Holding Cells Janitorial Services

REQUEST FOR
PROPOSALS
SUPERIOR COURT OF CALIFORNIA
COUNTY OF SANTA CLARA
REGARDING:
Holding Cells Janitorial Services
RFP 42226C
PROPOSALS DUE:
May 20, 2026 NO LATER THAN 1:00 P.M. PACIFIC TIME
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1.0 BACKGROUND INFORMATION
The Santa Clara Superior Court ("Court") is seeking a qualified janitorial company to provide
janitorial cleaning services for holding cells at five (5) courthouse locations, as well as general
and deep cleaning services as needed for all courthouses listed below:
* Palo Alto Courthouse - 270 Grant Street, Palo Alto, CA (holding cells)
* Hall of Justice East - 191 West Hedding Street, San Jose, CA (holding cells)
* Hall of Justice West - 200 West Hedding Street, San Jose, CA (holding cells)
* Family Justice Center Courthouse - 201 North First Street, San Jose, CA (holding cells)
* Old Courthouse - 161 North First Street, San Jose, CA
* Downtown Superior Court - 191 North First Street, San Jose, CA
* Morgan Hill Courthouse - 301 Diana Avenue, Morgan Hill, CA (holding cells)
* Records Storage Center - 32 Daggett Drive, San Jose, CA
2.0 DESCRIPTION OF SERVICES AND DELIVERABLES
The Santa Clara County Superior Court ("Court") seeks the services of a qualified person or
entity with expertise in cleaning, sanitizing, and detailing all secondary and basement inmate
detention holding cells at the courthouses listed above, Monday through Friday.
The daily shift will be eight (8) hours, from 3:30 p.m. to 12:00 a.m. (midnight). Travel between
courthouses is required daily as part of the assignment. Qualified vendors must provide a
reliable company vehicle for this position. The bid proposal shall include the cost of a
company vehicle and an estimated monthly cost for fuel.
Weekly Cleaning Schedule
Monday
* Hall of Justice East holding cells - disinfect and clean as needed
* Morgan Hill Courthouse - detail, mop, and sweep
Tuesday
* Family Justice Center holding cells - disinfect and clean as needed
* Palo Alto Courthouse - detail, mop, and sweep
Wednesday
* Hall of Justice West holding cells - detail, mop, and sweep
* Morgan Hill Courthouse - disinfect and clean as needed
Thursday
* Hall of Justice East holding cells - detail, mop, and sweep
* Palo Alto Courthouse - disinfect and clean as needed
Friday
* Family Justice Center holding cells - detail, mop, and sweep
* Hall of Justice West holding cells - disinfect and clean as needed
Floor plans of the courthouses and total holding cell counts are provided in Attachments 9
(Purple Highlighted Areas) and 10 of this RFP.
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Qualified vendors may also be called upon, on an as-needed basis, to provide general
cleaning and special deep-cleaning services. Special projects such as floor waxing and deep
cleaning will be quoted based on the scope of work.
The initial contract term will be three (3) years, with two (2) additional one (1) year extension
options
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 42226C
Pre-proposal Conference - MANDATORY 5/1/2026
Deadline for questions 5/8/2026
Questions and answers posted 5/12/2026
Latest date and time proposal may be submitted 5/20/2026 @ 1:00 pm PST
Anticipated interview dates (estimate only) 5/22/2026
Evaluation of proposals (estimate only) 5/26/2026
Notice of Intent to Award (estimate only) 5/27/2026
Negotiations and execution of contract (estimate
6/3/2026
only)
Contract start date (estimate only) 7/1/2026
Contract end date (estimate only) 6/30/2028
4.0 RFP ATTACHMENTS
The following attachments are included as part of this RFP:
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ATTACHMENT DESCRIPTION
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").
The following provisions within the Terms and Conditions
are minimum contract terms and conditions ("Minimum
Terms"): _____.
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.
[Only for solicitations Proposer must complete the Iran Contracting Act
of $1,000,000 or Certification and submit the completed certification with its
more] Attachment 7: proposal.
Iran Contracting Act
Certification
(Only for solicitations Proposer must complete the Unruh Civil Rights Act and
of $100,000, or more) California Fair Employment and Housing Act Certification
Attachment 8: Unruh and submit the completed certification with its proposal.
and FEHA Certification
Attachment 9 Courthouses Holding Cell Floor Plans. Provided at
Mandatory pre-proposal conference.
