Landscaping_Services_for_Golden_Gate_Village_in_Marin_City,_CA_(Addendum_#2_Revision).pdf

RFP: REQUEST FOR PROPOSAL

RFP 2026-01

LANDSCAPING SERVICES FOR GOLDEN GATE

VILLAGE IN MARIN CITY, CA

Marin Housing Authority

4020 Civic Center Drive

San Rafael, CA 94903

RELEASE DATE: August 7, 2026

DEADLINE FOR QUESTIONS: August 27, 2026

RESPONSE DEADLINE: September 9, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/marinhousing https://secure.procurenow.com/portal/%7bproject.government.code%7d

Marin Housing Authority

RFP: REQUEST FOR PROPOSAL

Landscaping Services for Golden Gate Village in Marin City, CA

I. Introduction II. Scope of Work

III. Rules and Regulations IV. Submission Requirements V. Evaluation Process and Criteria

VI. Selection Process VII. Vendor Questionnaire

Attachments:

A - Golden Gate Village Landscape/Drainage Maintenance Scope of Work

B - Supplemental Instructions, General RFP Conditions and MHA Draft Contract

C - Cost Proposal Form

D - HUD-5369-B

E - HUD-5369-C

F - HUD-50071

G - HUD Form 5370-C, General Conditions for Non-Construction Contracts, Sections I and II.

H - HUD Standard Form LLL Disclosure of Lobbying Activities

I - Section 3 Business Concern Certification (Optional, if Applicable)

J - GGV Irrigation RFP Final1 Walkthrough QandA 08.24.2026

K - Golden_Gate_Village_irrigation_map

L - CA DIR NC-LML-2026-1 Landscape Maintenance Laborer

M - HUD Form 52158

RFP: Request For Proposal #RFP 2026-01 Title: Landscaping Services for Golden Gate Village in Marin City, CA

1. Introduction

1.1. Summary

The Housing Authority of the County of Marin (MHA) is seeking proposals from qualified landscape maintenance contractors to provide comprehensive landscape maintenance, stormwater drainage maintenance, litter abatement, irrigation monitoring, and related grounds maintenance services for designated portions of Golden Gate Village residential Complex, at 429 Drake Ave, Marin City, CA 94965.

The resulting contract may also permit MHA, at its sole discretion, to authorize optional vegetation management, fire fuel reduction, emergency weed abatement, tree-related services, and other additional services through written task orders or purchase orders issued under the Contract. Optional services are not guaranteed and will be performed only when specifically authorized by MHA. Optional services are included in this solicitation solely to establish competitively procured pricing and contractual authority should MHA elect to order such services during the contract term.

This one-year contract with up to two one-year extensions is intended to support ongoing operations of Golden Gate Village Phase 2 areas during the interim period preceding future redevelopment activities. Phase 1 redevelopment areas are excluded from this contract and are expected to be maintained separately.

The Contractor will provide all labor, supervision, equipment, materials, transportation, disposal, and incidentals necessary to maintain the property in a safe, clean, functional, and aesthetically acceptable condition.

1.2. Background

Golden Gate Village (GGV) is a 296-unit affordable housing community owned by the

Housing Authority of the County of Marin (MHA) and located in Marin City, California.

Originally completed post WWII, GGV is recognized for its historic significance and serves as an important source of affordable housing for Marin County residents.

MHA is currently implementing a multi-phase revitalization program intended to preserve, rehabilitate, and modernize Golden Gate Village while maintaining long-term housing affordability for current and future residents. Following a competitive developer selection process, MHA selected Burbank Housing as its development partner for the revitalization effort. An Exclusive Negotiating Rights Agreement was executed in 2024, and a Master Development Agreement was subsequently approved to guide implementation of the redevelopment program.

The revitalization program is anticipated to occur in multiple phases over several years.

Phase 1 redevelopment activities have commenced or are expected to commence separately under the direction of the redevelopment team and are not included within the scope of this solicitation. Phase 1 includes the rehabilitation of approximately 88 residential units and associated site improvements.

This solicitation is intended to procure landscape maintenance, drainage maintenance, litter abatement, irrigation monitoring, and related services for designated portions of

Golden Gate Village that remain under MHA operational responsibility during the interim redevelopment period. The areas covered by this contract are generally limited to

Phase 2 service areas identified in the solicitation exhibits and may be adjusted as redevelopment activities progress. Contractors shall be expected to coordinate with

MHA and redevelopment personnel as necessary to support ongoing site operations and resident safety.

1.3. Contact Information

Chris Barta

Manager of Contracts and Procurement

4020 Civic Center Drive

San Rafael, CA 94903

Email: cbarta@marinhousing.org

Phone: (415) 491-2525

Department:

Maintenance

1.4. Timeline

Release Project Date August 7, 2026

Optional MHA-guided Site Visit

(Non-Mandatory)

August 20, 2026, 1:30pm

Agenda

429 Drake Ave, Sausalito, CA 94965 mailto:cbarta@marinhousing.org tel:(415)491-2525 https://government-project.s3.amazonaws.com/271760/35e0f271-2279-4452-bed1-2ad322c36070_GGV_Informal_Walkthrough_Agenda_08.14.2026.pdf

Optional Self-guided Site Visit(s) August 7, 2026, 9:00am

Proposers are strongly encouraged to independently review the project site and all exhibits prior to submitting a proposal.

