INVITATION FOR BIDS (IFB)

No. B26004

Unit Painting/Cleaning Services

INVITATION FOR BIDS (IFB) No. B26004, Unit Painting/Cleaning Services

HOUSING AUTHORITY OF PADUCAH, KY

IFB Document

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 Conditions 5

2.2 Specific Painting Services Requirements 6

2.3 Specific Cleaning Services Requirements 7

2.4 Contractor Responsibilities 7

2.5 Service Locations 8

2.6 Possible Construction-related Work 8

2.7 Method of and Procedure to Award (Task Order) 9

2.8 Previous/Current Contractor 9

3.0 Bid Format 10

3.1 Bid Documents to be Submitted 10

3.2 Entry of Proposed Fees 14

3.3 Additional Information Pertaining to each Pricing Item 18

3.4 Submission Responsibilities 26

3.5 Bidder’s Responsibilities — Contact with the Agency 27

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

3.7 Pre-bid Conference 29

3.8 Recap of Attachments 30

4.0 Bid Evaluation 33

4.1 Public Opening 33

4.2 Responsive Evaluation 33

4.3 Responsible Evaluation 33

4.4 Restrictions 33

5.0 Contract Award 34

5.1 Contract Award Procedure 34

5.2 Contract Conditions 34

5.3 Contract Period 35

5.4 Licensing and Insurance Requirements 35

5.5 Right to Negotiate Fees 35

5.6 Contract Services Standards 36

5.7 Prompt Return of Contract Documents 36

Index of Tables 36

INTRODUCTION

he Housing Authority of Paducah (hereinafter, “the Agency”) is a public entity to provide federally subsidized housing and housing assistance to low-income families, within the City of

Paducah, KY. 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 manages the following detailed housing units: (a) 855 Low-income Public Housing (PHA) units. The Agency currently has approximately 28 full-time and 4 part-time 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 services noted herein. 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” or “(CO)” shall be a reference to Mr.

Manley.)

Dustin Manley, IT Support / Procurement Specialist

Telephone: (270)450-4224

E-mail: dmanley@paducahhousing.com

TDD/TTY: (800)648-6056

HOW TO OBTAIN THE IFB DOCUMENTS ON

THE EPROCUREMENT MARKETPLACE

1. Access https://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 eProcurement Marketplace, please call customer support at (866)526-9266.

PRE-BID CONFERENCE & OPEN HOUSE Friday, September 18, 2026, 2:00 PM CT

2330 Ohio Street, Paducah, KY 42003

QUESTION SUBMITTAL DEADLINE Wednesday, September 23, 2026, 2:00 PM CT

HOW TO FULLY RESPOND TO THIS IFB BY

SUBMITTING A BID SUBMITTAL

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

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

BID SUBMITAL RETURN & DEADLINE *Tuesday, September 29, 2026, 2:00 PM CT

2330 Ohio Street, Paducah, KY 42003 (The proposed costs must be entered where provided within the eProcurement Marketplace and the sealed “hard copy” documentation must be received in-hand and time-stamped by the Agency by no later than 2:00 PM CT on this date).

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

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

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

1.3 Right to Terminate. Terminate a contract awarded pursuant to this IFB, at any time for its convenience upon 10 days 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 Negotiate. Negotiate the fees proposed by the bidder entity.

1.7 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.

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

1.9 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, the “eProcurement Marketplace”) and by downloading this document, each prospective bidder is thereby agreeing to abide by all terms and conditions listed within this document and within the eProcurement Marketplace, and further agrees that he/she will inform the CO in writing within 5 days of the discovery of any item listed herein or of any item that is issued thereafter by the Agency that he/she feels needs to be addressed. Failure to abide by this time-frame shall relieve the Agency, but not the prospective bidder, of any responsibility pertaining to such issue.

