HomeMy WebLinkAboutPH-2 - 26-304 - 5. MSA - 6/16/20261
CSS Facility Services-Orange County, Inc.
Form Rev. 04-22-2026
CITY OF COSTA MESA
MAINTENANCE SERVICES AGREEMENT
WITH
CCS FACILITY SERVICES–ORANGE COUNTY, INC.
THIS MAINTENANCE SERVICES AGREEMENT (“Agreement”) is made and entered into
this 1st day of July, 2026 (“Effective Date”), by and between the CITY OF COSTA MESA, a
municipal corporation (“City”), and CCS FACILITY SERVICES–ORANGE COUNTY, INC., a
California corporation (“Contractor”).
W I T N E S S E T H :
A.City proposes to utilize the services of Contractor as an independent contractor to
provide comprehensive janitorial services of City property, as more fully described herein; and
B.Contractor represents that it has the experience and expertise to properly perform
such services and holds all necessary licenses to practice and perform the services; and
C.City and Contractor desire to contract for the services and desire to set forth their
rights, duties and liabilities in connection with the performance of such services; and
D.No official or employee of City has a financial interest, within the provisions of
Sections 1090-1092 of the California Government Code, in the subject matter of this Agreement.
NOW, THEREFORE, for and in consideration of the mutual covenants and conditions
contained herein, the parties hereby agree as follows:
1.0. SERVICES PROVIDED BY CONTRACTOR
1.1. Scope of Services. Contractor shall provide the services described in the City’s
Request for Proposal (“RFP”), attached hereto as Exhibit “A,” and Contractor’s response to City’s
RFP (the “Proposal”) attached hereto as Exhibit “B,” both incorporated herein (the “Services”).
1.2. Prevailing Wage Requirements.
(a)Prevailing Wage Laws. Contractor is aware of the requirements of Chapter
1 (beginning at Section 1720 et seq.) of Part 7 of Division 2 of the California
Labor Code, as well as Title 8, Section 16000 et seq. of the California Code
of Regulations (“Prevailing Wage Laws”), which require the payment of
prevailing wage rates and the performance of other requirements on “public
works” and “maintenance” projects. This project is a “maintenance” project
and requires compliance with the Prevailing Wage Laws. Contractor shall
defend, indemnify and hold the City, its elected officials, officers,
employees and agents free and harmless from any claim or liability arising
out of any failure or alleged failure to comply with the Prevailing Wage
Laws.
(b)Payment of Prevailing Wages. Contractor shall pay the prevailing wage
rates for all work performed under this Agreement. When any craft or
ATTACHMENT 5
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Form Rev. 04-22-2026
classification is omitted from the general prevailing wage determinations,
Contractor shall pay the wage rate of the craft or classification most closely
related to the omitted classification. A copy of the general prevailing wage
rate determination is on file in the Office of the City Clerk and is
incorporated into this Agreement as if fully set forth herein. Contractor shall
post a copy of such wage rates at all times at the project site(s).
(c) Legal Working Day. In accordance with the provisions of Labor Code
Section 1810 et seq., eight (8) hours is the legal working day. Contractor
and any subcontractor(s) of Contractor shall comply with the provisions of
the Labor Code regarding eight (8)-hour work day and 40-hour work week
requirements, and overtime, Saturday, Sunday, and holiday work. Work
performed by Contractor’s or any subcontractor’s employees in excess of
eight (8) hours per day, and 40 hours during any one week, must include
compensation for all hours worked in excess of eight (8) hours per day, or
40 hours during any one week, at not less than one and one-half times the
basic rate of pay. Contractor shall forfeit as a penalty to City Twenty-Five
Dollars ($25.00), or any greater penalty set forth in the Labor Code, for
each worker employed in the execution of the work by Contractor or by any
subcontractor(s) of Contractor, for each calendar day during which such
worker is required or permitted to the work more than eight (8) hours in one
calendar day or more than 40 hours in any one calendar week in violation
of the Labor Code.
(d) Apprentices. Contractor shall comply with the provisions of Labor Code
Section 1777.5 concerning the employment of apprentices on public works
projects. Contractor shall be responsible for ensuring compliance by its
subcontractors with Labor Code Section 1777.5.
(e) Payroll Records. Pursuant to Labor Code Section 1776, Contractor and
any subcontractor(s) shall keep accurate payroll records, showing the
name, address, social security number, work classification, straight time
and overtime hours worked each day and week, and the actual per diem
wages paid to each journeyman, apprentice, worker, or other employee
employed by Contractor or any subcontractor in connection with this
Agreement. Each payroll record shall contain or be verified by a written
declaration that it is made under penalty of perjury, stating both of the
following: (1) The information contained in the payroll record is true and
correct; and (2) The employer has complied with the requirements of
Sections 1771, 1881, and 1815 of the Labor Code for any work performed
by his or her employees on this project. The payroll records shall be
certified and shall be available for inspection at all reasonable hours in
accordance with the requirements of Labor Code Section 1776.
(f) Registration with DIR. Contractor and any subcontractor(s) of Contractor
shall comply with the provisions of Labor Code Section 1771 and Labor
Code Section 1725.5 requiring registration with the DIR.
1.3. Performance to Satisfaction of City. Contractor agrees to perform all the work to
the complete satisfaction of City. Evaluations of the work will be done by City’s Maintenance
Services Manager or his or her designee. If the quality of work is not satisfactory, City in its
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Form Rev. 04-22-2026
discretion has the right to:
(a) Meet with Contractor to review the quality of the work and resolve the
matters of concern;
(b) Require Contractor to repeat the work at no additional fee until it is
satisfactory; and/or
(c) Terminate the Agreement as hereinafter set forth.
1.4. Compliance with Applicable Law. Contractor warrants that it shall perform the
services required by this Agreement in compliance with all applicable Federal and California
employment laws, including, but not limited to, those laws related to harassment, workplace
violence, discrimination, minimum hours and wages; occupational health and safety; fair
employment and employment practices; workers’ compensation insurance and safety in
employment; and all other Federal, State and local laws and ordinances applicable to the services
required under this Agreement. Contractor shall indemnify and hold harmless City from and
against all claims, demands, payments, suits, actions, proceedings, and judgments of every
nature and description including attorneys’ fees and costs, presented, brought, or recovered
against City for, or on account of any liability under any of the above-mentioned laws, which may
be incurred by reason of Contractor’s performance under this Agreement.
1.5. Non-Discrimination. In performing this Agreement, Contractor shall not engage in,
nor permit its agents to engage in, discrimination in employment of persons because of their race,
religious creed, color, national origin, ancestry, physical disability, mental disability, medical
condition, genetic information, marital status, sex, gender, gender identity, gender expression,
age, sexual orientation, or military or veteran status, except as permitted pursuant to section
12940 of the Government Code.
1.6. Non-Exclusive Agreement. Contractor acknowledges that City may enter into
agreements with other contractors for services similar to the Services in this Agreement or may
have its own employees perform services similar to those Services contemplated by this
Agreement.
1.7. Delegation and Assignment. Contractor may not delegate or assign this
Agreement, in whole or in part, to any person or entity without the prior written consent of City.
Contractor may engage a subcontractor(s) as permitted by law and may employ other personnel
to perform services contemplated by this Agreement at Contractor’s sole cost and expense.
1.8. Confidentiality. Employees of Contractor in the course of their duties may have
access to financial, accounting, statistical, and personnel data of private individuals and
employees of City, or confidential information relating to the City’s computer and security systems
and programs. Contractor covenants that all data, documents, discussion, or other information
developed or received by Contractor or provided for performance of this Agreement are deemed
confidential and shall not be disclosed by Contractor without written authorization by City. City
shall grant such authorization if disclosure is required by law. All City data shall be returned to
City upon the termination of this Agreement. Contractor’s covenant under this Section shall
survive the termination of this Agreement.
2.0. COMPENSATION AND BILLING
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2.1. Compensation. Contractor shall be paid in accordance with the fee schedule set
forth in Exhibit C. Contractor’s total compensation shall not exceed Five Hundred Seventy-Seven
Thousand Nine Hundred Seventy-Two Dollars and Sixty-Eight Cents ($577,972.68) annually.
Pricing shall remain firm for a minimum of two (2) years. All requests for pricing adjustments for
follow-on contract renewal periods shall be provided no later than sixty (60) days prior to the end
of the contract period. Any such proposed price adjustments shall not exceed The Bureau of
Labor Statistics Consumer Price Index (CPI) data for Los Angles-Riverside-Orange County, CA,
All Items, Not Seasonally Adjusted, "annualized change comparing the original proposal month
and the same month in the subsequent year. (This information may be found on the U.S.
Department of Labor's website at www.bls.gov.)
2.2. Additional Services. Contractor shall not receive compensation for any services
provided outside the Scope of Services set forth in this Agreement without amending this
Agreement as provided herein. It is specifically understood that oral requests and/or approvals of
such additional services or additional compensation shall be barred and are unenforceable.
2.3. Method of Billing. Contractor may submit invoices to the City for approval on a
progress basis, but no more often than two times a month. Said invoice shall be based on the
total of all Contractor’s services which have been completed to City’s sole satisfaction. City shall
pay Contractor’s invoice within forty-five (45) days from the date City receives said invoice. Each
invoice shall describe in detail, the Services performed, the date of performance, and the
associated time for completion.
2.4. Records and Audits. Records of Contractor’s Services shall be maintained in
accordance with generally recognized accounting principles and shall be made available to City
for inspection and/or audit at mutually convenient times throughout the term of this Agreement
through three (3) years after its termination.
3.0. TIME OF PERFORMANCE
3.1. Commencement and Completion of Work. The Services shall be performed in
strict compliance with Exhibits A and B. Failure to commence work in a timely manner and/or
diligently pursue work to completion may be grounds for termination of this Agreement.
3.2. Excusable Delays. Neither party shall be responsible for delays or lack of
performance resulting from acts beyond the reasonable control of the party or parties. Such acts
shall include, but not be limited to, acts of God, fire, strikes, material shortages, compliance with
laws or regulations, riots, acts of war, pandemics (excluding COVID-19) or any other conditions
beyond the reasonable control of a party.
4.0. TERM AND TERMINATION
4.1. Term. This Agreement shall commence on the Effective Date and continue for a
period of two (2) years, ending on June 30, 2028, unless previously terminated as provided herein
or as otherwise agreed to in writing by the parties. Thereafter, the City, at its sole discretion, may
extend the term of this Agreement for up to three (3) additional one-year renewal periods upon
the same terms and conditions, subject to Section 2.1 of this Agreement.
4.2. Notice of Termination. City reserves and has the right and privilege of canceling,
suspending or abandoning the execution of all or any part of the work contemplated by this
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Agreement, with or without cause, at any time, by providing written notice to Contractor. The
termination of this Agreement shall be deemed effective upon receipt of the notice of termination.
In the event of such termination, Contractor shall immediately stop rendering services under this
Agreement unless directed otherwise by the City.
4.3. Compensation. In the event of termination, City shall pay Contractor for
reasonable costs incurred and Services satisfactorily performed up to and including the date of
City’s written notice of termination. Compensation for work in progress shall be prorated based
on the percentage of work completed as of the effective date of termination in accordance with
the fees set forth herein.
5.0. INSURANCE
5.1. Minimum Scope and Limits of Insurance. Contractor shall obtain, maintain, and
keep in full force and effect during the life of this Agreement all of the following minimum scope
of insurance coverages with an insurance company admitted to do business in California, rated
“A,” Class X, or better in the most recent Best’s Key Insurance Rating Guide, and approved by
City:
(a) Commercial general liability, including premises-operations,
products/completed operations, broad form property damage, blanket
contractual liability, independent contractors, personal injury or bodily injury
with a policy limit of not less than One Million Dollars ($1,000,000.00) per
occurrence. If such insurance contains a general aggregate limit, it shall
apply separately to this Agreement or shall be twice the required
occurrence limit.
(b) Business automobile liability for owned vehicles, hired, and non-owned
vehicles, with a policy limit of not less than One Million Dollars
($1,000,000.00) combined single limit per accident for bodily injury and
property damage.
(c) Workers’ compensation insurance as required by the State of California.
Contractor agrees to waive, and to obtain endorsements from its workers’
compensation insurer waiving subrogation rights under its workers’
compensation insurance policy against the City, its officers, agents,
employees, and volunteers arising from work performed by Contractor for
the City and to require each of its subcontractors, if any, to do likewise
under their workers’ compensation insurance policies.
5.2. Endorsements. The commercial general liability insurance policy and business
automobile liability policy shall contain or be endorsed to contain the following provisions:
(a) Additional insureds: “The City of Costa Mesa and its elected and appointed
boards, officers, officials, agents, employees, and volunteers are additional
insureds with respect to: liability arising out of activities performed by or on
behalf of Contractor pursuant to its contract with City; products and
completed operations of Contractor; premises owned, occupied or used by
Contractor; automobiles owned, leased, hired, or borrowed by Contractor.”
(b) Notice: “Said policy shall not terminate, be suspended, or voided, nor shall
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Form Rev. 04-22-2026
it be cancelled, nor the coverage or limits reduced, until thirty (30) days
after written notice is given to City.”
(c) Other insurance: “Contractor’s insurance coverage shall be primary
insurance as respects the City of Costa Mesa, its officers, officials, agents,
employees, and volunteers. Any other insurance maintained by the City of
Costa Mesa shall be excess and not contributing with the insurance
provided by this policy.”
(d) Any failure to comply with the reporting provisions of the policies shall not
affect coverage provided to the City of Costa Mesa, its officers, officials,
agents, employees, and volunteers.
(e) Contractor’s insurance shall apply separately to each insured against
whom claim is made or suit is brought, except with respect to the limits of
the insurer’s liability.
5.3. Deductible or Self Insured Retention. If any of such policies provide for a
deductible or self-insured retention to provide such coverage, the amount of such deductible or
self-insured retention shall be approved in advance by City. No policy of insurance issued as to
which the City is an additional insured shall contain a provision which requires that no insured
except the named insured can satisfy any such deductible or self-insured retention.
5.4. Certificates of Insurance. Contractor shall provide to City certificates of insurance
showing the insurance coverages and required endorsements described above, in a form and
content approved by City, prior to performing any services under this Agreement.
5.5. Non-limiting. The insurance provisions contained in this Agreement shall not be
construed as limiting in any way, the indemnification provisions contained in this Agreement, or
the extent to which Contractor may be held responsible for payments of damages to persons or
property.
5.6. Excess Coverage. To the extent that Contractor maintains any insurance
coverage(s) in amounts or types which are not expressly called out in this Agreement, such
additional coverage(s) shall be deemed to be required by this Agreement.
6.0. GENERAL PROVISIONS
6.1. Entire Agreement. This Agreement constitutes the entire agreement between the
parties with respect to any matter referenced herein and supersedes any and all other prior
writings and oral negotiations. This Agreement may be modified only in writing, and signed by the
parties in interest at the time of such modification. The terms of this Agreement shall prevail over
any inconsistent provision in any other contract document appurtenant hereto, including exhibits
to this Agreement.
6.2. Representatives. The City Manager or his or her designee shall be the
representative of City for purposes of this Agreement and may issue all consents, approvals,
directives and agreements on behalf of the City, called for by this Agreement, except as otherwise
expressly provided in this Agreement.
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Contractor shall designate a representative for purposes of this Agreement who
shall be authorized to issue all consents, approvals, directives and agreements on behalf of
Contractor called for by this Agreement, except as otherwise expressly provided in this
Agreement.
6.3. Project Managers. City shall designate a Project Manager to work directly with
Contractor in the performance of this Agreement.
Contractor shall designate a Project Manager who shall represent it and be its
agent in all consultations with City during the term of this Agreement. Contractor or its Project
Manager shall attend and assist in all coordination meetings called by City.
6.4. Notices. Any notices, documents, correspondence or other communications
concerning this Agreement or the work hereunder may be provided by personal delivery, facsimile
or mail and shall be addressed as set forth below. Such communication shall be deemed served
or delivered: a) at the time of delivery if such communication is sent by personal delivery; b) at
the time of transmission if such communication is sent by facsimile; and c) 48 hours after deposit
in the U.S. Mail as reflected by the official U.S. postmark if such communication is sent through
regular United States mail.
IF TO CONTRACTOR: IF TO CITY:
CCS Facility Services–Orange County,
Inc.
3001 Red Hill Avenue, Bldg. #6-220
Costa Mesa, CA 92626
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Tel: (949) 677-5112 Tel: (714) 754-5289
Attn: Sebastian Pedreira, General
Manager
Attn: Director of Public Works
Courtesy copy to:
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Attn: Finance Dept. | Purchasing
6.5. Drug-Free Workplace Policy. Contractor shall provide a drug-free workplace by
complying with all provisions set forth in City’s Council Policy 100-5, attached hereto as Exhibit
“D” and incorporated herein by reference. Contractor’s failure to conform to the requirements set
forth in Council Policy 100-5 shall constitute a material breach of this Agreement and shall be
cause for immediate termination of this Agreement by City.
6.6. Attorneys’ Fees. In the event that litigation is brought by any party in connection
with this Agreement, the prevailing party shall be entitled to recover from the opposing party all
costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing party in the
exercise of any of its rights or remedies hereunder or the enforcement of any of the terms,
conditions, or provisions hereof.
6.7. Governing Law. This Agreement shall be governed by and construed under the
laws of the State of California without giving effect to that body of laws pertaining to conflict of
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Form Rev. 04-22-2026
laws. In the event of any legal action to enforce or interpret this Agreement, the parties hereto
agree that the sole and exclusive venue shall be a court of competent jurisdiction located in
Orange County, California.
6.8. Assignment. Contractor shall not voluntarily or by operation of law assign, transfer,
sublet or encumber all or any part of Contractor’s interest in this Agreement without City’s prior
written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and
shall constitute a breach of this Agreement and cause for termination of this Agreement.
Regardless of City’s consent, no subletting or assignment shall release Contractor of Contractor’s
obligation to perform all other obligations to be performed by Contractor hereunder for the term
of this Agreement.
6.9. Indemnification and Hold Harmless. Contractor agrees to defend, indemnify, hold
free and harmless the City, its elected officials, officers, agents and employees, at Contractor’s
sole expense, from and against any and all claims, actions, suits or other legal proceedings
brought against the City, its elected officials, officers, agents and employees arising out of the
performance of the Contractor, its employees, and/or authorized subcontractors, of the work
undertaken pursuant to this Agreement. The defense obligation provided for hereunder shall apply
without any advance showing of negligence or wrongdoing by the Contractor, its employees,
and/or authorized subcontractors, but shall be required whenever any claim, action, complaint, or
suit asserts as its basis the negligence, errors, omissions or misconduct of the Contractor, its
employees, and/or authorized subcontractors, and/or whenever any claim, action, complaint or
suit asserts liability against the City, its elected officials, officers, agents and employees based
upon the work performed by the Contractor, its employees, and/or authorized subcontractors
under this Agreement, whether or not the Contractor, its employees, and/or authorized
subcontractors are specifically named or otherwise asserted to be liable. Notwithstanding the
foregoing, the Contractor shall not be liable for the defense or indemnification of the City for
claims, actions, complaints or suits arising out of the sole active negligence or willful misconduct
of the City. This provision shall supersede and replace all other indemnity provisions contained
either in the City’s specifications or Contractor’s Proposal, which shall be of no force and effect.
6.10. Independent Contractor. Contractor is and shall be acting at all times as an
independent contractor and not as an employee of City. Contractor shall have no power to incur
any debt, obligation, or liability on behalf of City or otherwise act on behalf of City as an agent.
Neither City nor any of its agents shall have control over the conduct of Contractor or any of
Contractor’s employees, except as set forth in this Agreement. Contractor shall not, at any time,
or in any manner, represent that it or any of its or employees are in any manner agents or
employees of City. Contractor shall secure, at its sole expense, and be responsible for any and
all payment of Income Tax, Social Security, State Disability Insurance Compensation,
Unemployment Compensation, and other payroll deductions for Contractor and its officers,
agents, and employees, and all business licenses, if any are required, in connection with the
services to be performed hereunder. Contractor shall indemnify and hold City harmless from any
and all taxes, assessments, penalties, and interest asserted against City by reason of the
independent contractor relationship created by this Agreement. Contractor further agrees to
indemnify and hold City harmless from any failure of Contractor to comply with the applicable
worker’s compensation laws. City shall have the right to offset against the amount of any fees due
to Contractor under this Agreement any amount due to City from Contractor as a result of
Contractor’s failure to promptly pay to City any reimbursement or indemnification arising under
this paragraph.
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6.11. PERS Eligibility Indemnification. In the event that Contractor or any employee,
agent, or subcontractor of Contractor providing services under this Agreement claims or is
determined by a court of competent jurisdiction or the California Public Employees Retirement
System (PERS) to be eligible for enrollment in PERS as an employee of the City, Contractor shall
indemnify, defend, and hold harmless City for the payment of any employee and/or employer
contributions for PERS benefits on behalf of Contractor or its employees, agents, or
subcontractors, as well as for the payment of any penalties and interest on such contributions,
which would otherwise be the responsibility of City.
Notwithstanding any other agency, state or federal policy, rule, regulation, law or
ordinance to the contrary, Contractor and any of its employees, agents, and subcontractors
providing service under this Agreement shall not qualify for or become entitled to, and hereby
agree to waive any claims to, any compensation, benefit, or any incident of employment by City,
including but not limited to eligibility to enroll in PERS as an employee of City and entitlement to
any contribution to be paid by City for employer contribution and/or employee contributions for
PERS benefits.
6.12. Cooperation. In the event any claim or action is brought against City relating to
Contractor’s performance or services rendered under this Agreement, Contractor shall render any
reasonable assistance and cooperation which City might require.
6.13. Conflict of Interest. Contractor and its officers, employees, associates and
subcontractors, if any, will comply with all conflict of interest statutes of the State of California
applicable to Contractor’s services under this Agreement, including, but not limited to, the Political
Reform Act (Government Code Sections 81000, et seq.) and Government Code Section 1090.
During the term of this Agreement, Contractor and its officers, employees, associates and
subcontractors shall not, without the prior written approval of the City Representative, perform
work for another person or entity for whom Contractor is not currently performing work that would
require Contractor or one of its officers, employees, associates or subcontractors to abstain from
a decision under this Agreement pursuant to a conflict of interest statute.
6.14. Prohibited Employment. Contractor will not employ any regular employee of City
while this Agreement is in effect.
6.15. Order of Precedence. In the event of an inconsistency in this Agreement and any
of the attached Exhibits, the terms set forth in this Agreement shall prevail. If, and to the extent
this Agreement incorporates by reference any provision of any document, such provision shall be
deemed a part of this Agreement. Nevertheless, if there is any conflict among the terms and
conditions of this Agreement and those of any such provision or provisions so incorporated by
reference, this Agreement shall govern over the document referenced.
