RFP.pdf

REQUEST FOR PROPOSALS

FOR

SCHENECTADY MUNICIPAL HOUSING AUTHORITY

Laundry Services

RELEASE DATE: June 3, 2024

RESPONSE DATE AND TIME:

August 6, 2024, by 2:00 PM

SOLICITATION NO: 2024-02

TABLE OF CONTENTS

SECTION I General Terms and Conditions SECTION II Scope of Work SECTION III Evaluation Factors SECTION IV Proposal Format and Instructions SECTION V Proposal Submittal

ATTACHMENTS: (Complete attachments where applicable and returned with proposal)

A) Equipment Specifications B) Organizational Plan C) Previous Experience D) Vend Bid Rates and Commission Percentage E) Representations, Certifications and Other Statements of Bidders

(form HUD-5369-A) F) Instructions to Offerors – Non-Construction (form HUD 5369-B) G) General Conditions for Non Construction Contracts Section 1 (HUD

5370-C1) H) General Conditions for Non Construction Contracts Section 2 (HUD

5370-C2) I) Non-Collusive Affidavit

If it becomes necessary to revise this RFP, amendments will be posted at https://www.bidnetdirect.com/new-york/smha1. It is the responsibility of the proposer to check this website throughout the open bidding period. The Authority will not be responsible for incorrect bids due to proposer’s noncompliance with amendments.

https://www.bidnetdirect.com/new-york/smha1

SECTION I – GENERAL TERMS AND CONDITIONS

1.1 SUMMARY STATEMENT

The Municipal Housing Authority of the City of Schenectady, hereinafter referred to as “Authority,” is seeking a qualified service provider to install and maintain efficient, reliable, water and energy-saving clothes washing machines and dryers for use by residents of the Authority. All equipment must be Energy Star certified.

The intent of this Request for Proposals (RFP) is to award a contract to the responsible firm whose qualifications, price and other factors considered, are the most advantageous to the Authority.

The Authority was created by the New York State Legislature and was validated under the provisions of Article 5 of the former state housing law (refer to Section 405 of the New York State Public Housing Law). The Authority’s jurisdiction includes the City of Schenectady, and the central office is located at 375 Broadway, Schenectady, New York, 12305. The Authority is federally subsidized by the U.S. Department of Housing and Urban Development (HUD) to provide decent, safe, sanitary and affordable housing to low and moderate-income families. The Authority is regulated by the Housing Act of 1937 as amended, and regulations promulgated pursuant thereto, and applicable laws of the State of New York.

1.2 PRE-PROPOSAL CONFERENCE

The scheduled pre-proposal conference will be held on June 26, 2024, at 10:00 a.m., at the Procurement Office at 375 Broadway, Schenectady, NY 12305. The conference is optional, not mandatory. The purpose of this conference is to conduct an overview of the RFP documents, including the attachments. Prospective proposers may also ask questions, though the Authority may require that some such questions are delivered in writing prior to a response. Attendees should bring a copy of the RFP documents to this conference. The Authority will not distribute any copies of the RFP documents at this conference. A tour of the Ten Eyck Apartments, Schonowee Village Apartments and Lincoln Heights Apartments laundry rooms will be offered as part of this conference. It is the responsibility of the proposer to acquaint themselves with the conditions under which the services will be performed. Failure to attend will in no way relieve the contractor of any responsibility imposed by the RFP and subsequent contract.

1.3 PROCUREMENT METHOD

This contract will be awarded in accordance with the Competitive Proposal procurement method per the Authority’s Procurement Policy. The intent of this RFP is to award a contract to the responsible firm whose qualifications, price and other factors considered, are the most advantageous to the Authority.

1.4 CONTRACT DURATION

The contract resulting from this RFP shall be for the period of two (2) years. The Authority shall have the exclusive option to renew for three (3) additional one (1) year terms. Renewal shall commence automatically unless the Authority gives the proposer thirty (30) days’ notice of its intent not to renew.

1.5 INDEPENDENT CONTRACTOR

It is expressly understood and agreed by both parties hereto that the Authority is contracting with the successful proposer as an independent contractor. The parties hereto understand and agree that the Authority shall not be liable for any claims which may be asserted by any third party occurring in connection with the services to be performed by the successful bidder under this contract and that the successful bidder has no authority to bind the Authority.

1.6 CONTRACTOR RESPONSIBILITY

Procurements shall be conducted only with responsible parties, i.e., those who have the technical and financial competence to perform and who have a satisfactory record of integrity (including a review of the List of Parties Excluded from Federal Procurement and Non-procurement programs published by the U.S. General Services Administration), compliance with public policy, record of past performance (including contacting previous clients of the contractor, such as other Authorities), and have all applicable licenses and financial and technical resources. If a prospective contractor is found to be non-responsible, a written determination of non-responsibility shall be prepared and included in the contract file, and the prospective contractor shall be advised of the reasons for the determination.

Contracts shall not be awarded to debarred, suspended or ineligible contractors. Contractors may be suspended, debarred, or determined ineligible by HUD in accordance with HUD regulations (24 CFR Part 2424) when necessary to protect the Authority in its business dealings.

1.7 CONDITIONS FOR SUBCONTRACTING AND APPROVALS

The Contractor may not subcontract any portion of the services provided under this RFP without obtaining the prior written approval of the Authority, which approval the Authority may withhold or condition in its sole and absolute subjective discretion. The Authority shall not be responsible for the fulfillment of the contractor’s obligations to their subcontractors.

