1.0 - Janitorial Services (RFP Document) P26001.pdf

REQUEST FOR PROPOSALS (RFP)

No. P26001

Janitorial Services

REQUEST FOR PROPOSALS (RFP) No. P26001

INKSTER HOUSING COMMISSION, MI

Table of Contents

[Table No. 1]

Section Description Page

Introduction 3

RFP Information at a Glance 3

1.0 The Agency’s Reservation of Rights 4

2.0 Scope of Work/Technical Specifications 5

2.1 General Requirements 5

2.2 Service Requirements 5

2.3 Additional Requirements 8

2.4 Preceding Listed Services Not All-inclusive 9

2.5 Previous/Current Contractor(s) pertaining to these services 9

3.0 Proposal Format 9

3.1 Tabbed Proposal Submittal 9

3.2 Entry of Proposed Fees 12

3.3 Additional Information pertaining to the Pricing Item 12

3.4 Proposal Submission 18

3.5 Proposer's Responsibilities — Contact with the Agency 18

3.6 Proposer's Responsibilities — Equal Employment

Opportunity and Supplier Diversity

3.7 Pre-proposal Conference 21

3.8 Recap of Attachments 22

4.0 Proposal Evaluation 23

4.1 Evaluation Factors 23

4.2 Evaluation Method 24

5.0 Contract Award 27

5.1 Contract Award Procedure 27

5.2 Contract Conditions 27

5.3 Contract Period 28

5.4 Licensing and Insurance Requirements 28

5.5 Right to Negotiate Fees 29

5.6 Contract Services Standards 29

5.7 Prompt Return of Contract Documents 29

Index of Tables 30

INTRODUCTION

he Inkster Housing and Redevelopment Commission (hereinafter, “the Agency”) is a public entity that was formed in 1950 to provide federally subsidized housing and housing assistance to low-income families, within the City of Inkster, MI. The Agency is headed by an Executive Director (ED) and is governed by a five-person board of commissioners and is subject to the requirements of Title 24 of the Code of Federal Regulations (hereinafter, “CFR”) and the Agency’s procurement policy.

urrently, the Agency owns and/or manages 5 multi-family apartment complexes totaling 710 housing units. The Agency currently has approximately 25 employees. Approximately 15 employees are covered under an American Federation of State County and Municipal (“AFSCME”) contract

(January 1, 2024 – December 31, 2026).

n keeping with its mandate to provide efficient and effective services, the Agency is now soliciting proposals from qualified, licensed and insured entities to provide the above noted services to the Agency. All proposals submitted in response to this solicitation must conform to all the requirements and specifications outlined within this document and any designated attachments in its entirety.

RFP INFORMATION AT A GLANCE

[Table No. 2]

AGENCY CONTACT PERSON

(NOTE: Unless otherwise specified, any reference herein to “Contracting Officer” or “(CO)” shall be a reference to Mr. Watson.)

H. Anthony Watson, Procurement Consultant

E-Mail: Watson_consultant@inksterhousing.org

TDD/TTY: (800) 545-1833

HOW TO OBTAIN THE RFP DOCUMENTS ON THE

EPROCUREMENT MARKETPLACE

(NOTE: For more information about the Housing Agency Marketplace, please visit www.housingagency marketplace.com)

1. Access ha.internationaleprocurement.com (no “www”).

2. If an entity has a login, enter their e-mail address and password in the upper middle of the page. Then click on the “Login” button.

3. If an entity does not already have a login established, look for and click on “Sign-up As A Vendor” tab in the middle of the page.

4. Follow the listed directions to create an account.

5. If you have any problems in accessing or registering on the

Marketplace, please call customer support at (866) 526- 9266.

PRE-PROPOSAL CONFERENCE August 6, 2026 1:00 PM ET, Inkster Housing Commission 4500 Inkster Road, Inkster, MI 48141

DEADLINE TO SUBMIT QUESTIONS August 10, 2026 3:00PM ET

HOW TO FULLY RESPOND TO THIS RFP BY SUBMITTING

A PROPOSAL SUBMITTAL

1. As directed within Section 3.2.1 of the RFP document, submit proposed pricing and documents where provided within the eProcurement Marketplace.

2.

PROPOSAL SUBMITAL RETURN & DEADLINE August 14, 2026 3:00PM ET *(The proposed costs and all proposal documents must be entered within the eProcurement Marketplace. DO NOT SEND

HARD COPY TO INKSTER HOUSING COMMISSION

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1.0 THE AGENCY’S RESERVATION OF RIGHTS. The Agency reserves the right to:

1.1 Right to Reject, Waive, or Terminate the RFP. Reject any or all proposals, to waive any informality in the RFP process, or to terminate the RFP process at any time, if deemed by the Agency to be in its best interests.

1.2 Right to Not Award. Not to award a contract pursuant to this RFP.

1.3 Right to Terminate. Terminate a contract awarded pursuant to this RFP, at any time for its convenience upon 10 days written notice to the successful proposer(s).

1.4 Right to Determine Time and Location. Determine the days, hours, and locations that the successful proposer(s) shall provide the services called for in this RFP.

1.5 Right to Retain Proposals. Retain all proposals submitted and not permit withdrawal for a period of 60 days subsequent to the deadline for receiving proposals without the written consent of the Agency Contracting Officer (CO).

1.6 Right to Negotiate. Negotiate the fees proposed by the proposer entity.

1.7 Right to Reject Any Proposal. Reject and not consider any proposal that does not meet the requirements of this RFP, including but not necessarily limited to incomplete proposals and/or proposals offering alternate or non-requested services.

