1.0 - McKinley Park Apartments Building Clean-out.pdf

INVITATION FOR BIDS (IFB)

No. B26012

McKinley Park Apartments Building Clean-out

INVITATION FOR BIDS (IFB) No. B26012, McKinley Park Apartments Building Clean-out

STARK METROPOLITAN HOUSING AUTHORITY, OH

Table of Contents

[Table No. 1]

Section Description Page

Introduction 3 IFB Information at a Glance 4

1.0 The Agency’s Reservation of Rights 4

2.0 Scope of Work/Technical Specifications 5

2.1 General Specifications (in alpha order) 5

2.5 Contractor's Responsibilities (in alpha order) 9

2.7 Previous/Current Contractor(s) 12

3.0 Bid Format 12

3.1 Tabbed Bid Submittal 12

3.2 Entry of the Proposed Fees 15

3.3 Additional Information Pertaining to the Pricing Items 16

3.4 Bid Submission 21

3.5 Bidder's Responsibilities — Contact with the Agency 22

3.6 Bidder's Responsibilities — Equal Employment Opportunity and

Supplier Diversity

3.7 Pre-bid Conference 25

3.8 Recap of Attachments 25

4.0 Bid Evaluation 27

4.1 Public Opening 27

4.2 Responsive Evaluation 27

4.3 Responsible Evaluation 27

4.4 Restrictions 27

5.0 Contract Award 28

5.1 Contract Award Procedure 28

5.2 Contract Conditions 28

5.3 Contract Period 29

5.4 Licensing and Insurance Requirements 29

5.5 Contract Services Standards 30

5.6 Prompt Return of Contract Documents 30

Index of Tables 30

INTRODUCTION

he Stark Metropolitan Housing Authority (hereinafter, “the Agency”) is a public entity that was formed to provide federally subsidized housing and housing assistance to low-income families, within Stark County, 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.

urrently, the Agency owns and/or manages: (a) multi-family apartment complexes totaling 100 units;

(b) Low-income Public Housing totaling 2,301 units; and (c) the Agency administers 1,700 Section 8 Housing Choice Vouchers. The Agency currently has approximately 131 full-time regular employees.

n 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.

T

C

I

IFB INFORMATION AT A GLANCE

[Table No. 2]

AGENCY CONTACT PERSON

(NOTE: Unless otherwise specified, any reference herein to “Contracting Officer shall, pertaining to this IFB, be a reference to Ms. Lightner)

Denise Lightner, Procurement & Contracting Specialist Telephone: (234) 234-4276 E-Mail: dlightner@starkmha.org

TTY: (800)750-0750

HOW TO OBTAIN THE IFB DOCUMENTS ON

THE EPROCUREMENT MARKETPLACE

1. Access ha.internationaleprocurement.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 Marketplace, please call customer support at (866)526-9266.

PRE-BID CONFERENCE Wednesday, November 18, 2026, 9:00 AM ET 400 Tuscarawas Street East, Canton, OH 44702. Site tour immediately following Pre-bid meeting.

DEADLINE TO SUBMIT QUESTIONS Monday, November 23, 2026, 3:00 PM ET

HOW TO FULLY RESPOND TO THIS IFB BY

SUBMITTING A BID SUBMITTAL

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

2. As instructed within Section 3.0 of the IFB document, submit 1 copy of your sealed “hard copy” bid submittal to the Agency Administrative Office.

BID SUBMITAL RETURN & DEADLINE Wednesday, December 3, 2026, 3:00 PM ET (Prior to the deadline, the proposed costs and the required completed documents must be submitted where provided for within the eProcurement Marketplace).

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 a 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 Contracting Officer (CO).

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 also “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 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 bidder, of any responsibility pertaining to such an issue.

1.10 Right to Reject – Obtaining Competitive Solicitation Documents. The eProcurement

Marketplace is the only official and appropriate venue to obtain the IFB documents (and any other information pertaining to this IFB such as addenda). Accordingly, by submitting a response to this IFB 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 may, and most likely 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 bids from qualified and licensed entities to provide the Agency with the required clean-out services at McKinley Park Apartments as detailed in Attachment H – General Scope of Work.

2.1 General Specifications (in alpha order). Pertaining to the required work, the specifications, and the listed requirements herein.