1.8 MANDATORY CONTRACTUAL TERMS

By submitting a proposal in response to this RFP, a bidder, if selected for award, shall be deemed to have accepted the terms of this RFP, and any revisions thereto, and this RFP shall be made a part of the engagement contract with the successful bidder.

1.9 INDEMNITY

Contractor covenants and agrees to fully indemnify and hold harmless the Authority and the elected officials, employees, officers, directors, and representatives of the Authority, individually or collectively, from and against any and all costs, claims, liens, damages losses, expenses, fees, fines, penalties, proceedings, actions, demands, causes of action, liability and suits of any kind and nature, including but not limited to, personal injury or death and property damage, made upon the Authority, directly or indirectly arising out of resulting from or related to contractor’s activities under this contract, including any acts or omissions of contractor, any agent, officer, director, representative, employee, consultant or subcontractor of contractor, and their respective officers, agents, employees, directors and representatives while in the exercise or performance of the rights or duties under this contract, all without, however, waiving any governmental immunity available to the Authority under New York State law and without waiving any defenses of the parties under New York State law. The provisions of this indemnification are solely for the benefit of the parties hereto and not intended to create or grant any rights, contractual or otherwise, to any other person or entity. Contractor shall promptly advise the authority in writing of any claim or demand against the Authority or contractor known to contractor related to or arising out of contractor’s activities under this contract and shall see to the investigation and defense of such claim or demand at contractor’s cost. The Authority shall have the right, at its option and at its own expense, to participate in such defense without relieving contractor of any of its obligations under this paragraph.

It is the express intent of the parties to this contract, that the indemnity provided for in this section, is an indemnity extended by contractor to indemnify, protect and hold harmless the Authority from consequences of the Authority’s own negligence, provided however, that the indemnity provided for in this section shall apply only when the negligent act of the Authority is a contributory cause of the resultant injury, death, or damage, and shall have no application when the negligent act of the Authority is the sole cause of the resultant injury, death, or damage. Contractor further agrees to defend, at its own expense and on behalf of the Authority and in the name of the Authority, any claim or litigation brought against the Authority and its elected officials, employees, officers, directors and representatives, in connection with any such injury, death, or damage for which this indemnity shall apply, as set forth above.

1.10 PROFESSIONAL LIABILITY AND WORKERS COMPENSATION INSURANCE

Prior to the commencement of any work, contractor shall furnish copies of all required endorsements and an original completed certificate(s) of insurance to the Authority, which shall be clearly labeled “Laundry Services.” The original Certificate(s) shall be completed by an agent and signed by a person authorized by that insurer to bind coverage on its behalf. The Authority will not accept Memorandum of Insurance or Binders as proof of insurance. The original certificate(s) or form must have the agent’s original signature, including the signer’s company affiliation, title and phone number, and be mailed, with copies of all applicable endorsements, directly from the insurer’s authorized representative to the Authority. The Authority shall have no duty to pay or perform under this Contract until such certificate and endorsements have been received and approved by the Authority. No officer or employee shall have authority to waive this requirement. The contractor shall provide the Authority with current certificates of insurance for all coverage required by the terms of this contract, naming the Municipal Housing Authority of the City of Schenectady and the U.S. Department of Housing and Urban Development as Additional Insured.

The Authority reserves the right to review the insurance requirements of this Article during the effective period of this contract and any extension or renewal hereof and to modify insurance coverage and their limits when deemed necessary and prudent by Authority’s Risk Manager based upon changes in statutory law, court decisions, or circumstances surrounding this contract. In no instance will the Authority allow modification whereupon the Authority may incur increased risk.

A contractor’s financial integrity is of interest to the Authority; therefore, subject to contractor’s right to maintain reasonable deductibles in such amounts as are approved by the Authority, contractor shall obtain and maintain in full force and effect for the duration of this contract, and any extension hereof, at contractor’s sole expense, insurance coverage written on an occurrence basis, by companies authorized and admitted to do business in the State of New York and with an A.M. Best’s rating of no less than A- (VII), in the following types and for an amount not less than the amount listed:

Type Amount

Workers Compensation Employer’s Liability

Statutory

Commercial General (public) Liability Insurance to include coverage for the following:

a. Premises operations

b. Independent contractors

c. Products/completed operations

d. Personal Injury

e. Contractual Liability

f. Broad form property damage, to include fire legal liability

For Bodily Injury and Property Damage of $1,000,000 per occurrence; $2,000,000 General Aggregate, or its equivalent in Umbrella or Excess Liability Coverage

(f) $50,000

Business Automobile Liability

a. Owned/leased vehicles

b. Hired Vehicles

Combined Single Limit for Bodily Injury and Property Damage of $1,000,000.00 per occurrence

Non-Business Owned Vehicles Each vehicle must have evidence of automobile insurance coverage with limits of no less than $100,000.00/$300,000.00 and medical pay of $5,000.00

The Authority shall be entitled, upon request and without expense, to receive copies of the policies, declarations page and all endorsements thereto as they apply to the limits required by the Authority, and may require the deletion, revision, or modifications of particular policy terms, conditions, limitations or exclusions (except where policy provisions are established by law or regulation binding upon either of the parties hereto or the underwriter of any such policies).

