1.0 - IFB B26005 (Lakeview Plaza Air Handler Replacement).pdf

INVITATION FOR BIDS (IFB)

No. B26005

Lakeview Plaza Air Handler Replacement

Invitation for Bids (IFB) No. B26005 Lakeview Plaza | Air Handler Units

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TABLE OF CONTENTS

INTRODUCTION

IFB INFORMATION AT A GLANCE

1.0 THE AGENCY’S RESERVATION OF RIGHTS

2.0 SCOPE OF WORK/TECHNICAL SPECIFICATIONS

2.2 CONTRACTOR RESPONSIBILITIES

3.0 SUBMISSION REQUIREMENTS

3.1 BID DOCUMENT DELIVERY

3.3 ELECTRONIC PRICING SUBMISSION

3.4 PRICING ITEMS

3.6 ENTRY OF PROPOSED FEES

3.7 ADDITIONAL PRICING DETAILS

3.8 BONDS

3.10 BIDDER’S RESPONSIBILITIES — CONTACT WITH THE AGENCY

3.11 BIDDER’S RESPONSIBILITIES — EQUAL EMPLOYMENT OPPORTUNITY AND SUPPLIER DIVERSITY

3.13 HUD

3.14 PRE-BID CONFERENCE

4.0 BID EVALUATION

4.1 PUBLIC BID OPENING

4.2 EQUAL BIDS

4.3 RESPONSIVE EVALUATION

4.4 RESPONSIBLE EVALUATION

4.5 AWARD APPROVAL

4.6 RESTRICTIONS

5.0 CONTRACT AWARD

5.1 CONTRACT AWARD PROCEDURE

5.2 CONTRACT CONDITIONS

5.3 CONTRACT PERIOD

5.4 LICENSING AND INSURANCE REQUIREMENTS

5.5 CONTRACT SERVICE STANDARDS

5.6 PROMPT RETURN OF CONTRACT DOCUMENTS

6.0 SOLICITATION DOCUMENTS

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Introduction

The Lorain Metropolitan Housing Authority dba Raise Up (hereinafter, “the Agency”) is a public entity that was formed in 1938 to provide federally subsidized housing and housing assistance to low-income families, within the County of Lorain, OH. The Agency is headed by a Chief Executive Officer (CEO) 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.

Currently, the Agency maintains and manages 1,394 public housing units, including 80 scattered sites, 200 Section 8 new construction units, 51 low-income housing tax credit units, and 11 market rate units, all located in Lorain, Elyria, Amherst, Oberlin, and Sheffield Township. The Agency currently has approximately 109 employees. The Agency is pursuing the transition of four sites to the Rental Assistance Demonstration (RAD) program.

In keeping with its mandate to provide efficient and effective services, the Agency is now soliciting bids from qualified, licensed, and insured entities to provide the above noted services to the Agency. All bids 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.

IFB Information at a Glance

Date Issued Friday, April 17, 2026

Agency Contact Person

Sarah Karpinski, Director of Procurement Telephone: 440-288-7499 / TDD/TTY: 800-750-0750 E-mail: procurement@rupartners.org

IFB Documents e-Procurement Housing Agency Marketplace:

“https://ha.internationaleprocurement.com/” Contract the e-Procurement Housing Agency Marketplace at (866)526- 9266 with any issues.

Pre-Bid Conference

An optional pre-bid site visit will be held Tuesday, April 28, 2026, at 10:00 AM EST, at Lakeview Plaza, 310 7th Street, Lorain, OH 44052. The walkthrough will cover the units included in this IFB. While attendance is not mandatory, the contractor assumes all risk for site conditions;

failure to inspect will not relieve the awarded vendor of their obligation to furnish all labor and materials required to complete the contract.

Question Submission Deadline Thursday, May 7, 2026, at 2:00 PM ET All questions must be entered in the marketplace

Pricing Submission Pricing must be entered online in the designated area within the e- Procurement Housing Agency Marketplace website:

https://ha.internationaleprocurement.com/”, see section 3.2

Printed Hard Copy Submission

Bids must reference the IFB number. One (1) printed hard-copy bid must be received in-hand in a sealed envelope and time-stamped by the Agency no later than the due date and time to 1600 Kansas Avenue, Lorain, OH 44052, see section 3.0.

Bid Due Date and Time Thursday, May 14, 2:00 PM ET https://ha.internationaleprocurement.com/ https://ha.internationaleprocurement.com/

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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 IFB. Reject any or all bids, to waive any informality in the IFB process, or to terminate the IFB 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 IFB.

1.3 Right to Terminate. Terminate a contract awarded pursuant to this IFB, at any time for its convenience upon 10-day written notice to the successful bidder(s).

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

1.5 Right to Retain Bids. Retain all bids submitted and to not permit withdrawal for a period of 60 days subsequent to the deadline for receiving bids without the written consent of the Agency

CEO.

