request for proposals - hacsb€¦ · · 2011-01-19request for proposals laundry vending services...

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REQUEST FOR PROPOSALS

LAUNDRY VENDING SERVICES

(PC561)

Issue Date: January 19, 2011

Proposals Due: February 25, 2011 at 4 pm

Issued by:

Housing Authority of the County of San Bernardino

715 E. Brier Drive

San Bernardino, CA 92408

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REQUEST FOR PROPOSALS

LAUNDRY VENDING SERVICES (PC 561)

Table of Contents I. INTRODUCTION ........................................................................................................................... 3

II. PURPOSE ........................................................................................................................................ 3

III. BOARD ........................................................................................................................................... 3

IV. ADMINISTRATIVE PERSONNEL ............................................................................................... 3

V. SCOPE OF SERVICES ................................................................................................................... 3

VI. RFP INSTRUCTIONS..................................................................................................................... 4

VII. RFP QUESTIONS FOR PROVIDERS ........................................................................................... 6

VIII. RFP REVIEW .................................................................................................................................. 6

IX. PRE-BIDDERS CONFERENCE ..................................................................................................... 6

X. COMPANY QUALIFICATIONS ................................................................................................... 7

XI. SELECTION CRITERIA ................................................................................................................ 7

XII. RFP REQUIREMENTS AND CONDITIONS................................................................................ 7

XIII. INSURANCE REQUIREMENTS ................................................................................................... 8

XIV. CONTRACT CONDITIONS ........................................................................................................... 9

EXHIBITS:

A. SCOPE OF WORK B. CONTACT INFORMATION FORM

C. PROPOSAL FORM

D. CLIENT REFERENCES

E. LIST OF SITES W/ EXPIRATION DATE AND CONTACT INFORMATION

F. HISTORICAL LAUNDRY REVENUE

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HOUSING AUTHORITY OF THE COUNTY OF SAN BERNARDINO

Laundry Vending Services

I. INTRODUCTION

The Housing Authority of the County of San Bernardino, hereafter referred to as the HACSB was organized in 1941, under the U.S. Housing Act of 1937. We are governed by a seven-member Board of Commissioners, which includes two tenant commissioners and five appointed by the county board of supervisors. Our main purpose is to provide affordable housing to low and moderate income families, senior citizens and disable/handicapped individuals. We also provide self sufficiency programs and non-discriminatory housing assistance services. HACSB is seeking proposals from qualified coin laundry operators, to establish a contract(s) to furnish, install, and maintain coin operated laundry equipment in the laundry facilities of HACSB’s Public Housing Community and Authority-Owned housing portfolios’. A revenue sharing contract(s) based on a percentage of gross receipts will be awarded for a term of five (5) years.

A complete, detailed listing of the sites is included in the scope of work. HACSB intends to issue a single contract to provide laundry vending services for all sites. Evaluation and awards will be made to the proposer(s) who best meet the needs of the HACSB. HACSB reserves the right to award to one, or multiple contractors based on the needs of the agency. II. PURPOSE

The purpose of this Request for Proposals is to solicit responses from qualified companies to furnish services to the HACSB as identified in the “Scope of Work” of this request.

III. BOARD

The powers of the HACSB are vested in its Board of Commissioners.

IV. ADMINISTRATIVE PERSONNEL

Susan Benner is the Executive Director of the HACSB.

V. SCOPE OF SERVICES

Respondents will be expected to provide Laundry Vending services as outlined in Scope of Work Exhibit A.

VI. RFP INSTRUCTIONS

a. Contact Information

This RFP is being issued, as will any addenda by the HACSB. The contact person for the HACSB is:

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Marsha Zeller, Procurement and Contracts Dept. 715 E. Brier Drive San Bernardino, CA 92408-2841 (909) 890-0644 ext. 2211 [email protected]

b. RFP Submission and Format

By this Request for Proposals, the HACSB solicits proposals to be received by 4:00 p.m. (PDT) on February 25, 2011 in the form outlined below. Late

submittals will not be accepted.

1. Proposals must be submitted by mail with one (1) signed original and four

(4) copies. Any general information not specifically relevant to the proposal shall be omitted or bound in a separate document. At a minimum, the proposal shall include the following:

• Identification of the company or individual(s) including name, address, telephone number, fax number, and email address;

• Name, title, address and telephone number of contact person during the period of the evaluation process;

2. Proposal shall be submitted by mail to:

Housing Authority of the County of San Bernardino

Procurement & Contracts Department

Attn: Marsha Zeller

715 East Brier Drive

San Bernardino, CA 92408-2841

The envelope must be sealed and include the following notation on the bottom left hand corner of the proposal, “Request for Proposal PC561

for Laundry Vending Services Enclosed.” Please also include company /individual name on outside of envelope. The proposals will be evaluated based on the criteria established in this document. Proposals received after the specified date and time will not be accepted. Two or more companies may be selected for an interview.

3. Facsimile Copies or emails will not be accepted. All proposals will become property of the HACSB upon submission.

c. RFP Terms and Conditions

The HACSB reserves the right to select more than one respondent (and will accept joint venture proposals), to select a respondent(s) for specific purposes or for any combination of specific purposes, and to defer the selection of any respondent(s) to a time of the HACSB’s choosing.

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d. Board and Staff Communications

Under no circumstances may any member of the HACSB or any staff member other than the contact specified in Section VI. a. above be contacted during this RFP process by any entity intending to submit a response to this RFP. Failure to comply with this request will result in disqualification. All questions should be in writing and directed to the individuals identified in Section VI. a above.

e. Timetable

Event Date

Request for Proposal Released January 19, 2011

Pre-Bid Conference January 27, 2011 at 10:00 a.m. Due Date for Questions February 2, 2011 by 4:00 p.m. Posting of Responses for Questions February 7, 2011

Proposals Due February 25, 2011 by 4:00 P.M.

Evaluation Process March 2011 Award Contract April 2011

If you have questions regarding this proposal, you must submit them in writing to [email protected] no later than 4:00 PST on February 2, 2011.

Responses to all appropriately submitted questions will be posted on the HACSB’s website on or before Thursday, February 1, 2011.

