INVITATION FOR BIDS (IFB)

No. B26007

On-call Concrete Maintenance and Repair Services

INVITATION FOR BIDS (IFB) No. B26007, On-call Concrete Maintenance and Repair Services

STARK METROPOLITAN HOUSING AUTHORITY, OH

Table of Contents [Table No. 1]

Section Description Page

Introduction 3 IFB Information at a Glance 3

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

2.2 Contractor's Responsibilities (in alpha order) 8

2.3 Previous/Current Contractor(s) 10

3.0 Bid Format 11

3.1 Tabbed Bid Submittal 11

3.2 Entry of the Proposed Fees 13

3.3 Additional Information Pertaining to the Pricing Items 14

3.4 Bid Submission 19

3.5 Bidder's Responsibilities — Contact with the Agency 20

3.6 Bidder's Responsibilities — Equal Employment Opportunity and

Supplier Diversity

3.7 Pre-bid Conference 20

3.8 Recap of Attachments 22

4.0 Bid Evaluation 25

4.1 Public Opening 25

4.2 Responsive Evaluation 25

4.3 Responsible Evaluation 25

4.4 Restrictions 26

5.0 Contract Award 26

5.1 Contract Award Procedure 26

5.2 Contract Conditions 26

5.3 Contract Period 27

5.4 Licensing and Insurance Requirements 27

5.5 Contract Services Standards 28

5.6 Prompt Return of Contract Documents 28

Index of Tables 28

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.

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, August 5, 2026, 9:00 AM ET 400 Tuscarawas Street East, Canton, OH 4470

DEADLINE TO SUBMIT QUESTIONS Monday, August 17, 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 where provided for within the eProcurement Marketplace several required documents listed.

BID SUBMITAL RETURN & DEADLINE Wednesday, August 26, 2026, 3:00 PM ET

T

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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 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 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 to 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. Has 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 highly qualified contractors to provide concrete maintenance and repair services at various Agency properties throughout Stark County, OH on an as needed basis. Please refer to Attachment H, Work Specifications for additional details.

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. 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 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 and/or Fraternization with Agency residents or staff. The contractor nor his/her staff shall NOT fraternize with Agency residents or staff. Doing so may, at the Agency’s sole discretion, result in an immediate termination of the contract by the Agency.

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

2.1.13 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.

2.1.14 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:

2.1.14.1 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; and,

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

2.1.14.3 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; and,

2.1.14.4 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,

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

2.1.15 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 shall notify the Agency in writing not less than 3 days in advance of proposed utility interruptions.

2.1.15.1 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 damage which might occur by the contractor's failure to locate and preserve any and all underground utilities.

2.1.16 Workdays/Hours. Unless otherwise approved by the Agency in writing, the awarded contractor(s) shall Limit work at the existing site to normal business working hours from 8:00 AM to 5:00 PM, Monday through Friday unless deemed to be an emergency by the Agency.

2.2 General Conditions/Contractor Responsibilities (in alpha order).

2.2.1 Debris ensuing from the assigned work. The Contractor shall remove from the Agency site and appropriately dispose of all debris generated from the assigned work. Do not place debris in Agency dumpsters.

2.2.2 Labor Rates All-inclusive. Unless otherwise provided for herein, the labor 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.

2.2.3 Mobilization for Firm-fixed Fee Work. The proposed firm-fixed fee costs submitted by a bidder shall be automatically burdened with mobilization costs; meaning, the costs proposed by the bidder include the bidder’s costs to transport his staff and equipment to the Agency site to complete the work.

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

2.2.5 No Interference with Traffic. 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.

2.2.6 Normal Agency Work Hours. The Agency’s typical work week is Monday- Friday, 8:00 AM to 5:00 PM.

2.2.7 Permits. If required, the Contractor shall obtain all required permits pertaining to any assigned work (NOTE: The Agency will reimburse the Contractor directly for the government-mandated fees pertaining to such permits, but not for any additional labor to acquire such permits).

2.2.8 Response Time. Once ordered to proceed with work at a specific unit by the Agency, the Contractor shall complete the assigned work in the agreed upon period of time (such “period of time” shall be set by negotiation between the Agency and the Contractor prior to the work being definitively assigned).

2.2.9 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.

2.2.10 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 (if the assigned work has not yet been completed), to protect the work site and the public (included Agency residents). This means that, if/as necessary, the contractor may/shall utilize such preventative measures as barricades, warning signs, lights, human security, etc.

