REQUEST FOR PROPOSALS (RFP)

No. 26002

Fire/Safety System Inspection/Repair Services

REQUEST FOR PROPOSAL (RFP) No. P26002, GEAUGA METROPOLITAN HOUSING AUTHORITY, OH

RFP Document

Table of Contents [Table No. 1]

Section Description Page

Introduction 3

RFP Information at a Glance 3

1.0 The Agency’s Reservation of Rights 4

2.0 Scope of Work/Technical Specifications 5

2.1 Service Areas 5

2.2 General/Technical Specifications 5

2.3 Specifications/Requirements specific to Each Lot 8

2.4 Required State Contractors License 10

2.5 Previous/Current Contractor 10

3.0 Proposal Format 10

3.1 Tabbed Proposal Submittal 10

3.2 Entry of Proposed Fees 13

3.3 Additional Information pertaining to the preceding listed Pricing Items

3.4 Proposal Submission 16

3.5 Proposer’s Responsibilities — Contact with the Agency 17

3.6 Proposer’s Responsibilities — Equal Employment Opportunity and Supplier Diversity

3.7 Pre-proposal Conference 20

3.8 Recap of Attachments 20

4.0 Proposal Evaluation 21

4.1 Evaluation Factors 21

4.2 Evaluation Method 22

5.0 Contract Award 24

5.1 Contract Award Procedure 24

5.2 Contract Conditions 24

5.3 Contract Period 25

5.4 Licensing and Insurance Requirements 25

5.5 Right to Negotiate Fees 26

5.6 Contract Services Standards 26

5.7 Prompt Return of Contract Documents 27

Index of Tables 27

INTRODUCTION

he Geauga Metropolitan Housing Authority (hereinafter, “the Agency”) is a public entity that was formed in 1969 to provide federally subsidized housing and housing assistance to low-income families, within the State of Ohio. The Agency is headed by an Executive Director (ED) and is governed by a five-person board of commissioners and is subject to the requirements of Title 24 of the Code of Federal Regulations (hereinafter, “CFR”) and the Agency’s procurement policy. Though brought into existence by a Resolution of the State or Ohio Board of Housing, it is a separate entity from the Geauga Metropolitan Housing Authority.

urrently, the Agency owns and/or manages: (a) family complexes totaling 242 units and (b) administrates a total of 171 Section 8 Housing Choice Vouchers (HCV) (for a total of 413). The Agency currently has approximately 15 employees.

n keeping with its mandate to provide efficient and effective services, the Agency is now soliciting proposals from qualified, licensed, and insured entities to provide the above noted services to the Agency. All proposals submitted in response to this solicitation must conform to all the requirements and specifications outlined within this document and any designated attachments in its entirety.

RFP INFORMATION AT A GLANCE

[Table No. 2]

AGENCY CONTACT PERSON

(NOTE: Unless otherwise specified, any reference herein to “Contracting Officer” or “(CO)” shall be a reference to Ms. Whidden.)

Carrie J. Carlson, CFO/HR/Modernization Telephone: (440) 286-7413 x 103 E-mail: ccarlson@geaugamha.org

TDD/TTY: 711

HOW TO OBTAIN THE RFP DOCUMENTS ON

THE EPROCUREMENT MARKETPLACE

1. Access ha.economicengine.com (no “www”).

2. Click on the “Login” button in the upper left side.

3. Follow the listed directions.

4. If you have any problems in accessing or registering on the eProcurement Marketplace, please call customer support at (866) 526-9266.

PRE-PROPOSAL CONFERENCE Thursday, July 30, 2026, 10:00 AM EST

QUESTION SUBMITTAL DEADLINE Thursday, August 6, 2026, 3:00 PM EST

HOW TO FULLY RESPOND TO THIS RFP BY

SUBMITTING A PROPOSAL SUBMITTAL

1. As directed within Section 3.2.1 of the RFP document, submit proposed pricing where provided for within the eProcurement Marketplace.

2. As instructed within Section 3.0 of the RFP document, submit 3 copies of your “hard copy” proposal to the Agency Administrative Office.

PROPOSAL SUBMITAL RETURN & DEADLINE Thursday, August 20, 2026, 3:00 PM EST 385 Center Street – Office, Chardon, OH 44024 (*The proposed costs must be entered within the aforementioned eProcurement Marketplace and the “hard copy” documentation must be received in-hand and time-stamped by the Agency by no later than 3:00 PM EST on this date).

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1.0 THE AGENCY’S RESERVATION OF RIGHTS. The Agency reserves the right to:

1.1 Right to Reject, Waive, or Terminate the RFP. Reject any or all proposals, to waive any informality in the RFP process, or to terminate the RFP process at any time, if deemed by the Agency to be in its best interests.

1.2 Right to Not Award. Not to award a contract pursuant to this RFP.

1.3 Right to Terminate. Terminate a contract awarded pursuant to this RFP, at any time for its convenience upon 10 days written notice to the successful proposer(s).

1.4 Right to Determine Time and Location. Determine the days, hours, and locations that the successful proposer(s) shall provide the services called for in this RFP.

1.5 Right to Retain Proposals. Retain all proposals submitted and not permit withdrawal for a period of 60 days subsequent to the deadline for receiving proposals without the written consent of the Agency Contracting Officer (CO).

1.6 Right to Negotiate. Negotiate the fees proposed by the proposer entity.

1.7 Right to Reject Any Proposal. Reject and not consider any proposal that does not meet the requirements of this RFP, including but not necessarily limited to incomplete proposals and/or proposals offering alternate or non-requested services.

1.8 No Obligation to Compensate. Have no obligation to compensate any proposer for any costs incurred in responding to this RFP.

