REQUEST FOR PROPOSAL - 26T-RP-206 - SNOW REMOVAL SERVICES CENTENNIAL CAMPUS

REQUEST FOR PROPOSAL
RFP 26T-RP-206
Snow Removal Services Centennial Campus
MAY 2026
Prepared By:
Cook Inlet Housing Authority
Procurement Department
3510 Spenard Road
Anchorage, Alaska 99503
Terra Stowers, Procurement Specialist
Phone: (907) 793-3030
tstowers@cookinlethousing.org
1

SNOW REMOVAL SERVICES CENTENNIAL CAMPUS
COOK INLET HOUSING AUTHORITY
Contents
SPECIFIED DATES ...................................................................................................................... 3
REQUEST FOR PROPOSAL ....................................................................................................... 4
PROPOSAL SUBMITTALS ........................................................................................................... 4
QUESTIONS ................................................................................................................................. 4
PERIOD OF PERFORMANCE ..................................................................................................... 4
INTENT ......................................................................................................................................... 4
CONTRACT TERM ....................................................................................................................... 5
SCOPE OF SERVICES ................................................................................................................. 5
INVOICING.................................................................................................................................... 7
PREFERENCE STATEMENT ....................................................................................................... 7
WAGE DETERMINATION ............................................................................................................ 7
PREFERENCE FACTOR .............................................................................................................. 7
INDEMNITY AND INSURANCE REQUIREMENTS ...................................................................... 8
GENERAL REQUIREMENTS ..................................................................................................... 10
RFP CONDITIONS AND PROVISIONS ...................................................................................... 10
PROPOSAL SUBMITTAL REQUIREMENTS .............................................................................. 11
EVALUATION PROCESS ........................................................................................................... 11
PROTEST ................................................................................................................................... 13
AWARD ....................................................................................................................................... 13
LIST OF ATTACHMENTS .......................................................................................................... 14
2

SNOW REMOVAL SERVICES CENTENNIAL CAMPUS
COOK INLET HOUSING AUTHORITY
SPECIFIED DATES
RFP # 26T-RP-206
Description Date and Time Locations
1. Proposal Packet Available May 8, 2026 CIHA Website
2. Property Walk-Through May 15, 2026 On-Site
3. Questions Due Date May 20, 2026, 2:00PM* Email
4. Proposal Due Date May 27, 2026, 2:00PM* Email/Mail/Hand
Delivery
*All times stated in Alaska Standard Time
3

SNOW REMOVAL SERVICES CENTENNIAL CAMPUS
COOK INLET HOUSING AUTHORITY
REQUEST FOR PROPOSAL
RFP # 26T-RP-206
Snow Removal Services Centennial Campus
Cook Inlet Housing Authority (CIHA) will accept proposals from responsive and responsible
individuals and Contractors for Snow Removal Services at our Centennial Campus.
PROPOSAL SUBMITTALS
Proposals must be submitted, clearly marked: "Attn: Procurement, RFP # 26T-RP-206, Snow
Removal Services Centennial Campus- 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 on May 27, 2026,
2:00PM at CIHA, Attn: Procurement, 3510 Spenard Road, Anchorage, Alaska 99503, no
later than according to the time clock located at CIHA's front desk.
* Emailed proposals: Proposals must be received no later than May 27, 2026, 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 May 20, 2026, 2:00PM. Written questions received by the deadline
will be answered by Addendum to all vendors.
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.
PROPERTY WALK-THROUGH
Offerors are strongly encouraged to visit each property by themselves. This is the Offerors'
opportunity to see each location before submitting your bid. Walkthroughs need to be completed
by May 15, 2026.
PERIOD OF PERFORMANCE
The period of performance shall begin upon the contract award and shall continue until completion
and acceptance of all tasks and deliverables as set forth in the Scope of Services.
INTENT
The intent of this RFP is to establish an indefinite quantity term services contract with a responsive
and responsible Snow Removal Contractor to provide services set in the Scope of Services for
CIHA's Centennial Campus. CIHA reserves the right to award one or more Contractors for this
solicitation.
4