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

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

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

2.1 General Conditions. The Agency periodically has need of a Contractor to prepare vacant units for occupancy (though the Agency may also choose to direct the Contractor to address an occupied unit. The Agency anticipates that it will utilize the contract(s) that ensue from this IFB to potentially supplement the work of the Agency’s in-house staff (e.g. the Agency’s in-house staff will most likely continue to paint and clean some units, but will, on an as-needed basis, contract out some units to the successful bidder(s)).

2.1.1 Response Time. Once ordered to proceed with work at a specific unit by the Agency, the Contractor shall complete the painting and cleaning services in no more than 3 full workdays.

2.1.2 Debris Ensuing from the Painting and Cleaning Work. The Contractor shall remove from the Agency site and appropriately dispose of all debris generated from the painting and cleaning work detailed herein. Agency dumpster may not be utilized by the Contractor.

2.1.3 Debris left in a Unit by the former Tenant. At times the previous tenant may leave debris in the unit, including, but not limited to, furniture, trash, and personal items. Typically, the Agency will remove and dispose of these items prior to the Contractor beginning work; however, when directed by the Agency, the Contractor shall be responsible for the removal and appropriate disposal of such items prior to providing the painting and cleaning services. The cost for such work shall be negotiated by the Agency with the Contractor pursuant to the amount returned by the successful bidder pertaining to Pricing Items No. 41 or No. 75 (whichever is lower), which Pricing Items are detailed within the following Table No. 4a herein.

2.1.4 Mobilization for Firm-fixed Fee Work. The proposed firm-fixed fee costs submitted by a bidder for Pricing Items No. 1-39 and 43-74 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.

2.1.4.1 Mobilization for Additional Work. If the Agency retains the successful bidder for additional work pursuant to Pricing Items No. 39-42 or No. 75-76, the Agency may allow a total mobilization fee of a total of 30 minutes per day per staff member assigned to the work (the “30 minutes” shall be charged at the hourly rate per each staff member that the Contractor is charging the Agency). This mobilization fee will only be charged by the Contractor if the work being provided is being provided independent of a “firm-fixed-fee-related” visit detailed within Section 2.1.4 herein.

2.2 Specific Painting Services Requirements. It is anticipated that the interior of the unit will typically be fully painted, though it is possible that the Agency will only require the Contractor to provide “touch-up” painting services (such “touch-up services” will typically be negotiated and priced per an appropriate—as approved by the Agency— combination of Pricing Items No. 39-42 detailed within the following Table No. 4 herein).

2.2.1 Full-unit Painting. Unless otherwise specified by the Agency when the Task Order for a unit is issued, the Contractor will be required to fully paint all interior areas of a unit, including: walls; ceilings; interior trim; closet interior and doors; and door casings; and exterior doors, and door casings.

2.2.2 Paint Application/Clean-up. The Contractor shall take care to not apply paint or “over spray” to any hardware; cabinets; windows; plumbing and electrical fixtures; flooring; etc.; and shall in a timely manner, prior to final cleaning detailed within the following Section 2.3.2 herein, remove or clean-up any such inadvertent application or “over spray.”

2.2.3 Specific Required Painting Services. Each time a unit is painted, the Contractor shall:

2.2.3.1 Remove all electric cover plates and light fixtures prior to painting; if not damaged, clean the plates and fixture; then re-install after painting. (NOTE: The Agency reserves the rights to, at its option, require the Contractor to re-install new plates and fixtures provided by the Agency.)

2.2.3.2 Patch and sand small holes (“small,” meaning 1 inch or less).

2.2.3.3 Thoroughly prepare all walls, ceiling, trim, and doors prior to painting, including, but not limited to: clean and bleach all mildew areas, scrape away cracked and flaking paint, smoothing all bumps; and dust and clean painted surfaces.

2.2.3.4 Paint all interior doors, trim, walls, and ceiling, with two coats (or as many as directed), each as directed by the Agency.

2.2.3.5 The methods that the Contractor will utilize to paint the units is spraying or rolling. It is the Contractor’s responsibility to ensure that the non-painted surfaces within the unit are protected from over spray or drippings (“Non-painted surfaces” include but are not limited to: floors; windows; appliances; cabinets; fixtures;

etc.).

