2026-01 As-Needed Maintenance _ Repair Services Qualified Vendor Roster.pdf

REQUEST FOR PROPOSALS (RFP)

#2026-01

As-Needed Maintenance & Repair Services

Qualified Vendor Roster (Various Trades)

(Electrical, Plumbing, Flooring, Water Mitigation, Hazardous Materials Remediation, Carpet Cleaning and General Contractor/General trade

Services)

Issued by:

The Housing Authority of the City of Everett 2715 15th Street

Everett, WA 98201

Issued on:

May 6th, 2025

Submission deadline:

June 5th, 2026, before 2:00PM

EHA Facilities Office 2715 15th ST

SECTION 0 — QUICK FACTS

Issue Date: May 6th, 2026

Proposal Due Date: June 5th, 2026 before 2:00PM

Submission Method: Proposals are to be submitted on a thumb drive or CD, with the bidding firm’s name labeled on the device, sealed in an envelope with the bidding firm’s name and “2026-01 As-Needed Maintenance & Repair Services (Various Trades)” clearly labeled on the envelope.

Contact: Erik Maynard Procurement Manager 425.339.1007 erikm@evha.org

Introduction:

The Everett Housing Authority (EHA) is soliciting proposals from qualified, licensed, and experienced vendors to provide on-call, as-needed trade services across multiple disciplines in support of EHA-owned and managed properties throughout Everett, Washington.

The purpose of this Request for Proposals (RFP) is to establish pre-qualified vendor rosters for the following service disciplines:

• Electrical

• Plumbing

• Flooring

• Water Mitigation / Restoration

• Hazardous Material Mitigation

• Carpet Cleaning

• General Contractor / General Trades Services

Services awarded under this RFP shall be provided on an Indefinite Delivery, Indefinite Quantity (IDIQ), as-needed basis. Work may include routine maintenance, emergency response, repair, replacement, and restoration services in occupied and vacant residential units, common areas, exterior areas, and administrative or support facilities owned, managed, or operated by Everett Housing Authority.

EHA intends to award multiple contracts per discipline to vendors determined to be responsive, responsible, and offering the best overall value to the Authority. Placement on an approved roster does not guarantee any minimum amount of work.

mailto:erikm@evha.org

SECTION 1 — INSTRUCTIONS TO PROPOSERS

1.1 Procurement Manager and Point of Contact

All communications regarding this solicitation shall be directed exclusively to the Procurement Manager identified in Section 0 (Quick Facts).

The Procurement Manager shall serve as the sole point of contact for this solicitation. Proposers shall not contact any other Everett Housing Authority (EHA) staff, Board members, or representatives regarding this solicitation.

Unauthorized contact may result in disqualification of the Proposer.

1.2 Proposal Submission Requirements

Proposals must be received no later than the date and time specified in Section 0 (Quick Facts).

Proposals shall be submitted in the format and manner specified below:

• One (1) complete electronic copy in PDF format on a flash drive (unless otherwise specified)

• Sealed envelope clearly labeled with:

o Solicitation Number o Project Name o Proposer’s Name

Proposals must be delivered to the location identified in Section 0.

EHA will not accept proposals submitted by fax or email unless explicitly authorized in writing.

Late submissions will be considered non-responsive and will not be opened or evaluated. EHA will not be responsible for 3rd party carriers late deliveries.

1.3 Proposal Organization and Format

Proposals must be organized in accordance with the requirements outlined in Section 4 (Proposal Requirements).

Failure to follow the required organization, format, or submission instructions may result in the proposal being deemed non-responsive.

All proposals must be clear, concise, and complete. Proposers are responsible for including all information necessary for EHA to evaluate the proposal.

1.4 Questions, Clarifications, and Addenda

All questions regarding this solicitation must be submitted in writing via email to the Procurement Manager.

Questions must be received no later than the deadline identified in Section 0.

Responses to questions will be issued in writing to all known prospective proposers through an addendum.

Addenda shall be considered part of this solicitation. Proposers are responsible for monitoring EHA’s procurement site and acknowledging receipt of all addenda in their proposal.

1.5 Pre-Proposal Conference (If Applicable)

If a pre-proposal conference is scheduled, details will be provided in Section 0.

Attendance may be mandatory or optional as indicated.

The purpose of the conference is to provide clarification of the solicitation requirements and to allow proposers to ask questions.

Statements made during the conference are not binding unless confirmed by written addendum.

1.6 Proposal Validity Period

Proposals shall remain valid and may not be withdrawn for a period of ninety (90) calendar days from the proposal due date.

1.7 Costs of Proposal Preparation

EHA shall not be responsible for any costs incurred by proposers in the preparation or submission of proposals.

All costs associated with responding to this solicitation shall be borne solely by the proposer.

1.8 Right to Reject and Waive Informalities

EHA reserves the right to reject any or all proposals, to waive minor informalities or irregularities, and to accept any proposal deemed to be in the best interest of the Authority.

