PEST CONTROL SERVICES – INVITATION FOR BIDS

The Pike County Housing Authority (PCHA) located at 838 Mason Street, Barry, Illinois 62312 is soliciting bids to provide professional pest control services to its public housing units located in Pike County, Illinois for the period of 4/1/2025 through 3/31/2028.

The following are specification relevant to this contract:

Service Location

The contract shall apply to all properties owned by PCHA. There are 228 apartments plus administrative buildings, community rooms, and maintenance areas to be treated.

The Pest Control Company (PCC) will provide a fixed, one year price to provide the services listed in this specification sheet for all offices, common areas, garages, shops, community rooms, and apartments.

Arrangements can be made to view examples of the entire service area in advance of bid submittal by contacting PCHA.

Service Coverage and Schedule

The PCC agrees to inspect for and provide control of general crawling insects and mice. The particular focus will be on roaches and bed bugs.

The PCC will inspect for non-covered pests such as (but not limited to) fleas, termites, ants, spiders, moles, and other rodents. The PCC will make recommendations for additional services for non-covered pests as appropriate.

The PCC will provide cleanout treatments based on established tolerance levels agreed upon between PCHA and the PCC.

All dwelling units, community rooms, common areas, and office areas must be inspected and serviced monthly.

The PCC shall complete an initial inspection of all areas at the beginning of the contract. The purpose of this is to evaluate the pest control needs of all locations, identify problem areas, and to develop a management plan. The management plan will include a mutually agreed upon schedule for regular service. At any time during the contract, this management plan, including schedule may be altered to improve outcomes. The PCC shall furnish all labor, supervision, materials, and equipment necessary to accomplish the inspections and implement the management plan.

The PCC will maintain a log at PCHA. The purpose of the log will be to document and communicate pest control service and concerns with PCHA. The PCC will verbally communicate these concerns with appropriate PCHA staff as well. The PCC will communicate directly with tenants and PCHA staff regarding recommendations for improvement when appropriate.

The PCC shall observe all safety precautions throughout the performance of the contract. All work shall be in accordance with all applicable Federal, State, and local safety and health requirements. The PCC shall assume full responsibility and liability for compliance with these regulations.

The PCC must furnish to PCHA a list of all locations serviced. All service records must be maintained by the PCC.

The PCC must demonstrate an ability to be flexible and available with service provision when needed by PCHA. The ability to respond to concerns in a timely manner and the ability to arrange treatments in a timely manner will be a factor in determining the successful bidder.

PCHA will provide access to all apartments by means of marked keys and/or maintenance personnel. The majority of the time the PCC will not be accompanied by any PCHA staff.

Required Licensing and Certification

The PCC will provide photocopies of Commercial Pesticide Applicator Certificates (or any other applicable certificate) or the Certificate number for each PCC employee that will be performing on-site service under this contract.

Required Insurance

The PCC shall furnish evidence with the bid for services of active insurance in the following amounts: Workmen’s Compensation Insurance at a minimum $1 million, Automobile Insurance at a minimum of $1 million and Liability Insurance at a minimum of $1 million per occurrence and a $3 million aggregate. The PCC is responsible for ensuring that PCHA receives a valid certificate of Liability Insurance listing PCHA as an additional insured certificate holder with notice given upon cancellation.

Materials

Pesticides and other chemicals used must be registered with the United States Environmental Protection Agency and comply with any State and/or local jurisdiction requirements. All pest control work will be performed in a safe manner and in accordance with procedures specified on the label. A list of the chemicals used will be provided to PCHA upon request.

Fees

All responses must include a detailed fee structure related to the specifications contained in the bid. A fee structure needs to be provided for general pest control including mice. A separate, per occurrence fee must be provided for bed bug inspections/treatments. In addition, the responder needs to detail the method(s) used for bed bug treatments and follow up treatments. Preference will be given to responses that use heat as a primary treatment and include follow up inspections/treatments for a specified period of time at no additional charge. Preference will also be given to any response that includes bed bug service along with general pest control into one annual fee/contract depending upon the overall cost.

