Recreation and Aquatic Center RFP FY27

REQUEST FOR PROPOSALS
Janitorial Services
Recreation & Aquatic Center (RAC)
MAYOR
Rico E. Medina
CITY COUNCIL
Rico E. Medina, Mayor
Sandy Alvarez, Vice Mayor
Tom Hamilton, Council Member
Michael Salazar, Council Member
Marty Medina, Council Member
CITY MANAGER
Alex D. McIntyre
COMMUNITY SERVICES DEPARTMENT
Travis M. Karlen, Director
Request for Proposals and Notice to Contractors:
ISSUED: APRIL 10, 2026
DUE DATE: MAY 08, 2026, 2:00PM
MAIL PROPOSAL TO: 567 El Camino Real, San Bruno, CA
94066

COMMUNITY SERVICES DEPARTMENT
REQUEST FOR PROPOSAL
RECREATION AND AQUATIC CENTER JANITORIAL SERVICES
Table of Contents
I. NOTICE INVITING PROPOSALS .................................................................................. 3
II. FACILITY OVERVIEW .................................................................................................... 3
III. SCOPE SUMMARY ........................................................................................................ 3
IV. CONTRACT TERM ......................................................................................................... 4
V. INSTRUCTION TO PROPOSERS.................................................................................. 4
VI. RFP IMPORTANT DATES .............................................................................................. 5
VII. PROPOSAL DELIVERY & CONTENT REQUIREMENTS .............................................. 6
VIII. CONTRACTORS' REQUIREMENTS ............................................................................. 8
IX. RFP EVALUATION PROCESS ..................................................................................... 14
X. SELECTION PROCESS ............................................................................................... 16
XI. GENERAL SERVICE AGREEMENT (CONTRACT) ..................................................... 17
XII. APPENDIXES & ATTACHMENTS ................................................................................ 19
Scope of Work (SOW) ................................................................................................... 20
Scope of Work Acknowledgement ................................................................................. 30
RFP Proposal ................................................................................................................. 31
Proposal Guarantee (Bond) ........................................................................................... 34
Addenda Acknowledgement .......................................................................................... 35
Non-Collusion Affidavit ................................................................................................... 36
General Service Agreement ........................................................................................... 38
RAC Floor Plan .............................................................................................................. 44
RFP Submittal Packet Check List .................................................................................. 43
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COMMUNITY SERVICES DEPARTMENT
REQUEST FOR PROPOSAL
RECREATION AND AQUATIC CENTER JANITORIAL SERVICES
I. NOTICE INVITING PROPOSALS
The City of San Bruno Community Services Department (CITY) requests proposals from
qualified janitorial service providers to perform janitorial and facilitycare services for the
Recreation and Aquatic Center (RAC). The CITY seeks a responsive, experienced
contractor to maintain a clean, safe, sanitary, and welcoming environment across
hightraffic public spaces, including restrooms, locker rooms, fitness areas, classrooms,
and event spaces.
This procurement will be conducted on a bestvalue basis, weighing technical approach,
relevant experience, staffing and supervision, quality assurance, sustainability practices,
and price. Vendors with demonstrated experience at community centers, aquatic facilities,
recreation buildings, or similar hightraffic public venues are invited to submit proposals.
The CITY is committed to equity and inclusion and encourages proposals from businesses
of all sizes, including small, local, minorityowned, and womenowned firms. See Section V
(General Information) for submission instructions, key dates, contact information, and
additional procurement requirements.
II. FACILITY OVERVIEW
The Recreation and Aquatic Center is a year-round, multiuse public facility operated by the
City of San Bruno Community Services Department. The RAC serves residents, program
participants, and community visitors daily and hosts scheduled programs, drop-in use, and
special events.
As a high-traffic complex with diverse activity areas - including aquatics facilities, locker
rooms and showers, restrooms, fitness spaces, classrooms, reception/lobby areas, and
public commons - the RAC requires reliable, professional janitorial services to maintain a
clean, safe, and welcoming environment. This RFP supports the CITY's goal of ensuring
that the facility remains well-maintained and operationally efficient.
III. SCOPE SUMMARY
The full Scope of Work provided in Appendix (A), outlines detailed requirements,
frequencies, and performance standards. Typical tasks include, but are not limited to:
Cleaning and sanitizing restrooms, locker rooms, and high-touch areas
Daily and periodic floor care (hard floor and carpet)
Dusting, wiping, and disinfecting surfaces
Maintaining adequate janitorial supplies and inventory controls
On-call cleaning services
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COMMUNITY SERVICES DEPARTMENT
REQUEST FOR PROPOSAL
RECREATION AND AQUATIC CENTER JANITORIAL SERVICES
IV. CONTRACT TERM
The initial contract term will be one (1) year, with the option for renewal or extension up to
(3) years upon mutual agreement and satisfactory performance. The CITY seeks a
long-term partnership that emphasizing quality, reliability, and continuous improvement.
