REQUEST FOR PROPOSAL: RFP 26T-CD-209 CIHA 3502 SPENARD ROAD JANITORIAL SERVICES

REQUEST FOR PROPOSAL
RFP 26T-CD-209
CIHA 3502 Spenard Road Janitorial Services
June 2026
Prepared By:
Cook Inlet Housing Authority
Procurement Department
3510 Spenard Road
Anchorage, Alaska 99503
Airis Schweninger
Procurement Specialist
Phone: (907) 793-3029
aschweninger@cookinlethousing.org

CIHA 3502 Spenard Road Janitorial Services
Contents
REQUEST FOR PROPOSAL RFP 26T-CD-209 ........................................................................ 3
PROPOSAL SUBMITTALS ........................................................................................................ 3
QUESTIONS .............................................................................................................................. 3
BACKGROUND ......................................................................................................................... 3
CONTRACT TERM .................................................................................................................... 3
SCOPE OF SERVICES .............................................................................................................. 4
QUALIFICATIONS AND REQUIREMENTS ................................................................................ 6
INVOICING ................................................................................................................................ 6
PREFERENCE STATEMENT .................................................................................................... 6
PREFERENCE FACTOR ........................................................................................................... 6
INDEMNITY AND INSURANCE REQUIREMENTS .................................................................... 7
GENERAL REQUIREMENTS .................................................................................................... 9
RFP CONDITIONS AND PROVISIONS .....................................................................................10
PROPOSAL SUBMITTAL REQUIREMENTS .............................................................................10
EVALUATION PROCESS .........................................................................................................11
PROTEST .................................................................................................................................12
AWARD ....................................................................................................................................12
LIST OF ATTACHMENTS .........................................................................................................13

CIHA 3502 Spenard Road Janitorial Services
REQUEST FOR PROPOSAL
RFP 26T-CD-209
CIHA 3502 Spenard Road Janitorial Services
Cook Inlet Housing Authority (CIHA) will accept proposals from responsive and responsible
individuals and contractors to provide Janitorial Services located at 3502 Spenard Road,
Anchorage, AK.
PROPOSAL SUBMITTALS
Proposals must be submitted, clearly marked: "Attn: Procurement, RFP 26T-CD-209 CIHA 3502
Spenard Road Janitorial Services- Do Not Open". CIHA will reject proposals received after
the deadline. Faxed proposals will not be accepted.
* Mailed and hand-delivered proposals: Proposals must be received at CIHA, Attn:
Procurement, 3510 Spenard Road, Anchorage, Alaska 99503 no later than June 19th,2026,
at 2:00 PM according to the time clock located at CIHA's front desk.
* Emailed proposals: Proposals must be received no later than June 19th, 2026, at 2:00PM,
according to the time and date received by CIHA's email server. Emailed proposals may be
submitted to Procurement@cookinlethousing.org.
QUESTIONS
CIHA shall not be bound by any oral interpretation of this RFP. Questions are encouraged and
should be sent in writing to CIHA's Procurement Manager via email. All questions must be
received at CIHA no later than June 5th ,2026, 2:00PM. Written questions received by the deadline
will be answered by addendum to all contractors.
Email: Procurement@cookinlethousing.org
No communication is to be directed to any other CIHA employees or CIHA representative.
Substantive issues will be answered in writing in the form of an Addendum to this RFP. If
determined necessary by CIHA, the proposal submittal due date may be extended and will be
stated as such in the Addendum form.
BACKGROUND
CIHA seeks a qualified contractor to provide janitorial services for 3502 Spenard Road, also
known as The Nave. The facility includes office space, event space, common areas, restrooms,
basement areas, exterior entry areas, and related building areas. Services include recurring
weekly cleaning, monthly and semi-annual services, and event call-out cleaning as requested by
CIHA or its property management representative.
