1.0 - On-call Electrical Services at Various Locations (IFB Document).pdf

INVITATION FOR BIDS (IFB)

No. B26003

On-call Electrical Services

INVITATION FOR BIDS (IFB) No. B26003, On-call Electrical 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 Scope of Work 5

2.2 Contractor Responsibilities (in alpha order) 5

2.3 Possible Construction-related Work 7

2.4 Method of and Procedure to Award (Task Order) 7

2.5 Previous/Current Contractor(s) 8

3.0 Bid Format 8

3.1 Tabbed Bid Submittal 8

3.2 Entry of Proposed Fees 11

3.3 Additional Information Pertaining to the Pricing Items 12

3.4 Bid Submission 21

3.5 Bidder's Responsibilities — Contact with the Agency 21

3.6 Bidder's Responsibilities — Equal Employment Opportunity and

Supplier Diversity

3.7 Pre-bid Conference 24

3.8 Recap of Attachments 24

4.0 Bid Evaluation 26

4.1 Public Opening 26

4.2 Responsive Evaluation 27

4.3 Responsible Evaluation 27

4.4 Restrictions 27

5.0 Contract Award 27

5.1 Contract Award Procedure 27

5.2 Contract Conditions 28

5.3 Contract Period 29

5.4 Licensing and Insurance Requirements 29

5.5 Contract Services Standards 29

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 2,201 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) 214-4276 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, May 13, 2026, 3:00 PM ET 400 Tuscarawas Street East, Canton, OH 4470

DEADLINE TO SUBMIT QUESTIONS Monday, May 18, 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, June 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).

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 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. Our Agency is seeking bids from qualified, licensed, and insured entities to provide the following services:

2.1 General Description of Services. The purpose of this IFB is to form a pool of contractors that the Agency may draw from to contract for all phases of routine and emergency electrical installation, general repair and replacement services during both regular business hours and emergency after hours, on an as needed basis as further described in Attachment J – General Scope of Work. It is the responsibility of each 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, but not limited to: Uniform Building Code (UBC) and the National Electrical Code (NEC). Pl

2.2 General Conditions/Contractor Responsibilities (in alpha order). The Agency periodically has the need of a Contractor to provide services to repair or replace various electrical components.

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 for Pricing Items 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 at the various Agency sites detailed within Attachment 12.0 and 12.1, attached hereto.

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 Possible Construction-related Work. Though the Agency shall reserve the right to contract with the successful bidder(s) to provide what may eventually be determined to be construction-related work, most specifically for electrical services (hence, the inclusion of a number of HUD forms are attached hereto that relate to construction-related services and additional clauses pertaining to Davis-Bacon), such task order awards for construction-related work will be atypical in that the Agency will typically use the successful bidder(s) for on-call work. Any such work determined to be construction-related will not be major in nature but typically will be for such things as the rehabilitation of a fire-damaged unit.

2.3.1 Bonds. The purpose of this IFB is to typically award work with a value less than $10,000 per task order (typically, perhaps much less). Therefore, we do not anticipate that payment and performance bonds will be typically necessary. However, in the rare case that such bonds are necessary for a task order, the Agency will negotiate with the Contractor a fair and reasonable cost to reimburse the Contractor for such, which cost will NOT include any profit and overhead for providing such bond(s), if required by the Agency.

2.4 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):

2.4.1 As detailed within the following Section 3.3 herein (most specifically, Section 3.3.2.2), 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.

2.4.2 When the Agency has need of work, 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.

2.4.2.1 “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

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

2.4.3 Procedure to Award (Task Order). Once an available Contractor has been chosen (as detailed within the preceding Section 2.4 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).

2.5 Previous/Current Contractor(s). The Agency’s most recent providers of these services are Hilscher-Clarke Electric, R&K Electric, Ltd. And Kraft Power Corporation, and Abbott Electric, Inc.

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. 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 all bidders 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.

3.1.1.1.3 3 form HUD-5369-A (11/92), Representations, Certifications, and Statements of Bidders, Public and Indian Housing Programs. This Form is attached hereto as Attachment B to this IFB document. This 4-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the bid submittal.

3.1.1.1.5 NOTE: As directed within the following Section 3.2, bidders MUST NOT submit any pricing accompanying this above required documentation; pricing shall be submitted online within the eProcurement Marketplace only.

