Worcester Housing Authorityworcester-housing.com/docs/closed-bids/11-07 RFP... · The Worcester...

WORCESTER HOUSING AUTHORITY

CONTRACT FOR MANAGEMENT

REQUEST FOR PROPOSAL #11-07

LAUNDRY ROOM SERVICES, EQUIPMENT & MAINTENANCE

Pre-Proposal Conference: 9:00 A.M., June 13, 2011 – 20 May St.

Proposal Submittal: 11:00 A.M., June 29, 20111

Issued by:

Worcester Housing Authority

Purchasing Department

[email protected]

(508) 635-3202, TDD (508) 798-4530

Fax: (508) 635-3289

EXECUTIVE DIRECTOR, RAYMOND V. MARIANO

mailto:[email protected]

WHA Worcester Housing Authority

Purchasing Department 69 Tacoma St.

Worcester, MA 01605 [email protected]

P-(508) 635-3203 F-(508) 635-3289

ADDENDUM #2

RFP #11-07 Laundry Room Services, Equipment and Maintenance

June 20, 2011 This addendum is to:

1. Confirm that the Proposal Submittal date is: 11:00 a.m., June 29, 2011 2. Provide answers to questions from the Pre-proposal conference held, June 13, 2011 at 9:00 a.m. 3. Add to the Scope of Work: (a) Dryer Vent Maintenance (b) Equipment requirements

Q1.What is the current gross revenue for all of the 15 properties for the last 3 years (separated by year) & the current gross

revenue to date? A1. WHA’s records are kept on a fiscal year basis (April –March)

FY09 (April 2008 – March 2009) = $154,803 FY10 (April 2009 – March 2010) = $151,496 FY11 (April 2010 – March 2011) = $145,631

Q2. What is the current percentage that the existing laundry vendor is paying the WHA? A2. 65% for the first $10,000 80% for everything over $10,000 Q3. How do the residents currently report out of order machines?

A3. There is a customer service number provided by the vendor on a permanent sign posted in each laundry room. Q4. Please define new and unused?

A4. All machines must be a current year model and unused.

Q5. On the Reference Form, can we provide the number of apartments in place of the “project cost”? A5. YES.

Q6. The stackable washer and dryers are electric and this RFP calls for all dryers to be gas, please clarify? A6. The stackable washers and dryers are electric and will remain in that configuration for this contract.

Q7. Can we have a Bedroom count for each building and the type of occupancy?

A7. One bedroom units for elderly and disabled residents in each of the 15 sites.

Q8. Is there an alternative to a web based notification system that WHA will accept? A8. YES, WHA will accept a proposal that provides a detailed plan of how electronic mail (E-mail) notifications will be processed and their time line. Email, as well as web based plans, must be immediate and provide Property Managers, and other WHA staff, with all the information required for web based plans. Web and E-mail notifications do not replace the necessity of the offeror to place notice of the repair or delay of repair on the machines themselves.

Q9. Will the current vendor be required to provide new/unused washers and dryers as stated in the RFP? A9 Yes, the current vendor will be required to meet the same requirements as all the proposers.

RFP #11-07 Laundry Room Services, Equipment & Maintenance 2 of 40



Q10. Do you know if WHA is looking to add any washers or dryers to any of the buildings because some of the counts are off and I wasn't sure if it was our count or WHA's

Q10. WHA is looking into that questions and will provide the answer as soon as it’s received. Q11. Looks like most all the state buildings that were electric dryers are listed as gas, will they be converted and ready to go at equipment delivery time or during the new agreement.

Q11. WHA is looking into that questions and will provide the answer as soon as it’s received.

ADD to the Scope of Work: A. Vent System Maintenance

At a minimum;

All connections to existing system will be made by Code approved methods. Monthly- inspect all vent systems for open/damaged joints/connections and repair as needed. Monthly- clean/vacuum inside all vent piping systems Vacuum accumulated lint from behind machines.. Monthly- clean all exterior louvers or exterior venting devices. Vendor must report any damages to venting systems as soon as they are noticed

B. Equipment Requirements

All washers and dryers must be equivalent to what’s currently in operation at each site with regards to dimensions of machines, capacity, volume, electrical requirements, and space requirements. The awarded offeror’s equipment must meet the needs of the tenants and the building space as is.

All other terms and conditions of this RFP remain unchanged. PLEASE ENSURE THAT YOU ACKNOWLEDGE THIS ADDENDUM ON YOUR TECHNICAL PROPOSAL COVER FORM. Thank you, Ms. Re Cappoli Chief Procurement Officer

WHA Worcester Housing Authority

Purchasing Department 69 Tacoma St.

