6079 Pest Control Services.pdf

REQUEST FOR PROPOSALS

Pest Control Services for Seattle Housing Authority Buildings

The Seattle Housing Authority (SHA) is seeking proposals from a qualified professional firms to offer pest control services for properties experiencing bed bug infestations.

Obtaining the RFP: Visit our website at Do business with us | Seattle Housing Authority to obtain a copy of the RFP. Any addenda issued for this RFP will be published at the above-referenced website and proposers are responsible for checking the website prior to submission of proposals for any addenda. If you are unable to download the RFP or addenda, you may e-mail Cameron Cooper, Contract Administrator at Cameron.Cooper@seattlehousing.org.

Questions: Any questions or requests for further information must be submitted in writing no later than 4:00 pm, on Monday, 07/07/2025, to the Contract Administrator noted above by e-mail at cameron.cooper@seattlehousing.org.

Submission Deadline: Proposals must be received not later than 4:00 pm on Monday, 07/21/2025 at the Contract Administrator’s e-mail address noted above.

Diversity: SHA strongly encourages minority-owned and women-owned businesses, socially and economically disadvantaged businesses, HUD Section 3 businesses, small businesses and veteran-owned businesses to submit proposals or to participate in a subcontracting capacity on SHA contracts.

Rights Reserved: SHA reserves the right to waive as an informality any irregularities in submittals, and/or to reject any and all proposals.

Diana Peterson Procurement and Contracts Manager https://www.seattlehousing.org/do-business-us mailto:Cameron.Cooper@seattlehousing.org

CONSULTANT REGISTRATION FORM

If you plan on submitting a Proposal for this project, please complete this registration form and e-mail it to Cameron Cooper, Buyer II, cameron.cooper@seattlehousing.org so that you can be contacted directly if necessary.

SEATTLE HOUSING AUTHORITY

RFP Solicitation No. _6079__

Name of Firm: _____________________________________

Business Address: _________________________ _________

Contact Information:

Name: __________________________________________

Title: ___________________________________________

Telephone #: __________________

E-mail: _________________________________________

Thank you.

REQUEST FOR PROPOSALS

(SOLICITATION NO. 6079)

for

Pest Control Services for Seattle Housing Authority Buildings

TABLE OF CONTENTS

A. INTRODUCTION

B. SUBMITTAL REQUIREMENTS

C. SCOPE OF WORK

D. INFORMATION TO BE PROVIDED IN YOUR PROPOSAL

E. CONSULTANT EVALUATION CRITERIA

F. SELECTION PROCESS

G. CONTRACT NEGOTIATIONS

H. ADMINISTRATIVE INFORMATION

ATTACHMENTS:

A. FORMS:

• Vendor Fact Sheet

• Suspension and Debarment Compliance Certificate

• Certifications and Representations of Offerors – Non-Construction Contract (form HUD-5369-C)

• Section 3 Self Certification (If Proposer identifies as a section 3 business)

B. INFORMATIONAL EXHIBITS:

• HUD Section 3 Information and Section 3 Forms

RFP Issued On: Proposal Due:

Monday, 06/30/2025 4:00pm Monday, 07/21/2025

SHA Solicitation No. _6079_ 1 | P a g e

Last Revised 07-29-24

Seattle Housing Authority

Request for Proposals (Solicitation No. 6079)

A. INTRODUCTION

1) General: The Seattle Housing Authority (SHA) is seeking a qualified professional firm to offer pest control services for properties experiencing bed bug infestations.

2) Seattle Housing Authority Background: SHA is an independent public corporation providing long-term, low-income rental housing and rental assistance to more than 38,000 people in the city of Seattle. We believe in providing more than housing for our tenants, and we partner with many organizations to offer an array of services and community activities to help those we serve improve their lives. The majority of SHA's funding is federal, through the U.S Department of Housing and Urban Development (HUD). Other income includes rent revenue and non-HUD public and private grants.

SHA operates according to the following Mission and Values:

Our Mission The mission of the Seattle Housing Authority is to enhance the Seattle community by creating and sustaining decent, safe and affordable living environments that foster stability and increase self-sufficiency for people with low incomes.

Our Values As stewards of the public trust, we pursue our mission and responsibilities in a spirit of service, teamwork, and respect. We embrace the values of excellence, collaboration, innovation, and appreciation.

The mission of the Seattle Housing Authority is to enhance the Seattle community by creating and sustaining decent, safe and affordable living environments that foster stability and self-sufficiency for people with low incomes. SHA provides long-term, low-income rental housing and rental assistance to more than 38,000 people in Seattle.

SHA owns and operates more than 8,500 housing units at nearly 400 sites throughout the city. SHA also administers approximately 12,000 Housing Choice Vouchers, enabling low-income residents to receive rental assistance throughout the Seattle housing market. SHA, an independent public corporation established in 1939, is governed by a seven-member Board of Commissioners, two of whom are SHA residents. Commissioners are appointed by the Mayor and confirmed by the City Council. More information is available at seattlehousing.org.

3) Women and Minority Business Enterprise (WMBE) Inclusion: SHA requires proposers to make good-faith efforts to meet SHA’s 14% aspirational WMBE goal and provide meaningful opportunities to WMBE firms to participate in the direct performance of commercially useful work as part of the proposed Project Team.

