Request for Proposals (RFP) – Janitorial Services for the Foster City Community Center

1
August 7, 2026
Dates revised: August 21, 2026
SUBJECT: Request for Proposals (RFP) - Janitorial Services for the Foster City
Community Center
Dear Proposer,
The City of Foster City invites qualified firms to submit proposals to provide
comprehensive janitorial services for the Foster City Community Center in accordance
with the enclosed Request for Proposals (RFP), Scope of Services, and all associated
requirements.
Proposals must be received no later than 4:00 p.m. on Thursday, September 3,
2026. Tuesday, September 15, 2025.
Proposals should be submitted electronically via the link below:
https://form.jotform.com/262184432940153
Questions about proposals should be submitted to:
Yelena Cappello, Principal Management Analyst,
ycappello@fostercity.org
650-286-3569

2
CONTRACT
The initial contract term shall be from October 5, 2026, to October 4, 2028 (or
equivalent of the two years from the date of award). The contract includes 36 months
of contract term extensions by mutual agreement. These extensions may be exercised
in increments from two (2) to twelve (12) months.
The successful proposer will be required to enter into and abide by the terms of the City's
Agreement for Janitorial Services which is included in the Request for Proposal as an
attachment, including all insurance requirements. Proposals are expected to be consistent
with the terms of the Agreement.
PROPOSALS
Each proposer must submit a proposal, incorporating all requirements set forth in this
Request for Proposal. Proposals shall include the following information:
(1) Cover Letter (up to 1 page) containing at a minimum:
a. Company name
b. Contact name, address, phone number, and email address
c. Acknowledgement of receipt of any and all addenda (list number and date of
issuance)
(2) General Information (up to 1 page) containing at a minimum:
a. Description of firm/team
b. Legal company organization; organization chart with names
c. List of applicable licenses
(3) Team Experience & Qualifications
a. Applicant's overall reputation, service capabilities and quality as it relates to
this project.
b. Brief description of each team member's role.
c. A list of other cities and towns in Northern California for which
contracts have been completed or are currently in force, during the past
five (5) years.
d. Proposed sub-consultants and/or subcontractors and the method of sub
consultants/subcontractor selection, if applicable.
e. Current workload and ability to proceed promptly.
f. Willingness to abide by the City's standard form Agreement for Janitorial
Services.
g. Statement that this engagement will not result in a conflict of interest.
h. Relevant factors impacting the quality or value of work.
(4) Include the completed bid proposal forms
Proposals will be evaluated based on the information outlined in this Request for
Proposal. Proposal price alone will not be the sole determining factor in the selection of

3
the contractor for this work. The City will evaluate each of the proposers' qualifications
and references and may conduct interviews with the proposers to provide an opportunity
for proposers to demonstrate their qualifications for the proposed services. From these
processes, the City will select a proposal and negotiate a final fee for the services
delineated in the Scope of Services. The City reserves the right to decide not to conduct
interviews, or to not award a contract to any of the proposers.
The proposer must be ready to execute an Agreement for Janitorial Services within ten
(10) days of award of the contract, complete all required background activities and be
prepared to start work under the contract no later than October 5, 2026 (or date of
award). The proposal submitted in response to this Request for Proposals will be included
as part of the Agreement with the selected proposer.
REQUESTS FOR ADDITIONAL INFORMATION
The City reserves the right to seek clarification or additional information from any vendor
throughout the solicitation process. The City may require a Vendor's representative to
answer questions during the evaluation process with regard to the Vendor's proposal.
Failure of a Vendor to demonstrate that the claims made in its proposal are accurate may
be sufficient cause for deeming a proposal non-responsive.
MANDATORY PRE-BID CONFERENCE MEETING
All proposers are required to schedule a mandatory walk-through of the Community
Center with Building Maintenance staff and Parks and Recreation staff prior to submitting a
proposal. Walk through is tentatively scheduled for August 21 or August 24, subject to
change. Please contact ycappello@fostercity.org to confirm date and time. Walk
Through date: Tuesday, September 1, 2026 at 10:30 AM
SCHEDULE
Mandatory Walk Through - Tentatively scheduled for August 21 or August 24, subject to
change. Please contact ycappello@fostercity.org to confirm date and time. Tuesday,
September 1, 2026 at 10:30 AM. Foster City Community Center, 650 Shell Blvd.
Questions from proposers due - August 27 by 3 pm September 3, 2026 by 3pm (email
questions to Yelena Cappello, ycappello@fostercity.org)
Responses from City to questions due - August 31 September 9, 2026
Proposals due - Thursday, September 3 Tuesday September 15, 2026 by 4 pm
City Council meeting to award contract (tentative)- October 5 or October 19. This date is
subject to change.
Enclosures:
(1) Request for Proposal
(2) Attachment A - City of Foster City Janitorial Services Scope of Work and Detailed
Janitorial Performance Standards
(3) Attachment B - Agreement Template
(4) Attachment C - Proposal Bid Forms
Pricing Form
Proposer References
Authorization to Release Performance Information and Waiver
Certificate of Insurability
Contract Review Statement

