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RFP - Janitorial Services

Robeson County Housing Authority (RCHA)
Request for Proposal (RFP) Janitorial Services
Issue Date: 03/01/2021

Robeson County Housing Authority, is pleased to announce a Request for Proposals (RFP) for a Janitorial Service Contractor. The purpose of this RFP is to provide a fair evaluation for all candidates and to provide the candidates with the evaluation criteria used to judge the proposals.

To facilitate the review process, applicants must submit proposals as a hardcopy (paper). All proposals must be well organized and succinct.

Scope of Work
The Scope of work can be obtained from Robeson County Authority between the hours of 8:30 -5:00 p.m. EST (Monday- Friday), located at 100 Oxendine Circle, Lumberton, NC 28360 or requested from Jamie Oxendine via email or faxed to the attention of Jamie Oxendine at 910-738-4867.

Deadline Notices
Closing Date: 04/30/2021

Hardcopy must be received by Robeson County Housing Authority by: No later than 4:30 p.m. EST on 04/30/2021

Bid Opening: 05/03/2021

The Bid Opening will be at Robeson County Housing Authority 10:00 a.m. EST on 05/03/2021
Late or incomplete proposals will not be considered.

Send proposals and direct all questions to:
Niakeya Jones Cooper, Executive Director
100 Oxendine Circle
Lumberton, NC 28360

Agency Overview
The mission of the Robeson County Housing Authority (RCHA) to provide affordable housing to eligible people within the community while creating and promoting opportunities for independence, self-sufficiency, and improved quality of life.

RCHA Locations
110 Units at Morgan Britt Park in Lumberton
40 Units at Benton Court in Rowland
100 Units at Westgate Terrace in Red Springs
40 Units at McColl Page Plaza in St. Pauls

The Robeson County Board of Commissioners serves as the Board for the Robeson County Housing Authority. As the governing body, the Board sets policy for the Housing Authority.

Purpose of RFP
The Robeson County Housing Authority is requesting qualified Service Providers to submit proposals including a pricing schedule and a summary of qualifications for providing janitorial services according to the Authority's specifications and all other terms and conditions. The requested services consist of furnishing all labor, materials, supplies and equipment to perform Facilities Janitorial Services at all four locations, in accordance with the specifications and conditions specified in the Request for Proposal issued by the Robeson County Housing Authority.

This document is a Request for Proposal for the services described below and establishes minimum requirements that a bidder must meet in order to be eligible for consideration as well as information to be included in the Contractor's bid response.

A completed proposal must include all of the following:

  • Attachment A Company Profile
  • Attachment B Work Plan
  • Attachment C Pricing Categories
  • Attachment D References
  • Attachment E HUD- 5369- A, Instructions to Offerors- Non-Construction
  • Attachment F Certification of No Conflict of Interest
  • Attachment G Affidavit of Compliance (Must Be Notarized)
  • Attachment H W9

The required proposal documents listed above can be obtained from Robeson County Authority between the hours of 8:30 -5:00 p.m. EST (Monday- Friday), located at 100 Oxendine Circle, Lumberton, NC 28360 or requested from Jamie Oxendine via email.

Submission Requirements

  1. Submit Proposal in a 11 x 14 envelope (include your company name and address). Proposals must be sealed and marked "Sealed Proposal - Do Not Open." If you mail your proposal, it will be date and time stamped when received. If hand-delivered or sent by courier, be sure that the sealed envelope is date- and time-stamped by the RCHA Office staff.
  2. Pages of the RFP should be attached by a paper clip and numbered at the bottom.
  3. Complete Attachments A-H in its entirety

Pricing Categories
Pricing information should follow the format in Attachment C. Additional breakdowns of pricing are welcome if needed.

Project Time Line
March 1,2021 - Issue RFQ
April 30, 2021 - Deadline for submitting proposals
May 3,2021 - Bid Opening
May 18, 2020 - Announce selection

Vendor Eligibility
Individuals, businesses and organizations must be able to legally work in the United States of America.
Vendor must meet all eligibility requirements of Robeson County Housing Authority and other government agencies (i.e., HUD) as required. Selected vendor to provide documentation of eligibility as requested. Specific forms (if required) will be provided to the selected vendor for completion prior to contract award.

Scope of Work
This contract involves janitorial service for the administration building and the maintenance building at the Morgan Britt Complex located on Highway 72 Lumberton NC, service provided on a semi-monthly basis. The administration building at Westgate Terrace in Red Springs, McColl Page in St. Pauls and Benton Court in Rowland, NC will be done on a monthly basis.

The housekeeping services to be provided on a semi-monthly basis are:

  • Cleaning of baseboards;
  • Clean and sanitize drinking fountains;
  • Clean and sanitize bathrooms and eyewash stations;
  • Sweep and wet mop the entire bathroom floor with a disinfectant/germicidal solution;
  • All bathroom mirrors and dispensers are to be cleaned;
  • Remove all smudges and fingerprints from walls;
  • Vacuum all carpet and floor mats;
  • Clean all offices by dusting furniture, vacuuming or sweeping floors;


  • Stripping and waxing floors in all community rooms;
  • Wash windows inside and out;
  • Clean light fixtures and ceiling fans;
  • Clean return grilles;
  • Damp wipe pictures, door frames, computer monitors and all office equipment;
  • Damp wipe all furniture.

The service provider will be licensed in the corresponding state where work is performed and be able to present proof of the licensing. No pesticides and/or equipment will be stored on premises of the Housing Authority.

All of the Service Areas will be inspected regularly by the Robeson County Housing Authority's Maintenance Director. The Authority may require the Service Provider, or the local authorized representative, to accompany RCHA staff during inspections, if the Authority is not satisfied with the Service Provider's work. The Service Provider or the local authorized representative is expected to be capable of understanding the deficiencies and authorized to take remedial action in a manner consistent with the contract requirements and specifications.

If the Authority upon routine inspection, determines that any facility has not been serviced according to the specifications, a notice outlining the deficiencies will be e-mailed to the company representative or faxed to the Service Provider's local office. Payment will not be made for any services not provided by Service Provider. All notices of deficiencies will specify the date when the specified work must be completed. The date of completion will be less than five (5) days from the date the notice is issued. Failure to complete the work to the satisfaction of the RCHA by the date specified will result in no payments being made to the contractor for the missed work.

Prior to re-submitting a request for payment, the Service Provider must request a re-inspection. A re-inspection request should be completed in writing to the Robeson county Housing Authority and either faxed or e-mailed to the Authority. If the work is deemed satisfactory upon re-inspection, the Authority will accept a request for payment, minus a one hundred dollar ($100) charge for re-inspection. Any time an additional inspection is required as a result of inadequate performance, the one hundred dollar ($100) reinspection charge will be assessed for each inspection completed by RCHA until the specified work is completed.