Bids will be received until 2:00p.m. On March 17ᵗʰ, 2025 at the PCHA office, at which time and place all bids will be publicly opened and read. Bids are to be totaled, factoring in all charges, and will not be accepted for individual properties.

PCHA reserves the right to reject any or all bids presented. Failure to include all requested bid documents in the appropriate format, will lead to rejection of that particular bid.

Any questions regarding bids or for additional documents should be directed to Chris Bruns, Executive Director at 217-407-0707 or [email protected]. PCHA is an Equal Housing Provider and Equal Opportunity Employer.

WASTE MANAGEMENT SERVICES – INVITATION FOR BIDS

The Pike County Housing Authority (PCHA) located at 838 Mason Street, Barry, IL 62312 is soliciting bids for waste management services to its various properties located in Pike County, Illinois for the period of 4/1/2025 through 3/31/2028.

The following specifications are relevant to this contract:

Service Location

The contract shall only apply to the properties in Pleasant Hill, Griggsville, Pittsfield, and Barry owned by PCHA. There are 184 apartments in these communities plus administrative facilities, community buildings, and maintenance facilities to be serviced. PCHA properties located in Baylis, Perry, and New Canton are not part of this proposal, but could be added in the future, at the discretion of PCHA.

The Waste Management Company (WMC) will provide a fixed monthly price for each year of the agreement to provide the services listed in this specification sheet for these apartments, administrative facilities, community buildings, and maintenance facilities.

Arrangements can be made to view examples of the entire service area in advance of bid submittal by contacting PCHA.

Service Coverage and Schedule

The WMC will conduct all waste management services on a weekly basis, with the exception of the Barry maintenance facility roll off discussed below.

The WMC shall furnish all trash receptacles required by PCHA. The trash receptacles are to be of heavy duty construction with wheels and attached lids. In the instances that arise where additional trash cans are requested, the WMC may be required to furnish additional containers (at no additional cost), which should be factored into bids. This provision only applies to active locations.

The expected trash receptacle needs for the purposes of this proposal are the following;

Barry

54 apartments – 1 per unit
1 administrative facility – 1 per building
1 community building – 1 per building
1 maintenance facility – 1 per building

Note: At the Barry maintenance facility there is a 25 yard roll off container that will need to be provided by WMC and will require frequent dumping at PCHA’s discretion. It is expected that this roll off will require 6 dumps per year, but more may be necessary depending on circumstances (at no additional cost), which should be factored into bids.

Pittsfield

84 apartments – 1 per unit
1 community building – 2 per building
1 maintenance facility – 1 per building

Note: At the Pittsfield Landess Terrace site there are bullpens that are placed for storage of the 58 trash receptacles at the site. At the E. Adams inside site there has been a roll off container in use in the middle of the building in the boiler area. This roll off is being replaced with 6 trash receptacles to be placed at the front of the building.

Pleasant Hill

20 apartments – 1 per unit

Griggsville

26 apartments – 1 per unit

Bids are to be for curbside pickup, but PCHA’s elderly/disabled clientele have the ability to make a reasonable accommodation request for pickup/drop off at the unit (at no additional cost), which should be factored into bids.

Required Insurance

The WMC shall furnish evidence with the bid for services of active insurance in the following amounts: Workmen’s Compensation Insurance at a minimum $1 million, Automobile Insurance at a minimum of $1 million and Liability Insurance at a minimum of $1 million per occurrence and a $3 million aggregate. The WMC is responsible for ensuring that PCHA receives a valid certificate of Liability Insurance listing PCHA as an additional insured certificate holder with notice given upon cancellation.

Fees

All responses must include a detailed fee structure related to the specifications contained in the bid. Fee structure should be all inclusive according to the specifications and should not include per occurrence dumping charges.

