +
general cleaning
Moderate — priority spaces
+ high-traffic areas
Minimum — non-negotiable
priority spaces only
Lead Required? No No No
2.3 Required Staffing Disclosures in Contractor Work Plan
For each tier priced, the Contractor Work Plan and Exhibit H (Proposed Staffing Plan) must explicitly state:
1. Proposed shift schedule with start and end times for each shift (weekday and weekend)
2. Total number of custodians and porters proposed per shift, per tier
3. Zones and tasks assigned to each shift under that tier
4. Plan for maintaining coverage in the event of unplanned employee absence
5. Justification for crew size
SECTION 3 — SCOPE OF SERVICES BY TIER
The following tables define the minimum cleaning tasks and frequencies for each space type at each service tier. Color coding corresponds to tier: green (Tier 1), yellow (Tier 2), and orange/peach (Tier 3).
Rows marked as Non-Negotiable are required at all tiers and cannot be reduced.
All cleaning and disinfection must comply with applicable OSHA, Cal/OSHA, CDC, and EPA standards.
Refer to Exhibit A (Facility Specification Sheet) for floor-type-specific maintenance requirements. Refer to Exhibit I (Performance Requirements Summary) for the performance standards against which each task will be inspected.
3.1 Priority Spaces — Non-Negotiable Minimums Apply
Priority spaces have City-mandated minimum frequencies that cannot be reduced at any tier. Tier differentiation in this section reflects additional service above the non-negotiable floor. Contractor's Work Plan must demonstrate compliance with the stated minimums at all three tier price points.
Space / Task Tier 1 Full
Service
Tier 2
Standard
Service
Tier 3
Managed
Service
Notes
RESTROOMS (29 TOTAL) — Minimum Twice Daily, Every Day (365 Days) Clean & disinfect toilets, urinals,
sinks, mirrors, and fixtures Twice per shift Twice per shift Once per shift EPA-registered
germicidal
disinfectant
required
Mop floors with germicidal solution Twice per shift Once per shift Once per shift Restock all dispensers (Contractor-
furnished supplies) Non-negotiable — Required across ALL Tiers Once per shift —
Contractor
maintains
adequate on-site
inventory at all
times; supply run-
outs are a
deficiency under
Section 9.3
Empty sanitary receptacles and
replace liners Non-negotiable — Required across ALL Tiers Once per shift Spot clean walls, partitions, stall
doors, kick plates, push plates 3x / week Weekly Bi-weekly Clean and disinfect all dispensers
(soap, paper towel, tissue, seat
cover)
Weekly Bi-weekly Bi-weekly
Dust ceiling vents Weekly Bi-weekly Bi-weekly
Brush down and clean ceramic tile
walls and toilet compartment
partitions
Weekly Bi-weekly Monthly
Pour floor drain deodorizer Weekly Weekly Bi-weekly
Full restroom deep scrub (de-scaling,
heavy disinfection, grout scrubbing) Bi-Monthly Quarterly Semi-Annually Space / Task Tier 1 Full
Service
Tier 2
Standard
Service
Tier 3
Managed
Service
Notes
LOCKER ROOMS & SHOWERS (2) — Minimum Twice Daily, Every Day (365 Days) All standard restroom tasks (sinks,
toilets, mirrors, dispensers, mopping) Non-negotiable — Required across ALL Tiers See Restrooms
table — twice daily
minimum applies
Scrub & disinfect shower stalls, walls,
and floors Weekly Bi-Weekly Monthly
EPA-registered;
mold-prevention
protocol. This is
routine shower
cleaning, not deep
scrub.
