Marin_Housing_Authority_(MHA)_Informal_Invitation_for_Bids_for_On-call_Residential_Unit_Cleaning_Services.pdf

GENERAL SOLICITATION

IFB 2026-002

MARIN HOUSING AUTHORITY (MHA) INFORMAL

INVITATION FOR BIDS FOR ON-CALL RESIDENTIAL

UNIT CLEANING SERVICES

Marin Housing Authority

4020 Civic Center Drive

San Rafael, CA 94903

RELEASE DATE: July 20, 2026

DEADLINE FOR QUESTIONS: July 31, 2026

RESPONSE DEADLINE: August 3, 2026, 11:59 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

General Solicitation #IFB 2026-002 Title: Marin Housing Authority (MHA) Informal Invitation for Bids for On-call Residential Unit Cleaning Services https://secure.procurenow.com/portal/marinhousing https://secure.procurenow.com/portal/%7bproject.government.code%7d

Marin Housing Authority

GENERAL SOLICITATION

Marin Housing Authority (MHA) Informal Invitation for Bids for On-call Residential Unit Cleaning Services

I. Introduction II. Project Details

III. Evaluation IV. Vendor Submissions

Attachments:

A - MHA Unit Cleaning SCOPE OF WORK

B - MHA DRAFT Unit Cleaning Blanket Contract

C - Contractor Pricing Table

D - MHA Unit Cleaning Inspection Checklist

E - 5370 C1 (applies to Federally funded properties only)

Title: Marin Housing Authority (MHA) Informal Invitation for Bids for On-call Residential Unit Cleaning Services

1. Introduction

1.1. Summary

The Housing Authority of the County of Marin ("MHA") invites qualified contractors to submit sealed bids to provide On-Call Residential Unit Cleaning Services at various

MHA-owned and managed properties. The Contractor(s) will furnish all labor, supervision, equipment, tools, cleaning products, vehicles, and materials necessary to perform residential cleaning services on an as-needed basis.

These services are intended to support MHA's Property Management and Maintenance operations by providing on-call cleaning services associated with resident move-outs, maintenance and repair activities, water intrusion, pest treatments, emergency events, and other operational needs occurring within occupied and vacant dwelling units.

This solicitation will result in the award of one or more Indefinite Delivery, Indefinite

Quantity (IDIQ) contracts, with a Not-to-Exceed (NTE) aggregate value of up to

$245,000.00 across all awarded contracts. The initial contract term will be one year, with an option to extend for one additional year, for a total potential term of two years.

Work will be authorized on an as-needed basis through individual Purchase Orders

(POs) issued under the awarded contract(s). No minimum amount of work is guaranteed. The NTE cap applies to the cumulative value of all issued POs over the life of the contract.

This solicitation is conducted under MHA's Small Purchase Procedures in accordance with 2 CFR 200.320(b), HUD Handbook 7460.8 Rev 2, and MHA’s 2024 Procurement

Policy.

1.2. Background

Properties and Funding Sources: Services will be performed at multiple properties with different funding sources, which may affect applicable contract clauses/requirements.

Group A: Federally (HUD) funded properties subject to Federal/HUD contract requirements

Golden Gate Village, 496 Units.

Kruger Pines 47 North Knoll Road, Mill Valley, CA 94941. 56 Units.

Homestead Terrace 100 Linden Lane, Mill Valley, CA 94941. 28 Units

Venetia Oaks 263 North San Pedro Road, San Rafael, 94903. 36 Units

Golden Hinde 5 Golden Hind Boulevard, San Rafael, CA 94903. 40 Units

Casa Nova 35 Carmel Drive, Novato, CA 94945. 40 Units.

Title: Marin Housing Authority (MHA) Informal Invitation for Bids for On-call Residential Unit Cleaning Services

(Golden Gate Village is known as "AMP1" and the remaining Group A properties are known as "AMP2").

Group B: State and Non-profit (non-HUD) funded properties

Bradley House 82 Park Rd, Fairfax, CA 95930. 15 units.

Fairfax Vest Pocket Community, 84 Park Road, Fairfax, CA 94930. 6 units.

Isabel Cook. 35 Sunnyside Drive. San Anselmo. 94960. 18 Units.

Sundance Apartments 95 Medway San Rafael 94901. 28 Units

MHA intends to establish a term contract or contracts for the listed properties. Vendors may bid for Group A only, Group B only or both Group A and Group B.

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:

Public Housing

1.4. Timeline

Release Project Date July 20, 2026

Question Submission Deadline July 31, 2026, 11:59pm

Submission Deadline August 3, 2026, 11:59pm mailto:cbarta@marinhousing.org tel:(415)491-2525

Title: Marin Housing Authority (MHA) Informal Invitation for Bids for On-call Residential Unit Cleaning Services

2. Project Details

2.1. Important Instructions: Electronic Submission Required

Marin Housing Authority is accepting bid submissions electronically through the

OpenGov Procurement Portal only.

Bidders must create a free OpenGov account by visiting:

https://procurement.opengov.com/signup. Once registration is complete, return to this solicitation, click "Submit Response," and follow the instructions to upload and submit your bid.

