CAL-OSHA Janitorial Mailroom and Facilities Training

REQUEST FOR
PROPOSALS
SUPERIOR COURT OF CALIFORNIA
COUNTY OF SANTA CLARA
REGARDING:
Cal/OSHA Janitorial, Mailroom and Facilities Training
RFP 8726C
PROPOSALS DUE:
August 31, 2026 NO LATER THAN 1:00 P.M. PACIFIC TIME
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1.0 BACKGROUND INFORMATION
The Court is seeking a qualified Contractor to provide an online, on-demand safety training
program designed to meet OSHA and Cal/OSHA standards for Janitorial, Mailroom, and
Facilities staff. The program shall consist of self-paced training modules covering a variety of
workplace safety topics. Employees must be able to access and complete the training modules
on demand during their scheduled work hours.
2.0 DESCRIPTION OF SERVICES AND DELIVERABLES
The Contractor shall provide an online, self-paced, on-demand learning platform that includes
training modules covering workplace safety topics applicable to Janitorial, Mailroom, and
Facilities staff. All training content shall comply with applicable OSHA and Cal/OSHA standards
and be developed by certified trainers.
At a minimum, the training library shall include modules covering the following topics:
* Bloodborne Pathogens
* Back Safety and Proper Lifting Techniques
* First Aid
* CPR/AED Awareness
* Earthquake Preparedness
* Fire Extinguisher Safety
* Slips, Trips, and Falls Prevention
* Medical Emergency Response
* Building Evacuation Procedures
* Suspicious Packages and Mail Handling
* Electrical Hazard Awareness
The Contractor may propose additional safety training modules that support the Court's
workplace safety objectives.
The Contractor shall:
* Provide employees with 24/7 access to the online training platform for the duration of
the contract.
* Ensure that training modules are self-paced and available on demand, allowing
employees to complete training as needed during their scheduled work hours.
* Update training content as necessary to reflect changes in OSHA, Cal/OSHA, and other
applicable regulatory requirements.
* Provide administrative access to designated Court personnel to monitor employee
progress and generate reports on training completion and participation.
* Ensure the training platform is compatible with the Court's standard web browsers and
does not require installation of specialized software or hardware.
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3.0 TIMELINE FOR THIS RFP
Court has developed the following list of key events related to this RFP. All dates are subject
to change at the discretion of Court.
EVENT DATE
RFP issued 8/7/2026
Deadline for questions 8/18/2026
Questions and answers posted 8/21/2026
Latest date and time proposal may be submitted 8/31/2026 @ 1:00 pm
Evaluation of proposals (estimate only) 9/8/2026
Notice of Intent to Award (estimate only) 9/14/2026
Negotiations and execution of contract (estimate
9/22/2027
only)
Contract start date (estimate only) 1/1/2027
Contract end date (estimate only) 6/30/2031
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4.0 RFP ATTACHMENTS
The following
attachments are
DESCRIPTION
included as part of this
RFP:
Attachment 1: These rules govern this solicitation.
Administrative Rules
Governing RFPs (Non-
IT Services)
Attachment 2: Court If selected, the person or entity submitting a proposal
Standard Terms and (hereinafter referred to as "Proposer") must sign this Court
Conditions Standard Form agreement (the "Terms and Conditions").
Attachment 3: On this form, Proposer must indicate acceptance of the
Proposer's Acceptance Terms and Conditions or identify exceptions to the Terms
of Terms and and Conditions.
Conditions
Note: A material exception to a Minimum Term will
render a proposal non-responsive.
Attachment 4: General Proposer must complete the General Certifications Form
Certifications Form and submit the completed form with its proposal.
Attachment 5: Darfur Proposer must complete the Darfur Contracting Act
Contracting Act Certification and submit the completed certification with its
Certification proposal.
Attachment 6: Payee This form contains information Court requires in order to
Data Record Form process payments and must be submitted with the
proposal.