Bids will be received until 1:00p.m. on March 17th, 2025 at the PCHA office, 838 Mason Street, Barry, IL 62312 at which time and place all bids will be publicly opened and read. Bids are to be totaled, factoring in all charges, and will not be accepted for individual properties.

PCHA reserves the right to reject any or all bids presented. Failure to include all requested bid documents in the appropriate format, will lead to rejection of that particular bid.

Any questions regarding bids or for additional documents should be directed to Chris Bruns, Executive Director at 217-407-0707 or [email protected]. PCHA is an Equal Housing Provider and Equal Opportunity Employer.

###

CAPITAL FUND PROGRAM 2023 – INVITATION FOR BIDS

The Pike County Housing Authority will receive sealed bids for Exterior Improvements, Phase 2 at Project IL-71-4/Griggsville.  Bids will be received in a single lump sum proposal until 2:00 p.m., prevailing time on the 9^th day of January 2025, at the office of the Pike County Housing Authority, 838 Mason Street, Barry, IL 62312.  Bidders will be required to follow all procurements polices set by HUD and the Pike County Housing Authority, this shall include a Bid Guarantee. For additional information about bid requirements and to obtain a complete bid solicitation contact Chris Bruns, Executive Director for the Pike County Housing Authority at (217) 407-0707 or obtain documents from the Architect, Eggemeyer Associates Architects, Inc., Herrin, Illinois; (618) 988-2380 or the Architect’s website: www.eaarchitects.com. PCHA is an Equal Housing Provider and Equal Opportunity Employer.

At PCHA’s 1/16/2025 Board Meeting, the low bid provided by Laverdiere Construction was accepted for the CFP 2023 scope of work.

###

2025 FLAT RENTS

The Pike County Housing Authority (PCHA) has available for public review and comment its updated Federal Fiscal Year (FFY) 2025 Flat Rent Policy.  This policy has been updated to incorporate HUD supplied data for FFY 2025 Fair Market Rents, Small Area Fair Market Rents, and Unadjusted Rents.

The FFY 2025 Flat Rent Policy will be approved as a draft at PCHA’s 10/24/2024 Board Meeting.  PCHA’s updated FFY 2025 Flat Rent Policy and related documents will be available for public review for a period of at least 30 days, beginning 10/30/2024, and a public meeting will be held at PCHA’s Community Building, 842 Mason St., Barry, IL on 12/19/2024 at 2:00p.m. to collect any and all comments regarding the documents.  At PCHA’s 12/19/2024 Board Meeting, the FFY 2025 Flat Rent Policy and related documents will be ratified as final.  HUD requires the updated FFY 2025 Fair Market Rents, Small Area Fair Market Rents, and Unadjusted Rents to be in effect as of 10/1/2024 and to be incorporated into the housing authority’s payment standards upon final PHA policy ratification.

PCHA has the FFY 2025 Flat Rent Policy and related documents posted for review at the PCHA community building mentioned above, and also below.  Questions, comments, and concerns regarding the FFY 2025 Flat Rent Policy and related documents can be directed through the public meeting to Chris Bruns, Executive Director at 217-407-0707, [email protected], or PO Box 123, Barry, IL 62312. PCHA is an Equal Housing Provider and Equal Opportunity Employer.

At PCHA’s 12/21/2024 Board Meeting all draft Flat Rents for FY 2025 were approved as final.

###

2025 UTILITY ALLOWANCES

The Pike County Housing Authority (PCHA) has available for public review and comment its FY 2025 Utility Allowance Schedule (UAS) documentation. This documentation indicates the allowances as calculated by Johnson Controls to offset PCHA tenants Ameren Electric utility costs. The FY 2025 UAS will be approved as a draft at PCHA’s 10/24/2024 Board Meeting. The FY 2025 UAS documentation will be available for public review for a period of at least 30 days, beginning 10/23/2024 through 12/9/2024 at which time a public meeting will be held at the PCHA community building located at 842 Mason Street, Barry, Illinois at 1:00p.m. At PCHA’s 12/19/2024 Board Meeting, it is planned to ratify the FY 2025 UAS as final. After that approval, the FY 2025 UAS will be applied to all tenant re-examination transactions thereafter.