4) Race and Social Justice Initiative (RSJI): SHA is committed to advancing racial and other social justice equity and has a focused affirmative plan to educate staff on http://www.seattlehousing.org/

SHA Solicitation No. _6079_ 2 | P a g e the effects of racism and other oppressions on the work of SHA, our employees, residents and stakeholders; and to eliminate institutional racism and other oppressions at SHA.

5) Cooperative Purchasing: RCW 39.34 allows cooperative purchasing between public agencies (political subdivisions) in the State of Washington. Public agencies that file an Interlocal Joint Purchasing Agreement with SHA may also wish to procure the services herein offered by the successful party. The successful party shall have the option of extending its offer to SHA to other agencies for the same cost, terms and conditions.

SHA does not accept any responsibility for agreements, contracts or purchase orders issued by other public agencies to the successful party. Each public agency accepts responsibility for compliance with any additional or varying laws and regulations governing purchase by or on behalf of the public agency. SHA accepts no responsibility for the performance of the successful party in providing services to other public agencies, nor any responsibility for the payment price to the successful party for other public-agency purchases.

B. SUBMITTAL REQUIREMENTS

Schedule:

Activity Email Day Date Time

Deadline for Questions cameron.cooper@seattlehousing.org Monday 07/07/2025 4 PM

SUBMITTAL DEADLINE AND DELIVERY INFORMATION

E-Mail to Purchasing@seattlehousing.org Monday 07/21/2025 4 PM

Questions: Questions must be in writing and sent prior to the Deadline for Questions date and time shown above. Submit your questions to Cameron Cooper at cameron.cooper@seattlehousing.org.

Addenda: In the event there are changes or clarifications to this RFP, SHA will issue an addendum. Addenda will be published on SHA’s website at Do business with us | Seattle Housing Authority. It is the responsibility of proposers to check this website before submitting and downloading any addenda issued. If you are unable to download the addenda, you may e-mail the Contract Administrator, Cameron Cooper at cameron.cooper@seattlehousing.org to have a copy of the addenda mailed or e-mailed to you.

Submittal: The deadlines given above are firm as to place, date, and time. SHA will not consider any proposal received after the deadline.

All proposals should be clearly marked when e-mailed to avoid any confusion about recording arrival dates and times. Proposers should take this practice into account and submit their materials early to avoid any risk of ineligibility caused by

SHA Solicitation No. _6079_ 3 | P a g e unanticipated delays or other delivery problems. NOTE: A faxed or hand delivered proposal is not acceptable.

All proposals received will become the property of the Seattle Housing Authority and will not be returned to the Proposer.

Proposals should be limited to a maximum of 20 pages single sided, or 10 pages double sided in no smaller than 10 point font on 8½” by 11” sheets. The following are NOT INCLUDED in the page limit mentioned above: your cover letter, vendor fact sheet, resumes, the Suspension and Debarment Certificate, and any applicable Section 3 form. Your cover letter should express your interest in performing the work.

A principal or officer of the firm authorized to execute contracts or other similar documents on the firm’s behalf must sign the letter.

1) Required number of copies: Proposers responding to this RFP shall submit their proposal to the e-mail address indicated above. The following items/forms are to be submitted as a separate file and not included in your Proposal. Do not include these items/forms in the proposal.

• Price / Rates

• Vendor Fact Sheet

• Suspension and Debarment Compliance Certificate

• Certifications and Representations of Offerors (form HUD-5369-C)

• Any applicable Section 3 Form

2) Proprietary Proposal Material:

Any records or materials submitted to SHA in response to this RFP become public records under Washington State law (see RCW Chapter 42.56, the Public Disclosure Act, at https://apps.leg.wa.gov/rcw/default.aspx?cite=42.56). Public records must be promptly disclosed upon request unless a statute exempts disclosure. Exemptions from disclosure include trade secrets and valuable formulas (see RCW 42.56 and RCW Ch. 19.108); however, public disclosure exemptions are narrow and specific. Proposers are expected to be familiar with any potentially-applicable exemptions, and the limits of those exemptions.

Proposers are obligated to separately bind and clearly mark as “proprietary” information any proposal records they believe are exempted from disclosure. The body of the proposal may refer to these separately-bound records. Proposers should mark as “proprietary” only that information they believe legitimately fits within a public-disclosure exemption. SHA may reject solicitation responses that are marked proprietary in their entirety.

If SHA receives a public disclosure request for records that a Proposer has marked as “proprietary information,” SHA may notify the Proposer of this request and postpone disclosure briefly to allow the Proposer to file a lawsuit under RCW

42.17.330 to enjoin disclosure; however, this is a courtesy of SHA and not an obligation.

https://apps.leg.wa.gov/rcw/default.aspx?cite=42.56

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SHA has no obligation to assert an exemption from disclosure. If the Proposer believes that its records are exempt from disclosure, the Proposer is obligated to seek an injunction under RCW 42.56. By submitting a proposal, the Proposer acknowledges this obligation; the Proposer also acknowledges that SHA will have no obligation or liability to the Proposer if the records are disclosed.

3) Cost of Preparing Proposals: SHA will not be liable for any costs incurred by the Proposer in the preparation and presentation of proposals submitted in response to this RFP including, but not limited to, costs incurred in connection with the Proposer’s participation in demonstrations and the pre-proposal conference.