CONTRACT TERM
Award of a professional services contract for the specified work will include an initial three (3) year
term with an option to extend for two (2) additional one (1) year terms based on available
funding, satisfactory performance, agreed upon pricing and mutual consent. The yearly contract
shall be automatically renewed for one (1) year unless either party gives written notice of thirty
(30) days prior to the expiration thereof. The cost portion of your proposal submitted should
include the initial three (3) year term and the extension option years. CIHA reserves the right to

CIHA 3502 Spenard Road Janitorial Services
award to one or more contractors.
SCOPE OF SERVICES
Contractor will provide all equipment and sanitizing supplies necessary to perform the duties as
described within the Contract and maintain adequate inventory to ensure fulfillment of Contract.
High quality antiviral products that kill germs and prevent contagious diseases should be used for
cleaning. An up-to-date Safety Data Sheet (SDS) Manual shall be in the main janitorial closet and
easily accessible and in plain view. Janitorial closets shall be kept orderly with all supplies and
equipment stored properly. Keys will be given to contractor. The contractor is responsible for
immediately contacting the Property Manager in the event of a lost or stolen key or change of
employees. Janitorial staff will turn off all lights and lock all doors when janitorial services are
complete. Doors that are left unlocked by tenant must remain unlocked. Harmony between
Janitorial Staff and Tenants will be maintained. Requests for special janitorial services by the
tenant will be assigned by the Building Management team. Contractor will report any requests or
complaints made by the tenants to the Building Management team.
The Nave requires two types of regular cleaning, defined here, and described below in detail.
Regular weekly full-building cleaning: This type of cleaning includes both offices and event
spaces as described below, and it takes place every week on a pre-scheduled recurring day and
time. On a monthly and annual basis, deep cleaning services described below are also to take
place throughout the building.
Event call-out cleaning: This type of cleaning includes only the event spaces, and it takes
place on an as-needed basis as specified by the building management team. Event spaces
include entryway, lobby, main hall, kiosk, Weidner Community Room, elevator, main stairwell,
from lobby to basement, basement restrooms, CIHA staff will notify contractor of the need for an
event call-out cleaning by sending a calendar invitation for the day and timeframe of the cleaning.
The Property manager will be copied on all requests for call-out cleaning services, as well.
3502 Spenard Weekly Services
* Empty all trash, replace with clean properly fitting liners, and wash receptacle as needed.
* Carpeted areas (including stairs and elevator) are to be vacuumed thoroughly, with light
spot cleaning where needed. Vacuum walk-off mats. Any furniture that is moved for
cleaning purposes must be moved back to the original spot and placed in a neat and
orderly manner.
* All hard surface floors are vacuumed and washed each night with sanitizing cleaner.
* Door thresholds and floor transition tracks are to be swept and/or vacuumed, including
building entrances/exit doors. Thresholds are to be vacuumed to remove any grit or dirt
that could interfere with the lock mechanism of the doors.
* Dust all tables, file cabinets, and bookshelves that can be dusted without disturbing items.
* Breakrooms, kitchens, and coffee bar areas are to be cleaned of trash; counters, sinks
and tables are wiped down, and all trash cans are to be emptied and liners replaced. All
cupboard doors, drawers and refrigerator handles to be sanitized.
* Janitorial closet floors are to be swept and mopped with all trash removed and dumped.
* Sanitize all door handles and high-touch surfaces in the building.
* Dust/wipe clean basement hallway ledge and window ledges in lobby and main hall.
* Wipe clean any fingerprints from glass doors, door frames and trim, elevators and inside
elevators.

CIHA 3502 Spenard Road Janitorial Services
* Wipe clean and sanitize all handrails.
* Wipe clean and sanitize water fountain.
* Wipe clean and sanitize conference room tables.