1.6 Right to Reject any Bid. Reject and not consider any bid that does not meet the requirements of this IFB, including but not necessarily limited to incomplete bids and/or bids offering alternate or non-requested services.

1.7 No Obligation to Compensate. Have no obligation to compensate any bidder for any costs incurred in responding to this IFB.

1.8 Right to Prohibit. At any time during the IFB or contract process to prohibit any further participation by a bidder or reject any bid submitted that does not conform to any of the requirements detailed herein. By accessing the eProcurement Marketplace (hereinafter, a.k.a., “the Marketplace”) and by downloading this document, each prospective bidder is thereby agreeing to abide by all terms and conditions listed within this document and within the eProcurement 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 timeframe shall relieve the Agency, but not the prospective bidder, of any responsibility pertaining to such an issue.

1.9 Right to Reject – Obtaining Competitive Solicitation Documents. The eProcurement Marketplace is the only official and appropriate venue to obtain the competitive solicitation documents (and any other information pertaining to the competitive solicitation such as addenda). Accordingly, by submitting a response to this competitive solicitation the respondent thereby affirms that he/she obtained all information on the eProcurement Marketplace. Any other group such as 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 eProcurement 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 eProcurement Marketplace

2.0 Scope Of Work/Technical Specifications.

2.1 Raise Up is seeking bids from qualified, licensed, and insured Contractors to provide the work referenced above and outlined in Attachment M bid permit set and M-1 – bid specs.

2.2 Contractor Responsibilities (in alpha order).

2.2.1 Access for Emergency Vehicles. The Contractor shall ensure that any equipment and/or vehicles that he/she places on the work site shall not be placed in such a position to interfere with access by any emergency vehicles or traffic by the public at-large. The Agency reserves the right to approve or reject (and demand the movement) of the placement of any such equipment or vehicles at any time during the performance of the

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2.2.2 As-built Record Documents. Do not use Record Documents for construction purposes;

protect from loss in a secure location; provide access to Record Documents for the Agency's reference.

2.2.2.1 If issued, maintain a clean, undamaged set of blue or black line white-prints of Contract Drawings and Shop Drawings. Mark-up these drawings to show the actual installation. Mark whichever drawing is most capable of showing conditions accurately. Give particular attention to concealed elements that would be difficult to measure and record at a later date.

2.2.3 Build America, Buy America Act-Domestic Preferences for Procurements

2.2.3.1 As appropriate and to the extent consistent with law, Raise Up will, to the greatest extent practicable under a Federal award, provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products). These requirements will be included in all subawards including all contracts and purchase orders for work or products under this award. Contractor must acknowledge and represent that it is familiar with federal laws regarding domestic preferences, including but not limited to the Build America, Buy America Act – Public Law 117-58 (BABAA). To the extent required by BABAA or other federal laws, Contractor acknowledges and represents that it will fully comply with all requirements that Raise Up use American-made iron and steel, construction materials, and manufactured products in infrastructure products covered by BABAA. Contractor shall not approve for use in any project governed by BABAA, any iron, steel, manufactured products, or construction materials unless such materials have been produced in the United States and shall obtain all necessary compliance certificates for work that is within Contractor’s scope of work unless otherwise waived by HUD. “Produced in the United States” means, for iron and steel products, that all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States.

“Manufactured products” means articles, materials, or supplies that have been processed into a specific form and shape or combined with other articles, materials, or supplies to create a product with different properties than the individual articles, materials, or supplies. To be compliant with BABAA, the manufactured products must be manufactured in the United States; and, the cost of the components of the manufactured product that are mined, produced, or manufactured in the United States is greater than 55 percent of the total cost of all components of the manufactured product. “Construction materials” means articles, materials, or supplies that consist of only one of the following items: non-ferrous metals, plastic and polymer-based products (including polyvinylchloride, composite building materials, and polymers used in fiber optic cables), glass (including optic glass), fiber optic cable (including drop cable), optical fiber, lumber, engineered wood, and drywall. Contractor must acknowledge that it has reviewed and understands all General Waivers issued by HUD, and the regulations under which Raise Up may seek a project-specific waiver based upon public interest, non-availability, or unreasonable cost. To determine whether a project-specific waiver may be justified due to unreasonable cost or non-availability, Contractor shall submit a bid reflecting

Raise Up, Lorain, OH | B26005 Lakeview Air Handler Page 6 of 23 both (a) compliance with BABAA, and (b) sourcing all materials without regard to domestic preference. Where materials needed for the project are unavailable domestically in either sufficient quantity or quality, Contractor shall include a written verification attesting to such unavailability as part of its bid package.

