REQUEST FOR PROPOSAL: 26T-CD-204 CIHA SPENARD CAMPUS LANDSCAPING AND GROUNDS

REQUEST FOR PROPOSAL
RFP 26T-CD-204
CIHA Spenard Campus Landscaping and Grounds
March 2026
Prepared By:
Cook Inlet Housing Authority
Procurement Department
3510 Spenard Road
Anchorage, Alaska 99503
Airis Schweninger
Procurement Specialist
Phone: (907) 793-3029
aschweninger@cookinlethousing.org

CIHA Spenard Campus Landscaping and Grounds
Contents
REQUEST FOR PROPOSAL RFP 26T-CD-204 ........................................................................ 3
PERIOD OF PERFORMANCE ................................................................................................... 3
PROPOSAL SUBMITTALS ........................................................................................................ 3
QUESTIONS .............................................................................................................................. 3
BACKGROUND ......................................................................................................................... 3
CONTRACT TERM .................................................................................................................... 4
SCOPE OF SERVICES .............................................................................................................. 4
QUALIFICATIONS AND REQUIREMENTS ................................................................................ 6
INVOICING ................................................................................................................................ 6
PREFERENCE STATEMENT .................................................................................................... 6
PREFERENCE FACTOR ........................................................................................................... 6
INDEMNITY AND INSURANCE REQUIREMENTS .................................................................... 7
GENERAL REQUIREMENTS .................................................................................................... 9
RFP CONDITIONS AND PROVISIONS .....................................................................................10
The offeror is responsible for all costs related to the preparation of this Proposal.......................10
PROPOSAL SUBMITTAL REQUIREMENTS .............................................................................10
EVALUATION PROCESS .........................................................................................................11
PROTEST .................................................................................................................................12
AWARD ....................................................................................................................................13
LIST OF ATTACHMENTS .........................................................................................................13

CIHA Spenard Campus Landscaping and Grounds
REQUEST FOR PROPOSAL
RFP 26T-CD-204
CIHA Spenard Campus Landscaping and Grounds
Cook Inlet Housing Authority (CIHA) will accept proposals from responsive and responsible
individuals and firms to provide landscaping and grounds maintenance services.
PROPOSAL SUBMITTALS
Proposals must be submitted, clearly marked: "Attn: Procurement, RFP 26T-CD-204 CIHA
Spenard Campus Landscaping and Grounds- Do Not Open". CIHA will reject proposals
received after the deadline. Faxed proposals will not be accepted.
* Mailed and hand-delivered proposals: Proposals must be received at CIHA, Attn:
Procurement, 3510 Spenard Road, Anchorage, Alaska 99503 no later than April 3rd,2026,
at 2:00 PM according to the time clock located at CIHA's front desk.
* Emailed proposals: Proposals must be received no later than April 3rd, 2026, at 2:00PM,
according to the time and date received by CIHA's email server. Emailed proposals may be
submitted to Procurement@cookinlethousing.org.
QUESTIONS
CIHA shall not be bound by any oral interpretation of this RFP. Questions are encouraged and
should be sent in writing to CIHA's Procurement Manager via email. All questions must be
received at CIHA no later than March 20,2026, 2:00PM. Written questions received by the
deadline will be answered by addendum to all vendors.
Email: Procurement@cookinlethousing.org
No communication is to be directed to any other CIHA employees or CIHA representative.
Substantive issues will be answered in writing in the form of an Addendum to this RFP. If
determined necessary by CIHA, the proposal submittal due date may be extended and will be
stated as such in the Addendum form.
