26-LHSC001 LHSC Home Renovations - 921 Pinewood.pdf

LUCAS HOUSING SERVICES CORPORATION

Project Manual and Technical Specifications For

COMPREHENSIVE RENOVATIONS

Address of Property:

921 Pinewood

Request for Quotes

IFB26-LHSC001

Lucas Housing Services Corporation 424 Jackson Street Toledo, OH 43604

Bid Form and Specifications: (Attachment H)

Release Date: 07/29/2026

Walk-Thru: 08/06/2026

See schedule on page 2

Bid Due Date: 08/26/2026

For Questions Regarding This Project Call

Matthew Rose

Project Manager

424 Jackson Street Toledo, OH 43604

Phone (419) 206-3999 (cell) mrose@lucasmha.org

Comprehensive Renovations at:

921 Pinewood

BIDS SUMMARY

Lucas Housing Services Corporation (LHSC) is seeking bids for comprehensive renovations for 1 unit from qualified general contractors for work at properties in Toledo, Ohio.

LHSC is soliciting contractors for this project by invitation only with the goal of having a minimum of three (3) responsive and responsible bidders.

A pre-bid meeting and site walk-through shall be held on August 06, 2026, as follows:

Pre-Bid Meeting: Byrne Meeting Room (424 Jackson St., Toledo, OH 43604) at 02:00 PM Site Visit: 921 Pinewood at 2:30 PM

Please note that the unit is vacant.

GENERAL INFORMATION

1.0 SUBMISSION INSTRUCTIONS

LHSC will receive emailed quotes for this solicitation. Please email the quote to Marissa Bentley, Manager of Procurement & Contracts, at: mbentley@lucasmha.org Bids are due no later than August 26, 2026, by 3:00pm ET.

Any requests for Interpretations or Questions must be submitted in writing (email is acceptable) to:

Marissa Bentley at mbentley@lucasmha.org by 12:00 pm on August 14, 2026.

LHSC reserves the right to reject any or all bids, or to waive any informality in the bidding. No bids shall be withdrawn for a period of one hundred twenty (120) days after the opening of the bids.

1.1 The bid format and required attachments can be found in Section 4.0. You must submit 1 set of attachments and the Bid Form for a bid to be valid.

Please submit a complete subcontractor listing.

1.2 The funding source will require the following: There is NO bonding requirement for bids over $50,000. However, LHSC will withhold a 10% retention from each draw. The project is subject to Section 3 requirements and Prevailing Wages will apply.

1.3 This project will be a Prevailing Wage Project. Contractors and subcontractors must adhere and sign the provisions of the LHSC PLA Agreement and Letter of Assent(s). As such, Contractors shall be required to pay applicable worker’s prevailing wages for work performed. The contractor will be required to submit weekly certified payrolls for all applicable workers (including all laborers and mechanics) during the contractual period.

1.4 The General Contractor & all Subcontractors must attend a pre-construction meeting with the Northwest Ohio Building Trades Council (NWOBTC). The General Contractor and all Subcontractors must sign the LHSC Project Labor Agreement and Letter of Assent(s).

1.5 Builders Risk insurance on the project during the renovation period is required.

1.6 These are time-sensitive projects. The projects must be completed within 90 days of receipt of the purchase order. The Contractor will be issued a “Notice of Intent to Award” Notice, and upon the approval from the Board of Trustees, the Contractor will be issued a contract with a Notice to Proceed. A purchase order shall be issued shortly afterward.

1.6.1 If the Contractor fails to complete the work within the time specified in the contract, or any extension, as specified in the clause entitled Default of this contract, the Contractor shall pay to LHSC as liquid damages, the sum of $100.00 for each day of delay. If LHSC terminates the Contractor’s right to proceed, the resulting damage will consist of liquidated damages until such reasonable time as may be required for final completion of the work together with any increased costs occasioned LHSC in completing the work. If LHSC does not terminate the Contractor’s right to proceed, the resulting damage will consist of liquidated damages until the work is completed and accepted.

