Skip to Main Content
menu
Sign Up: News Apply Online Applicant Portal Landlord Portal Tenant Portal
Rock Hill Housing Authority Mobile Logo
Sign Up: News Apply Online Applicant Portal Landlord Portal Tenant Portal
Translate This Site Translate
Accessibility
Sign Up: News

RFQ: Cleaning Services

Request For Quotes For Cleaning Services
RHHA-24-RFQ-001

Housing Authority of the City of Rock Hill
467 S. Wilson Street
Rock Hill, South Carolina 29730

Due Date January 16, 2025 
2:00 PM

Table of Contents

Introduction
Project Title: Cleaning Services
Issue Date: November 18, 2024
Issuing Agency: HOUSING AUTHORITY of the CITY of ROCK HILL
Location(s) of Work: Various Locations
Contract Period: Award through twelve months after award with option for up to four additional years.

Pre-Meeting: Friday, December 13, 2024 @ 10:00 a.m. (local time) Central Office at 467 S. Wilson Street, Rock Hill, SC 29730
The Housing Authority of the City of Rock Hill and its nonprofit Carolina Housing and Community Development Corporation is soliciting quotes for a one (1) year contract, with an option to renew the contracts for up to four (4) one year contract for cleaning services for various location. Section 3 Residents and Businesses are encouraged to submit proposals.

Vendors are required to submit written quotes that present the vendor's qualifications and understanding of the work to be performed. The vendor's quotes should be prepared simply and economically and should provide all the information it considers pertinent to its qualifications for the specifications listed herein. Emphasis should be placed on completeness of services offered and clarity of content.

The proposal must be submitted no later than 2:00 PM on Thursday, January 16, 2025, at the following address:

Housing Authority of the City of Rock Hill
Attn: Bonnie Patton, Purchasing Specialist
467 S. Wilson Street
Rock Hill, South Carolina 29730

General Instructions for Proposal

  1. Proposal Content -A completed proposal must contain the following:
    • Proposal forms & Signature Page - the proposal forms and signature page must be completed and signed by an individual authorized to bind the vendor. All proposals submitted without such proposal form and signature page may be deemed nonresponsive.
    • References - Proposal shall include a list of three (3) references including name, address, phone number and contact person. It is preferred that references are those of local contracts.
  2. Proposal Period - Proposal prices are to be firm for ninety (90) days.
  3. Proposal Award - It is the intent of the Authority to accept the lowest responsible proposal, provided it has been submitted in accordance with the proposal documents. If a proposal is selected it will be the most advantageous regarding price, quality of service, the Vendors qualifications, and capabilities to provide the specified service, and other factors which the
    Housing Authority of the City of Rock Hill may consider. The Authority reserves the right to accept or reject any or all quotes and to waive irregularities therein. The Housing Authority may
    select more than one Vendor. Quotes will be opened publicly at 2:00 PM on January 16, 2025, at 467 S. Wilson Street, Rock Hill, South Carolina.
  4. Term and Renewal - The term of the Contract shall be for One (1) year with the option to renew up to four (4) one year contracts unless earlier terminated. The Contract may be terminated by either party with a ninety (90) day written notice. The Contract may be terminated by either party with or without cause in less than ninety (90) days mutual agreement or in the event of substantial failure to perform in accordance with the terms set forth in the contract.
  5. Insurance Requirements- The Vendor, at its sole cost and expense, shall provide proof of insurance, upon execution of this Agreement by submitting a Certificate of Liability Insurance to the Authority. As a minimum, the Vendor shall provide and maintain the following coverage and limits, and identify the Authority as an additional insured on such Certificate:

    Worker's Compensation Insurance:
    The Vendor shall provide and maintain statutory Worker's Compensation Insurance and Employer's Liability coverage for all of its employees who will be engaged in the performance of this agreement, including special coverage extensions where applicable, as required by the laws of South Carolina. Employers' Liability limits of $1,000,000 per each accident or occupational sickness or disease shall be required.

    Commercial General Liability Insurance:
    The Vendor shall provide and maintain Commercial General Liability insurance on an "Occurrence Basis" with limits of liability not less than $1,000,000 per occurrence and/or aggregate combined single limit.