1.9 Right to Prohibit. At any time during the RFP or contract process to prohibit any further participation by a proposer or reject any proposal submitted that does not conform to any of the requirements detailed herein. By accessing the eProcurement Marketplace (hereinafter also “the Marketplace”) and by downloading this document, each prospective proposer is thereby agreeing to abide by all terms and conditions listed within this document and within the Marketplace, and further agrees that he/she will inform the CO in writing within 5 days of the discovery of any item listed herein or of any item that is issued thereafter by the Agency that he/she feels needs to be addressed. Failure to abide by this time-frame shall relieve the Agency, but not the prospective proposer, of any responsibility pertaining to such issue.

1.10 Right to Reject – Obtaining Competitive Solicitation Documents. The eProcurement Marketplace is the only official and appropriate venue to obtain the RFP documents (and any other information pertaining to this RFP such as addenda). Accordingly, by submitting a response to this RFP the respondent thereby affirms that he/she obtained all information on the Marketplace. Any other group such as an association or a bid depository that informs potential respondents of the availability of such competitive solicitations are hereby instructed to not distribute these documents to any such potential respondents, but to instruct the potential respondents to visit the Marketplace to obtain the documents. The Agency will reject without consideration any response submitted from a firm that has not obtained the documents from the Marketplace.

2.0 SCOPE OF WORK/TECHNICAL SPECIFICATIONS. The Agency is seeking proposals from qualified and licensed entities to provide the Agency with the following detailed services:

2.1 Service Areas: The successful bidder (hereinafter, “the Contractor”) will, as required by code, law or regulation, provide the required services to the following Agency equipment. The maintenance/testing of the emergency systems shall include all services, labor, materials and equipment necessary to do this work. (The work plan or program description submitted under Tab No. 4 shall fully detail such):

2.1.1 Lot #1 Fire Alarm/Detection and Sprinkler Systems Full Service;

2.1.2 Lot #2 Entrance Door Intercoms Full Service;

2.1.3 Lot #3 Complete Full Service Testing, Maintenance and Replacement of all battery backup systems;

2.2 General/Technical Specifications:

2.2.1 Standards: All ensuing work by the successful bidder shall be performed pursuant to standards and codes set by the fire department providing principal coverage for the location in question, NFPA Standards and the State Fire Marshall (it is the responsibility of the Contractor to deliver to the Authority prior written notice of any issue or conflict the Authority has with the standards set by the aforementioned agencies). In addition, all work provided by the Contractor pursuant to the ensuing contract shall be completed pursuant to all applicable Local, State and Federal codes and regulations, and the work plan submitted under Tab No. 4 shall reflect such.

2.2.2 Qualified: The contractor must be fully and legally qualified to install, inspect and repair the equipment listed herein, and the documentation submitted within the bid submittal must fully detail such qualifications.

2.2.3 Guarantee: All work performed by the Contractor shall be fully guaranteed between inspections.

2.2.4 Return to Site: Within no more than 4 hours of being notified by the Authority, the Contractor shall return to any site to correct or again inspect any work already performed.

2.2.5 Additional Work: Additional work shall be performed by the Contractor only if the Authority has given prior written permission to do so. All such work shall be at the Authority’s expense, except where such expense is necessary to correct prior incomplete or improper work of contactor or damage was necessitated by the actions or lack of action of the Contractor.

2.2.6 Drawings/Lists: Any drawings or lists provided herein or at any time during the contract period are provided as an aid only to the prospective bidders.

These items do not purport to show the full scope or exact location of all applicable equipment, but do purport to show the approximate quantities and locations of the equipment at each site listed. It is the responsibility of each bidder to carefully inspect the premises listed and to notify the Authority, in writing, of any discrepancies in the drawings or lists provided.

If any prospective bidder or successful bidder had difficulty in locating the equipment listed, it is his/her responsibility to locate and question the on-site Authority personnel as to the possible locations of such equipment that cannot be located. If there is any discrepancy between the equipment listed herein and the equipment actually at the site, all work performed by the Contractor shall be at the unit rates proposed by the Contractor in response to this RFP.

2.2.7 Inspection/Schedules: It is anticipated that inspection work will be performed on or about the following dates each year: March 1; June 1;

September 1; January 1. The Contractor shall be responsible for any required notifications to other agencies (i.e. Fire Department) of these inspections (i.e. so that they do not respond to any false alarms; to file required reports; etc.); and the Contractor shall be responsible for any financial costs incurred by the Authority or Contractor as the result of Contractors failure to do so. The Contractor shall deliver to the designated Authority contact at least 2 weeks prior to those dates, a detailed schedule of the work to be performed and at which Authority locations. The following minimum information shall be included on this notice:

2.2.7.1 Type of inspection;

2.2.7.2 Applicable Authority location(s);

2.2.7.3 Specific inspection date and start time for each such location(s);

2.2.7.4 Name of inspector and his/her contact number.

2.2.8 Reports: It shall be the responsibility of the Contractor to complete, in a legible fashion, during and after each testing, inspection and/or installation, any required reports. Copies of such reports must be delivered to the Authority within 10 days of completion of such event, and shall be delivered by the Contractor, as required by any code, law or regulation, to all applicable local, State or Federal agencies.

2.2.9 Written Approval: The Contractor shall obtain from the Authority designated contact written approval to proceed with any work prior to commencing such (EXCEPTION: The Authority designated contact may, in the case of an emergency affecting health, safety or welfare of the Authority’s residents, staff or the public, give the Contractor verbal permission to proceed- however, the Contractor shall, by 10:00 a.m. the next business day, in writing, recap such verbal permission and deliver such by fax, by e-mail or in person to the Authority’s designated contact and gain his/her written signature acknowledging such.) Failure to abide by this requirement shall cause the Contractor to be fully liable and financially responsible for the work performed, which means that the Authority shall have no obligation to pay for the work performed, in which case the Contractor shall not be allowed to reverse the work.