Vendors experiencing technical difficulties with the OpenGov platform should first contact OpenGov Procurement Support at (855) 680-4747 or support@opengov.com for assistance.

If the issue cannot be resolved, vendors should promptly notify MHA's Procurement

Office at cbarta@marinhousing.org prior to the solicitation deadline. MHA may, at its sole discretion, extend the submission deadline for all bidders or take other action deemed appropriate to preserve a fair and competitive procurement. MHA will not accept bids by email or other alternate submission methods unless expressly authorized by a written addendum issued to all prospective bidders.

2.2. Scope of Services

The Contractor will provide residential cleaning services which typically include, but are not limited to:

• General residential cleaning

• Unit preparation for occupancy

• Cleaning following plumbing leaks or minor flooding (non-mitigation)

• Cleaning before or after pest treatment

• Cleaning after maintenance and repair work

• Kitchen cleaning

• Bathroom sanitizing

• Interior appliance cleaning

• Cabinet and drawer cleaning

• Dust and construction debris removal

• Interior window cleaning

• Floor cleaning (vacuuming, sweeping and mopping) https://procurement.opengov.com/signup

Title: Marin Housing Authority (MHA) Informal Invitation for Bids for On-call Residential Unit Cleaning Services

• Heavy cleaning where excessive dirt or debris exists requiring substantially greater effort than routine residential cleaning

• Occupied unit cleaning following maintenance activities

Standard Cleaning includes cleaning of kitchen, bathroom, living areas, bedrooms, interior appliances, cabinets, floors, countertops, sinks, toilets, tubs, showers, mirrors, interior windows, dusting, sweeping, mopping, vacuuming, and removal of trash generated during cleaning.

This Contract does not include mold remediation, asbestos abatement, hazardous waste removal, biohazard remediation, or structural water mitigation unless specifically authorized by MHA.

Work may occur during regular business hours or after-hours (for urgent situations).

Expected Response times are within 3 business days for routine requests and within 24 hours for urgent requests. For Emergency Requests, Contractor shall respond as soon as practicable, but no later than four (4) hours after notification, unless otherwise authorized by MHA.

All work will be performed only upon receipt of a Purchase Order or other written authorization issued by an authorized MHA representative. No additional work beyond the authorized scope will be performed without prior written approval from MHA.

Contractor will furnish all labor, supervision, transportation, equipment, tools, cleaning products, disinfectants, PPE, and other materials necessary to perform the requested services and will comply with manufacturer recommendations and all applicable OSHA requirements . Detailed requirements are contained in Attachment A – Scope of

Work.

2.3. Contractor Performance Standards

Upon completion of the work, unless otherwise directed by MHA:

• Floors will be free of visible dirt, dust, debris, and residue.

• Kitchens and bathrooms will be cleaned and sanitized.

• Appliances included in the work order will be cleaned inside and out.

• Trash generated during cleaning will be removed unless otherwise directed by

MHA.

• No cleaning materials or equipment will remain in the unit.

• Contractor will report any observed property damage or unsafe conditions to

MHA immediately.

Title: Marin Housing Authority (MHA) Informal Invitation for Bids for On-call Residential Unit Cleaning Services

MHA may inspect completed work using the Unit Cleaning Inspection Checklist

(Attachment D) or other inspection procedures established by MHA. The checklist is intended to assist MHA in evaluating contractor performance and acceptance of completed work.

2.4. Pricing

MHA anticipates using two pricing methods under this Contract:

• Fixed unit pricing will generally be used when an entire vacant residential unit requires cleaning in preparation for occupancy.

• Hourly pricing will generally be used for partial-unit cleaning, maintenance-related cleaning, water intrusion cleanup (non-mitigation), pest-related cleaning, occupied-unit cleaning, or other work where a complete unit cleaning is not required.

MHA will identify the applicable pricing method in each Purchase Order.

Service Unit Unit Price

Studio Standard Cleaning Each $

1 Bedroom Standard Cleaning Each $

2 Bedroom Standard Cleaning Each $

3 Bedroom Standard Cleaning Each $

4 Bedroom Standard Cleaning Each $

Heavy Cleaning* Per Unit $

Routine Cleaning Labor Per Hour $

Emergency / After-Hours Cleaning Labor Per Hour $

*Heavy Cleaning means cleaning requiring substantially greater effort than routine residential cleaning due to excessive dirt, grease, residue, trash, pest-related debris, or similar conditions. Use of the Heavy Cleaning line item must be authorized by MHA in the applicable Purchase Order.

An editable version of this table is available as Attachment C. Please complete and save as a PDF.

Title: Marin Housing Authority (MHA) Informal Invitation for Bids for On-call Residential Unit Cleaning Services

2.5. Contract Term and Conditions

• Term: One year from award date, with MHA option to extend for one additional year (up to two years total)

• NTE Amount: Aggregate maximum of $245,000 across all contracts over the two-year period, The aggregate Not-to-Exceed amount represents the maximum potential expenditure under all awarded contracts combined and does not guarantee any minimum volume of work to any contractor.

