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RFP Document
Requests for Information. Questions or objections relating to the RFP, Agreement, the attachments hereto, the RFP procedures, or the required Services may only be submitted via email to Andrea Stein, Administrative Coordinator, at
astein@sanramon.ca.gov by 9:00 a.m., November 18, 2025 (the “Request for Information Deadline”). Any questions or objections that are not submitted in the manner specified and by the Request for Information Deadline will be deemed waived. City will not be bound by the oral representations of any City official, employee, or representative.
Pre-Submittal Meeting. A Pre-Submittal Meeting will be held on November 12, 2025, from 12:00 p.m. to 2:00 p.m., in the Terrace Room at the San Ramon Community Center located at 12501 Alcosta Blvd.,San Ramon, CA 94583. Prospective Respondents will have the opportunity to ask questions about the RFP and the required Services. Respondents will be required to sign-in at the Pre-Submittal Meeting and to provide an email address for the Respondent’s representative for receipt of any subsequent addenda. The Pre-Submittal Meeting is mandatory, and the City may, acting in its sole discretion, disregard any Proposal submitted by a Respondent that failed to attend or failed to arrive on time for the Pre-Submittal Meeting.
Submittal Instructions. Proposals must be received by the City by or before December 2, 2025 at 2:00 p.m. (“Proposal Deadline”). Respondent must submit one original and one (1) identical copy of the Proposal in a sealed envelope labeled with Respondent’s name and return address, marked “Proposal for Carpet and Upholstery Cleaning Services” and addressed as follows:
ATTN: City Clerk
7000 Bollinger Canyon Road
San Ramon, CA 94583
The SOQ may be hand-delivered, sent via overnight delivery, or by regular mail, provided that it is received by the City no later than the SOQ Deadline. Late submissions will be disregarded.
Planned RFQ Schedule. The following schedule is provided for planning purposes based on current information. However, all dates are subject to revision, including the SOQ Deadline, and may be amended by addenda to this RFQ:
RFQ Issued: November 3, 2025
Pre-Submittal Meeting: November 12, 2025 at 12:00 p.m.
Request for Information Deadline: November 18, 2025 by 9:00 a.m.
SOQ Deadline: December 2, 2025 by 2:00 p.m.
Interviews (if requested by City): TBD
Notice of Selection: December 15, 2025
Council Approval and Award: January 27, 2026 (Tentative)
Commence Services: July 1, 2026