2.2.10 Signatures: Whenever the contractor completes work at an Authority site, he/she shall obtain the signature of an Authority on-site staff person showing that the work was completed in a satisfactory manner. A copy of this document shall accompany the related billing invoice.

2.2.11 Invoices/N30: All billing invoices for services must be delivered to the designated Authority contact within no more than 30 days of completion of the work. A copy of the applicable report shall accompany the billing invoice. The Authority shall endeavor to pay within 30 days of receipt all such invoices that are properly submitted.

2.2.12 Emergency Situations: The Contractor must inform the Authority designated contact (immediately by telephone, and then within 24 hours thereafter in writing) of any life-threatening or possibly dangerous situations that come to the attention of or are discovered at any time by the Contractor. The Contractor shall also within 3 work-days of becoming aware of such, notify the Authority designated contact of any necessary and/or recommended work or additions he/she feels is necessary to the existing equipment. Such notification shall include a fully detailed bud to correct the situation, which shall include:

2.2.12.1 A fully detailed statement of the problem, identifying and quoting any applicable cade, law or regulation;

2.2.12.2 The corrective action proposed;

2.2.12.3 The detailed costs. At the applicable contract rates, separating materials and labor;

2.2.12.4 The proposed timeframe for the corrective action.

2.2.13 Incomplete Listings: The Contractor shall inform the Authority, in writing within 10 days of the discovery of such, as to any incorrect or incomplete information within the listing of equipment included as part of this document.

2.2.14 Subcontracting: Unless prior written permission is given by the Authority, all work performed by the Contractor shall be performed by the Contractor only and shall not be sub-contracted to another firm. The Authority reserves the right to not grant such approval.

2.2.15 Normal Business Hours: Unless prior written permission is given by the Authority, all work will be performed and completed during normal business hours (Monday-Friday, excluding holidays, 8:00 a.m. – 4:30 p.m.).

2.3 Specifications/Requirements Specific to Each Lot:

2.3.1 Work Plan: Each bidder shall include under Tab No.4 of the “hard copy” bid submittal a specific work plan of proposed work for each of the Lots detailed on page 5 of this document. Such work plan shall detail the specific work that will be completed and within what timeframe (including how often) and must be detailed and clear as to what specific services the Contractor will perform and when.

2.3.2 120-day Report: The Contractor shall be required to deliver to the

Authority CO, at no additional cost to the Authority, within 120 days after receipt of award, an updated accurate detailed listing of all Authority equipment, which shall include the following information:

2.3.2.1 Quantity

2.3.2.2 Full description, including size;

2.3.2.3 Condition;

2.3.2.4 Brand name, model number, serial number;

2.3.2.5 Specific location within the site;

2.3.2.6 Comment as to if the existing equipment is adequate for the need and/or if the Authority is compliant or is not compliant with any applicable code, law or regulation; or if, in the opinion of the Contractor, the Authority needs to change or add any equipment;

2.3.2.7 Top-view drawing of Authority locations showing coded specific location of equipment.

2.3.3 Lot #1, Fire Alarm/Detection and Sprinkler Systems Full Service:

2.3.3.1 General Conditions:

2.3.3.1.1 Services detailed in Lot #1 for the fire system shall be provided bi-yearly and sprinkler system on a quarterly basis.

2.3.3.2 Location/Description:

[Table No. 3]

RFP

Section

Site

Qty

Equipment Description

2.3.3.2.1 MM 1 Fire Control Panel: Firelite MS-9600UDLS and

sub panel: (2) Firelite LCD Analog/Addressable

2.3.3.2.2 MM 1 78 Smoke Sensors

2.3.3.2.3 MM 1 22 Manual Stations

2.3.3.2.4 MM 1 2 Waterflow Switches

2.3.3.2.5 MM 1 5 Tamper Switches

2.3.3.2.6 MM 1 1 Bell

2.3.3.2.7 MM 1 44 Horn/Strobe

2.3.3.2.8 MM 1 23 Strobes

2.3.3.2.9 MM 1 6 Door Holders

2.3.3.2.10 MM 1 16 Mini Horns

2.3.3.2.11 MM 1 2 Strobe Driver Panels: Altronics AL600UL

2.3.3.2.12 HH 1 Fire Control Panel: Honey well Deltanet. Hardwired

2.3.3.2.13 HH 1 31 Smoke Sensors

2.3.3.2.14 HH 1 11 Manual Stations

2.3.3.2.15 HH 1 1 Waterflow Switches

2.3.3.2.16 HH 1 2 Tamper Switches

2.3.3.2.17 HH 1 1 Bell

2.3.3.2.18 HH 1 21 Horn/Strobe

2.3.3.2.19 HH 1 21 Strobes

2.3.3.2.20 HH 1 4 Door Holders

2.3.3.2.21 HH 1 10 Mini Horns

HH 1 2 Strobe Driver Panels: Altronics

2.3.4 Lot #2, Entrance Door Intercom:

2.3.4.1 General Conditions:

2.3.4.1.1 Services detailed for Lot # 2 shall be provided

bi-yearly.

2.3.4.2 Location/Description:

[Table No. 4]

RFP

Section

Description

2.3.4.1.1 MM 1 75 Interior apartment intercoms

2.3.4.1.2 MM 1 Main front panel

2.3.4.1.3 HH 1 50 Interior apartment intercoms

2.3.4.1.4 MM 1 Main front panel

2.3.5 Lot #3, Complete Testing, Maintenance and Replacement of all battery backup systems:

2.3.5.1 General Conditions:

2.3.5.1.1 The services detailed in for # 3 shall be provided

on a bi-yearly service.