2.1.1 Access to the Site (pertaining to Agency staff and residents and the public). The awarded contractor(s) shall have full use of the project site during the agreed upon period of work. The adjacent apartment units will be fully occupied by tenants throughout the period of work.

2.1.1.1 Unless otherwise approved by the Agency in writing, the awarded contractor(s) shall maintain access to existing walkways, corridors, and other adjacent occupied or used facilities. The awarded contractor(s) shall not close or obstruct walkways, corridors, or other occupied or used facilities without written permission from the Agency and approval of authorities having jurisdiction. The awarded contractor(s) shall notify the Agency not less than 72 hours in advance of activities that will affect the Agency's operations.

2.1.2 Appropriate Dress/Clothing: The staff and representatives of the awarded contractor(s) shall be properly dressed at all times, including any uniforms provided by the contractor. This includes the wearing of shirts and pants worn properly (pulled up to the waist).

2.1.3 Contact with the Agency by the Bidders/Contractors. All contact with the Agency during the bidding or contract periods MUST be directed to the Agency designated contact only (NOTE: Please see the preceding Table No. 2 herein).

2.1.4 Contractor Employee Screening. It is the responsibility of the awarded contractor(s) to ensure that the firm has fully protected the Agency’s interests by implementing drug and background screening of the contractor’s personnel working on the project site. This includes, as may be required by current HUD requirements, any person that is a current registered sex offender.

2.1.5 Contractor’s Responsibility pertaining to any ensuing damage

(intentional or unintentional) that may occur. The awarded contractor(s) will be responsible to fully repair (and, at the contractor’s sole expense, return to original condition) any site condition damaged or negatively affected by the contractor.

2.1.6 Controlled Substances. Use of or being under the influence of controlled substances (including legal or illegal substances and alcohol or spirits) while on the Agency site is not permitted.

2.1.7 Coordination of the work with the Agency. The Agency will occupy the site and the existing and adjacent building(s) during the entire period.

The contractor(s) shall fully cooperate with the Agency during the period of work to minimize conflicts and facilitate usage by the Agency and shall perform the work so as not to interfere with the Agency's day-to-day operations. The awarded contractor(s) shall maintain existing exits unless otherwise indicated herein.

2.1.8 Document Inconsistencies. In the event of inconsistencies, discrepancies, omissions, ambiguities, or conflicts within or between parts of the IFB or ensuing contract documents or between those documents and any applicable standards, codes, rules, regulations, laws, and ordinances, the contractor will be bound by the more restrictive requirement and or will be bound to provide the more expensive or better quality of work, materials, or equipment. Such in “more restrictive requirement” will be at the sole decision and discretion of the Agency.

2.1.9 Examination of the Site. Bidders are encouraged to visit the project site, compare the drawings and specifications with existing conditions, inform themselves of all conditions and advise the Agency, prior to the Deadline to Submit Questions, or any inconsistencies between the bid documents and the actual conditions at the site. Failure on the part of the bidder to visit the site (i.e., it was the bidder’s decision to not visit) and examine the existing conditions in relation to the work to be performed will in no way relieve the eventual awarded contractor(s) from the necessity to furnish any materials or performing any work that may be required to complete work in accordance with drawings and specifications without any additional cost to the Owner. The Contractor will be responsible for all work, supplies, and materials necessary to provide the result required by the bid and ensuing contract documents.

2.1.10 Interaction with Agency Residents by the Contractor staff. There will be absolutely no interaction between the awarded contractor’s workers and the Agency residents. Violators will be permanently removed from the site.

2.1.11 Noise, Vibration, and Odors. The awarded contractor(s) shall coordinate operations with the Agency that may result in high levels of noise, vibration, and odors, or other disruption to the Agency and its residents.

The awarded contractor(s) shall notify the Agency in writing not less than 3 days in advance of such proposed disruptive operations.

2.1.12 Final Punchlist (if applicable).

2.1.12.1 Intentionally Left Blank.

2.1.12.2 Final Punchlist. Once the contractor states that work has been completed at a site, the contractor and the Agency representative will meet timely at the site to inspect and review the worksite to ensure that the work has been completed pursuant to the specifications issued and the Agency’s reasonable satisfaction. Any item deemed by the Agency to not be completed in a satisfactory manner will be placed on a detailed by the Agency on a Punchlist of items to be completed before final payment will be made.