2.2.3.6 Paint. To ensure consistency in the type of paint used, the Agency will supply to the Contractor the paint required to provide the painting services detailed herein. Such paint will be picked up by the Contractor at either an Agency location or a supplier, as may directed by the Agency. The Contractor will provide all other tools, equipment, and supplies to complete the painting work.

2.3 Specific Cleaning Services Requirements. After a unit has been painted, the Contractor will typically clean the unit (however, the Agency reserves the right to clean the unit if they Agency decides that doing so is in its best interests).

2.3.1 Cleaning Supplies. The Contractor will supply all cleaning supplies required to complete the cleaning work detailed within the immediate-following Section 2.3.2 herein.

2.3.2 Cleaning Specifications. The Contractor shall clean the unit to bring it to a condition ready for occupancy, including (in no particular order):

2.3.2.1 Sweep all floors;

2.3.2.2 Clean all window glass, inside and out;

2.3.2.3 Thoroughly clean and disinfect sinks, tubs, shower stalls, and related surfaces;

2.3.2.4 Clean and disinfect toilet bowls inside and out;

2.3.2.5 Thoroughly clean all appliances, inside and out, including stoves, refrigerators, and range hoods; wipe down outside of water heater;

2.3.2.6 Clean all light fixtures, inside and out;

2.3.2.7 Thoroughly clean and disinfect all hard-surface floors and walls;

2.3.2.8 If directed, clean and wax all hard-surface floors. When cleaning and waxing the floors, it is required to use Rejuvenate Floor Cleaner, or equal, and High Gloss Urethane Finish, or equal, unless directed or approved differently by The Agency. (NOTE:

The Agency has, at a number of developments, laminated vinyl tile that does not require waxing); and

2.3.2.9 Where applicable, clean all baseboard heaters and heat vents.

2.4 Contractor Responsibilities.

2.4.1 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.

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

2.4.3 Debris. Clean work areas daily, at the end of the workday, of all work-generated debris; DO NOT leave any debris outside of the unit.

2.4.3.1 NOTE #1: As stated within the preceding Section 2.1.2 herein, such debris must be removed from the site daily by the Contractor; DO NOT use apartment garbage cans to dispose of debris.

2.4.3.2 NOTE #2: The empty paint containers must be returned to the

Agency.

2.4.4 Normal Agency Work Hours. The Agency’s typical work week is Monday-

Friday, 8:00 a.m. to 4:30 p.m.

2.4.5 Unit Keys. Whereas the Contractor may choose to work to complete the services on days or at times other than those identified within the immediate-preceding Section 2.4.4 herein, once the Contractor has been assigned a unit to work in the Contractor will pick-up from the Agency Site Manager a door key for the assigned unit. Failure on the part of the Contractor to return the key within 1 work-day of completing the work at the assigned unit will result in a charge of $100.00 by the Agency to the Contactor for the lost or unreturned key. This charge will allow the Agency to re-key the unit. If such occurs, the Agency reserves the right to deduct this charge from the ensuing invoice submitted by the Contractor pertaining to that assigned unit.

2.5 Service Locations. Services will be provided at the Agency sites detailed within

Attachment I, attached hereto, and as further detailed within the following Table No.

4 herein.

2.6 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 painting 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.

2.6.1 Bonds. Though is no set limit, the purpose of this IFB is to typically award work with a value less than $5,000 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), nor any of the contractor’s billable time to obtain the bond, if required by the

2.7 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):

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

2.7.2 When the Agency has need of work in each service area, the Agency staff assigned will contact the 1st-ranked Contractor to ascertain as to whether or not that Contractor is available to do the work within the reasonable time-frame the Agency has established for that work (typically, “reasonable” shall be meet at the site within 1 work day and begin work within 1 work day 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.

2.7.2.1 “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 2.7.2 and will seek a Contractor who within the previously described pool rotation who is immediately available.

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

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

2.8 Previous/Current Contractor(s). The Agency has not retained or utilized a contractor for these services in a number of years.

