2026 RFP Citywide Janitorial Services

CITY OF TEMPLE CITY
REQUEST FOR PROPOSALS
For:
CITYWIDE JANITORIAL SERVICES
Proposal Release Date
June 5, 2026
Mandatory Pre-Bid Meeting
June 18, 2026 at 10:00 a.m.
Proposal Submittal Due Date
July 6, 2026 at 10:00 a.m.
Prepared by:
City of Temple City Parks & Recreation Department
10144 Bogue Street
Temple City, CA 91780

CITY OF TEMPLE CITY
NOTICE INVITING REQUEST FOR PROPOSALS (RFP)
FOR
CITYWIDE JANITORIAL SERVICES
NOTICE IS HEREBY GIVEN that the City of Temple City is seeking proposals for Citywide Janitorial
Services for a one year term beginning October 1, 2026 and ending on September 30, 2026.
Interested Contractors are required to attend a MANDATORY PRE-BID MEETING on June 18, 2026,
10:00 a.m. at Live Oak Park Annex Building, 10144 Bogue Street, Temple City, CA, 91780.
The RFP can be obtained at the Temple City Parks & Recreation Department, Live Oak Park Annex
Building, 10144 Bogue Street, Temple City or can printed from the Temple City website at
http://www.ci.temple-city.ca.us/bids.aspx. In order for a bid to be considered valid, the proposer must
attend the MANDATORY PRE-BID MEETING.
Sealed Proposals:
Contractors will deliver two (2) copies and one (1) electronic copy on a memory storage device to the
following address on or before 10:00 am on July 6, 2026 (POSTMARKS WILL NOT BE ACCEPTED):
Temple City Parks & Recreation Department
Live Oak Park Annex Building
10144 Bogue Street, Temple City, CA 91780
Attn: Adam Matsumoto, Parks and Recreation Director
(Staff will evaluate proposals in private; no public opening is required for this proposal.)
This submission shall include the entire Request for Proposals documentation and any amendments
if issued. Proposals received after the above-cited time will be considered a late bid and not accepted.
Please direct all questions, inquires, and comments regarding this RFP only to Parks and Recreation
Director Adam Matsumoto, if necessary, to ensure responsiveness and consistency with the RFP
process.
All questions will be answered in writing via e-mail to all Contractors who attend the MANDATORY
PRE-BID MEETING. The final day to submit questions will be June 23, 2026, 5:00 p.m. All answers
will be in the form of an addendum and will be dispersed by June 25, 2026.
The City of Temple City hereby notifies all bidders that it will affirmatively insure that in any given
agreement entered into pursuant to this advertisement, Disadvantaged Business and Women's
Business Enterprises will be afforded full opportunity to submit bids in response to this invitation and
will not be discriminated against on the grounds of race, creed, color, or national origin in consideration
for an award.
Please note the passage of Measure AA by Temple City voters in November 2016 imposed strict
restrictions related to campaign contributions and gifts to City Council members by contractors and
prospective contractors (see http://templecity.us/MeasureAA . All submitting firms should be aware of
these restrictions.
Adam Matsumoto
Parks & Recreation Director
(626) 285-2171, ext.4505
2

TABLE OF CONTENTS
Section I: Proposal Information for Contractors.................................................... 4
RFP Timeline................................................................................. 4
Scope and Location of Work............................................................. 4
Examination of Contract Document and Work Sites............................... 4
Interpretation of Contract Documents.................................................. 5
Submittal Requirements................................................................... 5
Award of Contracts..........................................................................6
Deliverables Required of Successful Contractor....................................6
Compliance with Applicable Laws...................................................... 6
Permits and Codes..........................................................................6
Disqualification of Contractor.............................................................7
Work Schedule...............................................................................7
Terms of Agreement........................................................................ 7
Pre-Contractual Expense..................................................................7
City of Temple City Business License................................................. 7
Communication with City..................................................................7
Liability and Insurance..................................................................... 8
Indemnification...............................................................................10
Independent Contractor................................................................... 11
Payment....................................................................................... 11
Completing and Signing Forms..........................................................11
Section II: Scope of Work.......................................................................... 12
Section III: Submittals............................................................................... 19
Bid Proposal.................................................................................. 19
Statement of Experience.................................................................. 24
Exceptions to Specifications............................................................. 26
Section IV: Exhibits.................................................................................. 27
Exhibit A - Contract Agreement Template............................................ 28
3

