RFP 26-24 Janitorial Services

City of Galveston
REQUEST FOR PROPOSAL
Proposal Reference Number: 26-24
Project Title: Janitorial Services
Proposal Closing Date: 10:00 A.M.(CST),October, 29, 2026
Proposals submitted after the above deadline will not be accepted.

KEY EVENTS SCHEDULE
PROJECT NAME: Janitorial Services
ISSUANCE OF RFP September 29, 2026
DEADLINE FOR QUESTIONS: 10:00 A.M., (CST); Thursday ,October 15, 2026
All questions will be answered in the form of an addendum. All
questions related to this RFP are to be directed to the following
link: (QUESTION LINK)
ADDENDA CHECKLIST: CHECK HERE FOR ADDENDUMS
(IF APPLICABLE)
SUBMITTAL DEADLINE: 10:00 A.M., (CST);Thursday, October 29, 2026
SUBMITAL REQUIREMENT: Electronic submittals required.
(SUBMITTAL LINK)
*The file size limit for upload is 250 mb per document. If the
proposal size exceeds the size limit, Proposers are permitted to
breakup the proposal into several documents for upload.
CITY OF GALVESTON
COUNCIL AWARD: A final determination will be made at a future City of Galveston
Council meeting. City of Galveston reserves the right to reject any
and all Request for Proposals and waive any and all formalities and
conditions.
TERM OF SERVICE/PROJECT: An agreement shall be effective upon execution by the COG for three
(3) years, and shall automatically renew for two (2) successive one (1)
year periods under the existing terms and conditions, unless either
party gives the other party written notice of non-renewal at least 30 days
prior to such renewal date.

REQUEST FOR PROPOSAL
TABLE OF CONTENTS
SECTION 1: INTRODUCTION
SECTION 2: NOTICE TO PROPOSER
SECTION 3: SCOPE OF WORK
SECTION 4: PRICING PROPOSAL
SECTION 5: APPENDICES
SECTION 6: PROPOSER'S QUESTIONAIRE
SECTION 7: REFERENCES
SECTION 8: SUBMISSION OF PROPOSER
SECTION 9: PROPOSED SAMPLE AGREEMENT
SECTION 1

INTRODUCTION
1.1 Description of City of Galveston
The City of Galveston ("COG") is an island community with 32-miles of coastline and historic architecture
that more than 50,000 residents call home. We are home to a port, a major medical complex, and two
universities. The City of Galveston employs more than 800 people to provide essential services to our
residents.
The City of Galveston located in Texas is a home rule city, and is governed through a council-manager
form of government.
City of Galveston's web page is located at https://www.galvestontx.gov
1.2 Objective of this Request for Proposal
The City of Galveston ("COG") is soliciting proposals in response to this Request for Proposal, RFP 26-
24 (this "RFP"), from qualified vendors to provide Janitorial Services (the "Services"). The Services are
more specifically described in Section 3 (Scope of Work) of this RFP.
COG reserves the right to award multiple Agreements as a result of this RFP if deemed in the best
interest of COG. COG makes no representations of any kind that an award will be made as a
result of this RFP.
COG is soliciting competitive sealed submissions from vendors having suitable qualifications and
experience providing services in accordance with the terms, conditions and requirements set forth in this
RFP. This RFP provides sufficient information for interested parties to prepare and provide submissions
for consideration by COG.
1.3 Public Information
Proposer is hereby notified that COG strictly adheres to all statutes, court decisions and the opinions of
the Texas Attorney General with respect to disclosure of public information.
COG strictly adheres to the Texas Public Information Act (Texas Government Code Chapter 552.001, et
seq.) and all other governing statutes, regulations, and laws regarding the disclosure of RFP information.
Proposal documents are not available for public inspection until after the Agreement award. If the
proposer has notified COG, in writing, that the proposal document contains trade secrets or confidential
information, COG will generally take reasonable steps to prevent disclosure of such information, in
accordance with the Public Information Act. This is a statement of general policy only, and in no event
shall COG be liable for disclosure of such information by COG in response to a request, regardless of
COG's failure to take any such reasonable steps, even if COG is negligent in failing to do so.
The requirements of Subchapter J, Chapter 552, Government Code, may apply to this solicitation and
the company or vendor agrees that the agreement can be terminated if the company or vendor knowingly
or intentionally fails to comply with a requirement of that chapter. Vendor or company acknowledges that
this solicitation is part of any resulting agreement of the solicitation.
1.4 Type of Agreement
All Proposers are hereby put on notice that if the proposer is awarded an agreement for procurement of
goods or services, COG is entering into that agreement in its governmental capacity, and not a proprietary
capacity.