BACKGROUND
CIHA is an Alaska regional housing authority established by state statute for the purpose of
providing affordable housing opportunities for eligible participants in the Cook Inlet region. The
mission of CIHA is "To create housing opportunities that empower our people and build our
community." CIHA administers Indian Housing Block Grant funds awarded under NAHASDA and
other federal, state and local funds, develops and manages properties built with investor proceeds
from the sale of Low-Income Housing Tax Credits, federal, state and local funds, and operates
affordable housing programs through the parent corporation and its subsidiaries. CIHA currently
has over twenty LIHTC projects in operation with several others within its development pipeline
in different phases. Services will be performed on CIHA's existing LIHTC and development
portfolio with additional properties being added throughout the term of the contract. All services
will be conducted at mutually agreeable times, unless otherwise stated, as projects reach certain
milestones allowing for the specific audit or service. All audits and services will be performed with
generally acceptable auditing and accounting standards or by agreed-upon procedures as defined

CIHA Spenard Campus Landscaping and Grounds
by the partnership agreements or other development agreements provided to the auditor.
CONTRACT TERM
Award of a professional services contract for the specified work will include an initial three (3) year
term with an option to extend for two (2) additional one (1) year terms based on available
funding, satisfactory performance, agreed upon pricing and mutual consent. The yearly contract
shall be automatically renewed for one (1) year unless either party gives written notice of thirty
(30) days prior to the expiration thereof. The cost portion of your proposal submitted should
include the initial three (3) year term and the extension option years.
SCOPE OF SERVICES
Contractor shall provide labor, equipment, and materials to complete the following grounds
maintenance services at 3510 Spenard Road, 1501 W 36th Avenue, 3502 Spenard Road, and
3400 Spenard Road (see Attachment D - Exhibit Campus Map).
1. Spring Cleanup - These services shall commence as soon as weather permits,
approximately May 1, (ground thawed and dry), and be completed by May 31. It is
important that operations are significantly geared up to successfully complete pursuant to
the suggested date of May 31, additional staff and equipment may be required on a
temporary basis to accomplish this.
a) Thatch/rake lawns and remove all dead grass, leaves, trash and foreign materials
b) Aerate lawns as required to promote a healthy lawn condition
c) Clean flower beds, floral containers, and landscaped areas of weeds and trash, fertilize
and repair flowerbeds for planting flowers in June; including removal of all remaining
ice melt, gravel and left over winter materials
d) Power edge all concrete walks, curbs and drives to provide a neat appearance
e) First cutting of all lawn areas should be 2"-2 12 "in height with clipping removed
f) Prune dead limbs from all shrubs and trees and paint cuts with tree paint
g) Apply 16-16-16 fertilizer to lawn at the rate of 12 pounds per 1,000 square feet for
mowed turf, and five pounds per 1,000 square for un-mowed turf; and water
immediately to prevent damage to turf and plants
h) Apply 1/8 cup of 16-16-16 fertilizer per one foot of height to all shrubs; and 12 cup of
16-16-16 per one inch of caliper to all trees
i) All flowerbeds are to receive 8-32-16 fertilizer at the rate of 10 pounds per 1,000
square feet of area
j) Apply 50 pounds of lime per 1,000 square feet of turf to all medium to high quality
mowed turf areas
k) All shrub planting beds and medium to high quality turf should be treated with pre-
emergence weed killer - annual beds and floral containers should not be treated.
2. Weekly Services - The following items are required to maintain the existing landscape in
an attractive and healthy manner. It is important that a schedule be established and strictly
adhere to throughout the growing season from May 15th to October 15th. Once this
schedule is abandoned and work schedules fall behind, it is most difficult to catch up. This
section should be fairly stable, and a set number of employees should be kept for the
entire season.