6.16. Costs. Each party shall bear its own costs and fees incurred in the preparation
and negotiation of this Agreement and in the performance of its obligations hereunder except as
expressly provided herein.
6.17. Binding Effect. This Agreement binds and benefits the parties and their respective
permitted successors and assigns.
6.18. No Third Party Beneficiary Rights. This Agreement is entered into for the sole
benefit of City and Contractor and no other parties are intended to be direct or incidental
beneficiaries of this Agreement and no third party shall have any right in, under or to this
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Agreement.
6.19. Headings. Headings contained in this Agreement are included solely for
convenience and are not intended to modify, explain or to be a full or accurate description of the
content thereof and shall not in any way affect the meaning or interpretation of this Agreement.
6.20. Construction. The parties have participated jointly in the negotiation and drafting
of this Agreement and have had an adequate opportunity to review each and every provision of
the Agreement and submit the same to counsel or other consultants for review and comment. In
the event an ambiguity or question of intent or interpretation arises with respect to this Agreement,
this Agreement shall be construed as if drafted jointly by the parties and in accordance with its
fair meaning. There shall be no presumption or burden of proof favoring or disfavoring any party
by virtue of the authorship of any of the provisions of this Agreement.
6.21. Amendments. Only a writing executed by the parties hereto or their respective
successors and assigns may amend this Agreement.
6.22. Waiver. The delay or failure of either party at any time to require performance or
compliance by the other of any of its obligations or agreements shall in no way be deemed a
waiver of those rights to require such performance or compliance. No waiver of any provision of
this Agreement shall be effective unless in writing and signed by a duly authorized representative
of the party against whom enforcement of a waiver is sought. The waiver of any right or remedy
in respect to any occurrence or event shall not be deemed a waiver of any right or remedy in
respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver.
6.23. Severability. If any provision of this Agreement is determined by a court of
competent jurisdiction to be unenforceable in any circumstance, such determination shall not
affect the validity or enforceability of the remaining terms and provisions hereof or of the offending
provision in any other circumstance. Notwithstanding the foregoing, if the value of this Agreement,
based upon the substantial benefit of the bargain for any party, is materially impaired, which
determination made by the presiding court or arbitrator of competent jurisdiction shall be binding,
then both parties agree to substitute such provision(s) through good faith negotiations.
6.24. Counterparts. This Agreement may be executed in one or more counterparts,
each of which shall be deemed an original. All counterparts shall be construed together and shall
constitute one agreement.
6.25. Corporate Authority. The persons executing this Agreement on behalf of the
parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said
parties and that by doing so the parties hereto are formally bound to the provisions of this
Agreement.
[Signature page follows.]
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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed
by and through their respective authorized officers, as of the date first above written.
CONTRACTOR
__________________________________ Date: __________________________
Signature
__________________________________
[Name and Title]
CITY OF COSTA MESA
__________________________________ Date: __________________________
Cecilia Gallardo-Daly
City Manager
ATTEST:
__________________________________
Brenda Green
City Clerk
APPROVED AS TO FORM:
__________________________________ Date: __________________________
Kimberly Hall Barlow
City Attorney
APPROVED AS TO INSURANCE:
__________________________________ Date: __________________________
Ruth Wang
Risk Management
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APPROVED AS TO CONTENT:
__________________________________ Date: __________________________
Daniel Jojola
Project Manager
DEPARTMENTAL APPROVAL:
__________________________________ Date: __________________________
Raja Sethuraman
Public Works Director
APPROVED AS TO PURCHASING:
__________________________________ Date: __________________________
Finance Director
EXHIBIT A
REQUEST FOR PROPOSALS
RFP26-13.C05762
Page 1 of 79
REQUEST FOR PROPOSAL
FOR
JANITORIAL SERVICES FOR CITY FACILITIES
RFP NO. 26-13
PUBLIC WORKS DEPARTMENT
CITY OF COSTA MESA
Released on
February 10, 2026
RFP26-13.C05762
Page 2 of 79
REQUEST FOR PROPOSAL
FOR
JANITORIAL SERVICES FOR CITY FACILITIES
The City of Costa Mesa (hereinafter referred to as the “City”) is requesting Proposals from qualified
public entity or private firm, to provide and complete professional janitorial services for city facilities.
The awarded Contractor, (hereinafter referred to as “Contractor”) shall be in accordance with the
Sample Maintenance Services Agreement, Appendix C terms, conditions, and scope of work. Prior to
submitting a Proposal, Proposers are advised to carefully read the instructions below, including the
Sample Maintenance Services Agreement and any solicitation appendix/exhibits. The term is expected
to be for 2 years with 3 one-year renewal options. The City reserves the right to award one or more
contracts for this service.
I. GENERAL INFORMATION
The City of Costa Mesa is a general law city, which operates under the council/manager form of
government with an annual General Fund budget of over $186.8 million and a total budget of $224
million for Fiscal Year 2025-2026.
The City of Costa Mesa, incorporated in 1953, has an estimated population of 115,000 and has an area
of 16.8 square miles. It is in the northern coastal area of Orange County, California, and is bordered by
the Cities of Santa Ana, Newport Beach, Huntington Beach, Fountain Valley, and Irvine.
The City is a “full-service city” providing a wide range of services. These services include police and
fire protection; animal control; emergency medical aid; building safety regulation and inspection; street
lighting; land use planning and zoning; housing and community development; maintenance and
improvement of streets and related structures; traffic safety maintenance and improvement; and full
range of recreational and cultural programs.
The City of Costa Mesa is home to the Segerstrom Center for the Arts, Orange County Fairgrounds,
South Coast Repertory Theater and the South Coast Plaza Shopping Center, which is the single largest
commercial activity center in the City. The volume of sales generated by South Coast Plaza secures
its place as the highest volume regional shopping center in the nation.
The successful Proposer shall have experience in similar types of services. All Proposers responding
to this Request for Proposal (RFP) will be evaluated based on their expertise, prior experience on
similar projects, demonstrated competence, ability to meet the requested services, adequate staffing,
reference check, understanding of services, cost and responsiveness to the needs and concerns of the
City of Costa Mesa.
1. Important Notice: The City has attempted to provide all information available. It is the responsibility
of each Proposer to review, evaluate, and, where necessary, request any clarification prior to
submission of a Proposal. Proposers are not to contact other City personnel with any
questions or clarifications concerning this Request for Proposal (RFP). Any City response
relevant to this RFP other than through or approved by City’s Purchasing Department is
unauthorized and will be considered invalid.
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If clarification or interpretation of this solicitation is considered necessary by City, a written
addendum shall be issued, and the information will be posted on PlanetBids. Any interpretation of,
or correction to, this solicitation will be made only by addendum issued by the City’s Purchasing
Department. It is the responsibility of each Proposer to periodically check PlanetBids website to
ensure that it has received and reviewed all addenda to this solicitation. The city will not be
responsible for any other explanations, corrections to, or interpretations of the documents, including
any oral information.
2. Schedule of Events: This Request for Proposal shall be governed by the following schedule:
Release of RFP February 10, 2026
Mandatory Job Walk February 18, 2026, at 10:00 a.m.
Deadline for Written Questions February 25, 2026, at 11:00 a.m.
Responses to Questions Posted March 4, 2026
Proposals are Due March 11, 2026, by 2:00 p.m.
**All dates are subject to change at the discretion of the City.
Mandatory Job Walk will be held on February 18, 2026, at 10:00 a.m. beginning at City Hall.
The site inspections will allow the contractor to become familiar with all conditions that may affect
the performance and cost of the contract. Proposers should be familiar with the proposal prior
to attending the informational meeting and the job walk. Each attendee will be responsible for
getting to each of the offsite facilities during the walkthrough.
The informational meeting and inspection of the facilities are mandatory. Any proposals
received from contractors who did not attend job walk, will be deemed nonresponsive to the
RFP. All prospective contractors will be required to sign in prior to the meeting and at the
conclusion of the site visits.
3. Proposer’s Minimum Requirements: Interested and qualified Proposers that can demonstrate
their ability to successfully provide the required services outlined in Appendix A – Scope of Work,
of this RFP are invited to submit a proposal, provided they meet the following requirements. All
requirements must be met at the time of the proposal due date. If these requirements are not met,
the proposal may not receive further consideration, as determined at the sole discretion of
the City.
a. The Proposer must have similar facility experience and be qualified in performing the
services described in this RFP and must provide evidence of current licensing and permits
applicable to these services as required by local, State, and federal regulations.
b. Proposals will only be accepted from contractors that have service, administration, and
warehouse facilities located within 50 miles from the City of Costa Mesa to provide local service
support. The City shall be assigned company representatives who can be reached during normal
working hours and who are authorized to discuss matters and make decisions pertaining to the
contract.
c. The Proposer must disclose any pending or past claims, labor law violations, formal notices
to cure, etc. within the last five (5) years. Failure to identify these may be grounds for rejection
of proposal.
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d. The Proposer must be registered with the “DIR” Department of Industrial Relations.
e. The Proposer will be required to abide by the prevailing wage laws as required by state law,
Appendix D.
II. GENERAL INSTRUCTIONS AND PROVISIONS
1. Proposal Format Guidelines: Interested entities or contractors are to provide the City of Costa
Mesa with a thorough Proposal using the following guidelines: Proposal should be typed and
should contain no more than 25 typed pages using a 12-point font size, including cover letter,
Index/Table of Contents, tables, charts, and graphic exhibits, but excluding resumes of key
people and pricing forms. Each Proposal will adhere to the following order and content of
sections. Proposal should be straightforward, concise and provide “layman” explanations of
technical terms that are used. Emphasis should be concentrated on conforming to the RFP
instructions, responding to the RFP requirements, and on providing a complete and clear
description of the offer. Proposals which appear unrealistic in terms of technical commitments,
lack of technical competence or are indicative of failure to comprehend the complexity and risk
of this contract may be rejected. The following Proposal sections are to be included in the
Proposer’s response:
• Cover Letter: A cover letter, not to exceed two pages in length, should summarize key
elements of the Proposal. An individual authorized to bind the Contractor must sign the
letter. Indicate the address and telephone number of the contractor’s office located nearest
to Costa Mesa, California, and the office from which the project will be managed. And
include proposed working relationship among the offering agency and subcontractors, if
applicable.
• Background and Project Summary Section: The Background and Project Summary
Section should describe your understanding of the City, the work to be done, and the
objectives to be accomplished. Refer to Scope of Work, Appendix A of this RFP.
• Project Approach and Methodology: Provide a detailed description of the approach and
methodology that will be used to fulfill each requirement listed in the Scope of Work of this
RFP. The section should include:
1. Describes familiarity of project and demonstrates understanding of work and
project objectives moving forward.
2. Detailed description of efforts your firm will undertake to achieve client satisfaction
and to satisfy the requirements of the "Scope of Work" section.
3. Detailed project schedule, identifying all tasks and deliverables to be performed,
durations for each task, and overall time of completion.
4. A proposed schedule indicating stages of work, time frames, and ability to perform
the required services in a timely manner shall be included in the proposal
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5. Proposers are encouraged to provide additional innovative and/or creative
approaches for providing the service that will maximize efficient, safe, and cost-
effective operations or increased performance capabilities.
• Qualifications & Experience of the Firm: Describe the qualifications and experience of
the organization or entity performing services/projects within the past eight years that are
similar in size and scope to demonstrate competence to perform these services. Information
shall include:
1. Submit a description of the organization’s qualifications, experience and abilities that
make it uniquely capable of providing the services specified in the Scope of Work.
2. If the owner is a corporation please provide Name of corporation, corporate office street
address, city, state, and zip code, state where incorporated, date of incorporation, first
and last name of officers, local office address, city, state & zip, and the date local office
opened its doors for business.
3. If the owner is a partnership or joint venture, please provide Name of partnership or
joint venture, principal office street address, city, state, and zip code, state of
organization, date of organization, first and last name of general partner(s), local office
address, city, state, and zip code, and date local office opened its doors for.
4. Provide a list of current and previous contracts like the requirements for this project in
Costa Mesa, including all public agencies served (if any). For each, provide a brief
description of the scope of work performed, the length of time you have been providing
services, and the name, title, and telephone number of the person who may be
contacted regarding your organization’s service record.
• Staffing: Provide a list of individuals who will be working on this project and indicate the
functions that each will perform and anticipated hours of service of each individual.' Include
a resume for each designated individual.
Submit the primary contacts (and management hierarchy/organization chart) that will be
available for all aspects of the work. Include contacts for customer service and senior
management. Identify the management staff to be assigned to this project and their relevant
experience and qualifications to janitorial services similar in nature. Provide the number of
full-time employees and the number of part-time employees performing the
Custodial/Janitorial services as of the date of submission of your response to this Request
for Proposal.
Number of employees employed full time. When contacting your firm, contractor's personnel
must be immediately available (answering machines or answering services are not
acceptable). List the names, phone numbers, and e-mail addresses for the following:
o Assigned Supervisor (for proposed contract)
o Customer Service Representative for problems/questions
o Accounts Receivable Representative for problems/questions.
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After the contract is signed, the City must approve replacement staff before a substitute
person is assigned to start work. The City reserves the right to request that the proposer
replace a staff person assigned to the contract should the City consider such a replacement
to be for the good of the contract.
• Financial Capacity: The City is concerned about the proposers’ financial capability to
perform and therefore is requesting copies of audited financials from the past three years to
allow an evaluation of firm’s financial capabilities.
• Cost Proposal: Proposers are required to use Appendix B, Cost Proposal and shall
submit in a separate file. Pricing instructions shall be clearly defined to ensure that proposed
costs can be compared and evaluated. Proposals shall be valid for a minimum of 180 days
following submission.
• Disclosure: Please disclose all past or current business and personal relationships with
any current Costa Mesa elected official, appointed official, City employee, or family member
of any current Costa Mesa elected official, appointed official, or City employee. Any past or
current business relationship may not disqualify the firm from consideration.
• Sample Maintenance Services Agreement: The firm selected by the City will be required
to execute a Maintenance Services Agreement with the City. A sample of the Agreement is
enclosed as Appendix C but may be modified to suit the specific services and needs of the
City. If a Proposer has any exceptions or conditions to the Agreement, these must be
submitted for consideration with the Proposal. Otherwise, the Proposer will be
deemed to have accepted the form of Agreement.
• Checklist of Forms to Accompany Proposal: As a convenience to Proposers, following
is a list of the forms Appendix E included in this RFP, which should be included with
Proposals:
1. Vendor Application Form
2. Company Profile & References
3. Ex Parte Communications Certificate
4. Disclosure of Government Positions
5. Disqualifications Questionnaire
6. Bidder/Applicant/Contractor Campaign Contribution
2. Process for Submitting Proposals:
• Content of Proposal: The Proposal must be submitted using the format as indicated in the
Proposal format guidelines.
• Preparation of Proposal: Each Proposal shall be prepared simply and economically,
avoiding the use of elaborate promotional material beyond those sufficient to provide a
complete, accurate and reliable presentation.
• Cost for Preparing Proposal: The cost for developing the Proposal is the sole
responsibility of the Proposer. All Proposals submitted become the property of the City.
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Cost proposal shall be submitted in a separate file. The cost proposal is confidential and
will be unsealed after all proposals have been reviewed, and the most qualified consultant
has been selected. Proposals shall be valid for a minimum of 180 days following submission.
• Forms to Accompany Proposal: Appendix E forms shall be attached at the end of the
Proposal except for the Cost Proposal which shall be submitted in a separate file.
• Number of Proposals: Submit one (1) PDF file format copy of your proposal in sufficient
detail for thorough evaluation and comparative analysis.
• Submission of Proposals: Complete written Proposals must be submitted electronically in
PDF file format via the planetbids.com website not later than 2:00 p.m. (P.S.T) on March
11, 2026. Proposals will not be accepted after this deadline. Proposals received after the
scheduled closing time will not be accepted. It shall be the sole responsibility of the Proposer
to see that the proposal is received in proper time. Faxed or e-mailed Proposals will not be
accepted. NO EXCEPTIONS.
• Inquiries: Questions about this RFP must be posted in the Q & A tab on Planetbids no later
than February 25, 2026, at 11:00 A.M. The City reserves the right not to answer all
questions.
The City reserves the right to amend or supplement this RFP prior to the Proposal due date.
All addendum(s), responses to questions received, and additional information will be posted
on Planetbids.
From the date that this RFP is issued until a firm or entity is selected and the selection is
announced, firms or public entities are not allowed to communicate outside the process set
forth in this RFP with any City employee other than the contracting officer listed above
regarding this RFP. The City reserves the right to reject any Proposal for violation of this
provision. No questions other than posted on Planetbids will be accepted, and no response
other than written will be binding upon the City.
• Conditions for Proposal Acceptance: This RFP does not commit to the City to award a
contract or to pay any costs incurred for any services. The City, at its sole discretion,
reserves the right to accept or reject any or all Proposals received because of this RFP, to
negotiate with any qualified source(s), or to cancel this RFP in part or in its entirety. The City
may waive any irregularity in any Proposal. All Proposals will become the property of the
City of Costa Mesa, USA. If any proprietary information is contained in the Proposal, it
should be clearly identified.
• Insurance & W-9 Requirements: Upon recommendation of contract award, Contractor will
be required to submit the following documents with ten (10) days of City notification, unless
otherwise specified in the solicitation:
Insurance - City requires that licensees, lessees, and vendors have an approved
Certificate of Insurance (not a declaration or policy) or proof of legal self-insurance
on file with the City for the issuance of a permit or contract. Within ten (10)
consecutive calendar days of award of contract, successful Proposer must furnish
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the City with the Certificates of Insurance proving coverage as specified in the
sample contract.
W-9 – Current signed form W-9 (Taxpayer Identification Umber & Certification)
which includes Contractor’s legal business name(s).
3. Evaluation Criteria: The City’s evaluation and selection process will be conducted in
accordance with Chapter V, Article 2 of the City's Municipal Code (Code). In accordance with
the Code, the responsive responsible proposer shall be determined based on evaluation of
qualitative factors. At all times during the evaluation process, the following criteria will be used.
Sub-criteria are not necessarily listed in order of importance. Additional sub-criteria that logically
fit within a particular evaluation criterion may also be considered even if not specified below.
1. Project of Approach & Methodology ------- 35%
2. Qualifications & Experience of Firm ------- 30%
3. Staffing ---- 30%
4. Cost Proposal ----- 5%
4. Evaluation of Proposals and Selection Process: In accordance with its Municipal Code,
the City will adhere to the following procedures in evaluating Proposals. An Evaluation
Committee, which may include members of the City's staff and possibly one or more outside
experts, will screen and review all Proposals according to the weighted criteria set forth above.
While price is one basic factor for award, it is not the sole consideration.
A. Responsiveness Screening: Proposals will first be screened to ensure
responsiveness to the RFP. The City may reject as non-responsive any Proposal that
does not include the documents required to be submitted by this RFP. At any time
during the evaluation process, the City reserves the right to request clarifications or
additional information from any or all Proposers regarding their Proposals.
B. Initial Proposal Review: The Committee will initially review and score all responsive
written Proposals based upon the Evaluation Criteria set forth above. The Committee
may also contact the Proposer’s references. Proposals that receive the highest
evaluation scores may be invited to the next stage of the evaluation process. The City
may reject any Proposal in which a Proposer’s approach or qualifications are not
considered acceptable by the City. An unacceptable Proposal is one that would have
to be substantially rewritten to make it acceptable. The City may conclude the
evaluation process at this point and recommend award to the highest ranked
consultant or proceed to interview the highest ranked consultants.
C. Interviews, Presentation, Reference Checks, Revised Proposals, Discussions:
Following the initial screening and review of Proposals, the Proposers included in this
stage of the evaluation process may be invited to participate in an oral interview and
make a presentation. Interviews/presentations, if held, are tentatively scheduled for
the week of April 6th and will be conducted at City of Costa Mesa City Hall, 77 Fair
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Drive, Costa Mesa, CA 92626 or virtually at the discretion of the City. The dates are
subject to change. The individual(s) from the Proposer’s organization that will be
directly responsible for carrying out the contract, if awarded, should be present at the
oral interview/presentation. The oral interview may, but is not required to, use a written
question/answer format for the purpose of clarifying the intent of any portions of the
Proposal.
In addition to conducting an oral interview, the City may during this stage of the
evaluation process also contact and evaluate the Proposer’s references, contact any
Proposer to clarify any response or request revised or additional information, contact
any current users of a Proposer’s services, solicit information from any available
source concerning any aspect of a Proposal, and seek and review any other
information deemed pertinent to the evaluation process.
Following the conclusion of this stage of the evaluation process, the Committee will
again rank all Proposers according to the evaluation criteria set forth above. The
Committee may conclude the evaluation process at this point and make a
recommendation for the award. Once the highest ranked consultant is identified, the
City will open the Cost Proposal and enter negotiations.
Recommendation for the award is contingent upon the successful negotiation of final
contract terms. Negotiations shall be confidential and not subject to disclosure to
competing Proposers unless an agreement is reached. If contract negotiations cannot
be concluded successfully within a time determined by the City, the City may terminate
negotiations and commence negotiations with the next highest scoring Proposer or
withdraw the RFP.
5. Protests: Failure to comply with the rules set forth herein may result in rejection of the protest.
Any proposals accepted pursuant to the formal procurement procedure set forth in the Proposal
procedure may be appealed in accordance with the following procedure:
• The Proposer shall file the written notice of appeal with the Purchasing Officer at
least ten (10) working days prior to proposal award date specified in the notice of
recommendation to award.
• The written notice of appeal must include specifics as to the nature of the appeal.
• The Proposer must provide any and all documentation to support the appeal.
• The purchasing officer will respond in writing to the Proposer within five (5) working
days.
• In the event the appeal is denied by the purchasing officer, the Proposer may
appeal the purchasing officer’s ruling to the City Council at the next available
council meeting.
6. Accuracy of Proposals: Proposers shall take all responsibility for any errors or omissions in
their Proposals. Any discrepancies in numbers or calculations shall be interpreted to reflect the
cost to the City.
If prior to the contract award, a Proposer discovers a mistake in their Proposal which renders
the Proposal unwilling to perform under any resulting contract, the Proposer must immediately
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notify the facilitator and request to withdraw the Proposal. It shall be solely within the City's
discretion as to whether withdrawal will be permitted. If the solicitation contemplated evaluation
and award of "all or none" of the items, then any withdrawal must be for the entire Proposal. If
the solicitation provided for evaluation and award on a line item or combination of items basis,
the City may consider permitting withdrawal of specific line item(s) or combination of items.
7. Responsibility of Proposers: The City shall not be liable for any expenses incurred by potential
Contractors in the preparation or submission of their Proposals. Pre-contractual expenses are
not to be included in the Contractor’s Pricing Sheet. Pre-contractual expenses are defined as,
including but not limited to, expenses incurred by Proposer in:
• Preparing Proposal in response to this RFP.