* Restrooms:
a) Clean and polish sinks, dispensers, and all chrome fixtures
b) Empty and clean disposals in stalls
c) Clean mirrors and frames
d) Sanitize floors; clean tile grout as needed
e) Sanitize toilets, toilet seats and urinals
f) Sanitize door handles and faucets
g) Clean and wipe down stall walls
h) Replenish bathroom toilet paper, paper towels, hand soap, seat liners, sanitary napkin
disposal bags with appropriate commercial grade products and ensure all products are
correct size to fit dispensers and all units are operating properly
i) Empty trash and replace all liners
* Summer only: sidewalks and curbs directly outside the entry doors to be swept
* Summer only: sweep front deck and stairs
* Sweep South covered landing and stairs
* Pick up trash around parking lot, sidewalks, landscaping and decks
3502 Spenard Monthly Services
* Dust all office doors, top and bottom
* Damp wipe any leather or plastic covered furniture
* Dust and polish door kick plates
* Dust picture frames, and clean glass frames
* Wash all interior windows including re-lights and window panels in office doors
* Damp wipe baseboards
* Clean dust from corners of carpeted areas
* Restrooms
a) Clean all wall surfaces around the sinks, including soap dispensers
b) Scrub and sanitize tiles surrounding the toilets and urinals
c) Wipe down doors to include doorknobs
d) Vacuum and dust air vents
e) Sanitize all trash containers
3502 Spenard Semi-Annual Services
* Clean all interior can light fixtures and fluorescent lamp tubes
* Carpet cleaning to be performed in all offices and common areas to manufacturer's
specifications
* Vacuum exterior of all air vent covers, excluding those in the Main Hall
3502 Spenard Event Call Out Services
* Interior: Includes all interior services described in weekly services above, excluding office
area in the back (West) end of the building.
a) Entrance carpets to be vacuumed, door handles and glass to be wiped clean; Lobby
stairs and floors to be cleaned; Kiosk floors, counters and sink to be cleaned; Main
Hall floors to be cleaned; all trash cans to be emptied, bags replaced, and receptacles
to be cleaned as needed; back hallway and Green Room floors to be cleaned, counter
and sink to be cleaned; Elevator to be vacuumed and wiped clean as needed;
Basement hallway to be cleaned, including handrails and floors; Weidner Room floors,

CIHA 3502 Spenard Road Janitorial Services
glass doors and handles, countertops to be cleaned; and main basement bathrooms
to be cleaned according to weekly cleaning specifications above.
* Exterior: Includes all exterior services described in weekly services above, including
checking the East/front deck for spills and trash, and checking for trash on the sidewalks,
entrance and parking lot.
QUALIFICATIONS AND REQUIREMENTS
Contractor must demonstrate adequate qualified personnel to meet responsiveness
requirements, provide a current certificate of insurance, and confirm they are not suspended,
debarred, or otherwise ineligible under HUD or Federal agency regulations.
INVOICING
Invoices are to include the contract control number, date(s), and a list of exact services performed,
within 30 days from the end of the monthly billing period.
Contractor shall provide separate line-items for weekly cleanings, each instance of event call-out
cleaning, and supplies reimbursement. Each line-item should indicate whether the cleaning is a
routine weekly cleaning or event call-out cleaning. All supplies shall be invoiced on a reimbursable
basis. Invoices for supply reimbursement shall be on a by-property basis and shall clearly
describe each item and its cost. Receipts shall be provided as backup to any invoice that includes
supply reimbursement.
Invoices shall be sent to PTP Management by one of the following methods: 1) email to
ap@ptpmanagement.com; or 2) mail to Cook Inlet Housing Authority, c/o PTP Management Inc.
300 East Fireweed Lane, Anchorage, Alaska 99501.
PREFERENCE STATEMENT
The work to be performed under this contract is subject to Section 7(b) of the Indian Self-
Determination and Education Assistance Act (25 U.S.C. 450e(b)). In accordance with 25 U.S.C.