Publicly accessible areas of Golden Gate

Village may be visited during normal daylight hours from 08/06/2026 through the date of the Proposal Submission Deadline.

Proposers are responsible for determining the extent of any additional site visits they deem necessary to prepare a complete and responsive proposal.

Proposers intending to conduct a site visit must provide advance email notice to MHA

(via cbarta@marinhousing.org) identifying the proposed date and approximate time of the visit.

Proposers must not contact/speak with residents, MHA staff, maintenance personnel, Burbank Housing staff, construction personnel, or other site occupants regarding this solicitation. All questions concerning this procurement must be submitted through OpenGov in accordance with the schedule identified in this RFP.

Responses to substantive questions will be issued through OpenGov and made available to all interested proposers.

Question Submission Deadline August 27, 2026, 2:00pm

Proposal Submission Deadline September 9, 2026, 2:00pm mailto:cbarta@marinhousing.org

2. Scope of Work

2.1. SCOPE OF WORK - Golden Gate Village (GGV): 429 Drake Ave, Marin City, CA 94965. Site and Landscape Maintenance

See Attachment A – Golden Gate Village Landscape/Drainage Maintenance Scope of Work, including all exhibits incorporated therein.

Attachment A establishes the minimum technical requirements, performance standards, mobilization requirements, reporting requirements, quality assurance requirements, and contract performance management requirements that will govern performance of the resulting Contract. Proposers should review Attachment A carefully when preparing their Technical Proposal, as the successful Proposer will be required to implement the approaches described in its Proposal through the Contract documents.

The Technical Proposal should demonstrate how the Proposer intends to satisfy the performance-management, mobilization, reporting, quality-assurance, and operational requirements established in Attachment A.

3. Rules and Regulations

3.1. Rules and Regulations

The issuance of this RFP does not constitute an agreement that any contract will be entered into by MHA. MHA expressly reserves the right at any time to:

A. Waive or correct any defect or informality in any response, submittal, or submittal procedure.

B. Reject any or all responses.

C. Award an agreement for all or a portion of the Scope of Services

D. Award agreements to multiple providers.

E. Re-issue this RFP or change deadline dates.

F. Modify all/any portion of the selection procedures, prior to the submission deadline, including deadlines for accepting responses, the specifications or requirements for any materials, equipment, or services to be provided under this

RFP, or the requirements for contents or format of the responses.

G. During the evaluation process, request additional information which MHA deems necessary to determine the proposer’s ability to perform the required services. If information is requested, the proposer will have three (3) business days to submit the information.

All responses are public records. If a respondent claims portions of its response are exempt from disclosure, the respondent must clearly identify those portions with the word "Confidential" printed on the lower right-hand corner of the page. MHA will consider a respondent's request for non-disclosure but will make a decision based upon applicable laws. Assertions by a respondent that the entire submittal or large portions are exempt from disclosure will not be honored. All responses to this RFP shall become

MHA’s property and will be retained or disposed of accordingly.

All data and information furnished by MHA or referred to in this RFP are furnished for the respondent's convenience. MHA does not guarantee that such data and information are accurate and assumes no responsibility whatsoever as to its accuracy or interpretation. Respondents shall satisfy themselves as to the accuracy or interpretation of all such information and data.

MHA also reserves the right to negotiate any price or provisions and accept any part, or all parts of any or all responses, whichever is in MHA’s best interest.

All respondents submit their statements with the understanding that the final approval of any agreement is contingent upon and subject to review and final approval by the

MHA Board or Executive Director when appropriate.

3.2. MHA Non-Liability

MHA is not liable for any pre-contractual expenses incurred by the respondent or selected consultant or consultants. MHA shall be held harmless from any/all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this RFP.

3.3. Lobbying

Any party responding to this RFP or a party representing a respondent shall not influence or attempt to influence any member of the selection committee, any member of the Board of Commissioners, or any MHA employee, with regard to the acceptance of a response to this RFP. Any party attempting to influence the RFP process through ex-parte contact may be subject to rejection of their response.

3.4. Duration of Proposal; Cancellation of Awards; Time of the Essence

All proposals will remain in effect and be legally binding for at least ninety (90) days. Unless otherwise authorized by MHA, the selected consultant must execute an agreement for the services requested within twenty (20) days of the MHA notice of intent to award. If agreement on terms and conditions acceptable to MHA cannot be achieved within that timeframe, or if, after reasonable attempts to negotiate such terms and conditions, it appears that an agreement will not be possible, as determined at

MHA’s sole discretion, MHA reserves the right to retract any notice of intent to award and proceed with awards to other consultants, or not award at all.

3.5. Withdrawal and Submission of Modified Proposal

A proposer may withdraw a proposal at any time prior to the submission deadline by submitting a written notification of withdrawal signed by the proposer or his/her authorized agent. Another proposal may be submitted prior to the deadline. A proposal may not be changed after the designated deadline for submission of proposals.