2.1.13 Security of the Site. It is the responsibility of the awarded contractor to secure the work site, both during the specific work and after work-hours, to protect the work site and the public (included Agency residents). This means that, as necessary, the contractor may/shall utilize such preventative measures as barricades, warning signs, lights, human security, etc.

2.1.14 Smoking on the Site. There will be no smoking allowed inside the existing buildings or on the grounds. The Agency properties and grounds are non-smoking areas. This prohibition includes e-cigarettes.

2.1.15 Specification Content (if applicable). The listed Specifications herein and for each assigned task order use certain conventions for the style of language and the intended meaning of certain terms, words, and phrases when used in particular situations. These conventions are as follows:

2.1.15.1 Imperative mood and streamlined language are generally used in the Specifications. The words "shall," "shall be," or "shall comply with," depending on the context, are typically implied where a colon (“:”) is used within a sentence or phrase.

2.1.15.2 Specification requirements are to be performed by the

Contractor unless such is specifically stated otherwise.

2.1.16 Temporary Facilities (if applicable). If necessary, the awarded contractor(s) must provide temporary toilets, wash facilities, and drinking water for use by contractor’s personnel (the Agency will not provide such). The awarded contractor(s) must comply with all requirements of authorities having jurisdiction for type, number, location, operation, and maintenance of fixtures and facilities. Such facilities:

2.1.16.1 may only be located where they will adequately serve the provision of the work and, if applicable, will be moved as/if the area of the work moves;

2.1.16.2 must be located to limit site disturbance as specified within the preceding Section 2.2.2.13 herein;

2.1.16.3 are the responsibility of the contractor to secure after-hours and any issue that may occur during such period of time that the “temporary facility” is placed on the Agency site will be the full responsibility of the Contractor;

2.1.16.4 shall be monitored by the awarded contractor to enforce strict discipline in use of such facilities, to minimize waste and abuse, limit available of the facilities to essential and intended uses; and

2.1.16.5 shall be removed timely when the need for its service has ended.

2.1.17 Utility Interruptions. The awarded contractor shall not interrupt utilities serving facilities occupied by Agency or others unless permitted under the following conditions and then only after providing temporary utility services according to requirements indicated. The awarded contractor(s) shall notify the Agency in writing not less than 3 days in advance of proposed utility interruptions.

2.1.17.1 Location of Utilities. The locations of underground utilities serving the site are shown in an approximate manner only and have not been independently verified by the Agency. The contractor shall determine the exact location of all utilities before commencing work and agrees to be fully responsible for any and all damages which might be occasioned by the contractor's failure to exactly locate and preserve any and all underground utilities.

2.1.18 Workdays/Hours. Unless otherwise approved by the Agency in writing, the awarded contractor(s) shall Limit work at the existing sites to normal business working hours of 8:30 AM to 5:00 PM, Monday through Friday.

2.2 General Scope of Work. See Attachment H, General Scope of Work.

2.3 Intentionally Left Blank.

2.4 Intentionally Left Blank.

2.5 Contractor's Responsibilities (in alpha order). Especially when directed to do so by the Agency:

2.5.1 Intentionally Left Blank.

2.5.2 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.).

2.5.2.1 Intentionally left blank.

2.5.2.2 The Contractor must examine the work area and determine any unsuitable work conditions then report such to the Agency in a timely manner. 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.

2.5.2.3 Unless otherwise approved by the Agency in writing, the use of the Agency dumpsters to dispose of debris is prohibited.

2.5.3 Delivery of Materials. As may be applicable, the Contractor and each

Subcontractor shall inspect the site and determine the availability of storage space and trucking facilities to bring material or equipment to the work site, or any other factors affecting the work under this Contract.

2.5.4 Intentionally Left Blank

2.5.5 Interference at Agency sites. The Contractor shall ensure that he/she, to the greatest extent feasible, minimizes interference with on-site drives, parking areas and walks, adjoining streets, walks, and other adjacent occupied or used facilities during operations or “after hours.” Please note that the Contractor shall not close or obstruct streets, walks, or other adjacent occupied or used facilities without the written permission of the Agency. Further, if such permission is given, the Contractor shall ensure that an alternate route around closed or obstructed traffic ways is provided.

