OLHSA. Request for Qualifications. Chore Yard Services Program. 196 Cesar E. Chavez Ave. P.O. Box Pontiac, MI

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1 OLHSA 2018 Request for Qualifications Chore Yard Services Program 196 Cesar E. Chavez Ave. P.O. Box Pontiac, MI

2 I. INTRODUCTION I.1. Purpose of this Request for Qualifications The purpose of this Request for Qualifications (RFQ) is to solicit qualified contractors to deliver chore services for the Older Adult Services Chore program at the Oakland Livingston Human Service Agency (OLHSA). I.2. Background OLHSA has been providing yard maintenance services to older adults for over 25 years. These adults who are aged 60 and older or physically disabled and are no longer able to take care of their yards themselves. The Chore program assists them to continue to live safely in their homes by providing a variety of chore services. The funding for the Chore program is provided by the Area Agency on Aging 1-B, from the Older Americans Act funding, and additional leveraged funds from Community Development Block Grant funding. All contractors must sign a sub-contracting agreement with the Area Agency on Aging 1-B and OLHSA. 1.3 Description and Scope of Services A. Snow Removal: Snow removal will take place within 36 hours after the snow stops. Snow removal will be done based on a minimum of 2 inches of snow accumulation. Snow will be removed from driveway to garage, full width of city sidewalks, walk to front porch, access to and from the home, mailbox and garage, and access to and from home dependent on client need (may need removal including walk way to side or back door due to mobility issues). B. Gutter Cleaning: All debris will be removed from the gutters and disposed of properly. C. Yard Clean Up: All leaves must be bagged and put on the street or removed as per local ordinances. D. Bush trimming: Bushes are to be trimmed neatly and the debris bagged up for removal by the community. E. Grass Mowing: Mowing the lawns includes mowing the front grass from curbside up from one side of the property line to the other and mowing the backyard everything within the fence line. Weed whipping any and all grass and weeds (including between the sidewalk and driveway cracks, all grass or weeds behind garages, ramps and porches, grass strips between property lines and grass strips coming down the middle of the driveway) and blowing of grass clippings off of walkways, drives, and flower beds around bushes and along side of houses. A maximum of 1 acre of grass will be cut unless approved by the Associate Director or his/her designee in writing on a client by client basis. 2

3 I.4 Major Objectives The major objectives of the solicitation are to: 1. Identify contractors that will provide chore yard services for OLHSA in Oakland and Livingston counties. 2. Identify which communities the contractors are willing to provide services in. 3. Identify which services each contractor is willing to provide. I.5. Oversight and Management Oversight of the Agreement will be exercised by the Associate Director for Older Adult Services. A liaison, the Older Adult Services Supervisor, will serve as the point of contact for the contractor. The Older Adult Services Supervisor will coordinate the services and serve as the communication link between OLHSA and the contractor. I.6. Type of Agreement and Payment Schedule This agreement will operate from October 1 st through September 30 th of the year. Invoices shall be submitted weekly unless other arrangements have been made. A. Invoices at the end of the quarter must be turned in by the 2 nd of the following month or they will not be paid. Quarterly deadlines are January 2nd, April 2 nd, July 2 nd, and then the final invoice of the program year will be submitted on October 1 st. Invoices and the back up documentation are to be scanned and ed to the Associate Director and Data Coordinator for processing. B. Contractor payment will be mailed to the address specified in the contract within ten (10) business days of invoice verification or direct deposited into the contractors bank account on the Tuesday following the invoice verification. Payment will be based on the number of households completed. C. All jobs will be paid at the rates listed below. To thank our Contractors Who Care, we offer the opportunity for their company to be highlighted on the OLHSA Older Adult Services webpage with a link to his/her website. 3

4 OLHSA Fee Chart Service Size of Driveway/Yard snow depth Price snow under 100 feet 2" to 4" $17 snow under 100 feet 4" to 8" $34 snow under 100 feet 8" to 12" $51 snow under 100 feet 13" or more $68 snow 100 feet to 1,320 feet 2" to 4" $34 snow 100 feet to 1,320 feet 4" to 8" $68 snow 100 feet to 1,320 feet 8" to 12" $102 snow 100 feet to 1,320 feet 13" or more $136 snow over 1,320 feet (1/4 mile 2" to 4" $68 snow over 1,320 feet (1/4 mile 4" or more $102 already plowed fee under 100 feet $3 already plowed fee 100 feet to 1,320 feet $6 lawn mowing up to 1/2 acre (2083 Square yards) $17 lawn mowing ½ acre (2,083 square yards) to 1 acre (4,840 square yards) $34 lawn mowing * 1 acre (4,840 square yards) to 1.5 acres (7,260 square yards) $51 lawn mowing * 1.5 acres (7,260 square yards) to 2 acres (9,680 square yards $68 Already done/doesn't need mowing up to 1/2 acre (2083 Square yards) $3 Already done/doesn't need mowing ½ acre (2,083 square yards) to 1 acre (4,840 square yards) $6 Already done/doesn't need mowing 1 acre (4,840 square yards) to 1.5 acres (7,260 square yards) $9 Already done/doesn't need mowing 1.5 acres (7,260 square yards) to 2 acres (9,680 square yards $12 Gutter Cleaning 1 story home $34 Gutter Cleaning 2-3 story home $51 Yard Clean Up Bush Trimming $17 per hour $17 per hour 4