3.6. Protest Process

All protests regarding the procurement action must be in writing and must comply with the timelines and procedures set forth below. Any party aggrieved and directly affected by the solicitation or award of a contract may file a written protest regarding the procurement action with:

Marin Housing Authority

ATTN: Chris Barta

4020 Civic Center Drive

San Rafael, CA 94903

Protests must be filed within seven calendar days from the date MHA issues the notice of intent to award. Failure to file a timely protest constitutes a waiver of any right to protest. Untimely protests will not be accepted or considered. Any protest shall:

• State in detail each ground asserted for the protest, citing to the law, rule, local ordinance, procedure or bid provision on which the protest is based; and

• Identify the remedy sought.

3.7. Sample MHA Services Contract and Mandatory HUD Forms:

A. Contract Form. MHA will not execute a contract on the Contractor’s form— contracts will only be executed on MHA's form (please see Attachment B –

"Supplemental Instructions, General RFP Conditions and MHA Draft Contract"), and by submitting a proposal the proposer agrees to do so (please note that

MHA reserves the right to amend this form as MHA deems necessary). However, MHA will during the RFP process (prior to the posted question deadline) consider any contract clauses that the proposer wishes to include therein and submits in writing a request for MHA to do so. MHA's failure to include proposed clauses does not give the proposer the right to refuse to execute MHA's contract form. Proposers must notify MHA in writing via question format on the

OpenGov.com platform, prior to the posted question deadline, of any contract clause that he/she/they is not willing to include in the final executed contract. MHA will consider and respond to such written correspondence, and if the prospective proposer is not willing to abide by MHA’s response (decision), then that prospective proposer shall be deemed ineligible to submit a proposal.

B. Mandatory HUD Forms. Please note that MHA will not negotiate or modify the provisions of any HUD forms incorporated into this solicitation or the resulting

Contract.

4. Submission Requirements

4.1. IMPORTANT INSTRUCTIONS FOR ELECTRONIC SUBMITTAL

In order to submit proposals, bidders MUST register with OpenGov Procurement at https://procurement.opengov.com/signup (registration is free). Once you have registered with OpenGov, return here and follow the instructions to submit the electronic bid.

MHA will only consider responses received both electronically via OpenGov and by the deadline. Late proposals will not be considered. Please make sure your proposal has been successfully uploaded prior to the deadline. If you have technical issues with

OpenGov.com, please first contact OpenGov support at procurement-support@opengov.com, then Chris Barta (MHA) at (415) 491-2559 cbarta@marinhousing.org.

4.2. PROPOSAL FORMAT -Generally

Because MHA generally awards service contracts on a “Best Value” rather than a “Low

Bid” basis, price is not the sole determining factor. MHA also considers factors like technical expertise, experience, quality of proposed staffing, etc., when choosing the best value for MHA.

To help us properly evaluate your proposal, please include the following minimum information requested below.

4.2(a). --Cover Letter

Please provide a cover letter with your company's name and designated contact. The individual submitting your proposal should also be authorized to legally bind your company.

4.2(b). --Statement of Experience and References

Describe up to three projects similar to this scope of work that you have completed for public agencies, federal government, non-profit organizations, or private companies.

Please discuss the relevance of each project to the scope of this project.

You can also briefly describe additional projects that you feel demonstrate your company’s track record.

Please provide three-to-five references (including names, email and telephone numbers), of former/current clients (ideally the projects referenced above), including public housing authorities, for whom you have performed similar services to those in the attached Scope of Work. If you have worked for MHA in the past, please provide the dates/locations, etc.

4.2(c). --Statement of Qualifications https://procurement.opengov.com/signup mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com

Please discuss the size, stability, and capacity of your organization, including - at a minimum - your total number of years in operation, licenses and certifications, and the number of employees who will provide the services described in the Scope of Work.

Please describe your technical capabilities (in terms of personnel, equipment and materials), management capabilities (including staffing of key positions, method of assigning work and procedures for maintaining level of service, etc.) and subcontractor capabilities. Discuss why you are the best choice for providing the services described in the Scope of Work.

If you intend to use any major subcontractors (i.e., providing 10% or more of the services) and/or if the proposal is a joint venture with another entity, you must disclose the identity of those subcontractors/joint-venturer(s) and include for each subcontractor/joint-venturer all the information required under this RFP.

4.2(d). Staffing and Organizational Capacity

As part of the Preliminary Mobilization and Contract Performance Management Plan, the Proposer will identify the personnel, supervision, equipment, and resources proposed for the Contract.

To accomplish this, MHA requires two related Contract management plans:

(1) Preliminary Mobilization and Contract Performance Management Plan

(Proposal Requirement). Each Proposer will submit one Preliminary Mobilization and

Contract Performance Management Plan with its Technical Proposal. This preliminary plan is intended to demonstrate the Proposer's management approach, operational readiness, staffing strategy, quality-assurance systems, communication procedures, performance-management processes, and overall ability to successfully perform the

Contract.

(2) Final Contract Operations and Performance Management Plan (Post-Award

Requirement).

The proposal-stage Preliminary Plan is the document evaluated by MHA. Following award, the successful Proposer will develop that accepted Preliminary Plan into the

Final Plan in accordance with Attachment A. The components described below are required elements of those plans and are not separate standalone plans unless expressly stated otherwise.