2.5.6 Labor Rates All-inclusive. Unless otherwise provided for herein, the rates bid shall be all-inclusive all other items, services and costs that the Contractor needs to complete the work, including but not limited to:

tools; equipment; insurance; licensing; employee costs, including benefits; etc. Unless otherwise stated, all hourly rate bids shall include product and labor.

2.5.7 Intentionally left blank.

2.5.8 Protection of Agency site and Installations. The Contractor shall be responsible to protect existing equipment and structures (including Agency-owned, tenant-owned, and such owned items by the public at large) from damage; and to repair in a timely manner any damage to any Agency property or any other property damaged (i.e., Agency residents;

adjacent property; etc.) by the Contractor, his/her agents, whether such acts were intentional or not.

2.5.9 Permits. The Contractor shall be required to obtain and pay for any local permits and fees required by government for this work, though the Agency will reimburse the Contractor for such costs if pre-approved by the Agency (“pre-approve,” meaning the Contractor obtains the written permission of the Agency, prior to beginning work, to pay for such costs).

2.5.10 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.

2.5.11 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 normal work hours.

2.5.12 Supervision. At all times during any assigned work, the Contractor shall have on-site an experienced full-time supervisor while the assigned work is in progress.

2.5.13 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).

2.5.14 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 City of Canton (or any other pertinent jurisdiction) and/or the State of Ohio, or any applicable Federal Agency.

2.6 Method of and Procedure to Award (Task Order). The Agency will retain the right to contract with any of the bidders as a result of this IFB, which contracting shall occur in the following manner (this is sometimes called “forming a Pool” of contractors that the Agency may draw from):

2.6.1 As detailed within the following Section 3.3 herein (most specifically, Section 3.3.1), if a pool of contractors is formed, each bidder will be ranked by the total calculated bid sum submitted in response to this IFB.

Please also see IFB Attachment H, attached hereto.

2.6.2 When the Agency has need of work in each service area, the Agency staff assigned will contact the 1st-ranked Contractor to ascertain as to whether or not that Contractor is available to do the work within the reasonable time-frame the Agency has established for that work (typically, “reasonable” shall be meet at the site within 1 workday and begin work within 1 workday thereafter). If the 1st-ranked Contractor is not available, the Agency will proceed to the next-ranked Contractor, and so forth, until the Agency has located an available Contractor. The Agency will use the form attached as IFB Attachment H, attached hereto, to record this information.

2.6.2.1 “Typical” Definition Pertaining to Emergencies. There may be instances when it is not reasonable to wait for the needed services to be completed, when service is required from a Contractor immediately, meaning a Contractor is needed to drive to the site quickly. In such cases the Agency reserves the right to (and probably will) suspend the one-day required response time defined within the immediate-preceding Section

2.6.2 and will seek a Contractor who within the previously described pool rotation who is immediately available.

2.6.3 Procedure to Award (Task Order). Once an available Contractor has been chosen (as detailed within the preceding Section 2.7 herein), the Contractor and the Agency representative will meet at the applicable unit or site, conduct the inspection, and mutually determine the extent of the required work and arrive at an agreed-upon cost, which shall be calculated based upon the unit costs listed within the appropriate appendix of the contract).

2.6.4 Unit Costs All-inclusive. Please remember that, unless otherwise provided for herein, the unit fees bid shall be all-inclusive all other items, services and costs that the Contractor needs to complete the work, including but not limited to: tools; equipment; insurance; licensing; employee costs, including benefits; etc.

2.7 Previous/Current Contractor(s). There was no previous contractor for these services.

3.0 BID FORMAT.

3.1 Two-step Bidding Process. All bidders will initially submit the documentation/ information detailed within the following listed Step #1 of Table No. 3. Then, the Agency anticipates that it will notify the apparent low bidder to submit, within 5 days after being notified to do so, the information detailed within the following detailed Step #2 within the same Table.

