San Francisco Redevelopment Agency


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114.006.09.002                                                                       Meeting of February 17, 2009

 

 

INFORMATIONAL MEMORANDUM

 

TO:                 Agency Commissioners

 

FROM:           Fred Blackwell

                        Executive Director

 

SUBJECT:    To inform the Commission of staff’s intention to issue a Request for Proposals to provide move-out cleaning and repair services for condominiums vacated within  all the Agency’s project areas for a three-year period; City Wide Redevelopment Project Areas

 

 

PURPOSE OF INFORMATION

 

The purpose of this Informational Memorandum is to advise the Commission of staff’s intention to issue a Request for Proposals (“RFP”) seeking move-out cleaning and repair services for housing units vacated within all the Agency’s project areas. 

 

The Agency oversees a portfolio of several hundred affordable homeownership units.  In most cases, when an affordable home is being sold by the owner, the Agency purchases it to maintain it in the affordable portfolio.  The repurchased units are in varying conditions and need minimal to major cleaning and repairs to make them ready for resale.  Depending on the specific contract, the seller may be responsible to cover the cost of repairs; in other cases, the Agency must cover the costs.

 

The current method used by the Agency for move-out cleaning and repair services requires a significant amount of staff time.  Staff solicits 3 bids from each of the various trades groups that are needed to clean, repair and make the unit ready for resale.  Solicitation of bids includes showing the unit to the various contractors, reviewing the bids, selecting a contractor and, executing a personal services contract for each area of work.  This method often results in delays in the turnaround time before the property can be marketed for resale.

 

Staff’s objective is to streamline the move-out and repair process by contracting with one contractor who has the ability to perform all of the tasks listed in the Scope of Services, outlined in the RFP, including painting, trash hauling, electrical work, carpet replacement, and general cleaning.  Working with one contractor will reduce the amount of time staff spends soliciting bids, showing units, and writing personal services contracts, resulting in a faster turn-around time for the resale of the housing units.

 

Staff plans to issue the RFP on February 19, 2009, with a submittal date of March 20, 2009.  The RFP will be advertised via the following mediums:  (1) the Agency’s website, (2) the City of San Francisco’s “Bids and Contracts” weekly newsletter and website, and (3) local publications reaching San Francisco’s many diverse populations.  RFP responses will be evaluated by an Agency-led team.  Staff anticipates recommending a contractor for Commission consideration in the first half of 2009.

 

The proposed RFP selection process and timeline is shown in the chart below:

 

RFP available at the Agency’s office and the Agency’s website www.sfgov.org/sfra

 

Thursday, February 19, 2009

 

Pre-Submittal meeting --   

One South Van Ness Avenue, Fifth Floor

San Francisco, CA

11:00 a.m., Friday, March 6, 2009

 

Deadline for questions and requests for additional information

Friday, March 13, 2009

Proposals due at the Agency’s office --

One South Van Ness Avenue, Fifth Floor

4:00 p.m., Friday, March 20, 2009

 

Applicant interviews --

One South Van Ness Avenue, Fifth Floor

Week of March 23, 2009*

 

Agency Commission consideration

To Be Determined

 

* Date subject to change

 

Upon Commission authorization, the selected vendor will enter into a personal services contract with the Agency for a three-year term.  A copy of the RFP, which includes the vendor selection timeline, is attached.  If the Commission does not object, staff will proceed with the RFP issuance and selection process outlined above.

 

Originated by Audrey V. Kay, Property Management Supervisor

 

 

 

 

Fred Blackwell

Executive Director

 

Attachment 1:             Request for Proposals for Move-Out Cleaning and Repair Services

 

 


 

 

 

 

 

 

 

 

 

 

 

 


SAN FRANCISCO REDEVELOPMENT AGENCY

 

Request for Proposals

 

Move-Out Cleaning and Repair Services

All Redevelopment Project Areas & City Wide Housing

 

 

RFP Available

February 19, 2009

 

Deadline for Submission

March 20, 2009

 

 

Issued by:

San Francisco Redevelopment Agency

One South Van Ness Avenue, Fifth Floor

San Francisco, CA 94103

 

 

Contact:  Audrey V. Kay

(415) 749-2485

 

 


 

 

 