The deadline for submissions in response to this Request for Proposals is

4:00 p.m. (PDT), February 25, 2011. Telephone or fax responses will not be accepted for this request. It is the intent of the HACSB to select Laundry Vending Services no later than April 2011.

f. Release of Information

Information submitted in response to this RFP will not be released by the HACSB during the proposal evaluation process or prior to a contract award.

g. Proprietary Information

If a respondent does not desire certain proprietary information in their response disclosed, the respondent is required to identify all propriety information in the response, which identification shall be submitted concurrently with the response. If the respondent fails to identify proprietary information, it agrees by submission of its response that those sections shall be deemed nonproprietary and may be made available upon public request after a contract award.

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h. Term of Contract

HACSB intends to award a contract for its requirements as follows: The contract period of performance is for five (5) years, beginning on or about April 15, 2011 and expiring April 14, 2016, or until such time as terminated per the terms of the agreement. Contractor shall perform its services hereunder in a prompt and timely manner and shall commence performance upon receipt of a written Notice to Proceed from HACSB. The Notice to Proceed shall set forth the precise date of commencement of the work.

Contractor shall make its non-exclusive services available during the entire contract period.

HACSB may amend the contract during the contract period to add and/or delete properties, services or equipment at individual sites. In the event of an addition or deletion, Contractor shall be notified in writing 30 days in advance of such changes. The number of locations and machines may vary. All leases regardless of start date must end on the same date, which will be a 5 year period from the date of contract execution.

HACSB may award the contract at a time other than that stated in the Schedule. In which case HACSB, at its option, may shorten the duration of the contract or change the beginning and end dates, but in no case will the contract exceed the duration in as aforementioned.

HACSB will not accept any automatic renewal type of contract for these services. If HACSB decides to renew the contract, the contractor will be informed in writing 30 days in advance of the end of the current term.

If HACSB does not provide renewal in writing, the lease must be considered expired and automatically transition to a month to month agreement which can be terminated by HACSB at any time.

i. HACSB Reserves the Right to:

1. Request an oral interview with, and additional information from, companies/individuals prior to final selection of a provider.

2. Consider information about a company/individual in addition to the

information submitted in the response or interview.

3. Reject any and all responses and waive any irregularities.

VII. RFP QUESTIONS FOR PROVIDERS

a. Organizational and Personnel Background

Provide an overview of your company, emphasizing its qualifications and major organizational strengths.

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b. Experience

Discuss your experience, in serving as a provider of Laundry Vending services. The successful contractor must have significant experience with providing laundry vending services to multi-unit dwelling complexes.

c. Miscellaneous Discussion Questions

1. Identify the specific individuals who would be assigned to work with the HACSB and specify which person would be the primary contact person with the HACSB.

2. Identify the specific locations for which you are proposing to provide

services on Proposal Form Exhibit C.

3. Provide an estimate of the time that will be required to begin Laundry Vending Services as outlined in Exhibit A.

d. Price

The pricing for this contract will be on a revenue sharing basis. Pricing will be based on a percentage of gross monthly receipts. A 50/50 split of gross monthly receipts is the minimum. Please provide a cost based on percentage of gross monthly receipts for the rendering of services and clearly specify if any additional expenses will be charged to the HACSB in connection with this proposal.

e. Affirmative Action

The HACSB requires that each respondent be an Equal Opportunity Employer: State that the respondent complies fully with all government regulations regarding nondiscriminatory employment practices.

VIII. RFP REVIEW

At a HACSB meeting, scheduled after such review, some of the companies that have responded may be asked to be available for interviews. If so, those companies will be given not less than three (3) business days notice, along with the date, time and place for the interviews. Expenses will be the responsibility of the respondent.

IX. PRE-BID CONFERENCE

A pre-bidders conference shall be held on Thursday, January 27, 2011 at 10:00 a.m. at 715 E. Brier Drive, San Bernardino, CA. No oral requests for clarification or information will be accepted at any time during the proposal process; however, written requests submitted by email, mail, fax, or hand delivery would be accepted until Wednesday,

February 2, 2011 at 4:00 p.m. All questions and clarifications will be answered in one written addendum to be issued and posted to the HACSB’s website www.hacsb.com on Monday, February 7, 2011.

X. COMPANY QUALIFICATIONS

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Proposals shall be considered from responsible organizations or individuals engaged in the performance of Laundry Vending Services. Proposals must include information on competency in performing comparable Laundry Vending Services, demonstration of acceptable financial resources, and personnel staffing. The vendor shall furnish detailed information on references, as well as background and experience with projects of a similar type and scope to include as a minimum: a. Brief history of company b. A listing of five (5) references where similar services were performed. The client

reference shall include the name of organization, contact person, address, and telephone numbers.

c. Vendor shall describe their understanding of the project scope, their proposed

approach to performing the services, and submit a proposed schedule. XI. SELECTION CRITERIA

All proposals will be initially evaluated to determine if they meet the following minimum requirements:

Minimum Proposer Qualifications (pass/fail):

a. Experience of organization: Have at least three (3) years experience in providing Laundry Vending services for other similar sized entities with similar scope. Proposer shall have a significant degree of experience in providing Laundry Vending services to multi-unit dwelling complexes.

b. Provide at least five (5) references for which like services have been

performed within the past five (5) years; The HACSB reserves the right to contact any party that the Proposer has worked for in the past and to reject a Proposer based on past poor performance.

c. Contractor must be able to service all of San Bernardino County.

d. Meet other presentation and participation requirements listed in this RFP;

e. Have no outstanding or pending complaints as determined through the Better Business Bureau, State of California Department of Consumer Affairs, and have no unsatisfactory record of performance with any public agency; and

f. Have the administrative and fiscal capability to provide and manage the proposed services.

Proposals which meet the minimum requirements will be evaluated based on the selection factors listed below; the relative weight that each factor will receive in the evaluation is shown below.