Contractor shall be required to comply with any such requests and shall submit a copy of the replacement certificate of insurance to the Authority at the address listed below within 10 days of the requested change. Contractor shall pay any costs incurred resulting for said changes.

Contractor agrees that with respect to the above required insurance, all insurance policies are to contain or be endorsed to contain the following required provisions:

• Name the Authority and its officers, officials, employees, volunteers, and elected representatives as additional insured by endorsement, as respects operations and activities of, or on behalf of, the named insured performed under contract with the Authority, with the exception of the workers’ compensation and professional liability policies;

• Provide thirty (30) calendar days advance written notice directly to the Authority of any suspension, cancellation, non-renewal or material change in coverage, and not less than ten (10) calendar days advance written notice for nonpayment of premium.

Within five (5) calendar days of a suspension, cancellation, or non-renewal of coverage, contractor shall provide a replacement Certificate of Insurance and applicable endorsements to the Authority. The Authority shall have the option to suspend contractor’s performance should there be a lapse in coverage at any time during this contract. Failure to provide and to maintain the required insurance shall constitute a material breach of this contract.

Nothing herein contained shall be construed as limiting in any way the extent to which contractor may be held responsible for payments of damages to persons or property resulting from contractor’s or its subcontractors’ performance of the work covered under this agreement.

It is agreed that contractor’s insurance shall be deemed primary with respect to any insurance or self-insurance carried by the Authority for liability arising out of operations under this contract.

It is understood and agreed that the insurance required is in addition to and separate from any other obligation contained in this contract.

1.11 PAYMENT TERMS

Payment of commission to the Authority shall be based on monthly statements of gross income prepared by the service provider and submitted on a quarterly basis with the payments. The service provider is responsible for verifying the accuracy of the collections and statements.

The service provider shall maintain an accurate and complete account of all receipts and supply any records associated with this account upon the Authority’s written request.

1.12 SECTION 3

This solicitation is covered under Section 3 of the HUD Act of 1968, including the most recent Final Rule Effective November 30, 2020. That new rule deals with Hours Worked by low-income persons that reside in the project area. The final requirements and documents are being developed and you agree to adhere to the new rule and its requirements, if awarded a contract with the Authority. The requirements include but are not limited to supplying hours worked each week by you and/or your employees onsite. You agree to use any software the Authority may utilize to collect these hours worked. This software may require you to submit the payrolls of the hours worked for each employee even though this project is not covered under the Department of Labor’s Davis Bacon and Related Acts. If you are not asked to submit payrolls for the hours worked by your employees, you will be asked to submit the hours worked by you and/or your employees on a monthly basis via email or other approved method. You also agree that you and any subcontractor will cooperate with any vendor the Authority hires to administer the Section 3 Program on behalf of the Authority which includes but isn’t limited to completing forms and submitting payrolls to this vendor.

SECTION II – SCOPE OF WORK

2.1 SCOPE OF WORK

The Authority is seeking a qualified service provider to install and maintain efficient, reliable, water and energy-saving card-reader (no coin) clothes washing machines and dryers for Authority residents and to maintain the equipment.

2.2 GENERAL REQUIREMENTS

The successful proposer shall coordinate removal and replacement of the existing equipment and install all new dryers and ENERGY STAR-rated washers, all at the Service Provider's expense. Washers and dryers shall have varied cycles. Such equipment shall be connected to existing electric, water and sewer lines serving the community laundry rooms in which the equipment is to be placed. The successful proposer shall pay the Authority an agreed-upon commission of the gross income from the operations of said equipment. A commission price for the machines shall be submitted in the proposal.

2.3 WASHER/DRYER EQUIPMENT LIST AND LOCATIONS (Current Vends Below)

*Please note, the upcoming contract will have 21 Washers and 21 Dryers. The current Contract has 22 washers and 22 dryers. The washer and dryer on the 4th floor in the Ten Eyck will be deleted from this solicitation.

Development Address Equipment Quantity Standard Cycle

Super Cycle

Ten Eyck Apartments 375 Broadway, Schenectady, NY 5 Laundry Rooms: Basement & floors 3, 4, 6, 7.

Washers: 8 $1.50 $1.75

Dryers: 8 $1.50 N/A

Schonowee Village – Building 5 Hamilton & Millard Streets, Schenectady, NY

3 Laundry Rooms, all on 2nd floor.

Washers: 4 $1.50 $1.75

Dryers: 4 $1.50 N/A

Schonowee Village – Building 6 Hamilton & Millard Streets, Schenectady, NY

2 Laundry Rooms, 2nd & 3rd floors.

Washers: 2 $1.50 $1.75

Dryers: 2 $1.50 N/A

Schonowee Village – Building 7 Hamilton & Millard Streets, Schenectady, NY

3 Laundry Rooms, two 2nd floor, one 3rd floor.

Washers: 3 $1.50 $1.75

Dryers: 3 $1.50 N/A

Schonowee Village – Building 8 Hamilton & Millard Streets, Schenectady, NY

1 Laundry Rooms, on 2nd floor.

Washers: 2 $1.50 $1.75

Dryers: 2 $1.50 N/A

Lincoln Heights Veeder Avenue, Schenectady, NY 1 Laundry Room, 1st floor Community Room.

