Erin Pyne – Procurement & Capital Fund Manager Email: epyne@emcha.org Phone: 219-814-1005

621 East Michigan Blvd, Michigan City, IN 46360

REQUEST FOR PROPOSALS

2026 – 2027 Snow Removal Services

Issue Date: September 1, 2026 RFP Due Date: October 9, 2026

The Michigan City Housing Authority (MCHA) is seeking competitive proposals for the 2026-2027 Snow Removal Season at the following properties it owns from December 1, 2026 – April 1, 2027:

Boulevard Gardens located at 621 E. Michigan Blvd Lakeland Estates located at 100 Merrihill Drive

The MCHA job sites are located in Michigan City, IN. Contractors are welcome and encouraged to view properties at any time, addresses for each property can be found in the Scope of Work.

The Contractor shall be responsible for their equipment and materials necessary to remove snow from the MCHA sites listed. All responses to the RFP must be received on or before Friday, October 9, 2026 by 3:30 p.m.

SCOPE OF WORK

Work hours/days will be determined by the amount of snowfall or icing event All sidewalks/parking lots will be clear within 6 hours of snow fall or icing event Remove all snow from sidewalks and/or parking lots as designated by MCHA Place removed snow in designated areas as directed by MCHA Remove snow from sidewalk to concrete and edge to edge and from all drive lanes, fire lanes and parking lots Apply ice melt/salt as needed to prevent slips and falls Documentation on start and finish times at each site will be turned in after each Contract valid from December 1, 2026 through April 1, 2027

For questions regarding the property, please contact the Maintenance Supervisor, Clem Mogba at (219) 814-2010 or cmogba@emcha.org.

For questions regarding the request for proposal and /or required documentation, please contact the Procurement Manager, Erin Pyne, at (219) 814-1005 or epyne@emcha.org.

DESCRIPTION

The Michigan City Housing Authority is accepting sealed estimates for snow removal and salt application at the following properties it owns from December 1, 2026 – April 1, 2027:

Boulevard Gardens located at 621 E. Michigan Blvd Lakeland Estates is located at in 100 Merrihill Drive

The MCHA job sites are located in Michigan City, IN. Contractors are welcome and encouraged to view properties at any time, addresses for each property can be found in the Scope of Work.

The Contractor shall be responsible for their equipment and materials necessary to remove snow from the MCHA sites listed. All responses to the RFP must be received on or before Friday, October 9, 2026 by 3:30 p.m.

SCOPE OF WORK

Work hours/days will be determined by the amount of snowfall or icing event All sidewalks/parking lots will be clear within 6 hours of snow fall or icing event Remove all snow from sidewalks and/or parking lots as designated by MCHA Place removed snow in designated areas as directed by MCHA Remove snow from sidewalk to concrete and edge to edge and from all drive lanes, fire lanes and parking lots Apply ice melt/salt as needed to prevent slips and falls Documentation on start and finish times at each site will be turned in after each Contract valid from December 1, 2026 through April 1, 2027

Bidders must be able to accommodate requests for additional services on an as needed basis.

Depending on the needs for all properties, services for snow removal can change from week to week depending weather conditions.

No change to the Scope of Services or to any other terms and conditions of this solicitation will be made orally to any Respondent. No oral interpretation of the RFP's requirements will be given to any Respondent. Requests for clarification or interpretation of this RFP must be received by email to epyne@emcha.org at least 5 business days before the submission due date and time.

Interested and qualified Snow Removal providers are invited to submit proposals in a sealed envelope no later than Friday, October 9, 2026 at 3:30pm. Proposals should be identified as such on the envelope, "Snow Removal Services".

Unsealed Proposals will not be accepted. Late Proposals will be determined unacceptable and will be returned to the Respondent unopened. No oral, faxed, or emailed Proposals will be accepted. Proposals may be mailed, sent by private carrier or delivered in person during normal business hours, which are from 8:00 a.m. to 4:00 p.m., Monday through Friday (Office is closed on Wednesdays).

Each Respondent is to become familiar with the contents, locations, and nature of requests covered by this RFP. Any failure to understand any aspect of this RFP is the responsibility of the Respondent. Absence of any of the requested information may lead to a determination of non-responsiveness that may result in automatic elimination. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a Proposal.

