848037housekPha.pdf

P-005525 Housekeeping Services and Resident Training Scope of Work

P-005525 - HOUSEKEEPING SERVICES AND RESIDENT TRAINING

SCOPE OF WORK

I. DESCRIPTION OF WORK

PHA conducts annual housekeeping inspections of approximately 12,000 public housing units. Some units may fail inspection due to the quality or lack of housekeeping performed by the occupant. PHA requires a qualified Contractor to provide housekeeping services for units identified by PHA and to provide educational training and workshops for residents who fail housekeeping inspections.

The approximately 12,000 units represent the annual inspection population and do not represent a guaranteed quantity of cleaning assignments. Housekeeping services will be ordered on an as-needed basis through individual work orders. PHA makes no guarantee regarding the minimum or maximum number of units or training sessions that will be ordered during the contract term.

The Contractor shall furnish all supervision, personnel, labor, cleaning supplies/materials, equipment, transportation, administrative support, and all other resources necessary to complete the required services.

Unless specifically authorized by PHA, all costs associated with these resources shall be included in the applicable contract unit prices.

II. HOUSEKEEPING SERVICES

Housekeeping services shall be performed in accordance with the work order and the cleaning standards below.

PHA will identify the unit and service classification when practicable. The Contractor shall not perform additional or upgraded services without prior authorization from the Authorized PHA Representative.

1. Standard Housekeeping Cleaning. Routine cleaning required to bring a unit that failed a housekeeping inspection into an acceptable sanitary and housekeeping condition. Services may include, as applicable:

Sweep, vacuum where applicable, and mop floors throughout the unit; remove visible dirt, dust and debris.

Clean appliance exterior surfaces and accessible accessories; remove visible grease, food residue and soil.

Wipe or wash walls, doors, door frames, baseboards and other accessible surfaces as needed to remove visible dirt and residue.

Clean and sanitize kitchen sinks, bathroom sinks, tubs/showers, toilets, counters and other applicable fixtures.

Clean exterior areas immediately associated with the assigned unit when included in the work order, including sidewalks, steps and porches.

Remove bagged waste and debris generated by the Contractor’s cleaning activities and leave the work area orderly.

Perform other general housekeeping tasks specifically identified in the PHA work order that are consistent with the purpose of this contract.

2. Heavy/Restorative Cleaning. A higher level of cleaning may be authorized when conditions materially exceed a normal housekeeping assignment, such as excessive soil, accumulated debris, or other conditions requiring substantially greater labor. Heavy/Restorative Cleaning must be specifically authorized by PHA before work begins and shall be priced using the applicable contract pricing schedule.

3. Hoarding or Supportive-Service Conditions. If the Contractor observes conditions that may indicate hoarding or another condition requiring supportive services, the Contractor shall stop work when necessary to protect occupants and employees and immediately refer the condition to the Authorized PHA Representative. The Contractor shall not dispose of resident property or perform hoarding remediation unless separately authorized by PHA.

III. CLEANING ACCEPTANCE STANDARDS

Floors shall be free of visible loose dirt, debris, spills and cleaning residue.

Kitchen and bathroom fixtures shall be visibly clean and sanitized, with no readily removable soil, grease or residue.

Accessible appliance exterior surfaces shall be free of readily removable grease, food residue and visible soil.

Walls, doors and other surfaces included in the work order shall be free of readily removable dirt, marks and residue.

Areas serviced shall be left orderly and free of Contractor-generated waste.

Cleaning products and methods shall not damage PHA property or surfaces.

PHA may use a housekeeping completion checklist as part of its acceptance inspection. The Contractor shall correct rejected or deficient work at no additional cost to PHA within one (1) business day of notification, or within another timeframe approved in writing by the Authorized PHA Representative.

IV. RESIDENT TRAINING AND WORKSHOPS

The Contractor shall develop and facilitate resident housekeeping education designed to help residents successfully maintain their units and improve future inspection results. Group training shall generally be conducted quarterly, as directed by PHA, and may be scheduled during evenings to accommodate resident schedules. Training will normally occur on site in PHA community spaces.

Develop and provide a practical housekeeping checklist identifying fundamental cleaning and household-maintenance tasks.

Provide direct instruction and demonstrations on proper cleaning methods and maintenance of the home and appliances.

Include hands-on activities that allow residents to practice tasks and receive feedback.

Use plain-language instructional materials suitable for resident use after the training.

Provide attendance documentation and a brief summary of the training when requested by PHA.