Clean & disinfect shower drains Weekly Bi-Weekly Monthly Clean & disinfect benches, locker
exteriors, handles Weekly Weekly Bi-weekly
Shower deep scrub (de-scaling,
grout, showerhead disinfection) Monthly Monthly Bi-Monthly Proposer to
describe
disinfection
standard in Work
Plan
High dusting (vents, ceiling fixtures) Bi-Monthly Bi-Monthly Quarterly
Space / Task Tier 1 Full
Service
Tier 2
Standard
Service
Tier 3
Managed
Service
Notes
RECORDS AREA — Minimum Twice Daily, Every Day (365 Days) | Unescorted Access Mop all hard surface floors Twice per shift Once per shift Once per shift Empty all waste receptacles and
replace liners Non-negotiable — Required across ALL Tiers Once per shift Clean kitchenette area (counters,
sink, surfaces) Non-negotiable — Required across ALL Tiers Once per shift Clean glass surfaces As Needed As Needed As Needed
Dust vents and walls Weekly Bi-weekly Bi-weekly
Space / Task Tier 1 Full
Service
Tier 2
Standard
Service
Tier 3
Managed
Service
Notes
DISPATCH AREA — Minimum Twice Daily, Every Day (365 Days) | Unescorted Access Mop all hard surface floors Non-negotiable — Required across ALL Tiers Once per shift Empty all waste receptacles and
replace liners Non-negotiable — Required across ALL Tiers Once per shift Clean kitchenette area (counters,
sink, surfaces) Non-negotiable — Required across ALL Tiers Once per shift Dust vents and walls Bi-weekly Bi-weekly Bi-weekly
Space / Task Tier 1 Full
Service
Tier 2
Standard
Service
Tier 3
Managed
Service
Notes
BREAK ROOMS & KITCHENETTES — Minimum Twice Daily, Every Day (365 Days) Empty all waste receptacles and
replace liners Non-negotiable — Required across ALL Tiers Once per shift Clean & disinfect countertops, tables,
and sinks Twice per shift Once per shift Once per shift Clean exterior of appliances
(microwave, refrigerator) Non-negotiable — Required across ALL Tiers Once per shift -
Interior cleaning
excluded from
contract scope
Sweep and mop floors Twice per shift Once per shift Once per shift Clean cabinetry exteriors, handles,
and spot clean walls Bi-Weekly Monthly Bi-Monthly
3.2 General Offices, Workstations & Administration Areas
Space / Task Tier 1 Full
Service
Tier 2
Standard
Service
Tier 3
Managed
Service
Notes
Empty & replace all waste receptacle
liners Once per shift Once per shift Daily
Dust mop / sweep hard surface floors Daily Daily 2x / week Damp mop hard surface floors Once per shift Once per shift Daily Vacuum all carpeted areas Daily Daily Daily
Spot clean carpet stains As needed As needed As needed
Notify City PM if
stain is
unremovable
Clean & disinfect high-touch surfaces
(door handles, switches, phones,
keyboards)
Weekly Bi-Weekly Bi-Weekly
EPA-registered
disinfectant
required
Spot clean doors, kick plates, door
frames Weekly Bi-Weekly Bi-Weekly
Dust desks, chairs, furniture surfaces Weekly Bi-weekly Bi-weekly Low dusting (baseboards, sills,
surfaces below 7 ft) Quarterly Quarterly Quarterly
Clean & disinfect drinking fountains, if
present Weekly Weekly Weekly
High dusting (above 7 ft — vents,
fixtures) Quarterly Quarterly Quarterly
Carpet deep cleaning / hot water
extraction
Per
manufacturer's
recommended
maintenance
Per
manufacturer's
recommended
maintenance
Per
manufacturer's
recommended
maintenance
3.3 Lobbies, Public Corridors & Common Areas
Space / Task Tier 1 Full
Service
Tier 2
Standard
Service
Tier 3
Managed
Service
Notes
Sweep / dust mop lobby & corridor
floors
Multiple times
per shift Once per shift Once daily
High-traffic — Tier
1 reflects peak
public hours
Damp mop hard surface floors Once per shift Once per shift Once per shift Terrazzo floor maintenance Per mfr.
protocol
Per mfr.
protocol
Per mfr.
protocol Refer to Exhibit A
Clean & disinfect all entrance doors &
partition glass Once per shift Once per shift Once per shift Remove
fingerprints and
smudges
Clean & disinfect security checkpoint
surfaces Once daily Once daily Once daily
Empty lobby waste receptacles &
replace liners Daily Daily Daily
Clean & disinfect elevator floors,
buttons, handrails Daily Daily Daily
Sweep & disinfect stairwell steps,
landings, handrails Daily Daily 3x / week
Clean & polish stainless steel fixtures
& hardware Daily Daily Daily
Clean walk-off mats and entry rugs Once per shift Once per shift Once per shift Sweep exterior entry steps & adjacent
sidewalks Bi-weekly Bi-weekly Bi-weekly
3.4 Conference & Briefing Rooms
Space / Task Tier 1 Full
Service
Tier 2
Standard
Service
Tier 3
Managed
Service
Notes
Empty waste receptacles & replace
liners Once per shift Once per shift Once per shift
Clean & disinfect tables, chairs, high-
touch surfaces Weekly Weekly Weekly EPA-registered
disinfectant
Vacuum carpet or sweep/mop hard
floors Daily Daily 3x / week
Spot clean doors, glass walls,
partitions As Needed As Needed As Needed
Return furniture to standard
configuration As Needed As Needed As Needed
3.5 Gym / Fitness Area
Space / Task Tier 1 Full
Service
Tier 2
Standard
Service
Tier 3
Managed
Service
Notes
Empty waste receptacles Daily Daily Daily
Wipe down & disinfect all exercise
equipment 3x week 3x / week 2x / week
Use disinfectant
safe for equipment
materials
Sweep & mop all floors Daily Daily Daily
Clean mirrors Daily Daily Daily
3.6 Holding Cells, Booking Area & Sally Port
These spaces are governed by the City Jail Facility Requirements (Section 4). All Section 4 standards apply at all tiers without reduction. No tier differentiation is permitted in this section.