V. INSTRUCTION TO PROPOSERS
This section provides general instructions and administrative guidance applicable to all
prospective Proposers. It outlines the CITY's expectations for proposal preparation,
communication protocols, and the rules that govern the competitive solicitation process.
Proposers must carefully review all components of this Request for Proposal (RFP),
including all appendices, forms, and referenced documents. Proposals must follow the
formatting, content, and submission requirements outlined in this RFP. Failure to comply
may result in the proposal being deemed non-responsive.
A. PROPOSAL PREPARATION GUIDELINES
Proposals must be prepared clearly, concisely, and in accordance with the structure
outlines in the RFP. All information submitted should be accurate, complete and
relevant to the requested services. Proposers are responsible for ensuring that their
submissions reflect a thorough understanding of the Scope of Work and all contractual
requirements. Documents should be typed, legible and free of unauthorized alterations.
Erasures, interlineations, or corrections must be initialed by the Proposer. Unauthorized
conditions, limitations, or alterations to the proposal documents may result in rejection.
B. SUBMISSION INSTRUCTIONS
Proposals must be submitted by the deadline and to the location specified in the RFP.
Submissions must be sealed, properly labeled, and include all required forms and
documentation. Late proposals will not be accepted. Electronic copies must follow the
format and delivery method identified by the CITY.
C. MODIFICATIONS AND ADDENDA
Any clarifications, change, or addendum to this RFP will be issued in writing by the
CITY. Proposers are responsible for monitoring published addenda and incorporating
them into their proposals.
Oral statements by CITY staff do not modify the RFP. Only written addenda issued by
the CITY are binding. The City will respond in writing and distribute responses to all
known interested Proposers.
D. WITHDRAWAL OR REVISION OF PROPOSALS
A Proposer may withdraw or modify its proposal prior to the submission deadline by
written request signed by the Proposer's authorized representative. Revised proposals
must be submitted before the deadline and clearly marked as revisions.
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COMMUNITY SERVICES DEPARTMENT
REQUEST FOR PROPOSAL
RECREATION AND AQUATIC CENTER JANITORIAL SERVICES
E. PROPOSAL OPENING AND PUBLIC INFORMATION
Proposal contents and evaluations are subject to public records laws. Proposers should
mark confidential or proprietary sections, but the CITY will determine disclosure in
accordance with applicable law.
F. CONFIDENTIALITY
All proposals and accompanying documentation will be treated as confidential by the
CITY. The information provided by vendors will only be used for the purpose of
evaluating the proposals and selecting a vendor for the janitorial services contract.
G. CITY RESERVATIONS AND RIGHTS
The CITY reserves the right to reject any or all proposals, waive minor irregularities, and
cancel or reissue the RFP at its discretion.
H. COSTS OF PREPARATION
The CITY is not responsible for any costs incurred by Proposers in preparing or
submitting proposals, including site visits, meetings, or presentations.
VI. RFP IMPORTANT DATES
Below is the schedule for this RFP process. All dates and times are subject to change at
the CITY's discretion, with notice provided to all known interested Proposers.
DETAILS DATE TIME
RFP Published April 10, 2026
Mandatory Pre-Submittal Meeting
April 22, 2026 10:00 AM
(Site Tour Optional)
Q&A Deadline April 29, 2026 2:00 PM
Proposal Submission Deadline (Local Time) May 08, 2026 2:00 PM
Notice of Intent to Award (NOIA) May 11, 2026 10:00 AM
Deadline to Appeal (from NOIA) May 25, 2026 2:00 PM
Tentative Award of Contract June 09, 2026 10:00 AM
I. CITY CONTACT
RFP CONTACT:
Contact Person: Audrey Afe-Tuufuli, CS Business Manager
Contact Phone: 650-745-1744
Contact Email: csdcontracts@sanbruno.ca.gov
FACILITY/SITE VISITS
Contact Person: Jennifer Wilson, CS Supervisor
Contact Phone: 650-616-7182
Requests Site Visits: jenniferwilson@sanbruno.ca.gov
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COMMUNITY SERVICES DEPARTMENT
REQUEST FOR PROPOSAL
RECREATION AND AQUATIC CENTER JANITORIAL SERVICES
VII. PROPOSAL DELIVERY & CONTENT REQUIREMENTS
Proposers must submit complete, well-organized proposals that comply with all instructions
in this RFP. Proposals that are late, incomplete, or non-compliant may be rejected.
