Marin Housing Authority (MHA) Informal Invitation for Bids for On-call Residential Unit Cleaning Services

The Housing Authority of the County of Marin ("MHA") invites qualified contractors to submit sealed bids to provide On-Call Residential Unit Cleaning Services at various MHA-owned and managed properties. The Contractor(s) will furnish all labor, supervision, equipment, tools, cleaning products, vehicles, and materials necessary to perform residential cleaning services on an as-needed basis.

These services are intended to support MHA's Property Management and Maintenance operations by providing on-call cleaning services associated with resident move-outs, maintenance and repair activities, water intrusion, pest treatments, emergency events, and other operational needs occurring within occupied and vacant dwelling units.

This solicitation will result in the award of one or more Indefinite Delivery, Indefinite Quantity (IDIQ) contracts, with a Not-to-Exceed (NTE) aggregate value of up to $245,000.00 across all awarded contracts. The initial contract term will be one year, with an option to extend for one additional year, for a total potential term of two years.

Work will be authorized on an as-needed basis through individual Purchase Orders (POs) issued under the awarded contract(s). No minimum amount of work is guaranteed. The NTE cap applies to the cumulative value of all issued POs over the life of the contract.

This solicitation is conducted under MHA's Small Purchase Procedures in accordance with 2 CFR 200.320(b), HUD Handbook 7460.8 Rev 2, and MHA’s 2024 Procurement Policy.

Background

Properties and Funding Sources: Services will be performed at multiple properties with different funding sources, which may affect applicable contract clauses/requirements.

Group A: Federally (HUD) funded properties subject to Federal/HUD contract requirements

Golden Gate Village, 496 Units.

Kruger Pines 47 North Knoll Road, Mill Valley, CA 94941. 56 Units.

Homestead Terrace 100 Linden Lane, Mill Valley, CA 94941. 28 Units

Venetia Oaks 263 North San Pedro Road, San Rafael, 94903. 36 Units

Golden Hinde 5 Golden Hind Boulevard, San Rafael, CA 94903. 40 Units

Casa Nova 35 Carmel Drive, Novato, CA 94945. 40 Units.

(Golden Gate Village is known as "AMP1" and the remaining Group A properties are known as "AMP2").

Group B: State and Non-profit (non-HUD) funded properties

Bradley House 82 Park Rd, Fairfax, CA 95930. 15 units.

Fairfax Vest Pocket Community, 84 Park Road, Fairfax, CA 94930. 6 units.

Isabel Cook. 35 Sunnyside Drive. San Anselmo. 94960. 18 Units.

Sundance Apartments 95 Medway San Rafael 94901. 28 Units

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MHA intends to establish a term contract or contracts for the listed properties.  Vendors may bid for Group A only, Group B only or both Group A and Group B.

Project Details

• Reference ID: IFB 2026-002
• Department: Public Housing
• Department Head: Michelle Pupiro (Housing Portfolio Director)

Important Dates

• Questions Due: 2026-08-01T06:59:29.172Z

Evaluation Criteria

• Best Value Evaluation: (101 pts) —

  Award(s) will be made to the responsive and responsible bidder(s) whose pricing, qualifications, experience, references, and demonstrated ability to perform the work are determined to be in the best interest of MHA. MHA reserves the right to award contracts to one or more contractors, and makes no representation that work will be distributed equally among awarded contractors.

  In determining responsiveness and responsibility, MHA may consider:

  • Price
  • Ability to meet response times
  • Experience providing residential cleaning services
  • References
  • Licensing
  • Insurance
  • Capacity
  • Compliance with solicitation requirements

  MHA reserves the right to:

  • Reject any or all bids
  • Waive minor informalities
  • Award to one or more bidders
  • Negotiate minor clarifications
  • Cancel the solicitation if determined to be in MHA's best interest

  Multiple awards may be made to ensure adequate contractor availability and timely response.

Submission Requirements

• Required Bid Documents (required) —

  Please upload a complete proposal package, which includes the following:

  • Pricing Submission (rates)

    • Bidders are responsible for reviewing the complete Scope of Work and including all anticipated costs in their bid prices.

    • Bidders must upload a pricing table based on Section 2.4/Attachment C. All prices must include labor, supervision, equipment, cleaning supplies, transportation, overhead, profit, and all incidental costs necessary to perform the work.

      Prices must remain firm for the initial contract term.

  • Brief Statement of Experience and Qualifications:

    • Years in business
    • Experience with multifamily housing
    • Public agency references
    • Emergency response capability
    • Number of employees
    • Service area
    • Available equipment
    • Emergency Response Capability (please describe your ability to respond to emergency assignments, including normal business hours, after-hours, weekends and holidays).

  Upload Instructions:
  Please upload all documents together as one submission via the OpenGov Vendor Portal. Incomplete submissions may be deemed non-responsive at MHA’s discretion.

• Proposal (without Cost Proposal) (required) —

  Please Upload your Technical Proposal here. Upload fee proposal separately in the next step.

• Separate Cost Proposal (required) —

  Confirm that your fee proposal is not attached in your Proposal and is attached separately here.

• Bid Bond (required) —

  Each bid shall be accompanied by a certified cashier’s check, or bid bond, in the amount of XXXXXof the total bid price, payable toMarin Housing Authority, as a guarantee that the bidder, if its bid is accepted, will promptly execute the Agreement. The bidder shall guarantee the total bid price for a period of 60 days from the date of the bid opening.

  Please scan and upload a copy of your bid bond/cashier's check. Bidder must also MAIL bid guarantee with a postmarked date no later thanMonday, August 3, 2026 addressed to:

  Marin Housing Authority
  Michelle Pupiro
  4020 Civic Center Drive
  San Rafael,CA94903

  Please have the Bidder Name, Contract Title ("Marin Housing Authority (MHA) Informal Invitation for Bids for On-call Residential Unit Cleaning Services"), and Contract Number ("IFB 2026-002") listed clearly on the outside of the envelope.

• Contract Execution, Payment Bond, Performance Bond, and Certificate(s) of Insurance (required) —

  The contract shall be executed by the successful bidder and shall be returned, together with the Payment Bond, Performance Bond and Certificate(s) of Insurance to Marin Housing Authority so that it is received within 14 working daysafter the bidder has received the contract for execution. Failure to do so shall be just cause for forfeiture of the proposal guaranty.

• Bid Bond (required) —

  Will this solicitation require a bid bond?

• Electronic Pricing Table (required) —

  Would you like to have bidders respond to an electronic pricing table through ProcureNow?

  Some examples of of when to say "yes":

  1. This is a quote for goods or commodities
  2. This is a public works bid, with a pricing table that can be uploaded into ProcureNow from an excel spreadsheet
  3. Seeking services for hourly rate schedules
• Separate Fee Proposal Upload (required) —

  If you are NOT using the Electronic Pricing Table option, will you want your bidder to separate a Price Proposal from the rest of their Response? You'll want to do this if you open your bids initially WITHOUT showing price, and then come back in after a technical evaluation to unseal pricing later.

• Evaluation Committee? (required) —

  Will there be an evaluation committee to review the proposals and score them based on weights and multiple criteria?