8-ITB Vacant Unit Cleaning Services 2026.pdf

Invitation for Bid

Contract No. 2026-02

Vacant Unit Cleaning Services

For:

Affiliate Properties

George A. Hoverter Homes Hillside Village Jackson Tower

John A.F. Hall Manor Lick Tower

Morrison Tower M.W. Smith Homes

Scattered Sites William Howard Day Homes

Harrisburg Housing Authority 351 Chestnut Street

Harrisburg PA 17101-2785

(717) 232-6781

Dated: March 31, 2025

An Equal Opportunity Employer An Equal Housing Provider

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Table of Contents

Invitation for Bids Background Properties of the Harrisburg Housing Authority Description of this Properties Scope of Services - Unit Cleaning

Responsibilities of Contractor Uniforms HHA Policies Workmanship

General Information Labor Compliance Bidder’s Presentation Specifications

Insurance Requirements

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Invitation for Bids

Harrisburg Housing Authority is accepting online bids for the following service:

Open Date: April 1, 2026 2:00pm Closing Date: May 1, 2026 2:00pm

2026-05 – Vacant Unit Cleaning Services

Invitation for Bid documents will be available electronically at www.harrisburghousing.org (follow vendor registration link to our E-Procurement platform.

On site visits are not mandatory but strongly recommended. Pre-bid will be held on April 16, 2026.

Please visit our e-procurement software, Bonfire, for details.

Questions and requests for information about the content of the documents shall be directed, via the E- Procurement web site, no later than 2:00pm, April 23, 2026.

All Bidders must adhere to the provisions for Equal Employment Opportunity and payment of not less than Department of Labor Prevailing Wage Rates as set forth in the documents.

HHA reserves the right to reject any or all bids and waive any informalities in the bidding. No bidder may withdraw their bid within 60 days after the date of the bid opening.

HARRISBURG HOUSING AUTHORITY

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Background The Harrisburg Housing Authority (HHA) is a nonprofit governmental entity enabled under the laws of Pennsylvania, and whose primary contract is with the U.S. Department of Housing and Urban Development (HUD). The agency was organized in 1937 under the U.S. Housing Act for the acquisition, development, modernization, operation, and administration of public housing programs. The primary purpose of HHA is to provide safe, decent, sanitary, and affordable housing to the elderly and low-income families in the City and to operate housing programs in accordance with federal legislation.

The HHA currently owns and manages approximately 1,640 low-Income Public Housing units and administers 1,200 Housing Choice Voucher Program units.

Properties of the Harrisburg Housing Authority

WILLIAM HOWARD DAY HOMES (PA 8-1) HOVERTER HOMES (PA 8-2)

JOHN A.F. HALL MANOR (PA 8-3) HILLSIDE VILLAGE (PA 8-4)

M.W. SMITH HOMES (PA 8-5) JACKSON TOWER (PA 8-6)

MORRISON TOWER (PA 8-7) LICK TOWER (PA 8-9)

SCATTERED SITES (PA 8-10)

Description of this Properties

Name of Development # Units Type of Units Location

William Howard Day Homes 218 Efficiencies & 1, 2, 3, 4

Bedroom 1300 Community Drive Harrisburg PA 17103

George A. Hoverter Homes 233 Efficiencies & 1, 2, 3, 4

Bedroom 1260 Oyler Road Harrisburg PA 17104

John A.F. Hall Manor Homes 538 1, 2, 3, 4 Bedroom 17th & Hanover Street

Harrisburg PA 17104

Hillside Village 70 2, 3 Bedroom 12th & Reily Street Harrisburg PA 17103

M.W. Smith Homes 80 2, 3, 4 Bedroom Cameron & Calder St Harrisburg PA 17103

Jackson Tower 159 Efficiencies & 1 Br-(Elderly) High-Rise–(13 stories)

1315 N. 6th Street Harrisburg PA 17102

Morrison Tower 119 Efficiencies & 1 Br-(Elderly) High-Rise–(12 stories)

351 Chestnut Street Harrisburg PA 17101

Lick Tower (Currently under renovation)

144 Efficiencies & 1 Br-(Elderly) High-Rise–(13 stories)

1301 N. 6th Street Harrisburg PA 17102

Scattered Sites 79 2, 3, 4, 5 Bedroom Various Locations Total Units 1,640

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Scope of Services - Unit Cleaning

The Harrisburg Housing Authority (HHA) seeks qualified Contractors to furnish all labor, tools, equipment, and supervision for the performance of Unit Cleaning Services. The selected vendor/s will provide these services for all HHA or HHA affiliate owned, or managed residential communities located within the Harrisburg City limits. These communities include both family garden-type apartments and three high-rise (13-story) buildings (two occupied and one currently under rehab).

HHA will task Contractors using written Request for Services delivered via electronic mail (e-mail). The Contractor must utilize the pricing provided under the contract terms to the HHA Procurement Department. The Contractor bears responsibility for any costs incurred to provide services as included in the Scope of Work at no additional cost to HHA or its affiliates.