a) Mow and trim lawns as required to keep the height of the turf 2"-2 12 " in height throughout
the season, immediately remove all turf clippings
b) Clip turf and removed clippings adjacent to trees, shrubs, fences and other obstacles as

CIHA Spenard Campus Landscaping and Grounds
required to maintain a height of 2"-2 12 " inches
c) Once each mowing, edge lawn areas where they meet curbs or sidewalks to maintain a
neat and even line
d) Weed between sidewalks and parking lot curbs, around Building foundations, parking lot
perimeters, along all fence lines, in landscaping beds, and along all structures on the
Property. Weed in the right-of-way between sidewalks and streets
e) Sweep, or using a mechanical blower, clean all walks, curbs, driveways, and parking areas
to remove clippings
f) Remove all trash from landscaped areas
g) Trim shrubbery and hedges as required to maintain an even sharp and sight lines
h) Apply sufficient water to lawn areas, shrubs and flower beds to maintain a healthy and
green condition and to ensure effective moisture content. Contractor will apply water only
as fast as the soil will absorb it and will not apply excess water that will cause undesirable
erosion or run-off
i) Re-seed any damaged lawn areas greater than 10 square feet to insure germination and
growth. Contractor may be required to use turf in lieu of reseeding. Areas larger than 10
square feet will be re-seeded pursuant to a separate work order on a time and material
basis; newly seeded areas will be hand-weeded and kept weed free until new turf is
established.
3. Specialty Services - There are specific non-regular maintenance tasks we require which
may demand a higher level of skill and training and in some instances licensing to properly
complete. You may use a specialty crew that visits all sites on a specific re-occurring
schedule and is allowed to take the proper time and precautions to properly fulfill their
tasks. The following lists those specialty services we require:
a) Fertilization of Lawns. All lawns are to be fertilized on the following schedule:
Date Type Rate
May 31 16-16-16 @ 12#'s per 1,000 SF
July 15 16-16-16 @ 12#'s per 1,000 SF
August 31 08-32-16 @ 10#s per 1,000 SF
b) Fertilization of Plants. All shrubs and trees are to be fertilized twice annually by June 1st
and July 15th with 16-16-16 at the following rates;
Shrubs: 1/8 cup per 1" height
Trees: 12 cup per 1" caliper
c) Fertilization of Annuals, All flowerbeds are to be fertilized on the following schedule with
8-32-16 at the rate of 10#'s per 1,0000 SF of area: May 31, July 15, August 31.
d) Weed Control:
Date Product Rate
Lawns: May 30 Pre-Emergence 1 gal per 3 acres
June 30 2-4-D+/or equivalent 1 gal per 2 acres
July 20 2-4-D+/or equivalent 1 gal per 3 acres
Beds (rock& May 30 Pre Emergence

CIHA Spenard Campus Landscaping and Grounds
chips): June 30 Round-Up/or 1 gal per 2 acres
equivalent (no
contact to plants)
e) Pruning. During spring cleanup remove all dead wood and damaged branches and
complete by May 15. During the latter part of the summer remove diseased and dead
wood, to be completed by August 1. In the fall for dormant removal of unwanted growth
between September 15 and 30.
f) Fall/Winter Preparation. Removal of leaves and trash between September 15 and
September 30, or the first frost.
QUALIFICATIONS AND REQUIREMENTS
Contractor must demonstrate adequate qualified personnel to meet responsiveness
requirements, provide a current certificate of insurance, and confirm they are not suspended,
debarred, or otherwise ineligible under HUD or Federal agency regulations.
INVOICING
Invoices are to include the contract control number, date(s), and a list of exact services performed,
within 30 days from the end of the monthly billing period.
Invoices shall be sent to PTP Management by one of the following methods: 1) email to
ap@ptpmanagement.com; or 2) mail to Cook Inlet Housing Authority, c/o PTP Management Inc.
300 East Fireweed Lane, Anchorage, Alaska 99501.
PREFERENCE STATEMENT
The work to be performed under this contract is subject to Section 7(b) of the Indian Self-
Determination and Education Assistance Act (25 U.S.C. 450e(b)). In accordance with 25 U.S.C.
450e(b) and 24 CFR 1000.52, CIHA requires that to the greatest extent feasible; (i) preferences
and opportunities for training and employment shall be given to American Indians/Alaska Natives
(AIAN); and (ii) preferences in the award of contracts and subcontracts shall be given to AIAN
owned economic enterprises.