For Proposers claiming the DVBE incentive, complete the
DVBE Incentive DVBE Declaration and Bidder Declaration forms to receive
the 3% incentive. See section 13.0.
5.0 PAYMENT INFORMATION
* Payment in full upon completion of training (30 days)
6.0 SUBMISSIONS OF PROPOSALS
6.1 Proposals should provide straightforward, concise information that satisfies the
requirements of the "Proposal Contents" section below. Expensive bindings, color
displays, and the like are not necessary or desired. Emphasis should be placed on
conformity to the RFP's instructions and requirements, and completeness and clarity of
content.
6.2 Proposer must submit its proposal in two parts, the technical proposal and the cost
proposal.
a. Proposer must submit an electronic copy of the technical proposal. The
technical proposal must be signed by an authorized representative of Proposer.
The technical proposal must be submitted to Court (via email to:
solicitationsmailbox@scscourt.org). Proposer must write the RFP title and
number in the subject line of the email.
b. Proposer must submit an electronic copy of the cost proposal. The cost
proposal must be submitted in the same email as the technical proposal above,
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(via email to: solicitationsmailbox@scscourt.org) but should be a separate
attachment from the technical proposal and marked "COST PROPOSAL." The
proposal must be signed by an authorized representative of Proposer.
6.3 Late proposals will not be accepted.
7.0 PROPOSAL CONTENTS
7.1 Technical Proposal: The following information must be included in the technical
proposal. A proposal lacking any of the following information may be deemed non-
responsive.
a. Proposer's name, address, telephone and fax numbers, and federal tax
identification number. If Proposer is a sole proprietor using their social security
number, the social security number does not need to be included but will be
required before finalizing a contract.
b. Name, title, address, telephone number, and email address of the individual
who will act as Proposer's designated representative for purposes of this RFP.
c. For each key staff member: a resume describing the individual's background and
experience, as well as the individual's ability and experience in conducting the
proposed activities.
d. Names, addresses, and telephone numbers of a minimum of three (3) clients for
whom Proposer has conducted similar services. Court may check any and all
references listed by Proposer.
e. Proposed method to complete the work.
* Do your trainers hold real-world field experience in the areas they are teaching.
* Are all your instructors and trainers OSHA compliant.
* How do you handle technical issues or questions from our staff regarding
enrollment, course progression, login and password issues.
* How do you record student scores, completion or progress if they have to stop
mid-course.
* Do you follow any compliance with privacy laws to protect employee records
when submitting personal information.
* Do you off an option to create custom training courses that are court specific.
f. Acceptance of the Terms and Conditions.
(1) On Attachment 3, Proposer must check the appropriate box and sign the form.
If Proposer marks the second box, it must provide the required additional
materials. An "exception" includes any addition, deletion, or other
modification.
(2) If exceptions are identified, Proposer must also submit (i) a red-lined version
of the Terms and Conditions that implements all proposed changes, and (ii) a
written explanation or rationale for each exception and/or proposed change.
(3) Note: A material exception to a Minimum Term will render a proposal
non-responsive.
g. Certifications, Attachments, and other requirements.
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(1) Proposer must complete the General Certifications Form (Attachment 4) and
submit the completed form with its proposal.
(2) Proposer must complete the Darfur Contracting Act Certification (Attachment
5) and submit the completed certification with its proposal.
(3) If Proposer is a California corporation, limited liability company ("LLC"), limited
partnership ("LP"), or limited liability partnership ("LLP"), Proposer must
submit proof that it is in good standing in California. If Proposer is a foreign
corporation, LLC, LP, or LLP, and Proposer conducts or will conduct (if
awarded the contract) intrastate business in California, Proposer must submit
proof that it is qualified to do business and is in good standing in California. If
Proposer is a foreign corporation, LLC, LP, or LLP, and Proposer does not
(and will not if awarded the contract) conduct intrastate business in California,
Proposer must submit proof that it is in good standing in its home jurisdiction.
(4) Copies of Proposer's (and any subcontractors') current business licenses,
professional certifications, or other credentials.