• MHA may award to one or more vendors, or make no award

• Each task will be authorized via PO referencing the contract

• Contract(s) will be awarded using MHA’s Services Blanket Contract (please see

Attachment B), which serves as a draft template and may be edited or customized by MHA to reflect specific vendor proposals, negotiated terms, and compliance requirements. The final contract will incorporate applicable HUD and/or State clauses, including but not limited to HUD Form 5370-C.

2.6. Licensing and Insurance Requirements

Licensing Requirements:

Contractor shall possess all licenses and registrations required to conduct business in the State of California. Contractor shall maintain all applicable local business licenses throughout the term of the Contract. No specialized contractor's license is required unless otherwise required by law for a specific service..

MHA Standard Insurance Requirements:

1. Commercial General Liability (CGL)

• Minimum Limit:

o $1,000,000 per occurrence o $2,000,000 general aggregate

• Required for: All vendors performing work on MHA property

• Must include:

o Premises and operations o Products and completed operations o Personal and advertising injury o Broad form contractual liability

Title: Marin Housing Authority (MHA) Informal Invitation for Bids for On-call Residential Unit Cleaning Services o Endorsement: "Housing Authority of the County of Marin" named as

Additional Insured

2. Automobile Liability

• Minimum Limit:

o $1,000,000 combined single limit per accident

• Required for: Vendors using vehicles for any MHA-related business (including transport of materials or equipment)

• Coverage must include:

o Owned, hired, and non-owned vehicles

• Endorsement: "Housing Authority of the County of Marin" named as

Additional Insured

3. Workers’ Compensation

• Statutory Coverage: Required under California law for all employees

• Employer’s Liability Limits:

o $1,000,000 each accident o $1,000,000 disease policy limit o $1,000,000 disease each employee

• Required for: All vendors with employees.

o Exemption allowed only if the vendor is a sole proprietor without employees, and submits a signed declaration.

4. Additional Insurance Terms

• Primary and Non-Contributory: Insurance must be primary to any MHA coverage and not require contribution.

• Waiver of Subrogation: Required for Workers’ Compensation and General

Liability.

• Certificate of Insurance (COI): Must be submitted prior to contract execution and updated annually or upon renewal.

2.7. Additional Notes

• All work must comply with local code and safety regulations

Title: Marin Housing Authority (MHA) Informal Invitation for Bids for On-call Residential Unit Cleaning Services

• This solicitation is an Informal Invitation for Bids (IFB) conducted under MHA's

Small Purchase Procedures and applicable HUD procurement requirements.

MHA reserves the right to issue work orders to any awarded contractor based on operational needs, contractor availability, response time, past performance, geographic location, or other factors determined to be in the best interest of MHA.

For assistance, contact: Chris Barta, Procurement Manager

Email: cbarta@marinhousing.org

Phone: 415-491-2525 ext. 708

Title: Marin Housing Authority (MHA) Informal Invitation for Bids for On-call Residential Unit Cleaning Services

3. Evaluation

No. Evaluation Criteria Scoring Method Weight (Points)

1. Best Value Evaluation:

Award(s) will be made to the responsive and responsible bidder(s) whose pricing, qualifications, experience, references, and demonstrated ability to perform the work are determined to be in the best interest of

MHA. MHA reserves the right to award contracts to one or more contractors, and makes no representation that work will be distributed equally among awarded contractors.

In determining responsiveness and responsibility, MHA may consider:

• Price

• Ability to meet response times

• Experience providing residential cleaning services

• References

• Licensing

• Insurance

• Capacity

• Compliance with solicitation requirements

MHA reserves the right to:

• Reject any or all bids

• Waive minor informalities

• Award to one or more bidders

• Negotiate minor clarifications

• Cancel the solicitation if determined to be in MHA's best interest

Multiple awards may be made to ensure adequate contractor availability and timely response.

Pass / Fail 101 (100% of Total)

Title: Marin Housing Authority (MHA) Informal Invitation for Bids for On-call Residential Unit Cleaning Services

4. Vendor Submissions

4.1. Required Bid Documents*

Please upload a complete proposal package, which includes the following:

• Pricing Submission (rates) o Bidders are responsible for reviewing the complete Scope of Work and including all anticipated costs in their bid prices.

o Bidders must upload a pricing table based on Section 2.4/Attachment C. All prices must include labor, supervision, equipment, cleaning supplies, transportation, overhead, profit, and all incidental costs necessary to perform the work.Prices must remain firm for the initial contract term.

• Brief Statement of Experience and Qualifications:

o Years in business o Experience with multifamily housing o Public agency references o Emergency response capability o Number of employees o Service area o Available equipment o Emergency Response Capability (please describe your ability to respond to emergency assignments, including normal business hours, after-hours, weekends and holidays).

Upload Instructions:

Please upload all documents together as one submission via the OpenGov

Vendor Portal. Incomplete submissions may be deemed non-responsive at

MHA’s discretion.

*Response required