Doing Business with PBCHA

The PBCHA procures a wide variety of goods and services from professional service contracts through fair and open competition. For larger services, PBCHA advertizes in the Palm Beach Post, acquires competitive bids via a number of processes including Request for Proposal (RFP), Request for Quotation/Qualification (RFQ), Invitation for Bid (IFB), and other methods. For smaller items, PBCHA normally secures written quotes from at least three vendors.

Current IFB: “Procurement”: INVITATION FOR BIDS (IFB), IFB # 11-004, Agency Vehicles.

FORMAL BIDS
From time to time, PBCHA will advertise a formal bid. Once an Invitation for Bid (IFB) is advertized, prospective bidders can obtain a bid packet via e-mail, or by picking up the documents in person at PBCHA’s central office. Bid packets will not be faxed. If required, the bid packet may contain information pertaining to a pre-bid conference, which may include mandatory attendance for all interested bidders. Information regarding date, time, and place of the pre-bid conference are included in the bid packet. A pre-bid conference is held to explain the bid notice and to answer any questions regarding the bid.

Submitting a Sealed Bid
Bidders should make sure all required documents, such as certificates of insurance, attachments, and required forms, are carefully reviewed to ensure everything is included at time of submission. All sections must be completed, and written information must be legible. Do not alter the documents or add conditions to the bid packet. Be sure that all documents are signed. Bid copies must be returned to PBCHA’s central office by the date and time specified on the bid packet, and the sealed envelope must specify the Bid Title as specified in the bid. Any bids received after the deadline will be disqualified. All accepted bids will remain sealed and prior to the bid opening.

Opening the Bids

The bid packet will specify the time and place where the sealed bids will be publicly opened and read aloud. Only the amount bid and the bidder’s name will be read aloud. Bidders and the general public are invited to attend a bid opening, but it is not necessary to attend a bid opening to be awarded a contract.

Evaluation of Bids
Bids are evaluated and the most responsive bidder will be selected.

Right to Reject a Bid

PBCHA reserves the right to accept and/or reject any or all bids, to waive irregularities and technicalities, if it is in the best interest of the Housing Authority. If all bids are rejected, PBCHA may request new bids.

Notification and Contract Award
Once PBCHA selects the winning bidder, they will be notified. The winning bidder may have additional steps to have the contract awarded including bonding or other requirements explained in the ITB or RFP. When all documents and requirements are met, a contract is drawn and executed. The contract will contain the terms, conditions, and methods of payment. Note: Substitution of products will require prior PBCHA approval.

Minority-Owned Business Enterprise / Women-Owned Business Enterprise
PBCHA strives to increase business partnerships with Minority-Owned Enterprises (MBEs) and Women-Owned Business Enterprises (WBEs). A Minority Business Enterprise is a small business that is owned and controlled by one or more minority persons or women. For definition purposes, a minority person means an individual who is a citizen or lawful permanent resident of the United States and who is: African American, Hispanic, Asian American, American Indian or Alaskan Native, an individual or members of groups found to be socially or economically disadvantaged under 15 U.S.C.637(8). Owned and controlled businesses are defined as being 51% owned by one or more minorities or women, or in the case of a publicly owned business, at least 51% of the stock is owned by one or more minorities or women, and one or more such individuals control the daily business operations and management.

Section 3 Participation
PBCHA encourages Section 3 participation whenever contract and employment opportunities arise. Vendors and contractors are encouraged to give preference to Section 3 residents, low and very-low income or business concerns residing in the community where the projects are located.

A Section 3 resident is a public housing resident, or a low- or very-low income person residing in the metropolitan or Non-metropolitan County in which HUD assistance is expended. Business concern is defined as a business that is 51% owned by Section 3 residents, or at least 30% of its full-time employees are current Section 3 residents or within three years of the date of first employment were Section 3 residents, or a business that commits to subcontract in excess of 25% of the dollar award of all subcontracts to be awarded to business concerns that meet the qualifications as defined by Section 3.