(5) Proof of financial solvency or stability (e.g, balance sheets and income
statements)
7.2 Cost Proposal. The following information must be included in the cost proposal.
a. A detailed line item budget showing total cost of the proposed services.
b. A full explanation of all budget line items in a narrative entitled "Budget
Justification."
c. A "not to exceed" total for all work and expenses payable under the contract, if
awarded.
NOTE: It is unlawful for any person engaged in business within this state to sell or use
any article or product as a "loss leader" as defined in Business and Professions Code
Section 17030.
8.0 OFFER PERIOD
Proposer's proposal is an irrevocable offer for ninety (90) days following the proposal due date.
In the event a final contract has not been awarded within this period, Court reserves the right
to negotiate extensions to this period.
9.0 EVALUATION OF PROPOSALS
At the time proposals are opened, each proposal will be checked for the presence or absence
of the required proposal contents.
Court will evaluate the proposals on a 100 point scale using the criteria set forth in the table
below. The award, if made, will be to the highest-scored proposal.
If a contract will be awarded, Court will post an intent to award notice at www.scscourt.org.
MAXIMUM NUMBER OF
CRITERION
POINTS
Quality of work plan submitted 20
Experience on similar assignments 10
Cost 40
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MAXIMUM NUMBER OF
CRITERION
POINTS
Credentials of staff to be assigned to the project 5
Acceptance of the Terms and Conditions 20
Ability to meet timing requirements to complete the project 5
10.0 INTERVIEWS
Court may conduct interviews with Proposers to clarify aspects set forth in their proposals or to
assist in finalizing the ranking of top-ranked proposals. The interviews may be conducted in
person, by virtual meeting platform, or by phone. If conducted in person, interviews will likely
be held at Court's offices. Court will not reimburse Proposers for any costs incurred in traveling
to or from the interview location. Court will notify eligible Proposers regarding interview
arrangements.
11.0 CONFIDENTIAL OR PROPRIETARY INFORMATION
PROPOSALS ARE SUBJECT TO DISCLOSURE PURSUANT TO APPLICABLE
PROVISIONS OF THE CALIFORNIA PUBLIC CONTRACT CODE AND RULE 10.500 OF
THE CALIFORNIA RULES OF COURT. Court will not disclose (i) social security numbers, or
(ii) balance sheets or income statements submitted by a Proposer that is not a publicly-traded
corporation. All other information in proposals will be disclosed in response to applicable public
records requests. Such disclosure will be made regardless of whether the proposal (or portions
thereof) is marked "confidential," "proprietary," or otherwise, and regardless of any statement
in the proposal (a) purporting to limit Court's right to disclose information in the proposal, or (b)
requiring Court to inform or obtain the consent of the Proposer prior to the disclosure of the
proposal (or portions thereof). Any proposal that is password protected, or contains portions
that are password protected, may be rejected. Proposers are accordingly cautioned not to
include confidential, proprietary, or privileged information in proposals.
12.0 DISABLED VETERAN BUSINESS ENTERPRISE INCENTIVE
A Disabled Veteran Business Enterprise (DVBE) incentive of three percent (3%) is offered to
all DVBE Proposers participating in this solicitation. To apply for the DVBE incentive, Proposers
must complete Attachment 10 (Bidder Declaration form) and Attachment 11 (DVBE Declaration
form). Proposers must submit these forms along with their RFP for review. Proposers can click
on the links above for access to fillable forms, or go to Court's website at
http://www.scscourt.org/general_info/vendors/dvbe.shtml
13.0 PROTESTS
Any protests will be handled in accordance with Chapter 7 of the Judicial Branch Contracting
Manual (see www.courts.ca.gov/documents/jbcl-manual.pdf). Failure of a Proposer to comply
with the protest procedures set forth in that chapter will render a protest inadequate and non-
responsive, and will result in rejection of the protest. The deadline for Court to receive a
solicitation specifications protest is the proposal due date. Protests must be sent to:
solicitationsmailbox@scscourt.org
14.0 GENERATIVE ARTIFICIAL INTELLIGENCE
Definitions:
"Artificial intelligence" or "AI" means technology that enables computers and machines to
reason, learn, and act in a way that would typically require human intelligence.
