Yukon-Kuskokwim Health Corporation

Bethel, Alaska

Request for Proposals RESIDENTIAL CLEANING SERVICES RFP 2017-FAC01 RELEASE DATE:

August 4, 2017

ACCEPTANCE DATE:

Prior to 4:00 p.m., Wednesday, September 6, 2017

PLACE:

Yukon-Kuskokwim Health Corporation Bethel, Alaska

ALL responses must be emailed to: [email protected]

AND

[email protected]

Requests for information related to this invitation should be directed to: Christine Blake Contracts Manager 907-543-6632 E-mail address: [email protected]

Prepared By:

Residential Cleaning Services RFP 2017-FAC-01 Revision 0

503169\410\00632041

Christine Blake Contracts Manager

Date:

August 2, 2017

Yukon-Kuskokwim Health Corporation

Bethel, Alaska

Table of Contents Section 1 1.1

Section 2

Background About YKHC

General Information

2.1

Purpose of the Request for Proposal (RFP)

2.2

Alaska Native/American Indian Preference

2.3

Contract Period

2.4

YKHC Contact Person

Section 3

Request for Proposal Details

3.1

RFP Schedule

3.2

Deadline for Receipt of Proposals

3.3

Required Documents

3.4

Addendum to the RFP

3.5

Pre-Bid Meeting and Site Visits

3.6

Contract Negotiations

3.7

Rules

Section 4

Instructions for Bidders

4.1

Bidder's Review and Questions

4.2

Award Protests

4.3

Proposal Withdrawal or Correction

4.4

Late Proposals

Section 5 5.1

Format for Proposals Proposal Content and Format

Section 6

Selection Process

Section 7

Scope of Work

Section 8

Contract Terms and Conditions

Section 9

Proposal Submission Forms

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Yukon-Kuskokwim Health Corporation

Bethel, Alaska

Section 1 Background 1.1 About YKHC The Yukon-Kuskokwim Health Corporation (YKHC) is a non-profit, tax-exempt corporation operating pursuant to resolution of 58 federally recognized tribes. YKHC operates a JCAHO-accredited health program in the Yukon-Kuskokwim Delta region pursuant to a Compact and Funding Agreement with the Indian Health Service, as authorized by the Indian Self-Determination and Education and Assistance Act, 25 U.S.C. 450, et seq., and Section 325 of P.L. 105-83. YKHC is located in Bethel, Alaska, a city of approximately 6,000 people. Bethel is accessible from Anchorage only by plane and is the hub for health care, groceries, fuel, and transportation for people living in 48 villages located in the region. YKHC owns approximately 142 residential property units used to provide housing for some of its employees and subcontractors. An additional 54 units will be ready for occupancy in early 2018. The properties are rented out for long and short periods of time, vacated, and cleaned prior to the next tenant moving in. Vacancies and move-ins occur regularly, and it is not uncommon for properties to require last minute or emergency cleaning services.

Section 2 General Information 2.1 Purpose of Request for Proposals The intent of this Request for Proposals (RFP) is to obtain proposals from qualified contractors for cleaning YKHC’s residential properties. 2.2 Alaska Native/Indian Preference In accordance with Section 7(b) of the Indian Self Determination and Education Assistance Act, 25 U.S.C., 450e(b), a preference (of up to 15-points) is available to Alaska Native/American Indian-owned organizations and economic enterprises under this RFP. An eligible Alaska Native/American Indian-owned organization is the governing body of any Alaska Native/America Indian tribe, or any entity established by such governing body for purposes of the Indian Financing Act. An eligible Alaska Native/American Indian-owned economic enterprise is any commercial, industrial, or business activity established or organized for the purpose of profit, and is at least 51% owned, controlled, and actively managed by Alaska Native/American Indians.