Space / Task Tier 1 Full
Service
Tier 2
Standard
Service
Tier 3
Managed
Service
Notes
Sweep & mop all cell and booking
floors with germicidal solution Non-negotiable — Required across ALL Tiers Per jail schedule — see Section 4
Spray & wipe all walls, surfaces, cell
fixtures with bloodborne-pathogen-
effective disinfectant
Non-negotiable — Required across ALL Tiers
Clean & disinfect all lavatories, toilets,
sinks Non-negotiable — Required across ALL Tiers
Empty all waste receptacles Non-negotiable — Required across ALL Tiers Biohazard / bodily fluid response Non-negotiable — Required across ALL Tiers On-call; see Section 5
Floor waxing / treatment or deep
cleaning Semi-annually — required at all tiers
3.7 Periodic & Specialized Services
Space / Task Tier 1 Full
Service
Tier 2
Standard
Service
Tier 3
Managed
Service
Notes
VCT tile stripping and waxing Quarterly Semi-annually Semi-annually Rubber tile (RFT) maintenance Per mfr.
protocol
Per mfr.
protocol
Per mfr.
protocol Refer to Exhibit A
Polished concrete maintenance Per mfr.
protocol
Per mfr.
protocol
Per mfr.
protocol Refer to Exhibit A
Interior window cleaning Quarterly Semi-annually Annually Restroom & shower deep scrub (de-
scaling, grout) Quarterly Semi-annually Semi-annually
High dusting — building-wide Quarterly Semi-annually Annually Upholstery vacuuming (lobby /
common area) Quarterly Semi-annually Annually
Entry mat deep cleaning Monthly Quarterly Semi-annually Exterior window washing Semi-annually Semi-annually Semi-annually Interior stairwell machine scrub / deep
clean (steps, landings, railings) Quarterly Semi-annually Semi-annually
3.8 Cleaning Task Definitions & Acceptance Standards
The following task definitions and acceptance standards apply to all cleaning tasks in this Work Plan, at all tiers and in all areas of the facility, and establish the criteria against which the City will assess task completion during inspections under Section 9.2 and the deficiency classifications of Section 9.3. These standards supplement — and do not replace — the manufacturer maintenance protocols referenced in Exhibit A; where a manufacturer protocol imposes a more stringent requirement, the more stringent requirement governs. Any item moved to perform a task must be returned to its original location upon completion of the task.
TASK DEFINITION AND ACCEPTANCE STANDARD
Sweeping / Dust Mopping Removal of loose dirt, dust, and debris from hard floors by manual or mechanized means. Standard: Floor is free of loose dirt, grit, lint, dust, and debris, with no buildup in corners, crevices, or under and around furniture and fixtures.
Damp Mopping Use of a properly wrung mop to remove light soil, liquids, or spills not requiring wet mopping. Standard: Floor is free of dirt, debris, liquids, and foreign material;
TASK DEFINITION AND ACCEPTANCE STANDARD
splash marks and water spots are removed from adjacent baseboards, furniture, and fixtures.
Wet Mopping Removal of built-up dirt, soil, or liquids using a clean, mechanically wrung mop and approved solution. Standard: Floor presents a uniform appearance free of dirt, streaks, smudges, and scuff marks reasonably removable by this method, with no solution residue on walls, baseboards, or furniture.
Machine Scrubbing Use of a mechanized scrubber on large hard-floor areas as a more aggressive alternative to wet mopping. Standard: Same acceptance standard as wet mopping, plus removal of surface-level scuff marks.
Stripping & Waxing (VCT) Complete removal of existing floor finish and reapplication per the manufacturer protocol in Exhibit A. Standard: Finish presents a uniform gloss with no discoloration, streaking, or finish buildup at edges; baseboards are free of splash and finish residue.
Burnishing / Buffing Use of a rotary floor machine with an appropriate pad on resilient flooring.
Standard: Floor presents a uniform, high-gloss, clean appearance free of scuffs and heel marks.
Vacuuming Mechanical removal of dust, dirt, and debris from carpet, mats, and upholstery using HEPA-filter equipment (Section 6.2). Standard: Surface is free of dust, dirt, and loose material and left in a lint-free condition; edges and corners are vacuumed with an edging tool as needed.
Carpet Spot Cleaning Prompt removal of spots and stains from carpeted areas using an approved carpet cleaning solution. Standard: No residual stain, ring, or discoloration remains; the affected area is returned to its pre-soiled appearance. Unremovable stains are reported per Section 3.2.
Carpet Extraction / Deep
Cleaning
Hot-water extraction or equivalent deep cleaning performed per the carpet manufacturer's maintenance guide referenced in Exhibit A. Standard: Carpet is uniformly clean and free of embedded soil and detergent residue, with manufacturer moisture and dry-time requirements observed.