5 Already Plowed Snow Removal: When the contractor goes to a home to plow the snow and it has already been plowed when he/she gets there he/she will be paid a nominal amount to help offset the cost of him/her driving to the home. The contractor is to take a time-stamped picture of the already plowed driveway to be paid. Already Cut Grass Mowing: When the contractor goes to a home to mow the lawn and it has already been mowed when he/she gets there he/she will be paid a nominal amount to help offset the cost of him/her driving to the home. The contractor is to take a timestamped picture of the already mowed yard to be paid. Grass Doesn t Need to be Mowed: When the contractor goes to a home to mow the lawn and it doesn t need to be mowed he/she will be paid a nominal amount to help offset the cost of him/her driving to the home. Contractors will provide the home owners with their business cards so that the home owner can call them if the grass doesn t need to be mowed. The contractor is to take a time-stamped picture of the yard that doesn t need mowing to be paid. If a job is outside the specifications of one of the contracted services listed above; the contractor and OLHSA have the right to negotiate a fair price for these unique circumstances. The results of this negotiation will be documented in writing and signed by both parties. A maximum of 1 acre of grass will be cut unless approved by the Associate Director or his/her designee in writing on a client by client basis. The Chore program pays below standard market rates. OLHSA values stewardship and compassion. We aim to be stewards of our financial and programmatic resources and serve as many older adults in need as possible. To offset the difference between the standard market rate and the Chore program payment rate, OLHSA recognizes its contractors as Contractors Who Care. Contractors contribution to their local communities is acknowledged on OLHSA s website, social media outlets, and our regional and state funding source reports. I.6. Procurement Schedule Key Dates Following are the estimated key dates in the schedule for this procurement: Request for Qualifications Posted August 9, 2018 Contractor Questions due at 4:00 p.m. August 15, 2018 Proposals due at 2 p.m. August 22, 2018 Notification of Award August 27, 2018 OLHSA reserves the right to proceed under a modified version of this schedule. II. OLHSA PROPOSALS REQUIREMENTS 5

6 II.1. INQUIRIES All inquiries concerning this Request for Qualifications (RFQ) will be submitted by to Inquiries are due by 5:00 p.m. on August 15, II.2. DATE, TIME AND PLACE TO SUBMIT PROPOSALS The Proposals package containing all required information, shall be clearly labeled with the following information and delivered on or before the Proposals due date/time to the below address. Proposals Due Date/Time: August 22, :00pm Full proposals must be received by no later than 2:00 p.m. on August 22, 2018.The proposal must be submitted electronically via to Marie Verheyen at or received by U.S. mail or hand-delivery to the below address. We respectfully request that proposals keep the total narrative and attachments within the equivalent of 12 pages (for example, if the narrative were in Microsoft Word, using standard 12-point type and one inch margins). Include responses to the contractor qualifications form and example agreement provided. Proposals due to: Contact Name: Address: Marie Verheyen, Chore Program OLHSA 196 Cesar E Chavez P.O. Box Pontiac MI It is the sole responsibility of prospective contractors to take notice of the date and time that Proposals are due, and to ensure their submittals are received prior to the due date and time. OLHSA reserves the right to reject all Proposals. II.3. PROPOSAL REQUIREMENTS The Proposal submission shall include all of the following information. Separate pages titled: Addenda A, B, C, D are included as a part of this RFQ. Please complete each Addendum by filling 6

7 out the information requested. Misleading and/or inaccurate information shall be grounds for disqualification at any stage in the procurement process. Addenda: A. Contractors Qualification Form B. Contractor Certification regarding Debarment & Suspension C. Signature Page: Review requirements listed in attached agreement and concur that these requirements will be met. D. Crew Roster II.4. PROPOSALS EVALUATION AND AWARD(S) OLHSA will evaluate this RFQ package. OLHSA will determine the best offer(s). Proposals that are incomplete or contain significant inconsistencies or inaccuracies may be rejected by OLHSA without further discussion. OLHSA expressly reserves the right to reject any and all proposals, waive any non-conformity, and re-advertise for Proposals, to withhold the award for any reason OLHSA determines and/or to take any other appropriate action that is in the best interest of OLHSA. OLHSA will accept multiple qualified contractors. All Proposals submitted shall be evaluated in accordance with OLHSA criteria. SELECTION CRITERIA The selection of eligible contractors will be based on their answers to the following questions: Number of types of services Company is able to provide Number of clients Company is able to service per season Prior experience working with OLHSA Prior experience working with Older Americans Act or Community Development Block Grant programs Prior experience providing yard services Equipment available to provide services Woman or Minority Owned Business Number of communities company is able to service A committee of OLHSA staff will convene to open the RFQ s and determine the eligibility of the contractors. Based upon the criteria stated above and in the best interest of OLHSA. II.5. MISCELLANEOUS OLHSA reserves the right to accept or reject any part of any Proposals, and to accept or reject any or all Proposals without penalty. OLHSA reserves the right to waive minor deficiencies and informalities if, in the judgment of OLHSA, the best interests of OLHSA shall be served. 7

8 III. AGENCY AGREEMENT A sample agreement is attached (Attachment A) IV. FURTHER QUESTIONS If you have further questions, please contact Marie Verheyen at Mariev@olhsa.org or by phone by calling