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"Generative Artificial Intelligence" or "GenAI" means an artificial intelligence system that can
generate derived synthetic content, including text, images, video, audio, code, and data
visualizations, that emulates the structure and characteristics of the system's training data.
14.1 In its proposal, Proposer must notify the Court if Proposer's goods or services contain
or utilize GenAI (or will contain or utilize GenAI), or if GenAI is or will be included in any
services, goods, or deliverables that materially impact:
a. functionality of a Court system (i.e., the work using GenAI could have a
significant, substantial effect on the system's data integrity, availability,
confidentiality, or security, and failure to perform such work in accordance with a
contract could cause major disruptions to Court operations);
b. risks to Court (i.e., the work using GenAI could have a significant, substantial
effect on Court's operations, finances, security, or reputation, and failure to
perform such work in accordance with a contract would constitute a high
likelihood of damage to Court); or
c. contract performance (i.e., when failure to conduct work which uses GenAI in
accordance with a contract would constitute a material breach of contract).
14.2 Proposer's failure to disclose GenAI to Court may result in disqualification (at the Court's
sole discretion), and Court reserves the right to seek any and all relief it may be entitled
to as a result of such non-disclosure.
14.3 Court reserves the right to incorporate GenAI-related provisions into the final contract
and to reject bids/offers that present an unacceptable level of risk to Court, as
determined by Court in its sole discretion.
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ATTACHMENT 1
ADMINISTRATIVE RULES GOVERNING RFPS
(NON-IT SERVICES)
1. COMMUNICATIONS WITH COURT REGARDING THE RFP
Except as specifically addressed elsewhere in the RFP, Proposers must send any
communications regarding the RFP to solicitationsmailbox@scscourt.org (the "Solicitations
Mailbox"). Proposers must include the RFP Number in subject line of any communication.
2. QUESTIONS REGARDING THE RFP
Proposers interested in responding to the RFP may submit questions via email to the Solicitations
Mailbox on procedural matters related to the RFP or requests for clarification or modification of
the RFP no later than the deadline for questions listed in the timeline of the RFP. Once submitted,
questions become part of the procurement file and are subject to disclosure; Proposers are
accordingly cautioned not to include any proprietary or confidential information in questions. If
Proposer is requesting a change, the request must set forth the recommended change and
Proposer's reasons for proposing the change. Questions or requests submitted after the deadline
for questions will not be answered. Without disclosing the source of the question or request, a
copy of the questions and Court's responses will be made available prior to the proposal due
date and time.
3. ERRORS IN THE RFP
3.1 If, before the proposal due date and time listed in the timeline of the RFP, a Proposer
discovers any ambiguity, conflict, discrepancy, omission, or error in the RFP, Proposer must
immediately notify Court via email to the Solicitations Mailbox and request modification or
clarification of the RFP. Without disclosing the source of the request, Court may modify the
RFP before the proposal due date and time by releasing an addendum to the solicitation.
3.2 If a Proposer fails to notify Court of an error in the RFP known to Proposer, or an error that
reasonably should have been known to Proposer, before the proposal due date and time
listed in the timeline of the RFP, Proposer proposes at its own risk. Furthermore, if the
Proposer is awarded the agreement, Proposer will not be entitled to additional compensation
or time by reason of the error or its later correction.
4. ADDENDA
4.1 Court may modify the RFP before the proposal due date and time listed in the timeline of the
RFP by issuing an addendum. It is each Proposer's responsibility to inform itself of any
addendum prior to its submission of a proposal.
4.2 If any Proposer determines that an addendum unnecessarily restricts its ability to propose,
Proposer must immediately notify Court via email to the Solicitations Mailbox no later than
one (1) day following issuance of the addendum.