Following award, the successful Proposer shall refine and expand its accepted

Preliminary Mobilization and Contract Performance Management Plan into the Final

Contract Operations and Performance Management Plan required by Attachment A, Section 2.4.

The Final Plan will consist of two coordinated components: (A) Mobilization, Transition, and Initial Operations, governing Contract startup and transition; and (B) the Final Contract Performance Management Plan (“CPMP”), governing ongoing performance management and Contract administration.

The Final CPMP shall establish the detailed performance-management, quality-assurance, inspection, reporting, communication, corrective-action, accountability, and continuous-improvement procedures required by Attachment A and Exhibit D.

4.2(d)(1)(A). Preliminary Mobilization and Contract Performance Management Plan

The Proposer will submit one integrated Preliminary Mobilization and Contract

Performance Management Plan describing how it will successfully mobilize, administer, supervise, monitor, document, and continuously improve Contract performance.

The Plan will demonstrate the Proposer's understanding of the Scope of Work and provide sufficient information for MHA to evaluate the Proposer's management capability, staffing approach, operational readiness, quality-assurance systems, reporting practices, and performance-management methodology.

Following award, the successful Proposer shall refine the accepted Preliminary Plan into the Final Contract Operations and Performance Management Plan required by

Attachment A, Section 2.4, including its Mobilization, Transition, and Initial Operations component and Final Contract Performance Management Plan (CPMP) component.

At a minimum, the plan will address:

• Proposed mobilization schedule.

• Assignment and onboarding of key personnel.

• Deployment of labor, vehicles, equipment, tools, and materials.

• Establishment of communication, reporting, inspection, quality assurance, and escalation procedures.

• Coordination with MHA, redevelopment personnel, and any outgoing service provider, when authorized.

• Procedures for maintaining uninterrupted service during transition.

• Schedule for achieving full operational readiness.

The topics described in Sections 4.2(d)(1) B through I below are considered integral components of the Preliminary Mobilization and Contract Performance Management

Plan.

4.2(d)(1)(B). Service Delivery Approach

The Proposer will describe its overall approach to performing the required landscape maintenance, stormwater drainage maintenance, irrigation monitoring, litter abatement, and related services throughout the contract term.

The proposer at a minimum will describe:

• How work will be planned, scheduled, supervised, and monitored.

• How staffing and resources will be allocated.

• How service quality and performance standards will be consistently achieved.

• The approach to coordinating routine work with optional task-order services when authorized.

The successful Proposer will refine and implement the accepted Preliminary Plan through the Final Contract Operations and Performance Management Plan required by

Attachment A, Section 2.4, including its Mobilization, Transition, and Initial Operations component and Final Contract Performance Management Plan (CPMP) component.

4.2(d)(1)(C). Resident-Centered Service and Community Coordination

The Proposer will describe its approach to performing services within an occupied residential community in a manner that supports resident dignity, safety, accessibility, and quality of life.

At a minimum, describe:

• Procedures for minimizing noise, dust, debris, blocked pathways, and other service-related disruption.

• Methods for maintaining safe pedestrian, vehicle, emergency, and accessible routes during work.

• Expectations for professional, respectful, and culturally responsive employee conduct.

• Procedures for responding appropriately to resident service-related concerns.

• Procedures for protecting resident privacy and avoiding unnecessary entry into exclusive-use areas.

• Procedures for safeguarding resident property and landscaping.

• Methods for coordinating work near resident activities, community events, relocation activities, and redevelopment operations.

Acknowledge that MHA retains responsibility for official resident communications, policy decisions, lease enforcement, and matters outside the

Contractor's contractual authority.

4.2(d)(1)(D). Environmental Stewardship and Asset Preservation

Describe:

• Methods for protecting landscape assets, irrigation infrastructure, and drainage systems.

• Water conservation, irrigation efficiency, and environmental stewardship practices.

• Coordination with redevelopment activities while protecting existing landscape assets.

4.2(d)(1)(E). Risk Management and Issue Resolution

Describe:

• Coordination with redevelopment partners and other contractors.

• Escalation procedures for issues requiring MHA review.

• Notification procedures for resident safety, property damage, drainage failures, irrigation failures, or service interruptions.

4.2(d)(1)(F). Communication and Partnership Approach

Describe:

• Communication protocols with MHA.

• How recommendations requiring MHA review will be documented and communicated.

• The process for distinguishing decisions requiring MHA approval from those within the Contractor's authority.

4.2(d)(1)(G). Contract Administration

Describe:

• How contract compliance will be monitored and maintained.

• Internal quality assurance and management review processes.

• Collaborative problem-solving and contract governance with MHA.

4.2(d)(1)(H). Performance Management and Reporting

As part of its Technical Approach, the Proposer will describe its Performance

Management Approach and demonstrate how it will manage, monitor, verify, document, and continuously improve performance under this Contract.

At a minimum, the Proposer will describe:

• Quality Management: The firm's approach to quality assurance, inspections, supervisory review, and verification that services meet the Contract requirements.

• Performance Monitoring: Methods for monitoring work quality, asset conditions, service levels, identifying deficiencies, and implementing corrective actions.

