Business

Procurement Overview

The Palm Beach County Housing Authority collaborates with suppliers/vendors that can deliver the highest quality of goods and services at the best dollar value to PBCHA. The Procurement Department is responsible for acquiring goods and services by ensuring an open and transparent process in compliance with PBCHA Procurement policy, HUD Procurement Handbook, as well as federal regulations 2 CFR 200 and state procurement requirements. All suppliers and vendors interested in doing business with PBCHA are encouraged to register as a vendor and must provide the following documents:
  • Completed New Vendor Registration Form
  • Florida Department of Business and Professional Regulation Licenses & Certificates
  • Commercial General Liability (minimum) – $1,000,000 per occurrence, $2,000,000 aggregate, including $50,000 for fire damage. PBCHA must be named as an additional and so endorsed on the policy.
  • Local Business Tax Receipt (Palm Beach County)
  • Workers Compensation (If your business is Workers Comp Exempt, please provide a copy of the Certificate of Election to be Exempt)
  • Signed W-9
  • Minority Business Enterprise/Women’s Business Enterprise (MBEs/WBEs) Certification(s)
  • Disadvantaged Business Enterprises (DBEs) Certification
  • ACH Authorization Form
For information on current request for proposals (RFPs), invitation for bids (IFBs) and request for qualifications (RFQs), please visit Current Bids and Solicitations or visit www.DemandStar.com.
FREQUENTLY ASKED QUESTIONS

Section 3 Compliance

Each year the U.S. Department of Housing & Urban Development (HUD) invest billions of federal funds into distressed communities for projects, such as building and rehabilitating housing; improving roads and community centers; and helping families become self-sufficient. HUD funding includes regulations for Section 3 acknowledges that their projects typically seek to generate new contracting, employment, and other economic opportunities, beyond brick and mortar. Recipients of HUD funding are mandated, to the greatest extent possible, to comply with regulations established for Section 3, which requires recipients to provide preferences for low-income job seekers and/or business owners to pursue new jobs, training and contracting opportunities. These new opportunities should target:

  1. Low- and very low-income individuals.
  2. Businesses whose majority ownership is held by low and very-low-income individual(s) and/or employ low and very low-income individuals.

Section 3 Program Goals

To the greatest extent feasible, PBCHA’s Section 3 program will pursue the following goals:

  1. Ensure at least 30% of PBCHA job opportunities are targeted to Section 3 eligible applicants.
  2. Award at least 10% of new construction contracts to eligible Section 3 business concerns (see Section 3 Businesses below).
  3. Award at least 3% of new non-construction contracts to Section 3 Business Concerns.

Eligible Section 3 Participants

PBCHA’s Section 3 program defines these participants as low and very low-income persons who meet annual income limits provided by HUD. In addition to meeting income limits, eligible individuals must also be a:

  1. Public Housing resident, or 
  2. Housing Choice Voucher participant (Section 8), or 
  3. Youth Build participant, or 
  4. Participant of another federal assistance program.

Eligible Section 3 Businesses

PBCHA defines Section 3 business as entities whose ownership is held by mostly Section 3 individuals and/or whose majority of employees are Section 3 individuals. Remember, Section 3 individuals are persons whose income is low to very low as established by HUD. Below is a list of Section 3 business criteria. 

  1. Ownership is held by at least 51% of Section 3 participant(s), or
  2. Permanent, full-time employees are Section 3 participant(s), or 
  3. Permanent, full-time employees were Section 3 participant(s) anytime, within 3-years of their hire date, or
  4. Business is awarded a contract (with the PBCHA) and agrees to subcontract a minimum of 25% of the PBCHA contract award to a Section 3 eligible business.   