5. WITHDRAWAL AND RESUBMISSION/MODIFICATION OF PROPOSALS
A Proposer may withdraw its proposal at any time before the deadline for submitting proposals
by notifying Court in writing via email at solicitationsmailbox@scscourt.org of its withdrawal. The
notice must be signed by Proposer. Proposer may thereafter submit a new or modified proposal,
provided that it is received at Court no later than the proposal due date and time listed in the
timeline of the RFP. Modifications offered in any other manner, oral or written, will not be
considered. Proposals cannot be changed or withdrawn after the proposal due date and time
listed in the timeline of the RFP.
6. ERRORS IN THE PROPOSAL
If errors are found in a proposal, Court may reject the proposal; however, Court may, at its sole
option, correct arithmetic or transposition errors or both on the basis that the lowest level of detail
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will prevail in any discrepancy. If these corrections result in significant changes in the amount of
money to be paid to Proposer (if selected for the award of the agreement), Proposer will be
informed of the errors and corrections thereof and will be given the option to abide by the
corrected amount or withdraw the proposal.
7. RIGHT TO REJECT PROPOSALS
7.1 Before the proposal due date and time listed in the timeline of the RFP, Court may cancel
the RFP for any or no reason. After the proposal due date and time listed in the timeline of
the RFP, Court may reject all proposals and cancel the RFP if Court determines that: (i)
the proposals received do not reflect effective competition; (ii) the cost is not reasonable;
(iii) the cost exceeds the amount expected; or (iv) awarding the contract is not in the best
interest of Court.
7.2 Court may or may not waive an immaterial deviation or defect in a proposal. Court's waiver
of an immaterial deviation or defect in no way modifies the RFP or excuses a Proposer from
full compliance with RFP specifications. Until a contract resulting from this RFP is signed,
Court reserves the right to accept or reject any or all of the items in the proposal, to award
the contract in whole or in part and/or negotiate any or all items with individual Proposers if
deemed in Court's best interest. A notice of intent to award does not constitute a contract,
and confers no right of contract on any Proposer.
7.3 Court reserves the right to issue similar RFPs in the future. The RFP is in no way an
agreement, obligation, or contract and in no way is Court or the State of California
responsible for the cost of preparing the proposal.
7.4 Proposers are specifically directed NOT to contact any Court personnel or consultants for
meetings, conferences, or discussions that are related to the RFP at any time between
release of the RFP and any award and execution of a contract. Unauthorized contact with
any Court personnel or consultants may be cause for rejection of Proposer's proposal.
8. EVALUATION PROCESS
8.1 An evaluation team will review all proposals that are received by the appropriate deadline
to determine the extent to which they comply with RFP requirements.
8.2 Proposals that contain false or misleading statements may be rejected if in Court's opinion
the information was intended to mislead the evaluation team regarding a requirement of
the RFP.
8.3 During the evaluation process, Court may require a Proposer's representative to answer
questions with regard to their proposal. Failure of a Proposer to demonstrate that the claims
made in its proposal are in fact true may be sufficient cause for deeming a proposal non-
responsive.
8.4 In the event of a tie, the contract will be awarded to the winner of a single coin toss. The
coin toss will be witnessed by two (2) Court employees. Court will provide notice of the
date and time of the coin toss to the affected Proposers, who may attend the coin toss at
their own expense.
9. DISPOSITION OF MATERIALS
All materials submitted in response to the RFP will become the property of Court and will be
returned only at Court's option and at the expense of Proposer submitting the proposal.
10. PAYMENT
10.1 Payment terms will be specified in any agreement that may ensue as a result of the RFP.
10.2 COURT DOES NOT MAKE ADVANCE PAYMENT FOR SERVICES. Payment is normally
made based upon completion of tasks as provided in the agreement between Court and
the selected Proposer. Court may withhold ten percent (10%) of each invoice until receipt
and acceptance of the final deliverable. The amount of the withhold may depend upon the
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