Cherokee Nation
www.cherokee.org
REQUEST FOR PROPOSALS
Maintenance & Emergency Services
Tsa-La-Gi Apartments
Sallisaw, Oklahoma
HOUSING SERVICES DIVISION
CHEROKEE NATION
P.O. Box 948
Tahlequah, OK 74465
(918) 453-5000
I. Introduction
The Cherokee Nation is the federally recognized government of the Cherokee people and thereby has sovereign status granted by treaty and law. Tribal sovereignty is the right to self-governance. The seat of tribal government is the W.W. Keeler Complex near Tahlequah, Oklahoma, capital of the Cherokee Nation. The Cherokee Nation operates multiple housing facilities.
II. Summary
The Cherokee Nation now seeks vendors to submit proposals to provide general maintenance and emergency services for the Tsa-La-Gi Apartment Complex located in Sallisaw, Oklahoma. The services required are outlined in the specifications and scope of work. Interested parties are requested to review the following documentation and provide a written proposal, addressing the requested information and all costs for services.
III. Proposal Requirements
Proposals should include, but are not limited to, the following:
1. Insurance certifications; for all coverage requirements listed in RFP.
2. References – provide list of references including name of company, contact name and phone number, and/or letters of reference.
3. Service – ability to provide dependable service Monday through Friday; and weekend/after hours availability for emergencies.
4. Costs – provide specific cost for weekday service and specific cost for weekend or after hours emergency service. Costs must be itemized as stated on last page of Request for Proposal.
5. Indian Preference Documentation - proof of certification must be included as outlined in General Information/Requirements.
General Information/Requirements
Questions must be submitted in written format to fax (918) 458-7695, or e-mailed to or . Questions must be submitted no later than July 12, 2011 by 5:00 p.m. Responses to questions will be posted on the Nation’s website no later than July 15, 2011 by 5:00 p.m.
Proposal responses must be submitted no later than 5:00 p.m. on July 21, 2011.
Responses must include a written proposal addressing, at a minimum, each of the outlined requirements in Section III, Proposal Requirements. Responses may be submitted in one of the following methods:
E-mailed: or
Subject line: Maintenance/Emergency Services for Tsa-La-Gi Apartments
Mailed: Cherokee Nation,
Bid: Maintenance/Emergency Services for Tsa-La-Gi Apartments
Attn: Pam Jumper or Denise Hummingbird P.O. Box 948
Tahlequah, Oklahoma 74465
Hand-delivered: Cherokee Nation
Bid: Maintenance/Emergency Services for Tsa-La-Gi Apartments
Attn: Pam Jumper or Denise Hummingbird
17665 S. Muskogee
Tahlequah, OK 74464
Proposals will be accepted from Indian and Non-Indian firms. Indian preference will be given to those firms certified as Indian-owned by the Cherokee Nation Tribal Employment Rights Office (TERO), in accordance with Acquisition Management Policy & Procedures. Proof of certification must accompany all proposals. PROPOSALS RECEIVED AFTER SPECIFIED DATE AND TIME WILL NOT BE CONSIDERED FOR AWARD.
The Cherokee Nation reserves the right to determine a proposal acceptable in terms of meeting RFP requirements, and in accordance with Cherokee Nation Acquisition Management Policy and Procedures. The Cherokee Nation reserves the right to accept or reject any and all proposals received. The Cherokee Nation reserves the right to award a contract in the best interests of the Cherokee Nation. The successful party must be able to pass a criminal background check and be willing to enter into an agreement with Cherokee Nation.
Interpretation of the Request for Proposal - Interpretation of the meaning of the Request for Proposal will be made in writing only. Requests for interpretation shall be submitted in written format to Pam Jumper or Michelle Parsons, at fax number (918) 458-7695 or e-mailed to or by the given date and time. Any and all such interpretations and supplemental instructions will be in the form of written addenda to the specifications which, if issued, will be faxed or e-mailed to all prospective bidders (at the respective fax numbers or e-mail addresses furnished for such purposes). Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under their proposal as submitted. All addenda so issued shall become part of the contract documents.
Modification of Proposal - Any bidder may modify their proposal at any time prior to the scheduled closing time for receipt of proposals, provided such communication is received in writing by the Cherokee Nation prior to the closing time.