• Communication and Reporting: Procedures for documenting completed work, communicating significant issues, maintaining performance records, and providing reports to MHA.

• Continuous Improvement: Processes for analyzing performance, identifying recurring issues, implementing corrective actions, and improving service delivery over the contract term.

• Organizational Accountability: The firm's approach to executive oversight, internal accountability, and management review of contract performance.

The management approaches described in this section will become the basis for the Final Contract Performance Management Plan (CPMP) required by

Attachment A. Following award, the successful Proposer will refine these approaches into the detailed operational procedures, reporting systems, inspection protocols, quality-assurance processes, corrective-action procedures, and performance-management practices that will govern Contract performance.

4.2(d)(1)(I). Innovation and Continuous Improvement

Describe:

• Your approach to continuous improvement.

• Examples of innovations implemented on comparable contracts.

The innovation and continuous-improvement approaches described in the Technical

Proposal will be incorporated into the Final Contract Performance Management Plan and implemented throughout the Contract term, as appropriate.

Section 4.2(d)(2) Final Contract Operations and Performance Management Plan

(Post-Award Requirement)

Following award, the successful Proposer will refine and expand its accepted

Preliminary Mobilization and Contract Performance Management Plan into the Final

Contract Operations and Performance Management Plan (“Final Plan”) required by

Attachment A, Section 2.4.

The Final Plan will consist of two coordinated components: (A) Mobilization, Transition, and Initial Operations, governing Contract startup and transition; and (B) the Final

Contract Performance Management Plan (“CPMP”), governing ongoing performance management and Contract administration.

The Final CPMP will build upon the accepted Preliminary Mobilization and Contract

Performance Management Plan and establish the detailed operational procedures, inspection practices, reporting systems, quality-assurance processes, communication protocols, performance-monitoring methods, corrective-action procedures, documentation standards, emergency-response procedures, and administrative practices required by Attachment A and Exhibit D.

The Final Plan and its components will be submitted, implemented, maintained, and updated in accordance with the timeframes and requirements established in Attachment

A, Section 2.4.

4.2(d)(3). Staffing and Organizational Capacity Plan

The Proposer will submit a Staffing and Organizational Capacity Plan identifying the personnel, supervision, equipment, and resources proposed for the Contract.

The Plan will identify, as applicable:

• Executive Sponsor or senior manager responsible for executive oversight;

• Contract Manager responsible for overall Contract performance and communication with MHA;

• Site Supervisor responsible for daily field operations;

• Person responsible for mobilization and transition;

• Personnel responsible for quality assurance and inspections;

• Personnel responsible for reporting and documentation;

• Personnel responsible for irrigation and drainage oversight;

• Personnel responsible for resident-impact coordination;

• Personnel responsible for deficiency correction and corrective action;

• Primary and alternate emergency contacts;

• Primary and backup personnel for essential functions;

• Personnel authorized to make operational decisions;

• Personnel responsible for matters requiring escalation to MHA;

• Organizational structure, reporting relationships, and lines of authority;

• Employee onboarding, site orientation, and occupied-site training;

• Procedures for addressing employee conduct inconsistent with Contract expectations;

• Procedures for maintaining service continuity during absences, vacancies, emergencies, or staffing disruptions; and

• Vehicles, equipment, tools, materials, and other resources available for the

Contract.

The Proposer may provide an organizational chart.

MHA will evaluate whether the proposed staffing, supervision, backup coverage, and resources are reasonable and sufficient for the size, complexity, emergency-response requirements, and occupied-residential nature of the work.

4.2(d)(4). Estimated Labor Allocation

The Proposer will provide an estimated monthly labor allocation by service category.

The Proposer will separately identify anticipated mobilization and transition labor necessary to establish operations. Mobilization assumptions will be consistent with the

Cost Proposal and will not create an entitlement to additional compensation unless specifically authorized by MHA in writing.

The estimated labor allocation should be presented in a format substantially similar to the table below:

Service Category Estimated Monthly Hours

Landscape Maintenance _____

Stormwater Drainage Maintenance _____

Litter and Debris Removal _____

Irrigation Monitoring and Inspection _____

Supervision, Reporting, and Administrative Activities _____

Total Estimated Monthly Hours _____

The estimated labor allocation is requested solely for evaluation and planning purposes. MHA will evaluate the reasonableness of the proposed labor allocation in relation to the Scope of Work and proposed pricing.

The staffing plan and estimated labor allocations will not be construed as minimum staffing requirements, guaranteed workloads, or contractual commitments and will not become binding contract requirements unless specifically incorporated into the final contract by written agreement.

4.2(d)(5). Optional Supporting Information

In addition to the required proposal materials, Proposers may submit supporting documentation such as sample inspection forms, quality control reports, site assessment reports, maintenance schedules, reporting templates, organizational charts, or other supporting materials that demonstrate their ability to successfully perform the required services.

Proposers may also submit:

• An employee code of conduct;

• Occupied-site service protocols;

• A resident-impact checklist;

• An incident-report template;

• A complaint-referral procedure;

• Accessibility and pathway-protection procedures;

• Resident-service training materials;

• A sample mobilization schedule or transition checklist;

• A site-condition or baseline-inspection form;

• An employee-orientation plan;

• An equipment-deployment schedule;

• Sample performance dashboards;

• Quality-assurance reports;

• Corrective-action logs;

• Inspection checklists;

• Performance scorecards; and

• Other materials demonstrating readiness to administer a performance-based

Contract.