1.9 Responsibility of Proposers

Proposers are responsible for:

• Examining the entire solicitation and all attachments

• Becoming familiar with all conditions that may affect performance

• Ensuring that their proposal is complete and responsive

Failure to do so will be at the proposer’s risk.

1.10 Modifications and Withdrawal of Proposals

Proposals may be modified or withdrawn by written request received prior to the proposal due date and time.

After the deadline, proposals may not be modified or withdrawn.

1.11 Acceptance of Terms

Submission of a proposal constitutes acknowledgment and acceptance of all terms, conditions, and requirements of this solicitation, unless specifically noted otherwise in the proposal.

1.12 Compliance with Laws and Regulations

The selected proposer shall comply with all applicable federal, state, and local laws, regulations, and requirements, including but not limited to State, Federal, and HUD regulations as well as all EHA policies.

SECTION 2 — PROCUREMENT SCHEDULE

Issue Date: May 6th, 2026

Proposal Due Date: June 5th, 2026 before 2:00PM

Pre-bid Conferences: May 13th 2026 10:00AM or May 26th, 2026 10:00AM

EHA Facilities Office

2715 15th ST

Questions Due: May 29th 2026, at Noon

SECTION 3 — SCOPE OF WORK

The Everett Housing Authority (EHA) owns, operates, and manages a portfolio of affordable housing communities and related facilities serving low-income households, seniors, individuals with disabilities, and families throughout the City of Everett and surrounding service area. In support of its mission, EHA must maintain safe, sanitary, functional, and well-managed housing environments for residents, staff, and visitors.

To preserve housing quality, protect resident health and safety, reduce unit vacancy turnaround time, and maintain efficient operations, EHA routinely requires timely maintenance, repair, emergency response, turnover, and small project services across its properties. These needs arise in occupied and vacant dwelling units, common areas, building systems, exterior spaces, and administrative facilities.

Work assignments may include routine maintenance, corrective repairs, preventive maintenance support, unit turnover preparation, replacement of damaged components, code-related corrections, restoration services, and other related tasks necessary to support ongoing property operations.

Because service demands vary in scope, timing, location, and urgency, EHA is seeking qualified contractors and service providers to furnish services on an on-call, as-needed basis across multiple trade disciplines.

Through this Request for Proposals (RFP), EHA intends to establish a pool of responsive, cost-effective, and reliable contractors capable of delivering high standards of workmanship, professionalism, resident respect, and regulatory compliance.

Selection under this RFP does not guarantee any minimum quantity of work. Future assignments will be issued in accordance with contract terms, operational needs, funding availability, and applicable procurement requirements.

Scope(s):

The following scopes of work are intended to describe the general types of services EHA may request under this solicitation. The scopes are representative only and are not exhaustive. Contractors may be asked to perform related tasks customary to their licensed trade and qualifications.

Electrical Services

Provide licensed electrical labor, materials, equipment, and supervision necessary to inspect, troubleshoot, repair, replace, install, and maintain electrical systems and components in residential units, common areas, exterior spaces, and administrative facilities.

Services may include:

• Outlet, switch, and fixture repair/replacement

• Breaker, panel, and circuit troubleshooting

• Interior and exterior lighting repairs

• Smoke/CO detector replacement where applicable

• Appliance electrical connections

• Code corrections

• Emergency power-related repairs

• Low-voltage related repairs incidental to building operations

Plumbing Services

Provide licensed plumbing labor, materials, equipment, and supervision necessary to inspect, diagnose, repair, replace, install, and maintain plumbing systems and fixtures.

Services may include:

• Leak detection and repair

• Drain clearing and sewer stoppages

• Faucet, toilet, sink, and fixture replacement

• Water heater repair/replacement

• Supply line and waste line repairs

• Garbage disposal replacement

• Valve replacement

• Boiler repair/replacement

• Emergency plumbing response

• Code compliance corrections

Flooring Services

Provide labor, materials, equipment, and supervision necessary to remove, prepare, repair, replace, and install flooring systems in occupied and vacant units and common areas.

Services may include:

• Carpet removal and replacement

• Luxury vinyl plank (LVP) installation

• Vinyl composition tile (VCT) repair/replacement

• Sheet vinyl installation

• Baseboard / cove base replacement

• Subfloor patching, leveling, and sealing

• Moisture-related flooring replacement

• Transition strip replacement

• Unit turnover flooring work

Water Mitigation / Restoration Services

Provide emergency and scheduled labor, equipment, drying systems, and restoration services necessary to mitigate water intrusion and restore affected areas.

Services may include:

• Emergency water extraction

• Structural drying

• Dehumidification and air movement

• Moisture mapping and monitoring

• Removal of damaged materials

• Containment setup

• Sanitization and odor treatment

• Minor demolition related to drying access

• Reconstruction coordination or repair restoration

• Documentation for insurance claims if requested

24-hour emergency response capability may be required.

Hazardous Material Mitigation Services

Provide properly licensed and certified labor, supervision, containment, disposal, and reporting for hazardous materials response and remediation in accordance with all federal, state, and local regulations.