4) Rights Reserved by SHA: SHA reserves the right to waive as an informality any irregularities in submittals and/or to reject any or all proposals. SHA requests that companies refrain from requesting public disclosure of selection information until a contract has been executed as a measure to best protect the solicitation process, particularly in the event of a cancellation or re-solicitation. With this preference stated, SHA shall continue to properly fulfill all public disclosure requests for such information as required by State Law.

C. SCOPE OF WORK

The selected firm shall be asked to perform the following tasks:

• Bed bug preventative services, including monitoring in units, unit inspections, and move in/move out protocols including preventative treatment

• Bed bug treatment for units identified to have bed bugs and in adjacent and surrounding units, including units with a high degree of clutter

• Low preparation bed bug treatment methods and support for preparation and cleaning out of units when needed

• Occasional treatment of other pests identified in buildings receiving bed bug services

• Provision of products and equipment needed for effective monitoring and pest control treatment

• Customer service, communication, and coordination with residents, property management, and community service staff at buildings receiving services

• Community meetings to provide information and/or education for residents at buildings receiving services

• Training SHA employees on bed bug methods found to be effective at SHA properties

D. INFORMATION TO BE PROVIDED IN YOUR PROPOSAL

Response / Proposal Content: To facilitate evaluation, proposals should address and be organized in the order of the outline given below and include the following information:

1) Cover Letter

2) Address each of the evaluation criteria below:

1. Women and Minority Business (WMBE) Inclusion Plan

2. Conformance to RFP Requirements

3. Ability to Deliver Services

SHA Solicitation No. _6079_ 5 | P a g e

4. Preventative Services Efficacy

5. Treatment Services Efficacy

6. Ability to Work in Cluttered Units

7. Efficacy of Offered Equipment, Products, and Services

8. Pricing

9. Ability to Communicate with Residents and Offer Community Meetings

10. Ability to Communicate and Coordinate with SHA Staff

11. Value Added Attributes

- Relating to Criterion 1: Women and Minority Business (WMBE) Inclusion

Plan Provide a detailed Inclusion Plan describing your good-faith efforts to meet the aspirational WMBE goal and provide meaningful opportunities to WMBE firms to participate in the direct performance of commercially useful work as part of the proposed Project Team. Your Plan must also include, if applicable, pre-award commitments or agreements with your named WMBE and/or Project Team members’ firm(s).

- Relating to Criterion 2: Reserved

- Relating to Criterion 3: Conformance to RFP Requirements

Please describe how you would effectively treat, prevent, and monitor bed bugs at SHA buildings.

- Relating to Criterion 4: Ability to deliver services Please describe your capacity to deliver pest control services to potentially more than one property at a time.

- Relating to Criterion 5: Preventative services efficacy Please describe your approach to preventing bed bud reoccurrence and spread.

- Relating to Criterion 6: Treatment services efficacy Please describe your proposed treatment approach for bed bug infestations, including monitoring.

- Relating to Criterion 7: Ability to work in cluttered units Please describe your experience with and approach to treating and monitoring bed bugs in units with a high degree of clutter.

- Relating to Criterion 8: Efficacy of Offered Equipment, Products, and Services

Please describe the equipment, products, and services that you would provide for treatment, monitoring, and prevention of bed bugs.

- Relating to Criterion 9: Pricing Please describe your proposed pricing for products, equipment, and services.

- Relating to Criterion 10: Ability to communicate with residents and offer community meetings

Please describe your experience working with low-income housing residents. What communication methods would you provide, Please describe your experience with community meetings at buildings encountering bed bug infestations.

- Relating to Criterion 11: Ability to communicate and coordinate with SHA staff

SHA Solicitation No. _6079_ 6 | P a g e

Please describe your experience working with property management and service coordinator staff, as well as experience working with a large low income housing provider.

- Relating to Criterion 12: Value added attributes If applicable, please share any additional attributes that would enhance your pest control services.

3) Provide resumes for the key personnel named in your response.

4) Include a list of at least three references for whom the firm or team members have performed similar work in the last five years (including agency or business name of client, contact person, address, telephone number and e-mail address if available.)

E. CONSULTANT EVALUATION CRITERIA

Consultants’ submittals will be evaluated based on the criteria listed in this section and further described in Section D above. In preparing the submittal to SHA, it is important for proposers to clearly demonstrate their expertise in the areas described in this document. Because multiple areas of expertise are required for successfully performing this project, the Consultant, either through in-house staff or sub-consultants, must demonstrate expertise and have available adequate numbers of experienced personnel in all of the areas described.

Consultants are encouraged to identify and clearly label in their submittal how each criterion is being fully addressed. Evaluation of responses to this RFP will be based only on the information provided in the submittal package, and if applicable, interviews, and reference responses. SHA reserves the right to request additional information or documentation from the firm regarding its submittal documents, personnel, financial viability, or other items in order to complete the selection process.

In submitting a proposal, the Consultant and any sub-consultants agree that any costs, prices, hourly rates proposed shall be valid for a minimum of 90 days from the proposal due date.

The following criteria with a point system of relative importance with an aggregate total of one hundred twenty points will be utilized to evaluate the qualifications of each proposer:

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Evaluation Criteria Weighting

(Max.