Because this is an indefinite quantity agreement, there is no guaranteed minimum or maximum amount of work; all work provided by HHA is on an as-needed basis.

HHA reserves the right to contract with one or more vendors for this service to accommodate the workload.

The AMP Director will ensure that apartment is vacated and empty of debris before Contractor starts cleaning, unless otherwise noted as an occupied unit. Contractors’ personnel shall not enter an occupied unit until after they have been given access by a person known to be an HHA staff member.

The Contractor is responsible for providing all labor, materials, and equipment to perform the Scope of Services within 3 business days from receipt of the RFS e-mail notification to clean. Vendors must provide an electronic acknowledgement of the RFS message to HHA Staff.

Contractor shall provide the following services:

• Sweep and mop all floors

• Strip floors with a commercial buffer, including corners and behind toilets

• Wax floors to a high gloss finish; two (2) coats minimum (must be completed in adequate lighting to ensure the desired finish)

• Vacuum and shampoo carpets and/or carpet tile; including extraction of water

• Clean inside and top of kitchen cabinets/drawers/kick plates underneath cabinets

• Clean and polish kitchen cabinets; including painted cabinets

• Clean range hood and filter/splash shields, if not replaced; polish stainless steel range hoods

• Clean ranges, ovens, and burners; interior and exterior

• Clean refrigerators/freezers; interior and exterior

• Clean countertops and shine; some counters are solid surface, while others are composite

• Clean all closets (floors and shelves)

• Wash windows inside and out

• Clean debris out of window tracks and sills

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• Clean and polish all faucets

• Clean all tubs, showers, and tub shower combinations

• Clean and polish toilets, sinks, lavatories, vanities, ceramic tile, towel bars, tissue, soap and toothbrush holders, mirrors, and medicine cabinets (inside and out)

• Clean receptacle plates and switch plates

• Clean light fixture lens/shields

• Clean stair treads

• Clean cove base in all rooms

• Clean entry doors, storm doors and thresholds

• Clean all door hardware, including doorknobs, strike plates, and hinges

• Clean all vents and registers

• Clean laundry box

Responsibilities of Contractor

• Contractor must notify the Site Designee immediately of any damages or deficiencies noted upon assignment of the unit

• Contractors will be responsible for protecting the work area or site and always maintaining it in a safe condition

• Contractors shall always keep work areas or sites free from accumulation of excess debris

• Upon completion of the work, or at the end of the day, whichever is less, Contractors shall leave all work areas secured

• Contractors are advised children, elderly, and the disabled may be present at the work site;

therefore, hazardous items must be handled with caution and disposed of in a safe manner

• Contractors will be required to comply with all HHA security requirements (e.g., for entering a building or occupied unit)

• No equipment or material may be stored on a property site without the prior approval of an AMP Director or Site Foreman. Contractor is solely responsible for the security of all equipment, material and premises during the performance of the job

• Contractor is responsible for all damage to unit and/or equipment and furnishings

• Contractor is responsible for using commercial grade equipment and chemicals as needed for efficient completion and desired finish by the Agency.

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Uniforms All Contractor personnel must wear distinctive uniform clothing, baseball cap, or work identification with contractor’s name while working on any HHA property.

HHA Policies HHA is a smoke-free facility under Federal Law. There is no smoking within 75 feet of any HHA owned building. Failure to comply with this regulation will result in termination of your contract.

Parking Enforcement has begun at all HHA properties. Please adhere to all parking restrictions at each community. Contractors are responsible for any vehicles towed due to illegal parking.

Workmanship All work is subject to inspection by the site designee. Upon completion of work, contractor shall notify site designee to perform the inspection. An RFS will be provided to the contractor upon completion of a satisfactory inspection. Contractor must submit this copy of the RFS with their invoice for prompt payment. In the event the work is not done to acceptable standards, HHA shall require the Contractor to correct any defective workmanship or to replace any defective materials with no further cost to HHA, within 2 business days of receipt of the email notification of deficiency.

General Information

Labor Compliance This project is funded by federal sources, and as such, calls for compliance with federal labor standards provisions as administered by the HUD office of Labor Relation (OLR), requiring prime and subcontractors pay wages to laborers and mechanics compensated at the prevailing wage rate as set forth in the contract documents, for maintenance work performed. These wages, commonly referred to as HUD-determined wage rates, are made applicable to public housing activities by the U.S. Housing Act of 1937, as amended.

The Bidder is required to pay laborers and mechanics of no less than the following prevailing wage rates, as designated on the attached HUD 52158:

Job Classifications

Hourly Rate

Fringe Benefits

Custodian

17.55 0

*If fringes are not paid, cash must be added to the basic hourly wage rate.

None of the services covered by this Contract shall be subcontracted without the prior written approval of the Harrisburg Housing Authority and any agency Government-Grantor, if required. HHA reserves the right to withhold approval of subcontracting such portions of the work or services, which HHA may deem is not in the agency's best interest.