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Yukon-Kuskokwim Health Corporation

Bethel, Alaska

2.3 Contract Period YKHC intends to establish a contract for residential cleaning services with a performance period of one year, with options to renew the contract for up to (3) three additional one-year periods. 2.4 YKHC Contact Information Christine Blake Contracts Manager 907-543-6632 E-mail address: [email protected]

Section 3 RFP Details 3.1 RFP Schedule Issue RFP

August 4, 2017

Pre-Bid Meeting

None

Deadline to Submit Questions

August 18, 2017

YKHC Publishes Addendum in Response to August 23, 2017 Questions at https://www.ykhc.org/aboutykhc in the “Quick Links” drop down menu under Requests for Proposals. It is the responsibility of bidders to check the website for Addendums. Bidders will NOT receive notification when addendums are issued. Proposal Due Date and Time

September 6, 2017 4:00PM Alaska Time September 25, 2017 Upon contract execution

Contract Award Service Start Date

3.2 Deadline for Receipt of Proposals Proposals must be sent to both of the following email addresses with the subject identified as “Residential Cleaning Services RFP”: [email protected]

AND

[email protected]

Proposals must be received via email no later than September 6, 2017, 4:00PM Alaska Time. The recorded date and time of receipt will be the date and time provided by YKHC’s email server. Residential Cleaning Services RFP 2017-FAC-01 Revision 0 Page 4

Yukon-Kuskokwim Health Corporation

Bethel, Alaska

Bidders will receive a reply to the email confirming YKHC has received the proposal. 3.3 Required Documents Prior to executing a contract, the Contractor must provide YKHC with copies of a current State of Alaska Business License, City of Bethel Business License, Certificate of Insurance, and IRS Form W-9. 3.4 Addendums to the RFP YKHC will issue addendums to the RFP as needed and in response to questions submitted by bidders, in accordance with the schedule in Section 3.1. Addendums will be posted to the YKHC website: https://www.ykhc.org/about-ykhc in the “Quick Links” drop down menu under Requests for Proposals. It is the responsibility of the bidder to check the website for addendums. Bidders will NOT receive notification when addendums are issued. 3.5 Pre-Bid Meeting and Site Visit Pre-bid meeting and site visits will not be held for this RFP. 3.6 Contract Negotiations This RFP does not obligate YKHC or the selected bidder until a contract is approved and signed by both parties. Upon completion of an evaluation of proposals, contract negotiations may begin. If the selected bidder fails to provide necessary information in a timely manner and/or negotiate in faith, YKHC may terminate the award of the contract. YKHC will not be responsible for costs incurred by the bidder resulting from contract negotiations. YKHC reserves the right to include additional terms and conditions during contract negotiations. 3.7

Rules

3.7.1 Rights YKHC reserves the right to accept or reject all or any part of any proposal, waive informalities, and award the Contract in a manner that encourages competition and best serves the interest of YKHC. 3.7.2 Withdrawals No bidder who is permitted to withdraw a proposal shall, for compensation, supply any material or labor to or perform any subcontract or other work agreement for the person or firm to whom the Contract is awarded or otherwise benefit, directly or indirectly, from the performance of the project for which the withdrawn proposal was submitted. 3.7.3 Proposed Changes to Scope of Services Residential Cleaning Services RFP 2017-FAC-01 Revision 0 Page 5

Yukon-Kuskokwim Health Corporation

Bethel, Alaska

If there is any deviation from that prescribed in the Scope of Services, the appropriate line in the scope of services will be ruled out and the substitution clearly indicated. YKHC reserves the right to accept or reject any proposed change to the scope. 3.7.4

Miscellaneous a. YKHC will not be responsible for any expenses incurred by a bidder in preparing and submitting a proposal. All proposals shall provide a concise description of the bidder's ability to satisfy the requirements of this request. Emphasis should be on completeness and clarity of content. b. Bidders who submit a proposal in response to this RFP may be required to make an oral presentation of their proposal, in which case the Contracts Manager will schedule the time and location for this presentation. c. Selected contents of the proposal submitted by the successful bidder and this RFP will become part of any Contract awarded as a result of the Scope of Services contained herein. d. YKHC reserves the right to reject any and all proposals received by reason of this request, and will act in any manner necessary to serve the best interests of YKHC. Bidders whose proposals are not accepted will be notified in writing (by email).