Raise Up reserves the right to award a contract to Contractor subject to the grant of a project specific waiver by HUD, and all prices reflected in Contractor’s bid shall remain firm during any HUD review period. Contractor must also acknowledge and agree that it will certify in writing at the conclusion of the project that to Contractor’s knowledge and belief, all supplied iron, steel, manufactured products, or construction materials complies with BABAA unless otherwise waived by HUD. Further, Contractor shall maintain all such records for at least three (3) years following the substantial completion of any infrastructure project covered by BABAA. Contractor’s failure to comply shall constitute a material breach thereof and shall give rise to a claim for indemnification in the event HUD issues a penalty or other adverse finding against the Agency.

2.2.4 Communication. The Agency shall be the primary on-site point of contact for the Contractor pertaining to this work. The Contractor shall be free to converse and communicate with the Agency during or between visits; however, all requests for changes or decisions shall be submitted to the Agency and approved by the Executive Director after receipt and consideration of written request from the Agency. The Agency anticipates that it will typically make a decision in such matters within 3 workdays of receipt, though such response timeframe may be shorter or longer depending on the situation; accordingly, the Contractor shall be required to submit such written requests in as timely a manner as reasonably possible. When construction commences, all communication must be directed to the designated Agency contact person only.

2.2.5 Contract End Items. Upon completion of the project the Contractor must submit the following:

2.2.5.1 A separate payment request for the retainage;

2.2.5.2 A one-year warranty letter from the Contractor;

2.2.5.3 Consent of Surety to Final Payment;

2.2.5.4 Contractor’s Affidavit of Release of Liens;

2.2.5.5 Contractor’s Certificate and Release; and

2.2.5.6 As- built’s (Mark-ups delivered to Agency).

2.2.6 Contractor’s Progress Payments. As detailed within Chapter 11, Administering Construction Contracts, of Handbook 7460.8. REV 3.

2.2.6.1 The Agency is responsible for making progress payments. Typically, progress payments for acceptable work and materials delivered and stored on the site will be made at 30-day intervals.

2.2.6.2 Payment will be based on the percentage of work completed during a one-month period.

2.2.6.3 A 10% retainage will be held on each payment request. A separate payment request for the return of the retainage will be required at the completion of the work.

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2.2.6.4 Request for Payment Forms. The Contractor may submit a request for payment for this project on the following forms, or other approved forms as deemed appropriate by the Agency:

2.2.6.4.1 form HUD-51000 (1/2014), Schedule of Amounts for Contract Payments; (NOTE: The Agency also retains the right to require any bidder (but most likely the apparent low bidder) to submit this fully completed form to the Agency at any point after the bid submittal deadline—this typically will occur when the Agency wishes to do an analysis of the bidder’s proposed cost to ascertain as to whether or not the bidder’s proposed cost is realistic, fair, and/or reasonable.)

2.2.6.4.2 form HUD-51001 (1/2014), Periodic Estimate for Partial Payment

2.2.6.4.3 form HUD-51002 (1/2014), Schedule of Change Orders

2.2.6.4.4 form HUD 51003 (1/2014), Schedule of Materials Stored

2.2.6.4.5 form HUD-51004 (1/2014), Summary of Materials Stored

2.2.6.4.6 form HUD-5372(1/2014), Construction Progress Schedule

2.2.6.4.7 All relevant Subcontractors Weekly Certified Payrolls must accompany the payment request utilizing form WH-347

2.2.6.4.8 Retainage. The Request for Payment form must list and clearly identify the retainage in the amount of 10% as a deduction to the subtotal of charges on the Request for Payment.

2.2.6.5 Review and Approval. The Agency will review each such Contractor request for payment and will approve the payment only if the following listed conditions are met. If the Contractor requests payment items which have not been completed in a satisfactory manner (“satisfactory,” as determined at the sole discretion of the Agency), the Agency shall hold payment for the unsatisfactory items, and pay the balance of the request (i.e., the undisputed portion). The Agency shall ensure:

2.2.6.5.1 The request for payment is consistent with the Agency-approved schedule of amounts for contract payments; and,

2.2.6.5.2 As further detailed within the preceding Section 2.2.64 herein, the total of the request for payment does not include the amount to be retained by the Agency under the contract (retention or retainage);

and,

2.2.6.5.3 The work covered by the request for payment has been performed in accordance with the construction documents; and,

2.2.6.5.4 The Periodic Estimate for Partial Payment has been properly executed on all applicable supporting documentation submitted;

and,

2.2.6.5.5 The Contractor has submitted all required reports such as payroll reports.

2.2.6.5.6 Distribution of Documents. The Contractor shall submit 2 original copies and 1 additional copy of all documentation required. The Agency shall retain the 2 original Periodic Estimate for Partial

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Payment requests and all applicable supporting documentation for its file and return 1 copy of all such forms to the Contractor.

2.2.7 Debris. The Contractor shall clean work areas daily, at the end of the workday, of all work-generated debris which may endanger the safety of the others (the public; Agency residents; etc.).

