On-Call Janitorial Services

REQUEST FOR PROPOSALS
5929
On-Call Janitorial Services
The Seattle Housing Authority (SHA) is seeking proposals from qualified vendors to
provide janitorial services for both residential and commercial properties. SHA is
committed to providing sound environmental stewardship, protecting human health,
reducing operating expenses associated with the use of hazardous materials, and
reducing potential liability to SHA. The committed commitment also reflects utilizing
health and the environment when compared with competing products or services that
serve the same purpose. Sustainable cleaning protects the environment and exposure of
facility users against toxic materials. Wherever feasible, the use of microfiber dry mopping
of floors and dry-wipe cleaning of hard surfaces should be employed.
Pre-Submission Conference: SHA will hold a Pre-Submission Conference on Monday,
September 14, 2026 at 11:00 AM and potential proposers can join the MS Teams
meeting:
Join: https://teams.microsoft.com/meet/223824965592423?p=cCfT6nAAnG3uBz5fxW
Meeting ID: 223 824 965 592 423
Passcode: q6H2g7GB
Dial in by phone
+1 206-257-3799,,96977955# United States, Seattle
Find a local number
Phone conference ID: 969 779 55#
Join on a video conferencing device
Tenant key: 507130161@t.plcm.vc
Video ID: 118 407 889 6
Please e-mail Hiba Hasan, Sr. Contract Administrator at
hiba.hasan@seattlehousing.org, if you are unable to join via attached link and you will
be sent an invitation to join.
Obtaining the RFP: Visit our website at Do business with us | Seattle Housing
Authority to obtain a copy of the RFP. Any addenda issued for this RFP will be
published at the above-referenced website and proposers are responsible for checking
the website prior to submission of proposals for any addenda. If you are unable to
download the RFP or addenda, you may e-mail Hiba Hasan, Sr. Contract
Administrator at hiba.hasan@seattlehousing.org.
Questions: Any questions or requests for further information must be submitted in writing
no later than 4:00 PM on September 16, 2026 to the Contract Administrator noted above
by e-mail at hiba.hasan@seattlehousing.org.
Submission Deadline: Proposals must be received not later than 4:00 PM on
September 29, 2026, -mail address noted above.
SHA Solicitation No. 5929

Diversity: SHA strongly encourages minority-owned and women-owned businesses,
socially and economically disadvantaged businesses, HUD Section 3 businesses, small
businesses and veteran-owned businesses to submit proposals or to participate in a
subcontracting capacity on SHA contracts.
Rights Reserved: SHA reserves the right to waive as an informality any irregularities in
submittals, and/or to reject any and all proposals.
Diana Peterson
Procurement and Contracts Manager
SHA Solicitation No. 5929
Last Revised 06-27-25

VENDOR REGISTRATION FORM
If you plan on submitting a Proposal for this project, please complete this registration
form and e-mail it to Hiba Hasan, Sr. Contract Administrator at
hiba.hasan@seattlehousing.org so that you can be contacted directly if necessary.
SEATTLE HOUSING AUTHORITY
RFP No.: 5929
On-Call Janitorial Services
Name of Firm:
Business Address:
Contact Information:
Name:
Title:
Telephone No.:
E-Mail:
SHA Solicitation No. 5929

REQUEST FOR PROPOSALS
SOLICITATION NO. 5929
for
On-Call Janitorial Services
TABLE OF CONTENTS
A. INTRODUCTION ......................................................................................................... 1
B. SUBMITTAL REQUIREMENTS ................................................................................. 2
C. SCOPE OF WORK ..................................................................................................... 5
D. INFORMATION TO BE PROVIDED IN YOUR PROPOSAL .................................... 5
E. CONSULTANT EVALUATION CRITERIA ................................................................ 6
F. SELECTION PROCESS ............................................................................................. 7
G. CONTRACT NEGOTIATIONS ................................................................................... 8
H. ADMINISTRATIVE INFORMATION........................................................................... 8
ATTACHMENTS:
A. EXHIBIT A
List of Properties
B. EXHIBIT B
Pricing Table
C. EXHIBIT C
Prevailing Wage Requirements
D. EXHIBIT D
Prevailing Wage Schedules
o D.1: HUD Routine Maintenance effective date of January 1st, 2025
through December 31st, 2026.
o D.2: WA State, King County with an effective date of 09/29/2026
Overtime Codes
E. FORMS
Vendor Fact Sheet
Suspension and Debarment Compliance Certificate
HUD Section 3 Information and Section 3 Forms
RFP Issued On: Proposal Due:
Monday, August 31,2026 4:00 PM Tuesday, September 29, 2026
SHA Solicitation No. 5929

