Procurement

The Alachua County Housing Authority Procurement Policy 

The purpose of this Procurement Policy is to provide for the fair and equitable treatment of all persons of firms involved in purchasing and contracting with the Alachua County Housing Authority and all managing agencies; assure that quality supplies, services, and construction are procured efficiently, effectively and at the most favorable prices available to the ACHA; promote competition in contracting; provide safeguards for maintaining a procurement system of quality and integrity; and assure that the ACHA purchasing actions are in full compliance with the applicable HUB, Federal and State of Florida standards.         ACHA Procurement Policy Full Review

Request for Bid

NONE

 

Request for Proposals and Quotes (RFP/RFQ)

Request for Quote Tree Maintenance Summer 2025

The Alachua County Housing Authority (ACHA) is looking for a licensed contractor to provide a quote for the removal of hazardous trees and the trimming of additional trees/shrubs under preventative maintenance for units located in their Public Housing neighborhoods throughout Alachua County. Please provide your best price to include all parts, labor, materials, permits, etc. to fully complete the job as described for each location. Price is to include all debris removal including grinding of stumps for locations where the tree/shrub is fully removed. All care should be taken to ensure there are no damages to the yard, sidewalks, buildings, etc. with all disturbed ground repaired. All damages from equipment including but not limited to divots, rutting, broken concrete, etc. must be corrected at the expense of the contractor prior to final payment.

Attachments:

Request For Quote Tree Maintenance Summer 2025            

Submittal – The following items need to be returned with your quote:

  • Quote using attached “Quote Sheet” on page 9 and 10 of this RFQ
  • Proof of insurance including Workman’s Compensation and General Liability (ACHA will need to be listed as both “Additionally Insured” and “Certificate Holder” if awarded a contract)
  • Copy of business license, FEIN# and/or DUNS#
  • List of equipment to be used, staffing capabilities and sample work plan

 

 

Request for Proposals for General Contractor for Modernization and Environmental Upgrades for Linton Oaks

The Alachua County Housing Authority is seeking proposals from licensed and qualified General Contractors (GC) and Subcontractors to provide services related to Modernization and Environmental Upgrades to 16 two-bedroom townhouse units located in Gainesville, FL. These units are set up as 4-quads. The General Contractor will be required to work with and coordinate additional trades related to electrical, environmental, HVAC, etc.

Linton Oak – RFP Description Download          Modernization and Environment Upgrades Question and Answers    

HUD Mandatory Contract Provisions and Attachments

HUD requires that certain contract provisions be contained in the contract. These contract provisions are provided as part of this RFP package.

 

The following forms need to be completed and returned with your proposal

 

 

 

State and Local Law 

Each PHA operates under a different set of State and/or local laws. In some cases, the Federal standards may be more stringent than the State or local law/regulation. In general, the PHA must comply with whichever is more stringent. It would be impossible for the
Department to provide guidance on each and every State/local requirement affecting procurement. A more complete discussion of the relationships between Federal, State, and local laws is found in Chapter 13.

Public Access to Procurement Information

Certain information about PHA procurement is normally considered public (e.g., name of the winning contractor and total contract price) and should be released to the public in accordance with the PHA’s procurement policy and applicable State laws and regulations
governing freedom of information. Other information related to procurement is often protected from disclosure (e.g., proprietary business information such as technical methods or processes, detailed pricing information, personal information, or the PHA’s pre-decided information such as internal proposal evaluations). PHAs must exercise caution to ensure that protected information is not made public. Contracting personnel should consult the PHA’s legal counsel whenever there is any question regarding the release of information. In addition to laws requiring the publication of procurement opportunities, many State governments have enacted Freedom of Information or similar laws designed to further the goal of open government by providing public access to procurement information. These laws are not uniform as each State has a different set of rules defining what type of information is considered public as well as how and when it may be released. The State law on public records may or may not apply to the PHA’s procurement actions. Each PHA must incorporate applicable State laws into its procurement policy and ensure that procurement
actions are conducted in accordance with such laws.

The Procurement Policy

A.  PHAs are required to establish and follow a written procurement policy that is consistent with 24 CFR 85.36. A sample procurement policy may be found at Appendix 1. The policy need not contain detailed working-level procedures, but should require establishment of such procedures to carry out the policy. Some PHAs prefer to combine the policy and procedures into a single publication for the
convenience of staff.

B.  While it is not required that the procurement policy be submitted to HUD for approval, PHAs that wish to be exempt from prior HUD approval of certain individual procurement actions can have their procurement policy reviewed/approved by HUD, as discussed in Chapter 12. (PHAs can also self-certify that their procurement system meets all HUD requirements, which would also exempt them from certain HUD review requirements. See Chapter 12).

Delegation of Authority

A.  Generally, the procurement policy delegates responsibility for procurement functions to the Executive Director, with authority to assign all or a portion of that responsibility to positions or individuals based on the organization and staffing of the PHA.

B.  A person with authority for procurement activities is referred to as the Contracting Officer when he/she performs that function, regardless of any other job or position title he/she may have.

C.  PHAs shall establish policies for the delegations of procurement authority (e.g., to the Executive Director). These policies should be included in the PHAs’ written procurement policy. Delegations of procurement authority should clearly state the limits of the authority delegated in terms of dollar value of individual obligations the person may make and any other limits (e.g., types of contracts the individual may award such as small purchases). Delegations should also state whether the recipient may further re-delegate any of the authority and, if so, how much.

 

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      Fair Housing & Equal Opportunity

    Fair Housing Statement

    The Housing Alachua County Housing Authority is a fair housing provider. We do not make any preference, limitation or discrimination because of race, color, religion, sex, handicap, familial status, or national origin.

    Equal Employment Opportunity Statement

    The Housing Alachua County Housing Authority is an equal opportunity employer and complies with all federal and state laws, regulations and executive orders regarding employment.

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