Points)

Women and Minority Business Enterprise (WMBE) Inclusion Plan (See Section D above for a complete description of this Criterion.)

2 Reserved N/A

Conformance to RFP Requirements (See Section D above for a complete description of this Criterion.)

Ability to Deliver Services (See Section D above for a complete description of this Criterion.)

Preventative Services Efficacy (See Section D above for a complete description of this Criterion.)

Treatment Services Efficacy (See Section D above for a complete description of this Criterion.)

Ability to Work in Cluttered Units (See Section D above for a complete description of this Criterion.)

Efficacy of Offered Equipment, Products, and Services (See Section D above for a complete description of this Criterion.)

9* Pricing 10

Ability to Communicate with Residents and Offer Community Meetings (See Section D above for a complete description of this Criterion.)

Ability to Communicate and Coordinate with SHA Staff (See Section D above for a complete description of this Criterion.)

12 Value Added Attributes 10

MAXIMUM TOTAL POINTS 111

*The following criterion with a point system of relative importance will be evaluated by using a Ratio of Cost process where the Proposer with the lowest price receives all the possible points, and all other proposers receive a smaller number of points based on the ratio of their price to the lowest price proposal. Points for Price/Rates will then be added to the Points Assigned for Qualifications by each evaluator.

F. SELECTION PROCESS

An evaluation panel will rate all responses to this RFP that are received on or before the stated deadline, according to the criteria listed above. Based on its initial evaluation, the panel may:

1) Make a recommendation to SHA’s Executive Director and request authority to negotiate a Contract with one or more proposers; or

2) Request additional information from the proposer or proposers whose responses appear to have the greatest likelihood of success; and/or

3) Invite one or more proposer whose responses appear to have the greatest likelihood of success to attend an interview/presentation to discuss their proposal;

and then make a recommendation to SHA’s Executive Director and request authority to negotiate a contract with one or more proposers.

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SHA reserves the right to conduct reference checks at any time during the evaluation process.

In the event that information obtained from the reference checks reveals concerns about any proposer's past performance and their ability to successfully perform the contract to be executed based on this RFP, SHA may, at its sole discretion, determine that the Proposer is not a responsible proposer and may select the next highest-ranked Proposer whose reference checks validate the ability of the Proposer to successfully perform the contract to be executed based on this RFP. In conducting reference checks, SHA may include itself as a reference if the Proposer has performed work for SHA, even if the Proposer did not identify SHA as a reference.

By submitting its proposal in response to this RFP, the consultant accepts the procurement method used and acknowledges and accepts that the evaluation process will require subjective judgments by SHA and the evaluation panel.

Any protest of the selection process shall be resolved in accordance with SHA’s Procurement Policy and Procurement Procedures, which may be reviewed on SHA’s website, under FORMS AND POLICIES of the Do Business With Us page.

G. CONTRACT NEGOTIATIONS

SHA shall negotiate with the most qualified Proposer or Proposers, as determined by evaluation of the responses and, if applicable, interviews. If SHA is unable to reach agreement with any of the highest ranked firms, it may negotiate with the next highest ranked firm or firms, proceeding in turn to each firm that SHA has determined to be qualified, in order of rank. If agreement cannot be reached with any qualified firm, SHA reserves the right to cancel the solicitation.

SHA expects to execute one or more Contracts for services for one year. At SHA’s option, a Change Order may be executed extending the Contract(s) for up to four additional one-year periods, along with appropriate adjustments in the scope of work and compensation. The Contract shall not exceed five-years.

H. ADMINISTRATIVE INFORMATION

1) Small and/or Disadvantaged Business Enterprise Requirements: SHA strongly encourages minority-owned and women-owned businesses, socially and economically disadvantaged business enterprises, HUD Section 3 businesses, small businesses and veteran-owned businesses to submit proposals, to participate as partners, or to participate in other business activity in response to this RFP.

As outlined in more detail in Section D, SHA has also included a 14% Women and/or

Minority Business Enterprise (WMBE) aspirational participation goal. Consequently, in responding to the solicitation, submitters must include an Inclusion Plan demonstrating good faith efforts in seeking meaningful opportunities for WMBEs in the work of the Contract.

2) Section 3 Requirements: Section 3 of the Housing and Urban Development Act of

1968 (hereinafter “Section 3 Laws”) requires SHA to the greatest extent feasible to https://www.seattlehousing.org/sites/default/files/Procurement%20Policies.pdf https://www.seattlehousing.org/sites/default/files/Procurement%20Procedures.pdf

SHA Solicitation No. _6079_ 9 | P a g e provide employment opportunities to Section 3 residents. Section 3 residents include residents of SHA communities and other low-income residents of Seattle.

Section 3 Contract Language: The following language regarding Section 3 will be included as part of the contract to be executed based on this RFP:

A. The work to be performed under this contract is subject to the requirements of the

Section 3 Laws. The purpose of the Section 3 Laws is to ensure that employment and other economic opportunities generated by HUD assistance or HUD-assisted projects covered by the Section 3 Laws, shall, to the greatest extent feasible, be directed to low- and very low-income persons, particularly persons who are recipients of HUD assistance for housing.