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Selection Factors:

a. Experience and qualifications of the company (30 points): Including number of years providing Laundry Equipment and maintenance and service for the equipment. The HACSB reserves the right to contact any party that the proposer has worked for in the past and to reject a proposer based on past poor performance. Training, experience and longevity of staff; quality of operating policies and procedures. Demonstration of financial stability.

b. Suitability of Equipment (product and services offered) (40 points): Including components and services offered; installation and training proposed; maintenance and support services proposed; features included which were nor specified; e.g. up-front payments, refurbishing of laundry rooms, additional revenue generation (additional points may be awarded for additional features above the minimum specified); service response time and location (additional points may be awarded for response times which are faster than the maximum specified time)

c. Cost (25 points):

Cost (percentage of gross revenue) weighted, based on highest percentage to HACSB price at 25 points

25Pr'

Pr)%(×=

icesBidder

icetoHACSBHighestScore

d. Ownership (5 points): Certification of MBW/WBE ownership

XII. RFP REQUIREMENTS AND CONDITIONS

Minimum Requirements

This RFP sets forth the minimum requirements that all submissions shall meet. Failure to submit proposals in accordance with this request may render the proposal unacceptable.

Cost of the Proposal

Costs incurred by any proposer in the preparation of its response to the RFP are the responsibility of the proposer and will not be reimbursed by the HACSB. Proposers shall not include any such expenses as part of their proposals. Clarification to Proposals

The HACSB reserves the right to obtain clarifications of any point in a company’s proposal or to obtain additional information necessary to properly evaluate a particular proposal. Failure of a proposer to respond to such a request for additional information or clarification could result in rejection of the company’s response or responses.

Cancellation of the RFP

The HACSB reserves the right to cancel this RFP at any time, for any reason, and without liability if cancellation is deemed to be in the best interest of the HACSB. The proposer assumes the sole risk and responsibility for all expenses connected with the preparation of its proposal.

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Collusion

Proposer, by submitting a proposal, hereby certifies that no officer, agent, or employee of The HACSB has a pecuniary interest in this Proposal; that the Proposal is made in good faith without fraud, collusion, or connection of any kind with any other proposer; and that the proposer is competing solely in its own behalf without connection with, or obligation to any undisclosed person or company.

Contacts

All questions concerning the RFP shall be directed to Marsha Zeller, Procurement and Contracts Department, whose contact information is provided above. To avoid all appearances of impropriety proposer should only contact the above referenced staff person and should not attempt to contact any HACSB Commissioner or the Executive Director. No oral request for clarification or information will be accepted. All such requests must be in writing (by email, mail, fax, or hand delivery) and submitted to the HACSB no later than 4:00 PDT on February 2, 2011. All questions and clarifications shall be answered in one written addendum, which will be posted to the HACSB website, and issued to all respondents who have been duly recorded as having received a copy of the RFP in the HACSB’s distribution log, no later than Monday, February 7, 2011.

Disputes

In case of any doubt or differences of opinions as to the participation sought hereunder, or the interpretation of the provisions of the RFP, the dispute process shall apply. Contractors may appeal the recommended award, provided the appeal is in writing, contains the RFP number, is delivered to the address listed in Section VI, a. of this RFP, and is submitted according to the time requirements listed below. The following shall apply to protests (unless otherwise specified, this section will use the term “protest” to also include disputes and appeals):

Solicitation: Contractors may protest a solicitation issued by HACSB. It must be received by the Contracting Officer before the bid or proposal submittal deadline, or it will not be considered.

Award IFB: Any protest against the award of a contract based on an IFB must be received by the Contracting Officer no later than two full business days after the bid submittal deadline, or before award of the contract, whichever is earlier, or the protest will not be considered.

Award RFP/RFQ: Any protest against the award of a contract based on an RFP or RFQ or appeal of a decision by HACSB to reject a proposal, must be received by the Contracting Officer within three business days after notification to an unsuccessful proposer that they were not selected, or the protest will not be considered.

Rejection of Bid: Any protest of a decision by HACSB to reject a bid submitted in response to an IFB must be received by the Contracting Officer within two business days after being notified in writing of HACSB’s decision, or the appeal will not be considered.

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A written response will be directed to the appealing Contractor within fourteen (14) calendar days of receipt of the appeal, advising of the decision with regard to the appeal and the basis for the decision.

The decision of the HACSB shall be final and binding upon all parties.

XIII. INSURANCE REQUIREMENTS

A. Proof of Insurance, shall not be terminated or expire without thirty (30 days written notice, and are required to be maintained in force until completion of the contract. The Contractor shall require all subcontractors used in the performance of this contract to name HACSB as an additional insured. Following are the standard types and minimum amounts.

General Liability: $1,000,000; per occurrence for bodily injury, personal injury and property damage liability; HACSB Additional Insured or,

Commercial General Liability: $3,000,000; combined single limit bodily and property damage liability per occurrence; HACSB additional

named insured.

Comprehensive Automobile Liability: $1,000,000; combined single limit bodily and property damage liability per occurrence and aggregate; HACSB Additional Insured.

Errors and Omissions Liability: $1,000,000; combined single limit bodily and property damage liability per occurrence and $3,000,000 aggregate or,

Professional Liability: $1,000,000; per occurrence and aggregate.

Workers’ Compensation: statutory limits or,

Self Insurance Program: a State Approved program in an amount and form that meets all applicable requirements of the Labor Code of the State of California.

Environmental Liability: $500,000; per occurrence and aggregate; HACSB Additional Insured.

Owner’s Liability: 100% of insurable value of the work, Builder’s Risk, Extended coverage for Vandalism and Malicious Mischief, if required; HACSB additional named insured.

Fire Insurance with Extended Coverage: 100% of insurable value of the work; Builder’s Risk, Extended coverage including Vandalism and Malicious Mischief, if required; HACSB Additional Insured.

B. Failure to provide proof of insurance or failure to maintain insurance as required in this bid, or by law; are grounds for immediate termination of the contract. In addition, the awarded bidder should be liable for all re-procurement costs and any other remedies under law.

C. Indemnification and Insurance Requirements

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1. Indemnification

The Contractor agrees to indemnify, defend and hold harmless HACSB and its authorized officers, employees, agents and volunteers from any and all claims, actions, losses, damages, and/or liability arising out of this Contract from any cause whatsoever, including the acts, errors or omissions of any person and for any costs or expenses incurred by HACSB on account of any claim therefore, except where such indemnification is prohibited by law.

2. Additional Named Insured

All policies, except for the Workers' Compensation, Errors and Omissions and Professional Liability policies, shall contain additional endorsements naming HACSB and its officers, employees, agents and volunteers as additional named insured with respect to liabilities arising out of the performance of services hereunder.