Worcester, MA 01605 [email protected]

P-(508) 635-3203 F-(508) 635-3289

ADDENDUM #1 RFP #11-07 Laundry Room Services, Equipment and Maintenance

June 2, 2011

This addendum changes the Release Date and the Pre-Proposal location as follows: Release date is now: Monday, June 6, 2011 at 2:00 p.m. The Pre-Proposal location has changed to: 20 May St. in the Community room The Pre-Proposal conference shall remain at 9:00 a.m. Proposal Submittal date shall remain at: 11:00 a.m., June 23, 2011 All other terms and conditions of this RFP remain unchanged. PLEASE ENSURE THAT YOU ACKNOWLEDGE THIS ADDENDUM ON YOUR TECHNICAL PROPOSAL COVER FORM. Thank you, Ms. Re Cappoli Chief Procurement Officer




TABLE OF CONTENTS

Cover Page Addendum #1 Table of Contents On Page Request For Proposal 3

I. Decision to Use 4 II. Introduction 4 III. RFP Terms & Conditions 4 IV. Description of Property 6 V. Scope of Work 7 VI. Proposal Submission Requirements 7 VII. Proposal Evaluation 8

a. Minimum Criteria b. Comparative Criteria c. Method to Evaluate Best Price d. Award of Contract e. Contract Terms and Conditions

Contract Documents (Sample – Informational Only) 14 Contract Form Articles of Agreement

Instructions to Bidders (HUD 5369) General Condition for Non-Construction Contracts (HUD 5370C)

MBE NOTICE 28 Required Technical Proposal Submittal Documents 29

1. Non Collusion form 2. Certificate of Corporate Clerk 3. Certifications and Representations of Offerors (HUD 5369C) 4. Technical Proposal Cover . Reference Form

Required Price Proposal Submittal Document 36

1. Price Proposal

END OF SECTION



REQUEST FOR PROPOSALS

The Worcester Housing Authority (“WHA”) requests competitive sealed proposals from qualified offerors to provide Laundry Room Services, Equipment & Maintenance to the WHA at fifteen (15) locations throughout the city of Worcester for a period of five years with the option of the WHA to renew for another five-year period. Proposals will be received until: 11:00 A.M., June 29, 2011* Worcester Housing Authority Purchasing Department 69 Tacoma Street Worcester, MA 01605 Proposals packages may be obtained at the WHA, 69 Tacoma Street, or by emailing [email protected] , calling (508) 635-3203. Please request: RFP #11-07 Laundry Room Services, Equipment & Maintenance. A Pre-Proposal conference will be held at: 9:00 a.m., June 13, 2011 - 20 May St., Worcester, MA* Failure to attend or visit the premises shall be no defense in failure to perform the contract terms. The Purchasing Policy of the WHA, MASS. Gen. Laws c.30B, sec. 6 and the provisions of 24 CFR 85.36 regarding competitive proposals shall govern the award of this contract. The term of this contract shall extend from October 1, 2011 – September 30, 2016, with the option to extend, at the sole discretion of the WHA, for an additional 5 year term. The WHA reserves the right to reject any and all proposals if it is in its best interest. Award of the contract is subject to approval by the WHA Board of Commissioners. Worcester Housing Authority Re Cappoli Chief Procurement Officer June 10, 2011* *This has changed from what was original advertised





Request For Proposals

For Laundry Room Services, Equipment & Maintenance at fifteen (15) locations

throughout the city of Worcester

I. DECISION TO USE COMPETITIVE SEALED PROPOSALS

The Chief Procurement Officer has determined that in order to select the most advantageous proposal for a contractor to provide Laundry Room Services, Equipment, & Maintenance, comparative judgments of technical factors, in addition to price, will be necessary. It is essential that WHA retain the services of a professional contractor with the appropriate experience, labor, equipment and financial resources to provide reliable, dependable, and well maintained Laundry Room Services and Equipment. The complexities involved with converting the existing machinery, coupled with rapid changes in technology and the hardware requirements makes the proposal process a clear choice.

The WHA’s evaluation committee shall review, evaluate and rate each technical proposal based on the comparative evaluation criteria in this RFP. The Price Proposals will be opened and reviewed separately. WHA will award a contract to the proposer determined to be most advantageous in accordance with this RFP, after a comparison of the both technical and price proposals.

II. INTRODUCTION

The Worcester Housing Authority (“WHA”) requests competitive sealed proposals from qualified offerors to provide Laundry Room Services, Equipment & Maintenance to the WHA at fifteen (15) locations throughout the city of Worcester for a period of five years with the option, at the sole discretion of the WHA, to renew for another five-year period. The purpose of said laundry service will be for the benefit of the residents of the Worcester Housing Authority.