SNOW REMOVAL SERVICES CENTENNIAL CAMPUS
COOK INLET HOUSING AUTHORITY
CONTRACT TERM
Award of a professional services contract for the specified work will include an initial two (2) year
term with an option to extend for three (3) 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 two (2) year term and the extension option years.
SCOPE OF SERVICES
Snow Plowing
* Automatically plow when snow accumulation exceeds two (2) inches or when called out by CIHA staff.
* Back-blade snow away from entrances, handicap/ADA ramps, sidewalks, fire exits, and other access
points affected by plowing operations.
* At the onset of each snow event and throughout the season, push snow to the back of designated snow
storage areas to avoid premature loss of storage capacity.
* Maintain driving lanes, parking areas, emergency access, stairways, steps, access to dumpsters,
mailboxes, fire hydrants, and building entrances to the extent possible given weather and parked
vehicles.
* Do not pile snow in locations that obstruct visibility, emergency egress, ADA routes, drainage,
dumpsters, fire lanes, or resident access.
Sanding and Winter Aggregate
* Sanding must cover driving lanes and parking areas as required by conditions or as directed by CIHA.
* Contractor shall use coarse crushed winter aggregate. River-washed or smooth aggregate must not be
used.
* Apply aggregate in a quantity sufficient to provide safe traction for residents, staff, visitors, and vehicles.
* Hand sanding may be required in empty parking spaces, ADA parking spaces, entrance areas, ramps,
stairways, steps, and other locations not reachable by equipment.
* Winter aggregate supplied by Contractor must be included in the bid price unless the Pricing Schedule
states otherwise.
Response Requirements
* Contractor must be prepared to respond on-site for requested service within six (6) hours.
* Contractor must respond to emergency requests during extreme weather or hazardous conditions
within three (3) hours.
* Contractor must provide prompt over-the-phone guidance to CIHA staff regarding snow removal and
ice control matters.
* Contractor must maintain a 24-hour contact number during the winter service season and identify
escalation contacts for CIHA.
Walkway Snow Removal
* For the period beginning October 15 through April 15, twenty-four (24) hours per day, seven (7) days
per week, including weekdays, weekends, and CIHA holiday closures, the Contractor shall remove
snow when two inches (2") or more have accumulated.
* Routine application of ice melting material and ice controls will occur, no more than one (1) application
per property, per day, without approval by the Maintenance Manager or designee, except where
freezing rain conditions require preventive more frequent applications of ice control materials.
* Clear stairways, steps, fire exits, walkways, main sidewalks, ramps, and the areas between cars parked
in ADA parking spaces at least once before 8:00 a.m. during weekdays, weekends, and CIHA holiday
closures when service triggers are met.
* During heavy continuous snowfall, clear designated stairways, steps, fire exits, and walkways at
intervals of (2) hours or less and apply ice melting materials as defined herein.
* Contractor is responsible for manual and mechanical snow removal equipment, and for the proper
application of materials.
* Upon award, the Maintenance Manager will conduct an on-site orientation.
5