SECTION I
PROPOSAL INFORMATION FOR CONTRACTORS
RFP TIMELINE
The schedule of key milestones related to the City of Temple City Janitorial Services are as
follows:
* Proposal Release Date: June 5, 2026
* Mandatory Pre-Bid Meeting: June 18, 2026, 10:00 a.m.
* Written Questions Submission Deadline: June 23, 2026 5:00 p.m.
* City Response to Written Questions: June 25, 2026
* Proposal Submittal Due Date: July 6, 2026 10:00 a.m.
* Award of Contract (Tentative): August 18, 2026
* First Day of Janitorial Services: October 1, 2026
1. SCOPE AND LOCATION OF WORK
The Citywide Janitorial Services ("Contract") consists of the janitorial maintenance of multiple
facilities within the City of Temple City. The Contractor is responsible to develop a base bid
necessary to maintain the facilities as outlined in this RFP. The bid is to be presented as what
the total cost would be for each site for a 12-month period. The work to be performed under
the Contract consists of the furnishing of all labor, insurance, materials, transportation and
equipment needed to perform per the Scope of Work within this RFP.
2. EXAMINATION OF CONTRACT DOCUMENTS AND WORK SITES
Before submitting a bid, the bidder must (i) examine the Contract Documents thoroughly;
including without limitation the Agreement wherein each of the other Contract Documents is
identified; (ii) visit the sites and the locality where the work is to be performed to familiarize
themselves with local conditions that may in any manner effect the cost, progress or
performance of the work in strict accordance with the Contract Documents; (iii) familiarize
themselves with federal, state and local laws, ordinances, rules and regulations that may in
any manner affect the cost, progress or performance of the work in strict accordance with the
Contract Documents; and (iv) study and carefully correlate bidder's observations with the
Contract Documents.
Reports, if any, of investigations of physical conditions at the work sites or otherwise effecting
cost, progress or performance of the work, which have been relied upon by staff in preparing
the specifications, are identified in the Scope of Work. Before submitting the bid, the bidder
shall, at their own expense, make such additional investigations and tests as the bidder may
deem necessary to determine their bid for performance of the work in strict accordance with
the Contract Documents.
By submitting a bid, the bidder warrants that they have complied with every requirement of
this proposal and that the Contract Documents are sufficient in scope and detail to indicate
and convey understanding of all terms and conditions for performance of the work.
All questions about the meaning or intent of the Contract Documents shall be submitted in
writing to Adam Matsumoto, Parks & Recreation Director, no later than 5:00 p.m. on June 23,
2026.
4

All interpretations shall be issued via written Addendum, which will be posted on the city
website and e-mailed to each bidder whom attended the mandatory pre-bid meeting, but it
shall be the bidder's responsibility to make inquiry as to the Addendum issued. Failure of the
bidder to receive any such Addenda shall not relieve the bidder from any obligation under the
Contractors bid as submitted.
Only interpretations issued by written Addendum will be binding: all such Addendums shall
become part of the Contract Documents. Interpretations issued orally or by any means other
than as specified in this section shall be without legal effect.
3. INTERPRETATION OF CONTRACT DOCUMENTS
No oral representation or interpretations will be made to any Contractor as to the meaning of
the Contract Documents. Requests for interpretation shall be made in writing no later than
June 23, 2026 at 5:00 pm. Interpretations, where necessary, will be made by the City in the
form of an addendum to the Contract Documents and, when issued, will be sent as promptly
as is practical to all parties to whom the RFP documents have been issued. All such addenda
shall become part of the Contract. Requests for information shall be directed to:
City of Temple City
Adam Matsumoto, Parks & Recreation Director
E-mail - amatsumoto@templecityca.gov
It shall also be the Contractor's responsibility to call to the attention of the city any missing
pages in the Contract Documents, including the addendum. These items shall be brought to
the attention of the Project Manager in writing at the above address no later than June 23,
2026 at 5:00 pm.
4. SUBMITTAL REQUIREMENTS
Successful proposals must include:
Bid Proposal
Statement of Experience
Exceptions to Specifications
Proposals must fully address all areas requested, contain complete technical submittals,
references, and data to verify qualifications and experience and include a statement that the
City contract can be executed, and any exceptions. Proposals without complete submittal
data will be considered non-responsive. As part of the technical proposal, Contractors must
evaluate the City's proposal terms and conditions. Any exceptions taken to the proposal
specifications must be listed as a separate item in the Exceptions to Specifications, which is
included in this RFP on page 26.
The City reserves the unilateral right to amend this RFP in writing at any time. The City also
reserves the right to cancel or re-issue the RFP at its sole discretion. Proposers shall respond
to the final written RFP and any exhibits, attachments and amendments. All proposers shall
verify if any addendum for this project has been issued by the City. It is the proposer's
responsibility to ensure that all requirements of contract addendum are included in the
proposer's submittal. Once all the proposals are reviewed and a successful bidder is
determined, the City Clerk will deliver a written Notice of Award to the successful proposer
(Contractor).
5