3. Waiver of Subrogation Rights

The Contractor shall require the carriers of the above required coverages to waive all rights of subrogation against HACSB, its officers, employees, agents, volunteers, Contractors and subcontractors.

4. Policies Primary and Non-Contributory

All policies required above are to be primary and non-contributory with any insurance or self-insurance programs carried or administered by HACSB.

5. Proof of Coverage

The Contractor shall immediately furnish certificates of insurance to HACSB Procurement Department administering the Contract evidencing the insurance coverage, including the endorsements above required, prior to the commencement of performance of services hereunder, which certificates shall provide that such insurance shall not be terminated or expire without thirty (30) days written notice to the Department. Contractor shall maintain such insurance from the time Contractor commences performance of services hereunder until the completion of such services. Within sixty (60) days of the commencement of this Agreement, the Contractor shall furnish certified copies of the policies and all endorsements.

6. Insurance Review

The above insurance requirements are subject to periodic review by HACSB. HACSB's Risk Manager is authorized, but not required, to reduce or waive any of the above insurance requirements whenever the Risk Manager determines that any of the above insurance is not available, is unreasonably priced, or is not

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needed to protect the interests of HACSB. In addition, if the Risk Manager determines that heretofore, unreasonably priced or unavailable types of insurance coverage or coverage limits become reasonably priced or available, the Risk Manager is authorized but not required, to change the above insurance requirements, to require additional types of insurance coverage or higher coverage limits, provided that any such change is reasonable in light of past claims against HACSB, inflation, or any other item reasonably related to HACSB's risk. Any such reduction or waiver for the entire term of the Agreement and any change requiring additional types of insurance coverage or higher coverage limits must be made by amendment to this Agreement. Contractor agrees to execute any such amendment within thirty (30) days of receipt.

XIV. CONTRACT CONDITIONS

Americans with Disabilities Act

Proposer must comply with all applicable requirements of federal and state civil rights law and rehabilitation statues.

Law of the State of California

The resulting contract will be entered into within the State of California and the law of said state, whether substantive or procedural, shall apply to the contract, and all statutory, charter and ordinance provisions that is applicable to public contracts within the County of San Bernardino and the State of California shall be followed with respect to the contract.

Contract Terms and Final Selection

The selected company/individual will be expected to sign the HACSB’s Contract Agreement, which will specify the term of service, anticipated to be a five (5) year term. If the selected applicant and the HACSB cannot come to terms with respect to the contract, the HACSB reserves the right to select the next most qualified applicant or to terminate this RFP and to re-issue a new RFP if no Proposer is acceptable to the HACSB. The HACSB does not have a standard contract or agreement document that meets the requirements for these services, so the vendor can submit a sample of their agreement document and we will have our legal representation review it.”

Whatever agreement or contract forms are utilized, there will need to be included a “Non-appropriation of Funds” clause for the HACSB. If we (HACSB) will be utilizing the vendor lease agreement or contract forms that they will need to make sure it follows the rules and requirement listed in the bid. Please note that lease agreements must satisfy indemnification and liability language requirements of HACSB.

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EXHIBIT A

Coin Operated Laundry Services Scope of Work

GENERAL BACKGROUND

The Housing Authority of the County of San Bernardino (HACSB) is an independent public agency established in 1941 under the U.S. Housing Act of 1937 and the State of California Housing Authorities Law of 1938, for the purpose of developing low-rent public housing for low income households. Pursuant to said laws, the Authority was authorized to function by resolution adopted by the County Board of Supervisors on February 23, 1941. Seven Commissioners (including two tenant Commissioners one of who must be a senior citizen 62 years of age or older) are appointed by the County Board of Supervisors to serve the public entity and to act as its Board of Commissioners. The Housing Authority Executive Director is the principal administrator. HACSB is responsible for the development of low-income rental communities, management of publicly owned or assisted housing communities, operations of rent-subsidy programs & rehabilitation of existing housing stock. HACSB serves the incorporated and the unincorporated areas of San Bernardino County. The Housing Authority has jurisdiction in all areas of the county except the cities of Upland and Needles, each of which have its own Housing Authority. HACSB owns and/or manages 1,319 units of public housing, 1,191 privately owned units, and administers 7,796 units leased from private owners under the Section 8 Housing Choice Voucher Program. Our programs enable us to provide quality, safe affordable housing to approximately 30,000 low income families, seniors and disabled individuals who reside throughout the County of San Bernardino. HACSB currently has laundry equipment at 69 locations throughout the County of San Bernardino, and an estimated total of 250 machines in service. The number of location and machines may vary. All leases regardless of start date must end on the same date, which will be a 5 year period from the date of contract execution. Currently, there are 33 locations that are on a month to month basis. The remainder of the sites will be added to the new contractor when the existing lease period expires. As stated in the proposal documents the 5-year contract term will be based on the original contract execution date, not the date of machine installation at a site. New properties added during the contract term will have pro-rated lease terms in relation to the 5-year term. All contracts shall have the same expiration date regardless of the installation date. Upon expiration of the existing agreements; Contractor shall install new laundry equipment at the site.

A complete listing of all sites with expiration dates for the entire portfolio is incorporated into this addendum as “Exhibit E”. Historical Revenue data is included in “Exhibit F”.

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The current contractor will continue to service the sites until the expiration date of the current contract period. The current contractor will be notified by HACSB of their intent not to renew the current agreements. HACSB is soliciting proposals, from qualified coin laundry operators, to establish a contract(s) to furnish, install, and maintain coin operated laundry equipment in the laundry facilities of HACSB’s Public Housing Community and Authority-owned housing portfolios’. A contract(s) will be awarded for a term of five (5) years commencing upon the expiration of current contracts.

Proposals will be evaluated by a team of HACSB employees. Contractor(s) selection(s) will be based on the following criteria: 1. Evaluation of the Contractors proposed equipment. 2. Experience and reputation. 3. Capacity to provide services needed. 4. Demonstrated ability to provide services needed. 5. Familiarity with public housing authority requirements. 6. Location (geographical) 7. Cost reasonableness (revenue sharing percentage of gross receipts) Contractors shall meet with Housing Managers and inspect all laundry facilities they propose to service prior to submission of their proposal. The specifications contained in this RFP shall be considered as clear and complete unless written attention is called to any apparent discrepancy or omission thereof before opening of proposals. The proposer agrees that any estimates as stated in the RFP are only to provide a uniform basis for comparison of proposals and are not represented to be accurate. Such estimates shall not be considered a binding feature of any contract nor in any other way to determine a liability against the Housing Authority of the County of San Bernardino. The Contractor will be responsible for providing ALL phases of coin operated laundry services. This shall include providing new laundry machines, providing prompt maintenance (both preventative and remedial), providing accounting and invoicing data, providing delivery and machine setup services, providing volume usage reports and providing both initial and continuous property manager training. The costs for the foregoing services shall be included in the revenue sharing percentage of gross receipts.