Washers: 3 $1.50 $1.75

Dryers: 3 $1.50 N/A

Totals Washers: 22 Dryers: 22

2.4 CARD OPERATED PAYMENT SYSTEM EQUIPMENT AND LOCATIONS

One Card Value Center to be installed in the public lobby of Ten Eyck Apartments, 2nd floor, 375 Broadway and at the Lincoln Heights Community Center. This value center will dispense cards to operate the card-operated payment systems installed on the washer/dryer equipment. The cards will be refillable at a Card Value Center, which will accept both cash and charge cards to add value to residents’ cards. The Authority reserves the right to ask the vendor for another value-added machine at no additional cost to the Authority or its tenants.

2.5 WASHER/DRYER EQUIPMENT DESCRIPTION

The Authority currently has 22 washers and 22 dryers in the 6 buildings listed above. The existing equipment is owned by the CSC Service Works, Inc. The gross amount collected from laundry machines for the most recent one-year period was approximately $44,000. The selected service provider shall service and maintain the current number of machines at the locations described at one consistent vend per standard washer load, per super cycle washer load, and per dryer load that will be bid on as part of this RFP. Drying time shall be 1 hour per load. Machine counts and locations and vend amounts may be changed by written Change Order at future times under the Contract that will result from this RFP. No machines may be added or removed from Authority properties without the prior written approval through an executed Change Order to the Contract to result from this RFP.

Washers and dryers shall be heavy duty, "commercial"-type coinless/card reader machines, and in the quantity specified. The washing machines shall be front-loading (horizontal axis), with variable settings, and be high efficiency, Energy Star commercial machines. All equipment shall meet washing and drying recommendations of current clothing manufacturers regarding wash and wear permanent press and regular articles of clothing.

Install and vent each machine in accordance with the manufacturer's recommendations.

Affix a permanent label, decal or sign to each machine clearly outlining the machine's operating instructions. Braille and other language translations shall be available upon the Authority’s request.

All equipment shall be connected to existing electric, water and sewer lines serving the community laundries in which the equipment is to be placed.

2.6 MAINTENANCE OF EQUIPMENT AND LAUNDRY ROOMS

The service provider shall:

• Service, maintain and ensure that all machines operate in accordance with the manufacturer's recommended performance standards.

• Maintain the equipment and be responsible for cleaning the vent lines and lint filters in accordance with the manufacturer's recommendations. Clean all lint filters at least once a month to prevent accumulation of lint and other foreign matter.

• Clean all dryer vents from the dryers to the termination of the vents outside the building. The vent lines shall be inspected annually. All vent lines shall be cleaned as often as needed to allow the equipment to operate within the manufacturer’s recommended performance standards at the service provider's expense. Vents shall be maintained to be free of lint and debris that could reduce air flow.

• All inspection and cleaning of lint catchers and vent ductwork shall be documented in an activity log (denoting person performing inspection, inspection results, corrective action taken, date and time, photo documentation) that shall be submitted to Authority upon request.

• Ensure dryer venting and areas behind the machines are cleaned after any removal of old equipment and left free of lint and other foreign matter prior to the installation of any new equipment.

• Be responsible for connecting dryers to the dryer vents in compliance with all applicable codes to assure proper duct assembly and connection to the dryers, and thus greatly reduce lint build up within the duct work.

• Provide service for the equipment 24 hours per day and seven days per week. All equipment shall be serviced within 24 hours of notification by the Authority or by a tenant. If equipment is in need of replacement, the service provider shall first notify the Authority, then replace the faulty equipment within 24 hours.

• Make a refund to any tenant losing money in a malfunctioning machine.

• Promptly attach to any malfunctioning machine an "Out of Order" sign that blocks card reader slots. Maintain in prominent view in each laundry room a permanent sign clearly stating the name and address of the service provider, direct phone numbers and/or persons to contact for service and for refunds.

• Be responsible for damage to the laundry room or to other parts of the building resulting from malfunction or improper maintenance of the equipment.

2.7 MAINTENANCE EXCLUSIONS

The Authority is responsible for the dryer and washer electrical outlets, and for replacing dryer vent lines, water supply lines and wastewater drain lines in the walls.

SECTION III – EVALUATION FACTORS

3.1 EVALUATION OF AUDIT PROPOSALS

Proposals shall be evaluated only on the criteria stated in this RFP in accordance with the Competitive Proposal procurement method. The criteria will be fairly and thoroughly evaluated by an Evaluation Committee that will make a recommendation to the Authority Board of Commissioners. All proposals will be rated on a scale of 0 to 100 points, with criteria weighted as listed below. All vendors shall respond to, and will be rated on, the following criteria, which shall be submitted in the format defined in Section 4.3.

RATING FACTOR

MAXIMUM

POINTS

Equipment Specifications:

- Refer to “Section 2 - Scope of Work,” and using the form attached to this RFP labeled “Attachment - A - Equipment Specifications,” describe the machines your company proposes to install.

Organizational Plan:

- Using the form attached to this RFP labeled “Attachment - B – Organizational Plan,” address each of the items on the form and in the order requested.

Previous Experience and Ability to Perform the Work:

- Using the form attached to this RFP labeled “Attachment - C – Previous Experience/Ability to Perform the Work,” address each of the items on the form and in the order requested.

Vend Rates and Commission Percentage:

- Using the form attached to this RFP labeled “Attachment - D – Vend Rates & Commission,” provide the vend rates and percentage of gross amount collected to be paid to the Authority.