Dusting (Low / High) Low dusting covers surfaces at or below 7 feet; high dusting covers surfaces above 7 feet (vents, grilles, fixtures). Devices must capture and remove dust, not displace it. Standard: Surfaces are free of dust, cobwebs, streaks, and smudges.
Disinfection Application of an EPA-registered disinfectant meeting Section 6.3 standards, used per the manufacturer's label. Standard: Disinfectant is applied per label directions, including required contact (dwell) time; surfaces are visibly clean and free of soil film.
Glass & Mirror Cleaning Cleaning of interior glass, partition glass, and mirrors with an approved glass cleaner. Standard: Surfaces are streak-free, smudge-free, and fingerprint-free with a uniformly bright appearance; no residue remains on frames, trim, or sills.
Stainless Steel, Chrome &
Metal Polishing
Cleaning and polishing of metal fixtures and hardware with an appropriate product. Standard: Surfaces present a clean, uniform shine free of soil, marks, smudges, streaks, and water spots.
TASK DEFINITION AND ACCEPTANCE STANDARD
Restroom & Locker Room
Fixtures
Cleaning and disinfection of toilets, urinals, sinks, faucets, partitions, and dispensers. Standard: Fixtures are free of soil, scale, stains, smudges, and odors; porcelain and metal surfaces present a clean, shiny appearance. Graffiti is removed where possible or reported to the City's Project Manager if un- removable.
Shower Cleaning Removal of soap scum, mineral deposits, mold, and mildew from all shower surfaces, including tile, grout, doors, and fixtures, using an approved disinfectant.
Standard: Surfaces are free of soap scum, deposits, mold, mildew, and odors; tile presents a clean, glossy appearance.
Dispenser Servicing Cleaning, disinfection, and restocking of all soap, paper, tissue, and seat-cover dispensers with contractor-furnished consumables (Section 6.1). Standard:
Dispensers are clean and free of smudges and residue, and stocked to reliably dispense product. Inoperable dispensers are reported to the City's Project Manager within the same shift.
Trash & Recycling Receptacle
Servicing
Emptying receptacles, replacing liners, and wiping or disinfecting containers.
Standard: Receptacle interior and exterior are free of stains, debris, and odors, with a correctly sized liner installed.
Policing Pickup of litter, spillages, and improperly discarded materials between scheduled cleanings. Standard: Area is free of visible litter and debris and presents an overall neat, clean appearance.
Walk-Off Mats & Entry Rugs Vacuuming and cleaning of mat surfaces, with mats lifted to clean the flooring beneath. Standard: Mats are free of embedded soil and debris; flooring beneath is clean and dry.
Elevator Cleaning Cleaning and disinfection of cab floors, walls, doors, door tracks, buttons, and handrails. Standard: High-touch surfaces are disinfected; door tracks are free of debris; stainless surfaces meet the metal polishing standard.
Stairwell Cleaning Cleaning of steps, landings, railings, ledges, and stairwell doors per Section 3.3.
Standard: Surfaces are free of dirt, debris, and spills; handrails are disinfected; no soil buildup remains at step edges, corners, or landings.
Wall & Door Spot Cleaning Removal of fingerprints, scuffs, and marks from walls, doors, frames, kick plates, and switch plates. Standard: Surfaces are free of removable marks, with no damage to paint or finish.
Drinking Fountains Cleaning and disinfection of basins, bubblers, and push plates. Standard: Fixtures are free of water spots, stains, smudges, and mineral buildup, and polished per the metal standard.
Biohazard / Bodily Fluid
Cleanup
Containment, cleaning, disinfection, and disposal performed per OSHA’s Bloodborne Pathogens Standard (29 CFR 1910.1030) and Cal/OSHA 8 CCR 5193, using required PPE and approved disinfectants. Standard: Contaminated materials are contained and disposed of per regulation; the area is cleaned, disinfected, and returned to a safe, usable condition.
SECTION 4 — CITY JAIL FACILITY REQUIREMENTS
The City Jail Facility is located within the Public Safety Building and operates under standards that supersede the general tier framework. These requirements apply identically across Tier 1, Tier 2, and Tier
3. The contractor must assign a consistent, dedicated crew to this area for security continuity purposes.
Requirement Standard — Applies at All Tiers
Weekday Cleaning Frequency Twice per day — at approximately 9:00 a.m. and 6:00 p.m. City is flexible on specific times.
Weekend Cleaning Frequency Once per day — at approximately 9:00 a.m. City is flexible on specific time.
Wall, Floor & Lavatories
Disinfection
Sweep & mop all cell and booking floors with germicidal solution. Clean & disinfect all lavatories, toilets, and sinks. Empty all waste receptacles. All walls must be sprayed and wiped down with an EPA-registered disinfectant effective against HIV, Hepatitis C, and bloodborne pathogens at every cleaning visit.