The Contractor shall include this Indian Preference Statement, in its entirety, in every subcontract
in connection with the awarded contract, and shall, at the direction of CIHA, take appropriate
action pursuant to the subcontract upon a finding by the recipient or HUD that the subcontractor
has violated 25 U.S.C. 450e(b).5307.
Preference will be given to AIAN, Small-, Minority- and Women-owned businesses. AIAN, Small-
Minority- and Women-owned businesses are encouraged to submit proposals.
PREFERENCE FACTOR
AIAN, Small-, Minority- and Women-owned preference in contracting is applicable to this Request
for Proposal (RFP) and any contractor/firm/vendor stating a preference must submit a signed
HUD 5369-A Certification Form (Attachment A) with their submitted bid to qualify for a preference;
ownership must be a minimum of 51% and be active in the day- to-day control and operation of
the business. CIHA shall reserve fifteen percent (15%) of the total of available rating points for
qualified AIAN-owned organizations or economic enterprises and ten percent (10%) for Small-,

CIHA Spenard Campus Landscaping and Grounds
Minority- and Women-owned businesses.
The prospective contractor must provide, to the greatest extent, feasible, preference in
employment and training opportunities created as a result of a contract awarded as a result of the
RFP.
INDEMNITY AND INSURANCE REQUIREMENTS
Indemnification
A. To the fullest extent permitted by law, Contractor shall release, defend, indemnify and hold
Cook Inlet Housing Authority (CIHA), its subsidiaries, directors, officers, agents, officials,
employees and consultants (collectively, "Indemnified Parties") harmless from and against
all claims or loss, including without limitation any and all demands, suits, expenses,
damages, fines, charges, liens, actions or liability of any nature, kind or character
whatsoever, and including without limitation, claims or loss resulting from injury, death,
economic loss, violation of statutes, ordinances, constitutions or other laws, rules or
regulations, contractual claims, attorneys' fees, costs or expenses or any other kind of
loss (collectively, "claims or loss"), related to, resulting from or arising directly or indirectly
out of the activities of Contractor, the performance, failure of performance or breach of
any term of this Contract by Contractor, or by any person or entity employed by Contractor
in the performance of this Contract, regardless of whether such claim or loss is caused in
part by Indemnified Parties.
B. Contractor's responsibility for defense and indemnification extends to and includes any
claim or loss alleging acts or omissions by Indemnified Parties that are said to have
contributed to the claim or loss. However, Contractor shall not be required to indemnify
an Indemnified Party for any claim or loss that results from the sole negligence or willful
misconduct of the Indemnified Party.
C. In any and all claims against the Indemnified Parties by any employee of Contractor,
anyone directly employed by Contractor or anyone for whose acts the Contractor may be
liable, the indemnification obligation shall not be limited in any way by any limitation on
the amount or type of damages, compensation or benefits payable by or for Contractor
under workers' compensation acts, disability benefit acts or other employee benefit acts.
D. Contractor agrees that as part of any subcontract, its subcontractor shall provide
assurance of defense and indemnity in CIHA's favor that are identical in scope as those
assumed by Contractor under the terms of this Contract.
E. The requirement of any insurance required of Contractor under this Contract shall not limit
Contractor's indemnification responsibilities under this section in any way.
Insurance
A. Without limiting the Contractor's indemnification responsibilities, it is agreed that
Contractor shall purchase, at its own expense, and maintain in force at all times during the
performance of services under this agreement the following policies of insurance. Such
policies shall be primary to any policies held by CIHA.