A award of an agreement to a vendor(s) does not guarantee the vendor(s) that COG shall issue any
Purchase Order(s) for the proposer's goods or services, or guarantee any particular volume use, number,
or sales.
Vendor will be required to enter into an agreement with COG in a form substantially similar to the
Proposed Sample Agreement between COG and vendor (the "Agreement") attached to this RFP in
Section 9 and incorporated for all purposes.
Proposers should be aware that the contents of the successful proposal will become a part of the
subsequent contractual documents. Failure of the proposer to accept this obligation may result in the
cancellation of any award.
By submitting a proposal, proposer further warrants and represents that he/she has become fully
acquainted with the conditions, facts, and circumstances relating to providing the services/products
required under this RFP. The failure or omission of proposer to acquaint himself/herself with existing
conditions, facts, and circumstances, shall in no way relieve him/her of any obligation with respect to
his/her proposal and any ensuing agreement.
Each proposer acknowledges that COG has made a reasonable attempt to provide the proposer with
relevant data. The proposer, therefore, waives any right of voidance of the agreement based upon any
expressed or implied warranty or representation that the pricing or activity data provided discloses all
requirements, risks or exposures known to exist in the provision of the services being requested.
1.5 Clarifications and Interpretations
Proposers shall promptly notify the COG of any omissions, ambiguity, inconsistency, or error that they
may discover upon examination of this RFP. COG shall not be responsible or liable for any errors and/or
misrepresentation that result from the solicitations which are inadvertently incomplete, ambiguous,
inconsistent, or obviously erroneous.
COG may, in its sole discretion, respond in writing to written inquiries concerning this RFP. Only COG's
responses that are made by formal written Addenda will be binding on COG. Any verbal responses,
written interpretations, or clarifications other than addenda to this RFP will be without legal effect. All
addenda issued by COG prior to the submittal deadline will be and are hereby incorporated as a part of
this RFP for all purposes.
Proposers are required to acknowledge receipt of each addendum as specified in this section. The
proposer must acknowledge all addenda by completing, signing, and returning the Addenda Checklist.
The addenda checklist must accompany the proposer's proposal.
Responses to inquiries which directly affect an interpretation or effect a change to this RFP will be issued
in writing by addendum and posted to COG website. All such addenda issued by COG prior to the
submittal deadline shall be considered part of the RFP. COG shall not be bound by any reply to an inquiry
unless such reply is made by such formal written addendum.
1.6 Proposal Evaluation Process
The evaluation of the Proposals shall be based on the requirements and percentages described in
Section 2.2 of this RFP. All properly submitted Proposals will be reviewed, evaluated, and ranked by
COG.
An award of an agreement to provide the goods or services specified herein will be made using
competitive sealed proposals, in accordance with Chapter 252 of the Texas Local Government Code and
with the COG's purchasing policy. All proposals submitted by the submittal deadline, accompanied by
the number of completed and signed originals that are required by this RFP, will be opened publicly to
identify the name of each proposer submitting a proposal. Any proposals that are not submitted by the

submittal date, or that are not accompanied by the number of completed and signed originals by this
RFP, will be rejected by COG as non-responsive due to material failure to comply with advertised
specifications.
If the proposal document is incomplete or otherwise fails to conform to the requirements of the RFP, COG
alone will determine whether the variance is so significant as to render the Proposal non-responsive.
After the opening of the proposals and upon completion of the initial review and evaluation of the
proposals, COG may invite one or more selected proposers to participate in oral presentations. COG will
use commercially reasonable efforts to avoid public disclosure of the contents of a proposal prior to
selection of vendor.
Discussions may not be initiated by proposers. These discussions will be limited to issues and
topics brought forth by the COG. Any attempt by proposer or vendor at deviating from the issues
and topics to discuss other issues and topics concerning the proposal brought forth by the COG
shall be grounds for disqualification. Vendors shall not contact any COG personnel during the
proposal process without the express permission from the COG's Purchasing Manager.
COG may make the selection of vendor on the basis of the proposals initially submitted, without
discussion, clarification, or modification. In the alternative, COG may make the selection of vendor on the
basis of negotiation with any of the proposers. In conducting such negotiations, COG will use
commercially reasonable efforts to avoid disclosing the contents of competing proposals.
At COG's sole option and discretion, COG may discuss and negotiate all elements of the proposals
submitted by selected proposers within a specified competitive range. For purposes of negotiation, COG
may establish, after an initial review of the proposals, a competitive range of acceptable, or potentially
acceptable, proposals composed of the highest rated proposal(s). In that event, COG will defer further
action on proposals not included within the competitive range pending the selection of vendor; provided,
however, COG reserves the right to include additional proposals in the competitive range, if deemed to
be in the best interests of COG.
After submission of a proposal, but before final selection of vendor is made, COG may permit a proposer
to revise its proposal in order to obtain the proposer's best and final offer (BAFO). In that event,
representations made by proposer in its revised proposal, including price and fee quotes, will be binding
on proposer. COG will provide each proposer within the competitive range with an equal opportunity for
discussion and revision of its proposal. COG is not obligated to select the proposer offering the most
attractive economic terms if that proposer is not the most advantageous to COG overall, as determined
by COG.
If only one bid or proposal is received in response to the Request for Proposal/Bid, a detailed cost
proposal may be requested of the single vendor. A cost/price analysis and evaluation and/or audit may
be performed of the cost proposal in order to determine if the price is fair and reasonable.
All correspondence relating to this proposal, from advertisement to award, shall be sent to the COG's
Purchasing Division. All presentations and/or meetings between COG and the vendor relating to this
proposal shall be coordinated by COG Purchasing Division. COG reserves the right to determine which
proposal provides COG with the best value and which will be in the COG's best interest.
COG reserves the right to (a) enter into an agreement for all or any portion of the requirements and
specifications set forth in this RFP with one or more proposers, (b) reject any and all proposals and re-
solicit proposals, or (c) reject any and all proposals and temporarily or permanently abandon this selection
process, if deemed to be in the best interests of COG. Proposer is hereby notified that COG will maintain
in its files concerning this RFP a written record of the basis upon which a selection, if any, is made by
COG.
1.7 COG's Reservation of Rights