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, and the Specifications and Drawings, Attachment H, and the Additional Drawings and Specifications, Attachments H, H-1, and H-2, each attached hereto, 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.

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. 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) Pricing Item No.

(3)

Qty

(4)

U/M

(5)

Service Description

3.2.2.1.1 1 20 Hours Master Electrician

3.2.2.1.2 2 400 Hours Journeyman Electrician

3.2.2.1.3 3 20 Hours Apprentice Electrician, 1st year

3.2.2.1.4 4 20 Hours Apprentice Electrician. 2nd year

3.2.2.1.5 5 20 Hours Apprentice Electrician, 3rd year

3.2.2.1.6 6 20 Hours Apprentice Electrician 4th year

3.2.2.1.7 7 20 Hours Apprentice Electrician, 5th year

3.2.2.1.8 8 20 Hours Common Laborer/Helper

3.2.2.1.9 9 6,000 Dollars Pre-approved (by the Agency) electrical-related supplies/ materials that may be needed to complete the services.

3.2.2.1.10 10 75 Each Trip Charge (Optional)

3.2.2.1.11 11 1 Each Total Minimum Charge for a Boom Truck/Lift Truck including driver.

3.2.2.1.12 12 1 Each Total Full Day Charge for a Boom Truck/Lift Truck including driver

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 immediate-preceding Section 3.3.1.1 herein, 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 immediate-preceding Section 3.3.1.1.2.1 herein, 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 the preceding Section 2.4 herein is again in affect).

3.3.2 Entry of Proposed Fees in the eProcurement Marketplace.

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 and every 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 ranking 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., $5,000.00, 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 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.

3.3.2.3 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 Pricing Items will determine the lowest bidder and/or the ranking order for placement within the ensuing pool of contractors that may be formed (as long as such firm(s) are deemed responsive and responsible).

3.3.2.3.1 Agency Option. The Agency has the right to, at its

sole discretion, combine Lots for an award based upon the total calculated amounts for those combined Lots being a lower cost than such combinations for other bidders.

3.3.2.4 No Negotiation of Proposed Fees after the Submittal Deadline.

The Agency WILL NOT, after the submittal deadline, negotiate an increase to any unit costs or fees proposed prior to the submittal deadline; accordingly, bidders are strongly cautioned to submit a realistic price for each Pricing Item identified within the preceding Table No. 4 herein that the bidder chooses to submit a proposed cost for.

3.3.2.5 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 $80.00 per hour (sample only, NOT a recommended target!)

and a bidder proposes a fee of $250.00 an hour (or $1.00 per hour), then the Agency reserves the right to make a determination that the costs proposed are not reasonable.

3.3.2.6 Supplies/Materials (Pricing Items No. 9). Each bidder shall enter pricing for these Pricing Item where provided for within the eProcurement Marketplace as a percentage over cost. For instance, if the bidder wishes to provide such items at cost, he/she shall enter "1.00" within the cost area for this item; if the bidder wishes to provide such materials at 20% over cost, he/she shall enter "1.20" within the cost area for this item; and so forth.

The eProcurement Marketplace will perform the extended calculations. Please note that this fee bid shall include the cost of picking up the supplies/materials at the source of supply and delivering such to the work site, meaning, all costs shall be F.O.B. the Agency site. Also, the Agency reserves the right to:

3.3.2.6.1 Require the Contractor to garner such needed

supplies directly from the Agency; and/or

3.3.2.6.2 Procure directly from a supplier of the Agency's

choosing any supplies/materials that the Contractor may require to provide the services.

3.3.2.6.3 In any case, the Agency anticipates (and shall

require) that the Contractor will procure such supplies/materials from supplies at a fair and reasonable "market rate" cost. The Agency reserves the right to not reimburse the Contractor for any portion of any such costs that are deemed by the Agency to be unfair and unreasonable ("deemed," meaning in the opinion of the Agency based on a comparison of such costs with costs for similar items that may have been or could have been procured as detailed within the immediate-preceding Section 3.3.2.7.2).

3.3.2.6.4 Please note that the information within the

following Section 3.3.3 herein does not apply to the supply rates identified within this Section 3.3.2.7; meaning, the “percentage of cost rate” proposed will remain set throughout the ensuing contract periods.