The City reserves the unilateral right to decline to award the contract to any of the Contractors
submitting proposals. The City reserves the right to reject any and all proposals and the right
to waive minor irregularities in any proposals. Waiver of one irregularity does not constitute
waiver of any other irregularities. The review of all proposals for completeness is expected to
be completed within five (5) business days after bid opening. Overall responsiveness to the
RFP is an important factor in the review process.
Contractors will deliver two (2) copies and one (1) electronic copy on a memory storage
device in a sealed envelope with "Temple City Citywide Janitorial Services Bid" clearly
marked on the outside and must be received by the City no later than 10:00 a.m. on July 6,
2026. Proposals shall be addressed to:
Temple City Parks & Recreation Department
Live Oak Park Annex Building
10144 Bogue Street, Temple City, CA 91780
Attn: Adam Matsumoto, Parks & Recreation Director
Contractors are warned against making erasures or alterations of any kind, without initialing
each and every such change. Proposals that contain erasures or irregularities of any kind,
without such initialing, or omissions, may be rejected. No oral, telegraphic, or telephone
(including facsimile) Proposals or modifications will be considered.
Proposals received after the deadline date will not be accepted. Postmarks will not be
accepted.
5. AWARD OF CONTRACT
All bids, once they are opened and declared, are subject to review, acceptance or rejection
by the City Council for a period not to exceed 60 calendar days. The City reserves the right
to reject any or all bids and waive any irregularities or informalities in any bid.
6. DELIVERABLES REQUIRED OF SUCCESSFUL CONTRACTOR
The successful Contractor(s) shall enter into a Contract Agreement (sample copy in "Exhibit
A") with the City of Temple City and submit the following items within fifteen (15) days of
notice of award:
1. City of Temple City business license.
2. Copy of Insurance documents which shows compliance with the attached
requirements and naming the City of Temple City as an additional ensured.
7. COMPLIANCE WITH APPLICABLE LAWS
All services rendered shall be provided in accordance with all ordinances, resolutions,
statutes, rules, and regulations of the City, and any Federal, State, or local governmental
agency having jurisdiction in effect at the time service is provided. Contractor is responsible
for obtaining all permits and licenses required to perform work such as an encroachment
permit through Caltrans.
8. PERMITS AND CODES
The selected proposer will comply with all laws, codes, rules and regulations of the State,
County, and City applicable to the work to be performed at the City's location(s). The City will
provide permits at no cost to the Contractor.
6

9. DISQUALIFICATION OF CONTRACTOR
If there is a reason to believe that collusion exists among any of the Contractors, none of the
Proposals of the participants in such collusion will be considered, and the City may likewise
elect to reject all Proposals received.
10. WORK SCHEDULE
All contract employees are to adhere to basic standards for working attire including; uniform
shirts with Contractor's name or logo clearly visible at all times when working at all locations,
proper shoes and other gear required by State Safety Regulations. Shirts are to be
maintained in a neat and presentable condition.
The Contractor will be expected to know the streets within the City of Temple City so that
work can be performed independently. Contractor is responsible for (a) having thoroughly
investigated and considered the scope of work to be performed, (b) carefully considering how
the services should be performed, and (c) fully understanding the facilities, difficulties, and
restrictions attending the performance of the services required. Contractor is responsible to
investigate each site and be fully acquainted with the conditions of each site. Should the
Contractor discover any latent or unforeseeable conditions, which will materially affect the
performance of services, Contractor shall immediately inform the City of such fact and shall
not proceed except at Contractor's risk until written instructions are received from the City.
11. TERM OF AGREEMENT
The Agreement awarded to the successful bidder under this Request for Bids shall be for the period
beginning October 1, 2026 and ending on September 30, 2027. The Agreement may be extended
for an additional year up to five (5) years upon the mutual consent of both parties.
12. TERMINATION
The City of Temple City may terminate this agreement at any time during its term, upon thirty (30)
days prior written notice to the other party without further liability of any sort. The Contractor may
terminate this agreement at any time during its term, upon forty-five (45) days prior written notice to
the other party without further liability of any sort.
13. PRE-CONTRACTUAL EXPENSE
The City of Temple City is not responsible for any pre-contractual expense generated due to
the submission of the bid.
14. CITY OF TEMPLE CITY BUSINESS LICENSE
Should the successful bidder not have a Temple City business license, one must be obtained
prior to the commencement of any work.
15. COMMUNICATION WITH CITY
Contractor shall designate one person as the representative of Contractor authorized to act
on its behalf with respect to this specified work. The City of Temple City, through a designated
representative, shall make inspections on a weekly basis, or as often as necessary to ensure
that complete and continuous maintenance is fulfilled. Contractor shall be required to attend
monthly meetings with City staff to review Contractor's performance and the condition of all
maintenance areas. Dates and times of meetings shall be set by the City and the Contractor.
These monthly meetings are not to substitute for Contractor's responsibility to regularly
inspect areas. The Contractor shall submit weekly inspection reports signed by the
7