Seattle Housing Authority
Request for Proposals
Solicitation No. 5929
On-Call Janitorial Services
A. INTRODUCTION
1) General:
The Seattle Housing Authority (SHA) is seeking to provide janitorial services for both
residential and commercial properties. SHA is committed to providing sound
environmental stewardship, protecting human health, reducing operating expenses
associated with the use of hazardous materials, and reducing potential liability to SHA.
The committed commitment also reflects utilizing environmentally preferable
services that have a lesser or reduced effect on human health and the environment
when compared with competing products or services that serve the same purpose.
Sustainable cleaning protects the environment and exposure of facility users against
toxic materials. Wherever feasible, the use of microfiber dry mopping of floors and dry-
wipe cleaning of hard surfaces should be employed.
2) Seattle Housing Authority Background: SHA is an independent public corporation
providing long-term, low-income rental housing and rental assistance to more than
38,000 people in the city of Seattle. We believe in providing more than housing for our
tenants, and we partner with many organizations to offer an array of services and
community activities to help those we serve improve their lives. The majority of SHA's
funding is federal, through the U.S Department of Housing and Urban Development
(HUD). Other income includes rent revenue and non-HUD public and private grants.
SHA operates according to the following Mission and Values:
Our Mission
The mission of the Seattle Housing Authority is to enhance the Seattle community
by creating and sustaining decent, safe and affordable living environments that
foster stability and increase self-sufficiency for people with low incomes.
Our Values
As stewards of the public trust, we pursue our mission and responsibilities in a
spirit of service, teamwork, and respect. We embrace the values of excellence,
collaboration, innovation, and appreciation.
SHA owns and operates more than 8,500 housing units at nearly 400 sites throughout
the city. SHA also administers approximately 12,000 Housing Choice Vouchers,
enabling low-income residents to receive rental assistance throughout the Seattle
housing market. SHA, an independent public corporation established in 1939, is
governed by a seven-member Board of Commissioners, two of whom are SHA
SHA Solicitation No.5929 1 |P a ge
Last Revised 06-27-25

residents. Commissioners are appointed by the Mayor and confirmed by the City
Council. More information is available at seattlehousing.org.
3) [Reserved.]
4) [Reserved.]
5) Cooperative Purchasing: RCW 39.34 allows cooperative purchasing between
Activity Location Day Date Time
This meeting will be held virtually via
Teams using the following link:
Meeting Link
Meeting ID: 223 824 965 592 423
Passcode: q6H2g7GB
Dial in by phone
Pre-Submittal
+1 206-257-3799,,96977955# United States, Monday 9/14/2026 11:00 AM
Meeting Seattle
Find a local number
Phone conference ID: 969 779 55#
Join on a video conferencing device
Tenant key: 507130161@t.plcm.vc
Video ID: 118 407 889 6
Hiba Hasan, Sr. Contract Administrator
at hiba.hasan@seattlehousing.org
E-Mail to: All correspondence shall
be directed to Hiba Hasan, Sr.
Deadline
Contract Administrator at Wednesday 9/16/2026 4:00 PM
for Questions
hiba.hasan@seattlehousing.org.
SUBMITTAL DEADLINE AND DELIVERY INFORMATION
E-Mail to: Hiba Hasan, Sr. Contract Administrator
Tuesday 9/29/2026 4:00 PM
at hiba.hasan@seattlehousing.org
Re: 5929 On-Call Janitorial Services
public agencies (political subdivisions) in the State of Washington. Public agencies
that file an Interlocal Joint Purchasing Agreement with SHA may also wish to procure
the services herein offered by the successful party. The successful party shall have
the option of extending its offer to SHA to other agencies for the same cost, terms and
conditions.
SHA Solicitation No.5929 2 |P a ge
Last Revised 06-27-25

