Project Information

Bid Title

PC1453 Janitorial Services

Issuing Agency

Housing Authority of the County of San Bernardino

Location

California

Published Date

Mar 4, 2026

Closing Date

Apr 13, 2026

Government Level

State & Local

Status

Closed

Ref. #

PC1453

Original Source

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Bid Documents

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Project Description

PC1453 Janitorial Services

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REQUEST FOR PROPOSAL – PC1453

JANITORIAL SERVICES

Housing Authority of the County of San Bernardino

715 E. Brier Drive

San Bernardino, CA 92408

February 2026

HACSB

Procurement Department

Request for Proposal

JANITORIAL SERVICES

RFP No. PC1453

Page 2 of 41

I. INTRODUCTION

Our core work is to administer rental assistance programs to prevent homelessness among low-income

households. As the largest provider of affordable housing in San Bernardino County, the Housing

Authority of the County of San Bernardino (HACSB) proudly assists more than 27,800 people, most of

whom are seniors, individuals with disabilities, veterans, and children. Since 1941, we have helped low-

income families attain safe and stable housing through a variety of rental assistance programs funded

by the U.S. Department of Housing and Urban Development (HUD). More than 11,000 families are

served through voucher programs, which enable customers to lease housing in the private rental

market, or through affordable housing communities owned by HACSB. Our largest program, the

Housing Choice Voucher program, is America’s largest homelessness prevention program. The

affordable rental housing programs we administer provide a critical safety net for households in San

Bernardino County.

Achieving safe and stable housing is only one step on the path toward self-sufficiency. To support our

customers’ needs beyond housing, HACSB has built and leveraged community partnerships that

provide supportive services and opportunities. These partners provide a variety of services such as

family/individual case management and counseling, career training and job placement, homeownership

assistance, educational scholarships, and more. These services create a meaningful difference in the

lives of families we serve.

In 2008, Congress designated HACSB as a Moving to Work (MTW) public housing agency. MTW is a

national demonstration program for housing authorities created by Congress in 1996. Contrary to its

name, the Moving to Work demonstration is not a work requirement program. Instead, the intent of the

MTW demonstration is to provide policy and regulatory flexibility to housing agencies to design and test

affordable housing strategies and related policies. This designation allows HACSB to waive some HUD

requirements to target the statutory objectives of the MTW Demonstration: help clients achieve

economic independence, ensure freedom of housing choice, and save taxpayer dollars through efficient

work.

The demand for affordable housing continues to increase, and the limited affordable housing supply is

not enough to house the thousands of families in need. Over the years we have expanded our housing

stock to help meet the county’s growing needs through acquisition, development, and

redevelopment/expansion of our properties.

We value our vendors and contractors as partners in our mission to empower all individuals and

families in need to achieve an enriched quality of life by providing housing opportunities and resources

throughout San Bernardino County.

II. PURPOSE

The purpose of this Request for Proposals is to solicit responses from qualified companies to furnish

services to the HACSB as identified in the “Scope of Work” of this request.

The Housing Authority of the County of San Bernardino (HACSB) was organized in 1941, under the

U.S. Housing Act of 1937. HACSB has a governing Board of Commissioners, which are appointed by

the County’s Board of Supervisors. The seven commissioners serve this public agency and act as its

Board of Commissioners. These individuals give generously of their time in an effort to provide decent

and affordable housing to low-income families and seniors within the County of San Bernardino. An

Executive Director appointed by the Board is responsible for managing the daily operations of the

agency and overseeing a staff of approximately 155 employees. Annual budget for the Authority is

approximately $260 million.

Page 2 of 41

HACSB

Procurement Department

Request for Proposal

JANITORIAL SERVICES

RFP No. PC1453

Page 3 of 41

The majority of our work is to provide rental assistance to low-income families either by housing

families in the 2,204 units HACSB owns and manages or by providing subsidized housing assistance to

a landlord for renting their housing unit to 11,500 assisted families. We provide housing assistance

based on the number of rental assistance vouchers and other affordable housing units for which we are

authorized and funded through the U.S. Department of Housing and Urban Development (HUD).

A. Contact Information

This RFP is being issued, as will any addenda by the HACSB. The contact person for HACSB is:

Qiana Sipe, Procurement

715 E. Brier Drive

San Bernardino, CA 92408-2841

(909) 797-1341

procurement@hacsb.com

Proposals and questions will not be accepted by e-mail or facsimile. All proposals must be completed and

uploaded into the PlanetBids website or by paper response.

III. Contract Term

The Contract period will be for a two (2) year period beginning approximately September 2026 through

August 2028, with three (3) single or multiple year options to extend the contract until no later than

September 2031, or until such time as terminated per the terms of the agreement or unless for any

reason funds which have been appropriated for the provision of these services are no longer available.

The initial engagement will be for a two (2) year period. In addition, HACSB shall have the option to

extend the engagement for up to three (3) additional years, exercised as single or multiple years, at the

fee in the original proposal. The optional years shall be exercised by written amendment executed by

each party with Board of Commissioners approval on behalf of HACSB for additional funding on option

years if needed.

IV. Proposal Timeline

Release of RFP

Site Visit

Questions Due

Answers to Questions

Proposals Due

Evaluation Process

Award of Contract

March 3, 2026

March 16 -18, 2026

March 20, 2026 @ 2PM PST

March 30, 2026

April 13, 2026 @ 2PM PST

April 14 – 27, 2026

May 2026

HACSB may insert elective choices such as site visits, oral interviews, presentations, demonstrations,

shortlists, best and final offers, etc.

V.

Proposal Conditions

A. Authorized Signatures

All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the

RFP.