1.6.2 The contractor will advise immediately upon receipt of information that there may be long lead times on materials. This may result in a time extension; however, it is critical that LHSC know to advise the lender.

1.7 All bidders shall be required to meet the Affirmative Action requirements and Equal Employment Opportunity requirements as described in Executive Order #11246. Each bidder must ensure that all employees and applicants for employment are not discriminated against because of their race, color, religion, sex, national origin, disability, handicap, age, ancestry, creed, or military status.

1.8 Use of Subcontractors. If a contractor is to use subcontractors, those individuals must be disclosed on the subcontractor listing submittal when submitting the bid. The listing is to include a contract amount and Minority designation of the business. If the subcontractor is a “sole proprietor”, the Contractor must maintain a record of the company Federal Tax ID number and a copy of the business license in the contracting file. The contractor is responsible for its subcontractors. Subcontractors must have the same insurance coverage as the Contractor and will complete Section 3 documentation.

1.9 You must have a City of Toledo Home Remodelers license to perform the renovation work on these units. You must hire licensed, insured, and bonded subcontractors for work that requires a permit.

2.0 BID SUBMITTAL SCHEDULE

2.1 Bid Submittal Requirements:

2.1.1 The following Documents must be completed in their entirety and submitted with the Bid Form (Attachment H). Failure to submit or fully execute any of these required documents may result in disqualification:

a. Attachment A – 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.

b. Attachment H - Bid Form Recap and Bid Breakdown Sheet by Division – Contractor is required to bid on all items on the Bid Forms (the RehabSpec Form) and place the total renovation costs on the Bid Form Recap.

c. Attachment B - Start and Completion Schedule Information – schedule will be critical and a determining factor in the award. Please provide a start / completion date for each project.

d. Attachment C - Contractor/Vendor Registration Form – complete the form, note: A W-9 and insurance can be submitted at a later date (upon award).

e. Attachment D - Section 3 Documentation - Every bidder must include and submit Section 3 documentation whether the proposer is claiming a Section 3 Business or not. Any Proposer claiming a Section 3 Business shall fully complete and execute the Section 3 Business Self-Certification Form (Attachment D1) and any additional required data required; and the Section 3 Individual Low-Income Person Self-Certification Form (Attachment D-2). Please note: Any offeror that is not claiming Section 3 MUST place “N/A” in all three election boxes on the Section 3 Business Self-Certification Form and submit with the bid.

f. Attachment E - HUD 5369-A Representations, Certifications & Other Statements of Bidders

g. Attachment F - Subcontractor Listing – Complete an accurate listing of all subcontracted labor to be contracted with, including contract amounts. If no subcontracting occurs at a property, write N/A.

h. Qualifications - Include copies of all current certifications & licenses. Also include Licensing of any subcontractors. You must have a City of Toledo Home Remodelers license to perform this work.

2.1.3 Upon determination and request, the Successful bidder must also provide LHSC with the following:

a. Provide a Certificate of Compliance from the Department of Taxation, at 1 Government Center, Suite 2070 – Division of Taxation and Treasury.

b. Signed LHSC Project Labor Agreement and Letter of Assent(s), to include all Subcontractors.

c. Current copy of an Ohio Workers’ Compensation Certificate (BWC)

d. Current copy of general liability insurance certificate naming LHSC as an additional insured, which shall be made “primary” to LHSC’s general liability policy, and builders risk insurance on each property

e. Copy of W-9 form

f. Names, addresses and contact information for at least 3 references where similar work has been performed.

g. Subcontractor Submittal including subcontractor’s insurance

NOTE: Bidders do not have to submit any of the above items “j-n” by the submission deadline.

LHSC reserves the right to request additional information as needed.