4.2(e). Cost/Pricing Proposal Requirements

General: The Cost/Pricing Proposal must be submitted separately from the

Technical Proposal and include all costs necessary to perform the services described in the Scope of Work.

Proposed prices will include all labor, supervision, equipment, tools, materials, transportation, fuel, disposal, reporting, overhead, profit, insurance, permits, taxes, and incidentals required to perform the work. Proposers are responsible for reviewing the site, exhibits, and all solicitation documents and for incorporating all anticipated costs into their proposals.

Failure to provide all requested pricing information may result in the proposal being determined non-responsive.

Pricing Basis

Proposers will submit pricing for:

A. Routine Landscape Maintenance Services;

B. Stormwater Drainage Maintenance Services;

C. Optional Vegetation Management/Annual Fire Fuel Reduction Unit Rates;

D. Additional Services Unit Rates;

E. Emergency Response Unit Rates.

Proposers must not assume that any storage facilities, dumpsters, staging areas, utilities, equipment, or other resources currently utilized by the existing contractor will be available under the resulting contract unless specifically authorized by MHA

The monthly pricing for routine services will remain fixed for the initial contract term unless otherwise authorized by the contract.

MHA reserves the right to determine whether optional services will be priced using contract unit prices, a negotiated lump-sum proposal, time-and-materials subject to a not-to-exceed amount, or another pricing method permitted by the Contract.

Submission of optional unit prices does not create an exclusive right to perform optional services. MHA reserves the right to obtain separate quotations or conduct a separate procurement whenever determined to be in MHA's best interest.

Optional Vegetation Management

MHA may authorize optional vegetation management and fire fuel reduction services during the contract term through written task orders or purchase orders.

No minimum quantity of optional work is guaranteed. Optional services will remain within the general scope of this Contract and will not constitute a separate procurement or guarantee of future work.

Pricing will be based upon Attachment C unit prices or a separately negotiated lump-sum proposal.

MHA reserves the right to obtain separate quotes or procure optional work independently if determined to be in MHA's best interest.

Additional Services

Unit prices submitted for additional services will remain firm throughout the initial contract term and will be used for pricing additional work authorized by MHA.

Submission of unit rates does not guarantee any minimum quantity of work.

Price Validity

Pricing will remain valid for a minimum of ninety (90) calendar days following the proposal due date.

Cost Proposal Form

Proposers must complete and submit the Pricing Sheet attached as Attachment C.

4.2(f). --Section 3 Participation, Supplier Diversity, and Equal Opportunity.

MHA is committed to promoting economic opportunities for low-income persons and businesses in accordance with HUD Section 3 requirements, as applicable.

MHA encourages, but does not require for eligibility or award, participation by Section 3

Business Concerns, Small Business Enterprises (SBEs), Woman-Owned Business

Enterprises (WBEs), Minority-Owned Business Enterprises (MBEs), Disadvantaged

Business Enterprises (DBEs), Veteran-Owned Business Enterprises (VBEs), and other qualified diverse businesses.

If applicable, please describe any Section 3 participation efforts, workforce development initiatives, local hiring programs, supplier diversity practices, subcontracting opportunities, community benefit initiatives, or business certifications that may be relevant to this contract.

If your firm is a Section 3 Business Concern, please provide supporting documentation demonstrating eligibility under current HUD regulations.

If your firm maintains any applicable business certifications, please identify them, including:

• Small Business Enterprise (SBE);

• Woman-Owned Business Enterprise (WBE);

• Minority-Owned Business Enterprise (MBE);

• Disadvantaged Business Enterprise (DBE);

• Veteran-Owned Business Enterprise (VBE); or

• Other relevant certifications.

A firm is not required to be a Section 3 Business Concern or hold any specific business certification in order to submit a proposal or be eligible for award.

MHA encourages participation by Section 3 Business Concerns and other qualified small and diverse businesses. Information provided under this section is intended to assist MHA in understanding a proposer's Section 3 participation and community benefit efforts, but Section 3 Business Concern status or business certifications will not constitute separate scored evaluation criteria under this solicitation.

4.2(g) --Other Information-Misc.

Please feel free to include any other information you feel would help MHA evaluate your proposal.

Late proposals will not be accepted. Late submittals and/or unsigned proposals will not be considered under any circumstances. It is the sole responsibility of the Proposer to see that his/her proposal is submitted on time.

5. Evaluation Process and Criteria

Evaluation Process

MHA will evaluate proposals using a best-value competitive proposal process. Each

Technical Proposal will be evaluated only against the requirements identified in Section

4.2 and Attachment A using the criteria below. Evaluation criteria correspond directly to the proposal requirements identified in Section 4.2.

Phase 1 – Technical Evaluation (please see below)

The Evaluation Committee will review and score only the Technical Proposals using the published evaluation criteria. Cost Proposals will not be provided to evaluators during the technical evaluation phase.