B. The parties to this contract agree to comply with the Section 3 Laws. Without limiting the generality of the foregoing, Consultant shall comply, and shall require its subcontractors and subconsultants to comply, with the requirements of 24 CFR

75.9. As evidenced by their execution of this contract, the parties to this contract certify that they are under no contractual or other impediment that would prevent them from complying with the Section 3 Laws.

C. The Consultant agrees to include this Section 3 clause in every subcontract, and to otherwise take all necessary steps to ensure compliance with the Section 3 Laws by its subcontractors and subconsultants. The Consultant agrees to take appropriate action, as provided in an applicable provision of the subcontractor in this Section 3 clause, upon a finding that the subcontractor or subconsultant is in violation of the Section 3 Laws. The Consultant will not subcontract with any subcontractor or subconsultant where the Consultant has notice or knowledge that the subcontractor or subconsultant has been found in violation of the Section 3 Laws.

D. The Consultant will provide certifications in form and substance required by Owner at such times as Owner may request, certifying (i) its compliance with the Section 3 Laws, and (ii) as to such facts and circumstances pertaining to the Section 3 Laws as Owner may require or request, including, without limitation, certification with respect to total number of labor hours worked under this Agreement, labor hours worked by Section 3 Workers (as defined in the Section 3 Laws), and labor hours worked by Targeted Section 3 Workers (as defined in the Section 3 Laws).

E. Noncompliance with the Section 3 Laws may result in sanctions, termination of this contract for default, and debarment or suspension from future HUD assisted contracts.

F. Each party agrees to perform any further acts and execute and deliver any further documents that may be reasonably necessary to carry out the provisions and intent of this Section or otherwise to ensure performance in compliance with the Section 3 Laws.

3) Basic Eligibility: By submitting for this Solicitation:

A. Proposer represents that it is licensed to do business in the State of Washington and it has a state Unified Business Identifier (UBI) number.

B. Proposer represents by its submission of the SUSPENSION AND DEBARMENT COMPLIANCE CERTIFICATE form, attached hereto, that neither it nor it principals/officers are presently debarred, suspended, proposed for debarment, or declared ineligible or voluntarily excluded from participation in this transaction by any federal department or agency. Proposer further represents that by submitting a Proposal and being selected for this work, that it will comply with the

SHA Solicitation No. _6079_ 10 | P a g e requirements regarding sub-contracting and the purchase of supplies or materials for this work and the sub-contractors and/or firms, and their principals/officers are not debarred or otherwise disqualified from doing business with SHA. The Proposer understands that if selected, it shall provide evidence with the SUSPENSION AND DEBARMENT COMPLIANCE CERTIFICATE form attached to this RFP of Proposer’s sub-contractors’ (if applicable) eligibility.

4) Payment Requirements: Proposers should be aware that SHA will only make payments on the contract issued under this RFP after the work being billed has been completed, and within 30 calendar days of receipt of a properly prepared and SHA approved invoice from the Consultant. Supporting documentation is required for payment of reimbursable expenses. No advance payments will be made to the Consultant, who must have the capacity to meet all project expenses in advance of payments by SHA.

5) Approval of Sub-Consultants: SHA retains the right of final approval of any sub-consultant of the selected Proposer who must inform all sub-consultants of this provision.

6) Documents Produced: All construction drawings, reports, specifications, and other documents produced under contract to SHA must be submitted to SHA in both hard copy and a digital format that meets SHA’s requirements, using Microsoft Office or AutoCad products in an IBM-compatible format. All documents and products created by the Consultant and their sub-consultants shall become the exclusive property of

SHA.

7) Other Contracts: During the original term and all subsequent renewal terms of the contract resulting from this RFP, SHA expressly reserves the right, through any other sources available, to pursue and implement alternative means of soliciting and awarding similar or related services as described in this RFP.

8) Funding Availability: By responding to this RFP, the Proposer acknowledges that for any contract signed as a result of this RFP, the authority to proceed with the work is contingent upon the availability of funding.

9) Reserved

10) Contract Requirements: Proposers may review a sample of SHA’s standard contract language that will form the basis for any contract executed based on this solicitation by visiting SHA’s website, under FORMS AND POLICIES of the Do Business With Us page.

SHA’s standard contract document is intended to guide you in developing your proposal. The actual contract that the successful Proposer and SHA will sign will be based on this sample contract. Please be advised that SHA will only negotiate some aspects of the contract. Much of the contents of the sample contract are based on non-flexible requirements and cannot be modified in any form.

In addition to any SHA-owned properties that may be included in the scope of work of this solicitation, there may be other properties for which SHA serves as General https://www.seattlehousing.org/sites/default/files/Consultant_Professional_Services_Contract.pdf https://www.seattlehousing.org/sites/default/files/Consultant_Professional_Services_Contract.pdf

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Manager and/or Managing Partner. These properties are Low-Income-Housing Tax Credit limited partnerships. If any of these Limited Partnership (LP) properties are included in the scope of work under this solicitation, the selected firm must also name those LP’s as additional insureds to their policy under the required insurance coverages described under Section H. 11C. below. The Contract(s) resulting from this solicitation must also be entered into by SHA, the selected firm, and all legal entities, including the LPs if applicable.

11) Insurance:

A. General Requirements:

1. Prior to undertaking any work under this contract and for the duration of this contract, Consultant will procure and continuously maintain at its own expense, insurance coverage as specified below, covering performance of the work under this contract by Consultant and its agents, representatives, employees and/or subcontractors if applicable.