III. RFP Terms and Conditions

a. All proposals must comply with the provisions of this Request For Proposals (RFP), with provisions of The Purchasing Policy of the WHA, Massachusetts General Laws c.30B, sec. 6 and the provisions of 24 CFR 85.36 regarding competitive proposals shall govern the award of this contract.

b. The WHA reserves the right to issue addenda to this RFP. If it becomes necessary to revise any part of

this RFP, addenda will be provided in writing to all prospective offerors who have requested a copy of this RFP. The addenda shall be deemed a part of the RFP.

c. All questions must be submitted in writing to Chief Procurement Officer by email

[email protected] or facsimile (508) 635-3289.

d. Addenda will be emailed to everyone on record as having received this RFP. To be put on the bidder’s list for this RFP, email [email protected] your company name, address, city, state, zip code, email address you would like addendums to be emailed to, phone and fax numbers. Be sure to put, in the SUBJECT LINE: RFP #11-07 Laundry Room Services, Equipment & Maintenance.




e. The WHA is not liable for any costs incurred by the offerors prior to issuance of a contract. Offerors

should ensure that all costs are included in each proposal.

f. The WHA shall award the contract to the most advantageous offeror or, at WHA’s sole discretion, may determine that no contract award shall be made. Price will not be the sole determining factor in proposal selection.

g. All proposals submitted in response to this RFP, plus any other related materials submitted by offerors,

will become the propriety of WHA and will not be returned to offerors.

h. Offerors’ responses to this RFP may be modified only by written and sealed communication with the WHA. Any such written and sealed communication must be received by the WHA before the deadline for proposal submission. Proposals submitted in response to this RFP may be withdrawn only by communicating the intent to withdraw a proposal in a written and sealed communication to the WHA before the deadline for proposal submission.

i. The offeror agrees that they will cooperate with the WHA and other offerors and/or existing lesser in

achieving the maximum utilization of space without causing interference to existing installations.

j. By submission of a proposal, the offeror agrees, if its proposal is accepted; to enter into a contract with WHA that incorporates all of the requirements of this RFP. The offeror further accepts all of the terms and conditions of this RFP.

k. Any request for clarification of this RFP by an offeror must be submitted in writing at least five (5) days

prior to the deadline for submission of proposals. The WHA shall issue a written response within two (2) days of receipt of any request for clarification.

THIS SPACE INTENTIONALLY LEFT BLANK


IV. DESCRIPTION OF PROPERTY The Worcester Housing Authority is the 77th largest public housing authority in the United States. The WHA operates approximately 3000 units located in 24 developments that serve low-income residents, which consist of a mix of elderly, disabled, and families. These properties consist of low and high level towers, townhouses, three step walkups, and garden style apartments. The following is a breakdown of the desired washers and dryers for each specific location. All locations have been designated as areas where the Add-On Value Machines will be placed. The costs to residents may not exceed $1.25 per wash cycle and $1.25 per dryer cycle for the first two contract years. The price per cycle may increase up to a maximum of 40% for the remaining three years with prior written approval from the WHA. WHA will negotiate further increases prior to any extensions. Belmont Tower – 40 Belmont Street – 166 Units – 6 Washers, 8 Dryers Webster Square Towers East – 1050 Main Street – 252 Units – 9 Washers, 9 Dryers Webster Square Towers West – 1060 Main Street – 215 Units – 7 Washers, 7Dryers Lafayette Place – 2 Lafayette Place – 66 Units – 2 Washers, 2 Dryers John Curran Terrace – 201 Providence Street – 50 Units – 2 Washers, 2 Dryers Murray Avenue Apts. – 50 Murray Avenue – 104 Units – 3 Washers, 3 Dryers* Lincoln Park Tower – 11 Lake Avenue – 199 Units – 7 Washers, 6 Dryers Elm Park Tower – 425 Pleasant Street – 195 Units – 6 Washers, 6 Dryers Pleasant Tower Apts. – 275 Pleasant Street – 140 Units – 5 Washers, 5 Dryers Wellington Apts. – 30 Wellington Street – 104 Units – 5 Washers, 5 Dryers Addison Street Apts. – Addison Street – 50 Units – 3 Washers, 3 Dryers* Mill Pond Apts. – 527 Mill Street – 74 Units – 3 Washers, 3 Dryers* Mayside Apts. – 12 Mayside Lane – 47 Units – 3 Washers, 3 Dryers* Booth Apts. – Lincoln Street – 75 Units – 3 Washers, 3 Dryers* Greenwood Gardens – Greenwood Street – 62 Units – 3 Washers, 3 Dryers* It is the offeror’s responsibility to view the site and evaluate the existing space for submission of a proposal. Offerors may contact Steve Alvarez, Director of Maintenance (508) 508-635-3233 to arrange a site visit of the various locations, or attend the pre-proposal meeting on June 13, 2011 at 20 May St., Worcester, MA. *During this contract, it’s possible that the WHA may request the contractor to expand the number of machines at some of the smaller sites. It is anticipated that the increase shall not exceed 70% of what’s currently there. Contractors shall have 30 calendar days to respond to the WHA’s request.


