Housekeeping and Building Maintenance Services – (East Tremont) FY26

Purpose

NAICA is seeking proposals from qualified subcontractors to provide housekeeping and Building Maintenance for EAST TREMONT AVENUE FACILITY. This document is a Request for Proposal (hereafter ‘RFP’) for the services described below and does not obligate NAICA to accept responses from eligible subcontractors. The RFP establishes minimum requirements a bidder must meet, in order to be eligible for consideration as well as information to be included in the subcontractor’s bid response.

Subcontractor is required to submit a proposal for each the site listed in table (A). Carefully examine the specifications, conditions and limitations. The selection of the successful Contractor will be made based on NAICA’s evaluation and determination of the relative ability of each bidder to deliver quality services in a cost-effective manner.

The following specific criteria will be evaluated and must be addressed in the proposal:

1. Company History and Organization
2. Management Approach
3. Housekeeping Procedures
4. Cost Proposal and Invoicing
5. References

NAICA is not obligated to accept the lowest bid and reserves the right to reject any and all bids or amend the scope of the project. All bidders must be duly licensed or otherwise have the ability to perform work in accordance with all governing local authorities and to the satisfaction of those authorities.

Conflicts of Interest

Subcontractor(s) must divulge any known potential conflicts of interest to include all known relations or associations by anyone employed or having an interest in the contracted company submitting any bid as follows:

• Relations/Associations to any NAICA Board member.
• Relations/Associations to any Senior or Executive employee of NAICA.
• Relations/Associations to Directors employed by NAICA.
• Vested personal or financial interest in NAICA or to any company organization that does business with NAICA and which may be construed as a conflict of interest.

Insurance

The successful Bidder(s) shall carry and maintain, with respect to any work or service to be performed at NAICA Locations, insurance written by a responsible insurance company, to provide for the following:

• Workers’ Compensation as required by applicable statute and Employer’s Liability Insurance.
• Commercial General Liability Insurance.
• Excess-umbrella Insurance, including terrorism coverage.
• Include a sample Certificate of Insurance including limits with the response. All policies and certificates shall provide for thirty (30) days notification to NAICA in the event of cancellation, reduction in limits or changes in coverage.

Contract Term

Contract terms shall be for a 1-year period unless terminated by either party with sixty (60) days written notice. Commencing July 1, 2025 to June 30, 2026.

Scope of Services

This project encompasses a single man shelter operated by NAICA.

The selected subcontractor shall provide housekeeping and building maintenance services on a 7-day-a-week basis from Sunday to Saturday.

The selected subcontractor would need to do the following on a daily basis:

• Clean and disinfect the entire facility daily
• Sanitize light switches daily
• Sanitize door knobs daily
• Perform Boiler routine maintenance and coordinate repairs with outside parties
• Perform Water Heater routine maintenance and coordinate repairs with outside parties
• Perform Fire Alarm routine maintenance and coordinate repairs with outside parties
• Perform Fire Suppression routine maintenance and coordinate repairs with outside parties
• Perform Fire Sprinkler routine maintenance and coordinate repairs with outside parties.
• Perform Extermination services routinely
• Perform Bed bug extermination as needed
• Perform monthly smoke and carbon monoxide detectors and fire extinguishers inspection
• Perform routine maintenance of HVAC units.
• Preventative maintenance checks of all building systems
• Sweep and mop the entire floor daily
• Prepare beds for incoming residents (this involves disinfecting bedding and bed frames)
• Daily removal of garbage and waste receptacles in the facility.
• Garbage and recycling disposal on days designated by NYC Department of Sanitation.
• Clean and disinfect staff offices (7 days a week)
• Tile replacement (as needed)
• Window/window sill cleaning (as needed)
• Window replacement or repairs as needed
• Exterior cleaning- sweeping, shoveling (as needed)
• Snow preparation- spread salt on exterior sidewalk of the facility
• Snow removal
• Daily inspection/repair/changing of light bulbs/fixtures, door knobs, door locks, emergency push bars, hand dryer, toilet seat covers, faucets, etc.
• Caulking/re- caulking toilets, sinks, windows sills, etc. (as needed)
• Plastering and painting
• Furniture assembly and minor repair
• Inspect and repair of any and all staircases (as needed)
• Plumbing repairs (not behind walls)
• Handling emergencies such water spillage, floods, etc. (as needed around the clock)
• Receive and store incoming inventories- load and unload trucks
• Provide all Housekeeping and maintenance supplies necessary to perform services including ensuring restrooms and office areas maintain stock of disposable items i.e. toilet paper, trash bags, cleaning products, and equipment.

Negotiations of Pricing

The Neighborhood Association for Inter-Cultural Affairs is a certified 501C (3) non-profit with funding that is based off contractual obligations with City and State Agencies. We encourage and invite all bidders to provide a detailed bid submission that is adequately and carefully computed
based off the scope of requirement listed above.

It is important to understand, while we encourage competitive bidding, the award for each contract will be based off of not just pricing alone, but performance, organizational metrics, and the bidder’s ability to satisfy our requested scope of work in a manner in which we feel will satisfy our contractual obligation in maintaining a clean, safe, and healthy facility for our clients and our staff.

Due to the nature of our funding, and budgetary restrictions, the table below will display the maximum pricing we are allowed to award all potential bidders for each location. Please understand there is no room for negotiation in exceeding this maximum amount and all bidders must meet or come below this threshold.

Instructions to Bidders – The bidder is to address the following:

1. 1. Company History and Organization
      • Provide a brief company history, mission statement and organizational summary. Explain ownership (private or public) and include brief biographical information regarding the personnel who would be directly responsible for the management and local supervision of this project.
   2. Management Approach
      • Describe in detail how your company will be organized to manage this project. Indicate by position or title the person who will have the overall responsibility for the account. Indicate the support staff available to this project manager by function.
   3. Housekeeping Procedure
      • Describe procedures in place for housekeeping to meet daily, weekly, and monthly needs.
   4. Cost Proposal and Invoicing
      • Propose invoicing frequency and procedures and applicable discounts. All invoices will clearly identify applicable job site coding in order to associate subcontractor’s actual costs with NAICA’s job locations or job codes. Include pricing for cleaning service with a combined monthly/annual subtotal and payment terms.

Area of Requirements

PASSPort and PIP registration

• The bidder is to provide proof of registration in PASSPort and the Payee Information Portal (PIP) VIA attachment directly from PASSPort and PIP containing the following information:
  • Passport vendor status
  • Vendor name
  • Filing Date
  • Business address
  • EIN
  • DUNS number
  • FMS Vendor Code
  • Existing address and contract assignments – PIP

This document is a Request for Proposal (RFP) for the services described and does not obligate NAICA to accept responses from eligible subcontractors. This RFP establishes minimum requirements a potential bidder must meet, in order to be eligible for consideration as well as information to be included in the subcontractor’s bid response.

Table (A)

Systems at this location:

1. Elevator – 1
2. HVAC – York – 2 20 ton units
3. Water heaters
4. Fire sprinkler
5. Fire alarm
6. Fire suppression