1.8 No Obligation to Compensate. Have no obligation to compensate any proposer for any costs incurred in responding to this RFP.

1.9 Right to Prohibit. At any time during the RFP or contract process to prohibit any further participation by a proposer or reject any proposal submitted that does not conform to any of the requirements detailed herein. By accessing the ha.economicengine.com eProcurement Marketplace (hereinafter, the “eProcurement Marketplace” or the “Marketplace”) and by downloading this document, each prospective proposer is thereby agreeing to abide by all terms and conditions listed within this document and within the Marketplace, and further agrees that he/she will inform the CO in writing within 5 days of the discovery of any item listed herein or of any item that is issued thereafter by the Agency that he/she feels needs to be addressed. Failure to abide by this time frame shall relieve the Agency, but not the prospective proposer, of any responsibility pertaining to such issue.

1.10 Right to Reject – Obtaining Competitive Solicitation Documents. The ha.economicengine.com eProcurement Marketplace is the only official and appropriate venue to obtain the RFP documents (and any other information pertaining to this RFP such as addenda). Accordingly, by submitting a response to this RFP the respondent thereby affirms that he/she obtained all information on the Marketplace.

Any other group such as an association or a bid depository that informs potential respondents of the availability of such competitive solicitations are hereby instructed to not distribute these documents to any such potential respondents, but to instruct the potential respondents to visit the Marketplace to obtain the documents. The Agency will reject without consideration any response submitted from a firm that has not obtained the documents from the Marketplace.

2.0 SCOPE OF WORK/TECHNICAL SPECIFICATIONS. The Agency is seeking proposals from qualified, licensed, and insured entities to provide services that may include, but are not limited to, the following:

2.1 General Requirements: Inkster Housing Commission seeks a qualified janitorial contractor to provide comprehensive janitorial services for the following facilities:

IHC Office Address

IHC Main Administration Office 4500 Inkster Road, Inkster, MI 48141

Floyd B. Simmons Center 29150 Carlysle, Inkster, MI 48141

Development Management Office Address

Twin Towers 1900-2000 Inkster Road, Inkster, MI 48141

2.2 Service Requirements. In accordance with IHC’s scope of work the successful proposer labor, supervision, equipment, cleaning products, disinfectants, floor care equipment, vacuums, trash liners, PPE, and all supplies necessary to perform the required services.

The Contractor be licensed by the state of Michigan to provide janitorial services in this RFP, etc. to perform janitorial services as follows for all areas and buildings specified herein including rooms, closets, toilets, kitchens, hallways, stairwells, attics, etc., and for providing documentation approved by the Agency per site. IHC shall provide only toilet tissue and paper towels.

2.2.1 Daily Services:

2.2.1.1 Empty trash receptacles and replace liners.

2.2.1.2 Vacuum all carpeting and rugs/runners, with an upright vacuum, giving attention to corners and edges. Spot clean carpet when necessary.

2.2.1.3 Clean and disinfect restrooms and fixtures, which includes toilet bowls, urinals, wash basins, water taps, mirrors and all dispensers.

2.2.1.4 Restock tissue and paper towels (provided by the Agency).

2.2.1.5 Sweep, vacuum, and mop floors. Wet mop lavatory floors using disinfectant in water. Sweep and damp mop with cleanser all hard-surfaced floors and stairwells.

2.2.1.6 Clean with disinfectant all drinking fountains and door handles.

2.2.1.7 Sanitize high-touch surfaces.

2.2.1.8 Clean entrances and glass doors.

2.2.1.9 Clean with disinfectant breakrooms and kitchenettes, including all tables and countertops.

2.2.1.10 Maintain elevator interiors and common areas.

2.2.1.11 Clean with disinfectant all customer service counters and ledges

2.2.2 Weekly services:

2.2.2.1 Dust and wipe clean baseboards, vents, edges, all surfaces of office furniture, fixtures, windowsills moldings, picture frames, and all other horizontal surfaces accessible without the use of a ladder.

2.2.2.2 Clean interior glass. Clean and polish metal door pushers, kick plates, and grills. Clean around all light switches and door jams.

2.2.2.3 Sanitize handrails and door frames.

2.2.2.4 Dust cobwebs from walls and ceilings.

2.2.2.5 Vacuum upholstered furniture.

2.2.2.6 Clean the exterior surface of microwaves, refrigerators, and stoves.

2.2.2.7 Detail clean corners, edges, and hard-to-reach areas.

2.2.3 Monthly services:

2.2.3.1 Machine scrub hard surface flooring

2.2.3.2 Deep clean restroom facilities

2.2.3.3 High dusting of accessible surfaces. Dust all air/heat vents in ceiling and walls.

2.2.3.4 Clean interior windows.

2.2.3.5 Detail clean corners, edges, and hard-to-reach areas.

2.2.4 Twin Towers Additional Requirements. Special attention shall be given to elevator lobbies, laundry rooms, Community rooms, Mail areas, Resident lounges, and Entry vestibules.

2.2.5 Quality Control. The Contractor shall maintain a written quality control program and perform routine supervisory inspections. IHC reserves the right to conduct announced and unannounced inspections of any facility covered under this contract. Any deficiencies identified by IHC shall be corrected within twenty-four (24) hours of notification.

2.2.6 Emergency response. The Contractor shall provide emergency cleaning response within twenty-four (24) hours for sanitation incidents, water events, special events, or other emergencies requested by IHC.

2.2.7 Performance Failure.

2.2.7.1 The Contractor and Janitorial personnel shall maintain the highest standards of conduct and integrity while on facility premises.

