Scope of Work: Maintenance, Snow Removal and Ground Keeping Services Advertisement

The Newark Housing Authority (NHA) is a Non Profit-Local Government Entity, operating a Low Income Public Housing Program and a Housing Choice Program. The Low Income Public Housing Program currently offers 54 units that are owned and managed by the authority while 42 units and 14 project based units are currently managed by a private management company. The NHA also assist 96 families with rental assistance under the Housing Choice Voucher Program (Section 8).

NHA is soliciting to receive responses for Maintenance, Snow Removal and Ground Keeping Services. Responses must be received by Monday, June 1, 2020. The general scope of work shall include, but is not limited to the following:

  1. The contractor shall:
    1. Report to the Administrative Assistant or assigned designee for reporting and compliance requirements.
    2. Evaluate the reported work order(s) and provide technician(s) to perform the necessary work in completing the repairs, including some plumbing, heating, air conditioning, electric, snow removal and landscaping.
    3. Escort outside contractors and/or inspectors in performing their duties (i.e. escorting an exterminator, REAC inspector etc.).
  2. The contractor shall provide technicians for snow removal for NHA”s office, parking lot, elderly sites and all other public housing properties owned by NHA in accordance to the City of Newark’s building codes which are included in the residential lease agreements. Snow removals at occupied scattered sites are no the contractor’s responsibility.
  3. The contractor shall:
    1. Provide its own tools/equipment in the performance and completion of the work. NHA will provide all materials necessary for the repairs.
    2. Provide NHA with a list of needed materials for approval.
  4. The contractor shall:
    1. Perform preventative maintenance to the units as scheduled.
    2. Provide maintenance technicians to meet the maintenance needs based on the work order requests.
    3. Complete vacant unit turnaround within (10) calendar days or as agreed upon by both parties to reduce the vacancy and maximize the occupancy rate.
    4. Schedule a weekly service for maintenance as needed to complete routine work orders and have the ability to be flexible with the staff to make possible changes that may be required.
    5. Agree that time is of the essence in the completion of the work and will complete the work in a timely manner.
    6. Be held responsible for any faulty installation and/or repairs. The authority has a right to be reimbursed and cost will be deducted from pay.
    7. Agree to a least an annual evaluation to determine overall performance.
  5. In accordance to HUD Regulations, the contractor shall make an effort to employ a resident of the authority’s public housing program to do cleaning and/or painting (where/when applicable).
  6. The contractor shall maintain proper insurance and the specifications referred to herein, all as prepared by the authority, which said specifications are incorporated herein by reference and made a part hereof.
  7. The contractor must submit an invoice for all payments requested within said month. No payment will be made without the invoice.
  8. The contractor’s invoice must contain a summary of work orders completed. If the invoice has reimbursable expense (i.e. materials), the expense must be described on the invoice with a copy of all receipts.
  9. The contractor shall:
    1. Work the hours agreed upon between the contractor and agency.
    2. Respond in a timely manner to emergency calls after regular office hours (inclusive of weekends & holidays).
    3. Provide, in its absence, a designee to respond in a timely and responsible manner to emergency calls after regular office hours (inclusive of weekends & holidays).
      Note: emergency callouts are not subject to additional or overtime pay.

Respondents shall be required to submit a brief written proposal to our office no later than Monday, June 1, 2020 at 3:00 pm. Prior to the expiration of current contract; NHA will conduct solicitations for the contract term of June 15, 2020 – March 31, 2023. Proposal shall outline the understanding of the services to be provided. The proposal must also include, and shall be evaluated and rated based upon the following:


40 PointsWork experience and knowledge in plumbing, heating, air conditioning, electric, snow removal and landscaping. Provide any certifications that apply.
25 PointsReference of technician(s) designated to fulfill the required services, including a brief description of their experience.
15 PointsPrice to perform service.
15 PointsWBE and/or MBE Certifications and/or participation.
5 PointsProvide current insurance forms (i.e. workman’s composition, etc.), Business License and/or Contractors License. These documents must be provided prior to the signing of the contract.

100 Total Points


The top three ranked respondents will be contacted and requited to attend a formal review. NHA will evaluate and select the most highly qualified respondent(s).

The Newark Housing Authority reserves the right to reject any and all proposals not in compliance with the above requirements and for other reasons deemed necessary.