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 the following Table No. 3 herein. Then, the Agency anticipates that it will notify the apparent low bidder(s) 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(s) pursuant to a “Low Bid” basis by placing firms in a “Pool,” 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]

IFB Section

Tab No.

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-1 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.

3.1.1.1.4 4 Section 3 Business Preference Documentation (Optional Item). For any bidder claiming a Section 3 Business Preference, he/she shall under this tab include the fully completed and executed Section 3 Business Preference Certification Form attached hereto as Attachment D and any documentation required by that form.

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 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 5.4.5 herein.

3.1.1.2.2 2 Proposed Services. The bidder shall place under this tab documentation further explaining the bidder’s services and showing how the bidder intends to fulfill the requirements of the preceding Section 2.0 herein, including, but not limited to: (NOTE:

Though the bidder is not limited by such, the Agency anticipates that the total documentation submitted under this Tab will be at a maximum of 1-2 pages.)

3.1.1.2.2.1 The firm’s resources (e.g. personnel; equipment) to provide the services.

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

3.1.1.2.2.3 The proposed quality assurance program.

3.1.1.2.2.4 An explanation and copies of forms that will be used and reports that will be submitted and the method of such reports (i.e. written; fax; Internet; etc.).

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

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 (e.g. 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 3.6 herein pertaining to supplier diversity (e.g. 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 Kentucky 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.

3.1.1.2.11 Bid Submittal Binding Method. It is preferable and recommended that the bidder bind the bid submittals in such a manner that the Agency can, if needed, remove the binding (i.e. “spiral-type” etc.) or remove the pages from the cover (i.e. 3-ring binder; etc.) to make copies, then conveniently return the bid submittal to its original condition.

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

3.2.2 Pricing Items. The proposed fees (Pricing Items) shall be submitted by the bidder and received by the Agency where provided within the eProcurement Marketplace only. Do not submit, enter or refer to any fees or costs within the 4-tab “hard copy” bid submittal detailed within Section 3.0—any bidder that does so may be rejected without further consideration. Unless otherwise stated, the proposed fees are all-inclusive of all related costs that the successful bidder will incur to provide the noted services, including, but not limited to: employee wages and benefits; clerical support; overhead; profit; licensing; insurance; materials; supplies; tools;

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

[Table No. 4]