2.1.4 At completion of project contractor shall complete the following forms:

a. All Weekly Certified Payroll Reports

b. Contractor Release & Certification

c. Closeout documents (warranty, product data sheets, final permits, certificate of occupancy, and Final Lien Waivers)

2.2 Contract Award. The contract award will be made to the lowest and most responsive and responsible bidder whose bid is most advantageous to LHSC, considering price, qualifications, subcontractors, and schedule. Under LHSC discretion, an award may be made to a contractor whose bid is not the lowest if the low bidder has been awarded other LHSC projects for renovation that are currently in renovation and in the process of being awarded. Groups may also be split if they are in the best interest of LHSC. A recommendation for award will be submitted to the LHSC Board of Trustees for authorization to award and proceed. This solicitation may be cancelled and all bids that have already been received may be rejected if the services are no longer required or the price exceeds available funds and for good cause when it is in the best interest of LHSC.

2.2.1 Mistakes in Bids. Unless otherwise prohibited within the solicitation documents, a mistake in the cost unit pricing and the addition of a category of the bid form can be corrected by the Owner. However, prior to the award, a Contractor must execute a Statement of Bid Assurance, acknowledging the math addition error. LHSC reserves the right to ask the Contractor to honor the submitted Bid Amount if the math error is in LHSC’s favor.

2.2.2 A bid may be considered irregular for any one of the following reasons, and may, at LHSC’s discretion, be cause for rejection:

a. If the forms furnished by LHSC are not used or are altered, especially the Bid Form.

b. If the requested completed attachments do not accompany the bid submitted.

c. If a line item is omitted, and thereby skews the bid total.

d. If the individual Pricing Items submitted by a bidder are unbalanced in the sense that the listed price of any cost item departs by more than 25% from the Agency’s cost estimate for the item, or if the overall bid departs more than 25% of the cost estimate.

e. If upon request, documentation or substantiation of the bid is not returned in a timely manner.

2.2.3 Disqualification of Bidders. Any one or more of the following shall be considered enough for the disqualification of a bidder and the rejection of his/her bid:

a. Evidence of collusion among prospective or actual bidders.

b. More than one bid for the same work from an individual, firm or corporation under the same or different name(s), unless such was specially allowed by LHSC.

c. Lack of competency, lack of experience and/or lack of adequate machinery, plant, and/or other resources.

d. Documented unsatisfactory performance record as shown by past work or LHSC or any other affiliated company.

e. Incomplete work, which in the judgment of LHSC, might hinder or prevent prompt completion of additional work, if awarded.

f. Failure to pay or satisfactorily settle all bills due on form contracts still outstanding at the time of letting.

g. Failure to comply with any qualification requirement by LHSC.

h. Failure to list, if required all subcontractors (if subcontractors are allowed by LHSC) who will be employed by the successful bidder to complete the work of the bid contract.

i. Failure of the successful bidder to be properly licensed by the State of Ohio and/or to be insured by a general liability and/or worker’s compensation policy.

j. Incomplete bid, errors in bid, missing documents.

k. Any legal reason to be determined, in good faith, to be in the best interests of LHSC.

2.2.4 Burden of Proof. If requested by LHSC, it shall be the responsibility of the bidders to furnish LHSC with sufficient data, physical samples, cut sheets, quotes from vendors, within a specified time, so that LHSC can determine if the goods or services offered conform to the Specifications. This will be required when the bid is at least 20% less than the independent cost estimate that has been performed by LHSC.

2.2.5 Further Documentation. If requested by LHSC, further documentation may be required to be filled out and returned by the awardee. This documentation includes, but is not limited to:

Statement of Assurance New Vendor Information Packet Final Wage Payment Affidavit

2.3 Ties. In the case of a tie bid, the award shall be decided as detailed within Section 6.12.c of HUD Procurement Handbook 7460.8 rev 2, by “drawing lots or other random means of selection.”