SHA does not accept any responsibility for agreements, contracts or purchase orders
issued by other public agencies to the successful party. Each public agency accepts
responsibility for compliance with any additional or varying laws and regulations
governing purchase by or on behalf of the public agency. SHA accepts no
responsibility for the performance of the successful party in providing services to other
public agencies, nor any responsibility for the payment price to the successful party
for other public-agency purchases.
B. SUBMITTAL REQUIREMENTS
Schedule:
Questions: Questions must be in writing and sent prior to the Deadline for Questions
date and time shown above. Submit your questions to Hiba Hasan at
hiba.hasan@seattlehousing.org
Addenda: In the event there are changes or clarifications to this RFP, SHA will issue
Do business with us |
Seattle Housing Authority. It is the responsibility of proposers to check this website
before submitting and downloading any addenda issued. If you are unable to
download the addenda, you may e-mail the Sr. Contract Administrator, Hiba Hasan
at hiba.hasan@seattlehousing.org to have a copy of the addenda mailed or e-
mailed to you.
Pre-Submittal Meeting: Proposers are strongly encouraged to attend a Pre-
Submittal Meeting at the date and time indicated above.
Submittal: The deadlines given above are firm as to place, date, and time. SHA will
not consider any proposal received after the deadline.
All proposals should be clearly marked when e-mailed to avoid any confusion about
recording arrival dates and times. Proposers should take this practice into account
and submit their materials early to avoid any risk of ineligibility caused by
unanticipated delays or other delivery problems. NOTE: A faxed or hand delivered
proposal is not acceptable.
All proposals received will become the property of the Seattle Housing Authority and
will not be returned to the Proposer.
Proposals shall be submitted electronically via email and be limited to a maximum of
10 pages, no smaller than 12-point font . The following are NOT
INCLUDED in the page limit mentioned above: your cover letter, vendor fact sheet,
resumes, the Suspension and Debarment Certificate, and any applicable Section 3
form(s). Your cover letter should express your interest in performing the work. A
principal or officer of the firm authorized to execute contracts or other similar
Required number of copies: Proposers responding to this RFP shall
submit their proposal to the e-mail address indicated above.
SHA Solicitation No.5929 3 |P a ge
Last Revised 06-27-25

2) Proprietary Proposal Material:
Any records or materials submitted to SHA in response to this RFP become public
records under Washington State law (see RCW Chapter 42.56, the Public
Disclosure Act, at https://apps.leg.wa.gov/rcw/default.aspx?cite=42.56). Public
records must be promptly disclosed upon request unless a statute exempts
disclosure. Exemptions from disclosure include trade secrets and valuable
formulas (see RCW 42.56 and RCW Ch. 19.108); however, public disclosure
exemptions are narrow and specific. Proposers are expected to be familiar with
any potentially-applicable exemptions, and the limits of those exemptions.
information any proposal records they believe are exempted from disclosure. The
body of the proposal may refer to these separately-bound records. Proposers
within a public-disclosure exemption. SHA may reject solicitation responses that
are marked proprietary in their entirety.
If SHA receives a public disclosure request for records that a Proposer has marked
postpone disclosure briefly to allow the Proposer to file a lawsuit under RCW
42.17.330 to enjoin disclosure; however, this is a courtesy of SHA and not an
obligation.
SHA has no obligation to assert an exemption from disclosure. If the Proposer
believes that its records are exempt from disclosure, the Proposer is obligated to
seek an injunction under RCW 42.56. By submitting a proposal, the Proposer
acknowledges this obligation; the Proposer also acknowledges that SHA will have
no obligation or liability to the Proposer if the records are disclosed.
3) Cost of Preparing Proposals: SHA will not be liable for any costs incurred by
the Proposer in the preparation and presentation of proposals submitted in
response to this RFP including, but not limited to, costs incurred in connection with
ns and the pre-proposal conference.
4) Rights Reserved by SHA: SHA reserves the right to waive as an informality any
irregularities in submittals and/or to reject any or all proposals. SHA requests that
companies refrain from requesting public disclosure of selection information until
a contract has been executed as a measure to best protect the solicitation process,
particularly in the event of a cancellation or re-solicitation. With this preference
stated, SHA shall continue to properly fulfill all public disclosure requests for such
information as required by State Law.
SHA Solicitation No.5929 4 |P a ge
Last Revised 06-27-25