4
COUNTY OF SAN MATEO, CALIFORNIA
PARKS AND RECREATION DEPARTMENT
BUILDING MAINTENANCE DIVISION
Request for Proposals:
COMMUNITY CENTER JANITORIAL SERVICES
Proposals Due:
September 3, 2026 September 15, 2026 before 4pm
Proposals should be submitted electronically via the link below:
https://form.jotform.com/262184432940153
NOTICE
Mandatory Pre-Bid Walk-Through - Tuesday September 1, 2026 at 10:30 am
Foster City Community Center
650 Shell Blvd, Foster City CA

5
CITY OF FOSTER CITY
REQUEST FOR PROPOSAL
JANITORIAL SERVICES FOR COMMUNITY CENTER
1. DUTY OF CONTRACTOR:
The work covered by these specifications involves janitorial cleaning services for the
Community Center owned by the City of Foster City (CITY) and located at 650 Shell
Boulevard, Foster City California. The selected proposer (CONTRACTOR) will have
the primary responsibility for all cleaning activities, which is more fully detailed in the
Scope of Work herein. The Scope of Work provides a general outline of major tasks
included in the work and shall not be construed to be a complete listing of all cleaning
tasks required to perform the required work to the CITY's standards.
2. HOURS OF SERVICE:
Regular janitorial work is generally to be performed during "non-working hours"
(between 5:00 PM and 6:00 AM) unless more specifically described herein.
CONTRACTOR shall provide emergency response service twenty-four (24) hours
per day. The response time for arrival on site to perform emergency work ordered
by CITY shall be no more than three (3) hours from the CITY's call. Emergency work
will be completed as soon as reasonably possible, given the availability of materials
necessary to remediate the emergency condition.
3. SERVICE SCHEDULE:
CONTRACTOR shall provide regular service according to the following schedule:
a. LOCATION AND SERVICE SCHEDULE
Location Facility Service Notes
Operating Schedule
Hours
Community Center Mon-Th: 8am- 7 days a Two-story building
650 Shell Blvd
8pm Fri-Sat: week consists of
Square Footage: 8am-5pm 10pm- restrooms, offices,
38,748 Sun: Closed to 6am meeting rooms, large
the public, multi-purpose room,
except for
and patio.
approved
rentals The facility hosts
community
programming,
events, meetings
and classes.

6
Community Center weekend hours may vary depending on the facility rental schedule. CITY
staff will provide an event calendar each month.
SUMMARY OF WORK TO BE PERFORMED:
The attached Scope of Services and Detailed Janitorial Performance Standards
is a general summary of the work to be performed and identifies a list of tasks by
space, type, and frequency.
b. CONTRACTOR PROHIBITIONS:
1. Contractor may not store unrinsed or dirty mops or mop buckets in the storage
areas.
2. Contractor may not make unauthorized alterations to the building.
3. Contractor may not use equipment or any portion of the facilities not related
to performance of this Service Schedule.
4. Contractor may not use product(s) that will cause damage to any surfaces
or use any chemicals not approved by CITY.
c. General Provisions Regarding Floor Coverings:
Floor coverings vary. They may include, but are not limited to: carpet, vinyl,
terrazzo, ceramic tile, concrete, and wood floor coverings.
1. CONTRACTOR shall be responsible for performing the prescribed and
appropriate cleaning method for each type of floor covering.
2. A double mop system shall be used. Restroom mops shall be different from
mops used for all other areas.
5. ADDITIONAL SERVICES:
CONTRACTOR, as the provider of janitorial services for CITY, shall provide
additional services as requested by the CITY. CITY shall make such requests for
additional non-emergency services with 48-hour notice. The 48-hour noticing
requirement shall not apply, however, should the CITY determine that the service is
an emergency, and required for public health and safety. In case of an emergency,
CONTRACTOR shall provide service within three (3) hours of notification by CITY.
6. CONTRACTOR STAFFING AND BUILDING ACCESS:
CONTRACTOR shall provide labor, equipment, tools, supplies (unless otherwise
noted), supervision, management, and other resources and services needed to
perform the required work at all times as an independent contractor. CONTRACTOR
and any CONTRACTOR employees or sub-contractors or agents shall not be
considered employees of the CITY.
CONTRACTOR agrees that it will, upon notice, immediately remove any supervisor
or employee who is performing Services in a manner unsatisfactory to CITY.
CONTRACTOR shall not represent that it or its employees are agents or employees
of CITY.