Booking Areas & Breakrooms Cleaning and wiping down of intake desks and breakrooms Hazmat / Bodily Fluid Response
Contractor must respond to bodily fluid and waste cleanup incidents at any time of day or night. Response time requirements are specified in Section
5. Floor Waxing / Treatment or Deep
Cleaning Semi-annually (every six months).
Crew Consistency The same crew or individual must be assigned to the jail facility at all times to avoid repeated security clearances.
Cleaning Product Flexibility
The City reserves the right to require alternative products at any time.
Contractor must be prepared to accommodate. Currently approved products can be shared upon request.
24/7 Supervisory Contact
A supervisory contact reachable 24/7 is required. First point of contact for after-hours issues is the on-duty shift Lead; escalate to the Contractor Project Manager as needed.
SECTION 5 — ON-CALL & EMERGENCY SERVICES
On-call services are separate from and in addition to regularly scheduled custodial shifts. These requirements apply at all three service tiers without reduction. Proposers must provide separate pricing for each on -call category as standalone line items in the Cost Proposal (Exhibit C) or t he proposal will be deemed as non - responsive.
5.1 After-Hours On-Call Custodial Service
Covers non-emergency, unscheduled custodial needs arising outside of regular scheduled shifts. Standard custodial personnel, standard materials, and an hourly rate per custodian deployed. Priced as an hourly rate per custodian as a standalone line item in Exhibit C.
5.2 After-Hours On-Call Biohazard / Hazmat Response
Covers response to bodily fluid incidents, bloodborne pathogen exposure events, and biohazard cond itions anywhere in the facility — not limited to the jail or booking area. Contractor must supply all biohazard kits, Cal/OSHA-compliant PPE, and proper hazardous waste disposal. Personnel must hold current OSHA Bloodborne Pathogens Standard (29 CFR 1910.1030) training. Priced as an itemized per-incident response rate as a standalone line item in Exhibit C.
5.3 Response Time Standards — All Tiers
Milestone Requirement Standard
30 Minutes Acknowledgment & ETA
Contractor must acknowledge the call and
provide a confirmed ETA to the City's
designated contact within 30 minutes of
initial notification.
60 Minutes On-Site Response
Contractor must be on-site and actively
responding within 60 minutes of initial
notification.
5.4 Restricted Area On-Call / Special Request Services
Cleaning of Highest Restriction areas (Armory, SWAT, Property & Evidence, IT/Network Closets, IT Server Rooms) occurs on an as-needed, coordinated basis only — not as part of any scheduled tier. Requirements:
• Sworn officer or civilian escort required at all times — no unescorted access under any circumstances
• Scheduling must be coordinated with PD and City's Project Manager in advance • Contractor must provide hourly pricing for each restricted area as individual line items in Exhibit C (Cost Proposal)
• No aerosol, VOC-heavy, or strongly scented products may be used in IT/Server/Evidence areas
SECTION 6 — SUPPLIES, EQUIPMENT & CLEANING MATERIALS
6.1 Contractor Furnished Consumable Supplies
The Contractor furnishes all consumable restroom and breakroom supplies at all service tiers, including at minimum: roll and multi-fold paper towels, liquid and foam hand soap, toilet paper, toilet seat covers, sanitary receptacle liners, and all trash and recycling line rs. All consumable products must be compatible with the dispenser systems installed at the facility and are subject to City pre-approval. The City reserves the right to reject any consumable product that does not meet reasonable quality expectations or tha t damages or is incompatible with installed dispensers.
Contractor must maintain adequate on -site inventory of all consumables at all times and restock all dispensers at each cleaning per Section 1.2. Failure to keep dispensers stocked is a deficiency subj ect to classification and correction under Section 9.3.
All consumable supply costs must be included in the monthly tier pricing submitted in Exhibit C (Cost Proposal and Tiered Pricing Schedule). Consumables are not separately reimbursable, and no pass -through or supplemental billing for consumable supplies is permitted.
NOTE: Consumable product substitutions after contract commencement require prior written approval from the City's Project Manager.
6.2 Contractor Furnished Equipment & Chemicals
Contractor provides all cleaning equipment, tools, and chemicals required at all tiers. Contractor personnel have access to designated custodial closets for secure on-site storage. Equipment must be appropriate for all floor types in the facility (VCT, terrazzo, RFT, polished concrete — refer to Exhibit A).
Required contractor-furnished items include, at minimum: mops, mop buckets, brooms, dust mops, HEPA - filter vacuums for all areas, auto-scrubbers and floor buffers appropriate to each floor type, microfiber cloths and scrub pads, all approved cleaning chemicals and disinfectants, biohazard response kits and PPE, and properly labeled secondary containers per Cal/OSHA Hazard Communication Standard (8 CCR 5194; 29 CFR 1910.1200).
6.3 Chemical Product Standards
1. All disinfectants for high-touch surfaces and detention/booking/jail areas must be EPA-registered and effective against viral and bacterial pathogens including HIV and Hepatitis C.