B. Where specific limits are shown, it is understood that they shall be the minimum acceptable

CIHA Spenard Campus Landscaping and Grounds
limits. If the Contractor's policy contains higher limits, CIHA shall be entitled to coverage to
the extent of such higher limits. Certificates of Insurance must be furnished to the Manager
of Procurement prior to fully executing the Contract, and as a condition of payment,
Contractor shall purchase and maintain insurance that will protect it from the claims arising
out of its operations under the Contract, whether the operations are by Contractor, or any
of its consultants or subcontractors or anyone directly or indirectly employed by any of
them, or by anyone for whose acts any of them may be liable. This includes Worker's
Compensation Insurance, Employer's Liability Insurance, Comprehensive General
Liability Insurance and Automobile Liability Insurance.
C. Contractor's insurance shall name Cook Inlet Housing Authority (CIHA) as additional
insured, except for Worker's Compensation. All insurance policies shall comply with and
be issued by insurers licensed to transact the business of insurance under Alaska Statutes
Title 21.
D. Failure to furnish satisfactory evidence of insurance or lapse of the policy is a material
breach of this Contract and shall be grounds for termination of the Contractor's services.
All insurance companies obligated under the following described policies must have a best
rating of "A - VII" or better as identified in the A.M. Best Insurance Rating Guide, most
recent edition.
Minimum Limits of Liability
Contractor shall maintain with a company satisfactory to CIHA at least the limits of liability set
forth below. The requirements of this section shall not limit Contractor's indemnification
responsibilities as provided in the Contract.
A. Worker's Compensation and Employers' Liability: The Contractor shall provide and
maintain, for all employees engaged in work under this Contract, coverage as required by
AS 23.30.045; and, where applicable, any other statutory obligations including but not
limited to Federal U.S.L. & H. and Jones Act requirements. This policy must waive
subrogation against Cook Inlet Housing Authority (CIHA).
1. Worker's Compensation - Statutory limits
2. Employer's Liability - $1,000,000 Each Accident, $1,000,000 Disease - Each
Employee; $1,000,000 Disease - Policy Limits
B. Commercial General Liability Insurance: Covering all business premises used by and
operations conducted by the Contractor in the performance of services under this Contract
with minimum coverage limits of $1,000,000 combined single limit per occurrence. This
policy must waive subrogation against Cook Inlet Housing Authority (CIHA).
1. $1,000,000 Each Occurrence
2. $2,000,000 General Aggregate
3. $2,000,000 Products/Completed Operations Aggregate
4. $1,000,000 Personal and Advertising Injury
5. $50,000 Fire Damage Legal Liability (any one fire)
6. $5,000 Medical Expense (any one person)
C. Commercial Automobile Liability Insurance: Covering all vehicles, owned, hired or non-
owned, used by the Contractor in the performance of services under this Contract with
minimum coverage limits of $1,000,000 combined single limit of bodily and property
damage. This policy must waive subrogation against Cook Inlet Housing Authority (CIHA).

CIHA Spenard Campus Landscaping and Grounds
Cancellation, Renewal and Modification
Contractor shall maintain in effect all insurance coverages required under the Contract at
Contractor's sole expense and with insurance companies acceptable to CIHA. All policies shall
contain a provision that coverage will not be modified, cancelled or not renewed until at least thirty
(30) days prior written notice has been given to CIHA. Certificates of insurance showing required
coverage to be in force pursuant to this Section shall be filed with CIHA prior to commencement
of the Work. In the event Contractor fails to obtain or maintain insurance coverage required under
the Contract, CIHA may purchase such coverage as desired for CIHA's benefit and charge the
expense to Contractor or terminate the Contract for default.
Continuation of Coverage
If any of the required liability insurance is on a claims made basis, "tail" coverage will be required
at the completion of this contract for twelve (12) months, or the maximum time period reasonably
available in the marketplace. Contractor shall furnish certification of "tail" coverage as described
or continuous "claims made" liability coverage for twelve (12) months following Contract
completion. Continuous "claims made" coverage will be acceptable in lieu of "tail" coverage
provided its retroactive date is on or before the effective date of this Contract. If Continuous
"claims made" coverage is used, Contractor shall be required to keep the coverage in effect for
not less than twelve (12) months from the end of the Contract. This will be a condition of the final
acceptance of work or services.