2.2.7.2 The Contractor will meet with the Agency to discuss proper preparation and resident notification to ensure the proper janitorial service.

2.2.7.3 The Contractor shall also inform the Agency of ongoing problems that may prevent the janitorial services to be performed from being effective.

2.2.7.4 The Contractor will be responsible for providing and maintain adequate results to the satisfaction of the Agency.

2.2.7.5 Should the service not be performed in compliance with Agency standards and generally accepted quality and general industry standards, an Agency representative will contact the designated firm representative who will be responsible for ensuring the Service is corrected within 24 hours from the hour of notification.

2.2.7.6 Repeated failure to meet service standards, correct deficiencies, maintain staffing, or comply with contract requirements may result in contract termination for cause.

2.2.8 Materials.

2.2.8.1 Any materials used shall conform to all Federal and State laws and regulations and shall be acceptable to the facility management.

Approval of materials will not be unreasonably withheld. Chemicals shall be used with all due precautions to prevent the possibility of accidents or exposure of humans, domestic animals, pets, property and any unintended environmental consequences.

2.2.8.2 No chemical shall be used in any program required by this proposal in any manner inconsistent with its labeling. All chemicals used in the Janitorial Service shall be properly labeled for which they are being used and label instructions shall be strictly adhered to.

2.2.8.3 The Contractor shall provide current labels and material safety data sheets (MSDS) for all chemicals to be used. This information must be provided to the as follows: (a) One (1) copy to the Maintenance Supervisor; and (b) One (1) copy to the Contract Administrator.

2.2.9 Safety.

2.2.9.1 Safety is the overall responsibility of the contractor. The contractor shall observe all safety precautions throughout the performance of this contract. All work shall be in strict accordance with all applicable Federal, State and local safety and health requirements.

Where there is a conflict between applicable regulations, the most stringent will be applied.

2.2.9.2 The Contractor shall assume full responsibility and liability for compliance with all applicable regulations pertaining to the health and safety of personnel during the execution of work.

2.2.10 Worker Identification. The Agency requires all persons working in occupied units to wear clearly visible work identification uniforms or a recent color photograph ID. This requirement is a two-fold security measure designed to protect the residents as well as the successful firm’s employees. The successful firm is responsible for securing their own photo identification badges.

2.2.11 Work Site Damage. The successful firm shall avoid parking on the grass. Any property damaged by the Contractor will be repaired at that Contractor’s expense.

2.3 Additional Requirements (the immediate-following information applies hereto, as directed by the Agency; including, but not limited to):

2.3.1 Unless otherwise authorized by IHC, all work is to be performed according to the scheduled approved by IHC. IHC will provide access to the applicable site/office.

2.3.2 All work shall be coordinated with IHC, and no work is to begin without written permissions from IHC.

2.3.3 For services performed in occupied buildings, close coordination with the management staff will be required.

2.3.4 Contractor shall be required to provide weekly reports to IHC as determined by

IHC.

2.3.5 Contractor shall be required to participate in monthly meetings with IHC staff and/or residents.

2.3.6 Contractor must be able to demonstrate effectiveness from previous experience to include sample reports, patrol methods, technologies used, and demonstrated communication method to its clients.

2.3.7 Contractor’s Personnel:

2.3.7.1 The Contractor will screen and employ only qualified personnel who shall be skilled in the performance of their duties and acceptable to IHC. The Contractor agrees to immediately remove any employee IHC determines to be unacceptable.

2.3.7.2 The Contractor agrees to follow all reasonable precautions and procedures requested by IHC.

2.3.7.3 All assigned personnel shall wear company identification, be professionally dressed, and be trained in janitorial best practices.

2.3.7.4 All assigned personnel shall successfully pass criminal background checks.

2.3.7.5 The Contractor shall be responsible for the conduct and performance of the Contractor's employees and compliance with the following rules:

2.3.7.5.1 Contractor's employees appearing to be under the

influence of alcohol or drugs shall not be permitted in the buildings or on the properties.

2.3.7.5.2 No loud or boisterous conduct will be permitted.

2.3.7.5.3 IHC reserves the right to request removal of any of the Contractor's employees from the building or property at any time for reasonable cause. The Contractor or the designated supervisory representative shall have such employee leave the facility premises upon receipt of such request.

2.3.7.5.4 IHC “smoke-free” policy bans the use of prohibited

tobacco products in all public housing living units, indoor common areas in public housing, and in PHA administrative office buildings. The smoke-free policy also extends to all outdoor areas up to 25 feet from the public housing and administrative office buildings. Contractors and all personnel are prohibited from the use of any prohibited tobacco products on IHC property.

2.4 Preceding Listed Services Not All-inclusive. Please note that the information listed herein is not intended to be an all-inclusive listing of all the mold items that the Agency may retain the successful proposer to provide but is intended to be a representative listing of items that the Agency may require such services for.

2.5 Previous/Current Contractor(s) for these services. CleanNet of Greater Michigan.

3.0 PROPOSAL FORMAT.

3.1 Tabbed Proposal Submittal. The Agency intends to retain the Contractor pursuant to a “Best Value” basis, not a “Low Proposal” basis (“Best Value,” in that the Agency will, as detailed within the following Section 4.0, consider factors other than just cost in making the award decision). Therefore, so that the Agency can properly evaluate the offers received, all proposals submitted in response to this RFP must be formatted in accordance with the sequence noted within the table below. Each category must be separated by numbered index dividers (which number extends so that each tab can be located without opening the proposal) and labeled with the corresponding tab reference also noted below. None of the proposed services may conflict with any requirement the Agency has published herein or has issued by addendum.