2. Aerosol air fresheners, strongly scented products, and high-VOC cleaning agents are prohibited in evidence storage, property rooms, and IT/server room areas.
3. All cleaning materials and supplies are subject to City approval. The City reserves the right to prohibit use of any product at any time during the contract term.
Chemical Pre-Approval Requirement
Prior to contract commencement, Contractor must submit a complete Chemical Product List identifying each product by name, manufacturer, intended use, and applicable facility area. A current Safety Data Sheet (SDS) must be maintained on file for each product and posted in each custodial closet per Cal/OSHA 8 CCR 5194; 29 CFR 1910.1200. Any mid-contract product substitution requires prior written authorization from the City's Project Manager.
SECTION 7 — SECURITY & ACCESS PROTOCOLS
The Public Safety Building is a sworn law enforcement facility operating under Police Department jurisdiction. All security requirements in this section apply identically across all service tiers and are not subject to any reduction based on tier selection. The full Safety Standards & Protocols document is incorporated as Exhibit B to this RFP and may be found on the City’s PlanetBids portal under the “Documents” tab.
7.1 Personnel Vetting Requirements
Requirement Standard
Background Check
Comprehensive national criminal history check administered by a GGPD- approved third-party vendor. All fees are the contractor's sole responsibility regardless of outcome.
Disqualifying Offenses
See Exhibit B, Section 1. Automatic disqualifications include: felony convictions, sex offense convictions, high-grade misdemeanors, misdemeanor theft, dishonorable military discharge, DUI/reckless driving within past 7 years, habitual illegal drug use.
CJIS Security Awareness
Training
Required before first day of service. Proof of completion submitted to City Project Manager.
Employment Verification 5-year lookback on prior employment history.
Form I-9 / Work Authorization USCIS Form I-9 required for every employee.
TB Testing Annual tuberculosis test; written proof submitted to City Contract Manager.
Drug Screening Pre-employment and reasonable-suspicion testing required.
Timing
Once at hire and for any new employee added mid-contract. No annual re- verification required. GGPD will be automatically notified if a contractor employee is arrested during the contract term.
7.2 Access Zone Classifications
Zone Areas Included Custodial Protocol
Unrestricted —
Unaccompanied Access
Lobbies, public corridors, common
areas, break rooms,
conference/briefing rooms, open office
areas, restrooms, locker rooms,
records area, dispatch area, parking
garage
Regular cleaning per approved
Contractor Work Plan; no escort
required
Highest Restriction —
Escorted Access Only
Armory, SWAT, Property & Evidence,
IT/Network Closets, IT Server Rooms,
Jail/Booking Area
Sworn officer or civilian escort required
at all times. As-needed basis only.
Advanced scheduling required. For
Jail/Booking Area cleaning
requirements, refer to Section 3.6
(above).
7.3 Key Card, Uniform & General Security Conduct
The following requirements apply to all contractor personnel at all tiers:
• Keycards are programmed to each employee's authorized zones only; keycards may not be duplicated or shared
• Lost or missing keycards must be reported immediately; reprogramming costs are the contractor's sole responsibility
• Electronic access records are subject to GGPD audit at any time without prior notice • All contractor employees must wear a company-logo uniform approved in writing by PD prior to contract start
• Company-issued photo ID badge must be displayed at all times while on City property • All doors must remain locked at all times; propping doors open is prohibited • Contractor employees must enter and exit only through designated access points • All contractor personnel must sign the Confidentiality Agreement (Exhibit E) before first day of service
SECTION 8 — PARKING STRUCTURE SERVICES
The parking structure is included in this contract scope and is priced as a standalone section i n Exhibit C (Cost Proposal). Proposers must verify parking structure dimensions during the Mandatory Facility Tour and are responsible for their own field measurements. Parking structure services are not tiered — the minimum requirements below apply regardless of which tier is awarded for the building interior. The use of porter(s) is acceptable for this service.
Parking Structure Overview
Attribute Detail
Total Square Footage 129,400 sq. ft. (gross)
Number of Floors 4 stories
Anticipated Opening July 2026
Primary Users Public safety personnel and City staff
Elevators 1 confirmed passenger elevator
Stairwells 2 confirmed stairwells
Restrooms None — not included in building program
Lobby / Interior Spaces None — parking decks, stairwells, and elevator only
Task Frequency Applies To Notes
Power sweeping of all driving lanes and
parking areas Weekly All levels
Emptying of all trash receptacles and
changing out trash liners As Needed All levels
Spot litter pickup and debris removal As Needed All levels Clean stairwells within parking structure Weekly All stairwells Clean elevator cab, doors, call buttons, and
handrails Weekly Passenger elevator
Pressure wash driving lanes and stairwells
(quarterly deep clean) Quarterly All levels Proposer to describe method in Work Plan
Inspect and report drainage issues or
standing water As Needed All levels Report to City PM in writing
Proposers must include the following as separate standalone line items in Exhibit C (Cost Proposal): (1) monthly cost for weekly power sweeping; (2) monthly cost for custodian/porter service, including proposed daily hours; (3) per-event cost for quarterly deep cleaning.