COG may evaluate the Proposals based on the anticipated completion of all or any portion of the Project.
COG reserves the right to divide the Project into multiple parts, to reject any and all Proposals and re-
solicit for new Proposals, or to reject any and all Proposals and temporarily or permanently abandon the
Project. COG makes no representations, written or oral, that it will enter into any form of agreement with
any respondent to this RFP for any project and no such representation is intended or should be construed
by the issuance of this RFP. Acceptance of a Proposal for consideration does not waive this reservation
of rights, nor does it imply any obligation by COG.
COG reserves the right to award one agreement for some or all the requirements proposed or award
multiple agreements for various portions of the requirements to different proposers.
If the best proposer's Proposal is significantly unbalanced either in excess of or below reasonable cost
analysis values normally associated with the work, the Proposal will be considered as non-responsive
and will not be considered for award. COG reserves the right to evaluate and determine the next qualified
Proposal for consideration of Award.
1.8 System for Award Management (SAM.GOV)
All vendors contracting with COG may be required to register, or have an active registration with the
System for Award Management (SAM.gov). Registration is free. The System for Award Management
(SAM) is the official registration required prior to bidding on a contract with any federal government
agency, including local governments who receive federal funds. Registration must be completed prior to
contract award by COG Council. Registering online is accomplished on the SAM website here:
https://sam.gov/content/home
1.9 No Reimbursement for Costs
Proposer acknowledges and accepts that any costs incurred from the proposer's participation in this RFP
shall be at the sole risk and responsibility of the proposer. Proposer understands and agrees that (1) this
RFP is a solicitation for proposals and COG has made no representation written or oral that one or more
agreements with COG will be awarded under this RFP; (2) COG issues this RFP predicated on COG's
anticipated requirements for the Services, and COG has made no representation, written or oral, that any
particular scope of services will actually be required by COG; and (3) proposer will bear, as its sole risk
and responsibility, any cost that arises from proposer's preparation of a proposal in response to this RFP.
1.10 RFP Withdrawals and/or Amendments
COG reserves the right to withdraw this RFP for any reason. COG reserves the right to amend any aspect
of this RFP by formal written addendum prior to the Proposal submittal deadline.
1.11 Tax Exempt Status
COG purchases are exempt from State Sales Tax and Federal Excise Tax. Do not include tax in the
proposal. COG will furnish Excise Tax Exemption Certificate upon request.
1.12 Compliance with House Bills 13, 19, 89 and Texas Government Code Chapter 2252, Section
2252.152
COG Requires proposer to verify that they are in-compliance with House Bills and Texas Government
Codes. Refer to Section 5 for these documents
1.13 Proposal Validity Period
Once the submittal deadline has passed, any proposal document shall constitute an irrevocable proposal
to provide the commodities and/or services set forth in the Scope of Services at the price(s) shown in the
proposal document. Such proposal shall be irrevocable until the earlier of the expiration of ninety (90)
days from the submittal deadline, or until an agreement has been awarded by the COG.