TABLE OF CONTENTS

 

 

 

I.       SUMMARY.. 1

 

II.     IMPORTANT DATES AND SUBMISSION PROCESS. 2

 

III.    BACKGROUND.. 3

 

IV.    SCOPE OF SERVICES. 3

 

V.     SELECTION PROCESS AND CRITERIA.. 5

 

VI.    SUBMISSION REQUIREMENTS. 6

 

VII.  AGREEMENT TO COMPLY WITH AGENCY POLICIES.............................................. 8

 

VIII.  ADDITIONAL TERMS AND CONDITIONS ………………………………………..…10

 

IX.    ATTACHMENTS ………………………………………………………………………... 12

 

 

 


 

 

MOVE-OUT CLEANING AND REPAIR SERVICES

ALL REDEVELOPMENT PROJECT AREAS & CITY WIDE HOUSING

 

 

 

I.          SUMMARY

 

The Redevelopment Agency of the City and County of San Francisco (“Agency”) is requesting proposals for move-out cleaning and repair services for housing units vacated within all the Agency’s redevelopment project areas. 

 

The Agency has helped create thousands of units of affordable housing for people who live and work in San Francisco.  The housing units were developed under the Agency’s Affordable Homeownership Program.  From time to time, some of these units are repurchased and resold by the Agency.  The repurchased units are in varying conditions and need minimal to major cleaning and repairs to make them ready for resale.  The Agency is requesting proposals from qualified contractors to perform specific cleaning and repair work at a set rate.

 

The Agency will enter into a Personal Services Contract (“Contract”) with the selected contractor for term of three years.  All respondents will submit a separate price for each category shown in Section IV.  Scope of Services.  The contracted services for each housing unit will be determined separately.

 

Agency staff will recommend an applicant for the Agency Commission’s consideration of a personal services contract following staff’s evaluation of the submittals to this Request for Proposals (“RFP” or “Proposal”) and oral interviews.  Staff’s recommendation will be based on the applicant’s demonstrated successful experience on relevant and comparable projects.  This opportunity is open to all businesses, both for-profit and non-profit.  Applicants are advised that the Agency has adopted a Small Business Enterprise (“SBE”) Program, which provides first consideration in awarding contracts to SBEs.

 


 

II.        IMPORTANT DATES AND SUBMISSION PROCESS 

 

  • Important Dates

 

         Proposals are due by 4:00 p.m., March 20, 2009      

 

Request for Proposals (“RFP”) available at the Agency’s office and the Agency’s website www.sfgov.org/sfra

Thursday, February 19, 2009

 

Pre-submission meeting –

One South Van Ness Avenue, Fifth Floor

San Francisco

11:00 a.m., Friday, March 6, 2009

 

Deadline for questions and requests for additional information

Friday, March 13, 2009

Proposals due at the Agency’s office -

One South Van Ness Avenue, Fifth Floor

San Francisco

4:00 p.m., Friday, March 20, 2009

Interview Applicant interviews –

One South Van Ness Ave, Fifth Floor

San Francisco

Week of March 23, 2009*

Agency Commission consideration

To Be Determined

*Dates subject to change

 
B.      Pre-Submission Meeting

 

A pre-submission meeting will be held at the Agency, located at One South Van Ness Avenue in San Francisco on the fifth floor, Friday, March 6, 2009 at 11:00 a.m.  The meeting will include an overview of the RFP and provide an opportunity to ask questions.  Although attendance is not mandatory, it is highly recommended. 

 

C.     Questions and Requests for Additional Information

 

All questions and requests for additional information regarding this RFP must be received in writing by the Agency, by hand, overnight delivery, mail, fax, or e-mail on or before Friday, March 20, 2009 at 4:00 p.m.  All addendums, responses and additional information will be distributed to all RFP registrants.  The Agency reserves the sole right to determine the timing and content of the response, if any, to all questions and requests for additional information.  Questions and information requests should be submitted to:

 

Audrey V. Kay

San Francisco Redevelopment Agency

1 South Van Ness Avenue, Fifth Floor

San Francisco, CA 94103

Telephone: (415) 749-2485

Fax: (415) 749-2565

E-Mail: [email protected]

 

D.     Registration

 

Although it is not necessary to register to receive a copy of the RFP or to submit a Proposal, it is strongly recommended as it will permit the Agency to mail addenda information and respond to inquiries.  Only RFP registrants will receive responses to all written questions, addendums and any additional information distributed prior to the Proposals submission date. 