4.0 Instructions for Bidders 4.1 Bidder’s Review and Questions Bidders should carefully review this RFP for errors and items requiring clarification. Bidders may submit comments and/or questions to the YKHC Contact Person on or before the deadline to submit questions shown in Section 3.1. Bidders making contact with YKHC employees other than the Contact Person regarding this RFP should not rely on responses received and may be disqualified. 4.2 Award Protests Once the winning bidder is selected, YKHC will provide a Notification of Intent to Award to all responders by email and will inform them of their right to appeal the decision. Information on YKHC’s appeal procedures will be provided upon request. 4.3 Proposal Withdrawn or Corrected A proposal may be corrected or withdrawn by written request received prior to the date and time proposals are due. 4.4 Late Proposals Late proposals will be returned to bidder UNOPENED as a “reply” to the email address from which the proposal was sent. Residential Cleaning Services RFP 2017-FAC-01 Revision 0 Page 6

Yukon-Kuskokwim Health Corporation

Bethel, Alaska

Section 5 Format for Proposals 5.1

Proposal Content and Format

5.1.2 Proposal Submittal Forms (Cover Page) a. Name and identifying number of this RFP ( Residential Cleaning Services RFP 2017-FAC-01) b. Name and contact information of at least one person authorized to communicate with YKHC regarding the proposal. c. Company name, mailing address, phone number(s). d. Statement that the proposal shall be valid for at least forty-five (45) days from the proposal submission date. e. Signature of person authorized to represent the company. f. Date of submittal. 5.1.3 Qualifications Section a. Description of professional experience of key personnel b. Provide two professional references 5.1.4 Pricing Proposal Bidders must provide hourly rate proposal for each of the services using the Price Proposal Form on page 15.

Section 6 Selection Process The YKHC Residential Cleaning Services RFP Review Team (RT) will collectively develop a composite rating which indicates the Team’s ranking of the proposals in a descending order. The RT may conduct interviews with only the top ranked bidders, usually the top two (2) or three (3) depending upon the number of proposals received. Proposals will be evaluated and a selection made on the basis of the criteria listed below. a) Demonstrated successful experience in providing cleaning services. (25 Points) b) Cost of Services (i.e., price proposal). (25 Points) c) Demonstrated commitment to customer service. Provide a detailed description of what your company will provide in terms of excellent customer service. Provide examples. (25 Points) d) Alaska Native/Indian owned business. (15 Points) e) Overall quality and completeness of proposal. (10 points) Residential Cleaning Services RFP 2017-FAC-01 Revision 0 Page 7

Yukon-Kuskokwim Health Corporation

Bethel, Alaska

Section 7 Scope of Work YKHC’s Housing Manager will work with the Cleaning Services Contractor (Contractor) on a daily basis, as needed to assign properties requiring service. Services may be requested after a tenant has a vacated property and/or just prior to a new tenant’s arrival. The Contractor will be required to meet the timeline required and adjust its level of service based on condition of the property. The current approximate size and number of residential units requiring periodic cleaning are shown below. The frequency of required service depends on the type of unit, where short term housing units “turnover” more often than long term rentals. Generally, YKHC requires cleaning services of various rental units three to four times per week, as well as ongoing cleaning of common areas such as hallways and stairs. YKHC’s current residential housing unit inventory is shown below. Short Term Housing Units One Bed/Efficiency- 2 Two Bedrooms- 16 Three Bedrooms- 13 Long Term Housing Units One Bedroom Efficiency- 54 Two Bedrooms- 10 Three Bedrooms- 47 Note: Two new buildings are under construction and are scheduled to be ready for occupancy in early 2018. The building will add a total of 54 apartment-homes to YKHC’s housing unit inventory. These will be primarily long-term housing ranging in size from one-bedroom/efficiency to three-bedroom units. Both buildings will have common areas that will require cleaning, including stairwells, bathrooms, and laundry rooms. General Services will include, but are not limited to: Vacuuming all carpeted areas, disposing of trash, cleaning window and door glass, dusting, cleaning and disinfecting bathrooms, cleaning appliances, counter tops and cabinets, laundering linens, making beds, and other routine services as requested by YKHC. Special Services may include, but are not limited to: Carpet cleaning, waxing floors, stripping floor wax, pest fumigation, and water damage mitigation (vacuuming water). Residential Cleaning Services RFP 2017-FAC-01 Revision 0 Page 8