• Submitting that Proposal to the City.
• Negotiating with the City any matter related to the Proposal; and,
• Any other expenses incurred by the Proposer prior to the date of the award and execution,
if any, of the contract.
8. Confidentiality: The California Public Records Act (Cal. Govt. Code Sections 6250 et seq.)
mandates public access to government records. Therefore, unless information is exempt from
disclosure by law, the content of any request for explanation, exception, or substitution, response
to this RFP, protest, or any other written communication between the City and Proposer, shall
be available to the public. The City intends to release all public portions of the Proposals
following the evaluation process at such a recommendation made to the City Council.
If the Proposer believes any communication contains trade secrets or other proprietary
information that the Proposer believes would cause substantial injury to the Proposer’s
competitive position if disclosed, the Proposer shall request that the City withhold from disclosure
the proprietary information by marking each page containing such proprietary information as
confidential. Proposer may not designate its entire Proposal as confidential nor designate its
Price Proposal as confidential.
Submission of a Proposal shall indicate that, if Proposer requests that the City withhold from
disclosure information identified as confidential, and the City complies with the Proposer’s
request, Proposer shall assume all responsibility for any challenges resulting from the non-
disclosure, indemnify and hold harmless the City from and against all damages (including but
not limited to attorney’s fees and costs that may be awarded to the party requesting the Proposer
information), and pay any and all costs and expenses related to the withholding of Proposer
information. Proposer shall not make a claim, sue, or maintain any legal action against the City
or its directors, officers, employees, or agents concerning the disclosure, or withholding from
disclosure, of any Proposer information. If Proposer does not request that the City withhold from
disclosure information identified as confidential, the City shall have no obligation to withhold the
information from disclosure and may release the information sought without any liability to the
City.
9. Ex Parte Communications: Proposers and Proposers’ representatives should not
communicate with the City Council members about this RFP. In addition, Proposers and
Proposers’ representatives should not communicate outside the procedures set forth in this RFP
with an officer, employee, or agent of the City, including any member of the evaluation panel,
except for the RFP Facilitator, regarding this RFP until after Contract Award. Proposers and their
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representatives are not prohibited, however, from making oral statements or presentations in
public to one or more representatives of the City during a public meeting.
A "Proposer" or "Proposer's representative" includes all the Proposer's employees, officers,
directors, consultants and agents, any subcontractors or suppliers listed in the Proposer's
Proposal, and any individual or entity who has been requested by the Proposer to contact the
City on the Proposer's behalf. Proposers shall include the Ex Parte Communications Form,
Appendix C with their Proposals certifying that they have not had or directed prohibited
communications as described in this section.
10. Conflict of Interest: The Proposer warrants and represents that it presently has no interest and
agrees that it will not acquire any interest which would present a conflict of interest under
California Government Code Sections 1090 et seq., or Sections 87100 et seq., during the
performance of services under any Agreement awarded. The Proposer further covenants that it
will not knowingly employ any person having such an interest in the performance of any
Agreement awarded. Violation of this provision may result in any Agreement awarded being
deemed void and unenforceable.
11. Disclosure of Governmental Position: In order to analyze possible conflicts that might prevent
a Proposer from acting on behalf of the City, the City requires that all Proposers disclose in their
Proposals any positions that they hold as directors, officers, or employees of any governmental
entity. Additional disclosure may be required prior to contract award or during the term of the
contract. Each Proposer shall disclose whether any owner or employee of the firm currently hold
positions as elected or appointed officials, directors, officers, or employees of a governmental
entity or held such positions in the past twelve months using the attached Disclosure of
Government Positions Form, Appendix E.
12. Conditions to Agreement: The selected Proposer will execute a Maintenance Services
Agreement for Services with the City describing the Scope of Workl to be performed, the
schedule for completion of the services, compensation, and other pertinent provisions. The
contract shall follow the sample form of Agreement provided as Appendix C to this RFP.
All Proposers are directed to particularly review the indemnification and insurance requirements
set forth in the sample Agreement. The terms of the agreement, including insurance
requirements, have been mandated by the City and can be modified only if extraordinary
circumstances exist.
Submittal of a Proposal shall be deemed acceptance of all the terms set forth in this RFP and
the sample agreement for services unless the Proposer includes with its Proposal, in writing,
any conditions or exceptions requested by the Proposer to the proposed Agreement.
13. Disqualification Questionnaire: Proposers shall complete and submit, under penalty of
perjury, a standard form of questionnaire inquiring whether a Proposer, any officer of a proposer,
or any employee of a Proposer who has a proprietary interest in the Proposer, has ever been
disqualified, removed, or otherwise prevented from proposing on, or completing a federal, state,
or local government project because of a violation of law or safety regulation and if so, to explain
the circumstances. A Proposal may be rejected on the basis of a Proposer, any officer or
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employee of such Proposer, having been disqualified, removed, or otherwise prevented from
proposing on, or completing a federal, state, or local project because of a violation of law or a
safety regulation, Appendix E.
14. Standard Terms and Conditions: The City reserves the right to amend or supplement this RFP
prior to the Proposal due date. All addendum(s) and additional information will be posted via
PlanetBids. Proposers should check this web page daily for new information.
13
[Contractor’s name]
Form Rev. 07-07-2025
APPENDIX A
SCOPE OF WORK
FOR
JANITORIAL SERVICES FOR CITY FACILITIES
The purpose of this specification is to define the janitorial services requirements for
various facilities owned and operated by the City of Costa Mesa that are included in this
contract. The objectives of the City are to secure a timely, consistent, and cost-effective
janitorial contract from one contractor, to ensure Clean and disinfect and safe office
facilities for employees and customers doing business with the City. The work covered in
this specification includes furnishing all labor, equipment, some supplies and supervision
necessary for complete janitorial service. It shall be understood that in addition to these
services, all tasks incidental to clean and disinfecting functions not specifically listed but
normally included in general janitorial practices will be provided. The City will consider
innovative solutions and alternatives that will best accomplish the desired outcome.
GENERAL REQUIREMENTS/PROVISIONS
The Janitorial Services contractor is responsible for the cleaning and disinfecting and
sanitation of the building. The description of each service area is to be used as a
guideline for the Janitorial Services contractor. The description does not attempt to
describe every detail or feature of the facility that is to be maintained by the
Custodial/Janitorial Services contractor.
The intent of this specification is to define the janitorial services requirements for
various facilities owned and operated by the City of Costa Mesa included in this
contract. In Exhibit I, Job Specifications for each facility both the task
descriptions and the number of days per year that each task is to be performed
are itemized. From that information and a mandatory job walk/inspection of each
facility except Police and Communications facilities, the potential contractor is required
to provide the Monthly Labor Hours and cost per task, per facility, with a total for each
to be entered on the appropriate line at the end of the page. The proposer will then
provide a grand total for all Monthly Labor Hours and costs for all facilities combined
on the Pricing Recap Sheet for All Sites. All measurements provided are approximate
and should be confirmed by the Proposer.
Notwithstanding any other provisions of this proposal, the Custodial/Janitorial Services
contractor warrants that the services, equipment, and supplies furnished shall be of
the best quality as specified in this RFP. Such warranties shall include performance,
workmanship, labor, and materials.
Contractor is to be aware of the California Labor Code Section 1060 - 1065, regarding
14
[Contractor’s name]
Form Rev. 07-07-2025
displaced janitors. It is the Contractor's responsibility to review this legislation and be
familiarized with its content.
Subcontracting: No portion of the work covered by these specifications can be
subcontracted or assigned without prior approval of the City. Requests to subcontract all
or any portion of services required by this contract will be submitted to the City's Facilities
& Maintenance Supervisor, or his/her designee, at least thirty (30) days in advance of the
proposed effective date of the subcontract. Contractor shall include in this written request
a detailed description of how the Contractor plans to oversee the services performed by
the proposed subcontractor. Contractor shall be responsible for services provided by any
subcontractor as if Contractor were providing the services with its own organization.
PERFORMANCE STANDARDS
The contract specifications define the minimum level of service and frequency
deemed acceptable. It is intended that the Contractor will schedule his/her operations
to meet or exceed these requirements. It is further intended that the Contractor shall
put forth a level of effort to provide a thorough clean and disinfecting of the facilities,
not merely a surface clean and disinfecting. Some examples include but are not
limited to: floors shall be waxed and buffed for a gloss shine, carpeted floors shall be
completely and thoroughly vacuumed, windows shall be clean and disinfected to
where all film, smudges, and streaks are removed, and the restroom facilities clean
and disinfected and polished to approach the sanitary levels of a hospital.
A. It is the objective of the City to obtain full clean and disinfecting performance
in accordance with the terms of the specifications and at the quality
standards of work set forth in this contract. To this end, the City is
contracting for the complete performance of each clean and disinfecting job
as specified in this contract. Therefore, deductions (Liquidated Damages)
for tasks not completed or not satisfactorily completed shall be made in
accordance with the schedule detailed herein.
B. The City's Building Maintenance Supervisor or designee shall contact the
Contractor by telephone, fax, or email to notify them of performance issues.
The City's Facilities Manager shall also notify the Contractor of written
complaint(s) received from building occupants.
C. The City's Building Maintenance Supervisor or designee shall maintain a file
of incoming complaints whether they be written, oral, or by telephone. This
file shall contain the date, time, building, name of the person making the
complaint, phone number and time the Contractor was notified, or a copy of
the notification letter and fax record.
D. Major problems require immediate attention and shall be responded to and
corrected within two (2) hours. Examples of major problems include, but are
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NOT limited to: toilets not clean and disinfected, not stocking sufficient paper
products in large areas, offices not clean and disinfected, or trash not
removed, etc. The City's Facilities Manager or designee shall have authority
to classify a complaint as major or minor.
E. Minor problems require correction during the next day's normal clean and
disinfect up, however a continuing record of minor complaints shall result in
a deduction. Examples of minor problems include, but are not limited to: a
trash can not emptied, a small area not vacuumed, toilet paper in one stall
out, etc.
Failure by the Contractor to respond to specific complaints as stated above,
as well as preventing continuing occurrences of such complaints, may result
in deductions of invoiced payments or termination of this contract agreement.
F. Proof of performance and adherence to specifications shall be upon the
Contractor. Support such as test results, technical data, or other pertinent
information shall be supplied by the Contractor at no cost to the City. The
City shall be the sole judge as to the adequacy of supporting documentation.
G. Failure to clean and disinfect an entire building or site shall result in a
separate deduction for nonperformance. In the event the contractor doesn't
complete all the required nightly, weekly or monthly services as scheduled
and outlined in the specifications, the Contractor will be required to make
corrections of all discrepancies at a mutually agreed upon schedule. After
three (3) occurrences of nonperformance within a 12-month period, the City,
at its discretion, may begin default proceedings. The Contractor, to handle
an instance of nonperformance, shall send personnel to the missed site
within two hours of notification of an event of nonperformance for immediate
servicing of that location. However, this shall not relieve the Contractor of
being charged the deductions or this counting towards the three
occurrences. If the Contractor does not respond in two hours, the City's
Facilities Manager may exercise the City's right to terminate for default.
H. Failure of the Contractor to appear on any scheduled workday without the
advance approval of the Facilities Manager, or his designee, shall result in the
deduction of the total daily cost for that location.
I. Contractor billing shall be done on a timely basis. The successful proposer
shall submit monthly invoices for work completed in the previous month.
Expectation: The contractor shall render the City facilities Clean and disinfect,
defined as" free of dirt, pure, spotless, sanitary, sterile, and uncontaminated". This
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includes timely removal of trash, dirt, dust, cobwebs, and other waste.
Frequency: Janitorial services shall be provided five (5) days per week in the
evening (Monday through Friday) excluding City-recognized holidays. The work
schedule for completing daily services requirements is defined in the Janitorial
Specifications for each location. The task and frequency schedule indicates the
minimum acceptable clean and disinfecting frequencies. The contractor shall in no
way interfere with the normal work of City employees.
Holidays: The following ten (11) days are City holidays on which Contractor may
need to provide service. All City facilities are dynamic due to their programmed use;
and some locations will require service on holidays, and others will not.
Maintenance Services will provide a schedule of which building will require holiday
service.
New Year's Day
Martin Luther King's
Day President's
Birthday Memorial
Day
Independence Day
Labor Day
Veteran's Day
Thanksgiving Day
Day after Thanksgiving
Christmas Day
Juneteenth
NOTE: It is expected that the awarded contractor shall make he/she
aware of current meeting schedules, holidays and other work routines
within the facility and conduct his/her work in such a manner as to
cause no interference with the execution of city business.
Changes: Changes in the areas serviced and/or specifications may be
necessary during the term of this contract. Changes in the contract
requirements and corresponding changes in compensation may be
implemented upon mutual agreement of the City and the Contractor. All
such changes will be processed through the purchasing department. The
City reserves the right to add or delete services at any time with 30 days
written notice to vendor. If services are requested, the vendor is required to
provide a cost estimate detailing them as an attachment to the bid along with
prices, where applicable, which may be offered as an addendum for the term
of this contract agreement.
Deficient Performance: City reserves the right to deduct from the
payments due or to become due to the Contractor for deficient
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performance. The amount of such deductions will be based on the value
and extent of the unsatisfactory work. A copy of the City inspection record
for the facility, with associated deduction calculation will be furnished to the
Contractor prior to a deduction being made. All work determined by the
Maintenance Services Manager to be defective or deficient in any of the
requirements shall be remedied by the Contractor at the Contractor's
expense and in a manner acceptable to the City of Costa Mesa.
The contractor shall be responsible for, but not limited to, the following:
1) adherence to schedules
2) maintenance or replacement of clean and disinfecting equipment
3) notifying City of any personnel changes
4) training of new personnel
A. Supervisors
The Contractor shall provide qualified English-speaking supervision in all areas of
operations. The supervision shall work with City of Costa Mesa personnel in
planning and scheduling work for completion of tasks. The Contractor shall furnish
only employees who are authorized, competent and skilled for work under this
contract.
The Contractor shall designate in writing to the City's Facilities Manager, the name
of the person assigned as the Contractor's Project Manager with full authority to
administer the terms of this contract. The Contractor's Project Manager shall have
the capability to receive complaints by telephone, pager, or e-mail to facilitate timely
corrective actions. An answering service or answering machine shall NOT be an
acceptable means of contact for the Contractor's Project Manager. This
representative shall be available Monday through Friday 7:30 a.m. through 5:00
p.m. The Contractor's Project Manager shall be the contract supervisor. Two
working supervisors are required during all shifts. The working supervisors shall
verify the cleanliness of facilities prior to releasing Contractor personnel each day.
The Contractor shall always have two (2) competent working supervisors on the job
when custodial services are being performed. Supervisors shall be thoroughly familiar
with the content of the bid specifications and intent of the complete agreement. Any
violation by the Contractor's personnel of these requirements, or others established by
the City, shall result in the removal of the employee from this contract. Termination of
this contract may result, at the discretion of the Facilities Manager, for repeated non-
compliance of these requirements.
Contractor shall meet in conference with the City's Facilities Manager or designee at a
time to be agreed upon for administration of work, including review of inspection reports
if requested. (City staff will be responsible for completing weekly inspection reports on
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all facilities). At a minimum, inspection reports for the previous one-month period shall
be reviewed by the City's Facilities Manager or designee and the Contractor's Project
Manager at the first meeting of the following month.
A. Personnel
Personnel employed by the Contractor shall be competent, trustworthy and properly
trained for the work requirements. The Contractor and employees shalt be required to
comply with all applicable regulations of the City, as directed, and full cooperation shall
be expected and required at all times. Contractor shall notify the Facilities Manager
immediately in writing of all changes on contract personnel by submitting name and
address of employee and effective date of employment or termination. When in the
opinion of the City, an employee does not constitute a satisfactory security risk, his/her
employment on the contract will be denied.
1. Background Check: The Contractor's employees who will work in buildings
owned by the City of Costa Mesa shall be required to be cleared through the
City of Costa Mesa Police Department Criminal Investigation procedure prior
to employment. The cost of this background check will be the responsibility of
the Contractor. Upon receipt of notice of award from City of Costa Mesa
Purchasing Supervisor, the Contractor must supply personnel information
within ten (10) working days.
2. Health: All personnel shall be in good health and free of contagious diseases.
Contractor shall not allow any person(s) under the influence of alcohol or thugs
on the premises or in the building. Neither shall the Contractor allow the use
or presence of alcohol or drugs on the premises or in the building.
3. Identification and Uniforms: All personnel shall wear uniforms, furnished by
the Contractor, at all times during the performance of this work. The
Contractor's work force shall be neat and clean and disinfect in appearance
and shall wear a uniform with the Contractor's name and/or logo permanently
affixed to it. Uniforms shall consist of shirt and full-length pants and be mutually
agreed to by the Contractor and City. Uniforms will at all times be Clean and
disinfect and neat in appearance. Closed-toe and heeled shoes shall be worn
for proper safety during tasks being performed. Employees shall wear an
identification badge with the employee's picture, name and company name on
the face of the badge. The badge must be worn in plain sight, above the waist
at all times while the employee is on City property. This requirement includes
all remote locations. The Contractor's employees are required to provide
proper identification when requested by City or security personnel. Any
employee that does not comply with this requirement shall be required to leave
City facilities. There is no exception to this requirement, which is to ensure only
authorized Contractor employees are in City facilities.
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4. Conduct: No person(s) shall be employed for this work that is found to be
incompetent, disorderly, and troublesome, under the influence of alcohol or
drugs, which fails or otherwise refuses to perform the work properly and
acceptably or is otherwise objectionable. Any person found to be objectionable
shall be discharged immediately and not reemployed on this work.
5. Supervision: Contractor shall provide a supervisor or foreman who shall be
present at all times during contract operations, and who shall be responsible
for both conduct and workmanship. The said supervisor or foreman shall be
able to communicate effectively in both written and oral English.
6. Training: Contractor shall have an ongoing training program for all staff.
Contractor shall provide only personnel that have been fully trained for
performance of this work. Supervisors shall have been trained in supervision
as well as technical training in janitorial services.
7. Nondiscrimination: The Contractor shall not engage in discrimination in
employment of persons because of race, color, national origin, ancestry, sex,
or religion of such persons. Violation of this provision may result in the
imposition of penalties under the Labor Code Section 1735.
B. Employee List
The Contractor shall provide to the City's Facilities Manager or designee an accurate
list of all personnel who have any relationship to work performed within the scope of this
contract, prior to the employee starting work. List data shall indicate personnel by
building(s) in which they are assigned to work, and must include full names, aliases,
home addresses, home telephone numbers, copies of drivers’ licenses and social
security cards. Changes to the list shall be reported, in writing, to the City's Facilities
Manager within one working day. Employees terminated by the Contractor shall be
reported the same day to the City's Facilities Manager, unless it is after hours, then the
next business morning shall be acceptable.
C. Removal of Staff
The City requires the Contractor to remove all Contractor personnel from City property
who are deemed careless, incompetent, insubordinate, objectionable, or whose
continued employment on the job is deemed to be contrary to public health, safety and
welfare. If, in the opinion of the City, an employee of the Contractor is incompetent or
disorderly, refuses to perform in accordance with the terms and conditions of the
contract, threatens or uses abusive language while on City property, or is otherwise
unsatisfactory, upon City request, the Contractor shall remove that employee from all
work under this contract. It is the responsibility of the Contractor to provide the proper
training for their employees.
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D. Backup Staff
The Contractor shall provide sufficient backup staff to cover absenteeism or extend
existing work force hours to compensate for absent staff. The backup staff shall
adhere to the same background and security screenings as regular staff. The City
reserves the right to request additional backup staff as deemed necessary.
E. Unauthorized Personnel
Employees of the Contractor shall not be assisted nor accompanied by any individual
that is not an employee of the Contractor, while performing duties related to the
contract. This includes friends, children and/or other relatives. Employees of the
Contractor that violate this stipulation shall be deemed objectionable to the City and
shall not be allowed to work in City facilities.
F. Prohibited Items
Contractor's employees shall be prohibited in the use or possession of the following
items while working on City premises: guns, knives, other weapons, alcohol and/or
controlled substances. Contractor's employees shall not be under the influence of
alcohol or illegal drugs. Any employee violating this policy shall be removed
immediately from City facilities and replaced with acceptable personnel.
G. City & Personal Property of City Personnel
The Contractor shall direct their employees against the unauthorized reading and
disclosing of materials and documents available in the facilities of the City and against
unauthorized use of City and personal property, such as: telephones, radios, copy
machines, computers, terminals, fax machines, calculators, etc., which may be in any
of the City facilities. The Contractor shall be responsible to see that Contractor's
employees do not disturb papers on desks, tables, or cabinets, and do not open desk
drawers or cabinets. Found item(s) shall be turned in at the end of each shift to the
Contractor's supervisor. The supervisor shall return the item(s) to the City's Facilities
Manager within twenty-four (24) hours.
H. Telephones shall not be used by the Contractor or its employees for personal or
business reasons with the following exception(s): to report need of emergency medical
aid, fire or need of law enforcement, (use '9-911') and notification to the Costa Mesa
Police Department of damage as required in this contract. Any calls to numbers other
than those above will be considered a violation of this contract and grounds for
immediate termination.
I. Hours of Work
The Contractor shall provide no less than the minimum number of estimated hours per
evening as provided in the Contractor's proposal and subsequent contract award. Any
amount less than this minimum per building may be deducted from the Contractor's
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billing. The amount of deduction will be calculated on an hour-for-hour basis, utilizing
the Contractor's hourly proposal amount (total dollars divided by total hours). The City
shall be the sole judge of any performance discrepancies.
J. Care of Facilities
Contractor's employees shall regularly observe the general condition of all buildings
and report problem areas to Contractor's supervisor or lead custodian. Contractor shall
be responsible for knowledge of and use of all fire alarms and fire prevention
equipment. In case of emergency, Contractor's employees shall notify the City's
Communication Center by dialing 911 and shall then call or Maintenance Services
Manager, or his designee, immediately. Contractor shall report all required non-
emergency repairs by contacting the Maintenance Services Manager, or his designee.
1. Security: Contractor's personnel shall not be allowed in City facilities outside of normal
business hours unless they are performing work for the Contractor. All Contractor
personnel are required to provide proof of identity when requested to do so by City
personnel. Keys shall not be left in the door locks. The Janitorial Services contractor
shall be responsible for securing/locking the interior and exterior portions of the
building during hours to be specified by the Maintenance Services Manager or his/her
designee. All work spaces shall be locked and the lights turned off when clean and
disinfecting in each area has been completed. Security lights (as directed) shall be
turned on prior to leaving the facility. Keys required by the contractor will be furnished
by the City to designated contractor employee and shall be returned to the City on
demand. Electronic security system (where installed) shall be properly disarmed and
armed each time after-hours access is made. All exit doors are to remain locked while
the contractor is in the space. The contractor is not to block open occupant or exterior
doors for any reason. The contractor is not to assist entry of anyone except contractor,
employees or Police/Fire personnel. Close and lock any exterior windows. Contractor's
personnel shall immediately report to their supervisor and City personnel, problems
dealing with unauthorized or suspicious persons, conditions indicating theft, break-in
or vandalism, and building system failures. The Contractor's employees shall report to
emergency personnel situations such as: fire, smoke, unusual odors, broken pipes or
floods, and take appropriate safety measures.