2. Consultant’s insurance will be primary and non-contributory as respects any insurance or self-insurance maintained by SHA, and will include a severability of interests clause for applicable coverages.

3. Failure of Consultant to fully comply with the insurance requirements of this order will be considered a material breach of order and, at the option of SHA, will be cause for such action as may be available to SHA under other provisions of this order or otherwise in law, including immediate termination of the order.

4. SHA reserves the right to waive any of the insurance requirements of this contract at its sole discretion.

5. Coverage will be placed with financially sound and responsible companies acceptable to SHA which are authorized to do business in the State of Washington.

6. Consultant’s policies will provide waivers of subrogation by endorsement or otherwise when applicable.

B. Required Insurance Coverage: Consultant will maintain and provide evidence of insurance in the following types and amounts:

1. Commercial General Liability Insurance. A policy of Commercial General

Liability insurance including bodily injury, property damage, and products/completed operations, written on an industry standard form (GC 0001 or equivalent) occurrence form, with limits of at least $1,000,000 each occurrence, and $2,000,000 in the aggregate.

Coverage will extend to cover the use of any mobile equipment on the site or sites of the work of this contract. In the event that the services to be provided under this order involve Consultant’s unsupervised access to by minor children, and/or elderly, disabled or vulnerable adults as defined in RCW 74.34.020, Consultant may be asked to provide evidence that sexual

SHA Solicitation No. _6079_ 12 | P a g e misconduct coverage has not been excluded from the policy. Acceptable evidence of sexual misconduct coverage is subject to approval by SHA’s Risk Manager.

2. Employers Liability or Washington Stop Gap Liability. A policy of Employers Liability, or a Washington Stop Gap Liability insurance endorsement, with limits of at least $1,000,000 each accident/occupational disease.

3. Commercial Business Auto Coverage. A policy of Commercial Business Auto Coverage, including coverage for owned, non-owned, leased or hired vehicles written on an insurance industry standard form (CA 00 01) or equivalent, with limits of at least$1,000,000 per accident.

4. Workers Compensation. Consultant will provide coverage in accordance with the provisions of Title 51 of the Revised Code of Washington (RCW).

5. Professional Liability/Errors and Omissions Insurance. A policy of Errors and Omissions or Professional Liability insurance appropriate to the Consultant’s licensed profession with limits of at least $1,000,000 per occurrence and in the aggregate.

If coverage is provided on a claims-made form, Consultant will maintain coverage for a minimum of three (3) years from the date of completion of the work authorized by the Contract.

C. Proof of Insurance and Insurance Expiration:

1. Consultant will furnish certificates of insurance (and policy endorsements if needed) as evidence of compliance with the insurance requirements of the order.

2. The Seattle Housing Authority, and any limited liability partnership for which SHA serves as managing agent, will be named as an Additional Insureds on all liability policies of the Consultant other than professional liability policies.

3. SHA reserves the right to request complete copies of all required insurance policies at any time during the term of the contract.

4. If subcontractors will perform work under this contract, Consultant will

a. include all subcontractors at any tier as insureds, and ensure that the

Consultant’s coverage of subcontractors under the Consultant’s policies is not excluded by any policy provision or endorsement, or, alternatively,

b. Obtain from each subcontractor not insured under the Consultant’s policy or policies of insurance, evidence of insurance meeting all the requirements of this order and maintain such evidence on file for a period of one year after the completion of this order and, upon request, submit such evidence to SHA for examination.

5. The Consultant’s insurance will not be reduced or canceled without forty-five

(45) days prior written notice to SHA.

SHA Solicitation No. _6079_ 13 | P a g e

D. Criminal Background Investigation: The Consultant will conduct a criminal background investigation of all employees, volunteers, subcontractors and sub-consultants performing any work who may reasonably be expected to have direct or incidental contact with SHA residents, SHA staff members, or vulnerable population. In addition, a criminal background investigation will be performed for any person performing work under this Contract who is given use of an SHA building-access card or who collects payments of any kind. The criminal background investigation will include, but not necessarily be limited to, a Washington State Patrol background report or if the employee, volunteer, subcontractor or subconsultant resides in a state other than Washington, the background report should be obtained from the state patrol office where the employee, subcontractor or subconsultant has resided for the last 3 years. In the event a background check provides evidence of a felony conviction that information will be provided to the SHA Project Manager. If any person performing work under this Contract is charged with a felony, the Consultant agrees to remove that person from performing any further work on the project unless and until SHA agrees in writing to allow the person to continue.

SHA Solicitation No. ______

Attachment A

FORMS

The forms attached hereto are to be completed and submitted as a separate document when you submit your proposal.

- Vendor Fact Sheet

- Suspension and Debarment Compliance Certificate

- Certifications and Representations of Offerors – Non-Construction Contract (form HUD-5369-C)

Only Required if Applicable:

- Section 3 Self Certification

Ownership Status (check all that apply): Racial/Ethnic Status (check one):

MBE (Minority-Owned Business Enterprise)

WBE (Women-Owned Business Enterprise)

MWBE (Minority / Women-Owned Business Enterprise)

CBE (Combination Business Enterprise)

Small Business HUD Section 3

Business

Certified by OMWBE (Washington State Office of Minority and Women’s

Business Enterprises)

Self-Identified (SHA may request a signed statement re: self-certification)

Caucasian (1)

African American (2)

Native American (3)

Hispanic American (4)

Asian/Pacific American (5)

Hasidic Jews (6)

Method of Contract Payments: As outlined on the reverse side of this form, for contracts over one million dollars, SHA’s method of contract payments is through an electronic virtual credit card issued by SHA’s e-payables vendor, Bank of America. Unless SHA grants a waiver, Vendors will receive an enrollment form from SHA following issuance of a contract.