Contractor's representative that shows that all areas have been inspected that week, which
areas are out of conformance with these specifications and the Contractor's plans for bringing
the areas into specification compliance.
The Contractor shall submit a written report each month stating all contract work completed.
The report shall show the work completed during each week contract work was accomplished,
and shall be submitted with and cover the same work as the Contractor's billing statement for
the previous month's work. The report shall include documentation of irrigation checks and
chemical applications. Failure to submit reports by the tenth (10th) of each month shall result
in the Contractor forfeiting five hundred dollars from any amounts owed by the City.
16. LIABILITY AND INSURANCE
Without limiting Contractor's indemnification of City, and prior to commencement of Work,
Contractor shall obtain, provide and maintain at its own expense during the term of this
Agreement, policies of insurance of the type and amounts indicated below by check marks,
described more fully below, and in a form that is satisfactory to City:
__X___ General liability insurance. Contractor shall maintain commercial general
liability insurance with coverage at least as broad as Insurance Services Office form CG
00 01, in an amount not less than $2,000,000 per occurrence, $4,000,000 general
aggregate, for bodily injury, personal injury, and property damage. The policy must
include contractual liability that has not been amended. Any endorsement restricting
standard ISO "insured contract" language will not be accepted.
__X___ Automobile liability insurance. Contractor shall maintain automobile insurance
at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and
property damage for all activities of the Contractor arising out of or in connection with Work
to be performed under this Agreement, including coverage for any owned, hired, non-
owned or rented vehicles, in an amount not less than $2,000,000 combined single limit for
each accident.
__X___ Workers' compensation insurance. Workers' Compensation as required by the
Labor Code of the State of California of not less than $1,000,000 per occurrence and
Employer's Liability Insurance with limits of at least $1,000,000
Other provisions or requirements for insurance:
Proof of insurance. Contractor shall provide certificates of insurance to City as evidence
of the insurance coverage required herein, along with a waiver of subrogation
endorsement for workers' compensation. Insurance certificates and endorsements must
be approved by City's Risk Manager prior to commencement of performance. Current
certification of insurance shall be kept on file with City at all times during the term of this
contract. City reserves the right to require complete, certified copies of all required
insurance policies, at any time.
Duration of coverage. Contractor shall procure and maintain for the duration of the
contract insurance against claims for injuries to persons or damages to property, which
may arise from or in connection with the performance of the Work hereunder by
Contractor, his agents, representatives, employees or subconsultants.
8