Pricing Item

Qty

U/M

Average* Unit Size

3.2.2.1 Unit Painting Services

3.2.2.1.1 Site No. 1: Anderson Court

3.2.2.1.1.1 1 5 Units 1-bedroom Unit 493 s/f

3.2.2.1.1.2 2 9 Units 2-bedroom Unit 664 s/f

3.2.2.1.1.3 3 4 Units 3-bedroom Unit 935 s/f

3.2.2.1.1.4 4 2 Units 4-bedroom Unit 1,029 s/f

3.2.2.1.2 Site No. 2: Blackburn Court

3.2.2.1.2.1 5 3 Units 0-bedroom Unit 448 s/f

3.2.2.1.2.2 6 7 Units 1-bedroom Unit 664 s/f

3.2.2.1.2.3 7 3 Units 2-bedroom Unit 696 s/f

3.2.2.1.2.4 8 1 Units 3-bedroom Unit 847 s/f

3.2.2.1.2.5 9 1 Units 4-bedroom Unit 1,073 s/f

3.2.2.1.2.6 10 1 Units 5-bedroom Unit 1,234 s/f

3.2.2.1.3 Site No. 3: Dolly McNutt

3.2.2.1.3.1 11 4 Units 1-bedroom Unit 570 s/f

3.2.2.1.3.2 12 4 Units 2-bedroom Unit 690 s/f

3.2.2.1.3.3 13 3 Units 3-bedroom Unit 990 s/f

3.2.2.1.4 Site No. 4: Ella Munal

3.2.2.1.4.1 14 3 Units 0-bedroom Unit 368 s/f

3.2.2.1.4.2 15 15 Units 1-bedroom Unit 529 s/f

3.2.2.1.4.3 16 5 Units 2-bedroom Unit 615 s/f

3.2.2.1.4.4 17 3 Units 3-bedroom Unit 847 s/f

3.2.2.1.4.5 18 2 Units 4-bedroom Unit 1,138 s/f

3.2.2.1.4.6 19 1 Units 5-bedroom Unit 1,233 s/f

3.2.2.1.5 Site No. 5: Fountain Scattered Sites

3.2.2.1.5.1 20 1 Units 2-bedroom Unit 685 s/f

3.2.2.1.6 Site No. 6: Northside Scattered Sites

3.2.2.1.6.1 21 4 Units 3-bedroom Unit 839 s/f

3.2.2.1.7 Site No. 7: Southside Scattered Sites

3.2.2.1.7.1 22 3 Units 3-bedroom Unit 839 s/f

3.2.2.1.8 Site No. 8: Elmwood Court

3.2.2.1.8.1 23 18 Units 1-bedroom Unit 560 s/f

3.2.2.1.8.2 24 21 Units 2-bedroom Unit 680 s/f

3.2.2.1.8.3 25 9 Units 3-bedroom Unit 913 s/f

3.2.2.1.8.4 26 4 Units 4-bedroom Unit 1,095 s/f

3.2.2.1.9 Site No. 9: Pierce Lackey

3.2.2.1.9.1 27 9 Units 0-bedroom Unit 356 s/f

3.2.2.1.9.2 28 22 Units 1-bedroom Unit 548 s/f

3.2.2.1.9.3 29 4 Units 2-bedroom Unit 670 s/f

3.2.2.1.10 Site No. 11: H.C. Mathis

3.2.2.1.10.1 31 4 Units 1-bedroom Unit 840 s/f

3.2.2.1.10.2 32 2 Units 2-bedroom Unit 1,050 s/f

3.2.2.2 Potential Additional Rates pertaining to the required Moving of Furniture in Occupied Units

3.2.2.2.1 33 10 Units Firm-fixed fee for moving and full protection of furniture as detailed within the following Section 3.3.1.2 herein: 0-bedroom Unit.

3.2.2.2.2 34 38 Units Firm-fixed fee for moving and full protection of furniture as detailed within the following Section 3.3.1.2 herein: 1-bedroom Unit.

3.2.2.2.3 35 24 Units Firm-fixed fee for moving and full protection of furniture as detailed within the following Section 3.3.1.2 herein: 2-bedroom Unit.

3.2.2.2.4 36 13 Units Firm-fixed fee for moving and full protection of furniture as detailed within the following Section 3.3.1.2 herein: 3-bedroom Unit.

3.2.2.2.5 37 4 Units Firm-fixed fee for moving and full protection of furniture as detailed within the following Section 3.3.1.2 herein: 4-bedroom Unit.

3.2.2.2.6 38 1 Units Firm-fixed fee for moving and full protection of furniture as detailed within the following Section 3.3.1.2 herein: 5-bedroom Unit.

3.2.2.3 Potential Additional Services pertaining to Painting

3.2.2.3.1 39 20,000 Square Feet

Cost per square foot of unit wall space for additional painting work to apply paint or Kilz (or an equal product) that the Agency may require that is not already provided for within the preceding Pricing Items No. 1-38.

3.2.2.3.2 40 100 Hours Painter

3.2.2.3.3 41 150 Hours Laborer

3.2.2.3.4 42 3,000 Dollars Painting-related supplies/materials that may be needed to complete additional Painting-related Services not already provided for herein.