Yukon-Kuskokwim Health Corporation

Bethel, Alaska

There is an established minimum level of cleaning required by tenants when they vacate a property. However, the Contractor will be expected to exercise professional judgment in ensuring the property meets YKHC’s required level of cleanliness, and to report damage and disrepair to the Housing Manager. While the majority of cleaning services can be planned for and scheduled, YKHC periodically requires last-minute services. To meet this need, the Contractor will be expected to provide services on an as-needed basis, which may include weekends, holidays, and all hours. Pricing proposals must reflect hourly rates. Contractor must have sufficient personnel, transportation and supervision necessary to provide the services described in this document. YKHC will provide cleaning supplies including cleaning agents, vacuum cleaners, brooms, mops, laundry soap, cleaning towels,

Short Term Housing Services General: Contractor shall thoroughly clean units when one or more tenants move out and/or prior to a tenant moving in. In some cases, one person moves out and one person remains in the unit. In these cases, cleaning must be scheduled with consideration of the work/sleep schedule of tenants. Work will include, but is not limited to the following tasks:            

Using on-site laundry facilities: wash, dry, and replace bedding and towels Clean indoor windows and tracks Clean Base boards, light fixtures, and ceiling fans Vacuum, sweep and mop floors Wash, dry and restock dishes Clean all kitchen appliances Clean sinks, toilets, and cabinets in bathrooms and kitchens Wipe down walls as needed Report damage and disrepair to the Housing Manager using a YKHC form Drop trash in bins, as needed Pest control, as needed Light cleaning to “touch-up” immediately prior to move in, as needed

Common Areas: Three times per week vacuum, dust, sweep, and remove trash in hallways, stairwells, and laundry facilities.

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Yukon-Kuskokwim Health Corporation

Bethel, Alaska

Reporting: Using a YKHC form, document and report damage and/or disrepair to the Housing Manager.

Long Term Housing Services General: Contractor shall thoroughly clean living areas and garage after tenants move out. Work will include some or all of the following tasks:             

Using on-site laundry facilities, wash, dry, and replace bedding and towels Clean indoor windows and tracks Clean base boards, light fixtures, and ceiling fans Sweep and mop floors Wash, dry and restock dishes Clean all kitchen appliances Clean sinks, toilets, and cabinets in bathrooms and kitchens Wipe down walls as needed Sweep garage Report damage and disrepair to the Housing Manager using a YKHC form Pest control, as needed Drop trash in bins, as needed Light cleaning to “touch-up” immediately prior to move in, as needed

Reporting: Using a YKHC form, document and report damage and/or disrepair to the Housing Manager. Photographs may be required.

Section 8 Contract Terms and Conditions The successful bidder will be required to enter into a contract containing the following Terms and Conditions. Bidders intending to propose different language or additional terms must include such language with their proposal. Failure to provide bidder’s additional or modified contract terms may result in rejection of the proposal. While YKHC may accept additional or different language, the Terms and Conditions marked with an asterisk (*) are mandatory and are not negotiable. 8.1 Procedures. The services to be performed by the Contractor shall be subject to the general control and approval of the Director of Facilities or his/her authorized representative. The Contractor shall comply only with requests and/or orders issued by The Director of Facilities or his/her designee. Any change to the Contract must be approved in writing by both parties.

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Yukon-Kuskokwim Health Corporation