2.2.7.1 All work areas must be kept sanitary and clean of any trash. Debris from work must be removed from living areas.

2.2.7.2 The Contractor must examine the work area and determine any unsuitable work condition.

2.2.7.3 Any required removal or replacement of this work caused by unsuitable conditions will be just cause for the Contractor to bear the expense. Notice of unsuitable conditions shall be brought to the Agency’s representative in written form.

2.2.7.4 The Contractor shall provide a construction dumpster as needed to dispose and removal all debris. The use of the Agency dumpsters is prohibited.

2.2.8 Delivery of Materials. The Contractor and each Subcontractor shall inspect the site and determine the availability of storage space and trucking facilities to bring material or equipment into the building, or any other factors affecting the work under this Contract.

2.2.8.1 Long lead items should be ordered as soon as possible, after contracts are signed, to expedite shop drawings and delivery of materials to site. Advance planning will be important to ensure timely delivery of materials.

2.2.9 Final Inspection and Punch List. The Agency shall provide one (1) final inspection site visit to develop the final Punch List when the following are completed:

2.2.9.1 All new construction and installations are 100% complete and operational.

2.2.9.2 A test and balance report has been completed and delivered to the Agency for review.

2.2.9.3 All final inspections and permits have been closed and delivered to the Agency and Agency.

2.2.9.4 When the Contractor has completed all the required work and feels substantial completion has been achieved, the Contractor must document and request a final inspection and punch list be performed by the Agency. This will document the one (1) final inspection and punch list by the Agency.

2.2.9.5 When the Contractor has completed all the punch list items, the Contractor shall document and request a final re-inspection by the Agency.

2.2.9.6 The Agency will provide a one (1) final site visit for re-inspection of the punch list items.

2.2.9.7 If the Agency feels the punch list items have not been completed satisfactorily, notice will be given to the Contractor.

2.2.9.8 All punch list items must be completed at the time of substantial and final acceptance.

2.2.9.9 If the final punch list items are not complete at the time of the final the retainage will be withheld until final acceptance by the Agency.

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2.2.10 Lay-out and Dimensions. The Contractor and each Subcontractor shall verify, and field check, all plan dimensions, elevations, and quantities on both the existing building and the new work under their respective responsibilities before proceeding with work.

Discrepancies must be brought to the attention of the Agency in writing for clarification or correction. Any Contractor failing to exercise such precautions shall be held responsible for the cost of correcting any resulting errors.

2.2.11 Maintenance Manuals (if applicable). Organize maintenance data into sets of manageable size. Bind in individual heavy-duty 2-inch, 3-ring vinyl-covered binders, with pocket folders for folded sheet information. Mark identification on front and spine of each binder.

Include the following information:

2.2.11.1 Maintain Emergency instructions

2.2.11.2 Spare parts list;

2.2.11.3 Copies of warranties;

2.2.11.4 Wiring diagrams;

2.2.11.5 Recommended "turn around" cycles;

2.2.11.6 Inspection procedures; and

2.2.11.7 Shop Drawings and Product Data.

2.2.12 Operating and Maintenance Instructions. Arrange for the installer of equipment that requires regular maintenance to meet with the Owner's personnel to provide instruction in proper operation and maintenance. Include a detailed review of the following:

2.2.12.1 Maintenance manuals;

2.2.12.2 Spare parts and materials;

2.2.12.3 Tools;

2.2.12.4 Lubricants;

2.2.12.5 Control sequences;

2.2.12.6 Hazards;

2.2.12.7 Warranties and bonds;

2.2.12.8 Maintenance agreements and similar continuing commitments;

2.2.12.9 Start up and shutdown;

2.2.12.10 Emergency operations;

2.2.12.11 Noise and vibration adjustments; and

2.2.12.12 Safety procedures.

2.2.13 “Or Equal” Specifications. Herein, or within the attached specifications, whenever the Agency has listed a specific brand name the words “or equal” shall automatically apply thereto. This term “or equal” means that the apparent successful bidder may propose to provide an alternate product as long as such proposed alternate product, in the opinion of the Agency, meets the minimum specifications. As detailed within Section 9.2 and 9.3 of HUD Procurement Handbook 7460.8 REV 3, brand names are listed herein for “establishing design and quality standards” for the product identified. If a bidder wishes to provide a different product than the product the Agency has identified, the Agency will be pleased to respond to any specific written request from a bidder with a listing of the

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“essential characteristics” for any such product (the bidder may also, if he/she wishes, wait to see if the firm is the apparent successful bidder then submit such written request after the bid submittal deadline when the Agency will evaluate such alternate products, if submitted).

2.2.14 Payroll Reports. The Contractor shall, during the term of the work, within 7 days of the end of any weekly payroll period, forward to the Agency a copy of the weekly payroll.

2.2.15 The Contractor is hereby made aware that the Agency will conduct periodic on-site wage surveys of the Contractor's staff working at the site. It is the responsibility of the Contractor to ensure that such work staff cooperate fully with the Agency interviewer.