2.2.11 Service Locations. Services will be provided on an as requested basis at any of the Agency sites detailed within Attachment K-1, Supplemental Unit Address Spreadsheet.

2.2.12 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.

2.2.13 Supervision by the Contractor. 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.

2.2.14 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, the provision of all required tools; equipment; insurance;

licensing; employee costs, including benefits; etc.

2.2.15 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).

2.2.16 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 and/or the State of Ohio, or any applicable Federal Agency.

2.3 Previous/Current Contractor(s). The Agency’s current provider of these services is

ITS Construction of Canton, OH.

3.0 BID FORMAT.

3.1.1 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.

3.1.2 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)

Submittal Description

3.1.1.1 Step #1: Initial documentation/information to be

submitted by each bidder, where provided for on the eProcurement Marketplace 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 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 form thereon and submitted under this tab as a part of the initial bid submittal.

3.1.1.1.3 NOTE: As directed within the following Section 3.2 herein, pricing shall be submitted online within the eProcurement Marketplace only. The several preceding listed forms shall also be submitted online within the Marketplace along with the bid pricing.

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 and required documents shall be submitted by the bidder and received by the Agency, where provided for within the eProcurement Marketplace only. 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]

IFB

Section

(2) Item No.

(3)

Qty

(4)

U/M

(5)

Service Description

3.2.2.1 1 25,000 SF Removal and Replacement of concrete slab on grade – 4” – finished in place.

3.2.2.2 2 5,000 SF Removal and Replacement of concrete sidewalk – finish in place.

3.2.2.3 3 500 LF Removal and Replacement of concrete steps.

3.2.2.4 4 1000 SF Removal of concrete slab on grade – 4” finished in place

3.2.2.5 5 100 CY Topsoil (to include grass seed and straw)

3.2.2.6 6 2,000 Dollars Related supplies/materials that may be needed to complete the services that are not already provided herein, especially pertaining to the immediate-preceding Pricing Items No. 1-5.

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 an 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.

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 of 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 entering 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 as a firm-fixed fee for the hourly fee Pricing Item No. 4 (bidders typically do so in an effort to improve their position in regard to the rank of bidders), then the $100.00 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 Pricing Line Items will determine the lowest bidder.

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

3.3.3.1 Labor Costs. At the discretion of the ED, 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 Canton 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 ending 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 escalations 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 Section

3.3.3 herein, 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);

then,

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 is rejected; then,

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);

then,

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 the award of the ensuing contract (though the Agency may consider, under certain circumstances a reasonable and justified payment for mobilization).

3.3.6 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 are attached hereto and detailed within Attachment G-16. 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.).

3.4 Bid Submission. One copy of each of the Step #1 bid documents must be submitted where provided for within the eProcurement Marketplace accompanying the proposed pricing.

3.4.1 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 2 it states:

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

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

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

3.6.3.1 Assistance to Small and Other Business, Required Efforts:

3.6.3.1.1 Including such firms, when qualified, on

solicitation mailing lists; 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. 3 herein which details the information pertaining to this issue that the bidder must submit in response to this bid showing compliance, to the greatest extent feasible, with these regulations.

3.7 Pre-bid Conference. The scheduled pre-bid conference identified on Page 2 of this document is, pursuant to pertinent HUD regulation, not mandatory. Many prospective bidders have previously responded to an IFB with a multi-tabbed submittal and may feel comfortable in doing so without attending the pre-conference. Typically, such conferences last 1 hour or less (not including the ensuing walk-through of the properties, if the bidder chooses to do so), though such is not guaranteed. The purpose of this conference is to assist prospective bidders in having a full understanding of the IFB documents so that he/she feels confident in submitting an appropriate bid; therefore, at this conference the Agency will conduct an overview of the IFB documents, including the attachments. Prospective bidders may also ask questions, though the CO may require that some such questions are delivered in writing prior to a response being given in return in writing. Whereas the purpose of this conference is to review the IFB documents, attendees are encouraged to bring a copy of the IFB documents to this conference; however, the Agency will not distribute at this conference any copies of the IFB documents, as all such documents must be garnered from the eProcurement Marketplace.

3.8 Recap of Attachments. It is the responsibility of each bidder to verify that he/she

Agency downloaded the following attachments pertaining to this IFB, which are hereby by reference included as a part of this IFB:

[Table No. 6]

IFB

Section

(2) Document

No.