Services may include:

• Drug contamination assessment, decontamination, and cleanup of units or areas impacted by illicit drug use, manufacturing residue, hazardous paraphernalia, or related biohazardous materials, including lawful handling and disposal in accordance with applicable regulations.

• Asbestos-containing material abatement

• Lead-based paint stabilization or abatement

• Mold remediation

• Biohazard cleanup

• Universal waste handling

• Containment and negative air controls

• Air monitoring coordination

• Regulated material transport and disposal

• Clearance documentation

All work must be performed by properly credentialed personnel.

Carpet Cleaning Services

Provide labor, materials, equipment, and supervision necessary to clean, sanitize, deodorize, and restore carpeted flooring surfaces.

Services may include:

• Unit turnover carpet cleaning

• Spot treatment and stain removal

• Deep extraction cleaning

• Odor treatment

• Pet-related treatment where applicable

• Hallway/common area carpet cleaning

• Moisture control after cleaning

• Emergency cleaning after incidents

General Contractor / General Trades Services

Provide general construction, repair, coordination, labor, materials, and supervision for miscellaneous building repairs and small projects not limited to a single specialty trade.

Services may include:

• Drywall repair and painting

• Interior finish carpentry

• Door, lock, and hardware replacement

• Cabinet and countertop repair/replacement

• Minor framing repairs

• Fence and exterior repairs

• Roof and roof component repair, replacement or installation

• Concrete/asphalt repairs

• Small rehabilitation projects

• Coordination of subcontractors where authorized

Contractors performing specialty trade work must use properly licensed subcontractors where required.

General Requirements for All Categories

All contractors may be required to:

• Work in occupied housing with professionalism and resident sensitivity

• Coordinate scheduling with EHA staff

• Maintain clean and safe work areas

• Provide emergency response when requested

• Obtain required permits where applicable

• Comply with all safety regulations

• Provide labor, tools, equipment, and incidental materials unless otherwise directed

• Complete work in a timely and workmanlike manner

• Submit invoices and supporting documentation as required

SECTION 4 — PROPOSAL REQUIREMENTS

4.1 General Proposal Requirements

To be considered for award, Proposers shall submit a complete response containing sufficient information for EHA to evaluate the firm’s qualifications, capacity, responsiveness, and overall ability to perform the requested services. Proposals should be clear, concise, and organized in the order requested below. All requested information for the evaluation sections shall be completed on the forms provided and included with the proposal submission. Supplemental information may be attached as necessary to fully explain qualifications or capabilities.

Proposals received in response to this Request for Proposals will be reviewed to determine responsiveness, responsibility, and overall best value to Everett Housing Authority (EHA). EHA may award contracts to multiple Proposers in one or more trade categories.

EHA reserves the right to reject any proposal that is incomplete, non-responsive, submitted without the required forms, or submitted by a Proposer determined not responsible.

4.2 Proposal Organization

Proposals shall be organized into the following sections, in the order listed below:

A. Administrative Review (Pass/Fail )

a. Vendor Info form

b. W9

B. Relevant Experience and Qualifications (30 Points) C. Capacity, Availability, and Response Time (30 Points) D. Pricing (25 Points) E. References and Past Performance (15 Points)

Maximum Score (100 Points)

4.3 Clarifications / Interviews

EHA reserves the right to request clarifications, supplemental information, interviews, presentations, site visits, or revised pricing from one or more Proposers.

4.4 Award Determination

Following completion of the evaluation process, Everett Housing Authority (EHA) intends to establish a roster of qualified contractors to perform future as-needed work within the trade categories identified in this solicitation.

Proposers receiving a score at or above the minimum qualification threshold established by EHA, and determined to be responsive and responsible, may be selected for placement on the roster.

EHA may:

• Place one or more qualified Proposers on the roster within each trade category

• Establish separate rosters by trade, specialty, or service type

• Negotiate final pricing, clarifications, or administrative terms prior to roster placement

• Add or remove categories if determined to be in EHA’s best interest

• Decline to place any Proposer on the roster

• Decline to award or establish a roster for any category

Placement on the roster does not guarantee any minimum quantity of work, contract value, or future assignments.

Future work may be assigned in accordance with EHA procurement requirements, operational needs, contractor availability, pricing, past performance, emergency conditions, and other factors relevant to the specific assignment.

SECTION 5 — EVALUATION CRITERIA

Responsive and responsible proposals will be evaluated based on the criteria below. EHA is seeking contractors that demonstrate the experience, capacity, responsiveness, competitive pricing, and proven performance necessary to support EHA operations in a timely, professional, and cost-effective manner.

Evaluation Criteria Maximum Points

Relevant Experience and Qualifications 30

Capacity, Availability, and Response Time 30

Pricing 25

References and Past Performance 15

Total 100

A. Vendor Info form and W9

• Fill out and include the Vendor Information Form

• Fill out and include the W9 form B. Relevant Experience and Qualifications (30 Points)

• Years in business

• Experience in requested trade category(ies)

• Experience in occupied residential environments

• Multifamily, affordable housing, or public agency experience

• Emergency service experience C. Capacity, Availability, and Response Time (30 Points)

• Service Area Identify the geographic areas regularly served, including ability to provide services in Everett, Lynnwood, Monroe, and Lake Stevens.