MAXIMUM ALLOWABLE POINTS

A contract will be awarded to the responsible firm whose qualifications, price and other factors considered, are the most advantageous to the Authority.

SECTION IV – PROPOSAL FORMAT AND INSTRUCTIONS

4.1 POINT OF CONTACT

The sole point of contact at the Authority for purposes of this RFP prior to the award of a contract is the Authority’s Procurement Administrator. All contact relative to this RFP should be made in writing and directed to:

Steve Tama, Procurement Administrator Schenectady Municipal Housing Authority 375 Broadway Schenectady, NY 12305 E-mail: stama@smha1.org

4.2 REQUEST FOR INFORMATION

Any prospective proposer desiring an explanation or interpretation of this RFP must request in writing, e-mail or regular mail, such request for information no later than July 26, 2024.

Questions may also be asked at the pre-proposal conference on June 26, 2024. Requests shall be directed to the Authority at the address listed in Section 4.1, herein. Any information given to a prospective bidder concerning the solicitation will be furnished promptly to all prospective bidders, if that information is necessary in submitting an offer or if the lack of it would be prejudicial to any other prospective bidder. Oral explanations or instructions given before the award of the contract will not be binding on contract performance.

4.3 PROPOSAL FORMAT

COMPANIES INTERESTED IN RESPONDING TO THIS RFP MUST SUBMIT THE FOLLOWING

INFORMATION, IN THE ORDER SPECIFIED BELOW. BE SURE TO ADDRESS ALL SELECTION

CRITERIA (SECTION 3.1) IN YOUR RESPONSE.

TAB 1: Title page should include the proposal subject, the company name, address, telephone number, fax number, e-mail address, contact person, date of the proposal, and Federal ID Number;

TAB 2: A table of contents with page numbers;

TAB 3: A transmittal letter briefly introducing the firm and stating the service to be provided;

TAB 4: Response to Rating Factor: Equipment Specifications. Refer to “Section 2 Scope of Work,” and, using the form attached to this RFP labeled “Attachment - A - Equipment Specifications,” describe the machines your company proposes to install.

TAB 5: Response to Rating Factor: Organizational Plan. Using the form attached to this

RFP labeled “Attachment - B – Organizational Plan,” address each of the items on the form and in the order requested.

TAB 6: Response to Rating Factor: Previous Experience. Using the form attached to this RFP labeled “Attachment - C – Previous Experience/Ability to Perform the Work,” address each of the items on the form and in the order requested.

TAB 7: Response to Rating Factor: Commission. Using the form attached to this RFP labeled “Attachment - D – Vend Rates & Commission,” provide the vend rates and percentage of gross amount collected to be paid to the Authority.

TAB 8: Completed Attachment – E: Representations, Certifications, and Other

Statements of Bidders (form HUD-5369-A);

TAB 9: Attachment - F: Instructions to Offerors – Non-Construction (form HUD 5369-B)

TAB 10: Attachment - I: Completed Non-Collusive Affidavit

4.4 GENERAL INFORMATION

A. Prepare your proposal in a practical, clear, and straightforward manner. All prices and amounts must be understandable when electronically submitted. Bids containing any conditions, omissions, unexplained erasures or alterations, or irregularities of any kind, may be rejected by the Authority.

B. Refer to Section III, Evaluation Factors, for the criteria that will be used to evaluate bids.

C. The Proposal shall be signed by an official authorized to bind the company.

D. Proposals submitted are irrevocable for 90 days following the closing date. This period may be extended at the Authority’s request only with the bidder’s written consent.

E. Unless there is no need for negotiations with any other proposers, negotiations shall be conducted with proposers who submit proposals determined to have a reasonable chance of being selected for award, based on evaluation against the technical and price factors as specified in the RFP. Such proposers shall be accorded fair and equal treatment with respect to any opportunity for negotiation and revision of proposals. The purpose of negotiations shall be to seek clarification with regard to and advise solicitors of the deficiencies in both the technical and price aspects of their proposals so as to assure full understanding of the conformance to the solicitation requirements. No proposer shall be provided any information about any other proposer’s proposal, and no proposer shall be assisted in bringing its proposal up to the level of any other proposal. Proposers shall not be directed to reduce their proposed prices to a specific amount in order to be considered for award. A common deadline shall be established for receipt or proposal revisions based on negotiations.

F. Any actual or prospective contractor may protest the solicitation or award of a contract for the serious violations of the principles of this Statement. Any protest against a solicitation must be received before the due date for receipt of bids or proposals, and any protest against the award of a contract must be received within ten calendar days after contract award, or the protest will not be considered. All bid protests shall be in writing, submitted to the Contracting Officer or designee, who shall issue a written decision on the matter. The Contracting Officer may at his discretion, suspend the procurement pending resolution of the protest, if warranted by the facts presented.

G. Cancellation of solicitations: This RFP may be canceled before offers are due if: The Authority no longer requires the supplies, services or construction; the Authority can no longer reasonably expect to fund the procurement; proposed amendments to the solicitation would be of such magnitude that a new solicitation would be desirable; or similar reasons.

A solicitation may be canceled and all bids or proposals that have already been received may be rejected if: the supplies, services, or construction are no longer required;

ambiguous or otherwise inadequate specifications were part of the solicitation; the solicitation did not provide for consideration of all factors of significance to the Authority; prices exceed available funds; there is reason to believe that bids or proposals may not have been independently arrived at in open competition, may have been collusive, or may have been submitted in bad faith; or for good cause of a similar nature when it is in the best interest of the Authority.