[Table No. 4a]

Pricing Item

Qty

U/M

Average* Unit Size

3.2.2.4 Unit Cleaning Services

3.2.2.4.1 Site No. 1: Anderson Court

3.2.2.4.1.1 43 5 Units 1-bedroom Unit 493 s/f

3.2.2.4.1.2 44 9 Units 2-bedroom Unit 664 s/f

3.2.2.4.1.3 45 4 Units 3-bedroom Unit 935 s/f

3.2.2.4.1.4 46 2 Units 4-bedroom Unit 1,029 s/f

3.2.2.4.2 Site No. 2: Blackburn Court

3.2.2.4.2.1 47 3 Units 0-bedroom Unit 448 s/f

3.2.2.4.2.2 48 7 Units 1-bedroom Unit 664 s/f

3.2.2.4.2.3 49 3 Units 2-bedroom Unit 696 s/f

3.2.2.4.2.4 50 1 Units 3-bedroom Unit 847 s/f

3.2.2.4.2.5 51 1 Units 4-bedroom Unit 1,073 s/f

3.2.2.4.2.6 52 1 Units 5-bedroom Unit 1,234 s/f

3.2.2.4.3. Site No. 3: Dolly McNutt

3.2.2.4.3.1 53 4 Units 1-bedroom Unit 570 s/f

3.2.2.4.3.2 54 4 Units 2-bedroom Unit 690 s/f

3.2.2.4.3.3 55 3 Units 3-bedroom Unit 990 s/f

3.2.2.4.4 Site No. 4: Ella Munal

3.2.2.4.4.1 56 3 Units 0-bedroom Unit 368 s/f

3.2.2.4.4.2 57 15 Units 1-bedroom Unit 529 s/f

3.2.2.4.4.3 58 5 Units 2-bedroom Unit 615 s/f

3.2.2.4.4.4 59 3 Units 3-bedroom Unit 847 s/f

3.2.2.4.4.5 60 2 Units 4-bedroom Unit 1,138 s/f

3.2.2.4.4.6 61 1 Units 5-bedroom Unit 1,233 s/f

3.2.2.4.5 Site No. 5: Fountain Scattered Sites

3.2.2.4.5.1 62 1 Units 2-bedroom Unit 685 s/f

3.2.2.4.6 Site No. 6: Northside Scattered Sites

3.2.2.4.6.1 63 4 Units 3-bedroom Unit 839 s/f

3.2.2.4.7 Site No. 7: Southside Scattered Sites

3.2.2.4.7.1 64 3 Units 3-bedroom Unit 839 s/f

3.2.2.4.8 Site No. 8: Elmwood Court

3.2.2.4.8.1 65 18 Units 1-bedroom Unit 560 s/f

3.2.2.4.8.2 66 21 Units 2-bedroom Unit 680 s/f

3.2.2.4.8.3 67 9 Units 3-bedroom Unit 913 s/f

3.2.2.4.8.4 68 4 Units 4-bedroom Unit 1,095 s/f

3.2.2.4.9 Site No. 9: Pierce Lackey

3.2.2.4.9.1 69 9 Units 0-bedroom Unit 356 s/f

3.2.2.4.9.2 70 22 Units 1-bedroom Unit 548 s/f

3.2.2.4.9.3 71 4 Units 2-bedroom Unit 670 s/f

3.2.2.4.10 Site No. 11: H.C. Mathis

3.2.2.4.10.1 73 4 Units 1-bedroom Unit 840 s/f

3.2.2.4.10.2 74 2 Units 2-bedroom Unit 1,050 s/f

3.2.2.5.1 Potential Additional Services pertaining to Cleaning

3.2.2.5.2.1 75 50 Hours Cleaning Labor

3.2.2.5.3.2 76 2,000 Dollars Cleaning related supplies/materials that may be needed to complete additional cleaning related services not already provided for herein.

3.3 Additional Information Pertaining to the above Pricing Items.

3.3.1 Quantities. All quantities entered by the Agency herein and within the corresponding Pricing Items on the Marketplace are for calculating purposes only. As may be further detailed herein, the Agency does not guarantee any minimum or maximum amount of work as a result of any award ensuing from this IFB, as the Agency anticipates that the ensuing contract may be a Requirements Contract, in which case the Agency shall retain one contractor only and shall retain the right to order from that contractor (successful bidder), on a task order basis, any amount of services the Agency requires. Please note the immediate following exception to the aforementioned “Requirements Contract” language.