V. SCOPE OF WORK

The awarded contractor shall provide the WHA, for their residents, with front loading, new and unused commercial grade, energy efficient, washing machines and dryers, an add value smart card payment system (including all required machines and supplies) which operates the equipment, trained technicians to service and maintain all machines, a customer service phone line for residence to call to report any problems with the machines. All dryers shall be gas powered to be in accordance with WHA’s energy savings program. Contractor shall be responsible for providing training on how to use the machines and payment system within 24 hours of installation at each site. Contractor will be required to provide payment cards with a value of $5.00 to each resident at each of the 15 sites during the training sessions. All complaints must be responded to in less than 48 hours of the complaint being made. All repairs must be satisfactorily completed within 48 hours of being made unless the contractor has notified the Property Manage of a repair status that will require additional time. The awarded contractor shall have a web based reporting and notification system in-place that will provide WHA with the following:

Revenues of each machine at each location Reports of all service calls and status updates for each property Report that shows the monthly direct deposit of the WHA’s portion of machines revenues

The awarded contractor shall be fully responsible for coordinating, scheduling, and tracking the removal and installation of all equipment connected to this contract. The contractor shall be required within 30 calendar days of receipt of the NOTICE TO PROCEED letter to coordinate the removal of the current equipment and the installation of the new equipment implemented. The contractor shall be responsible to notify the Director of Management within 2 hours of any problems arising with the removal or installation of machines. No site shall be without laundry service for more than 48 hours. Contractor shall provide the Management Director notice of each sites transition no less than 14 business days. Contractor shall be responsible for posting signage in each of the sites, clearly visible to residence, that identifies the date(s) of transition, no later than 14 business days from the day of transition.

Proposers shall submit details for additional incentives (see Price Proposal). Contractor shall provide WHA with additional machines, at no cost to WHA, if a laundry room is expanded.

VI. PROPOSAL SUBMISSION REQUIREMENTS

This section provides information concerning the form and required contents of proposals submitted in response to this RFP. All proposals must comply with the requirements of this section in order to be evaluated by the WHA.


Sealed proposals will be received at: Worcester Housing Authority Office of the Chief Procurement Officer 69 Tacoma Street Worcester, MA 01605 Until 11:00 a.m., June 29, 2011 No proposal will be accepted after that time. An original and three (3) copies of the Technical proposal and one (1) copy of the Price Proposal must be submitted by the deadline specified. Proposers that do not submit proposals in this manner may be deemed unresponsive. Proposals must be organized according to the following format and address each of the points detailed below. 1. Each proposal must be organized into two separately sealed and packaged parts. 2. Each page of the proposal must be numbered as a header or footer. 3. Pages for the Minimum Criteria and Comparative Criteria must be submitted following the Technical

Cover page which shows the “(found on page)” completed, showing which page documents fulfillment for each criteria.

4. Envelope of TECHNICAL PROPOSAL must be marked:

TEHCNICAL PROPOSAL RFP #11-07 Laundry Room Services, Equipment & Maintenance Company Name Address City, State, Zip Date & Time of Submittal

5. TECHNICAL PROPOSAL is to include five (5) sections numbered consecutively and each section must be

clearly marked by a tab or other, contain a header or footer with page number and shall include the following: 6. Tab I

a. Technical Proposal Cover Page (see Required Technical Submissions) b. Minimum Criteria page(s) fill in, identifying which page of proposal each criteria is located on.

c. Comparative Criteria page(s) fill in, identifying which page of proposal each criteria is located on. d. Letter of Transmittal: This letter of transmittal, signed by a company official authorized to bind the

offeror, must identify all parties to the proposal. Include the name, address, and telephone number of the person(s) authorized to submit and discuss the proposal.

e. The letter must clearly state the intention of the offeror, if selected, to provide the services at the

proposed prices and within the time specified in accordance with the terms and conditions specified in the proposal and this RFP document. Do not include the dollar amount of your proposal in this section; this must be provided in a separately sealed envelope clearly marked PRICE PROPOSAL. Any Technical Proposal that contains prices shall be deemed unresponsive.


7. Tab II – Offeror Profile:

a. Provide a description of the offeror’s prior experience in providing laundry services and maintenance. Include the number of years and locations that the offeror has been in the business of operating a laundry service and maintenance.

b. Proposer must include resumes of key individuals working under this contract.

c. Proposer must provide copies of technician’s training certification

8. Tab III – Equipment & Services:

a. Provide a detailed summary of the types of washers and dryers that your company shall install. b. The type of smart card add value payment system to be installed and how it will be used. c. Maintenance response time schedule layout. d. Customer service available to the residents. This must include, a toll free phone number for residents

to call; customer refund policy and process, employment opportunities for residents living in public housing, and improvements to the existing laundry rooms.

e. Technology available to better serve the residents. f. Proposers must also describe the methods and timelines, if awarded this contract, to coordinate with

the current contractor to ensure a smooth installation period. The contractor shall install all machines and equipment in all 15 sites within 48 hrs of the current contract vacating the premises. It is essential that the residents are not without service at any one site for more than 48 hrs.

g. Proposers must also detail their methods of removing their equipment at the end of the contract period. Pricing must include the cost of installation, maintenance, upgrades and removal of equipment for this contract.

h. Online access to machine income statements for WHA i. Web based reporting of service calls with status updates for each property. j. Monthly direct deposit of the WHA’s portion of machine revenue.