The reasons for cancellation shall be documented in the procurement file and the reasons for cancellation and/or rejection shall be provided upon request to any proposer solicited.

A notice of cancellation shall be sent to all proposers solicited and, if appropriate, shall explain that they will be given an opportunity to compete on any solicitation or future procurement of similar items.

If all otherwise acceptable proposals are received in response to an RFP are at unreasonable prices, or only one bid is received and the price is unreasonable, the Authority shall cancel the solicitation and either: a) Re-solicit using a request for proposals; or b) Complete the procurement by using the competitive proposals method (when more than one otherwise acceptable bid has been received), or by using the noncompetitive proposals method (when only one bid is received at an unreasonable price); provided, that the Contracting Officer determines in writing that such action is appropriate, all bidders are informed of the Authority's intent to negotiate, and each responsible bidder is given a reasonable opportunity to negotiate.

4.5 AMENDMENTS TO RFP

If it becomes necessary to revise this RFP, amendments will be posted at https://www.bidnetdirect.com/new-york/smha1. It is the responsibility of the proposer to check this website throughout the open bidding period. The Authority will not be responsible for incorrect bids due to proposer’s noncompliance with amendments.

https://www.bidnetdirect.com/new-york/smha1

SECTION V – PROPOSAL SUBMITTAL

5.1 FORM OF SUBMITTAL

Proposal are to be submitted electronically via BidNets website in the format outlined in Section 4.3

Schenectady Municipal Housing Authority 375 Broadway Schenectady, NY 12305

Attention: Steve Tama, Procurement Administrator

LAUNDRY SERVICES

SOLICITATION NO: 2024-02

5.2 DELIVERY OF PROPOSAL

For consideration, responses shall be received by SMHA no later than August 6, 2024, at 2:00 PM Eastern Standard Time (EST) via an electronic submission through the BidNet website.

5.3 RESPONSE DATE AND TIME

The response date and time is:

August 6, 2024 @ 2:00 PM

Attachment - A

EQUIPMENT SPECIFICATIONS

(Solicitation No. 2024-02)

Describe below the machines your company proposes to install if it is selected as the successful proposer under this Request for Proposals. Include the following:

(You may attach additional pages to this form if more room is required)

WASHER DRYER

Manufacturer

Model Number

Load Capacity

Length of Cycles

RPM of High-Spin Cycle

NA

Speed and Variable Settings

Energy and Water Savings Rating

Estimated Gallons of Water Used Per Washer Load

Estimated Drying Time Per Load

Description of Card Reader Mechanisms

In what languages (include Braille) do you have the equipment operations signs translated and available for installation?

Attach brochures with specifications for all proposed machines, including the card dispenser described in the Scope of Work, Section 2.4.

Attachment - B

ORGINIZATIONAL PLAN

On separate pages, please respond to each of the following items below in the order they are given:

1. Describe in Detail how your company will maintain and repair machines.

2. The number of service technicians and trucks you have currently serving the Capital District.

3. Location and size of shop facilities.

4. Your procedure for repairing/replacing machines when a malfunction is reported.

Include turn-around time in which the Authority can expect the malfunction to be repaired.

5. Explain how you handle refunds and how soon a resident may expect to receive the refund.

6. Explain your collection system. What safeguards do you have to insure accurate meter readings are obtained? How often are collections made?

7. Describe your card operated payment system, including the card value center to be installed to dispense cards that will operate the card-operated washers and dryers.

Explain whether you have the capability to provide the equipment described in the RFP.

Attachment - C

PREVIOUS EXPERIENCE/ABILITY TO PERFORM THE WORK

On separate pages, please respond to each of the following items:

1. Describe your company's previous experience and capability of providing the requested services described under Section 2, Scope of Work.

2. Indicate the names and the size (number of units) of multi-family developments that your company currently services and in what locations.

3. State the names and locations of all federally assisted low-income housing agencies your company currently services, as well as those your company has serviced over the past five (5) years.

Attachment - D

VEND RATES AND COMMISSION PERCENTAGE

(Solicitation No. 2024-02)

Years 1 & 2 Year 3 & 4 Year 5

Development Address Equipment Quantity Standard

Cycle Super Cycle

Standard Cycle

Super Cycle

Standard Cycle

Super Cycle

Ten Eyck Apartments 375 Broadway, Schenectady, NY 5 Laundry Rooms:

Basement & floors 3, 6, 7.

Washers: 7 $ $ $ $ $ $

Dryers: 7 $ N/A $ N/A $ N/A

Schonowee Village – Building 5 Hamilton & Millard Streets, Schenectady, NY 3 Laundry Rooms, all on 2nd floor.

Washers: 4 $ $ $ $ $ $

Dryers: 4 $ N/A $ N/A $ N/A

Schonowee Village – Building 6 Hamilton & Millard Streets, Schenectady, NY 2 Laundry Rooms, 2nd & 3rd floors.

Washers: 2 $ $ $ $ $ $

Dryers: 2 $ N/A $ N/A $ N/A

Schonowee Village – Building 7 Hamilton & Millard Streets, Schenectady, NY 3 Laundry Rooms, two 2nd floor, one 3rd floor.