• Response Time Standards Provide typical response times for the following categories of work:

Emergency Urgent Routine

• Premium Time/After Hours Work Describe the conditions under which work is performed outside of standard business hours and subject to premium or overtime rates. Include:

Describe availability for:

Definition of standard working hours What circumstances trigger premium or overtime billing (e.g., emergency response, client request, schedule constraints)Capacity to Perform

D. Pricing (25 Points)

• Fill out and include the appropriate price proposal E. References and Past Performance (15 Points)

• Please provide three references that can illustrate the following:

• Timeliness of prior work

• Communication and customer service

• Workmanship

• History of completing work within budget and schedule

SECTION 6 — CONTRACT REQUIREMENTS

Contractors selected for inclusion on the EHA vendor roster may receive future work assignments on an as-needed basis. The form of binding agreement used for each assignment will depend on the nature, scope, and estimated value of the work.

A. Assignments Under $10,000 (this may be adjusted to $15,000, in the future)

For individual work assignments with an estimated value of less than $10,000, EHA may issue a Purchase Order (PO)as the binding contractual document. The Purchase Order will reference the authorized scope of work, pricing, and applicable terms and conditions governing performance.

EHA Purchase Order terms and conditions are available upon request.

B. Assignments of $10,000 (this may be adjusted to $15,000, in the future) or Greater

For individual work assignments with an estimated value of $10,000 or greater, or for assignments where EHA determines a formal written agreement is in its best interest, the Contractor shall be required to execute EHA’s applicable standard contract form prior to commencement of work.

Other contract forms appropriate to the services being procured

The contract will incorporate the approved scope of work, pricing, insurance requirements, and any negotiated or project-specific terms.

EHA standard contract templates are available upon request.

C. EHA Reservation of Rights

EHA reserves the right to require a formal written contract for any assignment, regardless of dollar amount, when warranted by risk, complexity, funding source requirements, prevailing wage applicability, public works requirements, schedule considerations, or other operational needs.

6.2 Contract Documents

The contract resulting from this solicitation shall include, at a minimum, the following:

• Executed Agreement

• Scope of Work / Scope of Services Exhibit

• Pricing / Compensation Exhibit

• Insurance Requirements Exhibit

• EHA General Conditions or Supplementary Conditions

• Any applicable HUD-required forms and provisions

• All addenda issued for this solicitation

• The proposer’s submitted proposal (as accepted or negotiated)

In the event of a conflict between documents, EHA will determine the order of precedence.

6.3 Vendor Roster Term and Eligibility Period

Vendors selected through this solicitation shall be placed on the Everett Housing Authority (EHA) Qualified Vendor Roster for the trade category(ies) awarded.

Unless otherwise stated in this solicitation, the anticipated roster term shall be:

• Initial Roster Period: Three (3) years from the date of award or roster activation

• Optional Extensions: Up to two (2) additional one-year extensions, at EHA’s sole discretion

Continuation on the roster is not guaranteed and shall be subject to:

• Satisfactory performance

• Maintenance of required licenses and certifications

• Maintenance of insurance coverage

• Compliance with contract requirements and EHA standards

• Continued business eligibility and responsibility

• Operational need and funding availability

EHA reserves the right to:

• Add vendors to the roster through future solicitations or reopenings

• Remove, suspend, or deactivate vendors for non-performance or non-compliance

• Reassign vendors among categories based on qualifications

• Decline to extend the roster term

Placement on the roster does not guarantee any minimum quantity of work or future assignments

6.4 Compensation and Payment

Compensation for services performed under this solicitation shall be based on the Contractor’s submitted pricing, as accepted or subsequently negotiated by Everett Housing Authority (EHA), and as authorized through a Purchase Order, task order, work order, or written contract.

Unless otherwise specified:

• Payments will be made on a Net Thirty (30) basis following receipt and approval of a properly submitted invoice.

• Invoices must include sufficient detail to support all charges, including labor, materials, approved markups, dates of service, location of work performed, and any other documentation reasonably requested by EHA.

• EHA reserves the right to withhold payment for unsatisfactory, defective, unauthorized, incomplete, or non-conforming work until such issues are resolved to EHA’s satisfaction.

• EHA’s preferred method of payment is Electronic Funds Transfer (EFT). Contractors selected for roster placement or award may be required to enroll in EHA’s EFT payment system.

• A Contractor requesting payment by check or another alternative method must submit a written explanation demonstrating a reasonable business need or other justifiable cause.

Approval of any alternate payment method shall be at EHA’s sole discretion.

• For any work subject to Washington State Prevailing Wage requirements, final payment may be withheld or delayed until EHA confirms that all required prevailing wage documentation has been properly submitted, approved, and/or accepted by the Washington State Department of Labor & Industries, including any required Statements of Intent to Pay Prevailing Wages, Affidavits of Wages Paid, certified payroll records, or other applicable compliance documents.