SECTION 9 — QUALITY CONTROL
The City's Public Works Custodial Supervisor will conduct formal performance assessments. Evaluation results will inform contract renewal decisions, scope adjustments, and any tier upgrade or downgrade requests. Contractor performance will be assessed against the tier in effect at the time of each inspection — not against a higher tier. All performance standards referenced in this section are further defined in Exhibit I (Performance Requirements Summary). Deficiencies are assessed against the cleaning task definitions and acceptance standards in Section 3.8 and the minimum frequencies of Section 3 for the tier in effect.
9.1 Contractor Quality Control Program
Contractor must submit a Quality Control Program (QCP) for each tier as part of their Proposal. The QCP must describe: (1) how the Lead Custodian will verify task completion each shift; (2) how the Contractor Project Manager will conduct internal checks; (3) how the contractor will self-identify and correct deficiencies before City inspection; (4) the recordkeeping system for completed tasks, incidents, and corrective actions; and (5) the communication protocol for reporting problems to the City's Project Manager.
9.2 City Inspection Schedule
Type Description Frequency
Formal Shift Inspection
City Supervisor reviews completed tasks against the
approved Work Plan for the contracted tier. Documents
findings using the standardized inspection checklist
from Exhibit I. Includes Lead Custodian sign-off. May be announced or unannounced.
1–3 times per week, or as-
needed by City
Monthly Scored Audit
Comprehensive scored inspection covering all space
types and service categories. Results compiled into a
Monthly Performance Report shared with Police
Department and City management. Contractor Project
Manager will be invited to attend.
Once per month
9.3 Deficiency Classification & Corrective Action Timeframes
Classification Definition & Examples Required Correction MINOR
Routine task not completed per schedule.
Examples: missed trash liner, surface not
wiped, supply not restocked, missed
vacuuming in an office area.
Corrected within 24 hours of written
notification
SIGNIFICANT
Failure to meet required standards in a priority
space, or 3+ recurring minor deficiencies of the
same type within any 30-day period.
Examples: restroom not cleaned per minimum
frequency, locker room floors not mopped,
dispatch kitchenette uncleaned.
Corrected within 4 hours of written
notification
EMERGENCY /
BIOHAZARD
Any condition presenting an immediate health,
safety, or biohazard risk. Examples: bodily fluid
left uncontained, biohazard material not
cleaned following an incident, sewage backup
not reported.
On-call response: 30-min
acknowledgment / 60-min on-site
(Section 5.3)
9.4 Consequences of Non-Performance
1. Written Contract Discrepancy Report (CDR) issued to the Contractor's Project Manager
2. Withholding or pro-rata deduction from monthly payment for work not performed or deficiencies not corrected within required timeframes
3. Immediate removal and replacement of any contractor employee whose conduct or performance is unsatisfactory
4. Contract termination in the event of repeated material non-performance
9.5 Daily Shift Completion Logs
Contractor must maintain a shift completion log for every shift at the PSB, signed by the on -duty Lead Custodian (weekdays) or on-duty custodian (weekends), and made available to the City's Project Manager upon request. Each log must record: date and shift, names of all personnel on duty, areas serviced and tasks completed, incidents or damage reported, and any areas deferr ed with the reason stated. The Daily Shift Completion Log can be found on the City’s PlanetBids portal under the “Documents” tab.
SECTION 10 — CONTRACTOR WORK PLAN: REQUIRED PROPOSAL
CONTENT
Each proposer must submit a Contractor Work Plan as part of their Proposal. The Work Plan is a critical evaluation element and is scored as part of the proposal evaluation process. Proposals that do not include a complete Work Plan addressing all items below will be deemed non-responsive.
IMPORTANT: The Contractor Work Plan must address all seven sections below for each of the three service tiers. A single Work Plan covering only one or two tiers is insufficient and will render the proposal non-responsive. The Work Plan must be submitted in conjunction with the required forms listed under each subsection below.