1.14 Equal Opportunity Employer
COG is an equal opportunity employer and does not discriminate in awarding agreements or employment
of persons because of their race, sex, age, religion, national origin, veteran, disabled or handicap status
or any other characteristic protected by law. COG requires companies with which it conducts business
to be equal opportunity employers and comply with all applicable federal, state and municipal laws and
regulations regarding contracting and employment practices.
1.15 Conflict of Interest Questionnaire (Form CIQ)
A person or business, and their agents, who seek to contract or enter into an agreement with COG, are
required by Texas Local Government Code, Chapter 176, to file a conflict of interest questionnaire (FORM
CIQ) which is found in Section 5. The form must be filed with the COG Secretary no later than seven (7)
days after the date the person or business begins agreement discussions or negotiations with COG, or
submits an application, response to a request for proposals or proposals, correspondence, or other
writing related to any potential agreement with COG. If no conflict exists, the proposer must mark the
form Not Applicable or NA and return with the proposal packet.
1.16 Disclosure of Interested Parties Form 1295
A person or business, who enters into an agreement with COG, meeting the conditions according to
Texas Local Government Code Sec. 2252.908, is required to file Form 1295 with Texas Ethics
Commission. This form is not required unless there is an agreement between the vendor and the
COG. Do not submit this form unless you receive an award letter from COG.
https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm
1.17 Protest Procedure
Any actual or prospective proposer who is allegedly connected with the solicitation or award of an offer
may protest. The protest will be submitted in writing to the COG's Purchasing Division within three
working days after such aggrieved person knows of, or should have known of the facts giving rise thereto.
If the protest is not resolved by mutual agreement, the Purchasing Division will promptly issue a decision
in writing, via electronic mail, to the protesting person.
i. All protest lodged by potential or actual bidders, contractors or proposers must be made in
writing, via electronic mail, and contain the following information:
a. Name, address and telephone number of the protestor.
b. Identification of the solicitation or agreement number and time.
c. A detailed statement of the protester's legal and factual grounds, including copies of relevant
documents.
d. Identification of the issue(s) to be resolved and statement of what relief is requested.
e. Arguments and authorities in support of the protest.
f. A statement that copies of the protest have been delivered, via electronic mail, to all
interested parties in the invitation to bid or request for proposals process.
ii. In the case of request for proposals, the COG Purchasing Manager shall ask the protester
deliver, via electronic mail, the protest to relevant parties.
1.18 Pursuant to Sec. 2-341 of the COG Code - Declaration of Policy
A. It is the policy of COG to stimulate growth of local minority and women-owned business enterprise
(M/WBE) by encouraging their participation in all phases of its contract and procurement activity and
by affording them the opportunity to compete for all COG contracts. The purpose and objectives of
this article are to:
i. Increase the capacity of local M/WBE's to provide products and services.

ii. Increase the opportunities for local M/WBE's to expand their business with COG and other public
and private sector business entities.
B. Provided, however, nothing herein shall require COG to award contracts for services or procurements
to a M/WBE which is not also the lowest responsive and responsible proposer and otherwise qualified
unless COG may otherwise lawfully award the contract to someone other than the lowest responsive,
responsible proposer.
C. Additionally, COG has a Disadvantaged Business Enterprise, (DBE) program mandated by the US
Department of Transportation, which is part of its M/WBE program.
1.19 Insurance Requirements
Insurance: The proposer, consistent with its status as an independent contractor, shall carry, and shall
require any of its subcontractors to carry, at least the following insurance in such form, with such
companies, and in such amounts (unless otherwise specified in the Scope of Services, Appendix J) as
City may require, naming the City of Galveston as the additional insured:
i. Worker's Compensation and Employer's Liability insurance, including All States
Endorsement, to the extent required by federal law and complying with the laws of the State
of Texas;
ii. Commercial General Liability insurance for at least one million dollars ($1,000,000) on a per
occurrence basis, with a two million ($2,000,000) aggregate. Blanket Contractual Liability,
Broad Form Property Damage, Personal Injury, Completed Operations/Products Liability,
Premises Liability, Medical Payments, and Broad Form General Liability Endorsements;
iii. Comprehensive Automobile Liability insurance covering all owned, non-owned or hired
automobiles to be used by the contractor, with coverage at the minimum State of Texas
requirements;
iv. Professional Liability, Errors and Omissions in an amount to be determined in the Scope of
Services.
Insurance coverage shall be on an "occurrence basis"

SECTION 2
NOTICE TO PROPOSER
2.1 Submittal Deadline
Refer to Key Events Schedule.
2.2 Criteria for Selection
Proposer is encouraged to propose terms and conditions offering the maximum benefit to COG in terms
of:
Scoring Criteria:
2.2.1.1 Cost of Service.................................................................. (50%)
2.2.1.2 Reputation of Offeror/References ........................................ (20%)
2.2.1.3 Experience/Length of time in the Janitorial Services
Industry........................................................................... (20%)
2.2.1.4 Ability to perform the service-Staffing capabilities, quality control. (10%)
An evaluation team from COG will evaluate proposals. The evaluation of proposals and the selection of
vendor will be based on the information provided by proposer in its proposal. COG may give consideration
to additional information, if COG deems such information relevant.