9. Tab IV – Experience with Public Housing or other mixed-income residential developments: Provide a statement that details prior experience serving individuals living in public housing or mixed-income residential developments, WHA properties, or families who are low-income. Include the number of years of experience and the names of similar property types currently serving.

a. Reference Form; proposer must complete the Reference Form provided here or provide their own listing all current contracts they have for this type of work. Reference information must include the name, address, phone and fax number as well as a contact person’s name. Email addresses are welcomed, but not required. Be sure add the length of time you’ve been managing this contract

10. Tab V – WHA Certifications: Complete and sign the required forms and certifications included in the REQUIRED TECHNICAL PROPOSAL SUBMITTAL DOCUMENTS section (beginning on page 28) RFP; Non-Collusion Affidavit, Representations, Certifications of Offerors (HUD 5369C), and, where applicable, Certificate of Corporate Clerk, Reference Form. PART TWO – Price Proposal. In a separately packaged and sealed envelope, the offeror must include a complete price proposal that includes:

The amount the offeror will return to the WHA for every dollar spent by the resident on laundry services, i.e. washes and dryers.


i. For example, an offeror may return to the WHA 65 % for every dollar spent by a resident on laundry services. The remaining 35% would belong to the contractor.

VII. PROPOSAL EVALUATION

This section describes the criteria and process to be used by the WHA in evaluating proposals received in response to the RFP. All proposals will be evaluated by the WHA. A. MINIMUM CRITERIA The WHA will conduct a preliminary review of each proposal to determine whether it meets the minimum criteria listed below. Proposals that do not meet these minimum criteria will be disqualified from further consideration. All proposers must fill in the page number for each criteria showing where evidence of fulfilling each criteria can be found in the Technical Proposal and present this sheets in Tab I of their TECHNICAL PROPOSAL. 1. The offeror has a minimum of ten (10) years experience in the laundry service field.

YES ( ) NO ( ) (found on page) 2. The offeror has a minimum of five (5) certified trained technicians on call and available to service equipment

seven (7) days per week from 8:00 a.m. to 9:00 p.m. YES ( ) NO ( ) (found on page)

3. The offeror shall provide new and unused front load, energy efficient, laundry equipment, i.e. washers,

dryers, in fifteen (15) laundry rooms of which two laundry rooms shall be equipped with a total of six (6) stackable machines (washer dryer) designated by the WHA.

YES ( ) NO ( ) (found on page) 4. The offeror shall provide a card smart add value (coin less) payment system, including all cards to residents

at no cost. YES ( ) NO ( ) (found on page)

5. The proposal includes all information specified in “Section VI – Proposal Submission Requirements.” The

vendor agrees to meet the WHA terms. YES ( ) NO ( ) (found on page)

THIS SPACE INTENTIONALLY LEFT BLANK


B. COMPARATIVE EVALUATION CRITERIA For each comparative evaluation criteria, you will be assigned a rating of “Highly Advantageous (HA),” “Advantageous (A),” “Not Advantageous (NA),” or “Unacceptable (U).” The WHA will then assign a composite rating to the entire proposal. All proposers must fill in the page number for each criteria showing where evidence of fulfilling each criteria can be found in the Technical Proposal and present this sheets in Tab I of their TECHNICAL PROPOSAL. 1. Demonstrated Understanding of the Scope of Work Found on page ( )

Demonstrated understanding of the scope of work as evidenced by the submitted plan of services.

HA – A plan of services that provides certified energy efficient front load washers and gas dryers; a smart add value card payment system; customer service plan that has a toll free number and replies to resident complaints and completes all repairs in less than 48 hrs.; has more than 10 years experience; provides more than 5 factory trained technicians and shall complete all site installations within 30 days of the date of the Notice to Proceed letter.

A A proposal that provides certified energy efficient front load washers and gas dryers; a smart add

value card payment system; customer service plan that replies to resident complaints and completes all repairs within 48 hrs.; has 10 years experience; provides 5 factory trained technicians

U A proposal that provides energy efficient front load washers and gas dryers; a smart add value card

payment system; but the customer service plan doesn’t respond to resident complaints and doesn’t complete all repairs within 48 hrs.; OR has less than 10 years experience; OR provides less than 5 factory trained technicians

2. Customer Service Found on page ( )

HA Toll Free Customer Service phone number which residence can call to register a repair or a complaint. Customer service response in English and Spanish. A service update is posted on the broken equipment to acknowledge receipt of the repair. Provides on-line reporting for machines, revenues and repair status for property manager.

A Toll Free Customer Service phone number which residence can call to register a repair or a

complaint. On-line reporting for machine revenues and repair status for property managers.

U No Toll Free Customer Service phone number which residence can call to register a repair or a complaint OR no on-line reporting capacity.