EHA shall not be obligated to pay charges that were not previously authorized or that are inconsistent with the applicable Purchase Order, contract terms, or approved pricing.

6.5 Insurance Requirements

Contractor shall procure and maintain for the duration of the contract, and for 1 year thereafter, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees, or subcontractors.

MINIMUM SCOPE AND LIMIT OF INSURANCE

Coverage shall be at least as broad as:

A. Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $5,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.

B. Automobile Liability: Insurance Services Office Form CA 0001 covering Code 1 (any auto), with limits no less than $5,000,000 per accident for bodily injury and property damage.

C. Workers’ Compensation insurance as required by the State of Washington, with Statutory Limits, and Employers’ Liability insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease.

D. Builder’s Risk (Course of Construction) insurance utilizing an “All Risk” (Special Perils) coverage form, with limits equal to the completed value of the project and no coinsurance penalty provisions.

E. Surety Bonds as described below.

F. Professional Liability (if Design/Build), with limits no less than $2,000,000 per occurrence or claim, and $2,000,000 policy aggregate.

G. Contractors’ Pollution Legal Liability and/or Asbestos Legal Liability and/or Errors and

Omissions (if project involves environmental hazards) with limits no less than $1,000,000 per occurrence or claim, and $2,000,000 policy aggregate.

If the contractor maintains broader coverage and/or higher limits than the minimums shown above, the Entity requires and shall be entitled to the broader coverage and/or the higher limits maintained by the contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the Entity.

Self-Insured Retentions

Self-insured retentions must be declared to and approved by the Entity. The Entity may require the Contractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or Entity. The CGL and any policies, including Excess liability policies, may not be subject to a self-insured retention (SIR) or deductible that exceeds $25,000 [fill in the amount for your comfort level for the specific Contractor and job

– it could be much higher, or in the case of a very small Contractor, you might want it lower] unless approved in writing by Entity. Any and all deductibles and SIRs shall be the sole responsibility of Contractor or subcontractor who procured such insurance and shall not apply to the Indemnified Additional Insured Parties. Entity may deduct from any amounts otherwise due Contractor to fund the SIR/deductible. Policies shall NOT contain any self-insured retention (SIR) provision that limits the satisfaction of the SIR to the Named Insured. The policy must also provide that Defense costs, including the Allocated Loss Adjustment Expenses, will satisfy the SIR or deductible. Entity reserves the right to obtain a copy of any policies and endorsements for verification.

NOTE to Agencies: If the SIR is not paid, there is NO COVERAGE for the Insured or you as the Additional Insured or Indemnified Party. Since there is usually a requirement in the SIR provisions on the Contractor’s policy that the Named Insured Contractor (not the Agency as an Additional Insured) is the only party allowed to make the payment of the SIR

Other Insurance Provisions

The insurance policies are to contain, or be endorsed to contain, the following provisions:

1. The Entity, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations and automobiles owned, leased, hired, or borrowed by or on behalf of the Contractor. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10, CG 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used).

2. For any claims related to this project, the Contractor’s insurance coverage shall be primary and non-contributory insurance coverage at least as broad as ISO CG 20 01 04 13 as respects the Entity, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the Entity, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it. This requirement shall also apply to any Excess or Umbrella liability policies.

3. Each insurance policy required by this clause shall provide that coverage shall not be canceled, except with notice to the Entity.

Builder’s Risk (Course of Construction) Insurance

Contractor may submit evidence of Builder’s Risk insurance in the form of Course of Construction coverage. Such coverage shall name the Entity as a loss payee as their interest may appear.

If the project does not involve new or major reconstruction, at the option of the Entity, an Installation Floater may be acceptable. For such projects, a Property Installation Floater shall be obtained that provides for the improvement, remodel, modification, alteration, conversion or adjustment to existing buildings, structures, processes, machinery and equipment. The Property Installation Floater shall provide property damage coverage for any building, structure, machinery, or equipment damaged, impaired, broken, or destroyed during the performance of the Work, including during transit, installation, and testing at the Entity’s site.

Claims Made Policies – (If at all possible avoid and require occurrence type CGL policies)

If any coverage required is written on a claims-made coverage form:

1. The retroactive date must be shown, and this date must be before the execution date of the contract or the beginning of contract work.

2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of contract work.

3. If coverage is cancelled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective, or start of work date, the Contractor must purchase extended reporting period coverage for a minimum of five

(5) years after completion of contract work.

4. A copy of the claims reporting requirements must be submitted to the Entity for review.

5. If the services involve lead-based paint or asbestos identification/remediation, the Contractors Pollution Liability policy shall not contain lead-based paint or asbestos exclusions. If the services involve mold identification/remediation, the Contractors Pollution Liability policy shall not contain a mold exclusion, and the definition of Pollution shall include microbial matter, including mold.

