Muslim Community Association (MCA)

Request for Proposal (RFP)
Janitorial and Custodial Services

RFP Issue Date: 07/17/2025

Proposal Due Date: 08/1/2025

1. Introduction

The Muslim Community Association (MCA), based in Santa Clara, California, is seeking qualified and experienced janitorial service providers to submit proposals for cleaning and custodial services across its campuses. The selected contractor will be responsible for daily cleaning, event support, and periodic deep cleaning of all designated MCA facilities.

2. Scope of Services

Services to include, but are not limited to:

Routine Cleaning Services

• Unless otherwise specified, the following routine services apply to all rooms within the MCA campus.
• Dust and clean furniture, desks, shelves, display units, window ledges, and counters daily.
• Empty all trash receptacles and transport waste to designated areas daily.
• Clean and sanitize restrooms, including mirrors, sinks, toilets, and partitions, three times daily (as per schedule).
• Mop and vacuum floors daily, especially in high-traffic areas such as the men’s and women’s prayer halls; buff ceramic and resilient floors monthly.
• Clean all glass doors daily.
• Clean all interior/exterior windows monthly.
• Maintain clean and organized storage areas
• Pick up litter and clean parking lots weekly.of male/female based on event need by the MCA Facility team.

Peak Hours:

• Fridays: 11 AM – 4 PM and 7 PM – 11 PM.
• Saturdays: 7 PM – 11 PM.
• Note: These hours may change and/or be added to if needed.

Shift Schedule:

– Pick up litter and clean patio/turf/picnic table areas daily.
– Clean all air vents throughout facility every six months.
– Deep cleaning for all facilities must be conducted once per month.

Event Setup and Cleanup Tasks

The following are event setup tasks for the below mentioned locations.

Locations: Khadijah Banquet Hall, Maryam Hall, Aisha Hall, Men’s Prayer Hall, Women’s Prayer Hall, Mother’s Lounge, Babysitting Room, Youth Lounge, New Lobby, Turf Area, any Parking Lots, GIS, WIS, and/or any event in or around MCA buildings.

• Setup chairs, tables, and other furniture for events in banquet halls, prayer halls, and community spaces.
• Prepare facilities for special events as required.
• Breakdown and clean up after events, restoring facilities to their original condition.
• Set up vendor tables and remove them post-event as needed.
• Ensure readiness for Friday congregational prayers, including setting up donation tables and chairs.

Staffing and Resource Requirements

• Daily Staffing:
  • At least one supervisor and two janitorial staff on-site at all times.
  • Additional staffing during peak hours (e.g., four or more staff members for major events) with indication
• Staff Skills: At least one staff member assigned onsite must have basic handyman knowledge to assist with light facility maintenance tasks as needed.
  Supply all necessary cleaning tools, equipment, and materials as outlined in Exhibit A.
• Ensure that all janitorial staff are professionally trained and dressed in appropriate uniforms with visible company logos.
• Assign a supervisor on-site daily to oversee operations, address urgent needs, and act as the primary liaison with the Owner’s Facilities Manager.
• Maintain a daily cleaning log and ensure compliance with agreed-upon schedules and standards.
• Provide at least one female janitorial staff member per shift
• All cleaning and janitorial work shall be performed under the direct management of the MCA Facility Manager and Facilities Team.
• Document and verify completion of all cleaning tasks through the following methods:
  • The supervisor must personally close out all shift
  • Provide photo/video evidence of completed tasks through the communication method specified by the MCA Facilities Manager
  • Submit end-of-shift verification reports confirming all required tasks have been completed
  • Store all documentation according to the Owner’s retention requirements

3. Proposal Requirements

All submitted proposals must include the following:

• Company background and contact information
• Summary of experience in similar facilities
• At least three client references
• Proposed cost structure (flat monthly)
• Proof of insurance and licensing to operate in California

4. Selection Timeline

The anticipated schedule for the RFP process is as follows:

• RFP Release Date: 07/17/2025
• Proposal Submission Deadline: 08/01/2025
• Evaluation and Selection:
• Notification of Award:

5. Evaluation Criteria

All proposals will be evaluated using a standardized rubric. Key criteria include:

• Demonstrated experience and capability
• Quality of references
• Cost competitiveness and clarity
• Staffing availability and supervision plan
• Compliance with insurance and safety requirements

6. Submission Instructions

Please email your complete proposal to: facilities@mcabayarea.org

Subject line: ‘Janitorial Services RFP Submission – [Your Company Name]’

Deadline for submissions: 08/01/2025 5pm.