[Table No. 3]

RFP

Section

Tab No.

Description

3.1.1 1 Form of Proposal. This Form is attached hereto as Attachment A to this RFP document. This 2-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the proposal submittal.

3.1.2 2 Form HUD-5369-C (8/93), Certifications and Representations of Offerors, Non-Construction Contract. This Form is attached hereto as Attachment B to this RFP document. This 2-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the proposal submittal.

3.1.3 3 Profile of Firm Form. The Profile of Firm Form is attached hereto as Attachment C to this RFP document. This 2-page Form must be fully completed, executed, and submitted under this tab as a part of the proposal submittal.

3.1.4 4 Proposed Services. As more fully detailed within Section 2.0, Scope of Proposal/Technical Specifications, of this document, the proposer shall, at a minimum, clearly detail within the information submitted under this tab documentation showing:

3.1.4.1 As detailed within Section 4.1, Evaluation Factor No. 2, herein, the proposer’s DEMONSTRATED UNDERSTANDING of the

AGENCY’S REQUIREMENT.

3.1.4.2

As detailed within Section 4.1, Evaluation Factor No. 3, herein, the QUALITY of the TECHNICAL APPROACH and the SERVICES

PROPOSED.

3.1.4.3

As detailed within Section 4.1, Evaluation Factor No. 4, the proposer’s TECHNICAL CAPABILITIES (in terms of personnel) and the MANAGEMENT PLAN (including the ability to provide the services detailed herein).

3.1.4.4

As detailed within Section 4.1, Evaluation Factor No. 5, the proposer’s DEMONSTRATED RELEVANT EXPERIENCE in performing similar work and the proposer’s DEMONSTRATED SUCCESSFUL PAST PERFORMANCE (including meeting costs, schedules, and performance requirements) of contract work substantially similar to that required by this solicitation as verified by reference checks or other means. (NOTE: The Agency will place particular emphasis on the proposer’s above-described EXPERIENCE and PAST PERFORMANCE with Public Housing Commission/Authority and HUD-related work).

3.1.4.5 If appropriate, how staff are retained, screened, trained and monitored.

3.1.4.6 The proposed quality assurance program.

3.1.4.7 An explanation and copies of forms that will be used and reports that will be submitted and the method of submission of such reports (i.e. written; fax; Internet; etc.).

3.1.4.8 A complete description of the products and services the firm provides.

3.1.5 5 Managerial Capacity/Financial Viability/Staffing Plan. The proposer entity must submit under this tab a concise description of its managerial and financial capacity to deliver the proposed services, including brief professional resumes for the persons identified within areas (5) and (6) of Attachment C, Profile of Firm Form. Such information shall include the proposer’s qualifications to provide the services; a description of the background and current organization of the firm (including a current organizational chart).

3.1.6 6 Client Information. The proposer shall submit a listing of former or current clients, including any other Public Housing Authority, for whom the proposer has performed similar or like services to those being proposed herein. The listing shall, at a minimum, include:

3.1.6.1 The client’s name;

3.1.6.2 The client’s contact name;

3.1.6.3 The client’s telephone number and email address;

3.1.6.4 A brief description and scope of the service(s) and the dates the services were provided.

3.1.7 7 Equal Employment Opportunity/Supplier Diversity. The proposer must submit under this tab a copy of its Equal Opportunity Employment Policy and a complete description of the positive steps it will take to ensure compliance, to the greatest extent feasible, with the regulations detailed within the following Section 3.6 herein pertaining to supplier diversity (e.g., small, minority-, and women-owned businesses).

3.1.8 8 Subcontractor/Joint Venture Information (Optional Item). The proposer shall identify hereunder whether or not he/she intends to use any subcontractors for this job, if awarded, and/or if the proposal is a joint venture with another firm. Please remember that all information required from the proposer under the preceding tabs must also be included for any major subcontractors (10% or more) or from any joint venture.

3.1.9 9 Section 3 Business Preference Documentation (Optional Item).

For any proposer claiming a Section 3 Business Preference, he/she shall under this tab include the fully completed and executed Section 3 Business Preference Certification Form attached hereto as Attachment D and any documentation required by that form.

3.1.10 10 Other Information (Optional Item). The proposer may include hereunder any other general information that the proposer believes is appropriate to assist the Agency in its evaluation.

3.1.11 No Information Placed under a Tab. If no information is to be placed under any of the above noted tabs (especially the "Optional" tabs), please place there under a statement such as "NO INFORMATION IS BEING PLACED UNDER THIS TAB" or "THIS TAB LEFT INTENTIONALLY BLANK." DO NOT eliminate any of the tabs.

3.1.12 Proposal Submittal Binding Method. It is preferable and recommended that the proposer bind the proposal submittals in such a manner that the Agency can, if needed, remove the binding (i.e. “spiral-type” etc.)

or remove the pages from the cover (i.e. 3-ring binder; etc.) to make copies, then conveniently return the proposal submittal to its original condition.

3.2 Entry of Proposed Fees.

3.2.1 Submittal of Proposed Fees. The proposed fees shall be submitted by the proposer and received by the Agency where provided on the eProcurement Marketplace only. Do not submit, enter, or refer to any fees or costs within the 10-tab proposal documents submittal detailed within Section 3.0—any proposer that does so may, at the Agency’s discretion, be rejected without further consideration. Further, there is not a charge by the Marketplace to the proposers for entering any of these costs on-line.