3. Experience/References Found on page ( ) Experience operating a laundry service company in a low-income residential property with as many units

or more HA References - the offeror has serviced one or more laundry service contract with 200+ machines or

more for three (3) years or more, responds, in a timely manner, to all repair and complaint calls. Provides five (5) or more certified trained technicians available seven (7) days a week from 8:00 a.m. – 9:00 p.m.


A References - the offeror has operated at least one laundry service contract with 200 machines for at least three (3) years, has responded in a timely manner to all repair and complaint calls. Provided at least five (5) certified trained technicians available seven (7) days a week from 8:00 a.m. – 9:00 p.m.

U No references for a laundry service contract with at least 200 machines for at least three years or did

not respond to repair and complaint calls in a timely manner or did not have at least 5 certified trained technicians or were not available seven (7) days a week from 8:00 a.m. – 9:00 p.m.

4. Incentives Found on page ( ) HA A proposal that guarantees funding for upgrades and or renovations to the laundry room and a

donation for a resident training program. A A proposal that guarantees funding for upgrades and or renovations to the laundry room

and/or/equipment but no donation for a resident training program. U A proposal that does not guarantee funding for upgrades and or renovations to the laundry room

and/or/equipment.

C. METHOD TO EVAULATE BEST PRICE The best price is the lowest amount the offeror will charge the WHA for every dollar spent by the resident on laundry services for a period of five years with the option, at the WHA sole discretion, to renew for an additional five year term. D. AWARD OF CONTRACT The WHA reserves the right to award contract (s) to the offeror (s) whose proposal is determined by the WHA in its sole judgment to be the most advantageous proposal (s). Should the selection finalist (s) fail to enter into a contract with the WHA within thirty (30) days after award of the contract, the WHA reserves the right to award the contract to the next most advantageous offeror (s). In the alternative, the WHA may choose to reissue the RFP if the rejection of all proposals is in the best interest of the WHA. All awards are subject to review and approval by the U. S. Department of Housing and Urban Development, and the Worcester Housing Authority Board of Commissioners. E. CONTRACT TERMS AND CONDITIONS The term of this contract shall extend from October 1, 2011 – September 31, 2016, with the option to extend, at the sole discretion of the WHA, for an additional 5 year term. The WHA may terminate all or any part of the contract by notifying the vendor in writing thirty (30) calendar days in advance of the termination. During the term of the contract, the vendor shall maintain general liability insurance in the limits of not less than $500,000 / $1,000,000 for property damage, personal injury, and death. Vehicle liability insurance shall be maintained in the limits of $500,000 / $1,000,000 for both personal injury or death and property damage for owned, non-owned and hired vehicles. The vendor shall not cause or permit any insurance policies to be canceled or lapse during the term of this contract. All insurance policies shall contain a clause to the effect that the policy shall not be canceled or changed until thirty


(30) days after the WHA has received written notice thereof as evidenced by a return receipt of a certified or registered letter. The vendor shall name the WHA as additional insured. The vendor shall maintain worker’s compensation insurance during the term of this contract for all persons employed under this contract. The vendor shall comply with the provisions of all state and local laws, ordinances and regulations applicable to and governing the work called for in these documents. No part of this work may be subcontracted without the written consent of the WHA.

END OF SECTION


Contract Documents This section of the RFP is informational only, a sample of the contract documents that will be

provided upon award, and should not be returned with the proposal.

ARTICLES OF AGREEMENT

This agreement is made and entered into this _________________2011 by and between the Worcester Housing Authority (“WHA”), a public body corporate and politic and existing under the laws of the Commonwealth of Massachusetts, and existing under the laws of the State of ___________________________, (“the Contractor”). ARTICLE I. DEFINITION. “THIS CONTRACT” as used herein shall mean these Articles of Agreement and “the proposal documents,” which include, but are not limited to, the instructions to bidders, the Contractor’s bid or proposal, the specifications, the general conditions, the requirements, the applicable addenda, and all documents and forms submitted with the Contractor’s proposal. ARTICLE II. DURATION. The CONTRACTOR shall commence the performance of Laundry Room Services, Equipment, and Maintenance for the period beginning on October 1, 2011 through September 30, 2016, with the option, at the sole discretion of the WHA, to extend for an additional five (5) year term. ARTICLE III. TERMS. The CONTRACTOR agrees to provide the services all in accordance with the proposal documents of June 29, 2011. ARTICLE IV. PAYMENT. The CONTRACTOR agrees to pay to the WHA the sum set forth in the CONTRACTOR’S bid or proposal. The CONTRACTOR shall submit monthly reports to the WHA detailing amounts collected at each site from Add-On Value machines and amount to be paid to the WHA. The report shall be submitted to: Worcester Housing Authority Director Of Management