3.3.2.6.5 Determination of the Lowest Calculated Cost.

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.

3.3.2.7 Trip Charge (Optional Pricing Items No. 10). The Contractor will not be typically paid for “windshield time” (i.e., travel time to get to the Agency work site and then return to the Contractor’s home site); however, a bidder may choose to charge a trip charge to cover such “windshield time.”

3.3.2.7.1 No Charge. Pertaining to this Pricing Item, if a

bidder chooses to enter a "No Charge" for such a trip charge, such means that, if awarded the contract, the bidder WILL NOT ever, during the term of the contract, receive payment for this service, though the bidder will provide such service at the request of the Agency at any time and at any quantity during the contract period as may be ordered by the Agency. If there is no trip charge, you must enter a price of one cent in the pricing.

3.3.2.7.2 Trip Charge for an Estimate. In any case, a Trip

Charge to give an estimate will only be paid by the Agency if the Agency does not retain the Contractor to do the work (which means that if the Agency retains the Contractor to do the work listed within the estimate, the potential of the Trip Charge becomes moot).

3.3.2.7.3 Round Trip. The trip charge, if implemented, shall be round-trip allowing the Contractor to get his/her crew to and from the Agency site that the work is to be performed at.

3.3.2.8 Intentionally left blank.

3.3.2.9 After a bidder has entered where provided within the

eProcurement Marketplace his/her proposed unit costs for the

Pricing, the Marketplace will automatically multiply the proposed unit costs by the listed quantities

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 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 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 HUD Maintenance Wage Rates Determination (MWRD). Please see

Attachment G-12, attached hereto. HUD has determined that, for non-construction maintenance work (work not covered by Davis-Bacon requirements, which is construction-related only), 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.

3.3.4.1 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-12, attached hereto. Please note that, as detailed within Section

10.10 of HUD Procurement Handbook 7460.8 REV 2 (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.

3.3.4.1.1 To be clear, unless the Agency declares a job to

be construction-related (see the immediate-following Section 3.3.4.2 herein), which will be atypical, the Contractor shall assume that all remaining work assigned by the Agency will be maintenance-related; accordingly, the MWRD will typically apply to the work ensuing from this IFB.

3.3.4.2 Davis-Bacon Prevailing Wage Rates. As may apply by statute, regulation or law, if, at any time during the ensuing contract period(s), the Agency needs the successful bidder to provide services that require the successful bidder to pay Davis-Bacon for a specific task order pertaining to the ensuing contract, then to compensate the successful bidder for any amount that the applicable Davis-Bacon rates are greater than the portion of the applicable hourly fees listed within the Pricing Items identified within the preceding Table No. 4 herein that the Contractor actually pays to each such person performing the work, as verified by payroll records (or any similar hourly fee that is increased as a result of Section 3.3.3 herein), the Agency shall:

3.3.4.2.1 Ascertain the applicable portion of the hourly

wage rate(s) that is actually paid to the Contractor’s employee; then,

3.3.4.2.2 Ascertain the current applicable Davis-Bacon or

State Prevailing Wage Rate(s) that applies; then,

3.3.4.2.3 Ascertain the difference between the two rates, which amount the Agency will pay to the successful bidder for that task order only to compensate the Contractor for the difference in pay between the rate the Contractor normally pays the employee and the rate the Contractor is required to pay the employee as the result of the Davis-Bacon law.

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

3.3.5.1 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.

3.3.5.2 Holiday Pay for work pre-approved by the Agency in writing shall be paid at the rate of 2.5 of the listed hourly rates herein for any work the Agency requires the successful bidder to work on a Federal-approved or sanctioned holiday.

3.3.6 Government-set Fees. In some cases, the City of Canton or another locality may require a building permit to be “pulled” for an assigned job. The Contractor will be required to “pull” such permit, and the Agency will reimburse the Contractor the amount of the fee (but will not pay to the Contractor any profit or overhead fees for such).

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

3.3.8 No Deposit/No Retainer. The Agency will NOT pay any deposit or retainer fees at any time as a result of award of the ensuing contract (though the Agency may consider, under certain circumstances, a reasonable and justified payment for mobilization). The Contractor will be required to submit a full back-up detail of all hours worked, listed by no more than the “15-minute” standard.

3.4 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.

3.4.1 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 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…