Upon award of a contract, the successful Contractor will be responsible for conducting an assessment of our current equipment and needs and proposing a solution which will meet our current needs and allow for future changes and needs.

HACSB is interested in developing a close working partnership with a Contractor that will assist in achieving the following objectives:

• Reduce operating costs for laundry service without reducing quality or service to the end users.

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• Replace the existing washer and dryer machines, with the most current technology as requested during the contract.

• Review all existing equipment locations and functionality with property management to identify and ensure their operational needs will be met with the proper equipment configuration.

• Ensure all equipment is well maintained, site staff are well trained and ongoing service needs are responded to in a timely manner but at any rate not to exceed one business day.

SCOPE OF WORK

The intent of this solicitation is to establish a contract(s) with qualified coin laundry operators to furnish, install, and maintain coin operated laundry equipment at all HACSB Public Housing and Authority-Owned housing complex laundry facilities (see "List of Sites" (Exhibit E). Contracts will be awarded for the provision of all equipment and maintenance and payment of an agreed percentage of the monthly gross income to the Housing Authority of the County of San Bernardino. Equipment and Services to be provided:

a. Equipment - Contractor shall provide and install only new ADA Compliant equipment in HACSB facilities. All equipment placed must be current models of the latest manufacture with 100% new parts. No discontinued, refurbished, rebuilt or re manufactured machines will be placed. The new machines must be energy efficient and low water usage. The equipment must meet the most current certification for Energy Star Compliance Criteria. Proof of Energy Star

Compliance, for each model of equipment proposed must be submitted with the proposal

or the proposal may be considered non-responsive.

All laundry equipment provided must be ADA Compliant and handicapped accessible.

Contractor is encouraged to offer ideas and suggestions in their proposal to make machine use easier for disabled residents. The size, type, and capacity of equipment shall be compatible to space available, existing utility capabilities, and residents’ needs within each of the laundry facilities. Machine placement must conform to space provided. Machines and equipment must conform to safety regulations and not hinder emergency exiting of the laundry room. Site visits, and evidence thereof, are required prior to submitting a proposal to ensure all proposers are aware of space and utility limitations and existing conditions. b. The Contractor shall own all furnished equipment. All equipment installed during the life of the contract shall be of the same type and manufacturer and like appearance as specified and accepted as part of the proposal; unless specific approval is given by HACSB to do otherwise.

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c. The Contractor shall submit data sheets on proposed washers and dryers with their proposal. d. Services Contractor shall provide:

(1) Biweekly preventative maintenance which shall include but not be limited to the cleaning of the equipment, cleaning of the exhaust vents, vent piping, and behind the machines. Vendor will maintain reports of bi-weekly and other visits. (2) A copy of these reports shall be included with each monthly payment to the Authority. (3) Repair service within twenty-four (24) hours of receipt of call. Vendor will maintain record of repair calls. Submit copy per paragraph above. (4) Full maintenance and comprehensive repair service shall be done by the contractor at the contractor’s expense.

e. Replacement of Equipment. Contractor shall replace all un-repairable equipment with "new in the carton" units that are equal to the units replaced. Term of Engagement:

The term of this contract shall be five (5) years and shall commence upon installation of the new equipment at expiration of the current contract for each housing facility. . The Contractor shall notify HACSB ninety (90) days prior to expiration of this contract to discuss HACSB’s intentions regarding a new contract. Subcontracting:

Offerors submitting proposals are encouraged to consider subcontracting portions of the engagement to small disadvantaged individuals. If this is to be done, that fact, and the name of the proposed subcontracting firms, must be clearly identified in the proposal. Following the award of the contract, no additional subcontracting will be allowed without consent of the Authority. Prices and Payments:

HACSB prefers that the subsequent contract pricing be a percentage of Gross Revenues paid to HACSB. A for a percentage of Gross Revenues price policy a 50/50 split of gross monthly receipts is the minimum. Proposers may present an alternative price policy. The price policy that you choose to submit must have a clear structure and be accountable, and auditable. The percentage/price policy proposed shall remain firm and shall include all charges that may be incurred in fulfilling the terms of this contract. Payments to HACSB shall be made on a monthly basis. HACSB shall pay the cost of all utilities (electric, water, and sewer). HACSB shall not be responsible for any other costs. The washer and dryer fees shall be established by HACSB and may be changed at HACSB’s discretion at any time with thirty (30) days notice to the contractor. Current prices vary based on the demographics of the location. The current prices are $1.00 - $1.50 per wash and $.75 – 1.25 per 45 minute drying cycle. Washer and dryer fees may not be increased without written permission by HACSB. Any changes to the prices should be in tune with other multi-family units

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with similar demographics in the County. We do not at any time want these services to be an unreasonable financial burden on our residents. The contractor shall establish a refund/reimbursement policy for users who may lose money in the equipment. A toll free number for users to file a claim is to be established. The toll free number must be clearly posted in the laundry room or on the machines. Refund/ reimbursements for lost monies must be made within thirty (30) days. Specifications and Literature Minimum Requirements:

Each proposer shall furnish as part of the proposal, for comparison purposes, descriptive literature of each item offered. All Equipment offered by proposer shall be fully ADA Compliant. The information shall include, at minimum, the following regarding equipment features and efficiency ratings:

Washers

• Manufacturer

• Model

• Cylinder- Perforated Holes- Qty

• Capacity- DOE Rating- Cu..Ft.

