RFP 2024-03 Cleaning Services-MHA Administrative Building (Central Office)

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Agency:	Montgomery Housing Authority
State:	Alabama
Level of Government:	State & Local
Category:	S - Utilities and Training Services
Opps ID:	NBD16860972869211104
Posted Date:	Feb 7, 2024
Due Date:	Feb 29, 2024
Solicitation No:	RFP 2024-03
Source:	Members Only

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525 South Lawrence Street

Montgomery, Alabama 36104

REQUEST FOR PROPOSALS (RFP) 2024-03

Cleaning Services-MHA Administrative Building (Central Office)

DATE ISSUED:

Wednesday, February 7, 2024

TYPE OF PROJECT:

The Montgomery Housing Authority (MHA) is seeking qualified,

licensed, and insured firms/individuals to provide daily cleaning

services for its Administrative Building (Central Office).

CONTACT PERSON:

Sheila Brown, Procurement/Contract Administrator

sbrown@mhatoday.org

LAST DAY FOR QUESTIONS:

Tuesday, February 20, 2024, at 3:00 p.m. (CST)

SUBMISSION DEADLINE:

Thursday, February 29, 2024, at 3:00 p.m. (CST)

SUBMISSION ADDRESS:

Sheila Brown, Procurement/Contract Administrator

Montgomery Housing Authority

525 South Lawrence Street

Montgomery, Alabama 36104

Separate sealed proposals will be accepted at the MHA’s Procurement/Contract Office, 525 South Lawrence

Street, Montgomery, Alabama 36104, until the date and time noted above. Proposals will be held in

confidence and not released in any manner until after the contract has been awarded.

The responsibility for submitting a response to this RFP at the MHA on or before the stated time and date will be

solely and strictly the responsibility of the respondent. The offeror shall wholly absorb all costs incurred in the

preparation and presentation of the proposal.

Copies of this RFP are available by visiting MHA’s website at www.mhatoday.org, visiting the Housing

Agency Marketplace at https://ha.internationaleprocurement.com , or can be requested in writing by

emailing Sheila Brown at sbrown@mhatoday.org.

The Montgomery Housing Authority

RFP 2024-03 Cleaning Services-MHA Administrative Building (Central Office)

TABLE OF CONTENTS

PART I – GENERAL INFORMATION

1.1 Introduction

1.2 Purpose

1.3 Method of Solicitation

1.4 Obtain Copies of this Solicitation

PART II – SUPPLEMENTAL INSTRUCTIONS TO RESPONDENTS

2.1 Submission of Proposals

2.2 Interpretation/Questions

2.3 Addendum and Update Procedures for the RFP

2.4 Proposal Format

2.5 Submittal Forms

2.6 Acceptance of Proposals

2.8 Withdrawal of Proposals

2.9 Award of Contract

2.10 HUD Debarment and Suspension List

2.11 Certification of Legal Entity

2.12 Cost Borne by Respondent

2.13 Best Available Data

2.14 Contact with MHA, Staff, Board Members and Residents

2.15 Licenses and Insurance

2.16 Respondent Responsibilities

2.17 No Claim Against MHA

PART III – SUBMISSION REQUIREMENTS

3.1 Tabbed Proposal Submittal

3.2 Proposal Pricing/Cost

3.3 Required Certifications/Forms

PART IV – SCOPE OF SERVICES

PART V – PROCUREMENT PROCESS

5.1 Proposal Evaluation/Contract Award

5.2 Evaluation Criteria

5.3 Summary of Evaluation Criteria

PART I – GENERAL INFORMATION

1.1 Introduction

The Montgomery Housing Authority (MHA) was established in 1939, as a local control entity in Montgomery,

Alabama, for the provision and administration of publicly funded affordable housing built as part of President

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The Montgomery Housing Authority

RFP 2024-03 Cleaning Services-MHA Administrative Building (Central Office)

Franklin D. Roosevelt’s New Deal following the Great Depression. The Montgomery Housing Authority’s

Administrative Building (Central Office) is located at 525 S. Lawrence St., Montgomery, AL 36104. The

Administrative Office building is approximately 8,121 square feet.