 

E.     Submission Time, Place, Date, Contact         

 

Submission of one original and five (5) copies of the proposal must be received by the Agency receptionist no later than:

 

Friday, March 20, 2009 at 4:00 p.m.

to

San Francisco Redevelopment Agency

Attn:  Audrey V. Kay

1 South Van Ness Avenue, Fifth Floor

San Francisco, California  94103

Phone:   (415) 749-2485

                                                          Fax:       (415) 749-2565

 

III.       BACKGROUND

 

The Agency is the fee owner of various housing units located throughout the Agency’s redevelopment project areas.  The housing units were developed under the Agency’s Affordable Homeownership Program.  These units consist of living room, kitchen, one, two or three bedrooms, with one to two bathrooms, and may include a single car garage.  The housing units range in square footage from 585 square feet for a one-bedroom unit to 1,305 square feet or more for a four-bedroom unit.  The Agency needs a contractor to provide move-out cleaning and repair services for the vacated condominium units to make them market ready.  The contractor that is selected must start the move-out cleaning within three days notice from the Agency.  Move-out services must be completed within ten working days.

 

IV.       SCOPE OF SERVICES

 

The Scope of Services, general requirements and work to be done are detailed below.

 

A.  Living Room/Dining Room

1.  Dust and wash all ceiling fans, lights, mini-blinds and other high dusting areas.

2.  Dust and wash window sills, doors and door trim.

3.  Wipe down and wash baseboards and wash if needed.

4.  Remove cobwebs.

5.  Wash hardwood or tile floors.

6.  Vacuum carpets.

7.  Empty trash.

 

B.  Kitchen

1.  Clean and wash all cabinets inside and outside.

2.  Clean countertops and backsplashes.

3.  Scrub and shine sinks.

4.  Wipe down baseboards.

5.  Clean oven and refrigerator inside and outside.

6.  Dust and wash any ceiling fans, lights, light switches, mini-blinds and other high

     area.

7.  Mop floor.

8.  Empty trash.

 

C.  Bedroom/Den

1.  Dust and wash all ceiling fans, light, mini-blinds and other high areas.

2.  Dust and wash window sills, doors and door trim.

3.  Wipe down and wash baseboards.

4.  Remove cobwebs.

5.  Mop and shine hardwood or tile floors.

6.  Vacuum carpets.

7.  Empty trash.

 

D.  Bathroom

1.  Clean and wash cabinets and vanity inside and outside.

2.  Thoroughly clean and shine tub, tiles and chrome.

3.  Wash fingerprints from switch plates, door frames and all woodwork.

4.  Wipe down and wash baseboards.

5.  Clean shower door tracks and mirrors.

6.  Scrub and shine sinks.

7.  Scrub toilet inside and out.

8.  Inspect and repair if needed toilet seat, handle and flotation device.

9.  Mop and shine floor.

10. Empty trash.

 

E.  Carpet Shampooing

      Entire house averages approximately 1,200 square feet.

 

F.   Window Washing

      Cost per window.

 

G.  Trash Hauling

      Miscellaneous trash hauling service, an average of one pick-up truck load per housing

      unit.

 

H.  Electrical

      Minor electrical repair, including light switches, changing light fixtures and replacing

      bulbs.

 

 

I.    Painting - Indoor

      Entire house averages approximately 1,200 square feet.

 

J.   Carpet and Pad Replacement (Cost per square foot)

      1.  Remove and dispose of existing carpet and padding.

      2.  Install 30 oz. or 28 oz. high recycled content, low-VOC carpet with ½ inch

           padding.

 

K.  Additional Repairs and Services

      Additional repairs and services not listed shall be charged at an hourly rate.  Supplies and materials needed for the repairs will be reimbursed upon submission of an invoice or receipt.  An estimate of the hours need to complete additional repairs and services must be submitted to the Agency in writing prior to the start of work, along with an estimate of the materials and supplies required.

 

A separate price must be provided for each category A through K (see Form 1- Job Cost Sheet).