Subcontracts - The Cherokee Nation will contract only with the Contractor. Should the Contractor propose to employ a Subcontractor, the request must be made in writing to the Director of Acquisition Management. The Nation must approve in writing any person, firm, or party proposed by the bidder to award a subcontract. The Cherokee Nation, in giving such acceptance, assumes no responsibility in connection with the terms of the subcontract and their performance will be the responsibility of the Contractor.
Conditions of Work - Each bidder must inform themselves fully of the scope of work of this Request for Proposal. Failure to do so will not relieve a successful bidder of his obligation to carry out the provisions of a contract resulting from this proposal. Insofar as possible, the bidder, in performing work under this contract, will employ such methods or means as will not cause any interruption of or interference with the work of the Cherokee Nation.
Drug Free Workplace and Tobacco Free Workplace - Any Contractor performing work for the Cherokee Nation agrees to publish a statement notifying all employees, subcontractors, and other workers that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the Contractor’s workplace and specifying the actions that will be taken against violators of such prohibition. The NATION will consider lack of enforcement or lax enforcement of the statement by Contractor a default of the contract. The Contractor further agrees to provide all persons engaged in performance of the contract with a copy of the statement. A copy of bidder’s Drug Free Workplace statement shall be included with the proposal or else the successful bidder will be deemed to accept and agree to use the statement provided by NATION. The Contractor understands and recognizes that all Cherokee Nation buildings, whether leased or owned, and the grounds surrounding those facilities are considered by the Nation to be a tobacco free workplace. The Contractor will ensure all employees, subcontractors, and other workers will abide by this policy.
Debarment, Suspension, Proposed Debarment, and Other Responsibility Matters - The bidder certifies to the best of its knowledge and belief that the bidder, the firm, or any of its principals are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any Federal agency or Indian tribe. The bidder will also certify they have not, within a three-year period preceding this Request for Proposal, been convicted of or had a civil judgment rendered against them for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, Local or Tribal) contract or subcontract; violation of Federal or State antitrust statutes relating to the submission of offers; or commissions of embezzlement, theft, forgery, bribery, falsifications or destruction of records, making false statements, and are not presently indicted for, or otherwise criminally or civilly charged by a governmental entity with, commission of any of the offenses enumerated in this provision. The bidder certifies they have not, within a three-year period preceding this Request for Proposal, had one or more contracts terminated for default by a Federal, State, Local or Tribal agency.
The bidder shall provide immediate written notice to the Cherokee Nation if, at any time prior to contract award, the bidder learns its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.
This certification is a material representation of fact upon which reliance was placed when making award. If it is later determined the bidder knowingly rendered an erroneous certification, in additional to other remedies available to the Cherokee Nation; the Cherokee Nation may terminate the contract resulting from this Request for Proposal for default.
Confidentiality - It is understood any information submitted to the bidder by the Cherokee Nation in respect to this Request for Proposal embodies certain proprietary information and is loaned to the bidder on a confidential basis. Any information acquired at the Cherokee Nation or otherwise relating to processes belonging to the Cherokee Nation incorporated into this project shall be kept confidential. The bidder agrees not to use in any unauthorized manner or communicate to others any such confidential items without the prior written consent of the Cherokee Nation and will undertake such measures as are necessary to require its employees and all approved subcontractors to maintain complete confidentiality.
TERM:
The term of the Agreement shall be date of fully executed agreement through September 30, 2011; with the option to extend for two (2) additional fiscal years based on satisfactory performance and agreement of both parties.
INSURANCE REQUIREMENTS:
Before performing contractual services on the behalf of or for the Cherokee Nation, compliance with the following insurance requirements must be verified:
** Provide a Certificate of insurance naming the Cherokee Nation as a certificate holder and additional insured with respect to general liability and automobile liability policies, as their interest may appear with respect to the operations defined in this proposal packet. The certificate shall reflect that coverage has been placed with an AM Best Rated Carrier of at least A IX and will contain the following information for each required coverage:
· Type of insurance
· Policy number
· Effective date
· Expiration date
· Limits of Liability (this amount is usually stated in thousands)
A. Thirty day notice of cancellation, except ten-day cancellation clause will apply for nonpayment of premium.
** Required Coverages:
1) Worker's Compensation and Employer's Liability:
Limits of Liability:
Bodily Injury by Accident: $100,000 each accident
Bodily Injury by Disease: $500,000 policy limit
Bodily Injury by Disease: $100,000 each employee
Oklahoma Statute requires Worker's Compensation coverage for anyone with one (1) or more employees. Contractor’s worker’s compensation policy shall include a waiver of subrogation in favor of Cherokee Nation.