450e(b) and 24 CFR 1000.52, CIHA requires that to the greatest extent feasible; (i) preferences
and opportunities for training and employment shall be given to American Indians/Alaska Natives
(AIAN); and (ii) preferences in the award of contracts and subcontracts shall be given to AIAN
owned economic enterprises.
The Contractor shall include this Indian Preference Statement, in its entirety, in every subcontract
in connection with the awarded contract, and shall, at the direction of CIHA, take appropriate
action pursuant to the subcontract upon a finding by the recipient or HUD that the subcontractor
has violated 25 U.S.C. 450e(b).5307.
Preference will be given to AIAN, Small-, Minority- and Women-owned businesses. AIAN, Small-
Minority- and Women-owned businesses are encouraged to submit proposals.
PREFERENCE FACTOR
AIAN, Small-, Minority- and Women-owned preference in contracting is applicable to this Request
for Proposal (RFP) and any contractor/firm/vendor stating a preference must submit a signed
HUD 5369-A Certification Form (Attachment A) with their submitted bid to qualify for a preference;
ownership must be a minimum of 51% and be active in the day- to-day control and operation of
the business. CIHA shall reserve fifteen percent (15%) of the total of available rating points for

CIHA 3502 Spenard Road Janitorial Services
qualified AIAN-owned organizations or economic enterprises and ten percent (10%) for Small-,
Minority- and Women-owned businesses.
The prospective contractor must provide, to the greatest extent, feasible preference in
employment and training opportunities created as a result of a contract awarded as a result of the
RFP.
INDEMNITY AND INSURANCE REQUIREMENTS
Indemnification
A. To the fullest extent permitted by law, Contractor shall release, defend, indemnify and hold
Cook Inlet Housing Authority (CIHA), its subsidiaries, directors, officers, agents, officials,
employees and consultants (collectively, "Indemnified Parties") harmless from and against
all claims or loss, including without limitation any and all demands, suits, expenses,
damages, fines, charges, liens, actions or liability of any nature, kind or character
whatsoever, and including without limitation, claims or loss resulting from injury, death,
economic loss, violation of statutes, ordinances, constitutions or other laws, rules or
regulations, contractual claims, attorneys' fees, costs or expenses or any other kind of
loss (collectively, "claims or loss"), related to, resulting from or arising directly or indirectly
out of the activities of Contractor, the performance, failure of performance or breach of
any term of this Contract by Contractor, or by any person or entity employed by Contractor
in the performance of this Contract, regardless of whether such claim or loss is caused in
part by Indemnified Parties.
B. Contractor's responsibility for defense and indemnification extends to and includes any
claim or loss alleging acts or omissions by Indemnified Parties that are said to have
contributed to the claim or loss. However, Contractor shall not be required to indemnify
an Indemnified Party for any claim or loss that results from the sole negligence or willful
misconduct of the Indemnified Party.
C. In any and all claims against the Indemnified Parties by any employee of Contractor,
anyone directly employed by Contractor or anyone for whose acts the Contractor may be
liable, the indemnification obligation shall not be limited in any way by any limitation on
the amount or type of damages, compensation or benefits payable by or for Contractor
under workers' compensation acts, disability benefit acts or other employee benefit acts.
D. Contractor agrees that as part of any subcontract, its subcontractor shall provide
assurance of defense and indemnity in CIHA's favor that are identical in scope as those
assumed by Contractor under the terms of this Contract.
E. The requirement of any insurance required of Contractor under this Contract shall not limit
Contractor's indemnification responsibilities under this section in any way.
Insurance
A. Without limiting the Contractor's indemnification responsibilities, it is agreed that
Contractor shall purchase, at its own expense, and maintain in force at all times during the
performance of services under this agreement the following policies of insurance. Such
policies shall be primary to any policies held by CIHA.