 

All condominium units acquired by the Agency will be inspected and a determination made as to what cleaning and repair services will be needed.  Staff will select from the various categories of work listed in the Scope of Services, the services that will be required to make the unit ready for re-sale.

 

The Scope of Services will be incorporated into a Contract, an example of which is shown in Attachment #7.

 

The contractor will use the above listed Scope of Services to prepare Form 1 – Job Cost Sheet, giving a total cost for each category A through K. 

 

V.        SELECTION PROCESS AND CRITERIA

 

  • Selection Process
  1. Submissions of Proposals by applicants wishing to be considered by the Agency to provide these services will be accepted at the Agency’s offices until Friday, March 20, 2009 at 4:00 p.m.
  2. Submissions must be complete with an original and five (5) hard copies to be considered.  No submissions received by facsimile or electronic mail will be considered.  Agency staff will evaluate all submissions for completeness and minimum qualifications.  Applicants may use the Submission Checklist (Attachment #9) as an aid in preparing Proposal.  Please note that the Checklist is merely an aid.  Each Applicant is solely responsible for ensuring that all information requested in Section VI. Submission Requirements is submitted even if it does not appear on the Checklist.
  3. Agency staff will contact references.
  4. All or some of the applicants who have submitted complete and responsive Proposals may be interviewed.  Interviews are scheduled to be held the week of March 23, 2009.  These dates are subject to change.  All applicants should advise Agency staff of availability on these days.  Interviews will be held at the Agency’s offices located at One South Van Ness Avenue on the fifth floor.
  5. Further written material regarding qualifications or submittals may be requested prior to or following interviews.
  6. Agency staff will make a recommendation to the Agency Commission based on evaluation of the Proposals, interviews (if held), and reference checks. First consideration will be given in awarding contracts in the following order: (1) Project Area Small Business Enterprises (“SBEs”), Local SBEs (outside an Agency Project or Survey Area, but within San Francisco), and (3) all other SBEs (outside of San Francisco).  Non-local SBEs would be used to satisfy participation goals only if Project Area SBEs or Local SBEs are not available, qualified, or if their bids or fees are significantly higher than those of non-local SBEs.
  7. The Agency Commission will approve the selection of the successful applicant.

 

B.  Selection Criteria

 

The Agency will make the selection of the contractor based on the following factors:

 

  • Prior experience cleaning, and repairing housing properties;
  • Overall experience regarding the specific tasks in the Scope of Services and adequate staffing levels;
  • Minimum of five years recent experience in general maintenance or janitorial contracting;
  • Ability to comply with the Agency’s policies, including nondiscrimination in contracts and benefits, minimum compensation, health care accountability and insurance (See Attachment #6,  Statement of Compliance with Agency Policies & Certification of Applicant);
  • The proposed staffing and budget for providing the requested services;
  • Ability to work well in high-pressure environments and meet deadlines;
  • Ability to interact courteously and professionally with the public; and
  • Demonstrated ability to work effectively with diverse populations.
VI.       SUBMISSION REQUIREMENTS

 

The Request for Proposals must contain all of the following information (See Attachment #9, Submission Checklist Sheet):

 

  1. A cover letter including a brief description of qualifications and any areas of specialty and professional capabilities.
  2. A resume that provides detailed descriptions of work performed in the last 5 years of a similar or related nature to the subject scope of services.  The resume should contain 1) types of services and dates services were provided; 2) type of business; 3) reference information, including locations, client names and titles, addresses, and phone numbers, and 4) a description of what services were provided.
  3. A description of Contractor’s proposed management and staffing structure for the Contract.  Identify key staff and their proposed role and responsibilities for the Contract
  4. Proof of insurance as outlined in Section VII.E herein.
  5. A separate price for each category in the Scope of Services.
  6. A signed and/or complete response to the following documents:
    1. Enterprise Agreement (Attachment #1);
    2. Declaration of Nondiscrimination in Contracts and Benefits (Attachment #2);
    3. Minimum Compensation Policy Declaration (Attachment #3);
    4. Health Care Accountability Declaration (Attachment #4);
    5. Disclosure Questions (Attachment #5); and
    6. Statement of Compliance with Agency Policies & Certification of Applicant (Attachment #6).