2) General Liability:
Coverages:
Commercial (including products/completed operations) with specific reference made to coverage for lead abatement (as this is usually excluded under standard commercial general liability policies). In addition to the additional insured endorsement, the commercial general liability policy shall also include a waiver of subrogation in favor of Cherokee Nation of Oklahoma.
Limits of Liability:
Bodily Injury and Property Damage Combined: $1,000,000
(each occurrence)
3) Automobile Coverage:
Vehicles Covered:
All Autos
Hired Autos
Non-owned Autos
Limits of Liability:
Bodily Injury and Property Damage Combined: $300,000
NOTE: The Contractor shall either: (1) require each of his subcontractors to procure and to maintain during the life of his subcontract, Subcontractor's Public Liability and Property Damage for the type and in the same amounts as specified above, or (2) insure the activities of this subcontractors in his own policy. Each subcontractor policy must also name Cherokee Nation as an additional insured with respect to general liability and auto liability.
SCOPE OF WORK AND SPECIFICATIONS
The property is a 90 unit apartment and daily service (Monday through Friday) will be required. Contractor must be knowledgeable of the principles, practices, tools and materials used in carpentry, plumbing, painting, masonry, and electrical skills. Experience with heating/air systems is a plus.
Contractor will be on call for emergencies after hours and on weekends.
Contractor will provide own vehicle for transportation of equipment and supplies. Basic tools will be provided by property owner. Owner provides repair materials and supplies. A golf cart for transporting supplies to apartments from the maintenance room/supply room is provided by the owner.
MAINTENANCE SERVICES:
Routine maintenance work will be performed by Contractor. This will include:
- Routine work requests (work orders initiated by residents)
This work would be requested, prioritized, scheduled and performed through the work order system. Such requests are recorded by the property manager in maintenance work order book. The Contractor will review these daily and prioritize the maintenance work to be performed. Maintenance work orders will be completed to show when the repairs/replacements were completed. Work will be completed as quickly as possible but no later than three days from time it is reported by resident. If repair parts are not available from the supplier/vendor to complete the repairs within the three-day time frame, the same shall be noted on the work order. The repairs will then be completed upon receipt of the parts.
- Janitorial service in the common areas
The common areas including the office, hallway and bathrooms will be cleaned at least two times each week. This includes emptying trash containers, replacing plastic liners, disposing of trash in dumpster, cleaning and disinfecting restrooms, including all sinks, mirrors, commodes, and fixtures. Paper towels, tissue paper and soap dispensers will be replenished as needed. The tile floors will be swept and mopped. Carpets will be vacuumed and spot cleaned as needed. Carpets will be steamed cleaned once yearly. Windows will be cleaned inside and outside once monthly. The entrances to the front and back door areas will be swept every two weeks. Cleaning supplies and paper goods will be provided by the owner.
- Emergencies
Contractor will be on call 24 hours for emergencies. Response to emergencies is the highest priority of all maintenance-related work items. Emergencies are conditions where residents and or staff are faced with a health or life-threatening situation or there is a condition which might result in serious damage to structure or systems if not corrected within 24-hour period. These may include gas leaks, exposed electrical wires, broken water lines, clogged sewage lines, major roof leaks, no heat/air. If the emergency item cannot be corrected by the Contractor, a service contractor is contacted.
For emergencies during the regular workday, a work order with an emergency classification will be generated by the property manager and assigned to Contractor or an outside service contractor will be used to immediately correct the emergency.
- Annual inspections
Annual inspection of all units is mandated by HUD. These inspections will be performed with the property manager in conjunction with the annual recertification of residents’ income and determination of rent. The inspections are performed using a unit inspection check list. Any repairs/replacements identified during the inspections will be recorded by the manager in the maintenance work order book. All work orders from the unit inspection will be completed in a prompt manner but no later than 14 days after the inspection. It may be periodically necessary to schedule an additional inspection of all units in the event the property is notified of a physical inspection to be performed by Housing and Urban Development (HUD).