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Proposal Submission Requirements In accordance with 2 CFR 200.318 and the HHA Procurement Policy, no individual officer, employee, or agent of HHA may participate in the selection, award, or administration of a contract if a real or apparent conflict of interest is present. Any potential conflicts must be disclosed in writing to HHA and addressed before participation in the selection process can continue.

Bidder’s Presentation The Bidder represents that bidder will not at any time after the execution of the Contract make any claims based on insufficient data or incorrectly assumed conditions, nor shall the bidder claim any misunderstanding with regard to the nature or character of the work to be done, or the conditions under which it is to be performed, and will further assume all risks resulting from any changes in the conditions which may occur during the progress of the work.

Specifications Upon receipt of the SPECIFICATIONS, the Bidder shall carefully examine the SPECIFICATIONS for completeness and condition. He/she shall notify the HHA by registered mail with three (3) days after receipt of the documents, of any deficiency therein. Unless such claim is presented to the HHA as prescribed, the documents shall be considered received by the Bidder complete and in good condition.

SPECIFICATIONS contain all the material listed in the Table of Contents.

Term of Contract This Contract is effective for a period of one (1) year, commencing on the date the Contract is completely executed, unless properly amended or terminated as provided here. The Contract may be renewed by mutual written agreement upon expiration with four (4) additional one (1)-year renewal periods.

Prior to the execution of this Contract, the CONTRACTOR shall have no authority to begin work under this Contract. The AGENCY'S Contracting Officer and/or designee shall not authorize any payments to the CONTRACTOR prior to such award, nor shall the AGENCY incur any liability to reimburse the CONTRACTOR regarding any expenditure for the purchase of materials or the payment for Services prior to commencement of this Contract. The Contract shall not become effective until the Contract has been approved and signed by the authorities having jurisdiction over this Contract.

Insurance Requirements Prior to award (but not as part of the submission of the proposal), the successful Respondent will be required to produce the following:

• An original certificate evidencing the Respondent’s current industrial (workers compensation) insurance carrier and coverage amount;

• An original certificate, naming the HHA as an additional insured, showing the entity’s general liability insurance coverage (minimum of $500,000 each occurrence, general aggregate

8 | P a g e minimum limit of $1,000,000), with fire damage of $50,000, with a deductible of not greater than $1,000;

• An original certificate showing the Respondent's automobile insurance coverage in a combined single limit of $1,000,000. For every vehicle utilized during the term of this program, when not owned by the entity, each vehicle must have evidence of automobile insurance coverage with limits of no less than $50,000/$100,000 and medical payment of $5,000.

• A copy of the Respondent’s Harrisburg Mercantile License allowing that entity to provide services within the City of Harrisburg. Info available at:

https://cityofharrisburg.zendesk.com/hc/en-us/articles/204527970-Business- Privilege-and-Mercantile-License

• W-9 form. Info available at: http://www.irs.gov/pub/irs-pdf/fw9.pdf

The aforementioned requested information shall be entered where requested on the Vendor Information Form under Tab 3 (DO NOT ATTACH COPIES WITHIN THE PROPOSAL SUBMITTAL--HHA will garner the necessary certificates from the successful Respondent prior to contract execution).

https://cityofharrisburg.zendesk.com/hc/en-us/articles/204527970-Business-Privilege-and-Mercantile-License https://cityofharrisburg.zendesk.com/hc/en-us/articles/204527970-Business-Privilege-and-Mercantile-License http://www.irs.gov/pub/irs-pdf/fw9.pdf

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Invoicing and Payments Contractor shall submit detailed billing to HHA within 30 days of job completion.

To receive any payment due, submit invoices of completed work to the headquarters address of HHA, 351 Chestnut Street, Harrisburg, PA 17101-2785. You can also email your invoices to procurement@harrisburghousing.org for faster processing. ACH payment is also available.

The Harrisburg Housing Authority is tax exempt. A tax exemption certificate will be furnished upon request.

Payment terms for approved invoices are on a net/30-day basis, and shall be formatted as follows:

Company name, address, and telephone number;

Invoice number, HHA purchase order, contract number, and task order number;

o Harrisburg Housing Authority prohibits billing of multiple sites on one invoice.

o Names of personnel or titles, i.e.: R. Jones, or Tech 1, Tech 2 A daily summary of work detail performed shall be maintained and accompany contractor’s invoices o Work site location o Description of work performed with date of service o Wage rates by classification o Number of hours worked o Itemization of material/equipment used

Contractors must submit MBE/WBE/Section 3 utilization reports with invoicing.

o If invoice frequency is greater than monthly, one submission per month is required.

o If the composition of the work force does not waver, one submission annually is required.

Attach the completed Request For Service (RFS) form, with approval/signature by HHA staff of satisfactory completion. This is the form initiated by HHA requesting the contractor's services.

FAILURE TO PROVIDE THIS INFORMATION IN ACCORD WITH THE FORMATTING

REQUIREMENTS MAY DELAY THE PROCESSING OF INVOICES.

Insurance Requirements