PCHA has the FY 2025 UAS documents posted for review at the PCHA community building mentioned above, and also below. Questions, comments, and concerns regarding the FY 2025 UAS documentation can be directed through the public meeting to Chris Bruns, Executive Director at 217-407-0707, [email protected], or PO Box 123, Barry, IL 62312. PCHA is an Equal Housing Provider and Equal Opportunity Employer.

At PCHA’s 12/21/2024 Board Meeting all draft Utility Allowances were approved as final for FY 2025.

###

2024 CAPITAL FUND PROGRAM GRANT

Pike County Housing Authority (PCHA) has available for review and comment its CFP Grant 2024 draft documents.  These documents indicate the work PCHA has planned for the CFP Grant 2024 issued by HUD.  Contained in the documents are the CFP Grant 2024 Annual Budget, CFP 5 Year Action Plan for years 2024 – 2028, HUD Form 50077-CR, HUD Form 52840-A, Lobbying Form – SFLLL, Certification of Compliance with Public Hearing, and Written Statement Defining a Significant Amendment.  The CFP Grant 2024 documents were approved as a draft at PCHA’s 5/16/2024 Board Meeting and will be available for review for a period of at least 45 days, beginning 5/29/2024.  A Public Hearing will be held on 7/16/2024 at 1:00p.m. at PCHA’s Barry Community Building to collect any and all questions, comments, and concerns regarding the items.  At PCHA’s 7/18/2024 Board Meeting it is planned to ratify the CFP Grant 2024 draft items as final.  The CFP Grant 2024 documents are available for review at PCHA’s Barry Community Building located at 842 Mason Street, Barry, Illinois 62312 and on the web at www.pikehousing.com in the Public Notice section.  PCHA is an Equal Housing Provider and Equal Opportunity Employer. Chris Bruns, Executive Director, Email:  [email protected], Phone:  217-407-0707, Fax:  217-407-0708

At PCHA’s 7/18/2024 Board Meeting, all of the above draft documents were accepted as final.

###

HUD FY 2024 INCOME LIMITS

Pike County Housing Authority (PCHA) has available for review its HUD published FY 2024 Income Limits for PCHA’s public housing program. The HUD published Income Limits for FY 2024 are to be used for income eligibility determination of admission to the public housing program, as well as determination of whether current households are over income for the public housing program. The HUD published FY 2024 Income Limits were accepted at PCHA’s 4/18/2024 Board Meeting, and are available for review at the PCHA Barry Community Building located at 842 Mason Street, Barry, Illinois 62312 and also are linked below. The HUD published FY 2024 Income Limits are required to be in effect as of 4/1/2024. PCHA is an Equal Housing Provider and Equal Opportunity Employer.

###

MAY 2024 ADMISSIONS & CONTINUED OCCUPANCY POLICY REVISION

Pike County Housing Authority (PCHA) has available for review and comment its Admissions and Continued Occupancy Policy (ACOP) draft revision. The ACOP draft revision was approved at PCHA’s 5/25/2023 Board Meeting, and will be available for review for a period of at least 30 days, beginning 6/7/2023 through 7/17/2023. A Public Meeting will be held on 7/17/2023 at 1:00p.m. at PCHA’s Barry Community Building to collect and review any and all comments received regarding the ACOP policy revision. At PCHA’s 7/20/2023 Board Meeting it is planned to ratify the ACOP draft revision as final. The ACOP draft revision is available for review at the PCHA Barry Community Building located at 842 Mason Street, Barry, Illinois 62312 and also are linked below. As the documentation is voluminous a change file is also linked below which identifies the changes. Comments may be directed to any of the methods listed below. PCHA is an Equal Housing Provider and Equal Opportunity Employer.