Umbrella or Excess Policies

The Contractor may use Umbrella or Excess Policies to provide the liability limits as required in this agreement. This form of insurance will be acceptable provided that all of the Primary and Umbrella or Excess Policies shall provide all of the insurance coverages herein required, including, but not limited to, primary and non-contributory, additional insured, Self-Insured Retentions (SIRs), indemnity, and defense requirements. The Umbrella or Excess policies shall be provided on a true “following form” or broader coverage basis, with coverage at least as broad as provided on the underlying Commercial General Liability insurance. No insurance policies maintained by the Additional Insureds, whether primary or excess, and which also apply to a loss covered hereunder, shall be called upon to contribute to a loss until the Contractor’s primary and excess liability policies are exhausted.

NOTE to Agencies: Please see the section on The Myth of “Following Form” Excess Limits Insurance Policies in chapter 2 for additional explanatory information on this very common Excess policy problem that needs to be verified and corrected.

Acceptability of Insurers

Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best rating of no less than A: VII, unless otherwise acceptable to the Entity.

Waiver of Subrogation

Contractor hereby agrees to waive rights of subrogation which any insurer of Contractor may acquire from Contractor by virtue of the payment of any loss. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation. The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the Entity for all work performed by the Contractor, its employees, agents and subcontractors.

Verification of Coverage

Contractor shall furnish the Entity with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause and a copy of the Declarations and Endorsements Pages of the CGL and any Excess policies listing all policy endorsements. All certificates and endorsements and copies of the Declarations & Endorsements pages are to be received and approved by the Entity before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The Entity reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. Entity reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

Subcontractors

Contractor shall require and verify that all subcontractors maintain insurance meeting all requirements stated herein, and Contractor shall ensure that Entity is an additional insured on insurance required from subcontractors. For CGL coverage, subcontractors shall provide coverage with a form at least as broad as CG 20 38 04 13.

Duration of Coverage

CGL & Excess liability policies for any construction related work, including, but not limited to, maintenance, service, or repair work, shall continue coverage for a minimum of 5 years for Completed Operations liability coverage. Such Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.

6.6 Indemnification

The selected proposer will be required to indemnify, defend, and hold harmless EHA and its officers, employees, and agents from and against claims arising out of or related to the proposer’s performance of the contract.

Specific indemnification language will be included in the final agreement.

6.7 Compliance with Laws and Regulations

The contractor shall comply with all applicable federal, state, and local laws, regulations, and requirements, including but not limited to:

• U.S. Department of Housing and Urban Development (HUD) requirements

• 2 CFR Part 200 (Uniform Guidance), as applicable

• Washington State laws and regulations

• EHA policies and procedures

6.8 Licensing and Permits

The contractor shall be responsible for obtaining and maintaining all required licenses, certifications, and permits necessary to perform the work.

6.9 Independent Contractor Status

The selected proposer shall perform all services as an independent contractor and not as an employee of EHA.

The contractor shall be solely responsible for:

• Payment of wages

• Taxes and withholdings

• Employee benefits

6.10 Subcontracting

Subcontracting related to any work assignment, task order, Purchase Order, or contract issued under this vendor roster shall be subject to Everett Housing Authority (EHA) review and approval.

Proposers are encouraged to identify in their proposal any subcontractors or trade partners they customarily use; however, inclusion of such information does not constitute automatic approval for future assignments.

Unless otherwise authorized in writing by EHA:

• The Contractor shall not subcontract all or substantially all of any awarded work.

• The Contractor shall remain the primary party responsible for management, coordination, supervision, scheduling, and completion of the work.

• All subcontractors must possess all licenses, registrations, certifications, insurance, and qualifications required for the services they perform.

• Any subcontractor performing specialty trade work must be properly licensed in accordance with applicable law.

• Use of a subcontractor shall not relieve the Contractor of any duty, obligation, warranty, or liability under the applicable Purchase Order, task order, or contract.

The Contractor shall be fully responsible for the acts, omissions, performance, safety, conduct, payment, and compliance of all subcontractors and lower-tier subcontractors engaged on EHA work.

EHA reserves the right to require replacement or removal of any subcontractor whose performance, qualifications, conduct, or compliance is determined to be unsatisfactory.

6.11 Changes and Amendments

Contracts and POs may only be modified by a written amendment executed by authorized representatives of both parties.

EHA reserves the right to adjust the scope of work, quantities, or schedule as necessary.

6.12 Termination

EHA reserves the right to terminate the contracts and POs:

• For convenience, with written notice

• For cause, including failure to perform in accordance with contract requirements

Termination terms will be defined in the final agreement.

6.13 Performance Expectations

The contractor shall perform all services:

• In a professional and workmanlike manner

• In accordance with industry standards

• In compliance with all contract requirements

Failure to meet performance expectations may result in corrective action or termination.

6.14 Incorporation of Proposal

Any proposer’s submitted proposal(s) may be incorporated into the final contract by reference.

Any exceptions or deviations must be clearly identified in the proposal and are subject to EHA review and approval.

SECTION 7 — COMPLIANCE REQUIREMENTS

7.1 General Compliance Requirement

The selected proposer shall comply with all applicable federal, state, and local laws, regulations, and requirements in the performance of the contract.