2. Keys: The Janitorial Services contractor shall be issued building keys, where
applicable, for the performance of services as specified herein. Should a lost or stolen
key jeopardize the security of the particular City facility, the contractor shall be solely
responsible for all costs incurred by the City in re-keying the lock system. No keys shall
be duplicated.
3. Alarm System: Where applicable, the contractor shall be charged a minimum of one
hundred dollars ($100.00) per call-out should contractor, while in the process of
entering or leaving the facility, misuse the security alarm system.
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4. Damages: The Janitorial Services Contractor will be responsible for all damages to the
facility or contents caused by the Janitorial Services Contractor or their staff during the
performance of their duties.
5. Protection & Restoration: The Contractor shall protect all furnishings and
improvements from damage by its operations. All damage shall be repaired or
replaced, at the option of the City, at the Contractor's expense within a reasonable
time after notification of such damage. Repairs and/or replacements shall be equal to
original in all aspects.
6. Removal of items: The Contractor's employees shall not remove any items from the
job sites except that which has been specifically authorized by the City of Costa Mesa
in writing.
7. Energy Conservation: Contractor shall instruct all employees performing work within
the facility to utilize methods which will maximize energy conservation. This shall
include the turning on of light fixtures ONLY IN THE AREAS where work is in progress
and turning off all lights when work is completed.
K. Employee Training Program
The Contractor's employees shall be trained in the following areas, prior to being
assigned to work under this contract:
1. Proper clean and disinfecting techniques required to perform the standards of
the specifications, in accordance with this contract;
2. Specific location training. Please note that staff assigned to the jail will require
additional training, both for police procedures and in clean and disinfecting
techniques;
3. Contract specification clean and disinfecting requirements, including the use of
Green Seal certified clean and disinfecting products and other methods (micro-fiber
clothes, etc.) to reduce the use of chemicals. This training will be performed at each
facility. Each employee shall be required to sign a copy of the specifications to
acknowledge clean and disinfecting requirements;
4. All janitorial contract personnel are also required to receive all appropriate safety
training in all aspects of custodial/housekeeping operations from the janitorial
company. Records to substantiate these requirements must be made available to the
City within twenty-four (24) hours of a request.
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L. Safely Program
The Contractor shall submit to the City, a written safety program and also an Injury and
Illness Protection Program (IIPP). This program shall include at a minimum, detailed
training procedures in the following:
1. Safe work habits
2. Safe use of clean and disinfecting chemicals (right-to-know) Material Safety Data
Sheets (MSDS)
3. Safe use of clean and disinfecting equipment
4. The use of equipment, signs, barriers, or other devices, to protect the building
occupants or equipment
5. Proper handling of hazardous materials and biological waste (blood-borne pathogens)
6. Recognizing hazardous or other materials, which are not allowed for use in this contract
M. Safety Procedures
All Clean and disinfecting chemicals shall be stored in properly labeled containers at all
times.
1. The Contractor shall provide a floor care procedure using products that meet American
Society of Testing Materials (ASTM) and CSMA standards.
2. Any additional or replacement staff hired throughout the life of the contract shall also
complete safety training prior to beginning work in the City facilities. Documentation
of training completion shall be submitted to the City's Facilities Manager.
N. Tools & Equipment
The contractor shall furnish and maintain all equipment necessary for properly
maintaining the City buildings. The contractor shall provide an equipment inventory list,
identifying all equipment by age and condition to provide the services required by this
contract. Contractor shall furnish and keep in good working order all necessary tools,
equipment and supplies, including, but not limited to, carpet clean and disinfects,
stripper and waxes, soaps, clean and disinfects, mops, brooms, buffers, ladders, hoses,
HEPA vacuum all clean and disinfects, trash liners, clean and disinfecting rags, and all
other clean and disinfecting equipment. The City of Costa Mesa reserves the right to
inspect equipment to be used to perform this contract. Any equipment determined to be
in poor condition must be replaced immediately, at the contractor's expense. Failure to
provide suitable equipment for carrying out all requirements of this contract may be
grounds for termination.
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O. Materials & Supplies
All clean and disinfecting supplies, materials, and tools used in the performance of this
contract shall be of good commercial quality, suitable for the purpose intended, and
shall provide results necessary to provide the high standards of cleanliness and
disinfection required under this contract. All Clean and disinfecting processes used shall
meet high standards of safety and effectiveness for commercial applications in high
traffic areas and shall not damage the facilities being Clean and disinfected. The City
shall have the right to prohibit the use of any process, material, supply or tool which may
damage City property, or which may be a risk to employees, the public, or others using
City facilities.
The Janitorial Services contractor shall provide all other chemicals, supplies, and
equipment. All Clean and disinfecting chemicals and other supplies used by the
Janitorial Services contractor must be used in accordance with all federal, state, and
local laws, comply with Material Safety Data Sheets (MSDS) standards and be used in
conjunction with necessary safety equipment. MSDS must be on-site and available for
all chemicals stored and used within a service area on the first day of the contract. The
Contractor shall post copies of MSDS for all chemicals used in each custodial closet
in compliance with OSHA Hazard Communication Standard 29 CFR 1910.1200. This
shall include labeling the contents of all secondary type plastic bottles or containers.
The City would prefer the use of “Green Seal” or other non-hazardous/biodegradable
clean and disinfecting products in all of its buildings where possible.
The City will supply all toilet paper, paper towels, toilet seat covers, sanitary napkins
and disposable bags, hand soap, and urinal screens to the Custodial/Janitorial Services
contractor. All supplies remain property of the City and may only be used at the specified
site. City shall also provide at its expense all utilities, including lights, power and water.
Contractor shall stock and refill all restroom dispensers, as outlined in this section of the
RFP document.
Janitorial closets located in City facilities will be assigned to the Contractor for storing
supplies. The closets used by Contractor shall be kept Clean and disinfect and free of
debris and odor at all times. All supplies and equipment stored in any City janitorial
closet shall be stored in a neat and orderly manner and in such a way as to prevent injury
to City staff, the public, or Contractor's employees. The Contractor will be required to
sign out for City supply items. Usage of the City supply items will be closely monitored
by the City Project Manager. Any unauthorized usage of City supply items by the
Contractor will be grounds for immediate termination of the contract.
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P. Clean and disinfecting Schedule
1. Clean and disinfecting shall not start earlier than thirty (30) minutes after the end of
normal business hours as related to each facility (see specific information on hours
for each location listed in. These times are subject to change under the direction of
the City's Facilities Manager.
2. The Contractor shall provide the City's Facilities Manager a monthly schedule
showing the estimated number of labor-hours, date to be accomplished, and task
to be performed, to accomplish the contract requirements.
3. In the event an evening meeting is being conducted in a facility, the Contractor
shall be responsible for proper clean and disinfecting of the used area, provided
the meeting ends by 11:00 p.m. All clean and disinfecting shall be completed
before the start of next normal business day.
4. The Contractor shall maintain a schedule for floor stripping, waxing, carpet clean
and disinfecting and hot water extraction for all City facilities and provide to the City's
Facilities Manager a copy of the monthly completed and scheduled work on the first
workday of every month.
5. The Contractor shall maintain a schedule for quarterly interior and exterior window
washing and provide to the City's Facilities Manager a copy of the scheduled work a
minimum of 2 weeks in advance, and a copy of the quarterly completed work on the
first workday following completion of work.
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EXHIBIT 1
JOB SPECIFICATIONS
FOR
JANITORIAL SERVICES FOR CITY FACILITIES
The Janitorial Services contractor is responsible for the cleanliness and sanitation of
the building. The description of each service area, below, is to be used as a guideline
for the Janitorial Services contractor. The description does not attempt to describe
every detail or feature of the facility that is to be maintained by the Janitorial Services
contractor.
CITY HALL SERVICE SCHEDULE: Monday - Friday, after 5:30 P.M.
(73,341 total square foot)
CITY HALL Area: First Floor — 24,453 sq. ft.
Front Lobby, Two Elevators, Men's and Women's restroom, All workspaces within City
Clerks area, Finance Department, Conference room 1A, Council Chambers, I.T. office area.
Excluding: Janitorial in - MIS server room; secured Vault areas in I.T. Treasury, Finance and City
Clerk area; Mechanical Room and cleaning of desks. (Excluded 13,000 sq. ft.)
Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and
carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup
soiled areas resulting from leaking liners.
• Spot clean interior & exterior entranceway door glass, push plates and handles.
• Clean both sides of partition glass using an approved window cleaner.
• Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and
edge as needed.
• Completely clean & disinfect restrooms, fixtures and bright work, restock dispensers,
refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop.
• Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
• Dust all horizontal top surfaces using a synthetic duster or a treated dusting towel.
• Completely clean dust mop & polish bright work in elevators.
• Spot clean soiled walls and fixtures.
• Clean conference room tables. Place chairs neatly around table and room perimeter
• Clean dry erase boards.
• Clean exterior and interior of microwave and disinfect counters and sinks in break
room.
• Clean and polish drinking fountains.
• Service, empty and clean exterior (at building entrances) trash receptacles.
Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls.
• Use shampoo system to remove large soil spots and dry.
• Spot clean around wall switch plates, doors, doorframes and counters.
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• Wipe down vinyl and leather furniture.
• Vacuum elevator tracks removing all debris, clean and polish exterior doors.
• Chemically treat all waterless urinals on Friday evenings with approved chemical.
• Surface clean carpets as needed.
• Clean and dust of Council Chamber Dias horizontal and vertical wood surfaces,
podium and staff tables on Monday.
Monthly Activities
• Vacuum upholstered seating.
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum ceiling vents & air deflectors.
• Dust, mop and spot clean Fire Stairs, railings and ledges.
• Machine scrub hard surface floors and apply finish, including elevators.
• Detail vacuum corners and edges.
• Clean accessible baseboards.
• Extra clean of council chambers exterior doors.
Quarterly Activities
• Clean all accessible carpet using hot water, high-pressure extraction system.
• Replace waterless urinal cartridges with approved replacement.
• Clean all 1st floor windows inside and out.
Semi-Annual Activities
• Machine strip hard surface floors / clean grout in floor tile and reapply approved floor
finish.
• Clean fabric walls full height and hot water extract, using a high-pressure extraction
system, ensuring no streaks are visible.
Annual Activities
• June - Clean all exterior windows and power wash exterior sunscreens (to be
performed on weekend only).
CITY HALL Area: Second Floor, (9,303 total sq. ft.)
Lobby, Men's and Women's Restrooms, Break Room, Conference Room 2A, and
all office workspaces. Excluding: vault and plan storage areas (2ea), Mechanical Room and
cleaning of desks. (Excluding 713 sq. ft.)
Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and
carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup
soiled areas resulting from leaking liners.
• Clean both sides of partition glass using an approved window cleaner.
• Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and
edge as needed.
• Completely clean & disinfect restroom, fixtures and bright work, restock dispensers,
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refill soap as needed.
• Dust mop hard floors with a chemically (city-approved) treated dust mop.
• Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
• Dust horizontal top surfaces using a synthetic duster or a treated towel.
• Spot clean soiled wall and fixture.
• Clean conference room tables. Place chairs neatly around table and room perimeter
• Clean dry erase boards.
• Clean exterior and interior of microwave and disinfect counters and sinks in break
room.
• Clean and polish drinking fountains.
Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls.
• Use shampoo system to remove large soil spots and dry.
• Disinfect all door handles.
• Spot clean around all wall switch plates, doors, door frames and counters.
• Wipe down vinyl and leather furniture.
• Vacuum elevator tracks removing all debris, clean and polish exterior doors.
• Chemically treat all waterless urinals on Friday evenings with approved chemicals.
• Surface clean carpets as needed.
Monthly Activities
• Vacuum upholstered seating.
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum ceiling vents and deflectors.
• Dust mop and spot clean Fire Escape Stairs, railings and ledges.
• Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Clean and polish metal elevator threshold plates.
• Clean accessible baseboards.
Quarterly Activities
• Clean carpet using a high-pressure hot water extraction system.
Semi-Annual Activities
• Machine strip hard surface floors / clean grout in floor tile and reapply approved floor
finish.
• Replace waterless urinal cartridges with approved replacements as needed.
Annual Activities
• June - Clean all exterior windows, power wash exterior sunscreens (to be performed
on weekend only.)
29
[Contractor’s name]
Form Rev. 07-07-2025
CITY HALL Area: Third Floor, (9,303 total sq. ft.)
Lobby, Front Receptionist Area, Men's and Women's Restrooms, Break Room, all
workspaces within Administrative Offices, Central Services, Recreation and Human
Resources office spaces, Conference Room 3A and 3B. Excluding vault, Mechanical Room
and cleaning of desks. (Excluding 379 sq. ft.)
Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and
carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup
soiled areas resulting from leaking liners.
• Clean both sides of partition glass using an approved window cleaner.
• Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and
edge as needed.
• Completely clean & disinfect restroom, fixtures and bright work, restock dispensers,
refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop.
• Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
• Dust horizontal top surfaces using a synthetic duster or a treated towel.
• Spot clean soiled walls and fixtures.
• Clean conference room tables; arrange chairs neatly around table and room
perimeter.
• Clean dry erase boards.
• Clean exterior and interior of microwave and disinfect counters and sinks in break
room.
• Clean and polish drinking fountains.
Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls.
• Use shampoo system to remove large soil spots and dry.
• Disinfect all door handles.
• Spot clean around all wall switch plates, doors, door frames and counters.
• Wipe down vinyl and leather furniture.
• Vacuum elevator tracks removing all debris, clean and polish exterior doors.
• Chemically treat all waterless urinals on Friday evenings with approved chemicals.
• Surface clean carpets as needed.
Monthly Activities
• Vacuum upholstered seating.
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum ceiling vents and deflectors.
• Dust, mop and clean Fire stairs, railings, and ledges.
• Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Clean and polish metal elevator threshold plates.
30
[Contractor’s name]
Form Rev. 07-07-2025
• Clean accessible baseboards.
Quarterly Activities
• Clean carpet using a high-pressure not water extraction system.
Semi-Annual Activities
• Machine strip hard surface floors / clean grout in floor tile and reapply floor finish.
• Replace waterless urinal cartridges with approved replacement as needed.
Annual Activities
• June - Clean all exterior windows, power wash exterior sunscreens (to be
performed on weekend only).
CITY HALL Area: Fourth Floor, (9,303 total sq. ft.)
Lobby, Receptionist area, Men's and Women's Restrooms, Conference Room 4A, Break
Room, and all workspaces within Administrative, Engineering, Project Administration,
and Traffic Office workspace. Excluding: Vault area, Mechanical Room and cleaning of
desks. (Excluding 496 sq. ft.)
Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and
carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup
soiled areas resulting from leaking liners.
• Clean both sides of partition glass using an approved window cleaner.
• Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and
edge as needed.
• Completely clean & disinfect restroom, fixtures and bright work, restock dispensers,
refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop.
• Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
• Dust horizontal top surfaces using a synthetic duster or a treated towel.
• Spot clean soiled wall and fixtures.
• Clean conference room tables; arrange chairs neatly around table and room
perimeter.
• Clean dry erase boards.
• Clean exterior and interior of microwave and disinfect counters and sinks in break
room.
• Clean and polish drinking fountains.
Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls.
• Use shampoo system to remove large soil spots and dry.
• Disinfect all door handles.
• Spot clean around all wall switch plates, doors, door frames and counters.
• Wipe down vinyl and leather furniture.
• Vacuum elevator tracks removing all debris, clean and polish exterior doors.
31
[Contractor’s name]
Form Rev. 07-07-2025
• Chemically treat all waterless urinals on Friday evenings with approved chemicals.
• Surface clean carpets as needed.
Monthly Activities
• Vacuum upholstered seating.
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum ceiling vents and deflectors.
• Dust, mop and spot clean Fire stairs, railings and ledges.
• Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Clean and polish metal elevator threshold plates.
• Clean accessible baseboards.
Quarterly Activities
• Clean carpet and hot water extract, using a high-pressure extraction system.
Semi-Annual Activities
• Machine strip hard surface floors / clean grout in floor tile and reapply floor finish.
• Replace waterless urinal cartridges with approved replacement as needed.
Annual Activities
• June - Clean all exterior windows, power wash exterior sunscreens (to be
performed on weekend only).
CITY HALL Area: Fifth Floor, (9,303 total sq. ft.)
Lobby, Receptionist, Restrooms, Conference Room 5A, Break Room, All
workspaces within City Manager Offices and private restroom, Fire
Administration Offices, EMS and Training Areas, City Attorney Offices and all
workspaces. Excluding: Mechanical Room and cleaning of desks. (Excluding 262 sq.
ft.)
Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and
carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup
soiled areas resulting from leaking liners.
• Clean both sides of partition glass using an approved window cleaner.
• Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and
edge as needed.
• Completely clean & disinfect restroom, fixtures and bright work, restock dispensers,
refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop.
• Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
• Dust horizontal top surfaces using a synthetic duster or a treated towel.
• Spot clean soiled wall and fixtures.
• Clean conference room tables; arrange chairs neatly around table and room
perimeter
32
[Contractor’s name]
Form Rev. 07-07-2025
• Clean dry erase boards.
• Clean exterior and interior of microwave and disinfect counters and sinks in break
room.
• Clean and polish drinking fountains.
Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls.
• Use shampoo system to remove large soil spots and dry.
• Disinfect all door handles.
• Spot clean around all wall switch plates, doors, door frames and counters.
• Wipe down vinyl and leather furniture.
• Vacuum elevator tracks removing all debris, clean and polish exterior doors.
• Chemically treat all waterless urinals on Friday evenings with approved chemicals.
• Surface clean carpets as needed.
Monthly Activities
• Vacuum upholstered seating.
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum ceiling vents and deflectors.
• Dust, mop and spot clean Fire stairs, railings and ledges.
• Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Clean and polish metal elevator threshold plates.
• Clean accessible baseboards.
Quarterly Activities
• Clean carpet and hot water extract, using a high-pressure extraction system.
• Clean upholstery on all chairs in Conference Room 5A, using hot water/steam
extraction.
Semi-Annual Activities
• Machine strip hard surface floors / clean grout in floor tile and reapply
floor finish. Replace waterless urinal cartridges as needed.
Annual Activities
• June - Clean all exterior windows, power wash exterior sunscreens (to be
performed on weekend only).
33
[Contractor’s name]
Form Rev. 07-07-2025
2 IT Offices and Training Room (Located in the City Hall Basement)
Approximately 1,000 sq. ft.
Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and
carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup
soiled areas resulting from leaking liners.
• Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot
and edge as needed.
Quarterly Activities
• Clean carpet and hot water extract, using a high-pressure extraction system.
34
[Contractor’s name]
Form Rev. 07-07-2025
COSTA MESA POLICE DEPARTMENT: (57,879 total sq. ft.)
1ST FLOOR - 30,551 sq. ft.
Lobby, all work spaces within Receptionist Area, Records, Property Reception Area,
EOC, All Restrooms, Elevator, Crime Prevention, Patrol Report Writing/Sergeant Office,
CSI offices, Watch Commander, Patrol Reporting Area, Vice Narcotics, Traffic Report
Writing/Traffic Bureau, Detective Bureau Office Area, Administrative Sergeant Office,
Vice Narcotics (when permitted by staff —at least twice per week), and all hallways.
Excludes Jail area, Evidence Room, Property Storage, Janitor Closet, Detective Bureau
Storage, Crime Prevention Storage, Swat Storage, Archive Storage, and Supply Room.
(Excluding 10,958 sq. ft.)
Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and
carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup
soiled areas resulting from leaking liners.
• Spot clean interior & exterior entranceway door glass, push plates and handles.
• Clean both sides of partition glass using an approved window cleaner.
• Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot
and edge as needed.
• Completely clean, disinfect restroom, fixtures and bright work, restock dispensers,
refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop.
• Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
• Vacuum stairs, dust railings, ledges and spot clean.
• Dust horizontal top surfaces using a synthetic duster or a treated towel.
• Completely clean dust mop & polish bright work in elevator.
• Spot clean soiled wall and fixtures.
• Clean conference room tables; arrange chairs neatly around table and room
perimeter.
• Clean dry erase boards.
• Clean exterior and interior of microwave and disinfect counters and sinks in break
room.
• Clean and polish drinking fountains.
Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls.
• Use shampoo system to remove large soil spots and dry.
• Disinfect all door handles.
• Spot clean around all wall switch plates, doors, door frames and counters.
• Wipe down vinyl and leather furniture.
• Vacuum elevator tracks removing all debris and clean exterior door.
• Chemically treat all waterless urinals on Friday evenings with approved chemicals.
• Surface clean carpets as needed.
Monthly Activities
• Vacuum upholstered seating.
35
[Contractor’s name]
Form Rev. 07-07-2025
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum ceiling vents and deflectors.
• Dust, mop and spot clean Fire stairs, railings and ledges.
• Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Strip floors and reapply floor finish in elevator.
• Clean accessible baseboards.
Quarterly Activities
• Clean carpet and hot water extract, using a high-pressure extraction.
Semi-Annual Activities
• Machine strip hard surface floors / clean grout in floor tile and reapply floor finish.
• Replace waterless urinal cartridges with approved replacement as needed.
Annual Activities
• June - Clean all exterior windows, power wash exterior sunscreens (to be performed
on
weekend only).
COSTA MESA POLICE DEPARTMENT: 2nd FLOOR (14,656 total sq. ft.)
All workspaces within Administrative and Operational Offices, Conference Room
and all hallways. Excluding utility closets, Training Storage Room, Janitorial, and
Telephone Board Room. (Excluding 634 sq. ft.)
Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and
carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup
soiled areas resulting from leaking liners.
• Clean both sides of partition glass using an approved window cleaner.
• Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and
edge as needed.
• Completely clean, disinfect restroom, fixtures and bright work, shower, restock
dispensers, refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop.
• Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
• Dust horizontal top surfaces using a synthetic duster or a treated towel.
• Spot clean soiled wall and fixtures.
• Clean conference room tables; arrange chairs neatly around table and room
perimeter.
• Clean dry erase boards.
• Clean exterior and interior of microwave and disinfect counters and sinks in break
room.
• Clean and polish drinking fountains.
36
[Contractor’s name]
Form Rev. 07-07-2025
Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls.
• Use shampoo system to remove large soil spots and dry.
• Disinfect all door handles.