Bethel, Alaska

8.2 Contract Period. This Contract may be renewed at the expiration of the initial term at the request of the YKHC. The renewal may be for up to two (2) additional one (1) year periods. Notice of intent to renew will be given to the Contractor in writing, normally ninety (90) days before the expiration date of the current term. 8.3 Service Availability The Contractor shall provide cleaning services according to the terms stated in this document six (6) days per week (Monday through Saturday, including all Federal holidays). 8.4 *Business, Professional, and Occupational License Requirements. Prior to contract execution, the successful bidder must provide proof of valid City of Bethel and State of Alaska business licenses. Licenses must be current during the term of the Contract and any renewal period. 8.5 Insurance CONTRACTOR shall maintain the following insurance policies and name YKHC as an Additional Insured on each policy: (1) Commercial General Liability Insurance with a minimum policy limit of $1,000,000.00 (ONE MILLION UNITED STATES DOLLARS AND ZERO CENTS) per occurrence and $3,000,000.00 (THREE MILLION UNITED STATES DOLLARS AND ZERO CENTS) aggregate; (2) Workers’ Compensation Insurance in the minimum amounts required by the State of Alaska, with a waiver of subrogation; and (3) Automobile Liability Insurance for CONTRACTOR and its employees in the minimum amounts as required by the State of Alaska. Upon execution of this Contract and once every year thereafter, CONTRACTOR shall provide YKHC with a Certificate of Insurance in effect. CONTRACTOR agrees to notify YKHC in writing at least 30 days in advance of any proposed cancellations or changes in insurance or bonding coverage. 8.6 *Debarment. Contractor, including any of its subcontractors or key employees, certifies that it is not debarred, suspended, or excluded from contracting by any Federal, state, Tribal or other government body. 8.7 *Occupational Safety. *The Contractor must comply with the Occupational Safety and Health Act of 1970, Public Law 91-956, as it may apply to this Contract. 8.8 *Indemnity. Contractor agrees to indemnify, defend and hold harmless YKHC, its agents and employees from and against any suit, allegations, demands or claims arising directly or indirectly from this Agreement or Contractor’s performance hereunder except in the event such claim is the result of the sole negligence or intentional misconduct of YKHC 8.9 *No Subcontract. This Agreement for Services is the means by which YKHC wishes to secure the services of Contractor. YKHC is engaging the services of Contractor because of Contractor’s particular and specialized knowledge, judgment, skill and expertise. Accordingly, the services to be performed by Contractor under this

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Yukon-Kuskokwim Health Corporation

Bethel, Alaska

Agreement may only be performed by Contractor, and no other, except with the prior written consent of YKHC in its sole discretion. 8.10 *Termination Either party may terminate this Agreement for any reason whatsoever, by giving thirty (30) days' notice of intent to terminate. In the event of termination of this Agreement pursuant to this paragraph, the Contractor shall be paid for services performed as of the date of termination. In no event shall the Contractor be reimbursed for profits on work not yet performed. In addition, either party may terminate this Agreement without notice upon breach of any term of this Agreement, or failure to meet any obligations hereunder. In the event of termination voluntarily, for breach of the Agreement or failure to meet the requisite obligations under the Agreement, the total compensation payable to Contractor will be solely the compensation due for work performed up to the date of termination. 8.11 *Invoices. Invoices must include description of service, hourly rate, and number of hours being billed for each service performed. Contractor is required to send an email invoice to the Accounts payable Department at following email address: [email protected] Contractor may elect to send paper invoice (in addition to email invoice) to YKHC PO Box 528, Bethel, Alaska 99559, Attn. Accounts Payable, on a monthly basis not later than the 15th of each month and/or as designated in the scope of work Section 1, detailing the services performed pursuant to this Agreement in the preceding month. YKHC shall make payment by check to Contractor upon approval by the designated YKHC Project Manager of such invoice within 30 days of receipt.

8.12 * WAIVER OF LIABILITY AND LIMITATION OF DAMAGES CONTRACTOR AGREES THAT YKHC SHALL NOT INCUR ANY LIABILITY OF ANY KIND WHATSOEVER, AND CONTRACTOR PROSPECTIVELY WAIVES AND RELEASES YKHC FROM ANY CLAIM, LIABILITY, OR CAUSE OF ACTION WHATSOEVER, FOR ANY INJURY OR DAMAGE TO CONTRACTOR OF ANY KIND OR NATURE THAT RESULTS FROM OR OCCURS IN CONNECTION WITH THIS AGREEMENT, INCLUDING WITHOUT LIMITATION ANY CLAIMS ARISING OUT OF ANY FAILURE OR DAMAGE TO CONTRACTOR OR PERSONAL OR REAL PROPERTY, INJURY TO OR ILLNESS OR DEATH OF CONTRACTOR’S OFFICERS, CONTRACTORS, SUBCONTRACTORS, LICENSEES, AGENTS, SERVANTS, EMPLOYEES, INVITEES OR VISITORS, AND ANY CLAIMS ARISING OUT OF ANY ACT OR OMISSION OF YKHC WITH RESPECT TO THIS AGREEMENT; PROVIDED THAT CONTRACTOR IS NOT RELEASING YKHC FROM LIABILITY FOR CLAIMS WHICH ARISE SOLELY OUT OF YKHC’S RECKLESSNESS OR INTENTIONAL MISCONDUCT. UNDER NO CIRCUMSTANCES SHALL YKHC BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL OR CONSEQUENTIAL DAMAGES,