2.3.5.2 Location/Description:

[Table No. 5]

RFP

Secti on

Equipment Description

3.2.5.2.1 MM 1 MS-9600UDLS

3.2.5.2.2 MM 1 AL600LADA #1

3.2.5.2.3 MM 1 AL600LADA #2

3.2.5.2.4 MM 1 Silent Knight 5104

3.2.5.2.5 HH 1 Honeywell Set #1

3.2.5.2.6 HH 1 Honeywell Set #2

3.2.5.2.7 HH 1 Silent Knight 5104

3.2.5.2.8 HH 1 SNAC Set #1

3.2.5.2.9 HH 1 SNAC Set #2

2.3.7 Additional Labor Cost: It is possible that the Authority may require the successful bidder to, during the term of the ensuing contract, provide additional work. Please note that any such installation work that exceeded $2,000.00 for each job must, pursuant to 24 CFR 85.36(i)(5), be in “compliance with the Davis Bacon Act (40 U.S.C.276a to 276a-7) as supplemented by Department of Labor regulations (29 CFR part 5). Such proposed fees shall be inclusive of all related costs, including, but not limited to: employee wages and benefits; clerical support; overhead; profit;

licensing; insurance; tools and equipment needed to perform the work. In addition, the successful bidder will charge materials at the “cost plus” rate proposed in response to this RFP. In any case, proposing such cost will not prohibit the Authority from procuring these services from the successful bidder pursuant to any other price lists made available to the Authority by the successful bidder such as other governmental agency price lists.

2.4 Required State Contractor’s License: As required by the State of Ohio law, the contractor shall be in possession of a current contractor’s license.

2.5 Current Contractor: The authority’s current contractor for these services is

Continental Fire & Security Inc.

3.0 PROPOSAL FORMAT.

3.1 Tabbed Proposal Submittal. The Agency intends to retain the Contractor pursuant to a “Best Value” basis, not a “Low Bid” basis (“Best Value,” in that the Agency will, as detailed within the following Section 4.0, consider factors other than just cost in making the award decision). Therefore, so that the Agency can properly evaluate the offers received, all proposals submitted in response to this RFP must be formatted in accordance with the sequence noted within the table below. Each category must be separated by numbered index dividers (which number extends so that each tab can be located without opening the proposal) and labeled with the corresponding tab reference also noted below. None of the proposed services may conflict with any requirement the Agency has published herein or has issued by addendum.

[Table No. 7]

RFP

Section

Tab No.

3.1.1 1 Form of Proposal. This Form is attached hereto as Attachment A to this RFP document. This 2-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the proposal submittal.

3.1.2 2 form HUD-5369-C (8/93), Certifications and Representations of Offerors, Non-Construction Contract. This Form is attached hereto as Attachment B to this RFP document. This 2-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the proposal submittal.

3.1.3 3 Profile of Firm Form. The Profile of Firm Form is attached hereto as Attachment C to this RFP document. This 2-page Form must be fully completed, executed and submitted under this tab as a part of the proposal submittal.

3.1.4 4 Proposed Services. The proposer shall place under this tab documentation further explaining the proposer’s services and showing how the proposer intends to fulfill the requirements of the preceding Section 2.0 herein, including, but not limited to:

3.1.4.1 As detailed within Section 4.1, Evaluation Factor No. 2, herein, the proposer’s DEMONSTRATED UNDERSTANDING of the

AGENCY’S REQUIREMENTS.

3.1.4.2 As detailed within Section 4.1, Evaluation Factor No. 3, herein, the QUALITY of the TECHNICAL APPROACH and the SERVICES

PROPOSED.

3.1.4.3 As detailed within Section 4.1, Evaluation Factor No. 4, herein, the proposer’s TECHNICAL CAPABILITIES (in terms of personnel) and the MANAGEMENT PLAN (including the ability to provide the services detailed herein).

3.1.4.4 As detailed within Section 4.1, Evaluation Factor No. 5, herein, the proposer’s DEMONSTRATED EXPERIENCE in performing similar work and the proposer’s DEMONSTRATED SUCCESSFUL PAST PERFORMANCE (including meeting costs, schedules, and performance requirements) of contract work substantially similar to that required by this solicitation as verified by reference checks or other means.

3.1.4.5 If appropriate, how staff are retained, screened, trained, and monitored.

3.1.4.6 The proposed quality control program.

3.1.4.7 An explanation and copies of forms that will be used and reports that will be submitted and the method of such reports (i.e.

written; fax; internet; etc.).

3.1.4.8 A complete description of the products and services the firm provides.

3.1.4.9 Proposed Engagement Letter. A copy of the proposer’s

proposed engagement letter. Please note that the Agency WILL NOT accept this engagement letter as the eventual contract, but will consider including the proposed engagement letter as an appendix to the eventual contract that is executed. The Agency retains the right to (and most likely will) require certain revisions to the engagement letter, especially of proposed terms that either, in the Agency’s opinion, conflict with the terms listed within the Sample Contract Form provided (please see Attachment G, attached hereto) or to terms that the Agency feels are not in its best interests.

3.1.5 5 Managerial Capacity/Financial Viability/Staffing Plan. The proposer entity must submit under this tab a concise description of its managerial and financial capacity to deliver the proposed services, including brief professional resumes for the persons identified within areas (5) and (6) of Attachment C, Profile of Firm Form. Such information shall include the proposer’s qualifications to provide the services; a description of the background and current organization of the firm (including a current organizational chart).