• Spot clean around all wall switch plates, doors, door frames and counters.
• Wipe down vinyl and leather furniture.
• Vacuum elevator tracks removing all debris and clean exterior door.
• Chemically treat all waterless urinals on Friday evenings with approved chemicals.
• Surface clean carpets as needed.
Monthly Activities
• Vacuum upholstered seating.
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum ceiling vents and deflectors.
• Dust, mop and spot clean Fire stairs, railings and ledges.
• Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Clean and polish metal elevator threshold plates.
• Clean accessible baseboards.
Quarterly Activities
• Clean carpet and hot water extract, using a high-pressure extraction.
Semi-Annual Activities
• Machine strip hard surface floors / clean grout in floor tile and reapply floor finish.
• Replace waterless urinal cartridges with approved replacement as needed.
Annual Activities
• June - Clean all exterior windows, power wash exterior sunscreens (to be performed
on
weekend only).
37
[Contractor’s name]
Form Rev. 07-07-2025
COSTA MESA POLICE DEPARTMENT: BASEMENT FLOOR (12,672 total sq. ft.)
Briefing Room, Women's and Men's Restrooms / Locker Rooms, Main Hallway,
unsecured Gun Range entrance, Exercise Room, All workspaces within Gang SED.
Excluding: HVAC Machine room, gun range / range storage & secured gun locker,
janitorial storage, telephone utility room. (excluding 3,994 sq. ft total)
Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and
carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup
soiled areas resulting from leaking liners.
• Clean both sides of partition glass using an approved window cleaner.
• Vacuum carpeted floor traffic lanes, workspaces and accessible areas, spot and
edge
as needed.
• Completely clean disinfect restroom, fixtures and bright work, showers, restock
dispensers, refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop.
• Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
• Dust horizontal top surfaces using a synthetic duster or a treated towel.
• Spot clean soiled wall and fixtures.
• Clean conference room tables; arrange chairs neatly around table and room
perimeter
• Clean dry erase boards.
• Clean exterior and interior of microwave and disinfect counters and sinks in break
room.
• Clean and polish drinking fountains.
Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls.
• Use shampoo system to remove large soil spots and dry.
• Disinfect all door handles.
• Spot clean around all wall switch plates, doors, door frames and counters.
• Wipe down vinyl and leather furniture.
• Vacuum elevator tracks removing all debris and clean exterior door.
• Chemically treat all waterless urinals on Friday evenings with approved chemicals.
• Surface clean carpets as needed.
Monthly Activities
• Vacuum upholstered seating.
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum ceiling vents and deflectors.
• Dust, mop and spot clean Fire stairs, railings and ledges.
• Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Clean and polish metal elevator threshold plates.
38
[Contractor’s name]
Form Rev. 07-07-2025
• Clean accessible baseboards.
Quarterly Activities
• Clean carpet and hot water extract, using a high-pressure extraction.
Semi-Annual Activities
• Machine strip hard surface floors / clean grout in floor tile and reapply floor finish.
• Replace waterless urinal cartridges with approved replacement as needed.
COSTA MESA POLICE WESTSIDE SUBSTATION: (8,966 total sq. ft.)
Description: All workspaces within General Facility, 1,270 sq. ft. Lock facility
and activate security system. Excluding all secured areas 7,696 sq. ft.
Weekly Activities / once a week
• Empty waste baskets, including organics and recycling collection containers, and
carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup
soiled areas resulting from leaking liners.
• Clean both sides of partition glass using an approved window cleaner.
• Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and
edge as needed.
• Completely clean, disinfect restroom, fixtures and bright work, restock dispensers,
refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop.
• Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
• Dust railings, ledges and spot clean.
• Dust horizontal top surfaces using a synthetic duster or a treated towel.
• Spot clean soiled wall and fixture marks.
• Clean conference room tables.
• Clean dry erase boards.
• Clean exterior and interior of microwave and disinfect counters and sinks in break
room.
• Clean and polish drinking fountains.
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls.
• Use shampoo system to remove large soil spots and dry.
• Disinfect all door handles.
• Spot clean around all wall switch plates, doors, door frames and counters.
• Wipe down vinyl and leather furniture.
• Clean accessible baseboards.
• Surface clean carpets as needed.
Monthly Activities
• Vacuum upholstered seating.
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum ceiling vents and air deflectors.
• Machine scrub hard surface floor and apply finish.
39
[Contractor’s name]
Form Rev. 07-07-2025
• Detail vacuum corners and edges.
• Clean accessible baseboards.
Quarterly Activities
• Clean carpet and hot water extract, using a high-pressure extraction.
COSTA MESA COMMUNICATIONS CENTER: (Total 7,960 sq. ft.)
SERVICE SCHEDULE: Monday — Saturday, after 7:00 p.m. This is a 24/7 operation.
Description: Receptionist Area, All Office workspace, Break Room, Men's and
Women's Restroom — Locker Rooms, 911 Area, Conference Room, Shop Office
Area and restroom. Excluding: Vehicle Repair Bay and Mezzanine Storage, Equipment
Server Room, Shop Storage, Screen Storage, Telephone Room, Electrical (2,530 sq. ft.)
Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and
carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup
soiled areas resulting from leaking liners.
• Spot clean interior & exterior entranceway door glass, push plates and handles.
• Clean both sides of partition glass using an approved window cleaner.
• Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and
• edge as needed.
• Completely clean, disinfect restroom, fixtures and bright work, showers, restock
dispensers, refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop.
• Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
• Dust horizontal top surfaces using a synthetic duster or a treated towel.
• Spot clean soiled wall and fixtures.
• Clean conference room tables; arrange chairs neatly around table and room
perimeter.
• Clean dry erase boards.
• Clean exterior and interior of microwave and disinfect counters and sinks in break
room.
• Clean and polish drinking fountains.
Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls.
• Use shampoo system to remove large soil spots and dry.
• Disinfect all door handles.
• Spot clean around all wall switch plates, doors, door frames and counters.
• Wipe down vinyl and leather furniture.
• Clean accessible baseboards.
• Chemically treat all waterless urinals on Friday evenings with approved chemicals.
• Surface clean carpets as needed.
40
[Contractor’s name]
Form Rev. 07-07-2025
Monthly Activities
• Vacuum upholstered seating.
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum ceiling vents and deflectors.
• Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Clean accessible baseboards.
Quarterly Activities
• Clean carpet and hot water extract, using a high-pressure extraction.
Semi-Annual Activities
• Machine strip hard surface floors / clean grout in floor tile and reapply floor finish.
• Replace waterless urinal cartridges with approved replacement as needed.
41
[Contractor’s name]
Form Rev. 07-07-2025
COSTA MESA DOWNTOWN RECREATION CENTER (DRC): (Total 18,445 sq. ft.)
SERVICE SCHEDULE: Daily, 10:00 p.m. — 6:00 a.m.
Description: Two Front Lobby Areas. Two Receptionist Areas, Game Room, All Office and
workspace areas, Gymnasium, Gymnastic Area, Men's and Women's Restrooms, Pool
Locker and Shower Areas, Day Care and Kitchen. ACTIVATE SECURITY SYSTEM
Excluding: Maintenance office/storage, Storage Area's, Electrical Room, Telephone Room,
Janitor Closet, Basketball Court, Pool Equipment and Chemical Rooms, Pool Electrical
Room, Fountain Pump Room (excluding sq. ft. is 7,529)
Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and
carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup
soiled areas resulting from leaking liners.
• Spot clean interior & exterior entranceway door glass, push plates and handles.
• Clean both sides of partition glass using an approved window cleaner.
• Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and
edge as needed.
• Completely clean and disinfect restrooms, showers, fixtures and bright work, restock
• dispensers, and refill soap as needed.
• Dust mop hard floors except hardwood gym floor
• Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
• Dust all horizontal top surfaces using a synthetic duster or a treated dusting towel.
• Spot clean soiled walls and fixtures.
• Clean conference room tables.
• Clean exterior and interior of microwave and damp wipe counters and sinks in break
room.
• Clean and polish drinking fountains.
• Clean dry erase boards
• Pick up all trash including papers, wrappers, cigarette butts, and any other debris
from planters and grounds.
Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls.
• Use shampoo system to remove large soil spots and dry.
• Disinfect all door handles.
• Spot clean around wall switch plates, doors, doorframes and counters.
• Wipe down vinyl and leather furniture.
• Chemically treat all waterless urinals on Friday evenings with approved chemical.
• Surface clean carpets as needed.
• Clean interior of all lockers.
Monthly Activities
• Vacuum upholstered seating and replace furniture in its designated location.
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
42
[Contractor’s name]
Form Rev. 07-07-2025
• Vacuum ceiling vents & air deflectors.
• Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Wash exterior of lockers, using germicidal cleaner.
• Detail clean restrooms, showers - Wash walls, partitions, clean air vents, machine
• scrub floors using germicidal disinfectant fourth Friday of the month.
Quarterly Activities
• Clean carpet and hot water extract, using a high-pressure extraction system.
• Replace waterless urinal cartridges with approved replacement as needed.
• Machine strip hard surface floors / clean grout in floor tile and reapply approved
floor
• finish in entrance area aquatics lobby, multipurpose room and locker area.
(Excluding basketball Courts in gym).
43
[Contractor’s name]
Form Rev. 07-07-2025
COSTA MESA BALEARIC COMMUNITY CENTER: (Total 7,680 sq. ft)
SERVICE SCHEDULE: Sunday — Thursday, after 6:00 p.m.
Description: Office Areas: All office workspace, ECP1 & ECP2, ECP Office, ECP
Kitchen, All Interior Restrooms, Exterior Restrooms, Sierra & Adobe Room and
Staff Room areas, Men's and Women's restroom. Lock facility, exterior restrooms and
activate security system. Excluding: Heater room, Custodial Closet, Toy Storage, Storage
Rooms, and 2 ECP Storage Rooms (436 sq. ft.)
Monday, Wednesday, and Friday
• Empty waste baskets, including organics and recycling collection containers, and
carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup
soiled areas resulting from leaking liners.
• Spot clean interior & exterior entranceway door glass, push plates and handles.
• Clean both sides of partition glass using an approved window cleaner.
• Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and
edge as needed.
• Completely clean, disinfect restrooms, fixtures and bright work, restock dispensers,
refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop.
• Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
• Dust all horizontal top surfaces using a synthetic duster or a treated dusting towel.
• Spot clean soiled walls and fixtures.
• Clean conference room tables
• Clean dry erase boards.
• Clean exterior and interior of microwave and damp wipe counters and sinks in break
• room.
• Clean and polish drinking fountains.
Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls.
• Use shampoo system to remove large soil spots and dry.
• Disinfect all door handles.
• Spot clean around wall switch plates, doors, doorframes and counters.
• Wipe down vinyl and leather furniture.
• Surface clean carpets as needed.
Monthly Activities
• Vacuum upholstered seating and replace furniture in its designated location.
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum ceiling vents & air deflectors.
• Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
Quarterly Activities
• Clean carpet and hot water extract, using a high-pressure extraction system,
44
[Contractor’s name]
Form Rev. 07-07-2025
Semi-Annual Activities
• Machine strip hard surface floors I clean grout in floor tile and reapply approved floor
finish.
Balearic ECP Daycare Area:
Description: Office, Kitchen and all restrooms on ECP side. (500 sq. ft.)
Description: Preschool Area (4,500 sq. ft.)
Daily Activities
• Empty waste baskets and carry trash to pick up area. Replace liners if torn ❑r
soiled,
• cleanup soiled areas resulting from leaking liners.
• Spot clean interior & exterior entranceway door glass, push plates and handles.
• Vacuum carpeted floor traffic lanes, workspaces and all accessible areas, spot and
• edge as needed.
• Completely clean, disinfect restrooms, fixtures and bright work, restock dispensers,
refill
soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop.
• Spot mop stains and spills / dean all mop splatter from all vertical surfaces.
• Dust all horizontal top surfaces using a synthetic duster or a treated dusting towel.
• Spot clean soiled walls and fixtures.
• Clean exterior and interior of microwave and disinfect counters and sinks in break
room.
• Clean and polish drinking fountains.
Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls.
• Use shampoo system to remove large soil spots and dry.
• Disinfect all door handles.
• Spot clean around wall switch plates, doors, doorframes and counters.
• Wipe down vinyl and leather furniture.
• Surface clean carpets as needed.
Monthly Activities
• Vacuum upholstered seating and replace furniture in its designated location.
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum ceiling vents & air deflectors.
• Machine scrub hard surface floor and apply finish.
• Detail vacuum corner and edges.
Quarterly Activities
• Clean carpet and hot water extract, using a high-pressure extraction system.
45
[Contractor’s name]
Form Rev. 07-07-2025
NORMA HERTZOG COMMUNITY CENTER: (9,300 sq. ft.)
SERVICE SCHEDULE: Daily, 1:00 a.m. - 6:00 a.m.
Lobby, Office Workspace, Restrooms, Office Area and Kitchen only.
SECURE FACILITY AND ACTIVATE SECURITY SYSTEM.
Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and
carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup
soiled areas resulting from leaking liners.
• Spot clean interior & exterior entranceway door glass, push plates and handles.
• Clean both sides of partition glass using an approved window cleaner.
• Vacuum carpeted floor mats.
• Completely clean, disinfect restrooms, fixtures and bright work, restock dispensers,
refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop.
• Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
• Dust all horizontal top surfaces using a synthetic duster or a treated dusting towel
including window ledges.
• Spot clean soiled walls and fixtures.
• Clean conference room and hallway tables.
• Clean dry erase boards.
• Clean exterior and interior of microwave and damp wipe counters and sinks in
break
room.
• Clean and polish drinking fountains.
• Pick up all trash including papers, wrappers, cigarette butts, and any other debris
within ten feet of building perimeter.
• Wet mop kitchen area and wipe Formica counter tops only, no stainless steel.
Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls.
• Disinfect all door handles.
• Spot clean around wall switch plates, doors, doorframes and counters.
• Wipe down or vacuum lobby furniture.
• Chemically treat all waterless urinals on Friday evenings with approved chemical.
Monthly Activities
• Vacuum upholstered seating and replace furniture in its designated location.
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum ceiling vents & air deflectors.
• Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Replace waterless urinal cartridges with approved replacement as needed
Quarterly Activities
• Clean carpet and hot water extract, using a high-pressure extraction system.
Semi-Annual Activities
• Machine strip hard surface floors / clean grout in floor tile and reapply approved floor
• finish.
46
[Contractor’s name]
Form Rev. 07-07-2025
COSTA MESA CORP YARD – FLEET AND MAINTENANCE OFFICE AREAS:
(17,390 sq. ft.) SERVICE SCHEDULE: Monday, Wednesday and Friday, after
3:30 P.M.
Description: All Office workspace, Men's and Women's Restrooms,
Conference Room totaling 3,462 sq. ft. Excluding General Facility and
Warehouse (13,928 sq. ft.)
Daily Activities (As noted above: Mon., Wed., Fri.)
• Empty waste baskets, including organics and recycling collection containers,
and carry to dedicated waste disposal area. Replace liners if torn or soiled,
cleanup soiled areas resulting from leaking liners.
• Vacuum floor traffic lanes, workspaces and all accessible areas, spot and
edge as
needed.
• Completely clean, disinfect restroom, fixtures and bright work, shower, restock
• dispensers, refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop.
• Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
• Dust horizontal top surfaces using a synthetic duster or a treated towel.
• Spot clean soiled wall and fixtures.
• Clean conference room tables.
• Clean dry erase boards.
• Clean exterior and interior of microwave and damp wipe counters and sinks in
break room.
• Clean and polish drinking fountains.
Weekly Activities in office areas
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls.
• Disinfect all door handles.
• Spot clean around wall switch plates, doors, doorframes and counters.
• Chemically treat all waterless urinals on Friday evenings with approved
chemical.
Monthly Activities
• Vacuum upholstered seating.
• Dust all vertical and horizontal blinds.
• Vacuum all ceiling vents and deflectors.
• Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Clean all baseboards.
Quarterly Activities
• Machine strip hard surface floors / clean grout in floor tile and reapply floor
finish.
• Replace waterless urinal cartridges with approved replacement as needed.
Annual Activities
• Deep clean garage floor.
47
[Contractor’s name]
Form Rev. 07-07-2025
COSTA MESA CORP YARD — BLDG "A": (5,219 sq. ft.)
SERVICE SCHEDULE: Monday, Wednesday and Friday, after 5:30 P.M.
Description: All office workspace, Men's & Women's Restroom and Locker
Room,
and Lunchroom. Excluding: Wood Shop, Irrigation Sprinkler Shop, Custodial Closet,
Electrical Room and Office #109 (930 sq. ft.)
Daily Activities (As noted above: Mon., Wed., Fri.)
• Empty waste baskets, including organics and recycling collection containers, and carry
to dedicated waste disposal area. Replace liners if torn or soiled, cleanup soiled areas
resulting from leaking liners.
• Clean both sides of partition glass using an approved window cleaner.
• Spot clean interior & exterior entranceway door glass, push plates and handles.
• Vacuum all floor traffic lanes, workspaces and all accessible areas, spot and edge as
needed.
• Completely clean, disinfect restroom, fixtures and bright work, showers, restock
• dispensers, refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop.
• Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
• Dust horizontal top surfaces using a synthetic duster or a treated towel.
• Spot clean soiled wall and fixtures.
• Clean lunchroom tables.
• Clean dry erase boards.
• Clean exterior and interior of microwave and disinfect counters and sinks in break
room.
• Clean and polish drinking fountains.
Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls.
• Use shampoo system to remove large soil spots and dry.
• Disinfect all door handles.
• Spot clean around wall switch plates, doors, doorframes and counters.
• Wipe down vinyl and leather furniture.
• Chemically treat all waterless urinals on Friday evenings with approved chemical.
Monthly Activities
• Vacuum upholstered seating.
• Dust all vertical and horizontal blinds.
• Vacuum ceiling vents and air deflectors.
• Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Clean all baseboards.
Quarterly Activities
• Machine strip all hard surface floors / clean grout in restroom floor tile and reapply floor
finish.
• Clean carpet and hot water extract using a high-pressure extraction system.
48
[Contractor’s name]
Form Rev. 07-07-2025
COSTA MESA SENIOR CENTER: Entire Facility, (20,127 sq. ft.) SERVICE SCHEDULE:
Daily 3:30 p.m. - 4:00 a.m. except Monday and Wednesday Description: Lobby, Library,
Elevator, Men's and Women's Restrooms, Health Clinic, Bridge Room, Arts and Crafts
Classroom, Sunroom, Activity Room and Kitchen and Elevator. First and Second Floor.
Excluding: Office Workspace. ALL SUPPLIES ARE PROVIDED BY THE SENIOR
CENTER CORP.
Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and
carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup
soiled areas resulting from leaking liners.
• Spot clean interior & exterior entranceway door glass, push plates and handles.
• Clean both sides of partition glass using an approved window cleaner.
• Vacuum carpeted floor traffic lanes, unsecured workspaces and all accessible
areas, spot and edge as needed.
• Completely clean, disinfect restrooms, fixtures and bright work, restock dispensers,
refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop.
• Spot mop stains and spills / clean all mop splatter from all vertical surfaces.
• Dust all horizontal top surfaces using a synthetic duster or a treated dusting towel.
• Completely clean dust mop & polish bright work in elevators.
• Spot clean soiled walls and fixtures.
• Clean conference room tables.
• Clean dry erase boards.
• Clean exterior and interior of microwave and damp wipe counters and sinks in
break
room.
• Clean and polish drinking fountains.
• Pick up all trash including papers, wrappers, cigarette butts, and any other debris
from planters and grounds.
• Clean and mop kitchen area, wipe down sinks and countertops.
Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors / clean mop splatter on walls.
• Use shampoo system to remove large soil spots and dry.
• Disinfect all door handles.
• Spot clean around wall switch plates, doors, doorframes and counters.
• Wipe down vinyl and leather furniture.
• Vacuum elevator tracks removing all debris, clean and polish exterior doors.
• Chemically treat all waterless urinals on Friday evenings with approved chemical.
• Surface clean carpets as needed.
Monthly Activities
• Vacuum upholstered seating.
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum ceiling vents & air deflectors.
• Dust, mop and spot clean Fire stairs, railings and ledges.
49
[Contractor’s name]
Form Rev. 07-07-2025
• Machine scrub hard surface floor and apply finish.
• Detail vacuum corners and edges.
• Strip floors and reapply floor finish in elevators.
• Clean accessible baseboards.
Quarterly Activities
• Clean carpet and hot water extract, using a high-pressure extraction system.
Semi-Annual Activities
• Machine strip hard surface floors / clean grout in floor tile and reapply approved floor
• finish.
• Replace waterless urinal cartridges with approved replacement as needed.
Annual Activities
• June - Clean all exterior windows, (to be scheduled in respect of rentals and programs).
• Clean wall coverings (1st floor only).
50
[Contractor’s name]
Form Rev. 07-07-2025
Costa Mesa Fire Stations #1-6: Entire Facility, (20,127 sq. ft.)
SERVICE SCHEDULE: ANNUAL DEEP CLEAN
Description: Living areas of each Fire Station. Excluding: Garage area of the fire stations
Annual Activities
• Clean/scrub all shower doors and shower tile
• Scrub tile floors and seal grout
• Vacuum and shampoo carpets
• Shampoo upholstered chairs
• Clean and wipe all walls/ceilings including removing spider webs
• Thorough dusting of all furniture, lockers, and ventilation registers
• Wash and wipe clean all windows/windowsills (inside and out)
Fire Station # 1
2803 Royal Palm Drive
Costa Mesa, CA, 92626
Living space is approximately 3,750 sq.ft.
Fire Station # 2
800 Baker Street
Costa Mesa, CA, 92626
Living space is approximately 3,332 sq.ft.
Fire Station # 3
1865 Parka Avenue
Costa Mesa, VCA, 92627
Living space is approximately 3,358 sq.ft.
Fire Station # 4
2300 Placentia Avenue
Costa Mesa, CA, 92627
Living space is approximately 3,150 sq.ft. & Training classroom is approximately
1,456
sq.ft.
Fire Station # 5
2450 Vanguard Way
Costa Mesa, CA, 92626
Living space is approximately 4,305 sq.ft.
Fire Station # 6
3350 Sakioka Drive
Costa Mesa, CA, 92626
Living space is approximately 4,342 sq.ft.
51
[Contractor’s name]
Form Rev. 07-07-2025
BRIDGE SHELTER SERVICE SCHEDULE (3,600 sq. ft.)
Monday - Friday, after 5:30 P.M.
Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and carry
to dedicated waste disposal area. Replace liners if torn or soiled, cleanup soiled areas
resulting from leaking liners.
• Spot clean and disinfect interior & exterior entranceway door glass, push plates and
handles.
• Clean and disinfect both sides of partition glass using an approved window clean and
disinfect.