DAMAGES

Damages sustained during normal snow removal will be contractor responsibility. Damages must be reported and contractor agrees to pay for any repairs caused by their equipment and/or employees.

All insurance information, W-9 should be included with contractor’s bids. The Michigan City Housing Authority requires proof of current insurance before Award. Insurance requirements are as followed:

Commercial General Liability- $1,000,000 per occurrence/$2,000,000 aggregate

Automobile Liability- $1,000,000 Must include coverage for owned, hired, and non-hired vehicles

Workers Compensation-$100,000 (All employees of contractor and any subcontractor must be covered under workers compensation coverage. If bidder does not provide proof of workers compensation coverage, the bid will be rejected and not considered for award)

FACTORS

As part of the procurement policy and process of the Michigan City Housing Authority, this Request for Cost Estimates notice will be given to at least three Snow Removal companies. This is a competitive process. The Michigan City Housing Authority reserves the right to accept or reject any or all bids but expects to enter into an agreement with the contractor providing the lowest and most responsive price for the requested services.

The following criteria, in no particular order, are relative to the project and the contractor should address each of these factors as they will be considered when making a final determination:

Experience in and references from other Housing Authorities, or other organizations, where the proposer has provided this service;

Price and value of the service.

Additional consideration will be given to proposals by minority and/or women owned and Section 3 eligible businesses; For more information on how to become registered as a Section 3 Business Entity, please visit www.hud.gov/Sec3Biz

PROPOSAL AND AWARD

Estimates will be evaluated by Michigan City Housing Authority staff. Ownership of all data, materials, and information necessary to complete the estimates and included in the estimates shall belong exclusively to the Michigan City Housing Authority and are subject to public inspection in accordance with the Indiana Freedom of Information Act.

The following are required for the proposed work at the Michigan City Housing Authority and must be provided before award:

A self-certified and notarized statement from the bidder that states that their business is not debarred, suspended, or otherwise prohibited from doing business by any federal, state, or local agency; (Statement of Non-Debarment will be included in this packet).

Proposer must provide with bid, evidence of liability insurance coverage including amounts and worker’s compensation coverage; upon award of contract, Michigan City Housing Authority must be given Certificate of Insurance with The Michigan City Housing Authority listed as Certificate Holder

Proof of any and all licenses and permits required at the local, state, and federal level must be provided with the proposal;

Conflict of interest. The company must provide a statement in writing that it presently has no interest and will not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of services or products under this contract;

We are a HUD-funded entity and, as such, HUD requires documentation to be able to enter into any agreement with any new vendor or contractor. Mostly just a formality, but very much required by HUD. This contract would be considered a non-construction contract. If we are expecting to pay any sum in excess of $2,000.00 but below $250,000.00 for routine maintenance, we would need the following forms reviewed and/or completed and returned from any interested contractor:

HUD-5369-A (representations, certifications, and other statements of bidders) HUD-5369-B (instructions to offerors, must be included in contract, does not need to be filled out)

HUD-5969-C2 (general conditions for non-construction contracts. Application for non-construction contracts above $2000, but below $250,000. Must be included in contract, does not need to be filled out)

Statement of Non-Debarment (self certifies that you are not debarred or excluded from entering into a contract with a government entity)

Non-Collusion Affidavit (self-certification that there are no conflicts of interest between Contractor and The Michigan City Housing Authority)

Contractor Profile Form for Non-Construction Contract (must be filled out and signed by owner certifying how employees are paid as well as who is authorized to make changes on behalf of Contractor)

W-9 (needed in order to be able to produce payment. For tax purposes)

The Michigan City Housing Authority reserves the right to reject any and all estimates.

This purchase of services is subject to the terms and conditions of the State of Indiana as they exist at the time purchase is made.

MCHA’s RESERVATION OF RIGHTS:

Definitions:

Respondent – Company or individual responding to the RFP

Contractor – Company or individual who is awarded the contract

MCHA reserves the right to:

1. MCHA reserves the right to reject any or all Responses, to waive any informality in the RFP process, or to terminate the RFP process at any time, if deemed by the MCHA to be in its best interests.

2. MCHA reserves the right not to award a contract pursuant to this RFP.

3. MCHA reserves the right to terminate a contract awarded pursuant to this RFP, at any time for its convenience upon fourteen (14) days written notice to the successful Respondent(s).