Group workshops shall be priced per session. Individual or small-group hands-on training, when requested, shall be priced separately in accordance with the contract pricing schedule. PHA will identify expected duration and anticipated attendance when issuing the request whenever practicable.

V. TYPICAL UNIT SIZES

Unit Type Approximate Square Feet Efficiency 600 1-Bedroom 750 2-Bedroom 875 3-Bedroom 995 4-Bedroom 1,115 5-Bedroom 1,235 6-Bedroom 1,355

VI. WORK REQUIREMENTS

Request for Service: All requests for service will be initiated by an Authorized PHA Representative through a work order followed by a purchase order, unless PHA provides another written authorization process. The work order will identify the location, requested service, required completion date, and other applicable instructions.

Acknowledgment and Scheduling: The Contractor shall acknowledge receipt of a work order within one (1) business day. Unless a different timeframe is stated in the work order, the Contractor shall coordinate scheduling with the Authorized PHA Representative within two (2) business days. Work shall be completed by the deadline stated in the work order.

Work Schedule: Unless specifically authorized by PHA in writing, housekeeping services shall be performed between 8:00 A.M. and 5:00 P.M., Monday through Friday. Resident trainings and workshops may occur during evenings or other times approved by PHA.

Changes and Additional Work: The Contractor shall immediately notify the Authorized PHA Representative if conditions differ materially from the work order. Additional work, Heavy/Restorative Cleaning, additional labor, or other charges shall not be performed or invoiced without prior PHA authorization.

Documentation: When requested by PHA, the Contractor shall provide before-and-after photographs, a completed housekeeping checklist, employee/crew identification, dates and times of service, and other reasonable documentation supporting completion and invoicing.

VII. QUALITY ASSURANCE AND PERFORMANCE

Final Inspection and Acceptance: The Contractor shall notify the Authorized PHA Representative when scheduled work is complete. PHA will inspect the work or otherwise verify completion. PHA acceptance does not relieve the Contractor of responsibility for latent deficiencies or damage attributable to the Contractor.

Correction of Deficient Work: If work does not satisfy the work order or cleaning acceptance standards, the Contractor shall correct the deficiency at no additional cost to PHA within one (1) business day of notice, unless PHA approves another timeframe.

Non-Performance or Work Delays: Housekeeping services completed after the deadline stated in the work order, without a PHA-approved extension, may be subject to a performance deduction of five percent (5%) of the invoiced amount for the affected work order for each workday of unexcused delay, subject to the terms and conditions of the contract and applicable law. PHA may also exercise other contractual remedies for repeated or material non-performance.

Employees: The Contractor shall assign competent, properly trained personnel in sufficient numbers to perform the services safely, efficiently and satisfactorily. If PHA provides written notice that an assigned individual is unacceptable for documented performance, conduct, safety, or security reasons, the Contractor shall promptly provide an appropriate replacement, subject to applicable contract requirements and law.

Supervision: The Contractor shall provide effective on-site or readily available supervision, monitor the quality and timeliness of work, and coordinate proactively with PHA to resolve service issues.

Condition and Care of Property: The Contractor shall protect PHA and resident property from damage or loss arising from its operations and shall be responsible for damage caused by its personnel, equipment, products, or methods. Products, supplies and equipment shall be suitable for the surfaces on which they are used and shall not cause damage.

Safety: The Contractor shall comply with applicable safety requirements and manufacturer instructions for cleaning products and equipment. The Contractor shall maintain Safety Data Sheets for chemical products used under the contract and make them available to PHA upon request.

VIII. PRICING AND INVOICING REQUIREMENTS

Bidders shall provide firm unit pricing using the PHA Pricing Schedule. Pricing shall be structured to permit PHA to order and evaluate services consistently and shall include, at a minimum:

Standard Housekeeping Cleaning by unit type/bedroom size (Efficiency through 6-Bedroom).

Heavy/Restorative Cleaning, as separately authorized by PHA.

Any approved hourly labor category for unusual or additional work, if included in the solicitation.

Resident group training/workshops on a per-session basis.

Individual or small-group hands-on training, if requested.

Training materials on a per-participant basis only if PHA elects to price them separately.

Unit prices shall include all ordinary costs required to perform the service, including supervision, labor, supplies/materials, equipment, transportation, overhead and profit, except for items expressly identified by PHA as separately reimbursable. Estimated quantities used for bid evaluation are estimates only and do not constitute guaranteed quantities.

Invoices shall identify the applicable work order/purchase order, property and unit, date of service, service classification, applicable unit price, quantity, and total charge. Unauthorized charges will not be paid.