3.1.6 6 Client Information. The proposer shall submit a listing of former or current clients, including Public Housing Authorities, for whom the proposer has performed similar or like services to those being proposed herein. The listing shall, at a minimum, include:

3.1.6.1 The client’s name;

3.1.6.2 The client’s contact name;

3.1.6.3 The client’s telephone number and e-mail address;

3.1.6.4 A brief narrative description and scope of the service(s) and the dates the services were/are provided.

3.1.7 7 Equal Employment Opportunity/Supplier Diversity. The proposer must submit under this tab a copy of its Equal Opportunity Employment Policy and a complete description of the positive steps it will take to ensure compliance, to the greatest extent feasible, with the regulations detailed within the following Section 3.6 herein pertaining to supplier diversity (e.g. small, minority-, and women-owned businesses).

3.1.8 8 Subcontractor/Joint Venture Information (Optional Item). The proposer shall identify hereunder whether or not he/she intends to use any subcontractors for this job, if awarded, and/or if the proposal is a joint venture with another firm. Please remember that all information required from the proposer under the proceeding tabs must also be included for any major subcontractors (10% or more) or from any joint venture.

3.1.9 9 Other Information (Optional Item). The proposer may include hereunder any other general information that the proposer believes is appropriate to assist the Agency in its evaluation.

3.1.10 Optional Tabs. If no information is to be placed under any of the above noted tabs (especially the “Optional” tabs), please place there under a statement such as “NO INFORMATION IS BEING PLACED UNDER THIS TAB” or “THIS TAB LEFT INTENTIONALLY BLANK.” DO NOT eliminate any of the tabs.

3.1.11 Proposal Submittal Binding Method. It is preferable and recommended that the proposer bind the proposal submittals in such a manner that the Agency can, if needed, remove the binding (i.e.

“spiral-type” etc.) or remove the pages from the cover (i.e. 3-ring binder; etc.) to make copies, then conveniently return the proposal submittal to its original condition.

3.2 Entry of Proposed Fees.

3.2.1 The proposed fees shall be submitted by the proposer and received by the Agency where provided on the eProcurement Marketplace only. Do not submit, enter, or refer to any fees or costs within the 10-tab “hard copy” proposal submittal detailed within Section 3.0—any proposer that does so may, at the Agency’s discretion, be rejected without further consideration.

3.2.2 Pricing Items. Unless otherwise stated herein, the proposed fees are all-inclusive of all related costs that the successful proposer will incur to provide the noted services, including, but not limited to: employee wages and benefits; clerical support; overhead; profit; licensing; insurance;

materials; supplies; tools; equipment; long distance telephone calls; travel expenses; document copying not specifically agreed to by the Agency; etc.

[Table No. 8]

RFP

Section

Pricing Item

U/M

3.2.1.1 1 12 Months 1st Contract Year, Firm-fixed Fee

3.2.1.2 2 12 Months 2nd Contract Year, Firm-fixed Fee

3.2.1.3 3 12 Months 3rd Contract Year, Firm-fixed Fee

3.2.1.4 4 12 Months 4th Contract Year, Firm-fixed Fee

3.2.1.5 5 12 Months 5th Contract Year, Firm-fixed Fee

3.3 Additional Information pertaining to the preceding listed Pricing Items.

3.3.1 Quantities. All quantities entered by the Agency herein and within the corresponding Pricing Items on the eProcurement Marketplace are for calculating purposes only. As may be further detailed herein, the Agency does not guarantee any minimum or maximum amount of work as a result of any award ensuing from this RFP, as the ensuing contract may be a Requirements Contract, in that the Agency shall retain one contractor only and shall retain the right to order from that contractor (successful proposer), on a task order basis, any amount of services the Agency requires.

3.3.2 IMPORTANT NOTICE!!! Entry of Proposed Fees. Except as provided for otherwise (e.g. a “No Charge” option), proposers must submit, where provided within the eProcurement Marketplace, a realistic cost for each Pricing Item detailed within the preceding Table No. 4. The eProcurement Marketplace will automatically perform all required calculations.

3.3.2.1 Realistic Cost for each Pricing Item. Each proposer is strongly encouraged to enter where provided within the eProcurement Marketplace a realistic cost for each Pricing Item, especially the hourly fees required. For example, if the successful proposer enters $1.00 per hour for any hourly fee Pricing Item (proposers typically do so in an effort to improve their position in regard to Evaluation Factor No. 1, as detailed within the following Table No. 6 herein), then the $1.00 per hour is what the successful proposer will charge the Agency for any work that the Agency may retain the successful proposer to provide if the Agency deems such retention is in the Agency's best interests to do so.

Accordingly, it is the Agency's opinion that it is very much in the best interests of the proposer to propose a realistic hourly fee for each Pricing Item. If, despite this warning, the successful proposer proposes an hourly fee that the Agency deems is not realistic, then the Agency reserves the right to require the successful proposer to, at contract execution, present a cash bond in a suitable amount (e.g. $5,000.00, which the Agency will hold during the term of the ensuing contract period) to ensure that the successful proposer will fulfill his/her obligation in this matter.

3.3.2.2 No Post-submittal Deadline Corrections Allowed. The Agency

WILL NOT, after the submittal deadline, negotiate an increase to any unit costs or fees proposed prior to the submittal deadline;

accordingly, proposers are strongly cautioned to submit a realistic price for the Pricing Items identified within the preceding Table No. 4 herein.

3.3.2.3 Price Escalation. Other than already provided for within the preceding Table No. 4 (e.g. each proposer can, if he/she wishes, propose an escalating price for Pricing Items No. 1-5), there shall be no additional escalation increase in cost during the ensuing five contract periods.