A. RFP DELIVERY
1. Hard-Copy Mailing/Deliver (Required)
Provide one (1) original marked "ORIGINAL"
Provide two (2) copies
Envelope must show Proposer name, return address
Submit proposals in a sealed envelope clearly marked with the Proposers' name,
return address, and the RFP addressed as follows:
RFP Janitorial Services
Recreation and Aquatic Center
City of San Bruno - Community Services Department
567 El Camino Real, San Bruno, CA 94066
c/o Travis Karlen, CSD Director
2. Electronic Copy (Required)
An emailed PDF is required in addition to hard copies. The electronic PDF must be
received by csdcontracts@sanbruno.ca.gov by submission deadline of May 08,
2026 at 2:00PM. If the file(s) exceed the normal file size for an email transit, split
into parts and indicate order (e.g., Part 1 of 2) in subject line and body. The City
recommends a searchable PDF and file name RAC RFP Proposal Part 1
File Format: single PDF
Email Subject: RFP Janitorial Service - Proposal Submission
B. ORGANIZATION AND REQUIRED CONTENTS
Proposals must include all forms and supporting documents listed in the Appendix.
At minimum, include the following sections in the order presented:
1. Proposer Information
Legal Business Name
Mailing Address
Phone Number
Email Address
Primary Contact Person
Business License/FEIN (W9)
2. Required Documents (see Appendix B)
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COMMUNITY SERVICES DEPARTMENT
REQUEST FOR PROPOSAL
RECREATION AND AQUATIC CENTER JANITORIAL SERVICES
C. PROPOSAL OUTLINE
The standardized outline below is established to ensure a fair and efficient evaluation of
proposals. Proposals that do not follow this prescribed sequence may be deemed non-
responsive.
1. Executive Summary
2. Staffing plan - Roles, shift coverage, supervision, percent allocation, key personnel
3. Training & Qualifications - Orientation, Recurrent Training, Certifications,
background checks
4. Cleaning Procedures & Schedules Check - Daily/weekly/monthly/periodic tasks;
area-by-area task matrix; checklists
5. Quality Control & Inspections - Inspection Frequency, sample forms, corrective
actions, KPIs, reporting cadence
6. Equipment & Supplies - List of functions, maintenance/replacement plan,
consumables responsibility
7. Chemicals & Sustainability - Product List with certifications, MSDS/SDS handling,
waste/recycling practices
8. Rental/On-call Service Cleaning - cleaning staff, mobilization, emergency/after-
hours response, escalation protocol
9. Health, Safety, & Infection Control - PPE, OSHA compliance, infection-control
protocols specific to facility areas
10. Transition & Implementation Plan - Mobilization timeline, start-up checklist, site
walk, contingency staffing
11. Innovations & Value-Adds - Technology, process improvements, cost-saving or
sustainability initiatives
12. Experience: List contracts of similar nature and complexity, completed within the
past five (5) years.
13. Resumes of Proposed Key Personnel
14. Certifications: List personnel certifications
C. BALANCED PRICING REQUIREMENTS
The CITY requires transparent and balanced pricing to ensure fair competition and
mitigate potential financial or performance risk. Proposal pricing must:
Reflect reasonable and proportionate costs across all service areas
Avoid unbalanced line-item pricing that could disadvantage the CITY
Include clear explanations for all cost components
Unbalanced or non-transparent pricing may result in disqualification.
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COMMUNITY SERVICES DEPARTMENT
REQUEST FOR PROPOSAL
RECREATION AND AQUATIC CENTER JANITORIAL SERVICES
VIII. CONTRACTORS' REQUIREMENTS
The CITY seeks qualified janitorial service providers with demonstrated experience
maintaining clean, safe, and high-traffic public facilities. To be considered responsive,
Proposers must satisfy the requirements below and provide clear evidence of their
ability to perform the services described in this RFP. Only proposals that demonstrate
full compliance with ALL mandatory requirements below will be considered responsive.
Where requirement is listed as "Mandatory" the proposer must provide the specified
evidence in its proposal.
A. VENDOR EXPERIENCE
1. Experience
Minimum of five (5) consecutive years of janitorial contract experience for public or
high-traffic facilities (e.g., recreation centers, aquatic centers, schools, municipal
buildings). Mandatory.