40 Belmont Street Worcester, MA 01605 ARTICLE V. TERMINATION. The following shall constitute events of default under THIS CONTRACT requiring immediate termination: a) any material misrepresentation made by the CONTRACTOR, b) any failure by the CONTRACTOR to perform any of its obligations under THIS CONTRACT, including,

but not limited to the following: (i) failure to commence performance of THIS CONTRACT at the time specified in THIS CONTRACT

due to a reason or circumstance within the CONTRACTOR’S reasonable control, (ii) failure to perform THIS CONTRACT with sufficient personnel and equipment or with sufficient

material to ensure the completion of THIS CONTRACT within the specified time due to a reason or circumstance within the CONTRACTOR’S reasonable control,

(iii) failure to perform THIS CONTRACT in a manner reasonably satisfactory to the WHA, (iv) failure to promptly re-perform within reasonable time the services that were rejected by the WHA as

erroneous or unsatisfactory,


(v) discontinuance of the services for reasons not beyond the CONTRACTOR’S reasonable control, (vi) failure to comply with a material term of THIS CONTRACT, including, but not limited to, the

provision of insurance and nondiscrimination, and (vii) any other acts specifically and expressly stated in this contract as constituting a basis for termination

of THIS CONTRACT. Either party may terminate THIS CONTRACT without cause upon thirty (30) days written notice to the other party. Should the CONTRACTOR or the WHA, through any external factor (such as a loss of funding), have a need to terminate THIS CONTRACT, the parties shall negotiate an equitable period and terms under which the contract shall be terminated. ARTICLE VI. DAMAGES. From any sum due to the CONTRACTOR for services, the WHA may keep for its own the whole or any part of the amount for expenses, losses and damages as directed by the Purchasing Agent, incurred by the WHA as a consequence of procuring services as a result of any failure, omission or mistake of the CONTRACTOR in providing services as provided in THIS CONTRACT. ARTICLE VII. CONFLICT. In the event there is a conflict between these Articles and the proposal document, the proposal documents shall supersede these Articles. ARTICLE VIII. GOVERNING LAWS. THIS CONTRACT is made subject to all the laws of the Commonwealth and if any such clause does not conform to such laws, such clause shall be void (the remainder of the contract shall not be affected) and the laws shall be operative in lieu thereof. ARTICLE IX. EQUAL OPPORTUNITY. The CONTRACTOR in the performance of all work under THIS CONTRACT will not discriminate on the grounds of race, color, sex, age, religion creed, disability, national origin or ancestry, sexual orientation, marital status, family status, military status, or source of income in the employment practices or in the selection or retention of subcontractors, and in the procurement of materials and rental of equipment. The WHA may cancel, terminate, or suspend the contract in whole or in part for any violation of the Article. ARTICLE X. ASSIGNABILITY. The CONTRACTOR shall not assign, sell, subcontract or transfer any interest in THIS CONTRACT without prior written consent of the WHA. IN WITNESS WHEREOF the parties have hereto and to four other identical instruments set their hands the day and year first above written. CONTRACTOR WORCESTER HOUSING AUTHORITY By:__________________________ By:_______________________________ Title:_________________________ Title:______________________________

END OF CONTRACT DOCUMENTS



MBE NOTICE

The Worcester Housing Authority has implemented a program for the utilization of certified Minority Business Enterprises (MBE’s) on this project. All bidders should plan to establish a minimum goal of 20% of their general bid price for services to be performed by certified MBE’s. These services may be for general construction, engineering, architectural services, auditing/administrative services, and/or procurement of supplies (vendors). For information on what certified MBE’s may be available to perform work in a particular phase of the construction process, please contact:

Worcester Housing Authority Affirmative Action Office

40 Belmont Street Worcester, Ma 01605

Telephone (508) 635-3000

or

State Office of Minority Business Assistance 10 Park Plaza, Suite 3740

Boston MA 02116 Telephone (617) 727-8692


REQUIRED TECHNICAL PROPOSAL

SUBMITTAL DOCUMENTS

YOUR TECHNICAL PROPOSAL MUST CONTAIN THESE DOUCMENTS, COMPLETED AND SIGNED.


WORCESTER HOUSING AUTHORITY

AFFIDAVIT (Non-Collusive)

KNOW ALL MEN BY THESE PRESENT, THAT I (Name of Affiant)

(Address of Affiant) on oath depose and say: 1. That I am an owner or officer of the company filing the bid with the Worcester Housing Authority and with which this

affidavit is being submitted; 2. That such proposal or bid is genuine and not collusive or sham; 3. That said bidder has not colluded, conspired, connived, or agreed, directly or indirectly, with any bidder or person, to

put in a sham bid or to refrain from bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference, with any person, to fix the bid price of affiant or of any other bidder, or to fix any overhead profit or cost element of said bid price, or of that of any other bidder, or to secure any advantage against the Worcester Housing Authority or any person interested in the proposed contract; and

4. That all statements in said proposal or bid are true. 5. The undersigned certifies under penalties of perjury that this bid is in all respects bonafide, fair and made without

collusion or fraud with any other person. As used in this paragraph the word “person” shall mean any natural person, joint venture, partnership, corporation or other business or legal entity.