C. SCOPE OF WORK
The selected Vendor shall be asked to perform the following tasks:
1. General Information
a. Service is to be provided at the requested times per Seattle Housing
Authority (SHA) property. There is a total of twenty-eight (28) properties
to maintain specific schedules differ for each property. Times will be
confirmed during the negotiation phase.
b. Seattle Housing Authority will provide standard cleaning products,
equipment and SHA will keep products in stock on the premises.
However, SHA reserves the right to require the Vendor to furnish
additional chemicals, supplies, or equipment as operational needs arise,
this is subject to approval.
c. The Vendor, in performing the Janitorial Services, shall provide all labor,
equipment/tools, and janitorial supplies necessary to perform the Janitorial
requirements including the Occupational Safety Health Administration
equipment/tools in working order to perform the Janitorial Services.
d. Building Types and Scheduling
i. Facilities
1. Day Porter Services Provide day porter services to SHA
facilities, indicated in Attachment A List of Properties.
2. After-Hours Services Provide after-hours services that
are from 8:00AM to 4:30PM. Specific times will be confirmed
during the negotiation phase.
ii. Residential Buildings
1. Regular Services Schedules may vary depending on the
property.
e. The addresses for all SHA properties are shown in Exhibit A. Services are
required for common areas, including but not limited to hallways, lobbies,
stairwells, restrooms, and shared facilities. Exact square footage of these
service areas will be clarified during negotiation and contract development
phase.
SHA Solicitation No.5929 5 |P a ge
Last Revised 06-27-25

2. Standards of Work Requirements
a. Waste Disposal Standards
i. Vendor shall
areas for disposal. Trash shall not be left within the public way or
within the public view.
ii. Vendor shall ensure that all its employees are properly trained in
the proper disposal of trash.
iii. Vendor shall comply with all local, state, and federal laws,
ordinances, rules, and regulations related to solid waste handling,
recycling, and disposal. Must adhere to all applicable Seattle
Municipal Code (SMC) requirements for businesses.
iv. Solid waste that contains no hazardous characteristics or
contamination by regulated substances may be disposed of
responsibly in available on-site trash receptacles or dumpsters.
Recyclable materials must be collected and disposed of as
requested by property management per property. All trash must be
contained fully inside the provided waste bins, with the lids
completely closed.
b. Sustainability and Green Cleaning
i. Vendor shall make every reasonable effort to use environmentally
preferred products, which will be provided and supplied by SHA
ii. Vendor shall use cleaning practices and janitorial materials that
promote sustainability and improve building safety and occupant
well-being.
iii. Vendor shall have appropriate standard operating procedures in
place that reflect the core principles of sustainable cleaning.
Procedures shall address how janitorial cleaning, hard floor
maintenance, and carpet maintenance will be consistently
implemented and managed. Procedures must also include
proactive strategies/plans to reduce contaminant infiltration at the
source.
iv. Vendor's cleaning green program shall include:
1. Use of cleaning products provided by SHA
2. Use of chemical concentrates and closed loop dilution
systems, provided by the Vendor, to prevent spills. Closed
loop dilution systems package chemicals in dispenser
control units to allow exact mixing measurement of chemical
without spills.
SHA Solicitation No.5929 6 |P a ge
Last Revised 06-27-25