• Drive Motor- HP

• Average Hot Water Usage- gals per load (Basis)

• Total water usage- gals per load

• Water Factor (WF)-

• Modified Energy Factor (MEF)-

• 2009 Energy Star Qualification- Yes/No

• Spin Extract Speed-

• Remaining Moisture Content (RMC)- %

• Door- See Thru Glass- Yes /No

• Door Opening Dimension Sq. In.-

• ADA COMPLIANCE

• Dispenser-

• Auto Flush Dispense-

Dryers

• Manufacturer

• Model

• Cylinder size- Cu. Ft.

• Air Flow (CFM)-

• Control & Display features-

• Temperature Selections-

• Cycle start - Switch to Start or Automatic

• Door Opening Dimension Sq. in.-

• Lint filter- secured or removable

• Cylinder finish-

• Efficiency of Burner BTU/Hour Gas-

• Heating Element (Electric)- W/V

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• 2009 Energy Star Qualification- Yes/No

• Cycle time-

• Additional time-

• Cool down time- FAILURE TO SUBMIT THE DESCRIPTIVE LITERATURE MAY BE CAUSE FOR

REJECTION OF THE PROPOSAL.

Additional Information Provided

List of Sites and Expiration Dates of Current Agreements Exhibit E Historical Revenue by Site Exhibit F Submission of Proposals

Proposers must use the attached proposal form for submitting his or her proposal. The Proposer must show manufacturer, model number, and quantities for each item and location for which a proposal is submitted. The Authority reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether the proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for proposals, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the Authority and the firm selected. The proposer acknowledges that he has read this request for proposal, understands it, and agrees to be bound by its terms and conditions. Proposals may be submitted by mail or delivered in person in accordance with the Instructions to Proposers (attached). All proposals must be received by HACSB prior to the date and time specified in the Instructions to Proposers (attached). Proposals received after the time and date prescribed shall not be considered for award and shall be returned to the contractor. The proposer certifies by submission of a proposal that it is not a debarred, suspended, or an ineligible contractor by any Agency of Federal or State government. (No proposal received from a debarred, suspended, or ineligible contractor will qualify for award. The proposal must be firm and not subject to change by the offeror for ninety (90) days for the date of proposal opening. The Housing Authority of the County of San Bernardino reserves the right to reject any and all proposals, to accept or reject any part of any proposal, or to waive informalities and minor irregularities in the proposals or to allow the offeror to correct a minor irregularity if the best interest of HACSB will be served by doing so.

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Proposals which contain erasures, alterations, conditional bids, omissions, or irregularities may be rejected. Criteria for Selection and Contract Award:

HACSB shall award agreement(s) only to responsible prospective Coin Laundry Operators who have the ability to perform successfully under the terms and conditions of the proposed contract, and who best meets the terms and conditions of the Request for Proposal requirements, and the needs of HACSB. Proposals will be evaluated by a team of HACSB employees. Award(s) will be made on the basis of the following criteria: a. Adequacy, efficiency, and quality of Equipment b. Contractors qualifications, experience, and reputation. c. Contractors capacity and demonstrated ability to provide services required. d. Contractors familiarity with Public Housing Authority requirements. e. Percentage of gross monthly revenues. The Authority may request additional information or clarification from proposers during the evaluation process. HACSB reserves the right to award a contract based solely on the proposals or to negotiate further with one or more offerors. The proposer selected will be chosen of the basis of the greatest benefit to the Authority, not necessarily on the basis of percentage of revenues. The proposer agrees, if successful to execute a contract within twenty (20) days after Notice of Award. No contract may be assigned, either in whole or in part, without prior approval of HACSB.

Responsibilities and Duties of the Successful Contractor:

Contractor shall ensure that no equipment or supplies will be delivered to the site(s) prior to the date(s) agreed upon in the phase-in schedule by HACSB's authorized representative.

Contractor shall be responsible for all material(s) shipped prior to and during installation until HACSB gives acceptance in writing. All risk of loss or expense associated with storing material(s) prior to the date of acceptance by HACSB is the responsibility of the Contractor.

Contractor shall provide and pay for all materials, labor, tools, transportation and handling, and other facilities necessary for the furnishing, delivery, assembly plus inspection before and after installation of all items specified herein.

Contractor shall at all times keep the premises and the areas in which the work is performed free from accumulation of waste materials or rubbish as well as the tools, installation equipment, machinery and surplus materials during the progress of the work and until completion thereof.

The Contractor shall remove from the premises all crates, wrappings and other flammable waste materials or trash from the building. If the premises are not maintained properly, HACSB may have any accumulations of non-recyclable waste materials or trash removed with costs to be incurred by the Contractor as deemed appropriate.

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It will be the responsibility of the Contractor to have qualified trained sales/service staff personnel to provide technical assistance at any location, including assistance in problem solving, maintenance, machine operation, etc. Contractor must also have access to manufacturer's technical resources for problems that are beyond the ability of the Contractor's staff. Such assistance shall be available at no cost and within twenty-four (24) hours of notification by HACSB.

The Contractor shall provide for each site, at no additional cost, and unlimited quantities, an OPERATOR TRAINING PROGRAM for a primary operator, a back up key operator to be scheduled at mutually agreed times to the initial installation and quarterly thereafter if requested.

At any time during the contract period, should the Contractor introduce new or improved models of laundry equipment as replacements for models initially provided under this contract, he shall submit in writing to the HACSB authorized representative, the proposed substitution for approval. Any proposed model offered must be of equal or greater capability as the model to be replaced.

Problem Machine Replacement:

Machines having demonstrated a history of “excessive down time” shall be replaced by the Contractor with a new machine of equal or better features, unless the user agency declines.

Excessive down time shall be defined as two (2) or more service calls in one month. Downtime is calculated from the time the agency places the call, and ends when the machine is up and running.

Service calls that are operator induced will not be counted. To qualify for replacement, the following steps must occur:

a. The user must document the service log as to number of times per month the machine has required service, number of hours the machine is down, nature of problems, and reoccurrences of same problems.

b. The user must contact the Contractor and discuss their concerns regarding the overage of calls. The Contractor will research the matter and follow up with a return phone call and a plan of action.

c. A representative of the Contractor shall be dispatched onsite to ascertain the malfunctions and make a determination as to what coarse of action will be taken:

1) Repair the machine.

2) A determination is made for complete reconditioning.

3) A determination made for replacement.

d. If it is determined reconditioning is the best solution, a backup machine will be sent and the user agency’s machine brought into the shop for a comprehensive reconditioning.

e. If a determination for reconditioning prevails, the machines performance after reconditioning will be monitored by the Contractor and the user.