Relating to such interviews, please also see form HUD-11 (03/2025), Attachment G-12, attached hereto.

2.2.16 Permits. The Contractor shall obtain any and all required permits pertaining to any assigned work at his/her expense.

2.2.17 Required Licensing. The Contractor(s) shall be in possession of any current appropriate licensing that may be required by the County of Lorain (and/or, if applicable, any city jurisdiction therein in which work will be performed) and/or the State of Ohio. The Contractor shall be duly licensed in accordance with the State of Ohio Revised Code, Title 47, of Chapter 4740 thereto, and will eventually be required to provide the Agency proof of such current licensing.

2.2.18 Retainage. Retainage for this work shall be in the amount of 10 percent, which shall be applied to each payment until final payment, at which time all retainages held will be paid by the Agency to the Contractor.

2.2.19 Safety. It shall be the responsibility of the Contractor to ensure, at all times during the performance of the work, to the maximum extent feasible, to protect the safety of Agency residents and staff, the Contractor's staff, and subcontractors, and the public. This shall include, but not be limited to, compliance with all OSHA-related Federal and local laws, codes, and regulations.

2.2.20 Security during Work. The Contractor shall take all means necessary to maintain the security of the area in which they are working. These security measures must be carried out on a twenty-four-hour basis, not just during the normal work hours.

2.2.21 Site Assessment. The Contractor and contracted subcontractors are strongly encouraged to examine the project site before submitting a bid.

2.2.21.1 A Pre-bid Conference and walk-through is scheduled as noted within the preceding Table No. 2 herein. Due to the complexity of the project attendance is strongly encouraged, although not mandatory.

2.2.21.2 Additional site visits after the Pre-bid Conference may be scheduled. The Contractor must contact the Agency Contact Person listed within the preceding Table No. 2 herein to schedule a site visit. Allow a minimum of three

(3) business days to schedule an appointment. Unscheduled visits are prohibited.

2.2.22 Temporary Facilities. It shall be the responsibility of the Contractor to provide any temporary facilities that may be required, including, but not limited to temporary toilets; water; fencing; barricades; lighting; planking; signage; guardrails; etc.

Accordingly, it shall be the responsibility of the Contractor to secure and maintain such items during the term of the work.

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2.2.23 Time of Completion. The Contractor shall commence work under the ensuing contract on a date to be specified within the Notice to Proceed (NTP) form issued by the Agency and shall fully complete all work thereunder within 180 calendar days of execution of the NTP. NOTE: Any bidder that may have any concerns pertaining to the noted time of completion may bring this up at the Pre-bid Conference. Normal working hours shall be Monday through Friday, 8:00 AM to 5:00 PM ET. All other working hours require pre-approval. Provide a minimum of five (5) working days for approval and planning.

2.2.24 Tools/Equipment/Materials. The Contractor shall ensure that at all times during the work tools, equipment, and material are handled, placed, and stored in a secure and safe manner so as to protect all parties, including, but not limited to, the Contractor's workers, Agency tenants and staff, and the public at large. The Contractor shall ensure that during non-working hours such items are not left unattended on the job site when such safety may be compromised. If applicable, as the building the Contractor will be working in is occupied by housing tenants, including a number of elderly/disabled or special needs persons, it will be especially important that traffic areas are clear for access and egress.

2.2.25 Weekends. Unless otherwise approved by the Agency in writing, the Contractor shall not perform work on Agency property during a holiday nor weekend days (Saturday or Sunday).

2.2.26 Work Standards. It is the responsibility of the Contractor to ensure that each worker provided by the Contractor shall be fully trained and qualified to provide any assigned work. Accordingly, all work provided shall be guaranteed by the Contractor to be performed in a workmanlike manner and in accordance with all applicable laws, codes, and/or regulations, including those issued by, but not limited to, the County of Lorain (and/or, if applicable, any city jurisdiction therein in which work will be performed), and/or the State of Ohio, or any applicable Federal Agency. Smoking is prohibited within the building and within the building property boundaries.

3.0 Submission Requirements

3.1 Bid Document Delivery (Step 1): All bidders must submit one (1) original, physical bid package in a sealed envelope. This package must be received and time-stamped by the Agency no later than the date and time specified in the IFB Information at a Glance. To facilitate processing, the Agency requests that submittals be secured by clips only; please do not use staples or spiral binding.

3.2 The sealed envelope must contain the following documents, in order:

3.2.1 Form of Bid: This Form is attached as Attachment A on the marketplace. This 2-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the initial bid submittal.

3.2.2 form HUD-5369-A (11/92), Representations, Certifications, and Statements of Bidders, Public and Indian Housing Programs: This Form is attached hereto as Attachment B to this IFB document. This 4-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the bid submittal.