Washers: 3 $ $ $ $ $ $

Dryers: 3 $ N/A $ N/A $ N/A

Schonowee Village – Building 8 Hamilton & Millard Streets, Schenectady, NY 1 Laundry Rooms, on 2nd floor.

Washers: 2 $ $ $ $ $ $

Dryers: 2 $ N/A $ N/A $ N/A

Lincoln Heights Veeder Avenue, Schenectady, NY 1 Laundry Room, 1st floor Community Room.

Washers: 3 $ $ $ $ $ $

Dryers: 3 $ N/A $ N/A $ N/A

Totals Washers: 21 Dryers: 21

State on the line provided below the percentage of commission (percentage of gross revenue collected from the operation of clothes washing and drying machines) that you propose paying to the Authority.

The cost to the users of shall be fixed to the bid prices on this attachment, the proposer offers and agrees, if the proposal is accepted, to pay the Authority:

________________________ percent of the gross revenue collected from each machine.

form HUD-5369-A (11/92)Previous edition is obsolete

Representations, Certifications, and Other Statements of Bidders

Public and Indian Housing Programs

U.S. Department of Housing and Urban Development Office of Public and Indian Housing

Attachment E

Representations, Certifications, and Other Statements of Bidders Public and Indian Housing Programs

Table of Contents

Clause Page

1. Certificate of Independent Price Determination 1

2. Contingent Fee Representation and Agreement 1

3. Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions 1

4. Organizational Conflicts of Interest Certification 2

5. Bidder's Certification of Eligibility 2

6. Minimum Bid Acceptance Period 2

7. Small, Minority, Women-Owned Business Concern Representation 2

8. Indian-Owned Economic Enterprise and Indian Organization Representation 2

9. Certification of Eligibility Under the Davis-Bacon Act 3

10. Certification of Nonsegregated Facilities 3

11. Clean Air and Water Certification 3

12. Previous Participation Certificate 3

13. Bidder's Signature 3

1. Certificate of Independent Price Determination

(a) The bidder certifies that--

(1) The prices in this bid have been arrived at independently, without, for the purpose of restricting competition, any consultation, communication, or agreement with any other bidder or competitor relating to (i) those prices, (ii) the intention to submit a bid, or (iii) the methods or factors used to calculate the prices offered;

(2) The prices in this bid have not been and will not be knowingly disclosed by the bidder, directly or indirectly, to any other bidder or competitor before bid opening (in the case of a sealed bid solicitation) or contract award (in the case of a competitive proposal solicitation) unless otherwise required by law; and

(3) No attempt has been made or will be made by the bidder to induce any other concern to submit or not to submit a bid for the purpose of restricting competition.

(b) Each signature on the bid is considered to be a certification by the signatory that the signatory--

(1) Is the person in the bidder's organization responsible for determining the prices being offered in this bid or proposal, and that the signatory has not participated and will not participate in any action contrary to subparagraphs (a)(l) through (a)(3) above; or

(2) (i) Has been authorized, in writing, to act as agent for the following principals in certifying that those principals have not participated, and will not participate in any action contrary to subparagraphs (a)(l) through (a)(3) above.

_______________________________________________ [insert full name of person(s) in the bidder's organization responsible for determining the prices offered in this bid or proposal, and the title of his or her position in the bidder's organization];

(ii) As an authorized agent, does certify that the principals named in subdivision (b)(2)(i) above have not participated, and will not participate, in any action contrary to subparagraphs (a)(1) through (a)(3) above; and

(iii) As an agent, has not personally participated, and will not participate in any action contrary to subparagraphs (a)(1) through (a)(3) above.

(c) If the bidder deletes or modifies subparagraph (a)2 above, the bidder must furnish with its bid a signed statement setting forth in detail the circumstances of the disclosure.

[ ] [Contracting Officer check if following paragraph is applicable]

(d) Non-collusive affidavit. (applicable to contracts for construction and equipment exceeding $50,000)

(1) Each bidder shall execute, in the form provided by the PHA/ IHA, an affidavit to the effect that he/she has not colluded with any other person, firm or corporation in regard to any bid submitted in response to this solicitation. If the successful bidder did not submit the affidavit with his/her bid, he/she must submit it within three (3) working days of bid opening. Failure to submit the affidavit by that date may render the bid nonresponsive. No contract award will be made without a properly executed affidavit.

(2) A fully executed "Non-collusive Affidavit" [ ] is, [ ] is not included with the bid.

2. Contingent Fee Representation and Agreement

(a) Definitions. As used in this provision:

"Bona fide employee" means a person, employed by a bidder and subject to the bidder's supervision and control as to time, place, and manner of performance, who neither exerts, nor proposes to exert improper influence to solicit or obtain contracts nor holds out as being able to obtain any contract(s) through improper influence.

"Improper influence" means any influence that induces or tends to induce a PHA/IHA employee or officer to give consideration or to act regarding a PHA/IHA contract on any basis other than the merits of the matter.

(b) The bidder represents and certifies as part of its bid that, except for full-time bona fide employees working solely for the bidder, the bidder:

(1) [ ] has, [ ] has not employed or retained any person or company to solicit or obtain this contract; and

(2) [ ] has, [ ] has not paid or agreed to pay to any person or company employed or retained to solicit or obtain this contract any commission, percentage, brokerage, or other fee contingent upon or resulting from the award of this contract.