3.2.2 Pricing Items. Unless otherwise stated, the proposed fees are all-inclusive of all related costs that the successful proposer will incur to provide the eProcurement Marketplace, including, but not limited to: employee wages and benefits; clerical support; overhead; profit; licensing; insurance; materials;

supplies; tools; equipment; long distance telephone calls; travel; and document copying not specifically agreed to by the Agency; etc.

[Table 4]

RFP Section

Pricing

Item No.

Qty

U/M

Site Description

3.2.1.1 Lot #1: Janitorial Services

3.2.2.1.1 Firm-fixed Per Property Fees pertaining to janitorial services for the Main Administration Office, or equal

3.2.1.1.1.1 1 52 Week Janitorial services detailed in Section 2.0, herein.

3.2.1.2 Lot #2: Janitorial Services

3.2.2.1.2 Firm-fixed Per Property Fees pertaining to janitorial services for the Floyd B. Simmons Center, or equal

3.2.1.1.1.2 1 52 Week Janitorial services detailed in Section 2.0, herein.

3.2.1.3 Lot #3: Janitorial Services

3.2.2.1.3 Firm-fixed Per Property Fees pertaining to janitorial services for Twin Towers, or equal

3.2.1.1.1.3 1 52 Week Janitorial services detailed in Section 2.0, herein.

3.3 Additional Information pertaining to the preceding Pricing Items.

3.3.1 Quantities. All quantities entered by the Agency herein (especially within the immediate-preceding Table No. 4) and within the corresponding Pricing Items within the eProcurement Marketplace are for calculating purposes only. As may be further detailed herein, the Agency does not guarantee any minimum or maximum amount of work as a result of any award ensuing from this RFP, as the ensuing contract will be a Requirements Contract, in that the Agency shall retain one contractor only and shall retain the right to order from that contractor (successful proposer), on a task order basis, any amount of services the Agency requires. Please note the immediate-following exception to the aforementioned “Requirements Contract” language.

3.3.1.1 Exception to 3.3.1. Though the Agency anticipates that it will make award to one firm only, the Agency retains the right to, at any time during the ensuing contract period(s), complete award to more than one contractor if the Agency determines that such is in its best interests. If such occurs, the ensuing contract(s) awards shall become an Indefinite Quantities Contract (IQC), and the following clause shall apply:

3.3.1.1.1 Guaranteed Contract Minimum Amount and Not-

to-exceed Maximum Amount. As may be further detailed herein, most specifically within the preceding Section 3.3.1.1, if the ensuing contract becomes an Indefinite Quantities Contract (IQC), which, pursuant to HUD regulation, requires the Agency to award to each responsive and responsible contractor a Guaranteed Contract Minimum Amount (GCMA) and a Not-to-exceed Maximum Contract Amount (NMCA) of work, those required minimum and maximum contract levels are: (a) GCMA: $2,000; (b) NMCA: $200,000 (each shall be annual amounts).

3.3.2 Entry of Fees. Proposers are required to submit proposed costs, where provided for, within the eProcurement Marketplace only. Whereas no additional proposed costs can or will be received after the proposal submittal deadline, any proposer that does not submit proposed pricing where provided for on-line shall be rejected without further consideration.

3.3.2.1 Warning! Realistic Cost for each Pricing Item. Each proposer is strongly encouraged to enter where provided within the eProcurement Marketplace a realistic cost for each Pricing Item listed within the preceding Tables No. 1 herein. For example if the Contractor enters $1.00 per hour for an “hourly” Pricing Item, then the $1.00 per hour is what the Contractor will charge the Agency for the work that the Agency may retain the Contractor to provide if the Agency deems such retention is in the Agency's best interests to do so. Further, if, despite this warning, the Contractor proposes a very low fee that the Agency deems is not realistic, then the Agency reserves the right to require the Contractor to, at contract execution, present a cash bond in a suitable amount (e.g. $5,000.00) to ensure that the Contractor will fulfill his/her obligation in this matter. If the Contractor does not at any time fulfill his/her obligation in this matter (e.g. does not provide the services for the fee bided), then the bond shall be forfeited in the amount the Agency needs to award the services to another firm.

3.3.2.2 Review the Entry of Proposed Fees. The Agency strongly recommends that each proposer, after entry of these proposed fees within the eProcurement Marketplace, print the receipt provided and review the entry to ensure that the proposer has entered the proposed fees correctly and as the proposer intended to meet the requirements herein (the eProcurement Marketplace will allow the proposer to immediately re-enter the Marketplace at any time prior to the posted deadline to correct any such entry). The proposer will NOT be able to correct this entry after the posted deadline has expired, which means that the Agency will utilize such entry, correct or incorrect, to makes a determination as to the apparent low proposer, either per Lot or in total, as either may apply.

3.3.2.3 No Negotiation of Proposed Fees after the Submittal Deadline.

The Agency WILL NOT, after the submittal deadline, negotiate an increase to any unit costs or fees proposed prior to the submittal deadline; accordingly, proposers are strongly cautioned to submit a realistic price for each Pricing Item identified within the preceding Table No. 4, herein that the proposer chooses to submit a proposed cost for.

3.3.2.4 Entry of Fees. A proposer may propose services as follows:

3.3.2.4.1 A proposer may propose costs (and services) for:

3.3.2.4.1.1 Janitorial services (as detailed within the

preceding Table No. 1 herein).

3.3.2.4.2 If a proposer wishes to propose a cost for any

Pricing Item within Lot 1, he/she must propose a cost (and therefore services) for all Pricing Items within such Lot; meaning, a proposer shall not be allowed to “pick and choose” which Pricing Items (or services) listed within Lot 1 that the proposer may wish to respond to.