Section 3 Considerations

MHA encourages participation by Section 3 Business Concerns and other qualified small and diverse businesses. Information submitted pursuant to Section 4.2(f) may be reviewed as part of the procurement record; however, Section 3 Business Concern status, resident ownership status, workforce composition, or business certifications do not constitute separate scored evaluation criteria under this solicitation.

A firm is not required to be a Section 3 Business Concern or hold any specific business certification in order to submit a proposal, be eligible for award, or receive full consideration under the published evaluation criteria.

Phase 2 – Cost/Pricing Evaluation (please see below)

Following completion of the technical evaluation, MHA will review and score Cost

Proposals. Cost Proposals will be evaluated for reasonableness, competitiveness, completeness, and overall value. MHA anticipates evaluating cost based primarily upon the Total Evaluated Base Annual Cost submitted in Attachment C, together with the completeness, reasonableness, and competitiveness of the proposed pricing.

Final Ranking

Final rankings will be based upon the combined Technical Proposal and Cost Proposal scores.

MHA reserves the right to conduct interviews, request clarifications, negotiate scope and pricing, request best and final offers, verify proposer representations, contact references, perform site visits to other facilities maintained by the proposer, and investigate the proposer's qualifications, capacity, financial responsibility, and ability to perform the required services.

5.1. Phase 1 - Technical Evaluation

No. Evaluation Criteria Scoring Method Weight (Points)

1. Landscape Maintenance Experience

Evaluation of the proposer's demonstrated experience performing landscape maintenance, grounds maintenance, drainage maintenance, vegetation management, irrigation monitoring, and related services of similar size, complexity, and scope.

Consideration will be given to experience providing services for public agencies, housing authorities, multifamily residential communities, affordable housing developments, campuses, parks, or similar facilities.

Particular emphasis will be placed on experience performing services in occupied residential environments and coordinating work in areas undergoing construction or redevelopment.

The proposer's history of successfully completing similar contracts, maintaining service quality, and meeting performance expectations will be evaluated.

0-100 Points 25 (29.4% of Total)

2. Technical Approach and Preliminary

Mobilization & Contract Performance

Management Plan

Evaluation of the proposer's understanding of the Scope of Work and the quality, completeness, and practicality of the proposed approach to performing the required services.

Consideration will be given to the proposed maintenance methodology, inspection procedures, quality control measures, reporting practices, communication protocols, scheduling approach, safety practices, redevelopment coordination strategy, and ability to maintain service levels throughout the contract term.

MHA will evaluate the quality, completeness, practicality, and feasibility of the Proposer's Preliminary Mobilization and

Contract Performance Management Plan, including the Proposer's demonstrated approach to:

• Mobilization and transition;

• Service delivery and work scheduling;

• Resident-centered service and community coordination;

• Environmental stewardship and asset preservation;

• Risk management and issue resolution;

• Communication and partnership with

MHA;

• Contract administration;

• Performance management, quality assurance, inspections, reporting, and corrective action; and

• Innovation and continuous improvement.

Consideration will also be given to the clarity of roles, authority, accountability, backup coverage, executive oversight, quality-assurance responsibility, reporting responsibility, emergency readiness, and capacity to implement the proposed performance-management approach.

MHA will also evaluate whether the proposed management approach demonstrates a realistic understanding of the operational requirements of Golden

Gate Village, including the ability to establish operations promptly, maintain continuity of service, coordinate with redevelopment activities, minimize resident disruption, protect site assets, document existing conditions, and successfully

0-100 Points 20 (23.5% of Total) implement the requirements of Attachment

A.

Evaluation will also consider the Proposer's demonstrated ability to implement the

Mobilization, Transition, and Initial

Operations requirements and Contract

Performance Management requirements established by Attachment A, including the requirements that will be incorporated into the Final Contract Operations and

Performance Management Plan.

3. Staffing, Organizational Capacity, and

Resources

Evaluation of the proposer's organizational capacity and ability to provide adequate personnel, supervision, equipment, and resources necessary to successfully perform the contract.

Consideration will be given to the qualifications and experience of key personnel, proposed staffing structure, supervision plan, availability of equipment and resources, emergency response capability, quality assurance procedures, and the proposer's ability to maintain continuity of service.

MHA will also consider the reasonableness and adequacy of the proposed staffing plan in relation to the scope and complexity of the services required.

MHA will also evaluate:

• Organizational structure and reporting relationships;

• Qualifications and responsibilities of key personnel;

• Mobilization leadership and operational readiness;

• Adequacy of staffing levels, supervision, backup personnel, and emergency coverage;

• Assignment of quality assurance, inspection, reporting, resident coordination, and corrective-action responsibilities;

• Executive oversight and management accountability;

• Availability of equipment and other resources; and

• The Proposer's demonstrated ability to successfully implement the staffing and mobilization requirements described in

Attachment A.

0-100 Points 15 (17.6% of Total)

4. Drainage Maintenance Experience

Evaluation of the proposer's experience inspecting, maintaining, and restoring stormwater drainage systems, including catch basins, area drains, curb inlets, vegetated swales, drainage channels, hillside drainage facilities, erosion control measures, and related infrastructure.