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Yukon-Kuskokwim Health Corporation

Bethel, Alaska

INCLUDING WITHOUT LIMITATION LOST PROFITS, EVEN IF YKHC HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. 8.13 *Equal Employment Opportunity. Contractor must comply with Equal Employment Opportunity regulations at 41 CFR part 60, Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor. It is the policy of YKHC that all of its services and activities be administered in conformance with the requirements of Title VI of the Civil Rights Act, notwithstanding the provision in Section 7(B) of P.L. 93-638, 25 U.S.C. §450e(b), the Indian Self-Determination and Education Assistance Act, under which YKHC and Contractor shall give preference in all phases of employment and training for all work performed under this Agreement to qualified Alaska Natives and/or American Indians regardless of age, marital status, religion, sex, or “qualified individual disability status,” to the extent (1) authorized by prevailing law, (2) authorized by YKHC’s Compact with the U.S. Indian Health Service, and (3) feasibly consistent with the efficient performance of Agreement. *Anti-Lobbying. Byrd Anti-Lobbying Amendment (31 U.S.C. 1352): For all contracts or subgrants of $100,000 or more, the contractor shall certify that it will not and has not used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. 1352. 8.14

8.15 *Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as amended—Contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387). Violations will be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).

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Yukon-Kuskokwim Health Corporation

Bethel, Alaska

Section 9 PROPOSAL SUBMISSION FORMS THE FIRM OF: Address:

Hereby agrees to provide the requested services as defined in Request for Proposal No. 2017FAC-01 for the prices stated in the Price Proposal Form. This proposal shall be valid for 45 from the date of submittal. The following shall be returned with your proposal. Failure to do so may be cause for rejection of proposal as non-responsive. It is the responsibility of the Bidder to ensure that he has received all addenda. ITEM:

INCLUDED: (X)

1. Qualifications Section 2. Two Professional References 4. Price Proposal Form

Person to contact regarding this proposal: Title:

Phone:

E-mail:

Print name of person authorized to legally bind the company:

Signature:

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Date:

Yukon-Kuskokwim Health Corporation

Bethel, Alaska

Definitions Bidder or Proposer – Contractor, company, or vendor submitting a proposal under this RFP. Cleaning Supplies – Cleaning solutions, towels, gloves, mops, vacuum cleaners, and other materials needed to perform the work described in this RFP. Long Term Housing Unit- Duplexes, houses, and apartments occupied by YKHC contractors and employees for periods ranging from months to years. Review Team- A group of three (3) YKHC employees responsible for reviewing and scoring proposals received in response to this RFP. RFP- Request for Proposals Short Term Housing Unit- Fully furnished, ready-to-live-in housing that is provided for certain temporary employees or contractors for periods ranging from days to several weeks. There may be up to three tenants in each unit, each with private sleeping quarters and a shared kitchen and bathroom.

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Yukon-Kuskokwim Health Corporation

Bethel, Alaska

Yukon-Kuskokwim Health Corporation Residential Cleaning Services RFP PRICE PROPOSAL FORM Click here to enter text.

NAME OF COMPANY /BIDDER:

DESCRIPTION OF SERVICES 1 2 3 4 5 6 7

Move-out thorough clean Move-in light clean Wax floors Water damage mitigation (vacuuming) Shampoo carpet Pest control Cleaning common areas (Short-Term Housing)

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HOURLY RATE