The HACSB understands that during the “break-in” period of either a new machine or a reconditioned one, services calls are eminent. However, calls exceeding the standards, shall cause the machine to be replaced with a new unit of equal size and features without question.

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Service repairs:

It will be the responsibility of the Contractor to provide service within twenty-four (24) hours onsite after a call is placed, during normal business hours of 8:00 AM. to 5:00 PM. Monday through Friday. Preventive maintenance will be based upon the specific needs of the laundry equipment as determined by the Contractor. All maintenance parts and labor cost shall be included in the price. The Contractor will be required to provide service records on all machines covered under this contract to HACSB's authorized representative. Failure to meet the 24-hour onsite response time on a continual basis as documented by the user shall result in liquidated damages as specified.

Contractor is responsible for any damage to the premises of any site as a result of the installation and shall repair and restore to the original condition any area so damaged within the time frame designated by the HACSB.

Contractor Representative

The Contractor shall provide HACSB with at least one representative whose responsibilities shall be to coordinate placement and service of all contract machines. This includes relocating over-utilized or underutilized equipment and adding or deleting machines, as necessary, to satisfy the user needs at each site, and providing any other ancillary services.

The detailed duties of the Contractor Representative shall include, but not limited to:

a. Daily questions. The Contractor Representative will be the first contact for the using location regarding all laundry equipment-related issues. The using location will only contact Administration Office if the Contractor Representative cannot resolve the problem or the user is not satisfied with the level of service provided by the Contractor Representative. If messages are left in voicemail for the Contractor Representative, he/she must respond to HACSB agency staff within two (2) hours.

b. Repairs

The Contractor Representative will contact the using department/location to ensure all repairs were performed to their satisfaction. This includes response time and expediting any parts which may have to be installed.

c. Replacement Machines

The Contractor Representative will coordinate the installation of replacement laundry equipments, either temporary or permanent.

d. Laundry equipment Operations

The Contractor Representative is responsible for answering questions regarding laundry equipment features, machine capabilities, etc. In addition, the Contractor Representative in accordance with the manufacturer’s specifications shall coordinate the scheduling of all preventative maintenance.

d. General Correspondence

The Contractor Representative will be the primary contact for all correspondence between the contractor and HACSB's Authorized Representative.

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Projected Requirements/Estimated Quantities:

The quantities (volumes of machines) specified in this solicitation are estimates only, and are given for the information of Proposers and for the purpose of HACSB's RFP evaluation. They do not indicate the actual number of machines, which will be ordered, since such volume will depend upon requirements, which may develop during this contract period. To the best knowledge of HACSB, this is the historical usage of laundry equipment. HACSB makes no guarantee as to laundry usage on a HACSB agency-wide basis or for individual units.

The Contractor Representative shall make every effort to ensure that the placement of laundry machines by volume classification are directly related to the estimated average monthly laundry volume produced at a given site. For the first six (6) months during the transition period there will be no changes to the laundry equipment placement unless requested by HACSB. After the transition period, if there is over use/under use for three (3) consecutive months at any location, then the Contractor Representative may recommend in writing, with supporting documentation of the usage history, to replace with a correct volume machine. The final decision, however, as to the volume classification of machine that is appropriate for any site shall be solely that of HACSB.

Delivery Time:

All laundry equipment shall be delivered, installed, and operational within sixty (60) calendar days after contract award.

The Contractor shall provide HACSB with a phase-in schedule that outlines projected quantities of laundry equipment to be installed and made operational at all HACSB facilities, thirty (30) calendar days after award of contract.

Technical Literature:

Each RFP must designate on the Pricing Schedule, the manufacturer and model or stock number for each line item. Detailed descriptive literature for all equipment being offered MUST also be included with the RFP. Such literature must provide information on electrical wiring needs, space requirements, and all technical data required for a full evaluation. FAILURE TO PROVIDE THE TECHNICAL LITERATURE MAY BE JUST CAUSE FOR REJECTION OF RFP.

Risk of Loss or Damage:

The Contractor shall hold title to all equipment and accessories provided under this contract. Even though the laundry equipment will be installed on HACSB premises, HACSB shall be relieved from risk of loss and/or damage during the period of transportation, installation, or during the entire time the equipment is in the possession of HACSB except when loss or damage is due to fault or negligence of HACSB.

If damage or loss occurs to the installed equipment caused by negligence or willful act of HACSB, reimbursement to the Contractor may be made as follows:

The Contractor shall submit an invoice and a written damage or loss valuation/claim to HACSB's authorized representative. If the damaged equipment can be repaired, the Contractor will invoice the HACSB at the Contractor's lowest current Manufacturers List.

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Liquidated Damages For Failure To Meet Twenty-Four Hour Service Call Response Time:

If the Contractor fails to provide repair service within the required twenty-four (24) hours from the time of notification, a $50 liquidated damages charge will be deducted for each incident.

Alternatively, if delivery or performance is repeatedly unsatisfactory, HACSB may terminate this contract in whole or in part under the General Conditions and Instructions to Proposers, paragraph 17, and in that event, the contractor shall be liable for fixed, agreed, and liquidated damages accruing until the time the HACSB may reasonably obtain delivery or performance of similar services and supplies. The liquidated damages shall be in addition to excess costs under the default clause.

Adding/Relocating:

The HACSB reserves the right to add additional laundry equipment Program at any time during the contract period, at the bid prices. In addition, HACSB reserves the right to have laundry equipment relocated after the initial installation at no cost to HACSB.

Cancellation of a Laundry Service Location:

The HACSB's authorized representative will provide thirty (30) days notice when the services of any laundry equipment is to be canceled. Cancellation will be at no cost to HACSB. Cancellation notification will contain the following information:

a. Laundry Machine location by agency/activity, building and room number

b. Laundry Machine model and serial number

c. Date equipment will be available for removal

Note: All expenses and the coordination for this pick up shall be the responsibility of the Contractor.

Emergency Purchase:

The HACSB reserves the right to make emergency purchases from other sources, should the Contractor be unable to furnish the required item/service within the required time frame. Should this occur, the cost incurred by HACSB to source such purchases shall be deducted from the Contractor’s monthly invoice?