3.1.1 Tabbed Bid Submittal. As may be further described herein, the Agency intends to retain a Contractor pursuant to a “Low Bid” basis, also taking into consideration responsiveness and responsibility. Therefore, so that the Agency can properly evaluate the offers received, all bids submitted in response to this IFB 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 bid 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. 3]

(1)

IFB

Section

(2) Tab No.

(3)

Description

3.1.1.1 Step #1: Initial documentation/information to be

submitted unfolded within a sealed envelope by each bidder prior to the posted bid submittal deadline.

3.1.1.1.1 1 Form of Bid. This Form is attached hereto as Attachment A to this IFB document. 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.

3.1.1.1.2 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 IFB document. 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.

3.1.1.2 Step #2: Documentation/information to be submitted, within 5 days, only by the apparent low bidder when directed to do so by the Agency.

3.1.1.2.1 1 Licensing. Submit under this Tab the license(s) detailed within the following Section 5.4.4 herein.

3.1.1.2.2 2 Proposed Services. As more fully detailed within Section 2.0, Scope of Bid/Technical Specifications, of this document, the bidder shall, at a minimum, clearly detail within the information submitted under this tab documentation showing:

3.1.1.2.2.1 A brief description of the proposed safety and

quality assurance program.

A description of training that is given to the contractor’s staff pertaining to working around power lines.

3.1.1.2.2.2 A detailed description of the Capacity and Resources the contractor possesses to complete the work.

NOTE: The Agency is very concerned that the contractor can show suitable proof that the contractor can complete any assigned work in a timely manner.

3.1.1.2.3 3 Profile of Firm Form. The Profile of Firm Form is attached hereto as Attachment C 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.

3.1.1.2.4 4 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 within areas (5) and (6) of Attachment C, 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.

3.1.1.2.5 5 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:

3.1.1.2.5.1 The client’s name;

3.1.1.2.5.2 The client’s contact name;

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

3.1.1.2.5.4 A brief narrative description and scope of the

service(s) and the dates the services were/are provided.

3.1.1.2.6 6 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).

3.1.1.2.7 7 Subcontractor/Joint Venture Information (Optional Item). 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.

3.1.1.2.8 8 Other Information (Optional Item). The bidder may include hereunder any other general information that the bidder believes is appropriate to assist the Agency in its evaluation.

3.1.1.2.9 Insurance Certificates. The apparent successful bidder will also direct its insurance broker or carrier to deliver directly to the Agency (by email is preferred) the insurance certificates detailed within the following Sections 5.4.1 through 5.4.3 herein. NOTE: The apparent successful bidder will NOT deliver these certificates—the insurance broker or carrier will do so.

3.1.1.2.10 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.

3.2 Entry of Proposed Fees.

3.2.1 The proposed fees shall be submitted by the bidder and received by the Agency, where provided for within the eProcurement Marketplace only. Do not submit, enter, or refer to any fees or costs within the initial 2-tab “hard copy” bid submittal detailed within Section 3.0— any bidder that does so may, at the Agency’s discretion, be rejected without further consideration. Further, there is not a charge by the Marketplace to the bidders for entering any of these costs on-line.

3.2.2 Pricing Items. Unless otherwise stated herein, the proposed fees are all-inclusive of all related costs that the successful bidder will incur to provide the eProcurement Marketplace, including, but not limited to:

employee wages and benefits; clerical support; overhead; profit;

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

[Table No. 4]

(1)

IFB

Section

(2) Item No.

(3)

Qty

(4)

U/M

(5)

Service Description

3.2.2.1 1 1 Each Cost to clean-out McKinley Park Apartments.

Costs shall include all labor, equipment, transportation and disposal services necessary t complete the interior clean-out of McKinley Park Apartments in preparation for the future demolition of the existing building. The work shall include the removal and lawful disposal of loose furniture, trash, debris and abandoned contents remaining within the building and associated areas designated by SMHA.

3.3 Additional Information Pertaining to each Pricing Item.

3.3.1 Quantities. All quantities entered by the Agency herein and within the corresponding Pricing Items on the 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. Please note the immediate-following exception to the aforementioned “Requirements Contract” language.