    Automobile Liability Insurance:
    The Vendor shall provide and maintain Automobile Liability Insurance with limits of liability of not less than $1,000,000.00 per occurrence combined single limit Bodily Injury and Property Damage. Coverage shall include all owned, non-owned and all hired vehicles.

    Requirements
    Providing and maintaining adequate insurance coverage is a material obligation of the Vendor and is of the essence of this agreement. All such insurance shall comply with laws of South Carolina. Insurance shall be obtained from companies that are authorized to provide such coverage and that are authorized by the Commissioner of Insurance to do business in the state of South Carolina. The Vendor shall comply, at all times, with the terms of such insurance policy(s) and all requirements of the insurer under such insurance policy(s), except as they may conflict with the laws of the State of South Carolina or this agreement. The prescribed limits of coverage within each insurance policy(s) maintained by the Vendor shall not be interpreted as limiting the Vendor's liability and contractual obligations under this agreement.
  6. Basis of Payment - Payment will be made to the contractor within 30 days upon receiving the contractor's monthly invoice and after approval by the Executive Director of the Authority. The invoice shall state the day the service was performed and amount for each property. Special services provided will be billed via a separate invoice and described by the service provided and
    the date it was provided. (A sample invoice should be included in the proposal by the vendor).

    Invoices can be submitted to the Authority via the following:

    Mailed to:
    Post Office Box 11579, Rock Hill, South Carolina, 29731

    Delivered to:
    467 S. Wilson Street, Rock Hill, South Carolina 29730

    Or e-mailed to:
    bpatton@rhha.org 

  7. Hours When Work is to be Performed -All work is to be performed Monday through Friday, from 8am - 5pm. No work shall be done on Saturday or Sunday without written permission from the Housing Authority.

Specifications
The specifications outlined the requirements for cleaning services for the Authority. A list of each bedroom size and approximate square footage is outlined to assist you in your quote.

Description - Estimate of Annual Quantity
0-1 Bedroom, 1 bathroom apartment, up to 650 square feet, one level - 10
Unit Cost:
Total Cost:

2 Bedroom, 1.5 bathroom apartment, up to 1102 square feet, one and two level - 25
Unit Cost:
Total Cost:

3 Bedroom, 1 bathroom apartment, up to 1440 square feet one/two level - 25
Unit Cost:
Total Cost:

4 Bedroom, 1 bathroom apartment, up to 1518 square feet, two level - 10
Unit Cost:
Total Cost:

5 Bedroom, 2 bathroom apartment up to 1664 square feet, one level - 5
Unit Cost:
Total Cost:

TOTALS FOR BASE YEAR #1 - 75
Unit Cost:
Total Cost:

HOURLY RATE OF PAY FOR MISCELLANEOUS REQUESTS:
Unit Cost:
Total Cost:

OPTION ONLY:
WEEKLY COST TO CLEAN MAIN OFFICE: 5x
Unit Cost:
Total Cost:

Description - Estimate of Annual Quantity
0-1 Bedroom, 1 bathroom apartment, up to 650 square feet, one level - 10
Unit Cost:
Total Cost:

2 Bedroom, 1.5 bathroom apartment, up to 1102 square feet, one and two level - 25
Unit Cost:
Total Cost:

3 Bedroom, 1 bathroom apartment, up to 1440 square feet one/two level - 25
Unit Cost:
Total Cost:

4 Bedroom, 1 bathroom apartment, up to 1518 square feet, two level - 10
Unit Cost:
Total Cost:

5 Bedroom, 2 bathroom apartment up to 1664 square feet, one level - 5
Unit Cost:
Total Cost:

TOTALS FOR OPTION YEAR #1 - 75
Unit Cost:
Total Cost:

HOURLY RATE OF PAY FOR MISCELLANEOUS REQUESTS:
Unit Cost:
Total Cost:

OPTION ONLY:
WEEKLY COST TO CLEAN MAIN OFFICE: 5x
Unit Cost:
Total Cost:

Description - Estimate of Annual Quantity
0-1 Bedroom, 1 bathroom apartment, up to 650 square feet, one level - 10
Unit Cost:
Total Cost:

2 Bedroom, 1.5 bathroom apartment, up to 1102 square feet, one and two level - 25
Unit Cost:
Total Cost:

3 Bedroom, 1 bathroom apartment, up to 1440 square feet one/two level - 25
Unit Cost:
Total Cost:

4 Bedroom, 1 bathroom apartment, up to 1518 square feet, two level - 10
Unit Cost:
Total Cost:

5 Bedroom, 2 bathroom apartment up to 1664 square feet, one level - 5
Unit Cost:
Total Cost:

TOTALS FOR OPTION YEAR #2 - 75
Unit Cost:
Total Cost:

HOURLY RATE OF PAY FOR MISCELLANEOUS REQUESTS:
Unit Cost:
Total Cost:

OPTION ONLY:
WEEKLY COST TO CLEAN MAIN OFFICE: 5x
Unit Cost:
Total Cost:

Description - Estimate of Annual Quantity
0-1 Bedroom, 1 bathroom apartment, up to 650 square feet, one level - 10
Unit Cost:
Total Cost:

2 Bedroom, 1.5 bathroom apartment, up to 1102 square feet, one and two level - 25
Unit Cost:
Total Cost:

3 Bedroom, 1 bathroom apartment, up to 1440 square feet one/two level - 25
Unit Cost:
Total Cost:

4 Bedroom, 1 bathroom apartment, up to 1518 square feet, two level - 10
Unit Cost:
Total Cost:

5 Bedroom, 2 bathroom apartment up to 1664 square feet, one level - 5
Unit Cost:
Total Cost:

TOTALS FOR OPTION YEAR #3 - 75
Unit Cost:
Total Cost:

HOURLY RATE OF PAY FOR MISCELLANEOUS REQUESTS:
Unit Cost:
Total Cost:

OPTION ONLY:
WEEKLY COST TO CLEAN MAIN OFFICE: 5x
Unit Cost:
Total Cost:

Description - Estimate of Annual Quantity
0-1 Bedroom, 1 bathroom apartment, up to 650 square feet, one level - 10
Unit Cost:
Total Cost:

2 Bedroom, 1.5 bathroom apartment, up to 1102 square feet, one and two level - 25
Unit Cost:
Total Cost:

3 Bedroom, 1 bathroom apartment, up to 1440 square feet one/two level - 25
Unit Cost:
Total Cost:

4 Bedroom, 1 bathroom apartment, up to 1518 square feet, two level - 10
Unit Cost:
Total Cost:

5 Bedroom, 2 bathroom apartment up to 1664 square feet, one level - 5
Unit Cost:
Total Cost:

TOTALS FOR OPTION YEAR #4 - 75
Unit Cost:
Total Cost:

HOURLY RATE OF PAY FOR MISCELLANEOUS REQUESTS:
Unit Cost:
Total Cost:

OPTION ONLY:
WEEKLY COST TO CLEAN MAIN OFFICE: 5x
Unit Cost:
Total Cost:

TOTALS FOR BASE YEAR #1: 
TOTALS FOR OPTION YEAR #1: 
TOTALS FOR OPTION YEAR #2: 
TOTALS FOR OPTION YEAR #3: 
TOTALS FOR OPTION YEAR #4:
GRAND TOTAL OF ALL YEARS: 

Responsibilities of the Contractor

The following cleaning instructions are outlined by building, cleaning location within the building and cleaning schedule.

FRONT ENTRANCE & REAR ENTRANCE WAYS

  • Clean and sweep the exterior of the entry areas (front and rear)
  • Remove high cobwebs
  • Remove trash from shrubbery
  • Clean and shine exterior light fixtures

EVERY ROOM

  • Wash wood floors, tile floors
  • Remove dust from blinds
  • Remove smudges from light switch plates
  • Remove smudges from doors
  • Hand-wash window sills, sash, front door glass
  • Clean and polish all windows
  • Dust exposed baseboards
  • Clean HVAC return grills
  • Strip vinyl floors
  • Prepare floors for wax and apply two coats of wax
  • Remove/Install wait plates and light switch plates