CIHA 3502 Spenard Road Janitorial Services
B. Where specific limits are shown, it is understood that they shall be the minimum acceptable
limits. If the Contractor's policy contains higher limits, CIHA shall be entitled to coverage to
the extent of such higher limits. Certificates of Insurance must be furnished to the Manager
of Procurement prior to fully executing the Contract, and as a condition of payment,
Contractor shall purchase and maintain insurance that will protect it from the claims arising
out of its operations under the Contract, whether the operations are by Contractor, or any
of its consultants or subcontractors or anyone directly or indirectly employed by any of
them, or by anyone for whose acts any of them may be liable. This includes Worker's
Compensation Insurance, Employer's Liability Insurance, Comprehensive General
Liability Insurance and Automobile Liability Insurance.
C. Contractor's insurance shall name Cook Inlet Housing Authority (CIHA) as additional
insured, except for Worker's Compensation. All insurance policies shall comply with and
be issued by insurers licensed to transact the business of insurance under Alaska Statutes
Title 21.
D. Failure to furnish satisfactory evidence of insurance or lapse of the policy is a material
breach of this Contract and shall be grounds for termination of the Contractor's services.
All insurance companies obligated under the following described policies must have a best
rating of "A - VII" or better as identified in the A.M. Best Insurance Rating Guide, most
recent edition.
Minimum Limits of Liability
Contractor shall maintain with a company satisfactory to CIHA at least the limits of liability set
forth below. The requirements of this section shall not limit Contractor's indemnification
responsibilities as provided in the Contract.
A. Worker's Compensation and Employers' Liability: The Contractor shall provide and
maintain, for all employees engaged in work under this Contract, coverage as required by
AS 23.30.045; and, where applicable, any other statutory obligations including but not
limited to Federal U.S.L. & H. and Jones Act requirements. This policy must waive
subrogation against Cook Inlet Housing Authority (CIHA).
1. Worker's Compensation - Statutory limits
2. Employer's Liability - $1,000,000 Each Accident, $1,000,000 Disease - Each
Employee; $1,000,000 Disease - Policy Limits
B. Commercial General Liability Insurance: Covering all business premises used by and
operations conducted by the Contractor in the performance of services under this Contract
with minimum coverage limits of $1,000,000 combined single limit per occurrence. This
policy must waive subrogation against Cook Inlet Housing Authority (CIHA).
1. $1,000,000 Each Occurrence
2. $2,000,000 General Aggregate
3. $2,000,000 Products/Completed Operations Aggregate
4. $1,000,000 Personal and Advertising Injury
5. $50,000 Fire Damage Legal Liability (any one fire)
6. $5,000 Medical Expense (any one person)
C. Commercial Automobile Liability Insurance: Covering all vehicles, owned, hired or non-
owned, used by the Contractor in the performance of services under this Contract with
minimum coverage limits of $1,000,000 combined single limit of bodily and property

CIHA 3502 Spenard Road Janitorial Services
damage. This policy must waive subrogation against Cook Inlet Housing Authority (CIHA).
Cancellation, Renewal and Modification
Contractor shall maintain in effect all insurance coverages required under the Contract at
Contractor's sole expense and with insurance companies acceptable to CIHA. All policies shall
contain a provision that coverage will not be modified, cancelled or not renewed until at least thirty
(30) days prior written notice has been given to CIHA. Certificates of insurance showing required
coverage to be in force pursuant to this Section shall be filed with CIHA prior to commencement
of the Work. In the event Contractor fails to obtain or maintain insurance coverage required under
the Contract, CIHA may purchase such coverage as desired for CIHA's benefit and charge the
expense to Contractor or terminate the Contract for default.
Continuation of Coverage
If any of the required liability insurance is on a claims made basis, "tail" coverage will be required
at the completion of this contract for twelve (12) months, or the maximum time period reasonably
available in the marketplace. Contractor shall furnish certification of "tail" coverage as described
or continuous "claims made" liability coverage for twelve (12) months following Contract
completion. Continuous "claims made" coverage will be acceptable in lieu of "tail" coverage
provided its retroactive date is on or before the effective date of this Contract. If Continuous
"claims made" coverage is used, Contractor shall be required to keep the coverage in effect for
not less than twelve (12) months from the end of the Contract. This will be a condition of the final
acceptance of work or services.
