Guide for vendors/contractors using Bid Express for the first time

The City of San Rafael (City) hereby requests proposals for janitorial services for City facilities. It is the intent of the City to hire a fully-licensed contractor. Services shall include routine janitorial maintenance for City facilities, including the Public Safety Center, Library, Recreation Centers, Department of Public Works, and City Hall. Work will include: vacuuming, cleaning staircase treads, spot clean carpets as needed, straighten furniture, empty all waste bins, scrub and mop all bathroom floors, wash basins, toilet seats, toilet bowls, toilet partitions, paper towel dispensers, and refuse bins, line bins with liner, stock all dispensers, dust tabletops, countertops, and desks tops where accessible, wash and clean doors, handles, glass panels in doors, front doors, staircase partitions, and banister rails, and provide bodily fluid cleanup as needed for Public Safety Center. Proposals shall be submitted by businesses that have a capable and demonstrable performance in the type of work described in this Request for Proposals document, including all Attachments (hereafter together referred to as the “RFP”). In addition, all interested businesses shall have sufficient, readily available resources, in the form of trained personnel, support services and financial resources to carry out the work without delay or shortcomings. The Contractor will be required to perform and complete janitorial services by providing all labor, tools, transportation, equipment, materials, and supplies necessary to complete all work. Work must be completed in a professional, thorough and timely manner, in accordance with the standards and specifications as contained in this RFP or stated by the City Representative. The term of the initial contract will be two years. At the City’s discretion, the contract can be extended twice for a period not to exceed one (1) year each time upon proper authorization by the Parties. The awarding process will be done by each location. Meaning, the City may choose to award different locations to different vendors, based on which vendor meets the requirements of each location and their proposed pricing. The City will retain submitted bids for the duration of this service to build a list of available vendors should the City need to secure a new contractor. All submitted bid pricing shall be good for up to one year from the date of bid closing. Subsequent year’s rate increases are limited to a maximum of five percent (5%) per year. The City may choose to utilize only some services at certain locations with a corresponding reduced rate, or may not award any number of locations based on its sole discretion for what’s in the best interest for the City and its needs. Interested businesses are invited to submit proposals in accordance with the requirements of this RFP summarized in Section 6. (REQUIRED) Pre-Bid Facility Walkthrough: a walkthrough with City representative is required in order to be considered a responsive bidder. To be included in the scheduling of a facility walkthrough you must email Jonathan.schellin@cityofsanrafael.org no later than 2 PM, January 12, 2024, with your contact information and express interest in the RFP. Walkthroughs will take place on 1/16/2024 and/or 1/17/2024, depending on availability of City staff and number of interested bidders. Details of the walkthrough start time and location will be posted on Bid Express by 3 pm, January 15, 2024.

The City of San Rafael hereby requests proposals for the Peacock Gap Park Playground Project. The Project will require the expertise of multiple disciplines including but not limited to civil, electrical, environmental, geotechnical, landscape architectural, and structural; therefore, it is the intent of the City to hire a qualified consultant who can provide both design and project management services. The project design scope includes redesigning the existing play area to replace the playground structures, installing engineered wood surfacing, landscaping, addressing ADA access and parking access, and seeking opportunities to upgrade nearby benches and picnic tables.

The project consists of the removal of existing fencing and netting, installation of approximately 275 linear feet of 30-foot-tall protective netting with foundations, and installation of approximately 133 linear feet of chain-link fence around a portion of the Albert Park baseball field. Engineer's Estimate: $210,000.

As described in the plans and specifications, the project scope of work consists of two retaining wall sites located on Southern Heights Boulevard and Pearce Road. Improvements include a retaining wall along the edge of the road, roadway resurfacing, drainage improvements, and a new roadside safety barrier (guardrail). Estimated Cost: $880,000

The City of San Rafael is requesting proposals from qualified consultants to provide construction management, inspection, and material testing services for its Rotary Manor Culvert Replacement Project. The Project scope of work consists of the following elements as more fully shown in plans: • Removal of an existing arch CMP culvert on the Rotary Manor property • Construction of a new cast-in-place reinforced concrete box culvert • Restoration of the affected property grounds • Compliance with regulatory permits concerning construction within the creek