3.3.2.4 Review the Entry of Proposed Fees. After a proposer has entered where provided within the eProcurement Marketplace his/her proposed unit costs for the Pricing Items, the Marketplace will automatically multiply the proposed unit costs by the listed quantities. The Agency strongly recommends that each proposer, after entry of these proposed fees within the eProcurement Marketplace, print the receipt provided and review the entry to ensure that the proposer has entered the proposed fees correctly (the Marketplace will allow the proposer to immediately re-enter the Marketplace at any time prior to the posted deadline to correct any such entry). The proposer will NOT be able to correct this entry after the posted deadline has expired, which means that the Agency will utilize such entry, correct or incorrect, to assign the points pertaining to Evaluation Factor No. 1 detailed within the following Table No. 6 herein.

3.3.2 Prior Agency Approval Required. Please note that the successful proposer shall NOT conduct any additional work without the prior written authorization of the Agency representative (via delivery of a Task Order, which may take the form of an e-mail). Failure to abide by this directive shall release the Agency of any obligation to pay the successful proposer for any work conducted without the noted prior written authorization.

3.3.2.2 Reimbursable Expenses. Reimbursable expenses generally are not allowed under the ensuing contract except as listed immediately following:

3.3.2.2.1 Pre-approval by the Agency. All reimbursable

expenses as detailed herein must have the prior written approval of the Agency.

3.3.2.2.2 Travel. It is possible that the Agency may require

the successful proposer to travel, most typically to the Geauga area, to perform services. In such case, the Agency will reimburse the successful proposer for reasonable Agency pre-approved travel costs (“reasonable,” meaning in accordance with the Agency’s typical Travel Policy allowances). If the reimbursement is for travel by vehicle within the region, the reimbursement will be a mileage fee not-to-exceed the current set IRS mileage rate.

3.3.3 No Deposit/No Retainer. The Agency will NOT pay any deposits or retainer fees as a result of award of the ensuing contract. This means that the Agency will pay the successful proposer(s) for actual hours worked only.

3.3.3 Overtime. Pursuant to the Contract Work Hours and Safety Standards Act, overtime shall be not less than time and one half for hours worked in excess of 40 hours per week. The Agency shall consider regular time to be Monday-Friday (excluding holidays), 8:00 AM – 5:00 PM. Accordingly, the Agency will pay a rate of 1.5 of the listed hourly rates herein for any work the Agency requires the successful proposer to work specifically during non-regular-time hours; however:

3.3.3.1 The Agency shall NOT be responsible to pay the successful proposer for any work that the successful proposer CHOOSES to work during non-regular-time hours; meaning, if the necessity for the work “after hours” is due to the Contractor’s lack of staffing or if such work is to support any of the work the Agency expects that such work will be provided during normal work hours. The exception to this shall be if a “non-normal” action by the Agency or an “Act of God” causes the Contractor to work “after hours” to solve the problem, then the aforementioned over-time rule shall apply. All such overtime work must be pre-approved in writing by the Agency.

3.4 Proposal Submission. All pricing must be entered where provided within the eProcurement Marketplace and all “hard-copy” proposals must be submitted and time-stamped received in the designated Agency office by no later than the submittal deadline stated herein (or within any ensuing addendum). A total of 1 original signature copy (marked "ORIGINAL") and 2 exact copies (each of the 3 separate proposal submittals shall have a cover and extending tabs) of the “hard copy” proposal submittal, shall be placed unfolded in a sealed package and addressed to:

Geauga Metropolitan Housing Authority Attention: Carrie J. Carlson, CFO/HR/Modernization

385 Center Street - Office, Chardon, OH 44024

3.4.1 Exterior of Submittal Package. The package exterior must clearly denote the above noted RFP number and must have the proposer’s name and return address. Unless otherwise provided for herein, proposals received after the published deadline will not be accepted.

3.4.2 Submission Conditions. DO NOT FOLD OR MAKE ANY ADDITIONAL MARKS, NOTATIONS, OR REQUIREMENTS ON THE DOCUMENTS TO BE SUBMITTED!

Proposers are not allowed to change any requirements or forms contained herein, either by making or entering onto these documents or the documents submitted any revisions or additions; and if any such additional marks, notations or requirements are entered on any of the documents that are submitted to the Agency by the proposer, such may invalidate that proposal. If, after accepting such a proposal, the Agency decides that any such entry has not changed the intent of the proposal that the Agency intended to receive, the Agency may accept the proposal and the proposal shall be considered by the Agency as if those additional marks, notations, or requirements were not entered on such. By accessing the eProcurement Marketplace, registering, and downloading these documents, each prospective proposer that does so is thereby agreeing to confirm all notices that the Agency delivers to him/her as instructed, and by submitting a proposal, the proposer is thereby agreeing to abide by all terms and conditions published herein and by addendum pertaining to this RFP.

3.4.3 Submission Responsibilities. It shall be the responsibility of each proposer to be aware of and to abide by all dates, times, conditions, requirements, and specifications set forth within all applicable documents issued by the Agency, including the RFP document, the documents listed within the following Section 3.8, and any addenda and required attachments submitted by the proposer. By virtue of completing, signing, and submitting the completed documents, the proposer is stating his/her agreement to comply with all conditions and requirements set forth within those documents. Written notice from the proposer not authorized in writing by the CO to exclude any of the Agency requirements contained within the documents may cause that proposer to not be considered for award.

3.5 Proposer’s Responsibilities — Contact with the Agency. It is the responsibility of the proposer to address all communication and correspondence pertaining to this RFP process to the CO only. Proposers must not make inquiry or communicate with any other Agency staff member or official (including members of the Board of Commissioners) pertaining to this RFP. Failure to abide by this requirement may be cause for the Agency to not consider a proposal submittal received from any proposer who may not have abided by this directive.