3.3.2.4.2.1 If a proposer does not want to submit any

pricing within a Lot (and therefore does not want to propose any services for such Lot), then all the proposer needs to do is ignore that Lot (meaning, not submit any proposed pricing at all). If a proposer enters an unrealistic price such as “.01” for Pricing Items within a Lot, then the Agency will most likely revert to the procedure detailed within the preceding Section 3.3.2.1 herein.

3.3.2.4.3 After a proposer has entered where provided

within the eProcurement Marketplace his/her proposed unit costs for the Pricing Items in each Lot, the eProcurement Marketplace will automatically multiply the proposed unit costs by the listed quantities.

3.3.2.5 Determination of the Lowest Calculated Cost. After a proposer has entered where provided within the eProcurement Marketplace his/her proposed unit costs for the Pricing Items, the eProcurement Marketplace will automatically multiply the proposed unit costs by the listed quantities. The total sum of all the line items proposed for each Lot will determine the lowest proposer for each such Lot.

3.3.2.5.1 Assumption. Pertaining to the Pricing Items, it shall be the Agency’s assumption that, pertaining to the services listed, each proposer has:

3.3.2.5.1.1 Within the preceding Table No. 1, based

his/her proposed pricing for Pricing Items 1 upon the proposed rates submitted by the proposer for Lot No. 1.

3.3.2.6 Services (Pricing Items Lot# 1). Each proposer shall enter pricing for these Pricing Items where provided for within the eProcurement Marketplace as a percentage over cost. For instance, if the proposer wishes to provide such items at cost, he/she shall enter "1.00" within the cost area for this item; if the proposer wishes to provide such materials at 30% over cost, he/she shall enter "1.30" within the cost area for this item; and so forth. The eProcurement Marketplace will perform the extended calculations. Please note that this fee proposed shall include the cost of picking up the supplies/materials at the source of supply and delivering such to the work site, meaning, all costs shall be F.O.B. the Agency site. Also, the Agency reserves the right to:

3.3.2.6.1 Require the Contractor to garner such needed supplies directly from the Agency; and/or

3.3.2.6.2 Procure directly from a supplier of the Agency's choosing any supplies/materials that the Contractor may require to provide the services.

3.3.2.6.3 In any case, the Agency anticipates (and shall require) that the Contractor will procure such supplies/materials from supplies at a fair and reasonable "market rate" cost. The Agency reserves the right to not reimburse the Contractor for any portion of any such costs that are deemed by the Agency to be unfair and unreasonable ("deemed," meaning in the opinion of the Agency based on a comparison of such costs with costs for similar items that may have been or could have been procured as detailed within the immediately preceding Section 3.3.2.6.2).

3.3.2.6.4 Please note that the information within the immediate-following Section 3.3.3 herein does not apply to the supply rates identified within this Section 3.3.2.6;

meaning, the “percentage of cost rate” proposed will remain set throughout the ensuing contract periods.

3.3.3 Potential Escalation of Rates. At the discretion of the CO, at the end of the second one-year contract period, if awarded (and at the end of any ensuing extended contract period), there may be an escalation of costs allowed in the same amount of any escalation that occurs pertaining to the corresponding or most similar Producer Price Index (PPI) [“most similar,” as determined by and at the sole discretion of the Agency]. For example, if, at the end of the first contract period the listed rates increase 5% as compared with the listed rates on the date of contract execution, then the Contractor will, at the CO’s discretion, be entitled to a 5% increase in the rates that he/she submitted in response to this RFP. Similarly, for ensuing years, the end-date of the previous contract period shall be the base-line date to determine the previous listed rate.

3.3.3.1 Notification must be received from the Contractor. The

Contractor must notify the CO, in writing, of such desired escalation at least 60 days prior to the end of the noted contract period(s). Such escalations may occur no more than once in any 12-month period without the express written consent of the CO.

3.3.3.2 Right to Reject. As stated within the preceding Section 3.3.3 herein, the Agency reserves the right to reject any such request for an increase in fees if the Agency feels doing so is in its best interests. Similarly, the successful proposer has the right to terminate services if the Agency rejects the request for an increase. This will occur in the following manner (procedure):

3.3.3.3.1 Step No. 1. The successful proposer submits

his/her written request for an increase, accompanied by the required documentation, to the Agency CO within the required 60-day period (please see the preceding Section 3.3.3.2 herein);

3.3.3.3.2 Step No. 2. The Agency considers the requested

increase and, within 10 days of receipt of such, issues a written response to the successful proposer as to if the request is approved or rejected;

3.3.3.3.3 Step No. 3. If rejected and the successful

proposer wishes to, as a result, cease providing the services to the Agency, the successful proposer has 10 days from the receipt of the written notice of rejection to deliver to the Agency CO a written notice that he/she is hereby invoking his/her right to discontinue the services within 120 days of the date this notice was delivered to the Agency (the specific date 120-days hence shall be written within the notice);

3.3.3.3.4 Step No. 4. The Agency will then endeavor to

ensure that the Agency makes other arrangements to replace the successful proposer (e.g. contract with another firm; do the services in-house; etc.)

as the Contractor for the applicable services;

further, if such other arrangements are completed by the Agency prior to the aforementioned 120-day date, the Agency shall retain the right to deliver to the original successful proposer, a 10-day written notice to cease services (meaning, the 120-day period is a maximum additional contract period that the Agency may, at its discretion, shorten with such written notice).

3.3.4 P No Deposit/No Retainer. The Agency will NOT pay any deposit or retainer fees as a result of award of the ensuing contract. This means that the Agency will pay the successful proposer(s) for actual hours worked only.