2.4 Right to Protest. An alleged aggrieved protestant shall comply with the following protest procedure, and failure to comply in the manner prescribed shall automatically relieve LHSC from accepting or considering the protest:

a. The alleged aggrieved protestant must file, in writing, to LHSC’s designee, the exact reason for the protest, attaching supportive data. The protestant must state within the written protest document specifically what action by LHSC or condition is being protested as inequitable, making specific reference to the IFB documents issued. The protestant must also state the corrective action requested. Failure by the alleged aggrieved protestant to fully submit such information will relieve LHSC from responsibility to consider the protest and take corrective action.

b. The written instrument containing the reason for the protest must be received by LHSC’s designee within 10 days of the occurrence of any of the following:

1. The deadline for receiving bids.

2. Receipt of notification of the results of an evaluation or a notice of intent to award.

3. The alleged aggrieved protestant knows or should have known the facts.

In any case, protests shall be filed no more than 10 days after any of the above.

Protests received after these dates shall not be considered.

c. LHSC shall review the written protest and supportive data. He/she shall, within 10 days after receiving the written protest, issue a written opinion and decision. The document shall state the reason for the action taken as well as inform the alleged aggrieved protestant of the right of further administrative review. A copy of this written opinion and will be forward to LHSC’s legal counsel.

2.5 Disputed Billings: In addition to the remedy listed in item #31 on the HUD 5370 for disputes, LHSC shall pay the undisputed portion of any billings and shall investigate and respond to the issue within 10 days of notification of the issue.

2.5.1 If LHSC and the Contractor are unable to resolve the dispute, LHSC reserves the right to not pay the disputed charges and submit the matter to the appropriate District Court in the State of Ohio.

2.5.2 LHSC does not pay interest, penalties, or late fees, in accordance with the Office of Management and budget (OMB) Circular A-87, cost Principles for State, Local and Indian Tribal Governments.

3.0 APPLICABLE DOCUMENTS

The following documents are hereby attached to this bid package, and the ones marked “return” must be submitted with your bid:

[Table 1]

Attachment Attachments and Inclusions

A Attachment A - Form of Bid return B Attachment B - Starting and Completion Schedule Information return C Attachment C – LHSC Vendor Registration Form return D Attachment D – Section 3 Instructions return E Attachment E - HUD 5369-A – Representations & Certifications return F Attachment F - Subcontractor List return Subcontractor Checklist return upon award

G Attachment G - HUD 5370 EZ General Conditions H Attachment H – Bid Form & Specifications for 921 Pinewood return I Attachment I - Final Wage Payment Affidavit return upon award/completion J Attachment J - Contractor Release return upon award/completion K Attachment K - NWOBTC Locals Union Wage Resource Page L Attachment L - Certified Payroll Narrative & Form M Attachment M - LHSC Project Labor Agreement (PLA) N Attachment N - City of Toledo Certificate of Compliance return upon award O Attachment O – LHSC Specifications Sheet

4.0 REQUIRED SUBMITTALS FOR THE BID

Please prepare and submit your bid in the following order:

5.0 General Information & Requirements

5.1 Contract Period. The contract period will be determined upon award. The project must be completed within 90 calendar days of the receipt of the purchase order, unless there is sufficient reason to extend (weather, lead-time of materials, etc.) The Contractor must advise LHSC immediately of any reason for a delay as it may affect the funding of the projects.

5.2 Invoicing. The offeror(s) can claim payment only for services provided, in amount determined by contract pricing. No advance payment will be made. Payment by LHSC is made within 30 days of receipt of invoices and any required documentation. Retainage of 10% will be held from each draw request and released at the completion of the punch list, and when all permits have received final inspection and approval.

5.2.1 Additionally, all invoices require electronic submittals for approval. Please adhere to the submission procedure below.

Go to the website – www.lucasmha.org , select “Business Partners” at the top, Doing Business with LMHA. The first menu item is Vendor Invoice Submission, click on ‘Vendor Invoice Submission Portal”, and fill out the cover sheet. Attach your invoice to the cover sheet. Make sure that you have a purchase order number.