Certificates of Insurance
Certificates of insurance and copies of all insurance policies and endorsements if requested by
CIHA required by this Section 10 shall be delivered to the Procurement Manager prior to
commencement of the Work, or as soon thereafter, as is practicable. Renewable certificates shall
be delivered to the Procurement Manager no later than thirty (30) days subsequent to the
certificate's expiration date. No contract will be signed until the certificate of insurance has been
received and approved by the Procurement Manager.
If the insurance expires or is cancelled during the term of the contract, services and related
payments will be suspended. Certificates shall be addressed to Cook Inlet Housing Authority,
ATTN: Procurement, 3510 Spenard Road, Anchorage, Alaska 99503.
Subcontractors
Contractor shall require and verify all subcontractors maintain insurance coverage subject to all
of the requirements stated herein.
Additional Insured
Cook Inlet Housing Authority, ATTN: Procurement, 3510 Spenard Road, Anchorage, Alaska
99503
GENERAL REQUIREMENTS
The general rules and conditions which follow apply to all proposals issued by CIHA unless
otherwise specified.
Request for proposal (RFP) is defined as a request for an offer, by one party to another, of terms

CIHA 3502 Spenard Road Janitorial Services
and conditions with reference to some work or undertaking.
This document constitutes a request for proposal and is thus a solicitation for responses.
Conversely, this request for proposal is NOT a bid. Moreover, any acceptance of a proposal shall
NOT result in a binding contract between CIHA and the offeror but instead will simply enable
negotiations to take place which may eventually result in a detailed and refined agreement or
contract between the offeror and CIHA.
Subletting of Contract: Offeror shall not assign, transfer, convey, sublet or otherwise dispose of
the contract or their right, title or interest therein, or their power to execute such contract to any
other person, firm or corporation without the prior written consent of CIHA, but in no case shall
such consent relieve the offeror from their obligations, or change the terms of the contract.
RFP CONDITIONS AND PROVISIONS
If any offeror is in doubt as to the intent or meaning of any part of this RFP, or should CIHA omit
anything from this RFP which is necessary to a clear understanding of the work, or should it
appear that various instructions are in conflict, the offeror should contact the CIHA Procurement
representative listed on the cover page of this document by the deadline for questions.
Offerors are expected to fully inform themselves as to the conditions, requirements and
specifications before submitting a proposal. The submission of a proposal by a contractor implies
contractor acceptance of the terms and conditions herein, unless otherwise stated.
The format of the contractor's proposal must be consistent with the format of the specifications
listed.
All participating Contractors, by their proposal submission, shall agree to comply with all of the
conditions, requirements and instructions of this RFP as stated or implied herein.
Offerors shall respond with sufficient detail to facilitate the evaluation of all factors included in the
Evaluation Criteria. Failure to provide required items will result in the proposal being considered
non-responsive. Failure to provide sufficient information for the evaluation criteria will result in
loss of points.
The offeror is responsible for all costs related to the preparation of this Proposal.
PROPOSAL SUBMITTAL REQUIREMENTS
Proposals shall include the appropriate narrative and supporting materials to adequately
address the scoring criteria. Proposals not containing all of the items listed below may be
determined non-responsive by CIHA.
For consistency and to facilitate evaluation of all proposals, offerors shall include the following
in their response to this RFP.
1. Cover Page. Proposals must be signed and include the firm name, local address, telephone
number, the name of the person authorized to submit the proposal, along with the person's
title and telephone number, and the name and title of the person authorized to execute a
contract.
2. Statement of Qualifications and Experience: Provide a statement as to the Proposer's
qualifications to perform Janitorial Services as described in the Scope of Services.