The Contractor will be required to submit a full back-up detail of all hours worked, listed by no less than the “15-minute” standard pertaining to any hourly Pricing Item.

3.3.5 Prior Agency Approval Required. Please note that the successful proposer shall NOT conduct any additional work without the prior written authorization of the Agency representative. Failure to abide by this directive shall release the Agency of any obligation to pay the successful proposer for any work conducted without the noted prior written authorization.

3.4 Proposal Submission. All pricing must be entered where provided within the eProcurement Marketplace and all proposal documents must be submitted there too before the deadline. Proposals received after the published deadline will not be accepted.

3.4.2 Submission Conditions. DO NOT FOLD OR MAKE ANY ADDITIONAL MARKS, NOTATIONS, OR REQUIREMENTS ON THE DOCUMENTS TO BE SUBMITTED!

Proposers are not allowed to change any requirements or forms contained herein, either by making or entering onto these documents or the documents submitted any revisions or additions; and if any such additional marks, notations or requirements are entered on any of the documents that are submitted to the Agency by the proposer, such may invalidate that proposal. If, after accepting such a proposal, the Agency decides that any such entry has not changed the intent of the proposal that the Agency intended to receive, the Agency may accept the proposal and the proposal shall be considered by the Agency as if those additional marks, notations, or requirements were not entered on such. By accessing the eProcurement Marketplace, registering, and downloading these documents, each prospective proposer that does so is thereby agreeing to confirm all notices that the Agency delivers to him/her as instructed, and by submitting a proposal, the proposer is thereby agreeing to abide by all terms and conditions published herein and by addendum pertaining to this RFP.

3.4.3 Submission Responsibilities. It shall be the responsibility of each proposer to be aware of and to abide by all dates, times, conditions, requirements, and specifications set forth within all applicable documents issued by the Agency, including the RFP document, the documents listed within the following Section 3.8, and any addenda and required attachments submitted by the proposer. By virtue of completing, signing, and submitting the completed documents, the proposer is stating his/her agreement to comply with all conditions and requirements set forth within those documents. Written notice from the proposer not authorized in writing by the CO to exclude any of the Agency requirements contained within the documents may cause that proposer to not be considered for award.

3.5 Proposer’s Responsibilities — Contact with the Agency. It is the responsibility of the proposer to address all communication and correspondence pertaining to this RFP process to the CO only. Proposers must not make inquiry or communicate with any other Agency staff member or official (including members of the Board of Commissioners) pertaining to this RFP. Failure to abide by this requirement may be cause for the Agency to not consider a proposal submittal received from any proposer who may not have abided by this directive.

3.5.2 Addenda. All questions and requests for information must be addressed in writing to the CO. The CO will respond to all such inquiries in writing by addendum to all prospective proposers (i.e. firms or individuals that have obtained the RFP Documents). During the RFP solicitation process, the CO will NOT conduct any ex parte (a substantive conversation substantive meaning, when decisions pertaining to the RFP are made between the Agency and a prospective proposer when other prospective proposers are not present) conversations that may give one prospective proposer an advantage over other prospective proposers. This does not mean that prospective proposers may not call the CO it simply means that, other than making replies to direct the prospective proposer where his/her answer has already been issued within the solicitation documents, the CO may not respond to the prospective proposer inquiries but will direct him/her to submit such inquiry in writing so that the CO may more fairly respond to all prospective proposers in writing by addendum.

3.6 Proposer’s Responsibilities — Equal Employment Opportunity and Supplier Diversity. Both the Contractor and the Agency have, pursuant to HUD regulation, certain responsibilities pertaining to the hiring and retention of personnel and subcontractors.

3.6.1 Within 2 CFR §200.321 it states:

3.6.1.1 Contracting with small and minority businesses, women's business enterprises, and labor surplus area firms.

3.6.1.2 (a) The non-federal entity must take all necessary affirmative steps to ensure that minority businesses, women's business enterprises, and labor surplus area firms are used when possible.

3.6.1.3 (2) Affirmative steps must include:

3.6.1.3.1 (1) Placing qualified small and minority businesses and women's business enterprises on solicitation lists;

3.6.1.3.2 (2) Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources;

3.6.1.3.3 (3) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority business, and women's business enterprises;

3.6.1.3.4 (4) Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority business, and women's business enterprises;

3.6.1.3.5 (5) Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and

3.6.1.3.6 (6) Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (1) through (5) of this section.

3.6.2 Within HUD Procurement Handbook 7460.8 REV-3 it states:

3.6.2.1 Section 16.5.A, Required Efforts. Consistent with Presidential

Orders 11625, 12138, and 12432, the <Agency> shall make every feasible effort to ensure that small businesses, MBEs, WBEs, and labor surplus area businesses participate in <Agency> contracting.

3.6.2.2 Section 16.5.B, Goals. <The Agency> is encouraged to establish goals by which they can measure the effectiveness of their efforts in implementing programs in support of . . . contracting with disadvantaged firms. It is important to ensure that the means used to establish these goals do not have the effect of limiting competition and should not be used as mandatory set-aside or quota, except as may otherwise be expressly authorized in regulation or statute. Some localities have adopted minority contracting set-aside policies or geographic limitations, which may be in conflict with Federal requirements for full and open competition.