PBCHA Section 3 Programs and Services

PBCHA’s Section 3 Program shall increase very low and low-income individuals’ and businesses’ access and engagement in new opportunities related to jobs, training and/or contracts (construction/non-construction). Ultimately, eligible Section 3 participants (individuals and businesses) will be empowered to pursue economic attainment. The following programs and services are offered: 

  1. Employment – individuals meeting minimum job requirements are encouraged to pursue vacant positions offered by the PBCHA and/or PBCHA’s contractors. Section 3 participants may receive advance employment notices before positions are advertised publicly, along with reporting Section 3 eligibility on the job application(s). While preferences may be offered for marketing and recruitment purposes, Section 3 designation will not guarantee final selection for any jobs with the PBCHA nor its contractors.    
  2. Training – individuals who need to develop skills to pursue jobs with PBCHA or PBCHA’s contractors are eligible to pursue assistance from PBCHA’s Section 3 Program. Eligible training classes shall prepare individuals to obtain a job with the PBCHA and/or its contractors, within the same calendar year. Limited training assistance will also be available for underemployed individuals to increase job skills to pursue job promotions and/or career changes. PBCHA’s Section 3 training assistance will be included but not limited to: customized training arranged by PBCHA or its contractors, on-the-job training, or scholarships. 
  3. Contracting – individuals who are eligible to be designated as a Section 3 business concern will be provided technical assistance to acquire and meet minimum requirements to pursue contracts offered by the PBCHA or its contractors. The goal is to increase Section 3 business concerns awareness and access to pursue viable contracts funded directly or indirectly by PBCHA. PBCHA’s technical assistance shall include hosting Procurement 101 Workshops, Referrals to SBA or Small Business Development Partners, Advanced Notices of PBCHA’s Solicitations, limited microenterprise grants, and more. PBCHA’s contracting assistance must be related to increasing a Section 3 business concern’s desire to pursue contracts directly or indirectly funded by the PBCHA. 

PBCHA Procurement Policy

For large services, PBCHA advertises 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. Please read our complete procurement policy here:

View PBCHA’s Procurement Policy Here

Bid Process

Formal Bids 

From time to time, PBCHA will advertise a formal bid. Once an Invitation for Bid (IFB) is advertised, 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. 

Awarded Bids and Solicitations

Invitation for Bids for Seminole Safety Security Lighting Project Solicitation

Solicitation No. BDG-IFB-2024-03 (Cancelled)

Invitation for Bids for Seminole Safety Security Cameras Solicitation

Solicitation No. BDG-IFB-2024-02 (Cancelled)

Request for Proposals for Fire Detection and Alarm System Repair and Maintenance including Monitoring

Solicitation No. PBCHA-RFP-2024-07 (Cancelled)

Invitation for Bids for Indoor Post Remediation Repairs (Re-bid)

Solicitation No. PBCHA-IFB-2024-06 (Awarded)

Invitation for Bids for Seminole Safety & Security Cameras & Lighting Project

Solicitation No. PBCHA-BDG-IFB-2024-01 (Cancelled)

Invitation for Bids for Exterior Door Replacement at Schall Landing Apartments

Solicitation No. IFB-REC-2024-001 (Awarded)

Invitation for Bids for Drexel Meter Stack & Circuit Replacement (Re-bid) Solicitation

Solicitation No. BS-2024-004 (Awarded)

Invitation for Bids for Dyson Circle Elevator Replacement

Solicitation No. BS-2024-003 (Cancelled)

Invitation for Bids for Drexel Meter Stack & Circuit Replacement

Solicitation No. BS-2024-02 (Cancelled)

Invitation for Bids for Indoor Post Remediation Repairs (Re-bid) Solicitation

Solicitation No. PBCHA-IFB-2024-05 (Cancelled)

Invitation for Bids for Seminole Circle Office Building Roof Replacement

Solicitation No. PBCHA-IFB-2024-04 (Awarded)

Invitation for Bids for Elevator Flooding Mitigation

Solicitation No. PBCHA-IFB-2024-03 (Awarded)

Unsealed Request for Proposal for Exterior Painting of Residential Buildings and Leasing Office at Schall Landing Apartments Solicitation

Solicitation No. PBCHA-URFP-2024-02 (Awarded)

MBE/WBE Policy

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.