SIGN BELOW:

Signature of Authorized Representative of Vendor:

Date:

By signing immediately above, the Vendor hereby represents the following:

a) The Vendor certifies that to the best of its knowledge and belief, neither it, nor any person/principal or firm which has an interest in the Vendor’s firm, is ineligible to participate in a SHA contract, purchase order, direct pay or other transaction, pursuant to the Certification of Eligibility provision specified in the Vendor Fact Sheet Instructions, or;

b) The Vendor will comply with SHA’s General Terms and Conditions applicable to Purchase Orders (available at SHA website https://www.seattlehousing.org/, DO BUSINESS WITH US page, under FORMS AND POLICIES), if the

Vendor will be supplying goods and/or services through an SHA Purchase Order.

VENDOR FACT SHEET

Return this Form TO: Seattle Housing Authority, Purchasing Division, ATTN:

101 Elliott Avenue W, Suite 100, PO Box 79015, Seattle, WA 98119

General Business Information: For SHA Use Only:

Name of Business, Organization, or Name of Person (if payment is to an individual): JDE Vendor No.

Purchasing contracts

Mailing Address for Payments:

City:

State: Zip Code:

E-Mail Address:

Telephone No.:

Fax No.: DUNS No.: UEI:

Washington UBI No.:

City of Seattle Business License No.: Washington Contractor’s License No.:

Employee Tax ID No. (TIN) or Social Security No. (if Individual):

President/General Manager:

Principal products and/or services offered:

Type of Organization (check one):

Individual

Sole Proprietor

Partnership

Corporation

• Governmental Agency

Other_________

Substitute IRS Form W-9 Certification:

Under penalties of perjury, I hereby certify that the number shown on this form is my correct taxpayer identification number, and that I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and I am a U.S. person (including a U.S. resident alien). Note: The Internal Revenue Service does not require your consent to any provision of this document other than the certifications required to avoid backup withholding.

SIGN

HERE➔

Signature of U.S. Person

Date

Vendor Fact Sheet Instructions

Thank you for your interest in doing business with the Seattle Housing Authority (SHA). We look forward to doing business with you. If you have any questions about completion of the Vendor Fact Sheet, please call us at (206) 615-3379.

In order for SHA to make payments to you or to procure goods or services from you, we need the information requested on the Vendor Fact Sheet, which also serves as a substitute IRS W-9 Form. The information about you will be entered into our computerized payment system and will allow us to make required reports to the Federal government about our business and payment transactions.

Substitute IRS Form W-9 Certification: In completing the Vendor Fact Sheet, you must sign the “Substitute IRS Form W-9 Certification” or backup withholding will apply. If you are subject to backup withholding and you are merely providing your correct taxpayer identification number to SHA, you must cross out the portion of the certification after the word “and” in line two, through the end of line five, before signing the form. Detailed instructions about IRS Form W-9 are included on the form, which may be obtained by calling our office at (206) 615-3379 or visiting the IRS web site at www.irs.gov.

Certification of Eligibility: In order to do business with SHA, the Vendor must be eligible to:

1) Be awarded contracts by any agency of the U.S. Government, HUD, or the State in which this Contract work is to be performed; or,

2) Participate in HUD programs pursuant to 24 CFR Part 24.

Use the websites of the General Services Administration and the U.S. Department of Housing and Urban Development to verify eligibility of the firm and its principals. By signing the Vendor Fact Sheet, the Vendor understands that the certification of eligibility is a material representation of fact upon which reliance was placed when SHA agreed to enter into the transaction with the Vendor. SHA may require the Vendor to submit such certification on an annual basis depending on the terms of its contract or the frequency of its business transactions with SHA. If the Vendor subcontracts any portion of the work, the Vendor will be required to submit a similar certification of eligibility to SHA for any Vendor subcontracts. Any written contract executed between SHA and the Vendor shall include these provisions, which may also be referred to as Suspension/Debarment provisions.

Contract Payments: Unless SHA grants a waiver, its method of contract payment for contracts of one million or more is through its Bank of America epayables program. Payments will be made electronically through a virtual Visa credit card. Benefits for using this method include reduced labor costs associated with the processing of checks and enhancing cash flow by eliminating float time associated with the mailing of checks. To learn more about the program, please click here or copy and paste the following URL into your browser:

www.bankofamerica.com/epayablesvendors. For new vendors, SHA will automatically send an enrollment form upon contract award. If you have questions about the program, please contact Tran Wong, SHA’s Accounts Payable Manager, at 206-615-3483 or twong@seattlehousing.org.

Small Businesses: The Vendor Fact Sheet also requests information about whether your business is owned and controlled by women or minorities, and/or is a small business. The following are definitions of these terms for your use. This information provides valuable information to SHA in its efforts to ensure its contracting program meets its diversity objectives and requirements.