B. Term of Offer

Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months after the

proposal opening.

Page 3 of 41

HACSB

Procurement Department

Request for Proposal

JANITORIAL SERVICES

RFP No. PC1453

Page 4 of 41

C. Questions

Proposers may submit questions regarding this RFP via PlanetBids by the date stated in Section IV –

Proposed Timeline. All questions, without identifying the submitting company, will be compiled with the

appropriate answers and issued as an addendum to the RFP and posted on PlanetBids.

D. Required Review

Proposers should carefully review this solicitation for defects and questionable or objectionable

material. Comments concerning defects and objectionable material must be made in writing and

received by the RFP contact at least ten days before the proposal opening. This will allow issuance of

any necessary addendum. It will also help prevent the opening of a defective solicitation and exposure

of proposals upon which award could not be made. Protests based on any omission or error, in the

content of this RFP, may be disallowed if not brought to the written attention of the RFP Contact in

Section II, Paragraph A at least five days before the Deadline for Proposals.

E. Incurred Costs

HACSB is not obligated to pay any costs incurred by Proposer in the preparation of a proposal in response

to this RFP. Proposers agree that all costs incurred in developing a proposal are the Proposer’s

responsibility.

F. Amendments/Addenda to RFP

HACSB reserves the right to issue addenda or amendments to this RFP if HACSB considers that changes

are necessary or additional information is needed.

Changes to a proposal or withdrawal of proposals will only be allowed if acceptable requests are received

prior to the deadline that is set for receipt of proposals. No amendments or withdrawals will be accepted

after the deadline.

G. Best Value Evaluation

As established in this solicitation, HACSB realizes that criteria other than price are important and will

award contract(s) based on the proposal that best meets the needs of HACSB. The optimal

combination of quality, price, and various qualitative elements of required services will provide HACSB

the greatest or best value for its money.

H. Right of Rejection

Offers must comply with all the terms of the RFP, and all applicable local, state, and federal laws,

codes, and regulations. HACSB may reject as non-responsive any proposal that does not comply with

all the material and substantial terms, conditions, and performance requirements of the RFP.

Proposers may not qualify the proposal nor restrict the rights of HACSB. If Proposer does so, the

proposal may be determined to be a non-responsive counteroffer and the proposal may be rejected.

No proposal shall be rejected, however, if it contains a minor irregularity, defect or variation and if the

irregularity, defect or variation is considered by HACSB to be immaterial or inconsequential, HACSB

may choose to accept the proposal.

Minor informalities may be waived by the Procurement and Contracts Supervisor when they:

• Do not affect responsiveness;

• Are merely a matter of form or format;

• Do not change the relative standing or otherwise prejudice other offers;

• Do not change the meaning or scope of the RFP;

• Are trivial, negligible, or immaterial in nature;

Page 4 of 41

HACSB

Procurement Department

Request for Proposal

JANITORIAL SERVICES

RFP No. PC1453

Page 5 of 41

• Do not reflect a material change in the work; or

• Do not constitute a substantial reservation against a requirement or provision;

In such cases the Proposer will be notified of the deficiency in the proposal and given an opportunity to

correct the irregularity, defect or variation or HACSB may elect to waive the deficiency and accept the

proposal.

This RFP does not commit HACSB to award a contract. HACSB reserves the right to reject any or all

proposals if it is in the best interest of HACSB to do so. HACSB also reserves the right to terminate this

RFP process at any time.

I. Clarification of Offers

In order to determine if a proposal is reasonably acceptable for award, communications by the

Facilitator for the Evaluation Panel are permitted with a Proposer to clarify uncertainties or eliminate

confusion concerning the contents of a proposal. Clarifications may not result in a material or

substantive change to the proposal. The evaluation by the Facilitator may be adjusted as a result of a

clarification under this section.

J. Public Records Act

All information submitted in the Proposal or in response to request for additional information is subject

to disclosure under the provisions of the California Public Records Act (California Government Code

section 6250, et seq.). Proposals may contain financial or other data that constitutes a trade secret. To

protect such data from disclosure, Proposers should specifically identify the pages that contain

confidential information by properly marking the applicable pages and inserting the following notice on

the front of its response:

NOTICE

The data on pages ______ of this Proposal response, identified by an asterisk (*) or

marked along the margin with a vertical line, contains information which are trade secrets.

We request that such data be used only for the evaluation of our response but understand

that disclosure will be limited to the extent that the HACSB determines is proper under

federal, state, and local law.

The proprietary or confidential data shall be readily separable from the Proposal in order to facilitate

eventual public inspection of the non-confidential portion of the Proposal.

HACSB assumes no responsibility for disclosure or use of unmarked data for any purpose. In the event

disclosure of properly marked data is requested, the Proposer will be advised of the request and may

expeditiously submit to the HACSB a detailed statement indicating the reasons it has for believing that

the information is exempt from disclosure under federal, state, and local law. This statement will be

used by the HACSB in making its determination as to whether disclosure is proper under federal, state

or local law. The HACSB will exercise care in applying this confidentiality standard but will not be held

liable for any damage or injury, which may result from any disclosure that may occur.

K. Disclosure of Criminal and Civil Proceedings

HACSB reserves the right to request the information described herein from the Proposer selected for

contract award. Failure to provide the information may result in a disqualification from the selection

process and no award of contract to the Proposer. HACSB also reserves the right to obtain the

requested information by way of a background check performed by an investigative firm. The selected

Proposer also may be requested to provide information to clarify initial responses. Negative information

provided or discovered may result in disqualification from the selection process and no award of

contract.

Page 5 of 41

Commodity Codes

• NAICS 561720Janitorial Services

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