• Vacuum all carpeted floor traffic lanes, workspaces and all accessible areas, spot and
edge as needed.
• Completely clean and disinfect & disinfect restrooms, fixtures and bright work, restock
• dispensers, refill soap as needed.
• Dust mop hard floors with a chemically (city approved) treated dust mop.
• Spot mop stains and spills/ clean and disinfect all mop splatter from all vertical
surfaces.
• Dust all horizontal top surfaces using a synthetic duster or a treated dusting towel.
• Completely clean and disinfect dust mop & polish bright work in elevators.
• Spot clean and disinfect soiled walls and fixtures.
• Clean and disinfect conference room tables. Place chairs neatly around table and room
perimeter.
• Clean and disinfect dry erase boards.
• Clean and disinfect exterior and interior of microwave and disinfect counters and sinks
in break room.
• Clean and disinfect and polish drinking fountains.
• Service, empty and clean and disinfect exterior (at building entrances) trash
receptacles.
Weekly Activities
• Dust low areas up to six foot in height.
• Damp mop all hard surface floors/ clean and disinfect mop splatter on walls.
• Use shampoo system to remove large soil spots and dry.
• Disinfect all door handles.
• Spot clean and disinfect around wall switch plates, doors, doorframes and counters.
• Wipe down vinyl and leather furniture.
• Vacuum all elevator tracks removing all debris, clean and disinfect and polish exterior
doors.
• Chemically treat all on Friday evenings with approved chemical.
• Surface clean and disinfect carpets as needed.
• Clean and disinfect and dust of Council Chamber dais horizontal and vertical wood
surfaces, podium and staff tables on Monday.
Monthly Activities
• Vacuum all upholstered seating.
• Dust all vertical and horizontal blinds.
• Dust ledges and windowsills over six feet.
• Vacuum all ceiling vents & air deflectors.
52
[Contractor’s name]
Form Rev. 07-07-2025
• Dust, mop and spot clean and disinfect fire escape, stairs, railings and ledges.
• Machine scrub hard surface floors and apply finish, including elevators.
• Detail vacuums all corners and edges.
• Clean and disinfect accessible baseboards.
• Extra clean and disinfect of council chambers exterior doors.
Quarterly Activities
• Clean and disinfect all accessible carpet using hot water, high-pressure extraction
system.
• Clean and disinfect all windows inside and out.
Semi-Annual Activities
• Machine strip hard surface floors/ clean and disinfect grout in floor tile and reapply
approved floor finish.
• Clean and disinfect fabric walls full height and hot water extract, using a high-pressure
extraction system, ensuring no streaks are visible
53
[Contractor’s name]
Form Rev. 07-07-2025
Police Department Property & Evidence Warehouse
*Scheduling will need to be coordinated with Property and Evidence Supervisor
because they will need to be onsite when services are provided.
• Frequency: 2 times per month
o 2 restrooms
o 3 office rooms
o 1 mini-hall
• Janitorial cleaning service will include the following:
o Offices & Hall
Empty waste baskets, including organics and recycling collection
containers, and carry to dedicated waste disposal area. Replace liners
if torn or soiled, cleanup soiled areas resulting from leaking liners.
Vacuum carpeted areas.
Dust/wipe down all surfaces, cobwebs, debris.
o Restrooms
Stock towels, tissue and hand soap (provide by Costa Mesa).
Empty sanitary napkin receptacles and wipe.
Empty trash receptacles and wipe if needed.
Clean and polish mirrors.
Sinks, toilets, urinals to be cleaned inside and out.
Sweep and mop restroom floors.
Costa Mesa Tennis Center
Service Schedule: Monday, Wednesday, and Friday, 1pm – 4pm
Approximately 1,000 sq. ft.
Description: 1 Men’s and 1 Women’s Restroom
Daily Activities
• Empty waste baskets, including organics and recycling collection containers, and
carry to dedicated waste disposal area. Replace liners if torn or soiled, cleanup
soiled areas resulting from leaking liners.
• Stock towels, tissue and hand soap (provide by Costa Mesa).
• Empty sanitary napkin receptacles and wipe.
• Empty trash receptacles and wipe if needed.
• Clean and polish mirrors.
• Sinks, toilets, urinals to be cleaned inside and out.
• Sweep and mop restroom floors.
54
[Contractor’s name]
Form Rev. 07-07-2025
ALDO (Code Enforcement Substation) - 3190 Airport Loop Dr., E-2
Approximately 2,000 sq. ft.
Description: Entry Areas, Common Areas, Restrooms, Kitchen/Breakroom Areas,
Office Areas
Service:
1. Entry Areas
The contractor shall perform the following services:
• Clean and disinfect all surfaces — Daily
• Dust horizontal surfaces — Weekly
• High dust vertical surfaces (e.g., walls, vents, ledges) — Monthly
• Remove trash and replace liners — Daily
• Spot clean and remove fingerprints from entrance glass — Weekly
• Vacuum carpeted areas — Daily
2. Common Areas
The contractor shall perform the following services:
• Clean and disinfect all surfaces — Daily
• Dust horizontal surfaces — Weekly
• High dust vertical surfaces — Monthly
• Remove trash and replace liners — Daily
• Spot clean and remove fingerprints from glass — Weekly
• Vacuum carpeted areas — Daily
3. Restrooms
The contractor shall perform the following services:
• Clean and disinfect all fixtures, including sinks, toilets, urinals, and countertops
— Daily
• Clean mirrors and spot clean all glass surfaces — Daily
• Mop floors using a neutral floor cleaner — Daily
• Dust horizontal surfaces — Weekly
• High dust vertical surfaces — Monthly
• Re-stock consumable supplies, including hand towels, toilet paper, and hand
soap, as necessary — Daily
• Remove trash and replace liners — Daily
• Sweep floors — Daily
4. Kitchen / Breakroom Areas
The contractor shall perform the following services:
• Mop floors using a neutral floor cleaner — Daily
• Dust horizontal surfaces — Weekly
• High dust vertical surfaces — Monthly
• Re-stock paper products and hand soap, as necessary — Daily
• Remove trash and replace liners — Daily
• Sweep floors — Daily
55
[Contractor’s name]
Form Rev. 07-07-2025
5. Office Areas
The contractor shall perform the following services:
• Clean, disinfect, and dust desk and work surfaces — Daily
• Dust electronics and monitors — Weekly
• Dust horizontal surfaces — Weekly
• High dust vertical surfaces — Monthly
• Remove trash and replace liners — Daily
• Vacuum carpeted areas — Daily
56
[Contractor’s name]
Form Rev. 07-07-2025
APPENDIX B
COST PROPOSAL
FOR
JANITORIAL SERVICES FOR CITY FACILITIES
Provide hourly rates, along with estimated annual pricing in accordance with the City's current
requirements, as set forth in Scope of Work. Also provide your firm's proposed Staffing Plan
on a separate sheet of paper. Proposer should use a separate form to state pricing for any
added value.
BUILDING ADDRESS MONTHLY
LABOR HRS.
MONTHLY
COST
ANNUAL
COST
Balearic Community
Center
1975 Balearic
Dr.
$ $
City Hall 77 Fair Dr. $ $
Communications
Center
79 Fair Dr. $ $
Corporation Yard (Old) 2300 Placentia
Ave.
$ $
Corporation Yard (New) 2310 Placentia
Ave.
$ $
Downtown Recreation
Center
1860 Anaheim
Ave.
$ $
Norma Hertzog
Community Center
1845 Park Ave. $ $
Police Facility 99 Fair Dr. $ $
Police Substation 567 W. 18th St. $ $
Senior Center 695 W. 19th St. $ $
Bridge Shelter 3175 Airway
Ave.
$ $
PD Warehouse 3175 Airway
Ave.
$ $
Fire Stations 1-6 Various $ $
IT Offices and Training
Room
77 Fair Dr. $ $
57
[Contractor’s name]
Form Rev. 07-07-2025
Costa Mesa Tennis
Center
880 Junipero Dr. $ &
All Park Locations (Not
including Fairview Park)
Various $ $
Fairview Park 2525 Placentia
Ave.
$ $
ALDO (Code Enforcement
Substation)
3190 Airport
Loop Drive, E-2
$ $
TOTAL: $ $
Pricing shall remain firm for a minimum of two (2) years. All requests for pricing
adjustments for follow-on contract renewal periods shall be provided no later than sixty
(60) days prior to the end of the contract period. Any such proposed price adjustments
shall not exceed The Bureau of Labor Statistics Consumer Price Index (CPI) data for
Los Angles-Riverside-Orange County, CA, All Items, Not Seasonally Adjusted,
"annualized change comparing the original proposal month and the same month in the
subsequent year. (This information may be found on the U.S. Department of Labor's
website at www.bls.gov.)
69
[Contractor’s name]
Form Rev. 07-07-2025
APPENDIX D
PREVAILING WAGE
1. This Contract calls for work to be performed constituting public works. Contractor and all subcontractors shall
pay the general prevailing rate of per diem wages as determined and as published by the State Director of the
Department of Industrial Relations pursuant to Article 2 of Chapter 1 of Part 7, of Division 2 of the State Labor
Code, including, but not limited to, Sections 1770, 1771, 1773, 1773.2 and 1774.
2. This is public work and requires the payment of prevailing wages for the work or craft in which the worker is
employed for any public work done under the contract by Contractor or by any subcontractor pursuant to Section
1771 of the Labor Code. Pursuant to the provisions of Section 1773 of the Labor Code of the State of California,
the City has obtained the general prevailing rate of per diem wages and the general rate for holiday and overtime
work in this locality for each craft, classification, or type of workman needed to execute this contract from the
Director of the Department of Industrial Relations. These rates are on file with the City or may be obtained at
http://www.dir.ca.gov/OPRL/DPreWageDetermination.htm.
Contractor shall post a copy of such wage rates at the job site and shall pay the adopted prevailing wage rates
as a minimum. Contractor shall comply with the provisions of Sections 1775, 1776, 1777.5, 1777.6, and 1813
of the Labor Code. Pursuant to the provisions of 1775 of the Labor Code, Contractor shall forfeit to the City, as
a penalty, not more than $200.00 for each calendar day, or portion thereof, for each laborer, worker, or mechanic
employed, paid less than the stipulated prevailing rates for any work done under this Contract, by him or by any
subcontractor under him, in violation of the provisions of this Agreement.
3. Contractors and subcontractors who are ineligible to bid for work on, or be awarded, a public works project
pursuant to Labor Code Sections 1777.1 and 1777.7 are prohibited from bidding on, being awarded, or
performing work as a subcontractor, on this Project pursuant to Public Contract Code Section 6109.
4. Contractor's attention is directed to the provisions in Sections 1774, 1775, 1776, 1777.5 and 1777.6 of the
Labor Code. Contractor shall comply with the provisions in these Sections. The statutory provisions for penalties
for failure to comply with the State's wage and hours laws will be enforced. Pursuant to Section 1775 of the Labor
Code, the Contractor and any subcontractors, shall, as a penalty to the City forfeit the prescribed amounts per
calendar day, or portion thereof, for each worker paid less than the prevailing wage rates.
5. Pursuant to Labor Code Section 1771.4, the Project is subject to compliance monitoring and enforcement by
the California Department of Industrial Relations.
6. Each Contractor and subcontractor shall furnish the records specified in Labor Code Section 1776 directly to
the State Labor Commissioner at least monthly in the format prescribed by the State Labor Commissioner.
7. Sections 1774 and 1775 require the Contractor and all subcontractors to pay not less than the prevailing wage
rates to all workmen employed in the execution of the Contract and specify forfeitures and penalties for failure
to do so. The minimum wages to be paid are those determined by the State Director of the Department of
Industrial Relations. Section 1776 requires the Contractor and all subcontractors to keep accurate payroll
records, specifies the contents thereof, their inspection and duplication procedures and certain notices required
of the Contractor pertaining to their location.
8. Section 1777.5 of the Labor Code requires Contractor or subcontractor employing workers in any apprentice
able occupation to apply to the Joint Apprenticeship Committee nearest the site of the public works project, which
administers the apprenticeship program in that trade for a certificate of approval. The certificate will also fix the
70
[Contractor’s name]
Form Rev. 07-07-2025
ratio of apprentices to journeymen to be used in the performance of the Contract. The Contractor is required to
make contributions to funds established for the administration of apprenticeship programs if he employs
registered apprentices or journeymen in any apprentice able trade and if other contractors on the public works
site are making such contributions. Information relative to apprenticeship standards, contributions, wage
schedules and other requirements may be obtained from the State Director of Industrial Relations or from the
Division of Apprenticeship Standards. Section 1777.6 of the Labor Code provides that it shall be unlawful to
refuse to accept otherwise qualified employees as registered apprentices solely on the grounds of race, religious
creed, color, national origin, ancestry, sex, or age.
9. Eight hours labor constitutes a legal day's work, as set forth in Labor Code Section 1810. The statutory
provisions for penalties for failure to comply with the State's wage and hour laws will be enforced as set forth in
Labor Code Section 1813.
1
ADDENDUM NO. 1
REQUEST FOR PROPSAL
FOR
JANITORIAL SERVICES FOR CITY FACILITIES
RFP NO. 26-13
PUBLIC WORKS DEPARTMENT
CITY OF COSTA MESA
Addendum Released on February 17, 2026
The referenced document has been modified as per the attached Addendum No. 1
Please sign this Addendum where designated and return the executed copy with
submission of your proposal. This addendum is hereby made part of the referenced
RFP.
2
1. DELETE: Mandatory Job Walk will be held on February 18, 2026, at 10:00 a.m.
beginning at City Hall. The site inspections will allow the contractor to become
familiar with all conditions that may affect the performance and cost of the contract.
Proposers should be familiar with the proposal prior to attending the informational
meeting and the job walk. Each attendee will be responsible for getting to each of
the offsite facilities during the walkthrough.
The informational meeting and inspection of the facilities are mandatory. Any
proposals received from contractors who did not attend job walk, will be deemed
nonresponsive to the RFP. All prospective contractors will be required to sign in prior
to the meeting and at the conclusion of the site visits.
2. REPLACE: Mandatory Job Walk will be held on February 18, 2026, at 8:30 a.m.
beginning at City Hall. The site inspections will allow the contractor to become familiar
with all conditions that may affect the performance and cost of the contract. Proposers
should be familiar with the proposal prior to attending the informational meeting and the
job walk. Each attendee will be responsible for getting to each of the offsite facilities
during the walkthrough.
The informational meeting and inspection of the facilities are mandatory. Any proposals
received from contractors who did not attend job walk, will be deemed nonresponsive
to the RFP. All prospective contractors will be required to sign in prior to the meeting
and at the conclusion of the site visits.
3. ADD: City Facility sites to be visited during the mandatory job walk. Highly
recommend bringing a copy of Exhibit I Job Specifications found in the RFP to follow
during the job walk.
3
CITY FACILITY SITES
BUILDING ADDRESS TOTAL
SQUARE FOOTAGE
Balearic Community Center 1975 Balearic Drive 7,680
City Hall 77 Fair Drive 73,341
PD - Communications Center 79 Fair Drive 7,960
Corporation Yard (Old) 2300 Placentia Avenue 17,390
Corporation Yard (New) 2310 Placentia Avenue 5,219
Downtown Recreation Center 1860 Anaheim Avenue 18,445
Norma Hertzog Community
Center
1845 Park Avenue 9,300
Police Facility 99 Fair Drive 30,551
Police Substation 567 W. 18th Street 8,966
Senior Center 695 W. 19th Street 20,127
Bridge Shelter 3175 Airway Avenue 3,600
PD Warehouse 3175 Airway Avenue NA
IT Offices and Training Room 77 Fair Drive 1,000 – Basement @ City Hall
Costa Mesa Tennis Center 880 Junipero Drive 1,000
ALDO (Code Enforcement
Substation)
3190 Airport Loop Drive, E-2 2,000
STATION ADDRESS TOTAL SQUARE
FOOTAGE/LIVING SPACE
Fire Station No. 1 2803 Royal Palm Drive 3,750
Fire Station No. 2 800 Baker Street 3,332
4
Fire Station No. 3 1865 Parka Avenue 3,358
Fire Station No. 4 2300 Placentia Avenue 3,150 & 1,456 for training
classroom
Fire Station No. 5 2450 Vanguard Way 4,305
Fire Station No. 6 3350 Sakioka Drive 4,342
All other provisions of the request for proposal shall remain in their entirety.
Vendors hereby acknowledge receipt and understanding of the above Addendum.
Complete and submit this Addendum with your proposal.
____________________________ ____________________________
Signature Date Company Name
____________________________ ____________________________
Typed Name and Title Address
____________________________
City State Zip
1
ADDENDUM NO. 2
REQUEST FOR PROPSAL
FOR
JANITORIAL SERVICES FOR CITY FACILITIES
RFP NO. 26-13
PUBLIC WORKS DEPARTMENT
CITY OF COSTA MESA
Addendum Released on February 19, 2026
The referenced document has been modified as per the attached Addendum No. 2
Please sign this Addendum where designated and return the executed copy with
submission of your proposal. This addendum is hereby made part of the referenced
RFP.
2
1. DELETE: Evaluation Criteria: The City’s evaluation and selection process will be
conducted in accordance with Chapter V, Article 2 of the City's Municipal Code
(Code). In accordance with the Code, the responsive responsible proposer shall be
determined based on evaluation of qualitative factors. At all times during the
evaluation process, the following criteria will be used. Sub-criteria are not
necessarily listed in order of importance. Additional sub-criteria that logically fit within
a particular evaluation criterion may also be considered even if not specified below.
• Project of Approach & Methodology ------- 35%
• Qualifications & Experience of Firm ------- 30%
• Staffing ---- 30%
• Cost Proposal ----- 5%
2. REPLACE: Evaluation Criteria: The City’s evaluation and selection process will be
conducted in accordance with Chapter V, Article 2 of the City's Municipal Code (Code).
In accordance with the Code, the responsive responsible proposer shall be determined
based on evaluation of qualitative factors. At all times during the evaluation process,
the following criteria will be used. Sub-criteria are not necessarily listed in order of
importance. Additional sub-criteria that logically fit within a particular evaluation criterion
may also be considered even if not specified below.
• Project of Approach & Methodology ------- 35%
• Qualifications & Experience of Firm ------- 30%
• Staffing ---- 25%
• Cost Proposal ----- 10%
All other provisions of the request for proposal shall remain in their entirety.
Vendors hereby acknowledge receipt and understanding of the above Addendum.
Complete and submit this Addendum with your proposal.
______________________________ ____________________________
Signature Date Company Name
____________________________ _________________________
Typed Name and Title Address
____________________________
City State Zip
1
ADDENDUM NO. 3
REQUEST FOR PROPSAL
FOR
JANITORIAL SERVICES FOR CITY FACILITIES
RFP NO. 26-13
PUBLIC WORKS DEPARTMENT
CITY OF COSTA MESA
Addendum Released on February 20, 2026
The referenced document has been modified as per the attached Addendum No. 3
Please sign this Addendum where designated and return the executed copy with
submission of your proposal. This addendum is hereby made part of the referenced
RFP.
2
1. ADD: 2nd Mandatory Job Walk will be held on February 24th, 2026, at 8:30 a.m.
beginning at City Hall. The site inspections will allow the contractor to become familiar
with all conditions that may affect the performance and cost of the contract. Proposers
should be familiar with the proposal prior to attending the informational meeting and the
job walk. Each attendee will be responsible for getting to each of the offsite facilities
during the walkthrough.
The informational meeting and inspection of the facilities are mandatory. Any proposals
received from contractors who did not attend job walk, will be deemed nonresponsive
to the RFP. All prospective contractors will be required to sign in prior to the meeting
and at the conclusion of the site visits.
Companies that attended the February 18th mandatory job walk are not required to
attend.
2. ADD: City Facility sites to be visited during the mandatory job walk. Highly
recommend bringing a copy of Exhibit I Job Specifications found in the RFP to follow
during the job walk.
3
CITY FACILITY SITES
BUILDING ADDRESS TOTAL
SQUARE FOOTAGE
Balearic Community Center 1975 Balearic Drive 7,680
City Hall 77 Fair Drive 73,341
PD - Communications Center 79 Fair Drive 7,960
Corporation Yard (Old) 2300 Placentia Avenue 17,390
Corporation Yard (New) 2310 Placentia Avenue 5,219
Downtown Recreation Center 1860 Anaheim Avenue 18,445
Norma Hertzog Community
Center
1845 Park Avenue 9,300
Police Facility 99 Fair Drive 30,551
Police Substation 567 W. 18th Street 8,966
Senior Center 695 W. 19th Street 20,127
Bridge Shelter 3175 Airway Avenue 3,600
PD Warehouse 3175 Airway Avenue NA
IT Offices and Training Room 77 Fair Drive 1,000 – Basement @ City Hall
Costa Mesa Tennis Center 880 Junipero Drive 1,000
Code Enforcement Substation 3190 Airport Loop Drive, E-2 2,000
4
All other provisions of the request for proposal shall remain in their entirety.
Vendors hereby acknowledge receipt and understanding of the above Addendum.
Complete and submit this Addendum with your proposal.
______________________________ ____________________________
Signature Date Company Name
____________________________ _________________________
Typed Name and Title Address
____________________________
City State Zip
EXHIBIT B
CONTRACTOR’S PROPOSAL
Proposal For Services:
City of Costa Mesa
RFP No. 26-13
CCS Facility Services’ Response
March 11, 2026
March 11, 2026
Stephanie Urueta & Evaluation Committee
77 Fair Drive,Costa Mesa,CA 92628
Dear Evaluation Committee,
CCS Facility Services is pleased to submit our proposal to provide janitorial services for City of Costa
Mesa facilities under RFP No. 26-13. We appreciate the opportunity to compete for this program and
believe our operational capacity, municipal experience, and local presence uniquely position us to
successfully support the City’s facilities. We hope you find our proposed program compelling and cost
effective.
CCS Facility Services maintains a regional office located in Costa Mesa, allowing us to provide direct
local management and rapid operational support to City facilities. Our regional leadership team lives
and works in the surrounding community and actively supports dozens of municipal facilities
throughout Orange County and Southern California. Because of this strong local presence, we have a
deep understanding of the operational expectations associated with maintaining public facilities,
including city halls, public safety buildings, community facilities, and parks. For your reference, we have
included a map illustrating the numerous government facilities we currently support in the surrounding
region.
Our proposal demonstrates CCS’s comprehensive understanding of the City’s objectives and Scope of
Work. We have structured our approach around the key evaluation priorities identified in the RFP: a
clear and reliable service methodology, extensive municipal qualifications, strong staffing capacity, and
responsible pricing. CCS currently supports hundreds of public facilities and has built scalable systems
to manage complex multi-site programs while maintaining strict sanitation standards, quality assurance
oversight, and responsive communication with our public agency partners.
