RFP 2020-09 Landscaping and Lawn Maintenance

Agency: Montgomery Housing Authority
State: Alabama
Type of Government: State & Local
NAICS Category:
  • 561730 - Landscaping Services
Posted Date: Jun 18, 2020
Due Date: Jul 16, 2020
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  • RFP 2020-09 Landscaping and Lawn Maintenance
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    Montgomery Housing Authority
    525 South Lawrence Street
    Montgomery, Alabama 36104
    REQUEST FOR PROPOSALS (RFP) 2020-09
    LANDSCAPING AND LAWN MAINTENANCE
    DATE ISSUED:
    Tuesday, June 16, 2020
    TYPE OF PROJECT:
    The Montgomery Housing Authority (MHA) is seeking
    proposals from qualified firm(s)/individual(s) to provide
    landscaping and lawn maintenance.
    CONTACT PERSON:
    Sheila Brown, Interim Procurement/Contract Administrator
    sbrown@mhatoday.org
    LAST DAY FOR QUESTIONS: Tuesday, June 30, 2020 at 3:00 p.m. (CST)
    SUBMISSION DEADLINE:
    Thursday, July 16, 2020 at 12:00 p.m. (CST)
    SUBMISSION ADDRESS:
    Sheila Brown, Interim 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 contract award.
    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.
    The Montgomery Housing Authority
    RFP 2020-09 LANDSCAPING AND LAWN MAINTENANCE
    TABLE OF CONTENTS
    PART I – GENERAL INFORMATION
    1.1 Introduction
    1.2 Method of Solicitation
    1.3 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
    2.7 Time for Reviewing 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 Staffing and Qualifications
    3.2 Relevant Experience and Past Performance
    3.3 References
    3.4 Respondent’s Approach and Response to Scope of Service
    3.5 Proposal Cost
    3.6 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
    -2-
    The Montgomery Housing Authority
    RFP 2020-09 LANDSCAPING AND LAWN MAINTENANCE
    PART I – GENERAL INFORMATION
    1.1 Introduction
    MHA is soliciting competitive proposals from qualified firms with a documented track record
    of providing the required services through a formal Request for Proposal (RFP) process.
    Proposals should demonstrate detailed plans on how the respondent intends to provide the
    required services in a manner that will 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. MHA anticipates that it will
    initially award a contract for a period of six (6) months with the option, at the MHA’s discretion, to
    renew for one (1) additional year.
    1.2 Method of Solicitation
    MHA is soliciting competitive proposals from qualified firms with a documented record of
    accomplishments of providing the required services, preferably for public housing authorities or other
    agencies through a formal RFP process.
    1.3 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. Requesting via email to sbrown@mhatoday.org
    3. Copies may also be picked up in person at:
    Montgomery Housing Authority
    Procurement/Contract Office
    525 South Lawrence Street
    Montgomery, Alabama 36104
    Persons wishing to be emailed or faxed copies of the RFP may submit their request via email to:
    sbrown@mhatoday.org.
    PART II – INSTRUCTIONS FOR SUBMITTING PROPOSALS
    2.1 Submission of Proposals
    Respondents should submit one (1) original and three (3) copies of their proposal, 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
    “LANDSCAPING AND LAWN MAINTENANCE” – (RFP 2020-09) - Thursday, July 16, 2020 at
    12:00 p.m. (CST)”.
    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
    -3-
    The Montgomery Housing Authority
    RFP 2020-09 LANDSCAPING AND LAWN MAINTENANCE
    services in a manner that will 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, at least ten (10) days before the submission due date and time 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. 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. 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.
    2.5 Submittal Forms
    Provided, as a part of the proposal, all required certifications and HUD 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 will not be
    accepted for any reason and will 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 who habitually, without just cause, neglect the payment of bills or disregard
    their obligations to subcontractors, providers of materials, or employees.
    -4-
    The Montgomery Housing Authority
    RFP 2020-09 LANDSCAPING AND LAWN MAINTENANCE
    2.7 Time for Reviewing Proposals
    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 may not be considered. MHA’s
    Evaluation Committee, appointed by the Executive Director, 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 Executive Director.
    2.8 Withdrawal of Proposals
    Proposal 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
    Contract shall be awarded to the Respondent submitting a proposal according to the evaluation criteria
    contained herein, provided the proposal is in the best interest of MHA. The Respondent to whom the
    award is made will be notified at the earliest practical date.
    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 cost 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.
    2.13 Best Available Data
    All information contained in this RFP is the best data available to MHA at the time the RFP was
    prepared. The information given in the RFP is not intended as representation having binding legal
    effect. This information is furnished for the convenience of Respondents and MHA assume no liability
    for any errors or omissions.
    2.14 Contact with MHA Staff, Board Members and Residents
    Beyond the above referenced written communications, Respondents and their representatives may not
    make any other form of contact with MHA staff, Board members, or residents. Any improper contact
    by or on behalf of Respondents may be grounds for disqualification.
    -5-

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