3.3.1.1 Exception to 3.3.1. Though the Agency anticipates that it might make award to one firm only, the Agency retains the right to, at any time during the ensuing contract period(s), complete award to more than one contractor if the Agency determines that such is in its best interests. If such occurs, the ensuing contract(s) awards shall become an Indefinite Quantities Contract (IQC), and the following clause shall apply:

3.3.1.1.1 Guaranteed Contract Minimum Amount and

Not-to-exceed Maximum Amount. As may be further detailed herein, most specifically within the preceding Section 3.3.1.1, if the ensuing contract becomes an Indefinite Quantities Contract (IQC), which, pursuant to HUD regulation, requires the Agency to award to each responsive and responsible contractor a Guaranteed Contract Minimum Amount (GCMA) and a Not-to-exceed Maximum Contract Amount (NMCA) of work, those required minimum and maximum contract levels are: (a) GCMA:

$2,000; (b) NMCA: $200,000 (each shall be annual amounts).

3.3.1.1.2 Exceptions Pertaining to the GCMA.

3.3.1.1.2.1 The noted GCMA (but not the

entire Contract, only the restrictions pertaining to the set GCMA) will be null and void for any firm that chooses to reject a total of 3 requests from the

Agency to be available for work during the contract period.

3.3.1.1.2.2 (PLEASE NOTE: This clause does not pertain to any firm that, as detailed within the preceding Section 3.3.1.1.2.1, has had the GCMA declared null and void during the current contract period). If, during the final 3 months of the contract period, the Agency has not made a task order award to any Contractor(s) in the pool that would ensure that award(s) to the Contractor reaches the $2,000 GCMA, the Agency shall retain the right to suspend the process detailed within Section 2.5 herein and complete an award directly to any such Contractor, thereby reaching the GCMA (once the GCMA has been met, this exception is no longer available during that contract period and the procedure set within Section 2.5 is again in affect).

3.3.2 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, to determine the apparent low bidder.

3.3.2.1 Realistic Cost Proposed for each Pricing Item. Each bidder 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 bidder enters $1.00 for an hourly Pricing Item (bidders typically do so in an effort to improve their position in regard to the rank of bidders), then the $1.00 is what the successful bidder will charge the Agency for any work that the Agency may retain the successful bidder to provide related to that Pricing Item 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 bidder to propose a realistic cost for each and every Pricing Item. If, despite this warning, the successful bidder proposes a fee that the Agency deems is not realistic, then the Agency reserves the right to require the successful bidder to, at contract execution, present a cash bond in a suitable amount (i.e., $3,000.00), which the Agency will hold during the term of the ensuing contract period) to ensure that the successful bidder will fulfill his/her obligation in this matter.

3.3.2.2 Determination of the Lowest Calculated Costs. After a bidder has entered where provided within the Marketplace his/her proposed unit costs for the Pricing Items, the Marketplace will automatically multiply the proposed unit costs by the listed quantities. The total sum of all the line items will determine the lowest bidder and/or the ranking order for placement within the ensuing pool of contractors that may be formed.

3.3.2.3 Placement in the Pool. The Agency reserves the right to not place any bidder within the aforementioned pool that, in the opinion of the Agency, proposes a cost that is deemed by the Agency to be unreasonable. For example (the following named costs are examples only and not to be utilized as a “target” cost to be proposed), if it is the Agency’s opinion that a reasonable fee for the work is $100.00/hour (sample only, NOT a recommended target!) and a bidder proposes a fee of $10.00/hour, then the Agency reserves the right to make a determination that the costs proposed are not reasonable.

3.3.2.4 Intentionally Left Blank

3.3.3 Price Escalation. Pertaining to the ensuing contract, the low bidder may receive an escalation in costs as detailed following:

3.3.3.1 Labor Costs. At the discretion of the CO, at the end of the first one-year contract period (and at the end of any ensuing extended contract period), there may be an escalation of labor costs allowed in the same amount of any escalation that occurs pertaining to the corresponding or most similar State of Ohio Prevailing Wage Rates for the Stark metro area. For example, if at the end of the first contract period the listed prevailing wage rates increase 5% as compared with the listed rates on the date of contract execution, then the Contractor will, at the

ED’s discretion, be entitled to a 5% increase in the labor rates that he/she submitted in response to this IFB. Similarly, for ensuing years, the end-date of the previous contract period shall be the base-line date to determine the previously listed wage rate.