3.2.3 Bid Bond: If required, the Bid Bond as detailed within the following Section 3.8 herein.

3.3 Electronic Pricing Submission: All pricing must be submitted online only via the Marketplace.

Bidders shall not include printed pricing or fee schedules within the sealed physical envelope.

Any physical bid containing pricing information may be deemed non-responsive.

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3.4 Pricing Items. Unless otherwise stated, proposed fees are firm and all-inclusive. Prices must account for all costs required to perform the services, including but not limited to:

3.4.1 Employee wages, benefits, and clerical support.

3.4.2 Overhead, profit, and administrative costs.

3.4.3 Licensing, insurance, and taxes.

3.4.4 Materials, supplies, tools, and equipment.

3.4.5 Travel, fuel, and vehicle expenses.

3.5 Contractor Pool. As described in this document, the Agency intends to award a contract based on the lowest bid. However, firms may also be placed in a qualified “Pool” based on both bid price and evaluations of responsiveness and responsibility. All proposed services must comply with the requirements set forth in this IFB and any issued addenda.

3.6 Entry of Proposed Fees.

3.6.1 Fees shall be submitted within the Marketplace only. Do not submit, enter, or refer to any fees or costs in the 2-tab hard copy submission detailed in Section 3.1, Step #1. Any bidder that does so may, at the Agency’s discretion, be rejected without further consideration.

3.6.2 Pricing Items. Unless otherwise stated, the proposed fees are inclusive of all related costs that the successful bidder 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 otherwise agreed to by the Agency; etc.

The eProcurement Marketplace will automatically perform all required calculations.

3.6.3 Addenda. All questions and requests for information regarding this IFB must be submitted in writing to the Contracting Officer (CO). To ensure a fair process and avoid giving any bidder an unfair advantage, the CO will not engage in substantive "ex parte" conversations about the solicitation. While bidders may still call the CO for basic navigation of the existing documents or procurement website, the CO will not provide new or clarifying information over the phone. Instead, all formal inquiries will be answered in writing via an addendum distributed to all prospective bidders, ensuring that every participant has access to the same information.

U/M Service Description

Flat Firm Fixed Fee to Replace Air Handling Unit, OA & Relief Dampers, connect all to existing BAS and Insulate exterior walls above ceiling used as a RA Plenum as detailed in the attached specifications, Attachment M. Your submitted fee must be "all-in," including all permit costs, disposal fees, and overhead.

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3.7 Additional Pricing Details.

3.7.1 Quantities. All quantities entered by the Agency and within the corresponding Pricing Items within 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 IFB, as the Agency anticipates that the ensuing contract may be a Requirements Contract, in which case the Agency shall retain one contractor only and shall retain the right to order from that contractor (successful bidder), on a task order basis, any amount of services the Agency requires.

3.7.2 IMPORTANT NOTICE!!! Except as provided for otherwise, bidders must submit, where provided in the eProcurement Marketplace, a realistic cost for each pricing item listed.

3.7.3 Review the Entry of Proposed Fees. After a bidder has entered where provided within the eProcurement Marketplace his/her proposed unit costs for the Pricing Items, the Marketplace will automatically multiply the proposed firm-fixed fee that the Agency has published. The Agency strongly recommends that each bidder, after entry of these proposed fees within the eProcurement Marketplace, print the receipt provided and review the entry to ensure that the bidder has entered the proposed fees correctly (the Marketplace will allow the bidder to immediately re-enter the Marketplace at any time prior to the posted deadline to correct any such entry). The bidder 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 determine the apparent low bidder.

3.7.4 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, bidders are strongly cautioned to submit a realistic price for the Pricing Items.

3.7.5 Review the Entry of Proposed Fees. After a bidder 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 bidder, after entry of these proposed fees within the eProcurement Marketplace, print the receipt provided and review the entry to ensure that the bidder has entered the proposed fees correctly (the Marketplace will allow the bidder to immediately re-enter the Marketplace at any time prior to the posted deadline to correct any such entry). The bidder 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, calculated who the apparent low bidder is.

3.7.6 No Escalation of Firm-fixed Fees. There shall be no escalation of the proposed firm-fixed fee amounts proposed and awarded at any time during the ensuing contract periods (except for, as designated by HUD, appropriate Agency-approved change orders awarded for “unforeseen conditions” within the general scope of work).

3.7.7 Prior Agency Approval Required. Please note that the successful bidder shall NOT conduct any additional work without the prior written authorization of the Agency representative. Failure to abide by this directive shall release the Agency of any obligation to pay the successful bidder for any work conducted without the noted prior written authorization.

3.7.8 No Deposit/No Retainer. The Agency will NOT pay any deposit or retainer fees at any time as a result of award of the ensuing contract (though the Agency may consider, under certain circumstances, a reasonable and justified payment for mobilization).