1.2 Purpose

The Montgomery Housing Authority (MHA) is seeking qualified, licensed and insured firms/individuals to provide

a proposal for daily cleaning services on its Administrative Building (Central Office).

1.3 Method of Solicitation

MHA is soliciting competitive proposals from qualified individuals and/or firms with a documented record of

accomplishments providing the required services. The Request for Proposals (RFP) seeks to identify potential

providers for the scope of services listed herein.

1.4 Obtain Copies of this Solicitation.

Single copies of the RFP package may be obtained, at no cost by:

1. Visiting the MHA’s website at: www.mhatoday.org

2. Downloading at the Housing Agency Marketplace (E-procurement) at

https://ha.internationaleprocurement.com

3. Requesting via email to sbrown@mhatoday.org

4. Copies may also be picked up in person at:

Montgomery Housing Authority

Procurement/Contract Office

525 South Lawrence Street

Montgomery, Alabama 36104

PART II – INSTRUCTIONS FOR SUBMITTING PROPOSALS

2.1 Submission of Proposals

Respondents should submit one (1) original, two (2) hard copy and one (1) electronic device (flash drive) copy

of their proposal. The original submission shall be dated and signed by an authorized official of the company.

Proposals must be submitted in a sealed envelope that shows the firm’s name and address, and clearly written

on the outside of the sealed envelope must be the words “Cleaning Services-Administrative Building (Central

Office) (RFP 2024-03) – Thursday, February 29, 2024, at 3:00 p.m. (CST)”. The electronic device must be

labeled with the RFP number ‘RFP 2024-03’ and the individuals/firm name and must be enclosed in the sealed

envelope with the hard copies. The electronic device proposal must contain the same information as required

with the original submissions and must be complied as a single document.

Proposals received after the deadline date and time may be determined unacceptable. Refer to form HUD 5369-

B, Section 6, regarding late submissions and withdrawals.

All proposals must be submitted in accordance with the conditions and instructions provided herein and must

remain open for acceptance for one hundred and eighty (180) days from the due date. Proposals should

demonstrate detailed plans on how the Respondent intends to provide the required services in a manner that will

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The Montgomery Housing Authority

RFP 2024-03 Cleaning Services-MHA Administrative Building (Central Office)

result in the successful and timely completion of the service(s). In addition, the proposal should demonstrate the

Respondent’s capacity and readiness to perform the Scope of Services immediately upon execution of a contract

with MHA. Finally, the proposal should include evidence of the Respondent’s previous experience and

qualifications, relative to the provision of such services.

2.2 Interpretation/Questions

During the period between issuance of this RFP and the proposal due date, no oral interpretation of the RFP’s

requirements will be given to any prospective respondent. Requests for interpretation must be made, in writing,

by the questions due date and time as indicated on the coversheet (first page) of the RFP and sent to: Email:

sbrown@mhatoday.org.

2.3 Addendum and Update Procedures for the RFP

During the period of advertisement for this RFP, MHA may wish to amend, add to, or delete from, the contents

of this RFP. In such situations, MHA will issue an addendum to the RFP setting forth the nature of the

modification(s). MHA will email (or send via regular postal mail or fax upon written request) any addenda to

Respondents of this RFP solicitation. Interested parties may also view addenda on MHA’s website

www.mhatoday.org or at the Housing Agency Marketplace at https://ha.internationaleprocurement.com. It shall

be the responsibility of each Respondent to ensure they have any/all additional addenda relative to this RFP.