4. MCHA reserves the right to determine the days, hours and locations that the successful Respondent(s) shall provide the services called for in this RFP.

5. MCHA reserves the right to retain all Responses submitted and not permit withdrawal for a period of sixty (60) days subsequent to the deadline for receiving Responses without the written consent of the MCHA Contract Administrator (CA).

6. MCHA reserves the right to negotiate the fees proposed by the Respondent entity. If such negotiations are not, in the opinion of MCHA’s CA, successfully concluded within a reasonable timeframe as determined by MCHA, MCHA shall retain the right to end such negotiations.

7. MCHA reserves the right to reject and not consider any Response that does not meet the requirements of this RFP, including but not necessarily limited to incomplete Responses and/or Responses offering alternate or non-requested services.

8. MCHA shall have no obligation to compensate any Respondent for any costs incurred in responding to this RFP.

9. MCHA shall reserve the right to at any time during the RFP or contract process to prohibit any further participation by a respondent or reject any Response submitted that does not conform to any of the requirements detailed herein.

10. Each prospective respondent further agrees that he/she will inform MCHA’s CA in writing within five (5) days of the discovery of any item that is issued thereafter by MCHA that he/she feels needs to be addressed. Failure to abide by this timeframe shall relieve MCHA, but not the prospective respondent, of any responsibility pertaining to such issue.

11. MCHA reserves the right, prior to award, to revise, change, alter or amend any of the instructions, terms, conditions, and/or specifications identified within the RFP documents issued, within any attachment or drawing, or within any addenda issued. All addenda will be posted on MCHA’s website www.MCHA.org under Business Opportunities. Such changes that are issued before the Response submission deadline shall be binding upon all prospective respondents.

12. In the case of rejection of all Responses, MCHA reserves the right to advertise for new Responses or to proceed to do the work otherwise, if in the judgment of MCHA, the best interest of MCHA will be promoted.

13. MCHA reserves the right to, without any liability; cancel the award of any Response(s) at any time before the execution of the contract documents by all parties.

14. MCHA reserves the right to reduce or increase estimated or actual quantities in whatever amount necessary without prejudice or liability to MCHA, if:

14.1 Funding is not available,

14.2 Legal restrictions are placed upon the expenditure of monies for this category of service or supplies; or,

14.3 MCHA’s requirements in good faith change after award of the contract

15. MCHA reserves the right to make an award to more than one respondent based on ratings and to award with or without negotiations or a “Best and Final Offer” (BAFO).

16. MCHA reserves the right to require additional information from all respondents to determine level of responsibility. Such information shall be submitted in the form required by MCHA within two (2) days of written request.

17. MCHA reserves the right to amend the contract any time prior to contract execution.

18. MCHA reserves the right to require the Contractor to keep accurate timesheets for all employees assigned to perform any project, task, or assignment resulting from this RFP and any resulting contract.

19. MCHA reserves the right to contact any individuals, entities, or organizations that have had a business relationship with the respondent regardless of their inclusion in the reference section of the Response submittal.

20. In the event any resulting contract is breached, prematurely terminated or cancelled due to non- performance and/or withdrawal by the Contractor, MCHA reserves the right to seek monetary restitution (to include but not limited to withholding of monies owed) from the Contractor to cover costs for interim services and/or cover the difference of a higher cost (difference between existing Contracted rate and new Contract rate) beginning the date of Contractor’s termination, breach and/or cancellation through the contract expiration date.

21. MCHA reserves the right to require the Contractor to replace any employee, subcontractor, or other individuals and/or entities, found to be unacceptable, performing work under any contract resulting from this RFP. Replacement shall occur within two (2) days of notification by

MCHA.

22. The Contractor will not have a conflict of interest with any present or former member or officer of the governing body of MCHA or any member of the officer's immediate family for this or any other contract with MCHA or any employee of MCHA who formulates policy or who influences decisions with respect to the project(s), or any member of the employee's immediate family, or the employee’s partner, any public official, member of the local governing body, or State or local legislator, or any member of such individuals' immediate family, who exercises functions or responsibilities with respect to the project(s) or MCHA. If there are any conflicts of interest with any contracts, or bids, it is the responsibility of the Contractor to inform MCHA. MCHA will investigate all the information and make a decision to determine the final ruling.

The deadline for the submission of this response is October 9, 2026 by 3:30 p.m.