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3.7.9 Davis Bacon Federal Wage Rates. As detailed within pertinent HUD and Federal regulation, the Contractor is required to pay Davis-Bacon wage rates (for all “construction contracts in excess of $2,000”). The applicable Wage Rates pertaining to the work detailed herein is attached hereto and detailed within Attachment G-15. This work will be subject to all the requirements pertaining to Davis-Bacon work, including the applicable Federal forms and procedures (i.e., on-site interviews; certified payrolls;

etc.).

3.8 Bonds. As this solicitation pertains to public works or construction, the bonds that are required include (each required for construction bids and/or contracts in excess of $50,000):

3.8.1 Bid Bond. The bid bond or guarantee shall be included in the bid package submitted by each bidder for any proposed fee that is greater than $50,000. This bond ensures that if awarded the contract, the bidder will accept and perform the work under the contract.

It also ensures that the bidder will not attempt to withdraw or otherwise not fulfill the contract. Finally, the bid bond ensures that the bidder will execute the contractual documents that are required within the time specified in the solicitation or forfeit all or part of the guarantee. A certified check, bank draft, U.S. Government Bonds at par value, bid bond secured by an acceptable surety company, or other negotiable instrument may be accepted as a bid guarantee. If the successful bidder refuses to sign the contract after award, the bid bond is forfeited, and the award will then go to the next lowest responsive and responsible bidder. If a bid bond or guarantee is not submitted with the bid, the Agency will reject the bid as non-responsive. The Agency anticipates that it will not return any bid bonds until the contract has been awarded and the required performance and payments bonds have been furnished; until all bids have been rejected; or the time specified for acceptance of bids has expired. In fairness to the other bidders, the Agency may also choose to return the bid bonds if the Agency has a firm and reasonable assurance that the responsive and responsible bidder who submitted the lowest cost will execute the contract.

3.8.2 Performance Bond. The performance bond is meant to ensure that the contract is successfully completed. The performance bond guarantees that if the Contractor is unable to complete the contract, the surety company will step in to finish the work. In the case of a letter of credit or cash escrow, the Agency may use these funds to complete the contract work.

3.8.3 Payment Bond. The payment bond is a method of ensuring that the Contractor pays the subcontractors and suppliers. By requiring payment bonds, the Agency avoids becoming entangled in disputes concerning payment of subcontractors and suppliers by the general contractor. The surety underwriting the payment bond ensures the contractors and suppliers will be paid. Often, performance and payment bonds are combined into a single document. Failure to pay subcontractors for work performed in commercial contracts may often lead to the subcontractor filing a mechanic’s lien against the property owners to obtain payment for services rendered. The Agency contract requires that the payment bond to prevent this problem and ensure that no liens will be filed against any Agency building or lot of ground. As a reminder, Clause 24 of form HUD- 5370, General Conditions of the Contract for Construction Contracts – Public Housing Programs (Attachment G-1 attached hereto) clearly forbid the placement of any liens and is binding on any contractor, subcontractor, and material supplier.

3.8.4 Bonding Companies. An acceptable surety (bonding) company is one that is authorized to do business in the State of Ohio and is acceptable to HUD and the Agency. The surety must be listed on the most recently published U.S. Treasury Circular 570 (often referred

Raise Up, Lorain, OH | B26005 Lakeview Air Handler Page 15 of 23 to as the T-List). Individual sureties are not permitted. Circular 570 is available from the U.S. Department of the Treasury, Financial Management Service, Surety Bond Branch, Room #262C, 401 14th Street, S.W., Washington, D.C. 20227. The T-List may also be accessed on the Internet at:

http://www.fms.treas.gov/c570/index.html.

3.8.5 Bonding Requirements. In order to encourage participation by a broad range of competitors, including small and minority firms, HUD has provided for alternate bid and contract guaranties. These apply to all construction projects greater than $50,000 (though, at the Agencies discretion, may apply to smaller projects), whether development or modernization, funded pursuant to the U.S. Housing Act of 1937, as amended. As a result, the contractors for all construction projects shall be required to submit the following bid and contract guarantees. Please note that only the bid bond is required at time of bid; however, one of the purposes of the bid bond is to provide the Agency with assurance that the successful bidder will indeed obtain the necessary performance and payment bonds. Required bonds include a bid guarantee from each bidder, equivalent to 10% (O.R.C. 153.54) of the bid price and, from the successful bidder, one of the following:

3.8.5.1 A performance and payment bond for 100% of the contract price; or

3.8.5.2 Separate payment and performance bonds each for 50% or more of the contract price; or,

3.8.5.3 A 20% cash escrow; or,

3.8.5.4 A 25% irrevocable letter of credit.

3.8.6 Inadequate Surety. If the low bidder fails to provide an acceptable assurance of completion (payment and performance bonds) after award of the contract, the Agency may consider the bid guarantee forfeited and notify the surety company. The contract is then terminated for default. The amount to be recovered from the bid bond or guarantee will typically equal at least the difference between the defaulted bid and the next higher acceptable bid or the amount by which the bid accepted by re-soliciting exceeds the defaulted contract.