Staffing reliability is one of CCS’s greatest strengths. We currently have zero open janitorial positions in
the Costa Mesa region and maintain a fully staffed workforce supported by trained floater personnel
who provide additional coverage across our existing programs. While we understand the City will expect
a thoughtful transition plan and dedicated staffing model, our existing workforce capacity means that if
immediate support were ever required, CCS could mobilize experienced personnel to support the
program without delay.
Current Staffing for Our Costa Mesa Branch:
Total Number of Professional Cleaners: 680
Total Number of Job Openings as of March 4, 2026: 0
Total number of cross-trained floaters: 12
In addition to our workforce depth, CCS brings nearly four decades of experience delivering
custodial services to government agencies. Our management teams utilize structured quality
control inspections, dedicated supervision, and modern workforce technology to ensure that
service standards are consistently achieved across all facilities. These systems provide the
reliability, transparency, and accountability that municipalities expect when outsourcing critical
facility services.
We are confident CCS Facility Services is exceptionally well qualified to support the City of Costa
Mesa. Our local presence, municipal experience, stable workforce, and operational
infrastructure position us to deliver dependable service that reflects positively on the City and
ensures facilities remain clean, safe, and welcoming for employees and residents alike.
Thank you for your time and consideration. We look forward to the opportunity to partner with
the City of Costa Mesa and are available at any time to answer questions regarding our
proposal.
Sincerely,
Maryll Betzold
Director, Government Services
CCS Facility Services
mbetzold@ccsbts.com
720-955-5421
Below please see maps of our client density in and around Costa Mesa. Our client locations
are marked in navy, the locations specified in this RFP are in light blue, and our office is the
green dot. We have regional leadership that works in this office and will have eyes on the
City of Costa Mesa facilities regularly. Showcasing our client density here proves we have the
regional support and layered management to provide the City of Costa Mesa with a quality
janitorial program.
CCS FACILITY SERVICES
Table of
Contents
Project Approach & Methodology ..…………………………..5
Qualifications and Experience of Firm ..…………………..13
Staffing ………………………….………………………………..16
5CCS FACILITY SERVICES
Background & Project Summary
Section
Background and Project Summary
CCS Facility Services understands that the City of Costa Mesa is seeking a reliable and experienced
contractor to provide comprehensive janitorial services across multiple City -owned facilities. The City
requires a janitorial program that consistently maintains clean, sanitary, and professional
environments for both employees and the public while ensuring minimal disruption to City operations.
Based on our review of Appendix A – Scope of Work, the City is seeking a contractor capable of
providing complete janitorial services that include furnishing all labor, supervision, equipment, and
cleaning materials necessary to maintain City facilities to high sanitation and presentation standards.
The work encompasses routine daily cleaning tasks and advanced periodic requirements, including
weekly, monthly, quarterly, bi-annual, and annual services with varying degrees of difficulty and
complexity.
CCS Facility Services recognizes that the City has established specific performance expectations for
cleanliness, sanitation, and responsiveness. The program requires adherence to detailed task
schedules for each facility, consistent quality standards, and the ability to respond quickly to service
concerns. The City has also outlined clear operational requirements including proper supervision,
employee background checks, safety and training programs, and strict adherence to security
procedures within City facilities. The contractor must maintain sufficient staffing levels, provide
trained personnel and supervisors, and respond promptly to both major and minor service issues to
ensure facilities remain clean, disinfected, and safe for daily use.
The objectives of this program are to maintain City facilities in a condition that is consistently clean,
sanitary, and welcoming to employees, residents, and visitors. This includes delivering reliable service
schedules, maintaining high-quality floor and surface care, ensuring restrooms and public areas meet
strict sanitation standards, and supporting the City’s operational requirements through responsive
supervision and effective communication with City staff. By implementing structured cleaning
procedures, trained personnel, and proactive quality control, the contractor can ensure the City of
Costa Mesa’s facilities remain well-maintained and reflective of the City’s commitment to providing
high-quality public services.
The Background and Project Summary Section should describe your understanding of the City, the work to be
done, and the objectives to be accomplished. Refer to Scope of Work, Appendix A of this RFP.
6CCS FACILITY SERVICES
Project Approach & Methodology
Understanding the Scope of Work
CCS Facility Services has thoroughly read and understands the scope listed in the RFP issued by the
City of Costa Mesa. We have spent nearly 40 years in the janitorial/custodial industry. During those
years, we have refined a formula we use to identify how long it will take our team to complete a
provided scope of work. CCS Facility Services uses this formula hundreds of times per year, and it has
proven to be a trustworthy metric for us internally to provide accurate proposal estimates that we
stand by. On this and the following pages, we have compiled a thorough explanation of how we will
complete the scope of work if CCS Facility Services is awarded the contract. On page 14, we outline
the hours per day and per week estimates based on the scope of work listed in the RFP. We will also
bring in our specialized floor care team to assist with periodic and floor care needs, including all
carpet and hard floor care, exterior window care, pressure washing, and all pool deck cleaning needs.
Due to the number of facilities, the frequency of cleaning, and the schedule required, we anticipate
this program requiring 10 employees, with a mix of full time and part time to fulfill weekend, monthly,
quarterly, and floor care needs.
We understand that the scope of work for a public agency janitorial program extends well beyond
routine cleaning tasks and requires disciplined execution, regulatory compliance, and measurable
performance outcomes. Public-sector facilities demand structured staffing plans by site and shift,
adherence to detailed task frequencies (daily, weekly, periodic, and annual), documented quality
assurance protocols, and strict compliance with security requirements such as background
screenings and controlled access procedures. The program must incorporate sustainable cleaning
practices, proper chemical management with SDS documentation, equipment maintenance
standards, and clear escalation procedures for emergency response. Equally important is transparent
communication with agency stakeholders, including routine inspections, performance reporting, issue
tracking, and scope validation to ensure alignment with budget and service expectations. Our
approach recognizes that a public agency janitorial contract is fundamentally an operational
partnership—one that safeguards public assets, supports health and safety, and maintains
community confidence through consistent, accountable service delivery.
Provide a detailed description of the approach and methodology that will be used to fulfill each requirement
listed in the Scope of Work of this RFP. The section should include:
1. Describes familiarity of project and demonstrates understanding of work and project objectives
moving forward.
2. Detailed description of efforts your firm will undertake to achieve client satisfaction and to satisfy
the requirements of the "Scope of Work" section.
To ensure consistent client satisfaction and full compliance with the Scope of Work, CCS Facility
Services implements a disciplined service delivery model built on structured transition planning,
layered management oversight, and a data-driven quality assurance program. This approach has
been successfully deployed across numerous municipal programs throughout the region and reflects
the same operational rigor we bring to our long-standing local government partnerships.
7CCS FACILITY SERVICES
Project Approach & Methodology
Compliance-Focused Transition and Operational Readiness
CCS Facility Services approaches every new contract with a structured transition plan designed to ensure
immediate compliance with the Scope of Work and a seamless start to operations. During mobilization, CCS
validates all facilities, confirms staffing assignments, verifies equipment inventories, and aligns service
schedules with contract specifications. Standard operating procedures, safety protocols, and reporting
structures are implemented from day one to ensure services are delivered consistently and in full compliance
with program requirements. Because CCS already maintains a strong operational footprint supporting
numerous nearby public-sector clients, we are able to leverage existing management infrastructure, trained
personnel, and operational resources to stabilize service quickly and minimize startup risk.
Layered Management Oversight
A cornerstone of CCS’s service delivery model is our layered management structure, which ensures multiple
levels of supervision, accountability, and operational support. Frontline supervisors work directly with cleaners
and day porters to ensure tasks are completed according to specification, while Area Managers and senior
leadership provide broader oversight, coaching, and quality accountability. This structure ensures that each
facility benefits from consistent supervision and that issues are escalated and resolved quickly.
Technology-Enabled Quality Assurance
CCS reinforces its management structure with a technology -driven quality assurance program built on two
integrated platforms:
•Visitt, our AI-enabled quality control and work order management system, documents inspections, tracks
corrective actions, and provides photo-verified service completion. This platform creates full transparency by
allowing supervisors and client stakeholders to view real-time service performance and inspection results.
•Findd, our biometric and geofenced timekeeping system, verifies employee attendance and confirms that
staff are working at the appropriate locations and times. This system provides a reliable, auditable record of
workforce compliance.
Together, these tools create a closed-loop operational system where work is assigned, verified, documented,
and continuously monitored.
Inspections, Accountability, and Continuous Improvement
CCS conducts a structured inspection program consisting of formal inspections, routine walkthroughs, and
unannounced spot checks. Inspection results are documented within Visitt and automatically routed to
supervisors for immediate corrective action when needed. This proactive approach allows our team to identify
issues early and maintain consistent service performance across all facilities.
Quarterly Business Reviews and Client Partnership
To ensure ongoing alignment with client expectations, CCS conducts Quarterly Business Reviews (QBRs) with
agency stakeholders. These meetings provide a structured forum to review performance metrics, inspection
trends, service data, and improvement initiatives. QBRs reinforce transparency, strengthen communication, and
ensure that service delivery continues to evolve with the agency’s operational needs.
Through this integrated approach—a compliance-driven transition, layered supervision, technology-enabled
quality assurance, structured inspections, and collaborative performance reviews—CCS consistently delivers
reliable, high-performing janitorial programs. Our extensive experience supporting nearby public-sector agencies
demonstrates our ability to meet the accountability, transparency, and operational standards required in
government environments while maintaining a strong focus on client satisfaction.
8CCS FACILITY SERVICES
Project Approach & Methodology
Our proposed schedule for the City of Costa Mesa facilities will be applied using a production-rate
methodology refined over nearly 40 years of janitorial operations. For each building type and task
category (e.g., restrooms, offices, public counters, hard floors, glass, high-touch disinfection), we
calculate labor hours using established square-foot production standards, task frequencies, fixture
counts, and site-specific variables such as occupancy levels and public access intensity. These
standards are derived from historical performance data across comparable civic facilities, time-and-
motion benchmarking, and continuous field validation by our operations leadership team. The resulting
staffing model reflects the time required to meet scope, quality, and compliance expectations while
maintaining supervisory oversight and quality assurance inspections.
The numbers below reflect hours per month. On the following page we outline how long the standard
daily / weekly duties will be carried out over a week’s time.
3. Detailed project schedule, identifying all tasks and deliverables to be performed, durations for
each task, and overall time of completion.
Location Name Total
Monthly
Hours
Daily /
Weekly
Duties
Floor
Care
Other
Duties
(Monthly /
Quarterly)
Annual & Semi Annual
Required Duties (No
floor care included)
Balearic Community 65 48 9 8
City Hall 250 210 20 5 15
Communications 28 24 3 1
Corporation Yard -Old 18 13 2 1 2
Corporation Yard 18 15 2 1
Downtown
Recreation 170 150 15 5
Norma Hertzog 68 60 8
Police Facility 345 290 52 2 1
Police Substation 5 4 0.5 0.5
Senior Center 100 80 15 4 1
Bridge Shelter 28 21 3 2 2
PD Warehouse 3 3
Fire Stations 8 8
IT Offices & Training 7 7
Costa Mesa Tennis 9 9
Park Locations 456 450 6
Fairview Park 15 14.5 0.5
ALDO 22 19 3
9CCS FACILITY SERVICES
Project Approach & Methodology
Location
Name
Sun Mon Tues Wed Thurs Fri Sat
Balearic
Community
2 2 2 2 2
City Hall 9.5 9.5 9.5 9.5 9.5
Communicati
ons
1 1 1 1 1 1
Corporation
Yard -Old
1 1 1
Corporation
Yard
1 1 1
Downtown
Recreation
4.5 4.5 4.5 4.5 4.5 4.5 4.5
Norma
Hertzog
1.75 1.75 1.75 1.75 1.75 1.75 1.75
Police
Facility
9.5 9.5 9.5 9.5 9.5 9.5 9.5
Police
Substation
1
Senior
Center
3.5 3.5 3.5 3.5 3.5
Bridge
Shelter
1 1 1 1 1
PD
Warehouse
.75
Semi-
Monthly
Fire Stations Annual Service
IT Offices &
Training
1 1 1 1 1 1 1
Costa Mesa
Tennis
.75 .75 .75
Park
Locations
15 15 15 15 15 15 15
Fairview Park 1 1 1 1 1 1 1
ALDO .75 .75 .75 .75 .75 .75 .75
The below reflects the standard weekly schedule and hours per day to accomplish the
ongoing daily / weekly tasks as part of the scope of work.
10CCS FACILITY SERVICES
Project Approach & Methodology
4. A proposed schedule
indicating stages of work, time
frames, and ability to perform
the required services in a timely
manner shall be included in the
proposal
5. Proposers are encouraged to
provide additional innovative
and/or creative approaches for
providing the service that will
maximize efficient, safe, and
cost-effective operations or
increased performance
capabilities
Floor Care
CCS Facility Services specializes in comprehensive floor care and maintenance, and our teams are highly
experienced in managing the types of recurring floor care services required under this contract. The City’s
scope includes monthly machine scrubbing of hard surface flooring, quarterly carpet cleaning, and semi-
annual strip and wax services, all of which are core services regularly performed by CCS across our
municipal and public-sector client portfolio. Our trained floor technicians utilize commercial-grade
equipment and industry -approved processes to restore, protect, and extend the life of flooring materials
while maintaining a consistently clean and professional appearance. By integrating these services into our
structured periodic maintenance program, CCS ensures that both carpeted and hard surface floors receive
the specialized attention needed to maintain safety, durability, and long-term facility value.
Window Cleaning
Exterior window cleaning services will be performed by West Coast Property Maintenance, a trusted CCS
subcontracting partner with extensive experience in commercial and municipal window cleaning; all
required licenses and credentials can be provided to the City of Costa Mesa upon request.
Locker Room Details
Locker room detailing will be performed by CCS’s dedicated daily cleaning team, who are trained in proper
locker room sanitation procedures and equipped with the specialized tools and products required to safely
and effectively clean locker interiors, benches, and surrounding surfaces. This approach ensures lockers
are detailed consistently and thoroughly while maintaining hygiene standards and minimizing disruption to
facility users.
Pressure Washing
CCS utilizes a dedicated specialty services team to perform all pressure washing and exterior surface
cleaning required under this contract. These technicians are specifically trained in exterior cleaning
methods, surface protection, and safety procedures, and are equipped with commercial-grade pressure
washing systems designed for municipal environments. By deploying a specialized crew with the proper
equipment, surface-appropriate cleaning techniques, and experience working on public facilities, CCS
ensures that sidewalks, hardscape areas, and exterior building surfaces are cleaned effectively while
protecting surrounding infrastructure and minimizing disruption to City operations and the public .
Parks
CCS Facility Services has extensive experience providing janitorial services for municipal park systems and
understands the unique operational considerations involved in maintaining public-facing outdoor facilities.
For the City of Costa Mesa parks included in this scope of work, CCS has proposed a two-person full-time
parks team that will travel together using a CCS-provided vehicle to complete all daily, weekly, monthly, and
quarterly services. This team-based approach allows our staff to divide responsibilities and complete work
more efficiently, minimizing the time each park facility is occupied for cleaning and reducing disruption to
community use. By deploying a dedicated parks crew equipped with the necessary supplies and
transportation, CCS ensures consistent service coverage, faster task completion, and reliable maintenance
of these high-visibility public amenities.
11CCS FACILITY SERVICES
Project Approach & Methodology
4. A proposed schedule indicating stages of work, time frames, and ability to perform the required
services in a timely manner shall be included in the proposal
Weekly Monthly Quarterly Semi
Annual
Annual
Services
• Dust low areas up to six foot in
height.
• Damp mop all hard surface floors
/ clean mop splatter on walls.
• Use shampoo system to remove
large soil spots and dry.
• Disinfect all door handles.
• Spot clean around all wall switch
plates, doors, door frames and
counters.
• Wipe down vinyl and leather
furniture.
• Vacuum elevator tracks removing
all debris, clean and polish exterior
doors.
• Chemically treat all waterless
urinals on Friday evenings with
approved chemicals.
• Surface clean carpets as needed.
• Vacuum upholstered
seating.
• Dust all vertical and
horizontal blinds.
• Dust ledges and
windowsills over six feet.
• Vacuum ceiling vents and
deflectors.
• Dust mop and spot clean
Fire Escape Stairs, railings
and ledges.
• Machine scrub hard
surface floor and apply
finish.
• Detail vacuum corners and
edges.
• Clean and polish metal
elevator threshold plates.
• Clean accessible
baseboards.
• Clean
carpet using
a high-
pressure hot
water
extraction
system.
• Machine
strip hard
surface
floors /
clean grout
in floor tile
and reapply
approved
floor
finish.
• Replace
waterless
urinal
cartridges
with
approved
replacement
s as needed.
• June -
Clean all
exterior
windows,
power wash
exterior
sunscreens
(to be
performed
on weekend
only.)
The City of Costa Mesa program includes a robust and detailed set of periodic cleaning requirements, and
CCS is well prepared to manage this level of service. Using Visitt, our closed-loop quality assurance
platform, we will schedule all periodic tasks—including monthly, quarterly, and semi-annual services—up to
one year in advance, ensuring each requirement is planned, tracked, and verified. CCS will also coordinate
scheduling of these services with City staff ahead of time to minimize disruption and ensure transparency.
While the standard periodic schedule outlined below applies to many of the facilities in this RFP, we
recognize that several locations have unique requirements that cannot all be detailed within the space
available. CCS has thoroughly reviewed the scope and is fully aware of the program’s specialized needs—
including pressure washing, exterior window cleaning, monthly machine scrubbing, restroom detailing,
and other facility-specific services—and we are committed to ensuring every periodic requirement
identified in the scope of work is completed consistently and on schedule.
The below schedule applies to many, not all, of the facilities outlined in this RFP. We have read,
understand, and will comply with all periodic requirements. The anticipated timeline to complete these
tasks can be found on page 8.
12CCS FACILITY SERVICES
Project Approach & Methodology
Demonstration of Experience Providing Janitorial Service to Similar Entities
CCS Facility Services has included a sample list of public agencies and local government partners
nationwide to showcase our demonstrated experience in providing janitorial services to similar
entities. These clients, whose engagements involve complex scopes of work, multiple buildings,
defined schedules, and access to sensitive facilities, are comparable to the City of Costa Mesa’s
scope requirements. Notably, several of these agencies have entrusted CCS Facility Services with
their janitorial needs for over a decade, underscoring our commitment to long-term, reliable service.
CCS Facility Services supports over 15 public agencies in Southern California with janitorial needs,
and over 1,000 local government facilities nationwide. This extensive experience in providing services
to other local governments qualifies us to serve the City of Costa Mesa.
Account Name Account Location Year Initiated Contract Value
San Bernardino County San Bernardino, CA 2025-Present Approx. $984k/year
Amtrak Los Angeles, CA 2025-Present Approx. $120k/year
City of Signal Hill Signal Hill, CA 2025-Present Approx. $240k/year
City of Laguna Beach Laguna Beach, CA 2025-Present Approx. $240k/year
City of Chino Chino, CA 2019-Present Approx. $456k/year
City of Rancho Cucamonga Rancho Cucamonga, CA 2014-Present Approx. $900k/year
City of Fullerton Fullerton, CA 2014-Present Approx. $840k/year
City of Monterey Park Monterey Park, CA 2025-Present Approx. $480k/year
City of Monrovia Monrovia, CA 2016-Present Approx. $204k/year
Santa Clara Valley Water San Jose, CA 2023-Present Approx. $1.3m/year
Madera County Madera, CA 2018-Present Approx. $780k/year
Staffing for Our Orange County Branch:
Total Number of Professional Cleaners: 650
Total Number of Job Openings as of March 4, 2026: 0 (We typically have 3-5 openings, but are fully
staffed currently)
Total number of cross-trained floaters: 12
We anticipate staffing this program with approximately 10 employee, a mix of part time and full time,
which is approximately 1% of our current workforce in this branch. With our high level of client density
in the area, we can easily support the City of Costa Mesa and have a robust local infrastructure to
ensure quality of service.
13CCS FACILITY SERVICES
Project Approach & Methodology
CCS Facility Services will carry out the City of Costa Mesa’s Scope of Work through a structured, fully
self-performed janitorial program built to support the City’s 17 facilities with consistent quality, reliable
staffing, and clear accountability. Our approach combines disciplined recruiting, optimized scheduling,
strong on-site supervision, and a proven system for ensuring all daily and periodic tasks are completed
on time.
Through precise staffing, structured scheduling, strong supervision, and an
organized periodic-maintenance program, CCS Facility Services ensures
high-quality cleaning across all City buildings while meeting every daily, seasonal,
and long-term requirement of the City of Costa Mesa’s Scope of Work.
CCS Facility Services performs all daily cleaning tasks, including restroom sanitation,
high-touch disinfection, trash removal, floor care, vacuuming, glass cleaning, kitchen
and appliance cleaning, and facility -specific needs such as City Hall meeting support
and Library children’s area care. In addition to daily service, CCS completes the City’s
periodic requirements. Monthly tasks—such as high dusting, machine floor scrubbing,
cleaning of all vertical and horizontal blinds, and baseboard cleaning—are scheduled
during low-traffic times. Quarterly work includes both carpet and strip-and-wax
maintenance, and Bi-annual and annual deep cleaning, including full window
cleaning, pressure washing, and deep cleaning garage flooring is performed by our
specialized floorcare division.
Oversight service is delivered through a robust management structure. In addition to
the City’s two required supervisors on duty, an Account Manager serves as the City’s
primary point of contact, supported by Day Service Managers, Night Area Managers
who conduct routine inspections, monitor performance, coach staff, and verify the
completion of all work. Our closed-loop work-order and inspection process documents
tasks, tracks progress, and ensures any issue is corrected the same day.
Scheduling is aligned with the City’s service windows to ensure efficient, safe cleaning.
Night crews service the key City facilities, including City Hall, the recreation center,
community centers, police facilities, corporation yards. We will have a dedicated team
supporting the City of Costa Mesa parks, ensuring that there are two individuals at each
park. The City of Costa Mesa’s full scope of work, including daily and periodic tasks, will
be managed through our work order system, Visitt.
During the transition phase, we conduct detailed walkthroughs of each facility to
confirm access windows, building requirements, special cleaning needs, and
storage and security protocols. We then assign trained CCS employees—day
porters, night staff, and specialist floorcare technicians—based on each building’s
operational needs. All personnel are background-screened, uniformed W-2
employees trained on the City’s scope, restroom and locker-room sanitation, safety
requirements, closed-loop chemical use, and customer service expectations.
14CCS FACILITY SERVICES
Qualifications & Experience of Firm
CCS Facility Services brings nearly four decades of experience providing professional janitorial and
facility services to public agencies, municipalities, and large institutional clients. With regional
operations throughout the western United States, CCS has developed the operational infrastructure,
staffing capacity, and supervisory systems necessary to manage complex multi -facility janitorial
programs similar to the City of Costa Mesa’s requirements.