The above ACOP revision process has been completed. At the PHA’s 7/20/2023 Board Meeting the May 2023 ACOP Revision was ratified as final. At no point in the process did the PHA receive comments on the revision and no attendance was at the public hearing on the matter. The PHA ACOP is in effect as of 7/20/2023.

###

PUBLIC NOTICE – 5-YEAR PHA PLAN REVISION #2

Pike County Housing Authority (PCHA) has available for public review and comment a draft version of Revision #2 to its 5-Year PHA Plan for fiscal years 2021 – 2025. As a Qualified PHA, PCHA is not required to submit an Annual PHA Plan but is required to complete an annual Civil Rights Certification instead. The draft 5-Year PHA Plan (HUD Form 50075-5Y) Revision #2 and current Civil Rights Certification (HUD Form 50077-CR) are available for review, along with the previously HUD accepted 5-Year PHA Plan Revision #1, for a minimum of 45 days, beginning 2/22/2023 through 4/11/2023. On 4/11/2023 at 1:00pm, at its Barry Community Building, PCHA will hold a public meeting to receive comments and further discuss those already presented, if applicable. PCHA will accept the draft version of Revision #2 of the 5-Year PHA Plan at its 2/16/2023 Board meeting and final version at its 4/27/2023 Board meeting. Once the final phase is complete, all documents will be forwarded to the Illinois Housing Development Authority for consistency review, and then HUD, fully completing the revision of the 5-Year PHA Plan submission.

The main focus of Revision #2 is to update merge/demolition/disposition information for PCHA’s 70 units located in Pittsfield, Pleasant Hill, Perry, and Baylis. Specifically;

PCHA has all documents mentioned above for review at its Barry Community Building located at 842 Mason Street, Barry, Illinois and also linked below. PCHA is an Equal Housing Provider and Equal Opportunity Employer.

The above draft package for the PHA 5 Year Plan 2021 – 2025 Revision #2 was accepted as final at the PHA Board Meeting on 4/27/2023. This ratified package will now be submitted to IHDA through their own review and approval process. Once approved, the package will then be submitted to HUD for final approval.

###

REPOSITIONING

The Pike County Housing Authority has made the difficult decision to sell its properties in Perry and Baylis, Illinois.  This move comes after a few years of declining occupancy percentages and the lack of interested renters for either of these fine communities.  Also factoring in is the lack of amenities for the residents of these communities.  When projects are funded one of the main concerns in the applications is what is available locally for people that they would use on a daily basis.  Applications that are approved have strong cases and offerings such as medical facilities (hospitals, doctors, dentists, etc.), banks, postal services, restaurants, grocery stores, and the like.  The availability of these services enhance the lives of the residents in the communities in which they live.  This is by no means a knock against Perry and Baylis, but the reality of rural America, most places do not have the availability of these services.  Another factor in the decision is the declining population of Pike County.  Pike County has suffered a reduction in population from the previous Census report to the most current.  All of these factors contribute to the decision that has been made.

Pike County Housing Authority seeks to minimize the disruption to its clients currently living in the Perry and Baylis areas.  The first choice is to transfer the residents from these areas into other housing authority owned properties.  The second choice is to sell the properties to another affordable housing provider.  The third choice is for these residents to receive a tenant protection voucher which will allow them to rent from a private landlord and the voucher will subsidize a portion of the rent.

Please see the letter sent to both communities;

Baylis Tenant Notification 7/26/2022

Perry Tenant Notification 7/14/2022

Be reminded that this is the very beginning of this process to sell the properties.  There are various studies, submissions, approvals, and sales to complete.  It is expected for this process to be complete somewhere in the next 6 to 12 months.

Please contact the Pike County Housing Authority at 217-407-0707 for any questions, comments, or concerns regarding this matter.

###