(c) If the answer to either (a)(1) or (a)(2) above is affirmative, the bidder shall make an immediate and full written disclosure to the PHA/IHA Contracting Officer.

(d) Any misrepresentation by the bidder shall give the PHA/IHA the right to (1) terminate the contract; (2) at its discretion, deduct from contract payments the amount of any commission, percentage, brokerage, or other contingent fee; or (3) take other remedy pursuant to the contract.

3. Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions (applicable to contracts exceeding $100,000)

(a) The definitions and prohibitions contained in Section 1352 of title 31, United States Code, are hereby incorporated by reference in paragraph (b) of this certification.

Page1 of 3

6. Minimum Bid Acceptance Period

(a) "Acceptance period," as used in this provision, means the number of calendar days available to the PHA/IHA for awarding a contract from the date specified in this solicitation for receipt of bids.

(b) This provision supersedes any language pertaining to the acceptance period that may appear elsewhere in this solicitation.

(c) The PHA/IHA requires a minimum acceptance period of [Contracting Officer insert time period] calendar days.

(d) In the space provided immediately below, bidders may specify a longer acceptance period than the PHA's/IHA's minimum require-ment. The bidder allows the following acceptance period:

calendar days.

(e) A bid allowing less than the PHA's/IHA's minimum acceptance period will be rejected.

(f) The bidder agrees to execute all that it has undertaken to do, in compliance with its bid, if that bid is accepted in writing within (1) the acceptance period stated in paragraph (c) above or (2) any longer acceptance period stated in paragraph (d) above.

7. Small, Minority, Women-Owned Business Concern Representation

The bidder represents and certifies as part of its bid/ offer that it --

(a) [ ] is, [ ] is not a small business concern. "Small business concern," as used in this provision, means a concern, including its affiliates, that is independently owned and operated, not dominant in the field of operation in which it is bidding, and qualified as a small business under the criteria and size standards in 13 CFR 121.

(b) [ ] is, [ ] is not a women-owned business enterprise. "Women-owned business enterprise," as used in this provision, means a business that is at least 51 percent owned by a woman or women who are U.S. citizens and who also control and operate the business.

(c) [ ] is, [ ] is not a minority business enterprise. "Minority business enterprise," as used in this provision, means a business which is at least 51 percent owned or controlled by one or more minority group members or, in the case of a publicly owned business, at least 51 percent of its voting stock is owned by one or more minority group members, and whose management and daily opera-tions are controlled by one or more such individuals. For the purpose of this definition, minority group members are:

(Check the block applicable to you)

[ ] Black Americans [ ] Asian Pacific Americans

[ ] Hispanic Americans [ ] Asian Indian Americans

[ ] Native Americans [ ] Hasidic Jewish Americans

8. Indian-Owned Economic Enterprise and Indian Organization Representation (applicable only if this solicitation is for a contract to be performed on a project for an Indian Housing Authority)

The bidder represents and certifies that it:

(a) [ ] is, [ ] is not an Indian-owned economic enterprise.

"Economic enterprise," as used in this provision, means any com-mercial, industrial, or business activity established or organized for the purpose of profit, which is at least 51 percent Indian owned.

"Indian," as used in this provision, means any person who is a member of any tribe, band, group, pueblo, or community which is recognized by the Federal Government as eligible for services from the Bureau of Indian Affairs and any "Native" as defined in the Alaska Native Claims Settlement Act.

(b) [ ] is, [ ] is not an Indian organization. "Indian organization," as used in this provision, means the governing body of any Indian tribe or entity established or recognized by such governing body.

Indian "tribe" means any Indian tribe, band, group, pueblo, or

(b) The bidder, by signing its bid, hereby certifies to the best of his or her knowledge and belief as of December 23, 1989 that:

(1) No Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress on his or her behalf in connection with the awarding of a contract resulting from this solicitation;

(2) If any funds other than Federal appropriated funds (includ-ing profit or fee received under a covered Federal transaction) have been paid, or will be paid, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress on his or her behalf in connection with this solicitation, the bidder shall complete and submit, with its bid, OMB standard form LLL, "Disclosure of Lobbying Activities;" and

(3) He or she will include the language of this certification in all subcontracts at any tier and require that all recipients of subcontract awards in excess of $100,000 shall certify and disclose accordingly.

(c) Submission of this certification and disclosure is a prerequisite for making or entering into this contract imposed by section 1352, title 31, United States Code. Any person who makes an expenditure prohibited under this provision or who fails to file or amend the disclosure form to be filed or amended by this provision, shall be subject to a civil penalty of not less than $10,000, and not more than $100,000, for each such failure.

(d) Indian tribes (except those chartered by States) and Indian organizations as defined in section 4 of the Indian Self-Determina-tion and Education Assistance Act (25 U.S.C. 450B) are exempt from the requirements of this provision.

4. Organizational Conflicts of Interest Certification The bidder certifies that to the best of its knowledge and belief and except as otherwise disclosed, he or she does not have any organizational conflict of interest which is defined as a situation in which the nature of work to be performed under this proposed contract and the bidder's organizational, financial, contractual, or other interests may, without some restriction on future activities:

(a) Result in an unfair competitive advantage to the bidder; or,

(b) Impair the bidder's objectivity in performing the contract work.

[ ] In the absence of any actual or apparent…