3.5.1 Addenda. All questions and requests for information must be addressed in writing to the CO. The CO will respond to all such inquiries in writing by addendum to all prospective proposers (i.e. firms or individuals that have obtained the RFP Documents). During the RFP solicitation process, the CO will NOT conduct any ex parte (a substantive conversation—”substantive” meaning, when decisions pertaining to the RFP are made—between the Agency and a prospective proposer when other prospective proposers are not present) conversations that may give one prospective proposer an advantage over other prospective proposers. This does not mean that prospective proposers may not call the CO—it simply means that, other than making replies to direct the prospective proposer where his/her answer has already been issued within the solicitation documents, the CO may not respond to the prospective proposer’s inquiries but will direct him/her to submit such inquiry in writing so that the CO may more fairly respond to all prospective proposers in writing by addendum.

3.5 Proposer’s Responsibilities — Equal Employment Opportunity and Supplier Diversity.

Both the Contractor and the Agency have, pursuant to HUD regulation, certain responsibilities pertaining to the hiring and retention of personnel and subcontractors.

3.6.1 Within 2 CFR §200.321 it states:

3.6.1.1 Contracting with small and minority businesses, women's business enterprises, and labor surplus area firms.

3.6.1.2 (a) The non-Federal entity must take all necessary affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area firms are used when possible.

3.6.1.3 (2) Affirmative steps must include:

3.6.1.3.1 (1) Placing qualified small and minority businesses and women's business enterprises on solicitation lists;

3.6.1.3.2 (2) Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources;

3.6.1.3.3 (3) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority business, and women's business enterprises;

3.6.1.3.4 (4) Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority business, and women's business enterprises;

3.6.1.3.5 (5) Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and

3.6.1.3.6 (6) Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (1) through (5) of this section.

3.6.2 Within HUD Procurement Handbook 7460.8 REV 2 it states:

3.6.2.1 Section 15.5.A, Required Efforts. Consistent with Presidential Orders 11625, 12138, and 12432, the <Agency> shall make every effort to ensure that small businesses, MBEs, WBEs, and labor surplus area businesses participate in <Agency> contracting.

3.6.2.2 Section 15.5.B, Goals. <The Agency> is encouraged to establish goals by which they can measure the effectiveness of their efforts in implementing programs in support of . . . contracting with disadvantaged firms. It is important to ensure that the means used to establish these goals do not have the effect of limiting competition and should not be used as mandatory set-aside or quota, except as may otherwise be expressly authorized in regulation or statute. Some localities have adopted minority contracting set-aside policies or geographic limitations, which may be in conflict with Federal requirements for full and open competition.

3.6.3 Within our Agency Procurement Policy it states that our Agency will:

3.6.3.1 Assistance to Small and Other Business, Required Efforts:

3.6.3.1.1 Including such firms, when qualified, on

solicitation mailing lists;

3.6.3.1.2 Encouraging their participation through direct

solicitation of proposals or proposals whenever they are potential sources;

3.6.3.1.3 Dividing total requirements, when economically

feasible, into smaller tasks or quantities to permit maximum participation by such firms;

3.6.3.1.4 Establishing delivery schedules, where the

requirement permits, which encourage participation by such firms;

3.6.3.1.5 Using the services and assistance of the Small

Business Administration, and the Minority Business Development Agency of the Department of Commerce;

3.6.3.1.6 Including in contracts, to the greatest extent

feasible, a clause requiring contractors, to provide opportunities for training and employment for lower income residents of the project area and to award subcontracts for work in connection with the project to business concerns which provide opportunities to low-income residents, as described in 24 CFR Part 135 (so-called Section 3 businesses); and

3.6.3.1.7 Requiring prime contractors, when subcontracting

is anticipated, to take the positive steps listed above.

3.6.4 Requirements. Accordingly, please see Section 3.1.7 within Table No. 4 herein which details the information pertaining to this issue that the proposer must submit in response to this proposal showing compliance, to the greatest extent feasible, with these regulations.

3.7 Pre-proposal Conference. The pre-proposal conference is scheduled for July 30, 2026 at 10:00 AM EST, as a part of this RFP.

3.8 Recap of Attachments. It is the responsibility of each proposer to verify that he/she has downloaded the following attachments pertaining to this RFP, which are hereby by reference included as a part of this RFP:

[Table No. 9]

(1)

RFP

Section

(2) Document

(3)

Attachment

(4)

Attachment Description

3.8.1 1.0 This RFP Document

3.8.2 2.0 A Form of Proposal

3.8.3 3.0 B Form HUD-5369-C (8/93), Certifications and Representations of Offerors, Non-Construction Contract

3.8.4 4.0 C Profile of Firm Form

3.8.5 5.0 D Section 3 Explanation

3.8.6 6.0 E Form HUD-5369-B (8/93), Instructions to Offerors, Non-Construction

3.8.7 7.0 F Supplemental Instructions to Proposers & Contractors (SIPC)

3.8.8 8.0 G Sample Contract Form (please note that this contract and the listed appendices are being given as a sample only—the Agency reserves the right to revise any clause herein and/or to include within the ensuing contract any additional clauses that the Agency feels it is in its best interests to do so)

3.8.8.1 8.1 G-1 Sample Contract Appendix No. 1: form HUD- 5370-C (01/2014), General Conditions for Non- Construction Contracts Section I (With or without Maintenance Work)

3.8.8.2 8.2 G-2 Sample Contract Appendix No. 2: form HUD 50071 (01/14), Certification of Payments to Influence Federal Transactions (NOTE: This form will only be completed and included as a part of the ensuing contract if the Agency anticipates that total awards pursuant to the ensuing contract may or will exceed $100,000.)

3.8.8.3 8.3 G-3 Sample Contract Appendix No. 3: Standard Form

LLL (Rev. 01/14), Disclosure of Lobbying Activities (NOTE: This form will only be completed and included as a part of the ensuing contract if the Contractor designates an affirmative answer to Item No. (2) within the immediate identified form 50071.)