Consideration will be given to the proposer's demonstrated understanding of drainage system functionality, preventative maintenance practices, reporting procedures, and experience addressing drainage issues in residential, multifamily, hillside, or similar environments. MHA will place particular emphasis on experience maintaining drainage systems that support erosion prevention, flood mitigation, and stormwater conveyance.

0-100 Points 15 (17.6% of Total)

5. Successful Past

Performance/References

Evaluation of the quality of references and demonstrated record of successful contract performance.

Consideration will be given to client satisfaction, quality of work, responsiveness, reliability, adherence to schedules, communication practices, problem-solving ability, safety performance, and overall contract administration. MHA may contact references and may consider information obtained from current or former clients, including public agencies and housing authorities.

0-100 Points 10 (11.8% of Total)

5.2. Phase 2 - Pricing/Cost Evaluation

No. Evaluation Criteria Scoring Method Weight (Points)

1. Proposed Cost/Fees

Evaluation of the overall reasonableness, competitiveness, completeness, and value of the proposed pricing in relation to the services offered.

MHA is seeking the best overall value rather than the lowest price. Cost proposals will be evaluated in conjunction with the technical proposal, demonstrated qualifications, experience, staffing capacity, and ability to successfully perform the required services. Proposers should provide clear, complete, and realistic pricing that reflects a thorough understanding of the Scope of Work.

Optional task-order pricing will be evaluated for completeness, balance, and reasonableness but will not be included in the Total Evaluated Base Annual Cost unless otherwise identified in Attachment

C.

MHA reserves the right to determine whether optional services will be priced using contract unit prices, a negotiated lump-sum proposal, time-and-materials subject to a not-to-exceed amount, or another pricing method permitted by the

Contract.

0-100 Points 15 (100% of Total)

6. Selection Process

6.1. Evaluation of Proposals Regulations

MHA will evaluate proposals in accordance with the Evaluation Process and Criteria set forth in this solicitation. Proposals will first undergo a technical evaluation, followed by a separate cost evaluation.

MHA may reject proposals that are incomplete, non-responsive, fail to meet the minimum requirements of this solicitation, or otherwise do not serve the best interests of

MHA.

6.2. Clarifications and Additional Information

MHA reserves the right to request clarifications, supplemental information, or additional documentation from any proposer to assist in evaluating proposals.

Failure to provide requested information within the timeframe specified by MHA may result in rejection of the proposal.

6.3. Interviews and Presentations

MHA reserves the right, but is not obligated, to conduct interviews, presentations, site visits, reference checks, or other due diligence activities with one or more proposers.

Interviews may be conducted for purposes of clarification and evaluation and may be considered as part of the overall proposal review process.

6.4. Negotiations

MHA reserves the right to negotiate scope, staffing, pricing, contract terms, and other matters, including optional task-order pricing methodologies, with the proposer(s) determined to be most advantageous to MHA.

MHA may request Best and Final Offers (BAFOs) if determined to be in MHA's best interest.

6.5. Recommendation and Award

Following completion of the evaluation process, MHA intends to select the proposer whose proposal is determined to provide the best overall value to MHA.

Selection recommendations shall be subject to all required approvals and execution of a mutually acceptable agreement.

6.6. Reservation of Rights

Nothing in this solicitation obligates MHA to award a contract.

MHA reserves all rights described in this solicitation, including the right to reject any or all proposals, waive minor irregularities, cancel or reissue the solicitation, negotiate with one or more proposers, and take any action determined to be in MHA's best interest consistent with applicable law and procurement requirements.

6.7. Protest Process

All protests regarding the procurement action must be in writing and must comply with the timelines and procedures set forth below. Any party aggrieved and directly affected by the solicitation or award of a contract may file a written protest regarding the procurement action with:

Marin Housing Authority

ATTN: Chris Barta

4020 Civic Center Drive

San Rafael, CA 94903

Protests must be filed within seven calendar days from the date MHA issues the notice of intent to award. Failure to file a timely protest constitutes a waiver of any right to protest. Untimely protests will not be accepted or considered. Any protest shall:

• State in detail each ground asserted for the protest, citing to the law, rule, local ordinance, procedure or bid provision on which the protest is based; and

• Identify the remedy sought.

6.8. Verification of Qualifications

MHA reserves the right to verify proposer qualifications, experience, staffing resources, references, financial responsibility, and ability to perform the required services through reference checks, interviews, site visits, publicly available information, or other reasonable means.

6.9. Administrative Procedures Refinement

Following selection and subject to the final Contract, MHA and the selected Proposer may refine administrative procedures associated with:

• The Final Contract Operations and Performance Management Plan required by

Attachment A, Section 2.4, including its Mobilization, Transition, and Initial

Operations component and Final Contract Performance Management Plan

(CPMP) component;

• Environmental reporting and water-conservation strategies;

• Asset-condition reporting, irrigation optimization, and preventive-maintenance recommendations;

• Report formats, dashboards, documentation standards, record-retention procedures, data-validation processes, reporting schedules, and electronic submission procedures;

• Executive review meetings, governance, action-item tracking, recommendation tracking, executive escalation, strategic performance review, and annual

Contract assessment;

• Resident-impact coordination, access protocols, complaint referral, incident reporting, employee conduct, resident-controlled areas, and communication responsibilities;

• Risk…