3.6.3 Within our Agency Procurement Policy it states that our Agency will:

3.6.3.1 Assistance to Small and Other Business, Required Efforts:

3.6.3.1.1 Including such firms, when qualified, on

solicitation mailing lists;

3.6.3.1.2 Encouraging their participation through direct

solicitation of proposals or proposals whenever they are potential sources;

3.6.3.1.3 Dividing total requirements, when economically

feasible, into smaller tasks or quantities to permit maximum participation by such firms;

3.6.3.1.4 Establishing delivery schedules, where the

requirement permits, which encourage participation by such firms;

3.6.3.1.5 Using the services and assistance of the Small

Business Administration, and the Minority Business Development Agency of the Department of Commerce;

3.6.3.1.6 Including in contracts, to the greatest extent

feasible, a clause requiring contractors, to provide opportunities for training and employment for lower income residents of the project area and to award subcontracts for work in connection with the project to business concerns which provide opportunities to low-income residents, as described in 24 CFR Part 135 (so-called Section 3 businesses); and

3.6.3.1.7 Requiring prime contractors, when

subcontracting is anticipated, to take the positive steps listed above.

3.6.4 Requirements. Accordingly, please see Section 3.1.7 within Table No. 4 herein which details the information pertaining to this issue that the proposer must submit in response to this proposal showing compliance, to the greatest extent feasible, with these regulations.

3.7 Pre-proposal Conference. The scheduled pre-proposal conference identified on Page 2 of this document is, pursuant to HUD regulation, not mandatory. Many prospective proposers have previously responded to an RFP with a multi-tabbed submittal and feel comfortable in doing so without attending the pre-conference. Typically, such conferences last 1 hour or less (not including the ensuing walk-through of the properties, if the proposer chooses to do so), though such is not guaranteed. The purpose of this conference is to assist prospective proposers in having a full understanding of the RFP documents so that he/she feels confident in submitting an appropriate proposal; therefore, at this conference the Agency will conduct an overview of the RFP documents, including the attachments. Prospective proposers may also ask questions, though the CO may require that some such questions are delivered in writing prior to a response. Whereas the purpose of this conference is to review the RFP documents, attendees are encouraged to bring a copy of the RFP documents to this conference; however, the Agency will not distribute at this conference any copies of the RFP documents.

3.8 Recap of Attachments. It is the responsibility of each proposer to verify that he/she has downloaded the following attachments pertaining to this RFP, which are hereby by reference included as a part of this RFP:

[Table No. 5]

RFP

Section

Document

Attachment

Attachment Description

3.8.1 1.0 This RFP Document

3.8.2 2.0 A Form of Proposal

3.8.3 3.0 B Form HUD-5369-C (8/93), Certifications and Representations of Offerors, Non- Construction Contract

3.8.4 4.0 C Profile of Firm Form

3.8.5 5.0 D Section 3 Form Submittal Form

3.8.5.1 5.1 D-1 Section 3 Explanation

3.8.6 6.0 E Form HUD-5369-B (8/93), Instructions to Offerors, Non-Construction

3.8.7 7.0 F Supplemental Instructions to Bidders & Contractors (SIBC)

3.8.8 8.0 G Sample Contract Form (please note that this contract and the listed appendices are being given as a sample only the Agency reserves the right to revise any clause herein and/or to include within the ensuing contract any additional clauses that the Agency feels it is in its best interests to do so)

3.8.8.1 8.1 G-1 Sample Contract Appendix No. 1: Form HUD- 5370-C (1/2014), General Conditions for Non- Construction Contracts Section I (With or without Maintenance Work)

3.8.8.2 8.2 G-2 Sample Contract Appendix No. 2: Form HUD- 5370-C (01/2014), General Conditions for Non-Construction Contracts Section II (With Maintenance Work)

3.8.8.3 8.3 G-3 Sample Contract Appendix No. 3: Form HUD 50071 (01/14), Certification of Payments to Influence Federal Transactions (NOTE: This form will only be completed and included as a part of the ensuing contract if the Agency anticipates that total awards pursuant to the ensuing contract may or will exceed $100,000.)

3.8.8.4 8.4 G-4 Sample Contract Appendix No. 4: Standard Form LLL (Rev. 01/14), Disclosure of Lobbying Activities (NOTE: This form will only be completed and included as a part of the ensuing contract if the Contractor designates an affirmative answer to Item No. (2) within the immediate identified form 50071.)

3.8.8.5 8.5 G-5 Sample Contract Appendix No. 5: Section 3 Plan

3.8.8.6 8.6 G-6 Sample Contract Appendix No. 6: Task Order form

3.8.9 9.0 H Agency Profile of Properties

4.0 PROPOSAL EVALUATION.

4.1 Evaluation Factors. The following factors will be utilized by the Agency to evaluate each proposal submittal received; award of points for each listed factor will be based upon the documentation that the proposer submits within his/her proposal submittal and on-line (specifically, the pricing submitted on-line):

[Table No. 6]

Factor No.

Max Point Value*

Type*

Factor Description*

1 50 points Objective The PROPOSED COSTS submitted by the proposer.

2 10 points Subjective (Technical)

The proposer’s DEMONSTRATED UNDERSTANDING of the AGENCY’S REQUIREMENT.

3 10 points Subjective (Technical)

The QUALITY of the TECHNICAL APPROACH and the

SERVICES PROPOSED.

4 10 points Subjective (Technical)

The proposer’s TECHNICAL CAPABILITIES (in terms of personnel) and the MANAGEMENT PLAN.

5 10 points Subjective (Technical)

The proposer’s DEMONSTRATED RELEVANT EXPERIENCE in performing similar work and the proposer’s DEMONSTRATED SUCCESSFUL PAST PERFORMANCE (including meeting costs, schedules, and performance requirements) of…