Primary/noncontributing. Coverage provided by Contractor shall be primary and any
insurance or self-insurance procured or maintained by City shall not be required to
contribute with it. The limits of insurance required herein may be satisfied by a combination
of primary and umbrella or excess insurance. Any umbrella or excess insurance shall
contain or be endorsed to contain a provision that such coverage shall also apply on a
primary and non-contributory basis for the benefit of City before the City's own insurance
or self-insurance shall be called upon to protect it as a named insured.
Agency's rights of enforcement. In the event any policy of insurance required under this
Agreement does not comply with these specifications or is canceled and not replaced, City
has the right but not the duty to obtain the insurance it deems necessary and any premium
paid by City will be promptly reimbursed by Contractor or City will withhold amounts
sufficient to pay premium from Contractor payments. In the alternative, City may cancel
this Agreement.
Acceptable insurers. All insurance policies shall be issued by an insurance company
currently authorized by the Insurance Commissioner to transact business of insurance or
is on the List of Approved Surplus Line Insurers in the State of California, with an assigned
policyholders' Rating of A- (or higher) and Financial Size Category Class VII (or larger) in
accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved
by the City's Risk Manager.
Waiver of subrogation. All insurance coverage maintained or procured pursuant to this
Agreement shall be endorsed to waive subrogation against City, its elected or appointed
officers, agents, officials, employees and volunteers or shall specifically allow Contractor
or others providing insurance evidence in compliance with these specifications to waive
their right of recovery prior to a loss. Contractor hereby waives its own right of recovery
against City, and shall require similar written express waivers and insurance clauses from
each of its subconsultants.
Enforcement of contract provisions (non estoppel). Contractor acknowledges and
agrees that any actual or alleged failure on the part of the City to inform Contractor of non-
compliance with any requirement imposes no additional obligations on the City nor does
it waive any rights hereunder.
Requirements not limiting. Requirements of specific coverage features or limits
contained in this Section are not intended as a limitation on coverage, limits or other
requirements, or a waiver of any coverage normally provided by any insurance. Specific
reference to a given coverage feature is for purposes of clarification only as it pertains to
a given issue and is not intended by any party or insured to be all inclusive, or to the
exclusion of other coverage, or a waiver of any type. If the Contractor maintains higher
limits than the minimums shown above, the City requires and shall be entitled to coverage
for the higher limits maintained by the Contractor. Any available insurance proceeds in
excess of the specified minimum limits of insurance and coverage shall be available to the
City.
Notice of cancellation. Contractor agrees to oblige its insurance agent or broker and
insurers to provide to City with a thirty (30) day notice of cancellation (except for
nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for
each required coverage.
9

Additional insured status. General liability policies shall provide or be endorsed to
provide that City and its officers, officials, employees, and agents shall be additional
insureds under such policies. This provision shall also apply to any excess/umbrella
liability policies.
Prohibition of undisclosed coverage limitations. None of the coverages required
herein will be in compliance with these requirements if they include any limiting
endorsement of any kind that has not been first submitted to City and approved of in
writing.
Separation of insureds. A severability of interests provision must apply for all additional
insureds ensuring that Contractor's insurance shall apply separately to each insured
against whom claim is made or suit is brought, except with respect to the insurer's limits
of liability. The policy(ies) shall not contain any cross-liability exclusions.
Pass through clause. Contractor agrees to ensure that its sub-consultants, sub-
contractors, and any other party involved with the project who is brought onto or involved
in the project by Contractor, provide the same minimum insurance coverage and
endorsements required of Contractor. Contractor agrees to monitor and review all such
coverage and assumes all responsibility for ensuring that such coverage is provided in
conformity with the requirements of this section. Contractor agrees that upon request, all
Agreements with consultants, subcontractors, and others engaged in the project will be
submitted to City for review.
Agency's right to revise specifications. The City reserves the right at any time during
the term of the contract to change the amounts and types of insurance required by giving
the Contractor ninety (90) days advance written notice of such change. If such change
results in substantial additional cost to the Contractor, the City and Contractor may
renegotiate Contractor's compensation.
Self-insured retentions. Any self-insured retentions must be declared to and approved
by City. City reserves the right to require that self-insured retentions be eliminated,
lowered, or replaced by a deductible. Self-insurance will not be considered to comply with
these specifications unless approved by City.
Timely notice of claims. Contractor shall give City prompt and timely notice of claims
made or suits instituted that arise out of or result from Contractor's performance under this
Agreement, and that involve or may involve coverage under any of the required liability
policies.
Additional insurance. Contractor shall also procure and maintain, at its own cost and
expense, any additional kinds of insurance, which in its own judgment may be necessary
for its proper protection and prosecution of the Work.
17. INDEMNIFICATION
Contractor shall indemnify, protect, defend and hold harmless City, and any and all of its
employees, officials and agents from and against any liability (including liability for claims,
suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings,
losses, expenses or costs of any kind, whether actual, alleged or threatened, including
attorney's fees and costs, court costs, interest, defense costs, and expert witness fees),
where the same arise out of, are a consequence of, or are in any way attributable to, in whole
or in part, the performance of this Agreement by Consultant or by any individual or entity for
10