CCS currently supports numerous government facilities including city halls, administrative offices,
public safety buildings, libraries, and community facilities. These programs require coordinating
nightly janitorial services across multiple locations while maintaining strict sanitation standards,
security protocols, and service schedules. Our experience working within municipal environments
ensures that facilities remain clean, safe, and operational without disrupting City staff or public
activities. More information about our current local government experience is on the following page.
Each CCS municipal contract is supported by a dedicated management structure that includes an
Account Manager and working supervisors responsible for scheduling, quality assurance inspections,
and communication with City personnel. Our supervisors conduct routine inspections to ensure that
all daily, weekly, and periodic tasks are completed according to contract specifications. In addition,
CCS maintains a deep bench of trained personnel and backup staff, allowing us to quickly address
absenteeism or changing service needs while maintaining consistent service levels.
CCS equips its teams with commercial-grade equipment and industry best practices, including HEPA
filtration vacuums, microfiber cleaning systems, and advanced floor care equipment. All personnel
receive training in custodial procedures, safety practices, and facility security protocols to ensure that
services are delivered safely and efficiently.
Through our municipal experience, strong supervision structure, trained workforce, and operational
resources, CCS Facility Services is well positioned to deliver the reliable, high-quality janitorial
services required to support the City of Costa Mesa’s facilities.
CCS Facility Services-Orange County, Inc. is a C-Corporation, headquartered at 990 S Broadway, Suite
200, Denver, CO 80209, and opened in 1988, and a regional office at 3001 Red Hill Ave Bld. #6-220,
Costa Mesa, CA 92626. The officers are listed in our forms section, and are Cameron Hall, Troy Coker,
Bill King. Cameron is located out of our Costa Mesa office listed above, and Troy and Bill work out of
our Denver office lilsted above.
Describe the qualifications and experience of the organization or entity performing services/projects
within the past eight years that are similar in size and scope to demonstrate competence to perform
these services. Information shall include:
1. Submit a description of the organization’s qualifications, experience and abilities that make
it uniquely capable of providing the services specified in the Scope of Work.
2. If the owner is a corporation please provide Name of corporation, corporate office street address,
city, state, and zip code, state where incorporated, date of incorporation, first and last name of
officers, local office address, city, state & zip, and the date local office opened its doors for business.
15CCS FACILITY SERVICES
Qualifications & Experience of Firm
CCS Facility Services’ Demonstration of Experience Providing Janitorial Service
to Similar Entities
CCS Facility Services has included a sample list of public agencies and local government partners
nationwide to showcase our demonstrated experience in providing janitorial services to similar
entities. These clients, whose engagements involve complex scopes of work, multiple buildings,
defined schedules, and access to sensitive facilities, are comparable to the City of Costa Mesa’s
scope requirements. Notably, several of these agencies have entrusted CCS Facility Services with
their janitorial needs for over a decade, underscoring our commitment to long-term, reliable service.
CCS Facility Services support over 15 public agencies in Southern California with their janitorial
needs, and over 1,000 local government facilities nationwide. It is because of this dense experience
in providing services to other local governments that we are qualified to serve the City of Costa Mesa.
Account Name Account Location Year Initiated Contract Value
San Bernardino County San Bernardino, CA 2025-Present Approx. $984k/year
City of Signal Hill Signal Hill, CA 2025-Present Approx. $240k/year
City of Laguna Beach Laguna Beach, CA 2025-Present Approx. $240k/year
City of Chino Chino, CA 2019-Present Approx. $456k/year
City of Rancho Cucamonga Rancho Cucamonga, CA 2014-Present Approx. $900k/year
City of Fullerton Fullerton, CA 2014-Present Approx. $840k/year
City of Monterey Park Monterey Park, CA 2025-Present Approx. $480k/year
Santa Clara Valley Water San Jose, CA 2023-Present Approx. $1.3m/year
Madera County Madera, CA 2018-Present Approx. $780k/year
Amtrak Los Angeles, CA 2025-Present Approx. $120k/year
City of Encinitas Encinitas, CA 2025-Present Approx. $192k/year
City of San Marcos San Marcos, CA 2023-Present Approx. $312k/year
City of Claremont Claremont, CA 2025-Present Approx. $264k/year
City of El Cajon El Cajon, CA 2020-Present Approx. $444k/year
City of Monrovia Monrovia, CA 2016-Present Approx. $204k/year
City of Rialto Rialto, CA 2024-Present Approx. $444k/year
4. Provide a list of current and previous contracts like the requirements for this project in Costa Mesa,
including all public agencies served (if any). For each, provide a brief description of the scope of work
performed, the length of time you have been providing services, and the name, title, and telephone
number of the person who may be contacted regarding your organization’s service record.
16CCS FACILITY SERVICES
Qualifications & Experience of Firm
4. Provide a list of current and previous contracts like the requirements for this project in Costa Mesa,
including all public agencies served (if any). For each, provide a brief description of the scope of work
performed, the length of time you have been providing services, and the name, title, and telephone
number of the person who may be contacted regarding your organization’s service record.
Caleb DuPont
Facilities Supervisor
8749 Lion St, Rancho Cucamonga, CO 91730
Caleb.Dupont@cityofrc.us
Customer since 2014, ongoing
12 CCS Facility Services employees service 45+ City facilities
including City Hall, the Police Department, Libraries, and Park
restrooms.
Martin A. Soto
Facilities Maintenance Supervisor
Martin.soto@cityofchino.org, c: 909.536.8769
13220 Central Ave, City of Chino, CA 91710
Customer since 2019, ongoing
13 CCS Facility Services employees service 14 buildings and
110k sq ft. Facilities include City Hall, police department,
community centers and more.
Patrica Perez
Supervising Custodian
Project and Facilities Management
Cell 909.379-2286, patricia.perez@pfm.sbcounty.gov
200 S. Lena Rd., San Bernardino, CA. 92415
Customer since 2025, ongoing
Providing day porter and night cleaning to 13+ facilities, using
10+ employees. Facilities include Sheriff Training Centner and
other County buildings.
Below are a list of accounts that are similar to the City of Costa Mesa, with a brief summary of the
scope of work.
17CCS FACILITY SERVICES
Staffing
Provide a list of individuals who will be working on this project and indicate the functions that each will
perform and anticipated hours of service of each individual.' Include a resume for each designated
individual.
Submit the primary contacts (and management hierarchy/organization chart) that will be available for
all aspects of the work. Include contacts for customer service and senior management. Identify the
management staff to be assigned to this project and their relevant experience and qualifications to
janitorial services similar in nature. Provide the number of full-time employees and the number of part-
time employees performing the Custodial/Janitorial services as of the date of submission of your
response to this Request for Proposal.
Number of employees employed full time. When contacting your firm, contractor's personnel must be
immediately available (answering machines or answering services are not acceptable). List the names,
phone numbers, and e-mail addresses for the following:
o Assigned Supervisor (for proposed contract)
o Customer Service Representative for problems/questions
o Accounts Receivable Representative for problems/questions.
In accordance with the California Displaced Janitor Opportunity Act , CCS will retain and transition the current
janitorial employees assigned to these facilities, ensuring continuity of service and preserving the experience
and institutional knowledge these workers bring to the program. CCS has extensive experience successfully
onboarding incumbent staff and supporting them through structured orientation, training, and integration into
our operational systems. To ensure these employees receive the guidance and resources necessary for
success, CCS has identified a dedicated management team that will provide oversight, training, and ongoing
support throughout the transition and contract term. The following pages outline the CCS management
personnel who will be responsible for supporting these team members and ensuring consistent, high-quality
service for the City of Costa Mesa.
Each key individual’s contact information is listed on their resume.
Supervisor: Ernesto Flores, eflores@ccsbts.com, 949-239-5606
Customer Service Representative: Erryn Moreno, emoreno@ccsbts.com, 949.244.8682
Accounts Receivable: Victoria Burk, vburk@ccsbts.com , 303.733.8997
CCS Facility Services – Orange County, Inc. Employee Count:
Total number of employees: 680 as of March 11, 2026
Full time: 384
Part Time: 296
18CCS FACILITY SERVICES
Compliance with California
Labor Code: Displaced Janitor
Opportunity Act
California Labor Code Section 1060-1065 (Displaced Janitor Opportunity Act)
CCS Facility Services is fully committed to complying with the California Displaced Janitor Opportunity Act
(Labor Code §§1060–1065). We view this not just as a legal requirement, but as an opportunity to ensure
stability for employees and continuity of service for our clients.
90-Day Retention Commitment
When awarded a new janitorial services contract in California, we honor the statutory requirement to retain the
existing qualified janitorial employees of the prior contractor for a period of not less than 60 days, unless just
cause exists for termination. At the end of this period, we evaluate performance in good faith and may extend
permanent employment offers to those employees.
Notification & Hiring Process
We coordinate with the outgoing contractor to obtain the list of current service employees as required. These
employees are provided with written notice of their right to continued employment and are offered positions
with wages, hours, and working conditions consistent with our program.
Non-Discrimination
We do not interfere with, restrain, or retaliate against any covered employees exercising their rights under this
statute. Employment decisions during the retention period are based strictly on performance and operational
needs.
Training & Onboarding
Retained employees are enrolled in our onboarding, safety, and compliance training to ensure a smooth
transition into our program standards while preserving their employment rights.
Documentation & Recordkeeping
We maintain required documentation of employee lists, notices, retention offers, and evaluation outcomes to
ensure full compliance with statutory obligations.
19CCS FACILITY SERVICES
Staffing
Key
Contact
Title Functions for the City of Costa Mesa Anticipated
Monthly Hours of
Service
Supporting
Direct
Supervisors and
Front Line Team
Cameron
Hall
Regional
Vice
President
The Regional Vice President provides senior executive
oversight for the region and will remain engaged to
ensure the success of the City of Costa Mesa
program. The RVP supports the General Manager
through strategic guidance, resource allocation, and
participation in executive-level reviews to ensure CCS
consistently meets the City’s service expectations.
<1 – mostly behind
the scenes and as
necessary for
management support
and contract
compliance needs
Sebastian
Pedreira
General
Manager
Sebastian will closely with Erryn and supervisory team
to review operational performance, address escalated
issues, and ensure alignment with CCS service
standards. He will also participate in strategic
planning and periodic executive-level reviews to
evaluate program performance, staffing stability, and
continuous improvement opportunities.
<5 – mostly as
management support
to Erryn, financial
oversight of the
contract, ensuring the
team has all
resources required to
complete the scope of
work.
Erryn
Moreno
Account
Manager
The Account Manager serves as the primary point of
contact for the program and is responsible for
coordinating day-to-day service delivery,
communication, and issue resolution between CCS
and the client. In this role, the Account Manager
oversees operational performance, supports the
supervisory team, and ensures that staffing, service
quality, and reporting requirements are consistently
met.
15 – 20 – depending
on the needs of the
supervisors and leads
of this program, and
their development as
professionals.
1
ADDENDUM NO. 1
REQUEST FOR PROPSAL
FOR
JANITORIAL SERVICES FOR CITY FACILITIES
RFP NO. 26-13
PUBLIC WORKS DEPARTMENT
CITY OF COSTA MESA
Addendum Released on February 17, 2026
The referenced document has been modified as per the attached Addendum No. 1
Please sign this Addendum where designated and return the executed copy with
submission of your proposal. This addendum is hereby made part of the referenced
RFP.
2
1.DELETE: Mandatory Job Walk will be held on February 18, 2026, at 10:00 a.m.
beginning at City Hall. The site inspections will allow the contractor to become
familiar with all conditions that may affect the performance and cost of the contract.
Proposers should be familiar with the proposal prior to attending the informational
meeting and the job walk. Each attendee will be responsible for getting to each of
the offsite facilities during the walkthrough.
The informational meeting and inspection of the facilities are mandatory. Any
proposals received from contractors who did not attend job walk, will be deemed
nonresponsive to the RFP. All prospective contractors will be required to sign in prior
to the meeting and at the conclusion of the site visits.
2.REPLACE: Mandatory Job Walk will be held on February 18, 2026, at 8:30 a.m.
beginning at City Hall. The site inspections will allow the contractor to become familiar
with all conditions that may affect the performance and cost of the contract. Proposers
should be familiar with the proposal prior to attending the informational meeting and the
job walk. Each attendee will be responsible for getting to each of the offsite facilities
during the walkthrough.
The informational meeting and inspection of the facilities are mandatory. Any proposals
received from contractors who did not attend job walk, will be deemed nonresponsive
to the RFP. All prospective contractors will be required to sign in prior to the meeting
and at the conclusion of the site visits.
3.ADD: City Facility sites to be visited during the mandatory job walk. Highly
recommend bringing a copy of Exhibit I Job Specifications found in the RFP to follow
during the job walk.
3
CITY FACILITY SITES
BUILDING ADDRESS TOTAL
SQUARE FOOTAGE
Balearic Community Center 1975 Balearic Drive 7,680
City Hall 77 Fair Drive 73,341
PD - Communications Center 79 Fair Drive 7,960
Corporation Yard (Old) 2300 Placentia Avenue 17,390
Corporation Yard (New) 2310 Placentia Avenue 5,219
Downtown Recreation Center 1860 Anaheim Avenue 18,445
Norma Hertzog Community
Center
1845 Park Avenue 9,300
Police Facility 99 Fair Drive 30,551
Police Substation 567 W. 18th Street 8,966
Senior Center 695 W. 19th Street 20,127
Bridge Shelter 3175 Airway Avenue 3,600
PD Warehouse 3175 Airway Avenue NA
IT Offices and Training Room 77 Fair Drive 1,000 – Basement @ City Hall
Costa Mesa Tennis Center 880 Junipero Drive 1,000
ALDO (Code Enforcement
Substation)
3190 Airport Loop Drive, E-2 2,000
STATION ADDRESS TOTAL SQUARE
FOOTAGE/LIVING SPACE
Fire Station No. 1 2803 Royal Palm Drive 3,750
Fire Station No. 2 800 Baker Street 3,332
4
Fire Station No. 3 1865 Parka Avenue 3,358
Fire Station No. 4 2300 Placentia Avenue 3,150 & 1,456 for training
classroom
Fire Station No. 5 2450 Vanguard Way 4,305
Fire Station No. 6 3350 Sakioka Drive 4,342
All other provisions of the request for proposal shall remain in their entirety.
Vendors hereby acknowledge receipt and understanding of the above Addendum.
Complete and submit this Addendum with your proposal.
____________________________ ____________________________
Signature Date Company Name
____________________________ ____________________________
Typed Name and Title Address
____________________________
City State Zip
3/11/2026 CCS Facility Services - Orange County, Inc.
3001 Red Hill Ave Bld. #6-220
Costa Mesa, CA 92626
Maryll Betzold, Director of Government Services
1
ADDENDUM NO. 2
REQUEST FOR PROPSAL
FOR
JANITORIAL SERVICES FOR CITY FACILITIES
RFP NO. 26-13
PUBLIC WORKS DEPARTMENT
CITY OF COSTA MESA
Addendum Released on February 19, 2026
The referenced document has been modified as per the attached Addendum No. 2
Please sign this Addendum where designated and return the executed copy with
submission of your proposal. This addendum is hereby made part of the referenced
RFP.
2
1.DELETE: Evaluation Criteria: The City’s evaluation and selection process will be
conducted in accordance with Chapter V, Article 2 of the City's Municipal Code
(Code). In accordance with the Code, the responsive responsible proposer shall be
determined based on evaluation of qualitative factors. At all times during the
evaluation process, the following criteria will be used. Sub-criteria are not
necessarily listed in order of importance. Additional sub-criteria that logically fit within
a particular evaluation criterion may also be considered even if not specified below.
•Project of Approach & Methodology ------- 35%
•Qualifications & Experience of Firm ------- 30%
•Staffing ---- 30%
•Cost Proposal ----- 5%
2.REPLACE: Evaluation Criteria: The City’s evaluation and selection process will be
conducted in accordance with Chapter V, Article 2 of the City's Municipal Code (Code).
In accordance with the Code, the responsive responsible proposer shall be determined
based on evaluation of qualitative factors. At all times during the evaluation process,
the following criteria will be used. Sub-criteria are not necessarily listed in order of
importance. Additional sub-criteria that logically fit within a particular evaluation criterion
may also be considered even if not specified below.
•Project of Approach & Methodology ------- 35%
•Qualifications & Experience of Firm ------- 30%
•Staffing ---- 25%
•Cost Proposal ----- 10%
All other provisions of the request for proposal shall remain in their entirety.
Vendors hereby acknowledge receipt and understanding of the above Addendum.
Complete and submit this Addendum with your proposal.
______________________________ ____________________________
Signature Date Company Name
____________________________ _________________________
Typed Name and Title Address
____________________________
City State Zip
3/11/2026
3001 Red Hill Ave Bld. #6-220,
Costa Mesa, CA 92626
Maryll Betzold, Director of Government Services
CCS Facility Services - Orange County - Inc.
1
ADDENDUM NO. 3
REQUEST FOR PROPSAL
FOR
JANITORIAL SERVICES FOR CITY FACILITIES
RFP NO. 26-13
PUBLIC WORKS DEPARTMENT
CITY OF COSTA MESA
Addendum Released on February 20, 2026
The referenced document has been modified as per the attached Addendum No. 3
Please sign this Addendum where designated and return the executed copy with
submission of your proposal. This addendum is hereby made part of the referenced
RFP.
2
1.ADD: 2nd Mandatory Job Walk will be held on February 24th, 2026, at 8:30 a.m.
beginning at City Hall. The site inspections will allow the contractor to become familiar
with all conditions that may affect the performance and cost of the contract. Proposers
should be familiar with the proposal prior to attending the informational meeting and the
job walk. Each attendee will be responsible for getting to each of the offsite facilities
during the walkthrough.
The informational meeting and inspection of the facilities are mandatory. Any proposals
received from contractors who did not attend job walk, will be deemed nonresponsive
to the RFP. All prospective contractors will be required to sign in prior to the meeting
and at the conclusion of the site visits.
Companies that attended the February 18th mandatory job walk are not required to
attend.
2.ADD: City Facility sites to be visited during the mandatory job walk. Highly
recommend bringing a copy of Exhibit I Job Specifications found in the RFP to follow
during the job walk.
3
CITY FACILITY SITES
BUILDING ADDRESS TOTAL
SQUARE FOOTAGE
Balearic Community Center 1975 Balearic Drive 7,680
City Hall 77 Fair Drive 73,341
PD - Communications Center 79 Fair Drive 7,960
Corporation Yard (Old) 2300 Placentia Avenue 17,390
Corporation Yard (New) 2310 Placentia Avenue 5,219
Downtown Recreation Center 1860 Anaheim Avenue 18,445
Norma Hertzog Community
Center
1845 Park Avenue 9,300
Police Facility 99 Fair Drive 30,551
Police Substation 567 W. 18th Street 8,966
Senior Center 695 W. 19th Street 20,127
Bridge Shelter 3175 Airway Avenue 3,600
PD Warehouse 3175 Airway Avenue NA
IT Offices and Training Room 77 Fair Drive 1,000 – Basement @ City Hall
Costa Mesa Tennis Center 880 Junipero Drive 1,000
Code Enforcement Substation 3190 Airport Loop Drive, E-2 2,000
4
All other provisions of the request for proposal shall remain in their entirety.
Vendors hereby acknowledge receipt and understanding of the above Addendum.
Complete and submit this Addendum with your proposal.
______________________________ ____________________________
Signature Date Company Name
____________________________ _________________________
Typed Name and Title Address
____________________________
City State Zip
3/11/2026 CCS Facility Services - Orange County, Inc.
3001 Red Hill Ave Bld. #6-220
Costa Mesa, CA 92626
Maryll Betzold, Director of Government Services
3/11/2026 CCS Facility Services - Orange County, Inc.
3001 Red Hill Ave Bld. #6-220
Costa Mesa, CA 92626
Maryll Betzold, Director of Government Services
ID: 12
EXHIBIT C
FEE SCHEDULE
56
[Contractor’s name]
Form Rev. 07-07-2025
APPENDIX B
COST PROPOSAL
FOR
JANITORIAL SERVICES FOR CITY FACILITIES
Provide hourly rates, along with estimated annual pricing in accordance with the City's current
requirements, as set forth in Scope of Work. Also provide your firm's proposed Staffing Plan
on a separate sheet of paper. Proposer should use a separate form to state pricing for any
added value.
BUILDING ADDRESS MONTHLY
LABOR HRS.
MONTHLY
COST
ANNUAL
COST
Balearic Community
Center
1975 Balearic
Dr.
$ $
City Hall 77 Fair Dr. $ $
Communications
Center
79 Fair Dr. $ $
Corporation Yard (Old) 2300 Placentia
Ave.
$ $
Corporation Yard (New) 2310 Placentia
Ave.
$ $
Downtown Recreation
Center
1860 Anaheim
Ave.
$ $
Norma Hertzog
Community Center
1845 Park Ave. $ $
Police Facility 99 Fair Dr. $ $
Police Substation 567 W. 18th St. $ $
Senior Center 695 W. 19th St. $ $
Bridge Shelter 3175 Airway
Ave.
$ $
PD Warehouse 3175 Airway
Ave.
$ $
Fire Stations 1-6 Various $ $
IT Offices and Training
Room
77 Fair Dr. $ $
65
250
28
18
18
170
68
345
5
100
28
3
8
7
2,010.03 24,120.36
7,401.61 88,819.32
877.78 10,533.36
551.99 6,623.88
568.81 6,825.72
4,906.02 58,872.24
1,994.14 23,929.68
9,191.53 110,298.36
158.65 1,903.80
2,995.80 35,949.60
813.35 9,760.20
86.20 1,034.40
384.53 4,614.36
209.97 2,519.64
57
[Contractor’s name]
Form Rev. 07-07-2025
Costa Mesa Tennis
Center
880 Junipero Dr. $ &
All Park Locations (Not
including Fairview Park)
Various $ $
Fairview Park 2525 Placentia
Ave.
$ $
ALDO (Code Enforcement
Substation)
3190 Airport
Loop Drive, E-2
$ $
TOTAL: $ $
Pricing shall remain firm for a minimum of two (2) years. All requests for pricing
adjustments for follow-on contract renewal periods shall be provided no later than sixty
(60) days prior to the end of the contract period. Any such proposed price adjustments
shall not exceed The Bureau of Labor Statistics Consumer Price Index (CPI) data for
Los Angles-Riverside-Orange County, CA, All Items, Not Seasonally Adjusted,
"annualized change comparing the original proposal month and the same month in the
subsequent year. (This information may be found on the U.S. Department of Labor's
website at www.bls.gov.)
9
456
15
22
268.33 3,219.96
14,712.89 176,554.68
408.55 4,902.60
624.21 7,490.52
48,164.39 577,972.681,615