 

An original and five (5) copies of the Proposal and all required submission elements must be received at the Agency’s office no later than 4:00 p.m., Friday, March 20, 2009.   Deliver proposals marked RFP “Move-Out Cleaning and Repair Services” to the attention of:

 

Audrey V. Kay

Move-Out Cleaning Services

San Francisco Redevelopment Agency

1 South Van Ness Avenue, Fifth Floor

San Francisco, CA 94103

Telephone:  (415) 749-2485

Fax:  (415) 749-2565

E-mail:  [email protected]

 

A submission checklist is provided as Attachment #9 to ensure that the applicant’s submittal is complete.  Please use this sheet when completing your submittal.

The Agency will disqualify from consideration any Proposal received with insufficient copies or lacking all or part of any required submission element.

 

Hand delivery is advised.  Submissions delivered by facsimile or electronic mail will not be considered.  Applicants may submit a Proposal at any time prior to the submission deadline.

 

 

VII.     AGREEMENT TO COMPLY WITH AGENCY POLICIES

 

Each applicant shall acknowledge receipt and understanding of the following Agency’s contracting requirements and policies and state its ability and willingness to comply with each of them:

 

  • Small Business Enterprise Program

 

The Agency has adopted a Small Business Enterprise (“SBE”) Program, which provides first consideration  in awarding contracts in the following order: (1) Project Area SBEs, (2) Local SBEs (outside an Agency project or survey area, but within San Francisco), and (3) all other SBEs (outside of San Francisco).  Non-local SBEs should be used to satisfy participation goals only if Project Area SBEs or Local SBEs are not available, qualified, or if their bids or fees are significantly higher than those of non-local SBEs.  (See SBE Agreement, Attachment #1).  The Contractor must make good faith efforts to achieve the goals of the SBE Program, which are 50% SBE participation for professional, personal services, and construction contracts.  This goal also applies to the Agency when it is contracting directly for goods and services.  SBEs must be certified with the Agency.  Further information on the criteria for determining eligibility is located in Attachment #1.  For any questions, please contact the Agency’s Contract Compliance Department at (415) 749-2400.

 

  • Applicant’s Duty of Loyalty

 

Applicant for itself and its subcontractors, if any, agrees to abide by the Agency’s duty of loyalty, which appears at Section IX.H. (Prohibited Activities of Present and Former Employees, Commissioners and Consultants) of the Agency’s Personnel Policy and which states in part the following:  “Unless approved in advance in writing by the Agency, no present or former employee, Commissioner or consultant of the Agency shall knowingly act for anyone other than the Agency in connection with any particular matter in which the Agency is a party, or has a direct and substantial interest, and in which he or she participated personally and substantially as an Agency employee, Commissioner or consultant whether through decisions, recommendations, advice, investigation or otherwise.  Violation of this section by a present employee, consultant or Commissioner may, in the case of an employee or consultant, be grounds for discharge or termination of the consultant contract, and in the case of a Commissioner, be considered misconduct in office pursuant of California Health and Safety Code Section 33115.”

 

  • Nondiscrimination in Contracts and Benefits

 

The Agency has established a policy prohibiting discrimination in contracting, which includes a prohibition on discrimination in providing benefits between employees with spouses and employees with domestic partners.

 

The applicant shall complete Attachment #2.  Entities that have received certification from the San Francisco Human Rights Commission regarding their

compliance with the Equal Benefits Ordinance of the City and County of San Francisco will be deemed in compliance with the Agency’s policy.  For further information, see instructions contained in Attachment #2 or contact the Agency’s Contract Compliance Department at 415-749-2400.

 

 

The Agency has adopted a Minimum Compensation Policy (“MCP”) for all contractors under personal services contracts that require the payment of a minimum level of compensation to employees (Attachment #3).  In addition, the Health Care Accountability Policy (“HCAP”) requires that contractors offer certain health plan benefits to their employees or participate in a health benefits program developed by the City’s Department of Public Health, or make a payment in lieu of such benefits to the City’s Department of Public Health (Attachment #4). 

 

The applicant shall either submit a completed MCP Declaration Form and HCAP Declaration Form or state its intent to comply with these Agency policies.