This includes, but is not limited to, requirements of the U.S. Department of Housing and Urban Development (HUD), 2 CFR Part 200 (Uniform Guidance), Washington State law, and Everett Housing Authority (EHA) policies.

7.2 HUD Procurement and Contracting Requirements

This procurement is subject to applicable HUD regulations and requirements.

The selected proposer shall comply with all applicable HUD forms, provisions, and contract clauses, including those incorporated by reference or included in the attachments to this solicitation.

7.3 Debarment and Suspension

The proposer must not be debarred, suspended, or otherwise ineligible to participate in federally funded programs.

By submitting a proposal, the proposer certifies that it is not listed on the federal System for Award Management (SAM.gov) exclusion list.

EHA reserves the right to verify this status prior to award.

7.4 Equal Employment Opportunity (EEO)

The contractor shall comply with all applicable Equal Employment Opportunity requirements.

The contractor shall not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, national origin, age, disability, or any other protected class under applicable law.

7.5 Section 3 (If Applicable)

To the greatest extent feasible, the contractor shall comply with HUD Section 3 requirements, including providing economic opportunities to low- and very low-income persons and to Section 3 business concerns.

If Section 3 applies to this contract, additional requirements will be included in the contract documents.

7.6 Anti-Lobbying Certification

The proposer shall comply with all applicable anti-lobbying requirements.

By submitting a proposal, the proposer certifies that no federal appropriated funds have been used to influence or attempt to influence any federal official in connection with the awarding of this contract.

If non-federal funds have been used for lobbying activities, the proposer shall complete and submit the required disclosure forms.

7.7 Conflict of Interest

The proposer shall comply with all applicable conflict of interest requirements.

No employee, officer, or agent of EHA shall participate in the selection, award, or administration of a contract if a real or apparent conflict of interest exists.

Proposers must disclose any actual or potential conflicts of interest in their proposal.

7.8 Drug-Free Workplace

The contractor shall maintain a drug-free workplace in accordance with applicable federal requirements.

7.9 Non-Collusion

By submitting a proposal, the proposer certifies that the proposal is genuine and not made in the interest of or on behalf of any undisclosed person, firm, or corporation.

The proposer further certifies that it has not directly or indirectly induced or solicited any other proposer to submit a false or sham proposal.

7.10 Records Retention and Access

The contractor shall maintain all records related to the contract in accordance with applicable federal and state requirements.

Such records shall be made available for inspection, audit, or review by EHA, HUD, or other authorized entities upon request.

Unless otherwise specified, records shall be retained for a minimum of three (3) years after final payment or as required by applicable regulations.

7.11 Audit and Inspection Rights

EHA, HUD, and other authorized agencies shall have the right to audit, examine, and inspect all books, records, documents, and performance related to the contract.

The contractor shall fully cooperate with any such audit or review.

7.12 Federal Funding Requirements (If Applicable)

If the contract is funded in whole or in part with federal funds, the contractor shall comply with all applicable federal requirements, including those identified in 2 CFR Part 200 and related HUD guidance.

7.13 Licensing, Taxes, and Fees

The contractor shall be responsible for:

• Payment of all applicable taxes

• Obtaining all required licenses and permits

• Compliance with all regulatory requirements

7.14 Compliance with EHA Policies

The contractor shall comply with all applicable EHA policies and procedures, including those related to safety, conduct, and operations on EHA properties.

SECTION 8 — RESERVATION OF RIGHTS

8.1 General Reservation of Rights

The Everett Housing Authority (EHA) reserves the right to, at its sole discretion and in its best interest, exercise any of the rights described in this section at any time during the solicitation or contracting process.

8.2 Right to Reject or Accept Proposals

EHA reserves the right to:

• Reject any or all proposals

• Accept any proposal deemed to be in the best interest of EHA

• Waive minor informalities, irregularities, or technical deficiencies

8.3 Right to Cancel or Modify Solicitation

EHA reserves the right to:

• Cancel this solicitation at any time

• Reissue the solicitation in whole or in part

• Modify the scope of work, schedule, or requirements through addenda

8.4 Right to Request Additional Information

EHA reserves the right to:

• Request clarifications or additional information from any proposer

• Request revised proposals or supplemental submissions

• Require correction of arithmetic or clerical errors

8.5 Right to Negotiate

EHA reserves the right to:

• Negotiate with the highest-ranked proposer(s)

• Negotiate scope, pricing, and contract terms

• Enter into negotiations with the next highest-ranked proposer if an agreement cannot be reached

8.6 Right to Award

EHA reserves the right to:

• Award a contract to one or more proposers

• Make no award

• Award in whole or in part

• Award based on initial proposals without further discussion

8.7 Right to Determine Responsiveness and Responsibility

EHA reserves the right to:

• Determine whether a proposal is responsive to the solicitation requirements

• Determine whether a proposer is responsible and capable of performing the contract

• Disqualify any proposer deemed non-responsive or non-responsible

8.8 Right to Conduct Investigations

EHA reserves the right to:

• Verify any information provided in a proposal

• Conduct reference checks, including with EHA staff

• Investigate proposer qualifications, financial condition, and past performance

8.9 Right to Supplement or Modify Scope

EHA reserves the right to:

• Modify, reduce, or expand the scope of work

• Add or remove services or locations

• Adjust quantities or service levels

Such changes may occur during the solicitation process or after contract award through formal amendment.