Attachment 10 Holding Cells Spreadsheet. Provided at Mandatory pre-
proposal conference.
5.0 PAYMENT INFORMATION
The Court will pay monthly invoices.
The Court shall not be charged for the following:
* Sick time, no-shows, vacation, holidays, or Court closure days, including Court-
observed holidays listed below
* Incidentals such as tolls, meals, and parking without advance Court approval
* Any unapproved expenses
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* Holidays:
1. New Year's Day - January 1st
2. Martin Luther King Jr. Day - 3rd Monday in January
3. Lincoln's Birthday - Friday, February 11th
4. President's Day - 3rd Monday in February 21st
5. Cesar Chavez Day - March 31st
6. Memorial Day - Last Monday in May
7. Juneteenth - June 19th
8. Independence Day - July 4th
9. Labor Day - 1st Monday in September
10. Native American Day - 2nd Monday in October
11. Veteran's Day - November 11th
12. Thanksgiving Day - 4th Thursday in November
13. Day After Thanksgiving - 4th Friday in November
14. Christmas Day - December 25th
* Monthly gas costs and company vehicle charges for the holding cell assignment will be
based on an agreed projected cost.
6.0 PRE-PROPOSAL CONFERENCE
Court will hold a Mandatory pre-proposal conference on the date identified in the timeline
above. The pre-proposal conference will start at 9:30 am
* Palo Courthouse at 270 Grant Ave Palo Alto, CA 94306.
* Records Storage Center at 32 Daggett Drive San Jose, CA 95134.
* Hall of Justice East at 190 West Hedding Street San Jose, CA 95110.
* Hall of Justice West at 200 West Hedding Street San Jose, CA 95110.
* Family Justice Center Courthouse at 201 North First Street San Jose, CA 95113.
* Downtown Superior Court at 191 North First Street San Jose, CA 95113.
* Old Courthouse at 161 North First Street San Jose, CA 95113.
* Morgan Hill Courthouse at 301 Diana Ave Morgan Hill, CA 95037.
Attendance at the pre-proposal conference is MANDATORY. Each Proposer must be certain
to check in at the pre-proposal conference, as the attendance list will be used to ascertain
compliance with this requirement. Court will reject a proposal from any Proposer who did not
attend the pre-proposal conference.
7.0 SUBMISSIONS OF PROPOSALS
7.1 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.
7.2 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.
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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,
(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.
7.3 Late proposals will not be accepted.
8.0 PROPOSAL CONTENTS
8.1 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 two (2) clients for
whom Proposer has conducted similar services. Court may check any and all
references listed by Proposer.
e. 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.
f. Certifications, Attachments, and other requirements.
(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
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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).
(6) [for solicitations of $1,000,000 or more] Proposer must complete the Iran
Contracting Act Certification (Attachment 7) and submit the completed
certification with its proposal.
(7) (for solicitations of $100,000 or more) Proposer must complete the Unruh Civil
Rights Act and California Fair Employment and Housing Act Certification
(Attachment 8) and submit the completed certification with its bid.
8.2 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.
9.0 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.
10.0 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.
CRITERION
MAXIMUM NUMBER OF
NOTE: THESE ARE SAMPLE CRITERIA. THE ACTUAL CRITERIA
POINTS
USED SHOULD BE TAILORED TO THE SPECIFIC PROCUREMENT.
Quality of work plan submitted 30
Experience on similar assignments 25
Cost 30
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CRITERION
MAXIMUM NUMBER OF
NOTE: THESE ARE SAMPLE CRITERIA. THE ACTUAL CRITERIA
POINTS
USED SHOULD BE TAILORED TO THE SPECIFIC PROCUREMENT.
Credentials of staff to be assigned to the project 5
Acceptance of the Terms and Conditions 5
Ability to meet timing requirements to complete the project 5
11.0 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.
12.0 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.
13.0 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
14.0 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:
Santa Clara County Superior Court
Attn: Procurement Division
191 North First Street
San Jose, CA 95113
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15.0 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.
"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.
15.1 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).
15.2 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.
15.3 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.
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