• WMBE: Minority and women-owned business enterprises must either be self-identified or certified by the Washington State Office of Women’s and Minority Business Enterprises (OMWBE) to be at least fifty-one percent owned by women and/or minority group members. For self-identification as WMBE, refer to Minority/Women Owned Business Enterprise Self-Identification Form for Work Performed on Seattle Housing Authority Projects

• Small Business: A small business means a business concern, including its affiliates, that is independently owned and operated, not an affiliate or subsidiary of a business dominant in its field of operation, and qualified as a small business under the criteria and size standards in 13 CFR 121. Furthermore, a business is considered small according to the Small Business Administration’s established guidelines provided to such businesses.

• HUD Section 3 Business: A business that meets at least one of the following criteria, documented within the last six-month period: (1) at least 51% owned and controlled by low- or very low-income persons; (2) over 75% of the labor hours performed for the business over the prior three-month period are performed by Section 3 workers; or (3) a business at least 51% owned and controlled by current public housing residents or residents who currently live in Section 8-assisted housing. More detailed information available at the website of the U.S.

Department of Housing and Urban Development.

http://www.irs.gov/ https://sam.gov/content/exclusions https://www.hud.gov/topics/limited_denials_of_participation http://www.bankofamerica.com/epayablesvendors mailto:twong@seattlehousing.org https://www.seattlehousing.org/sites/default/files/WMBE_Business_Self_Identification_Form_0.pdf https://www.seattlehousing.org/sites/default/files/WMBE_Business_Self_Identification_Form_0.pdf https://www.hud.gov/section3 https://www.hud.gov/section3

CONTRACT # 6079 PROJECT NAME: Pest Control Services

Last Revised 04-01-25

SUSPENSION AND DEBARMENT COMPLIANCE CERTIFICATE

By signing below, the Participant Certifies that to the best of its knowledge and belief neither its firm nor any of its principals as named below are presently debarred, suspended, or have been declared ineligible or are excluded from participation in this transaction by any federal, state or local government.

Participant’s Firm Name:

Address:

City, State, Zip:

PRINCIPAL(S) Name(s) Title(s)

Participant’s Signature Printed Name Title Date

NOTE: This requirement applies to the Participant’s firm as well as its principals. Principal is defined in the regulation (2 CFR 180.995) as follows:

1) An officer, director, owner, partner, principal investigator, or other person within a participant with management or supervisory responsibilities related to a covered transaction; or

2) A participant or other person, whether or not employed by the participant or paid with Federal funds, who-

a) Is in a position to handle Federal funds;

b) Is in a position to influence or control the use of those funds; or,

c) Occupies a technical or professional position capable of substantially influencing the development or outcome of an activity require to perform the covered transaction.

The federal websites to verify eligibility include: https://sam.gov/content/exclusions and Limited Denial of Participation, HUD Funding Disqualifications and Voluntary Abstentions list | HUD.gov / U.S. Department of Housing and Urban Development (HUD).

https://sam.gov/content/exclusions https://www.hud.gov/hud-partners/limited-denial

CONTRACT # 6079 PROJECT NAME: Pest Control Services

Last Revised 04-01-25

[Add this section if Suspension and Debarment Compliance Certificate for the Sub-Contractors or Sub- Consultants is needed. DO NOT forget to fill in your contact information below]

SUSPENSION AND DEBARMENT COMPLIANCE CERTIFICATE

FOR

SUB-CONTRACTOR/SUB-CONSULTANT

The Prime Participant (the “Prime”) may use this form if the Prime can verify that its Sub- Contractor and/or Sub-Consultant (the “Lower Tier Participant”) named below, nor any of their principals are debarred, suspended or ineligible from involvement by Federal, State or Local Government. If the Prime is unable to verify this information, the Prime must send the previous SUSPENSION AND DEBARMENT COMPLIANCE CERTIFICATE form to each Lower Tier Participant to be completed and returned.

Prime Participant’s Name:

certifies that neither any of the Lower Tier Participant named below, nor any of its principals are debarred, suspended or ineligible from involvement by Federal, State or Local Government. I understand that the Seattle Housing Authority (SHA) relies on this certification and I understand that I am obligated to submit the following to SHA:

• A certification for any new Lower Tier Participant hired after submission of this certification.

• A renewal certification for every Lower Tier Participant on the anniversary of the Contract execution date if the Contract Time extends beyond one year.

(Note: In lieu of this certification, the Prime may elect to submit a separate certification signed by each Lower Tier Participant to SHA as evidence of Lower Tier Participant's eligibility. It is the Prime’s responsibility to initiate, obtain, and provide all such individual Lower Tier Participant certifications to SHA.)

Prime Participant’s Signature

Printed Name Title Date

Lower Tier Participant Listing: (If Lower Tier Participant is not involved in the project, please enter NONE.)

If additional pages are necessary, copy this form to ensure signed statement precedes any listing of Lower Tier Participant.

Please contact Cameron Cooper at 206-615-3472 or by e-mail at cameron.cooper@seattlehousing.org if you have any questions regarding compliance with this requirement.

mailto:___________@seattlehousing.org

Attachment B

INFORMATIONAL EXHIBITS

- Section 3 Income Limits – Eligibility Guidelines

- Section 3 Worker and…