Southeastern Community Action Partnership

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This is not an order.

Date Released: 8/30/203 Due Date: 09/15/2023 at 4:00 p.m.

Date Event
August 30, 2023 Release of RFP
September 07, 2023 On-site tour of Agency
September 15, 2023 PROPOSALS DUE by 4:00 p.m.
TBD Publish Staff recommendations
TBD Governing Board approval (3:00 p.m.)
TBD Commence Janitorial Services

Download the bid request.

Southeastern Community Action Partnership, Inc (SCAP) is a (501) (c) (3) agency funded through both federal and state grants. Our administrative office is located at 405 N. Elm Street, in Lumberton, North Carolina. SCAP provides services in Bladen, Brunswick, Columbus, Hoke, Robeson, and Scotland Counties and has offices in each of these counties.
The mission of SCAP is to improve and empower the lives of the families that we serve. Our vision is everyone overcomes adversity to achieve a sustainable future.

Purpose of Solicitation
The purpose of this Request for Proposals (RFP) is to solicit, from qualified applicant agencies, proposals designed to provide janitorial services/light maintenance (for example changing of bulbs and fixtures) for the following locations:
Southeastern Community Action Partnership, Inc. (Administrative Office Building)
405& 407 N. Elm St. Lumberton NC 28358

SCAP – Section 8/CSBG Office Building
915 So. Main St., Laurinburg NC 28352

SCAP –CSBG Office Building
4721 Fayetteville Road – Suite B, Lumberton NC 28359

Qualified Applicants
Established community-based organizations
Minority Owned/Controlled
Woman Owned/Controlled
Private non-profit agencies/institutions
SCAP is an equal opportunity employer and does not discriminate on the basis of sex, marital status, age, race, creed, color, disability or physical or mental condition, religion, national origin or ancestry, political affiliation or belief, or heritage. In order to comply with federal procurement regulations and SCAP Procurement Policies, consideration in the contracting process will be given to small and minority-owned firms, women’s business enterprises, all of which are encouraged to respond to this Request for Proposals.

MBE/WBE Participation
SCAP encourages the utilization of Minority Business Enterprises (MBE) and Women’s
Business Enterprises (WBE) in the procurement of goods and services whenever possible. If subcontracting is anticipated for services, SCAP requires respondents to demonstrate good faith efforts to obtain qualified WBE/MBE subcontractors. For this Request for Proposals, subcontracting of services will not be allowed and, therefore, no good-faith efforts will be required. Nevertheless, to assist SCAP in monitoring its usage of qualified MBE/WBE firms, certified MBE/WBE businesses should submit proof of such certification with their response to this Request for Proposals.

Formal Contract
The successful proposer will be required to enter into a standard form contract agreement with SCAP. A copy of this contract agreement is attached (See attachment I).

Term of Contract
The term of the contract will be of a 3-year duration, with three 1–year extension options, subject to the right of either party to terminate the contract upon ten (10) days written notice.

Required Response Format
Interested applicants must respond to this RFP using the proposal response format provided. In responding, no substitutions in format or services, you may add an additional attachment proposing your services. Responders will be allowed to visit the site to do a walk through with the staff of SCAP to clarify information or answer questions relative to the RFP by appointment only. While the site visit is not mandatory, it is presumed that all proposers will have familiarized themselves with the existing conditions of the facility.

Proposal Deadline and Submittal Procedure
All proposals must be in the SCAP office and time-stamped by the SCAP receptionist no later than 4:00 p.m., September 15, 2023. Proposals mailed to SCAP must be received in the SCAP office and time-stamped by the SCAP receptionist no later than 4:00 p.m., September 16, 2023. In accordance with the policy of SCAP, proposals delivered after 4:00 p.m., will not be accepted – NO EXCEPTIONS. NO APPEALS WILL BE ACCEPTED FOR LATE PROPOSALS.

To be considered agencies must submit:

  • Three (3) separate reproducible copies of their proposal developed in response to this RFP to include the following supplemental forms:
  • References
  • Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion
  • Certification of Liability Insurance and Bond
  • One (1) copy must have original signature (s) and be identified as the original;
  • The remaining two copies may be reproductions of the original.


The proposal must be signed by an appropriate official who is authorized to submit the proposal for the responding agency. The proposal must also include documentation indicating by what authority (resolution) the person (s) is/are authorized to negotiate and contractually bind the responding agency, if selected.

The following process will apply to all proposals submitted:

  • All proposals submitted on a timely basis will be received and placed in an envelope. No determination will be made on the responsiveness to the RFP at the time of submittal.
  • No proposal will be accepted from any person after the submittal deadline.


Evaluation Procedure/Criteria:

  • Final selection of service providers is the responsibility of SCAP Chief Executive Officer.
  • In order to assist the CEO in making a final decision, SCAP staff will evaluate each proposal and provide the CEO with the results of their evaluation in the form of staff recommendations.
  • The SCAP staff recommendations will be based upon an evaluation of each proposal submitted; the applicant agency’s past job performance and may include a meeting with each proposer to clarify their proposal. Staff recommendations will be made to SCAP CEO.
  • Proposals will be evaluated by the Evaluation Team using the following criteria to determine the proposal which best meets the needs of Southeastern Community Action Partnership, Inc.
    Responsiveness of the proposal in clearly stating the understanding of the work to be performed.
    Cost, although a significant factor, is not the only factor. Cost is particularly important when all the other evaluation criteria are relatively equal.
  • Technical experience of the firm.
    Experience and professional activities.
  • Size and structure of the firm.
  • Past performance of the proposer on work previously done for SCAP or similar agencies.


To download the full RFP, click here

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