10.1 Staffing Plan — Exhibit H Required
Complete and submit Exhibit H (Proposed Staffing Plan) for each tier. This document can be found on the City’s PlanetBids portal under the “Documents” tab. The staffing plan must include:
• Proposed shift schedule with start and end times for each shift — weekday and weekend — at each tier
• Total custodians and porters proposed per shift, per tier • Names and qualifications of proposed Lead Custodians and Contractor Project Manager • Crew size justification
• Substitute coverage plan for unplanned absences
10.2 Tiered Pricing — Exhibit C Required
Complete and submit Exhibit C (Cost Proposal and Tiered Pricing Schedule) for all three tiers. This document can be found on the City’s PlanetBids portal under the “Documents” tab. Exhibit C must include:
• Fully priced monthly cost for Tier 1, Tier 2, and Tier 3 base services • Separate line items for on-call custodial services (hourly rate) • Separate line items for on-call biohazard / hazmat response (per-incident rate) • Separate line items for restricted area special request services (hourly rate per area) • Separate line items for parking structure services (sweeping, porter service, quarterly deep clean) • Confirmation that all consumable supply costs (Section 6.1) are included in the monthly tier pricing for each tier — no separate consumables line item or pass-through billing is permitted
10.3 Cleaning Plan by Zone and Tier
The Work Plan narrative must describe:
• Detailed cleaning tasks, methods, and frequencies for each space type at each tier, consistent with Section 3
• Explicit identification of which spaces and tasks are covered in scheduled shifts versus on-call / special request services, per tier
• Floor care methods for each floor type present (VCT, terrazzo, RFT, polished concrete) — reference Exhibit A
10.4 Security & Background Compliance Plan — Exhibit E Required
The Work Plan must describe the contractor's vetting and compliance approach. All contractor employees must execute Exhibit E (Contractor Employee Acknowledgement / Confidentiality Agreement) before their first day of service. The compliance plan must include:
• Name of proposed third-party background check vendor (subject to GGPD pre-approval) • Proposed timeline for completing all pre-employment vetting before contract start date • Description of the contractor's CJIS Security Awareness Training program or training vendor
10.5 Chemical Product List
Submit a preliminary Chemical Product List identifying each product by name, manufacturer, intended use, and applicable area. The final Chemical Product List is subject to City approval prior to contra ct commencement.
10.6 On-Call Response Plan
The Work Plan must describe:
• How the contractor will fulfill on-call custodial service requirements at all tiers (see Section 5.1) • Biohazard/hazmat response capability: biohazard kit contents, staff training records, waste disposal procedures (see Section 5.2)
• On-call notification contact protocol (who, how, what number — 24/7)
10.7 Qualifications, Experience & Quality Control — Exhibit G Required
Complete and submit Exhibit G (Proposer References — Qualifications Form). This document can be found on the City’s PlanetBids portal under the “Documents” tab. The qualifications submission must demonstrate:
• A minimum of five (5) years of continuous or cumulative experience, within the last seven (7) years, providing custodial services in a public safety facility (active law enforcement, correctional, detention, or similarly security-sensitive governmental facility operating 24/7) • A minimum of three (3) completed reference contracts in Exhibit G, each identifying: client agency name and contact; facility type and address; contract term; approximate gross square footage serviced; and scope of services including any security protocols or restricted-area access requirements
• Proof of active California Janitorial Contractor Registration with the California Labor Commissioner pursuant to the Property Service Workers Protection Act (California Labor Code §1420 et seq.) • Proposer may not use subcontractor experience to satisfy the public safety facility experience requirement
The Quality Control Program (QCP) must be included in the Work Plan per Section 9.1, described separately for each tier.
IMPORTANT NOTICES TO PROPOSERS
Facility Specification Sheet (Exhibit A)
Exhibit A is may be found on the City’s PlanetBids portal under the “Documents” tab and contains confirmed facility data including room inventory, square footage by area, floor types, and manufacturer -required maintenance protocols for each floor type. Proposers must review Exhibit A in full and base all three tier Work Plans and cost estimates on the data contained therein. Proposers are responsible for verifying all field conditions during the Mandatory Facility Tour.
Mandatory Facility Tour
Attendance at the Mandatory Facility Tour is required. Proposers must bring their own PPE: hard hat, safety vest, safety goggles, gloves, and closed-toe shoes. Proposers are encouraged to bring measuring equipment and representatives with direct operational knowledge of custodial work in public safety facilities. A cap on the number of attendees per proposer will be communicated with tour scheduling. Please see additional requirements and information regarding the facility tours on Pages 3-5 of this RFP document.
Questions & Addenda
All questions regarding this Janitorial Work Plan must be submitted in writing through the City’s PlanetBids Q&A portal no later than the written questions deadline specified in the RFP. Responses will be issued via the Q&A portal or via a formal addendum. No oral interpretations will be provided or considered binding.
Required Documents-Must be Included in Proposal Package
The following required documents must be completed and submitted in the proposal package along with all other requirements listed in t his Janitorial Work Plan. Failure to include all required documents that are properly executed may deem the proposal as non-responsive at the discretion of the City.
1. Pages 11-12: Proposal Letter
2. Page 13: Bidder/Contractor Statement
3. Page 14: Statement of Compliance
4. Page 15: Non Collusion Statement
5. Exhibit B - Safety Standards & Protocols
6. Exhibit C -Cost Proposal and Tiered Pricing Schedule
7. Exhibit G -Proposer References & Qualifications Form
8. Exhibit H -Proposed Staffing Plan