8.10 No Obligation for Costs

EHA shall not be responsible for any costs incurred by proposers in the preparation or submission of proposals, participation in interviews, or contract negotiations.

8.11 Non-Exclusive Contract

Any contract resulting from this solicitation shall be non-exclusive.

EHA reserves the right to procure similar or related services from other vendors during the term of the contract.

8.12 No Guarantee of Work

EHA does not guarantee:

• Any minimum quantity of work

• Any specific contract value

• Any frequency of service requests

Work may be issued at EHA’s discretion based on need and funding.

8.13 Right to Terminate

EHA reserves the right to terminate any resulting contract:

• For convenience, upon written notice

• For cause, including failure to perform

8.14 Compliance with Solicitation Terms

By submitting a proposal, the proposer acknowledges and agrees to comply with all terms, conditions, and requirements of this solicitation.

Failure to comply may result in disqualification.

SECTION 9 — ATTACHMENTS

Attachment A: Vendor Info, W9, Relevant Experience Form, Capacity and Response Form, and Reference Form.

Attachment B Pricing Proposal Forms, please return only the ones for the areas you would like to be considered for.

SECTION A – VENDOR INFORMATION SHEET

Contractor name: ________________________________________________________________

Physical Address: ________________________________________________________________

City State Zip: ___________________________________________________________________

Mailing Address: ________________________________________________________________

City State Zip: ___________________________________________________________________

Primary Contact: ________________________________________________________________

Phone: ____________________________________ E-Mail: _____________________________

Federal ID: _________________________________ UBI: ________________________________

Are you incorporated? ________________________ Does your business require a 1099? ______

Do you qualify as a minority owned business? ________ ________ On what basis do you qualify?

☐ Caucasian ☐ Black ☐ Native American ☐ Hispanic ☐ Asian Pacific ☐ Hasidic Jew ☐ Woman ☐ Other _______ (select all that you qualify under)

Are you a section 3 vendor? ______________________ Qualify by # (see below): ____________

The provisions of this rule require the Housing Authority extend a preference in awarding of contracts to businesses meeting any one of the following three criteria:

1. If the business is 51% or more owned and actively operated by Section 3 Workers (see below)

2. If the business is 51% or more owned and actively operated by people who live in low income housing or receive section 8 vouchers,

3. If over 70% of the labor hours performed for the business over the prior 3 month period are performed by Section 3 workers (see below)

The definition of a “Section 3 Worker” is a person residing in the below county whose individual annual income is or was less than:

Household size

1 2 3 4 5 6 7 8

Snohomish/King 81,700 93,350 105,000 115,650 126,000 135,350 144,650 154,000

Skagit 67,350 76,950 86,550 96,150 103,850 111,550 119,250 126,950

Island 60,050 68,600 77,200 85,750 92,650 99,500 106,350 113,200

Form W-9 (Rev. March 2024)

Request for Taxpayer Identification Number and Certification

Department of the Treasury Internal Revenue Service Go to www.irs.gov/FormW9 for instructions and the latest information.

Give form to the requester. Do not send to the IRS.

Before you begin. For guidance related to the purpose of Form W-9, see Purpose of Form, below.

P ri n t o r ty p e

S ee

S p ec if ic In st ru ct io n s on p ag e

3.

1 Name of entity/individual. An entry is required. (For a sole proprietor or disregarded entity, enter the owner’s name on line 1, and enter the business/disregarded entity’s name on line 2.)

2 Business name/disregarded entity name, if different from above.

3a Check the appropriate box for federal tax classification of the entity/individual whose name is entered on line 1. Check only one of the following seven boxes.

Individual/sole proprietor C corporation S corporation Partnership Trust/estate

LLC. Enter the tax classification (C = C corporation, S = S corporation, P = Partnership) Note: Check the “LLC” box above and, in the entry space, enter the appropriate code (C, S, or P) for the tax classification of the LLC, unless it is a disregarded entity. A disregarded entity should instead check the appropriate box for the tax classification of its owner.

Other (see instructions)

3b If on line 3a you checked “Partnership” or “Trust/estate,” or checked “LLC” and entered “P” as its tax classification, and you are providing this form to a partnership, trust, or estate in which you have an ownership interest, check this box if you have any foreign partners, owners, or beneficiaries. See instructions

4 Exemptions (codes apply only to certain entities, not individuals;

see instructions on page 3):

Exempt payee code (if any)

Exemption from Foreign Account Tax Compliance Act (FATCA) reporting code (if any)

(Applies to accounts maintained outside the United States.)

5 Address (number, street, and apt. or suite no.). See instructions.

6 City, state,…