7
CONTRACTOR shall ensure that its personnel are thoroughly trained in and
qualified for the work assigned. Prior to working in any CITY building, personnel shall
have received training in Cal/OSHA's Hazardous Communication Program and
proper bloodborne pathogen procedures using an established program or shall be
immediately supervised by an employee so trained and qualified.
Only assigned personnel will be permitted on CITY premises. A list of employees
and potential employees, which includes dates of birth, social security numbers, and
valid IDs shall be submitted to the CITY. CITY reserves the right to conduct
background checks and reject any proposed employee that represents a liability or
potential liability based on the results of the background check. All CONTRACTOR
employees shall display identification cards or uniform shirts that include their name
and company at all times.
CONTRACTOR'S employees are required to provide service in such a way as to not
interfere with CITY activities. A schedule of CITY activities will be supplied to the
CONTRACTOR monthly or more frequently, as necessary.
CONTRACTOR shall establish and implement methods of ensuring that keys are
not lost or misplaced and are not used by unauthorized persons. No keys shall be
duplicated. Lost keys shall be reported immediately to the CITY. Costs associated
with key replacement and/or re-keying locks because of a lost key will be the sole
responsibility of CONTRACTOR.
7. SUBCONTRACTORS:
CONTRACTOR shall not assign, transfer, or enter into any subcontract under this
Agreement, nor any part thereof, without first obtaining the written consent of the
CITY. Contractor and any approved subcontractors will be expected to comply with
the terms of the Agreement attached to the RFP.
8. MATERIALS:
CITY shall provide CONTRACTOR toilet tissue, paper towels, trash can liners, hand
soap, toilet seat covers, cleaning equipment, and cleaning agents/chemicals. All
cleaning supplies shall be approved by CITY prior to use. CONTRACTOR may
consult with CITY on specific materials currently in use by CITY.
9. STANDARDS OF PERFORMANCE:
CONTRACTOR shall ensure that the building is continually maintained in a manner
consistent with highest industry standards to ensure cleanliness, health, and
sanitation and shall provide regular and systematic inspections by its own

8
supervisory personnel of all premises where services are performed. Written
documentation of inspections must be maintained by CONTRACTOR and may be
reviewed by CITY upon request.
Performance standards shall include, but not be limited to:
1. The absence of litter or undesirable debris;
2. The absence of dust on surfaces;
3. The complete, comprehensive and thorough cleaning of any item, including
corners, inside, outside, top and bottom, under and over all surfaces;
4. The absence of surface marks, spills, spots, soil or other residue;
5. The absences of soil, wax or other buildup;
6. The absence of germs, bacteria, fungus, molds and other sources of infections;
and
7. The immediate reporting to Building Maintenance staff of all problems that
require repair.
See Scope of Services and Detailed Janitorial Performance Standards.
10. RECORD KEEPING:
CONTRACTOR shall document and record all work performed other than daily
services, showing date of performance, area where work was performed, and
percentage of work performed. Records will be made available to the CITY upon
request.
11. COMMUNICATION:
CONTRACTOR shall designate a contact person to be available daily during
business hours, as well as a contact person(s) to be available daily during off-hours
for emergencies.
12. SAFETY; ACCIDENTS; EQUIPMENT SAFETY:
CONTRACTOR shall post proper signage around all maintenance activities and
ensure safe work sites. Restrooms must be closed to the public during maintenance
activities.
Any and all accidents, regardless of how minor, involving another person, private
property, or vehicle, shall be reported immediately to CITY. The CITY shall receive
a copy of any written reports of incidents on CITY property.
CONTRACTOR shall protect public and private utilities from damage, including all
water, sewer, gas, or other conduits, all hydrants, and all other property that could
become damaged during the process of providing these services.

9
13. HOLIDAYS:
Holiday Service Schedule
Routine janitorial services shall not be required on the following City-observed
holidays:
* New Year's Eve
* New Year's Day
* Martin Luther King, Jr. Day
* Presidents' Day
* Memorial Day
* Juneteenth
* Labor Day
* Veterans Day
* Thanksgiving Day
* Day After Thanksgiving
* Christmas Eve
* Christmas Day
Independence Day Exception: Routine janitorial services are not required on
Independence Day, except that the Community Center Restrooms, and all
designated solid waste receptacles shall be serviced to support the City's
Independence Day celebration and related activities.
14. CITY RESPONSIBILITIES:
CITY shall be responsible for the overall management and operation of the facilities
covered under this Agreement.
The City shall furnish and maintain an adequate inventory of consumable restroom
supplies for use by the Contractor, including:
* Toilet tissue
* Paper towels
* Hand soap
* Toilet seat covers
* Trash can liners
The Contractor shall be responsible for replenishing these supplies during the
performance of routine janitorial services using materials furnished by the City.

10
15. CONTRACT TERM:
The initial contract period shall be from October 5, 2026, to October 4, 2028 (or
equivalent of the two years from the date of award). The contract includes 36 months
of contract term extensions by mutual agreement. These extensions may be
exercised in increments from two (2) to twelve (12) months.
16. ATTACHMENTS:
Attachment A - City of Foster City Janitorial Services Scope of Work and Detailed
Janitorial Performance Standards
Attachment B - Template Agreement
Attachment C - Proposal Bid Forms
1. Pricing Bid Form
2. Proposer References
3. Authorization to Release Performance Information and
Waiver
4. Certificate of Insurability
5. Contract Review Statement