3.3.3.1.1 Notification Must Be Received from the

Contractor. The Contractor must notify the ED, in writing, of such desired escalation at least 60 days prior to the end of the noted contract period(s). Such an escalation may occur no more than once in any 12-month period without the express written consent of the ED.

3.3.3.1.2 Right to Reject. As stated within this entire

Section 3.3.3, the Agency reserves the right to reject any such request for an increase in fees if the Agency feels doing so is in its best interests.

Similarly, the Contractor has the right to terminate services if the Agency rejects the request for an increase. This will occur in the following manner (procedure):

3.3.3.1.2.1 Step No. 1. The Contractor

submits his/her written request for an increase, accompanied by the required documentation, to the Agency ED within the required 60-day period (please see the preceding Section 3.3.3.1 herein);

3.3.3.1.2.2 Step No. 2. The Agency considers

the requested increase and, within 10 days of receipt of such, issues a written response to the Contractor as to whether the request is approved or rejected;

3.3.3.1.2.3 Step No. 3. If rejected and the

Contractor wishes to, as a result, cease providing the services to the Agency, the Contractor has 10 days from the receipt of the written notice of rejection to deliver to the Agency ED a written notice that he/she is hereby invoking his/her right to discontinue the services within 120 days of the date this notice was delivered to the Agency (the specific date 120-days hence shall be written within the notice);

3.3.3.1.2.4 Step No. 4. The Agency will then

endeavor to ensure that it makes other arrangements to replace the Contractor (i.e., contract with another firm; do the services in-house; etc.); further, if such other arrangements are completed by the Agency prior to the aforementioned 120-day date, the Agency shall retain the right to deliver to the original Contractor a 10-day written notice to cease services (meaning, the 120-day period is a maximum additional contract period that the Agency may, at its discretion, shorten with such written notice).

3.3.4 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.

3.3.5 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).

3.3.6 HUD Maintenance Wage Rates Determination (MWRD). Please see

Attachment G-5, attached hereto. HUD has determined that, for non-construction maintenance work, the Agency must ensure that Contractors do not pay its employees that perform such work for the Agency at a rate less than the rates listed on the HUD MWRD.

3.3.6.1 Therefore, by submitting a bid each such bidder is, thereby agreeing to and verifying that he/she will not pay his/her employees at rates less than detailed within Attachment G-5, attached hereto. Please note that, as detailed within Section

10.10 of HUD Procurement Handbook 7460.8 REV 3 (most specifically within Section 10.10.E therein), the Contractor may not be required to submit certified payrolls; however, the Contractor must make its payroll records available to either the Agency or HUD on request, and failure on the part of the Contractor to comply with this requirement will be the sole responsibility of the Contractor, including any ensuing penalties, court costs, or wages due to employees as a result of the Contractor’s failure to comply.

3.3.7 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 – 4:30 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 bidder to work specifically during non-regular-time hours; however:

3.3.7.1 Holiday-pay, if required by the Agency, shall be paid by the

Agency at the rate of 2.5.

3.3.7.2 The over-time rates shall only be paid on actual labor hours for staff, not on hour charged for the equipment.

3.3.7.3 The Agency shall NOT be responsible to pay the successful bidder for any work that the successful bidder 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 aforementioned over-time rule shall apply. All such overtime work must be pre-approved in writing by the Agency.

3.4 Bid Submission. All bids, both the proposed pricing and the required forms, must be submitted, where provided for within the eProcurement Marketplace.

3.4.1 Late Bids. Bids received after the published deadline will not be accepted or considered.

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

Bidders 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 bidder, such may invalidate that bid. If, after accepting such a bid, the Agency decides that any such entry does 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.

3.4.3 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 3.8, 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 the 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.

3.5 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 designated CO only. Bidders 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 Agency not abided by this directive.

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

3.6 Bidder'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; and,

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

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; and,

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; and,

3.7.1.3.5 (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 3 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; and,

3.6.3.1.2 Encouraging their participation through direct

solicitation of bids or bids whenever they are potential sources; and,

3.6.3.1.3 Dividing total requirements, when economically

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

and,

3.6.3.1.4 Establishing delivery schedules, where the

requirement permits, which encourage participation by such firms; and,

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; and,

3.6.3.1.6 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.