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

3.3.1.1.1 Guaranteed Contract Minimum Amount and Not-

to-exceed Maximum Amount. As may be further detailed herein, most specifically within the preceding Section 3.3.1.1, if the ensuing contract becomes an Indefinite Quantities Contract (IQC), which, pursuant to HUD regulation, requires the Agency to award to each responsive and responsible contractor a Guaranteed Contract Minimum Amount (GCMA) and a Not-to-exceed Maximum Contract Amount (NMCA) of work, those required minimum and maximum contract levels are: (a) GCMA: $2,000; (b) NMCA: $200,000 (each shall be annual amounts).

3.3.1.1.2 Exceptions Pertaining to the GCMA.

3.3.1.1.2.1 The noted GCMA (but not the entire

Contract, only the restrictions pertaining to the set GCMA) will be null and void for any firm that chooses to reject a total of 3 requests from the Agency to be available for work during the contract period.

3.3.1.1.2.2 (PLEASE NOTE: This clause does not pertain to any firm that, as detailed within the preceding Section 3.3.1.1.2.1, has had the GCMA declared null and void during the current contract period). If, during the final 3 months of the contract period, the Agency has not made a task order award to any

Contractor(s) in the pool that would ensure that award(s) to the Contractor reaches the $2,000 GCMA, the Agency shall retain the right to suspend the process detailed within Section 2.5 herein and complete an award directly to any such Contractor, thereby reaching the GCMA (once the GCMA has been met, this exception is no longer available during that contract period and the procedure set within Section 2.5 is again in affect).

3.3.1.2 Occupied Units and Vacant Units. Though the Agency

anticipates that it will primarily utilize the awarded contract for vacant units, the Agency also will utilize the awarded contract for occupied units that need to be painted. The occupied units will be paid at the same rate proposed and awarded for a vacant unit. The Agency acknowledges that there will be an increased amount of work for the Contractor to paint an occupied unit in that the unit resident’s furniture must be protected during the work. In the occupied unit being painted the contractor will be required to carefully move and cover the furniture so that the work is protected from any paint being applied to the surfaces.

3.3.1.2.1 It will be the responsibility of the resident to

properly secure all valuables and lose items prior to the day that the painting work is scheduled to begin; accordingly, the Contractor will only be required to move and protect furniture items. The Agency will be responsible to inspect the unit prior to the schedule “paint day” to ensure that the unit is ready for the Contractor to do the work.

3.3.1.2.2 The Contractor will be responsible for any damage

in moving the furniture items that occurs as a result of the Contractor’s lack of care or negligence. Such “lack of care or negligence” will be determined solely by the Agency.

3.3.1.2.3 The unit resident will not be present during the

painting work.

3.3.1.3 How we arrived at each of the unit quantities identified within the preceding Table No. 4 herein. The Agency anticipates (but does not guarantee) that it will “turn” vacant units at the approximate rate of 20% during any year. Accordingly, we have set the estimated quantity (“Qty”) figures for each bedroom size listed within the preceding Table No. 4 herein at approximately 20% of the total units for each bedroom size.

3.3.1.3.1 We have set the estimated quantity figures for

Pricing Items No. 33-38 at about 10% of the total units for each bedroom size.

3.3.1.3.2 Please remember that the Agency reserves the

right to require the successful bidder(s) to provide services at any number of units the Agency requires during any period of time.

3.3.1.3.3 Please also remember, total unit breakdowns at

each development can be viewed within IFB Attachment I, attached hereto.

3.3.2 IMPORTANT NOTICE!!! Entry of Proposed Costs. Bidders must submit, where provided within the eProcurement Marketplace, a cost for each and every Pricing Item detailed within the preceding Tables No. 4 and 4a herein. The eProcurement Marketplace will automatically perform all required calculations.

3.3.2.1 Realistic Cost Proposed for each Pricing Item. Each bidder is strongly encouraged to enter where provided within the eProcurement Marketplace a realistic cost for each Pricing Item, especially the hourly fees required. For example, if the successful bidder enters $1.00 for and hourly Pricing Item, 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 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 (e.g.