Certificates of Insurance
Certificates of insurance and copies of all insurance policies and endorsements if requested by
CIHA required by this Section 10 shall be delivered to the Procurement Manager prior to
commencement of the Work, or as soon thereafter, as is practicable. Renewable certificates shall
be delivered to the Procurement Manager no later than thirty (30) days subsequent to the
certificate's expiration date. No contract will be signed until the certificate of insurance has been
received and approved by the Procurement Manager.
If the insurance expires or is cancelled during the term of the contract, services and related
payments will be suspended. Certificates shall be addressed to Cook Inlet Housing Authority,
ATTN: Procurement, 3510 Spenard Road, Anchorage, Alaska 99503.
Subcontractors
Contractor shall require and verify all subcontractors maintain insurance coverage subject to all
of the requirements stated herein.
Additional Insured
Cook Inlet Housing Authority, ATTN: Procurement, 3510 Spenard Road, Anchorage, Alaska
99503
GENERAL REQUIREMENTS
The general rules and conditions which follow apply to all proposals issued by CIHA unless
otherwise specified.
Request for proposal (RFP) is defined as a request for an offer, by one party to another, of terms
and conditions with reference to some work or undertaking.

CIHA Spenard Campus Landscaping and Grounds
This document constitutes a request for proposal and is thus a solicitation for responses.
Conversely, this request for proposal is NOT a bid. Moreover, any acceptance of a proposal shall
NOT result in a binding contract between CIHA and the offeror but instead will simply enable
negotiations to take place which may eventually result in a detailed and refined agreement or
contract between the offeror and CIHA.
Subletting of Contract: Offeror shall not assign, transfer, convey, sublet or otherwise dispose of
the contract or their right, title or interest therein, or their power to execute such contract to any
other person, firm or corporation without the prior written consent of CIHA, but in no case shall
such consent relieve the offeror from their obligations, or change the terms of the contract.
RFP CONDITIONS AND PROVISIONS
If any offeror is in doubt as to the intent or meaning of any part of this RFP, or should CIHA omit
anything from this RFP which is necessary to a clear understanding of the work, or should it
appear that various instructions are in conflict, the offeror should contact the CIHA Procurement
representative listed on the cover page of this document by the deadline for questions.
Offerors are expected to fully inform themselves as to the conditions, requirements and
specifications before submitting a proposal. The submission of a proposal by a vendor implies
vendor acceptance of the terms and conditions herein, unless otherwise stated.
The format of the vendor's proposal must be consistent with the format of the specifications listed.
All participating Vendors, by their proposal submission, shall agree to comply with all of the
conditions, requirements and instructions of this RFP as stated or implied herein.
Offerors shall respond with sufficient detail to facilitate the evaluation of all factors included in the
Evaluation Criteria. Failure to provide required items will result in the proposal being considered
non-responsive. Failure to provide sufficient information for the evaluation criteria will result in
loss of points.
The offeror is responsible for all costs related to the preparation of this Proposal.
PROPOSAL SUBMITTAL REQUIREMENTS
Proposals shall include the appropriate narrative and supporting materials to adequately
address the scoring criteria. Provide a clear and concise (not just generic sales or contract
documents) response that identifies how your solution will improve the existing LIHTC project,
financial audit and tax return service experience for CIHA. Proposals not containing all of the items
listed below may be determined non-responsive by CIHA.
For consistency and to facilitate evaluation of all proposals, offerors shall include the following
in their response to this RFP.
1. Cover Page. Proposals must be signed and include the firm name, local address, telephone
number, the name of the person authorized to submit the proposal, along with the person's
title and telephone number, and the name and title of the person authorized to execute a
contract.
2. Table of Contents. Each proposal shall include a clear identification of the proposal contents
by section and by page number.