 

 

The selected applicant must procure and maintain insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work under the Agency contract by the contractor, its agents, representatives, employees or subcontractors.

 

Unless otherwise approved by the Agency’s Risk Manager, the selected applicant must maintain insurance with an insurance company that has an A.M. Best rating of A:VII with the following coverages and limits:

 

  • General Liability:   $1,000,000 per occurrence;
  • Automobile Liability:   $1,000,000 per accident for bodily injury and property damage;
  • Workers' Compensation and Employers Liability:  Workers' Compensation limits   as required by the State of California and Employer's Liability limits of $1,000,000 for bodily injury by accident and $1,000,000 per person and in the annual aggregate for bodily injury by disease.

 

The insurance requirements may be modified by the Agency’s Risk Manager in his/her sole discretion. 

 

 

 

 

 

 

The selected applicant shall defend, hold harmless and indemnify the Agency, the City and County of San Francisco and their respective commissioners, members, officers, agents and employees of and from all claims, loss, damage, injury, actions, causes of action and liability of every kind, nature and description directly or indirectly arising out of or connected with the performance of the Agency contract and any of the contractor's operations or activities related thereto, excluding the willful misconduct or the gross negligence of the person or entity seeking to be defended, indemnified or held harmless. 

 

  • Disclosure Questions

 

Each consultant shall complete Attachment #5, Disclosure Questions, and submit the completed form as part of its submittal.

 

  • Certification of Applicant

 

The selected applicant shall certify under penalty of perjury under the laws of the State of California that all the information provided in the Request for Proposals is true and correct (Attachment #6).

 

VIII.    ADDITIONAL TERMS AND CONDITIONS

 

A.     Personal Services Contract

 

The selected applicant will be required to enter into a Personal Services Contract with the Agency (Attachment #7).  The Contractor will be required to comply with all of the provisions of the Contract, including, but not limited to, the Agency’s policies and provisions regarding indemnification, insurance, and MBE/WBE requirements and non-discrimination in employee benefits and hiring. 

 

B.     Contractor Expenses

 

Applicants responding to this RFP do so at their own expense.  The Agency will not consider any Contractor costs related to this RFP or to negotiating a Personal Services Contract as reimbursable or as eligible costs under the contract.

 

C.     Agency Right to Modify or Suspend RFP

 

The Agency, through its Executive Director, reserves the right at any time and from time to time, and for its own convenience, in its sole and absolute discretion, to modify or suspend any and all aspects of the selection process, including, but not limited to this RFP, and all or any portion of the Contractor selection process in or subsequent to the RFP; to obtain further information from any Contractor, to waive any defects as to form or content of the RFP or any other step in the selection process; to reject any and all responses submitted; to reissue the RFP; procure the desired services by any other means or not proceed in procuring the services; to negotiate with any, all, or none of the respondents to this RFP as to fees, scope of services, or any other aspect of the RFP or services; to negotiate and modify any and all terms of an agreement; and to accept or reject any applicant for entry into a Personal Services Contract.

 

D.     Claims Against the Agency

 

Each applicant by responding to this RFP, waives any claim, liability or expense whatsoever against the Agency and its respective officers, commissioners, employees and agents by reason of any or all of the following:  any aspect of this RFP, the selection process or any part thereof, any informalities or defects in the selection process, the failure to enter into any agreement, any statements, representations, acts or omissions of the Agency, the exercise of any discretion set forth or concerning any of the foregoing, and any other matters arising out of all or any of the foregoing. 


 

 

IX.       ATTACHMENTS

 

Attachment #1:           Small Business Enterprise Agreement

 

Attachment #2:           Declaration of Nondiscrimination in Contracts and Benefits

 

Attachment #2a          Instructions for Declaration Form – Nondiscrimination in Contracts and Benefits

 

Attachment #3:           Minimum Compensation Policy Declaration

 

Attachment #4:           Health Care Accountability Policy Declaration

 

Attachment #5:           Disclosure Questions

 

Attachment #6:           Statement of Compliance with Agency Policies & Certification of Applicant

 

Attachment #7:           Form of Personal Services Contract

 

Attachment #8:           RFP Registration Form

 

Attachment #9:           Submission Checklist Sheet

 

Form 1;                        Job Cost Sheet