$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. 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.

3.3.2.3 Determination of the Lowest Calculated Costs. 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 total sum of all the line items will determine the lowest bidder and/or the ranking order for placement within the ensuing pool of contractors that may be formed.

3.3.2.3.1 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 hourly fee for the services is $800.00/unit and a bidder proposes a fee of $1,200.00/unit, then the Agency reserves the right to make a determination that the costs proposed are not reasonable).

3.3.2.4 Assumption. Pertaining to the Pricing Items listed within Table

No. 4, it shall be the Agency’s assumption that the successful bidder has:

3.3.2.4.1 Based his/her proposed pricing for Pricing Items 1-

39 upon the proposed rates submitted by the bidder for Pricing Items No. 38-42; and

3.3.2.4.2 Based his/her proposed pricing for Pricing Items

43-74 upon the proposed rates submitted by the bidder for Pricing Items No. 75-76; and

3.3.2.4.3 By submitting a bid in response to this IFB, the

successful bidder automatically agrees that such is accurate. Accordingly, the Agency may use such assumption, if necessary, to do any lump-sum bid breakdown calculation that may be needed during the ensuing contract period(s).

3.3.2.5 Supplies/Materials (Pricing Items No. 42 and 76). Each bidder shall enter the proposed cost for these Pricing Items 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 30% over cost, he/she shall enter "1.30" 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.

3.3.2.5.1 Also, the Agency reserves the right to:

3.3.2.5.1.1 Require the Contractor to garner

such needed supplies directly from the Agency; and/or

3.3.2.5.1.2 Procure directly from a supplier of

the Agency's choosing any supplies/materials that the Contractor may require to be able to provide the listed services.

3.3.2.5.1.3 In any case, the Agency anticipates

(and shall require) that the Contractor will procure such supplies/materials from suppliers 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 3.3.2.5.1.2).

3.3.2.6 HUD Maintenance Wage Rates Determination (MWRD). Please see Attachment G-10, 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.

3.3.2.6.1 Therefore, by submitting a bid, each bidder is

thereby agreeing to and verifying that he/she will not pay his/her employees at rates less than detailed within Attachment G-10, 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.

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

be construction-related (see the immediate following Section 3.3.2.7), 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.

3.3.2.7 Davis-Bacon Prevailing Wage Rates. Davis-Bacon Wage Rates apply only to work deemed by the Agency to be construction-related. 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:

3.3.2.7.1 Ascertain the applicable portion of the hourly

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

3.3.2.7.2 Ascertain the current applicable Davis-Bacon or

State Prevailing Wage Rate(s) that applies; then

3.3.2.7.3 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.

3.3.3 Potential Escalation of Rates. At the discretion of the CO, at the end of the first one-year contract period (and at the end of any ensuing extended contract period), there may be an escalation of costs allowed in the same amount of any escalation that occurs pertaining to the corresponding or most similar State of Kentucky Prevailing Wage Rates ("most similar," as determined by and at the sole discretion of the Agency). 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 CO’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 previous listed wage rate.

3.3.3.1 Notification must be received from the Contractor. The

Contractor must notify the CO, 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 CO.

3.3.3.2 Right to Reject. As stated within the preceding Section 3.3.3, the Agency reserves the right to reject any such request for an increase in fees if the Agency feels doing so is in its best interests. Similarly, the successful bidder has the right to terminate services if the Agency rejects the request for an increase. This will occur in the following manner (procedure):

3.3.3.2.1 Step No. 1. The successful bidder submits his/her

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

3.3.3.2.2 Step No. 2. The Agency considers the requested

increase and, within 10 days of receipt of such, issues a written response to the successful bidder as to if the request is approved or rejected;

3.3.3.2.3 Step No. 3. If rejected and the successful bidder

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

3.3.3.2.4 Step No. 4. The Agency will then endeavor to

ensure that the Agency makes other arrangements to replace the…