Invoices and Payment:

The Contractor shall submit in duplicate, an invoice that reflects the total monthly billing amount due for all locations by department with an itemized break down by volume category containing the following information:

a. A complete listing by HACSB department, site location and machine serial number of each machine.

b. Meter readings at the beginning and end of the month quarterly readings for each laundry equipment.

c. Total revenue collected to each laundry facility site for that month.

The invoice must be dated and contain the following information:

a. Name and address of Contractor (Note: It must correspond to the remittance address in the contract) ;

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b. Contract serial number;

c. Payment terms as bid;

d. Purchase order number of using agency.

Failure to provide this information will cause the using agency to return the invoice for corrections and thus delay payment.

Contractor’s Qualifications:

PROPOSER MUST BE QUALIFIED BY EXPERIENCE AND ADEQUATE FINANCING TO PROVIDE THE EQUIPMENT AND SERVICES SET FORTH IN THIS RFP. A POTENTIAL PROPOSER SHALL DEMONSTRATE THIS ABILITY BY PROVIDING THE INFORMATION SET FORTH BELOW AND ANSWERING THE QUESTIONS ON ATTACHMENT E. PROPOSER MUST COMPLETELY FILL OUT AND RETURN A COPY OF ATTACHMENT F, FOR EACH PIECE OF EQUIPMENT PROPOSED.

The Proposer must demonstrate that it has provided acceptable cost per copy services. In order to meet this requirement, the Proposer must be able to show that at least 30 total laundry equipments were being provided on-call, Day-to-day, Full-service at the same time for minimum of one organization, and that these machines were provided and maintained by the Proposer. This experience must be evidenced by a letter from each entity which certifies that the Proposer has provided to that entity “_____” number of machines over “_____” period of time and that all machines were serviced as described in this paragraph.

The Proposer must demonstrate that it currently has a local San Bernardino County area service unit that can provide a sufficient number of skilled technicians, fleet equipment, management personnel, and an adequate inventory of repair parts to effectively support HACSB’s cost per copy program.

The Proposer must provide evidence that it can provide a performance surety to HACSB in the amount of $1 million.

If the Proposer seeking to submit a RFP in response to this RFP is not the manufacturer of the equipment intended to be offered, then the company must provide a written letter from an authorized representative of the laundry equipment manufacturer(s). The letter(s) must state, unequivocally, that the manufacturer agrees to assume responsibility for the performance of the balance of any contract awarded by HACSB as a result of this RFP, in the event the Proposer fails to perform acceptable services under the contract.

The Proposer shall disclose if, during the past 5 years, it has made a general assignment or general arrangement for the benefit of creditors; filed a petition for adjudication of bankruptcy or for reorganization or rearrangement which was not dismissed in 30 days; had a trustee or receiver appointed to take possession of any of its assets and for which possession was not restored within 30 days; or had any of its assets subjected to attachment, execution, or other judicial seizure which was not discharged within 30 days.

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EXHIBIT B

Contact Information Form To: Marsha Zeller, Procurement and Contracts Dept.

(900) 890-0644 Ext 2176, (909) 890-2349 Fax, e-mail [email protected]

This fax is to acknowledge that we are in receipt of your RFP #PC561 Laundry Vending Services and have noted our intention to bid. Company Name: _______________________________________________ Address: _____________________________________________________ Contact/Title: _________________________________________________ Phone: ______________________________________________________ Fax: ________________________________________________________ Email: ______________________________________________________

I PLAN TO SUBMIT A BID. Yes, I will be submitting a bid. Maybe, I need to research and get more information (contact HACSB-information

listed above)

NO BID. Indicate any of the following. We: Do NOT desire to be retained on the vendor list. Desire to be retained on the vendor list, but decline to bid based on the following:

Cannot comply with specifications, Explain: Cannot meet delivery requirements, Explain: Do not regularly provide above requirements Other, Explain: Please update my information as listed above.

HOW YOU FOUND OUT ABOUT THE BID. Indicate any of the following. We:

Checked the agency website Received notice by fax or e-mail Newspaper Ad, please list paper: Trade Publication, please list: Plan Room, please list: Other, Explain: _________________________________________________

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EXHIBIT C

PROPOSAL FORM

Proposal: Laundry Vending Services PC561

Vendor Name:____________________________________________ To: The Housing Authority of the County of San Bernardino 715 E. Brier Drive San Bernardino, CA 92408

1. The undersigned, having familiarized themselves with the local conditions affecting the cost of the work, and with the Specifications, if any thereto, hereby proposes to furnish all labor, materials, equipment and services required to provide such service(s) described in the Scope of Work in accordance therewith, for the sum of:

Item Description

Provide pricing per the specifications of RFP PC561 for the provision of Laundry Vending Services at all HACSB sites as listed in proposal:

1 Percentage of gross revenue to HACSB 2 Alternate pricing plan (attach to sheet) 3 Additional charges/services (please list—attach to sheet) 4 5 6

2. In submitting this proposal it is understood that the right is reserved by the Housing Authority of the County of San Bernardino to reject any and all proposals. If written notice of the acceptance of this proposal is mailed, telegraphed, faxed, or delivered to the undersigned within thirty (30) days after the opening thereof, or at any time thereafter before this proposal is withdrawn, the undersigned agrees to a contract/agreement in the prescribed form and furnish any required insurance requirements within ten (10) days after the contract is presented to him for signature.

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NOTE: The penalty for making false statements in offers is prescribed in 18 U.S.C. 1001.

Date , 20 (Company Name) (Official Address) (By) (Title) (Contractors State License Number) (Telephone Number)

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EXHIBIT D--CURRENT CLIENT REFERENCES (REQUIRED)

Submit this form with the BID, failure to do so is grounds for disqualification. Company Address City, ST, Zip Fax/Phone

Contact Type of Company Address City, ST, Zip Fax/Phone



Contact Type of Company Address City, ST, Zip Fax/Phone Contact Type of Bidder’s Company Name Legal Structure (corp./partner/proprietor)

Principle Office Address

City, ST, Zip

Phone Number & Fax Numbers

Email Federal Employer Identification Number

Title of Person Authorized to Sign Print Name of Person Authorized to Sign

request for proposals - hacsb€¦ · · 2011-01-19request for proposals laundry vending services...

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