2.4 Proposal Format

All proposals shall be submitted in 8 ½ x 11-inch format, preferably in three (3) ring binders. Larger size pages

or inserts may be used, provided they fold into 8 ½ x 11 inches. Inserts shall not be stapled together. All copies

of the submittal must be identical in content and organization. The format of the respondent’s proposal should

be structured the same as the format of the RFP. Proposals should be organized into sections and tabbed for

ease of review. Respondents must provide a comprehensive Table of Contents at the front of the proposal. The

proposal also must be organized in response to the Submission Requirements. The front cover of the proposal

should bear the name and number of the RFP, the date, and the Respondent’s name, address, phone number

and email address. The electronic submission should be organized in the same manner as the hard copy as one

document.

2.5 Submittal Forms

Provided, as a part of the proposal, all required certifications and HUD forms, MHA forms, licenses and proof of

insurance. All forms that require a signature or initials must bear an original initial or signature.

2.6 Acceptance of Proposals

Proposals must be signed, sealed, and received in completed form at MHA, no later than the proposal closing

date and time. Proposals submitted after the designated closing date and time could potentially not be accepted

and could potentially be returned unopened to the originator.

MHA reserves the right to accept or reject any or all proposals, to take exception to these RFP specifications or

to waive any formalities. Respondents may be excluded from further considerations for failure to comply with

the specifications of this RFP.

MHA reserves the right to reject the proposal of Respondents, who have previously failed to perform properly or

to complete on time, a contract of similar nature. MHA also reserve the right to reject proposals of Respondents

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The Montgomery Housing Authority

RFP 2024-03 Cleaning Services-MHA Administrative Building (Central Office)

who habitually, without just cause, neglect the payment of bills or disregard their obligations to subcontractors,

providers of materials, or employees.

Proposals received prior to the closing date and time will be securely kept, unopened until the closing date and

time. Proposals received after the closing date and time could potentially not be considered. MHA’s Evaluation

Committee, appointed by the Acting President/CEO, will evaluate all proposals properly received.

The Evaluation Committee will analyze proposals within the 180 days of the date and time due and make a

recommendation for award of contract or not to award, to the MHA Acting President/CEO.

2.8 Withdrawal of Proposals

Proposals may be withdrawn by written notice received any time before the contract award. Proposals may be

withdrawn in person by Respondent or its authorized representative if the identity of such representative is

established and a signed receipt of the withdrawn proposal is received by MHA prior to the contract award.

2.9 Award of Contract

MHA reserves the right to make an award based solely on the proposals or to negotiate further with the

Respondent(s). The Respondent(s) selected for the award will be chosen on the basis of an assessment of the

greatest benefit to the MHA, not necessarily on the basis of lowest cost. MHA also reserves the right to negotiate

and award any element of this RFP, make multiple awards, reject any or all proposals or waive any minor

irregularities or technicalities in proposal received as in the best interest of MHA. Contract shall be awarded to

the Respondent(s) submitting a proposal according to the evaluation criteria contained herein. MHA reserves the

right to interview or receive demonstrations of products/services from one or more Respondent(s) whose

submittals are evaluated above the acceptable 75 points as detailed in Section 5.1 Proposal Evaluation/Contract

Award. The Respondent(s) to whom the award is made will be notified at the earliest practical date.

Contract Terms

MHA anticipates the awarding of an initial contract for a period of 3 years with two contract extensions in one-

year increments, at MHA’s discretion, for a total of 5 years.

2.10 HUD Debarment and Suspension List

The Respondents and all subcontractors’ names or businesses must not appear on the HUD’s Debarment and

Suspension list.

2.11 Certification of Legal Entity

Prior to execution of the contract agreement, the Respondent shall certify that joint ventures, partnerships, team

agreements, new corporations, or other entities that either exist or will be formally structured are, or will be,

legal and binding under the Alabama State Law and the City of Montgomery, Alabama.

2.12 Cost Borne by Respondent

All costs related to the preparation of this RFP and any related activities are the responsibility of the Respondent.

MHA assumes no liability for any costs incurred by the Respondent throughout the entire selection process.

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