BATHROOMS

  • Toilet scrubbed clean, disinfected
  • Shower and tub scrubbed clean
  • Sinks hand washed
  • Shower glass cleaned, if applicable
  • Counters hand-washed
  • Mirrors cleaned and shined
  • Fixtures cleaned and shined
  • Remove smudges from light switch plates
  • Dust baseboards
  • Floors hand-washed
  • Remove smudges from doors
  • Clean and sanitize trash cans
  • Tile scrubbed clean
  • Clean the interior and exterior of all cabinets, vanity

KITCHEN

  • Clean and sanitize interior and exterior of microwave, if applicable
  • Hand-wash and clean the stove and backsplash
  • Clean the interior and exterior of appliances (refrigerator, range, range hood)
  • Clean and sanitize the sink
  • Hand-wash counters
  • Hand-wash the interior of the kitchen sink window, if applicable
  • Dust exposed baseboards
  • Wash floor with special attention to corners
  • Clean the interior and exterior of all cabinets, vanity

BEDROOMS

  • Clean tile and wood floors
  • Dust exposed baseboards
  • Remove smudges from light switch plates
  • Remove smudges from doors
  • Wipe clean window sills and sashes

467 S. WILSON STREET (AS NEEDED BASIS)
Building Entrance

  • Detail entry glass doors
  • Empty all trash & replace liners
  • Dust/clean lobby furniture
  • Maintain debris free entrance
  • Vacuum carpeted areas/mats
  • Dust mop or damp wipe tile floors with appropriate method for the surface
  • Wipe down door knobs and signs
  • Clean walls, doors, frames, switches, baseboards, high and low dust

Restrooms (Main Office & Warehouse)

  • Empty trash and replace liners
  • Clean and disinfect counters and sinks
  • Clean and disinfect all fixtures
  • Clean and fill all dispensers
  • Clean and disinfect Inside and Outside Commodes
  • Sweep and mop floors
  • Dust all horizontal surfaces
  • Clean mirrors
  • Spot clean walls and partitions
  • Spot clean walls, doors, frames, switches
  • Oust vent covers and light fixtures
  • Clean baseboards, high and low dust

Kitchen/Breakroom

  • Empty and replace liners
  • Clean and disinfect counters and sinks
  • Empty and clean coffee maker
  • Sweep and mop floors
  • Clean tables and chairs
  • Wipe exterior of cabinets, appliances, and inside of microwave
  • Dust horizontal surfaces

Equipment and Cleaning Chemicals
The Authority will supply all cleaning equipment, chemicals, trash bags, paper towels, hand spas and toilet paper. Restocking of cleaning equipment, supplies and chemicals will be coordinated with the Maintenance Department.

Damage
The Contractor shall report to the Maintenance Department any damaged facilities and/or broken items that need to be replaced so as not to be held accountable.

Proposal Submittal Instructions
Request for Quotes for Cleaning Services
Based on the requirements and provider qualifications please provide two (2) copies of the quote to the Housing Authority of the City of Rock Hill.

  1. Completed Solicitation, Offer, and Award Form
  2. Advertisement for Request for Quotes
  3. Completed Worker's Compensation Certificate
  4. Complete Non-Collusive Affidavit
  5. Completed Authorization for Verification of Reference Form
  6. Completed Reference Form
  7. General Instructions to Bidders
  8. Completed HUD 5369-, HUD 5369-B, HUD 5369-C and HUD-5370-C
  9. Completed W-9 Form
  10. Section 3 Business Concern Certification
  11. Sign BABA Compliance Form

If delivered via mail or in person, vendor shall include items 1-11 in a sealed envelope. All proposals should be clearly labeled on the outside of the envelope: Request for Quotes for Cleaning Services.

Proposals should be delivered in person to:
Housing Authority of the City of Rock Hill
Attn: Bonnie Patton, Purchasing Specialist
467 S. Wilson Street
Rock Hill, South Carolina 29730

Or mailed to:
Housing Authority of the City of Rock Hill
Attn: Bonnie Patton, Purchasing Specialist
Post Office Box 11579
Rock Hill, South Carolina 29731

Proposals must be received no later than 2:00 PM on Thursday, January 16, 2025.