(Signature of Affiant)

______________________________________________ (Title with Company)

THE STATE OF:

_____________________________________ (Date) Personally appeared before me the above-named affiant and made oath that the foregoing subscribed by his is true. _____________________________________ Notary Public My Commission Expires___________________________________


CERTIFICATE OF CORPORATION CLERK (For use when Bidder is a Corporation)

The undersigned Clerk of _______________________________________________ a corporation, duly organized and existing under the laws of the State of _____________________________________, hereby certifies that the following are true and correct copies of votes duly adopted by the Board of Directors of said corporation at a meeting thereof held on ____________________________, at which meeting a quorum of said Board was present and voted in favor of said votes. VOTED: That______________________________________________________ in his capacity as

______________________________________________________of this corporation be authorized, and he is hereby so authorized, to prepare and execute a proposal to the Worcester Housing Authority in response to its invitation for bid for; and that such contract may be submitted upon such terms and conditions as he shall decide. VOTED: That he be further authorized, and he is hereby so authorized, to execute and deliver the contract documents for such work upon such terms and conditions as he shall decide; VOTED: That he be further authorized, and he is hereby so authorized, to execute and deliver a performance bond and a payment bond with respect to said contract upon such terms and conditions as he shall decide: VOTED: Further, that his signatures on said documents shall constitute conclusive evidence that they have been authorized by this vote. IN WITNESS WHEREOF, I have hereunto set my hand and the seal of said _____________________________________________________________________________________ ( Name of Corporation) this ________________________ day of _____________________________, 20__________.

_____________________________________ (Corporate Clerk)




TECHNICAL PROPOSAL COVER PAGE

Proposers must submit this as page one of their Technical Proposal Proposer acknowledges the following addendum: , , , , , , COMPANY: STREET: CITY/STATE/ZIP: EMAIL: PHONE/FAX: BY: NAME & TITLE:


REFERENCE FORM

COMPANY NAME: List all contracts performed within the past five (5) years that are similar in nature, size and scope of this project. For each contract complete the following information: REFERENCE: _______________________ Email Address:__________________________

ADDRESS: _______________________ Project Cost: $__________________________

CONTACT: _______________________

PHONE: _______________________

Description and dates services provided:

________________________________________________________________

________________________________________________________________

REFERENCE: _______________________ Email Address:__________________________


CONTACT: _______________________

PHONE: _______________________


_______________________________________________________________

_______________________________________________________________

REFERENCE: _______________________ Email Address:__________________________


CONTACT: _______________________

PHONE: _______________________


________________________________________________________________

________________________________________________________________

USE ADDITIONAL SHEETS IF NEEDED.


PRICE PROPOSAL

Proposers must provide their PRICE PROPOSAL in a separate sealed envelope. Any Technical Proposal that contains Prices may be deemed unresponsive.

Clear Mark your envelope:


11:00 A.M., JUNE 29, 2011 COMPANY NAME

ADDRESS


PRICE PROPOSAL FOR

RFP #11-07 LAUNDRY ROOM SERVICES, EQUIPMENT AND MAINTENANCE

A. The undersigned, having familiarized himself/themselves with the local conditions affecting the cost of the work and with the specification (including HUD-5369B Instructions To Offerors, HUD-5369C, Representatives, Certifications, and Other Instructions; Form of Non-Collusive Affidavit; the General Conditions HUD-5370; this Form., the Technical Specifications) and Addenda, if any hereto, as prepared by the Management Dept. hereby proposes to furnish all labor, equipment, materials, and services as required for performing Laundry Room Services, Equipment, and Maintenance, at various WHA State and Federal Projects, in Worcester County, all in accordance therewith, for the contract prices specified below, according to the terms of the specifications.

B. The Proposer acknowledges and includes the following Addenda: ____, ____, ____, ____

C. The proposed contract price is as follows:

Proposer shall return to the WHA: Percent ( %) for every dollar spent by a resident on laundry services, i.e. washers and dryers up to $10,000 per month

Percent (______%) for every dollar spent by a resident on laundry services, i.e. washers and dryers over $10,000 per month

Proposer shall donate dollars($_______________) to a resident training program at the choice of the WHA

Proposer guarantees they will provide dollars ($____________) in upgrades/renovations to the laundry rooms, at the direction of the WHA, during this contract and any amendments thereof.

D. The undersigned agrees that, if they are selected as the contractor, he will within five (5) days, Saturdays, Sundays,

and legal holidays excluded, after presentation thereof by the WHA, execute a contract in accordance with the terms of this General Sealed Proposal.

E. It is understood that the Worcester Housing Authority may reject any and all sealed proposals, in whole or in part,

if the Worcester Housing Authority deems it is in its best interest to do so. SUBMITTED this ( ) day of ( ), 2011. Company Name: Company EIN# __________________ _________________________________________ Street Address ________________________________________ City / State / Zip ________________________________________ Phone / Fax ________________________________________ Email Address

By:_____________________________________

(Signature of Authorized Individual) ________________________________________

(Print Name here)

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