Evidence: (List of projects: client name, contact, scope, contract value, dates,
and description of comparable work.
Relevant Certifications or Industry Recognition
B. FINANCIAL CAPACITY
Evidence: Most recent two (2) years' audited financial statements or CPA-
prepared statements; letter of credit/line of credit or bank reference.
Mandatory.
C. COMPLIANCE AND LICENSING
Vendors must comply with all applicable federal, state, and local regulations governing
janitorial services. Proposals must include documentation that confirms:
Valid operating licenses and required permits
Compliance with all labor, safety, and environmental regulations.
Required certifications (safety, chemical handling, or industry standards)
Any applicable professional accreditations
Business Registration and ability to obtain a City of San Bruno Business
license if awarded. Mandatory.
Renewal and Compliance: Vendors are responsible for renewing their City of
San Bruno Business License as required by the City of San Bruno's
regulations; including all other licenses and certificates required by this RFP
D. WORKFORCE & STAFFING REQUIREMENTS
Staffing Minimums:
Provide staffing matrix showing number of full-time/part-time personnel,
assigned shifts, and percent allocation to RAC tasks, including on-site
supervisor(s) during service windows. Mandatory
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COMMUNITY SERVICES DEPARTMENT
REQUEST FOR PROPOSAL
RECREATION AND AQUATIC CENTER JANITORIAL SERVICES
Key Personnel:
Identify Project Manager and On-Site Supervisor(s) with resumes. Include
two (2) professional references for each. Mandatory
Background Checks & Screening:
All on-site personnel must pass criminal background checks and drug
screening (per California law). Provide policy summary and a signed
statement committing to submit background check results for proposed staff
prior to mobilization. Mandatory
Training:
Provide orientation and recurrent training program (including infection control,
chemical handling, PPE, and customer service). Include training frequency
and recordkeeping methods. Mandatory
E. WORKFORCE & STAFFING REQUIREMENTS
Equipment & Products:
Provide list of proposed equipment (auto scrubbers, HEPA vacuums,
burnishers) their condition/age, and replacement plan. Confirm that
chemicals meet manufactured and facility finish requirements . Mandatory
Supply Management:
Provide orientation and recurrent training program (including infection control,
chemical handling, PPE, and customer service). Include training frequency
and recordkeeping methods. Mandatory
On-Call & Emergency Response:
Commit to response windows in SOW A2:
o urgent hygiene incidents onsite <60 minutes
o operational spills <90 minutes
o routine unscheduled requests acknowledged <1HR
Provide escalation protocol and on-call roster
F. QUALITY ASSURANCE & PERFORMANCE MANAGEMENT
Q&A Program:
Describe inspection program, KPI monitoring, corrective action process, and
monthly supervisor report content. KPIs must include cleanliness score, on-
call response rate, deficiency closure time, and compliant rate as specified in
SOW A9 . Mandatory
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COMMUNITY SERVICES DEPARTMENT
REQUEST FOR PROPOSAL
RECREATION AND AQUATIC CENTER JANITORIAL SERVICES
Jani Log & Reporting
Commit to using CITY Jani Log daily; describe . Mandatory
Supply Management:
Provide orientation and recurrent training program (including infection control,
chemical handling, PPE, and customer service). Include training frequency
and recordkeeping methods. Mandatory
On-Call & Emergency Response:
Commit to response windows in SOW A2:
o urgent hygiene incidents onsite <60 minutes
o operational spills <90 minutes
o routine unscheduled requests acknowledged <1HR
Provide escalation protocol and on-call roster
Proposers must demonstrate the capacity to perform all tasks described in the Scope of
Work (SOW), including routine, periodic, and specialized cleaning services. Proposals
should clearly describe:
Availability of trained janitorial staff
Ability to accommodate facility's operating hours, post rental cleanings, and
on-call needs
Access to adequate cleaning supplies, equipment, materials, and management
systems.
RFP/Contract. Failure to maintain a valid credentials and licensing may result
in termination of the contract.
Financial Capacity:
Licensing & Registration:
G. INSURANCE REQUIREMENTS
The selected contractor must maintain, at its own expense, the minimum insurance
coverage listed below. The CITY, its elected officials, officers, and employees must be
named as additional insureds on all applicable policies.
Required coverage includes:
a. General Liability Insurance The vendor must carry general liability insurance with
an amount not less than $2,000,000 per occurrence
b. Automobile Liability Insurance in an amount not less than $2,000,000.
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