3.8.7 Prior Agency Approval Required. Please note that the successful bidder 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 bidder for any work conducted without the noted prior written authorization.

3.9 Bid Submission. All hard copy bids 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 of the bid submittal, shall be placed unfolded in a sealed package or envelope and addressed and delivered to: Raise Up, 1600 Kansas Avenue, Lorain, OH 44052, Attention Sarah Karpinski, Director of Procurement

3.9.1 Labeling Bid Package. The package exterior must clearly denote the above noted IFB number and must have the bidder’s name and return address listed within the upper left-hand area of the front of the package.

3.9.2 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 http://www.fms.treas.gov/c570/index.html

Raise Up, Lorain, OH | B26005 Lakeview Air Handler Page 16 of 23 such additional marks, notations or requirements are entered on any of the documents that are submitted to the Agency by the bidder, such may invalidate that bid. If, after accepting such a bid, the Agency decides that any such entry has not changed the intent of the bid that the Agency intended to receive, the Agency may accept the bid and the bid 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 bidder that does so is thereby agreeing to confirm all notices that the Agency delivers to him/her as instructed, and by submitting a bid, the bidder is thereby agreeing to abide by all terms and conditions published herein and by addendum pertaining to this IFB.

3.9.3 Submission Responsibilities. It shall be the responsibility of each bidder 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 IFB document, the documents listed within the following Section 6.0 herein, and any addenda and required attachments submitted by the bidder. By virtue of completing, signing, and submitting the completed documents, the bidder is stating his/her agreement to comply with all conditions and requirements set forth within those documents. Written notice from the bidder not authorized in writing by the CO to exclude any of the Agency requirements contained within the documents may cause that bidder to not be considered for award.

3.10 Bidder’s Responsibilities — Contact with the Agency. It is the responsibility of the bidder to address all communication and correspondence pertaining to this IFB process to the named 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 IFB. Failure to abide by this requirement may be cause for the Agency to not consider a bid submittal received from any bidder who may not have abided by this directive.

3.11 Bidder’s Responsibilities — Equal Employment Opportunity and Supplier Diversity. Equal Employment Opportunity. Contractor agrees to comply with all applicable federal laws prohibiting discrimination in employment. Specifically, Contractor shall not discriminate against any employee or applicant for employment based on race, color, religion, sex, or national origin, in accordance with Title VII of the Civil Rights Act of 1964, as amended. This commitment extends to all employment practices, including but not limited to hiring, promotion, demotion, transfer, recruitment, layoff, termination, rates of pay, and other forms of compensation. Further, Contractor acknowledges and agrees to comply with all current and effective executive orders, including but not limited to Executive Order 14173, and affirms that it does not implement or maintain any program or policy that violates such orders.

3.12 The following information (Step #2) will be requested from the apparent low bidder(s) within five (5) days of the bid opening.

3.12.1 Licensing. The bidder shall submit all local, state, and federal licensing that pertains this to project.

3.12.2 Proposed Services. The bidder shall further explain the bidder’s services and showing how the bidder intends to fulfill the requirements of the Scope of Work.

3.12.3 The firm’s resources (i.e., personnel; equipment) to provide the services.

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

3.12.5 The proposed quality assurance program.

3.12.6 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.).

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

3.12.8 Profile of Firm Form. The Profile of Firm Form is attached hereto as Attachment E to this IFB document. This 2-page Form must be fully completed, executed, and submitted under this tab as a part of the bid submittal.

3.12.9 Managerial Capacity/Financial Viability. The bidder 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 in Attachment E, Profile of Firm Form. Such information shall include the bid’s qualifications to provide the services, including a description of the background and current organization of the firm.

3.12.10 Client Information. The bidder shall submit a listing of former or current clients, including multi-family housing (i.e., apartment complexes of a similar nature), for whom the bidder has performed similar or like services to those being proposed herein. The listing shall, at a minimum, include:

3.12.10.1 The client’s name;

3.12.10.2 The client’s contact name;

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

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

3.12.11 Equal Employment Opportunity/Supplier Diversity. The bidder 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 3.7 herein pertaining to supplier diversity (i.e., small, minority-, and women-owned businesses).

3.12.12 Subcontractor/Joint Venture Information (optional) The bidder shall identify hereunder whether or not he/she intends to use any subcontractors for this job, if awarded, and/or if the bid is a joint venture with another firm. Such information pertaining to subcontractors shall include for each such firm the: firm name; name of contact person;

telephone and email address; and the State of Ohio contractor license number.

3.12.13 Other Information (Optional Item)

3.12.14 The bidder may include hereunder any other general information that the bidder believes is appropriate to assist the Agency in its evaluation.

3.12.15…