(3)

Attachment

(4)

Attachment Description

3.8.1 1.0 This IFB Document

3.8.2 2.0 A Form of Bid

3.8.3 3.0 B form HUD-5369-A (11/92), Representations, Certifications, and Other Statements of Bidders, Public and Indian Housing Programs

3.8.4 4.0 C Profile of Firm Form

3.8.5 5.0 D Section 3 Explanation

3.8.6 6.0 E form HUD-5369 (11/92), Instructions to Bidders for Contracts, Public and Indian Housing Programs

3.8.7 7.0 F Supplemental Instructions to Bidders & Contractors (SIBC)

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

3.8.8.1 8.1 G-1 Sample Contract Appendix No. 1: form HUD- 5370 (1/2014), General Conditions for Construction Contracts-Public Housing Programs

3.8.8.1.1 8.1.1 G-1.1 Sample Contract Appendix No. 1.1:

Supplemental conditions pertaining to form HUD-5370 (1/2014), General Conditions for Construction Contracts-Public Housing Programs

3.8.8.2 8.2 G-2 Sample Contract Appendix No. 2: HUD- 92554M (Rev. 04/11), Supplementary Conditions of the Contract for Construction

3.8.8.3 8.3 G-3 Sample Contract Appendix No. 3: form HUD- 2554, Supplementary Conditions of the Contract for Construction

3.8.8.4 8.4 G-4 Sample Contract Appendix No. 4: Form HUD- 4010 (10/2023), Federal Labor Standards Provisions

3.8.8.5 8.5 G-5 Sample Contract Appendix No. 5: form HUD- 51000 (1/2014), Schedule of Amounts for Contract Payments

3.8.8.6 8.6 G-6 Sample Contract Appendix No. 6: form HUD- 51001 (1/2014), Periodic Estimate for

Partial Payment

3.8.8.7 8.7 G-7 Sample Contract Appendix No. 7: form HUD- 51002 (1/2014), Schedule of Change Orders

3.8.8.8 8.8 G-8 Sample Contract Appendix No. 8: form HUD 51003 (1/2014), Schedule of Materials Stored

3.8.8.9 8.9 G-9 Sample Contract Appendix No. 9: form HUD- 51004 (1/2014), Summary of Materials Stored

3.8.8.10 8.10 G-10 Sample Contract Appendix No. 10: form HUD-5372 (1/2014), Construction Progress Schedule

3.8.8.11 8.11 G-11 Sample Contract Appendix No. 11: form WH- 347 (December 2008), Payroll

3.8.8.12 8.12 G-12 Sample Contract Appendix No. 12: Form HUD-11 (8/2004), Record of Employee Interview

3.8.8.13 8.13 G-13 Sample Contract Appendix No. 13: form HUD 50071 (01/14), Certification of Payments to Influence Federal Transactions (NOTE: This form will only be completed and included as a part of the ensuing contract if the Agency anticipates that total awards pursuant to the ensuing contract may or will exceed $100,000.)

3.8.8.14 8.14 G-14 Sample Contract Appendix No. 14: Standard Form LLL (Rev. 01/14), Disclosure of Lobbying Activities (NOTE: This form will only be completed and included as a part of the ensuing contract if the Contractor designates an affirmative answer to Item No.

(2) within the immediate identified form 50071.)

3.8.8.15 8.15 G-15 Sample Contract Appendix No. 15: Davis- Bacon General Wage Decision

3.8.8.16 8.16 G-16 Sample Contract Appendix No. 16: Section 3 Contract Information

3.8.8.17 8.17 G-17 Sample Contract Appendix No. 17: Low-income Resident Hiring Plan

3.8.8.18 8.18 G-18 Sample Contract Appendix No. 18: Sample Notice to Proceed form.

3.8.9 9.0 H Work Specifications and Drawings [IMPORTANT NOTE: In the case of any conflict or discrepancy between the information listed within the Project Manual and the Drawings (as compared to any information listed within this IFB 1.0

Document or within any of the other Attachments, each attached hereto), the information within this IFB 1.0 Document or as listed within any of the Attachments shall take precedence over the information listed within the Project Manual or the Drawings.]

3.8.10 10.0 I form HUD-2530 (2/2013), Previous Participation Certification

3.8.11 11.0 J NOTE: Pertaining to the following listed bond forms, please see the information detailed within the following Section 3.9.13 herein.

3.8.12 12.0 K Agency Profile of Properties

4.0 BID EVALUATION.

4.1 Public Opening. At the set date and time, all the bids received will be opened and publicly read aloud by the CO, including the company name of the bidder and the total calculated costs proposed. At the bid opening the Agency will only disclose the following information: (a) The company name of each bidder; and (b) the calculated total amount bid.