3.8.8.4 8.4 G-4 Sample Contract Appendix No. 4: form HUD 424- B Assurances and Certifications

3.8.9 9.0 H Agency Profile of Properties

3.8.10 10.0 I Specifications

3.8.11 11.0 J Exclusions

4.0 PROPOSAL EVALUATION.

4.1 Evaluation Factors. The following factors will be utilized by the Agency to evaluate each proposal submittal received; award of points for each listed factor will be based upon the documentation that the proposer submits within his/her proposal submittal and on-line (specifically, the pricing submitted on-line):

[Table No. 10]

(1)

(2)

Max Point Value

(3)

Factor Type

(4)

Factor Description

1 30 points Objective The PROPOSED COSTS submitted by the proposer.

2 10 points Subjective

(Technical)

The proposer’s DEMONSTRATED UNDERSTANDING of the AGENCY’S REQUIREMENT.

3 10 points Subjective

(Technical)

The QUALITY of the TECHNICAL APPROACH and the

SERVICES PROPOSED.

4 10 points Subjective

(Technical)

The proposer’s TECHNICAL CAPABILITIES (in terms of personnel) and the MANAGEMENT PLAN (including the ability to provide the services detailed herein).

5 30 points Subjective

(Technical)

The proposer’s DEMONSTRATED RELEVANT EXPERIENCE in performing similar work and the proposer’s DEMONSTRATED SUCCESSFUL PAST PERFORMANCE (including meeting costs, schedules, and performance requirements) of contract work substantially similar to that required by this solicitation as verified by reference checks or other means. (NOTE:

The Agency will place particular emphasis on the proposer’s above described EXPERIENCE and PAST PERFORMANCE with Public Housing- and HUD-related work).

6 10 points Subjective

(Technical)

The OVERALL QUALITY, ORGANIZATION, and PROFESSIONAL APPEARANCE of the PROPOSAL SUBMITTED, based upon the opinion of the evaluators.

100 points Total Points (other than preference points)

*NOTE: Points will be awarded for each Subjective Factor by each of the appointed evaluation committee members based on his/her opinion after a thorough review of the information submitted by each proposer within his/her proposal.

4.2 Evaluation Method.

4.2.1 Initial Evaluation for Responsiveness. Each proposal received will first be evaluated for responsiveness (i.e. meets the minimum of the requirements).

4.2.2 Evaluation Packet. An evaluation packet will be prepared for each evaluator, including the following documents:

4.2.2.1 Instructions to Evaluators;

4.2.2.2 Proposal Tabulation Form;

4.2.2.3 Written Narrative Form for each proposer;

4.2.2.4 Recap of each proposer’s responsiveness;

4.2.2.5 Copy of all pertinent RFP documents.

4.2.3 Evaluation Committee. The Agency anticipates that it will select a minimum of a three-person committee to evaluate each of the responsive “hard copy” proposals submitted in response to this RFP. PLEASE NOTE: No proposer shall be informed at any time during or after the RFP process as to the identity of any evaluation committee member. If, by chance, a proposer does become aware of the identity of such person(s), he/she SHALL NOT make any attempt to contact or discuss with such person anything related to this RFP. As detailed within Section 3.5 of this document, the designated CO is the only person at the Agency that the proposers shall contact pertaining to this RFP. Failure to abide by this requirement may (and most likely will) cause such proposer(s) to be eliminated from consideration for award.

4.2.4 Evaluation. The CO will evaluate and award points pertaining to Evaluation Factors No. 1 and 7 (the “Objective” Factors). The appointed evaluation committee, independent of the CO or any other person at the Agency, shall evaluate the responsive proposals submitted and award points pertaining to Evaluation Factors No. 2, 3, 4, 5 and 6 (the “Subjective” Factors). Upon final completion of the proposal evaluation process, the evaluation committee will forward the completed evaluations to the CO.

4.2.4.1 Points Awarded Range. Pertaining to the Subjective Factors, please note the following range of points awarded (points pertaining to this RFP are shaded—please also see the Evaluation Factors detailed within the preceding Section 4.1):

[Table No. 12]

Points Awarded Range

Classification* Rating % 10 30 100**

Acceptable Excellent 95%/+ 10 29-30 95-100

Acceptable Very Good 90%/+ 9 27-28 90-94

Potentially Acceptable Good 80%/+ 8 24-26 80-89

Potentially Acceptable Average 70%/+ 7 21-23 70-79

Unacceptable Poor <70% 0-6 0-22 0-69

*Pursuant to Section 7.2.N.3 of HUD Procurement Handbook 7460.8 REV 2.

**Total available points to be awarded, including cost points, minus preference points.

4.2.5 Potential "Competitive Range" or “Best and Finals” Negotiations. The Agency reserves the right to, as detailed within Section 7.2.N through Section 7.2.R of HUD Procurement Handbook 7460.8 REV 2, conduct a “Best and Finals” Negotiation, which may include oral interviews, with all firms deemed to be in the competitive range. Any firm deemed not to be in the competitive range shall be notified of such in writing by the Agency in as timely a manner as possible, but in any case within no longer than 10 days after the beginning of such negotiations with the firms deemed to be in the competitive range.

4.2.6 Determination of Top-ranked Proposer. Typically, the subjective points awarded by the evaluation committee will be combined with the objective points awarded by the CO to determine the final rankings, which is typically forwarded by the CO to the ED for approval. If the evaluation was performed to the satisfaction of the ED, the final rankings may be forwarded to the Housing Authority Board of Commissioners (BOC) at a scheduled meeting for approval. Contract negotiations may, at the Agency's option, be conducted prior to or after the BOC approval.

4.2.6.1 Minimum Evaluation Results.