SNOW REMOVAL SERVICES CENTENNIAL CAMPUS
COOK INLET HOUSING AUTHORITY
Spring Sweeping
* Spring sweeping must be completed no later than May 15 each year unless CIHA grants a written
extension due to weather, site conditions, or other factors outside the Contractor's control.
* Sweeping must remove accumulated winter aggregate, sediment, and debris from parking areas,
drives, sidewalks, strairway, steps, to include any other areas included in the contract scope.
Optional and Additional Services
The following services may be requested by CIHA and will be compensated only when authorized in
writing:
* Loader services, including equipment, operator, and fuel.
* Sweeper services, including equipment, operator, and fuel.
* Additional sanding outside routine service requirements.
* Grading or snow-pack removal.
* Snow haul-away or end-dump hauling.
* Additional sidewalk, stairway, and step shoveling.
Service Logs
* Contractor shall document each service occurrence on the invoice that includes the property, date,
arrival/departure time, service performed, snow depth, materials applied, equipment used, and any site
issues.
Non-Performance and Deficiencies
* If the Contractor fails to clear stairways, steps, fire exits, walkways, or any other areas required under
the Contract, CIHA reserves the right to utilize its own staff or engage another contractor to complete
the work. CIHA may deduct the actual costs incurred, including labor, equipment, materials, and
allowable administrative costs, from the Contractor's invoice. Repeated failure to meet the required
service standards may constitute a default under the Contract and may result in cancellation or
termination.
Property Address Base Service Coverage
Parking lot plowing, sidewalk shoveling, accessible parking/building
Salamatof 9131 Centennial Circle; 9121
access/ fire lanes clearing, ice control, sanding, and sweeping;
Heights Peck Avenue
optional additional services as requested.
Parking lot plowing, sidewalk shoveling, accessible parking/building
Chickaloon
8901 Peck Avenue access/ fire lanes clearing, ice control, sanding, and sweeping;
Landing
optional additional services as requested.
Parking lot plowing, sidewalk shoveling, accessible parking/building
Knik Corners 8800 Centennial Circle access/ fire lanes clearing, ice control, sanding, and sweeping;
optional additional services as requested.
Parking lot plowing, sidewalk shoveling, accessible parking/building
Kenaitze Pointe 8871 Centennial Circle access/ fire lanes clearing, ice control, sanding, and sweeping;
optional additional services as requested.
Parking lot plowing, sidewalk shoveling, accessible parking/building
Tyonek Terrace 9141 Peck Avenue access/ fire lanes clearing, ice control, sanding, and sweeping;
optional additional services as requested.
Parking lot plowing, sidewalk shoveling, accessible parking/building
Eklutna Estates 8850 Centennial Circle access/ fire lanes clearing, ice control, sanding, and sweeping;
optional additional services as requested.
6

SNOW REMOVAL SERVICES CENTENNIAL CAMPUS
COOK INLET HOUSING AUTHORITY
Property Address Base Service Coverage
Parking lot plowing, sidewalk shoveling, accessible parking/building
Caswell Court 8860 Centennial Circle access/ fire lanes clearing, ice control, sanding, and sweeping;
optional additional services as requested.
INVOICING
Invoices are to include the contract control number, date(s), and a list of exact services performed,
within thirty (30) days from the end of the monthly billing period.
Invoices shall be sent to CIHA Accounts Payable Department by one of the following methods: 1)
email to cihaap@cookinlethousing.org or 2) mail to Cook Inlet Housing Authority, Attn: Accounts
Payable, 3510 Spenard Road, Anchorage, Alaska 99503.
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.
WAGE DETERMINATION
The wage rates paid to your employees, and used to prepare your bid, must be based on
CIHA Tribally Designated Wage rate (TDW) included with this Contract (Attachment D). Submittal
of certified payroll reports will not be required for this Contract; however, payrolls records should
be maintained for three (3) years and are subject to prevailing wage compliance review by CIHA.
The TDW must be posted at all times at the site of the work, in a prominent and accessible
location, where it can easily be seen by all workers. Wage rates are subjected to change; awarded
Contractor will accept updated wage rates when they become available.
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 fifty-one percent (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 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.
7

SNOW REMOVAL SERVICES CENTENNIAL CAMPUS
COOK INLET HOUSING AUTHORITY
INDEMNITY AND INSURANCE REQUIREMENTS
Indemnification
A. To the fullest extent permitted by law, Contractor shall release, defend, indemnify and hold
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.
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.
8

SNOW REMOVAL SERVICES CENTENNIAL CAMPUS
COOK INLET HOUSING AUTHORITY
C. Contractor's insurance shall name 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 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 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
damage. This policy must waive subrogation against 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.
9

SNOW REMOVAL SERVICES CENTENNIAL CAMPUS
COOK INLET HOUSING AUTHORITY
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
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
10