Description

Step #1: Initial documentation/information to be submitted by email to mbentley@lucasmha.org prior to the posted bid submittal deadline, in the following order

1. A Form of Bid

2. H Bid Form – (For 921 Pinewood)

3. B Starting and Completion Schedule

4. C Vendor Registration Form

5. D Section 3 Forms

6. E 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 solicitation. This 4-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the bid submittal.

7 F Subcontractor Listing

8. City of Toledo Home Remodeler’s License 9 Qualifications: (to include copies of necessary certifications / licenses) and licenses of any subcontractors. You must have a City of Toledo Home Remodelers license to perform this work.

5.2.2 The Contractor will invoice each project separately at the following Progress Pay draw schedule:

Invoicing procedures and retainage: Contractor agrees to invoice LHSC as follows.

The Contractor will invoice each project separately at the following intervals:

30% complete draw less 10% retainage; 60% complete draw less 10% retainage; 90% complete draw less 10% retainage; 100% complete + retainage. The Contractor will furnish an invoice with the completed tasks and a partial waiver of lien for each draw, and a Full Waiver of Lien at the final draw. All permits must receive final inspections prior to the release of the final draw and retainage. LHSC agrees to make payment within 30 days of receipt of invoices and any required documentation from Contractor. LHSC reserves the right to withhold payment if work or submittals by contractor are not satisfactory based on standards established by LHSC.

5.2.3 Each invoice will contain an itemized list of the tasks that have been completed for that draw.

5.2.3 A retainage of ten (10) percent shall be held on each progress payment for all Labor, Materials and Equipment. Retention will be paid with the final draw.

5.2.4 A partial Waiver of Lien is to be furnished with all Progress Pay Applications, and a Full Waiver of Lien is required at the end of the Project.

5.2.5 All permits must have final inspections prior to the release of the retainage.

5.3 Restrictions. Any and all persons having ownership interest in a bidder entity or familial (including in-laws) and/or employment relationships (past or current) with principals and/or employees of a bidder entity will be excluded from participation in the evaluation of the bid.

5.4 Unauthorized Sub-contracting Prohibited. The Contractor shall not assign any right, nor delegate any duty for the work proposed pursuant to this IFB (including, but not limited to, selling, or transferring the contract) without the prior written consent of the LHSC’s designee.

Any purported assignment of interest or delegation of duty, without the prior written consent of the designee shall be void and may result in the cancellation of the contract with the Agency or may result in the full or partial forfeiture of funds paid to the Contractor as a result of the proposed contract, as determined by the LHSC.

5.5 Time. Work hours are to be Monday to Friday, from 8:30 am to 5:00 pm.

5.6 Taxes: All materials and labor that ultimately become a part of the completed structure or improvement that constitutes the Project will be exempt from State Sales Tax as provided in Section 5739.02, ORC, and State Use Tax as provided in Section 5741.01, ORC. The purchase, lease or rental of material, equipment, parts, or expendable items such as form lumber, tools, oils, greases, and fuels, which are used in connection with the Work, are subject to the application of State Sales Tax and State Use Tax.

5.7 Lead Based Paint Policy. Contractors shall comply with the Lead-Based Paint Poisoning Act (42 U.S.C. et seq.), and HUD implementing regulations (24 CFR 968.4(h) and (i), 968.5(g) and (h) and 968.9 (e).

5.8 No Smoking Policy. Smoking has been banned from all LHSC properties. Smoking shall only be allowed in designated areas or a minimum of 20 feet away from the building windows and doors.

5.9 Bonding. This Project will not be subject to bonding requirements.

5.10 Assurance of Completion. LHSC will not require a payment and performance bond for this job. However, a 10% retention will be held from each draw, and released after the punchwork and final closeout paperwork has been satisfactorily completed and accepted by

LHSC.

5.11 Site Security. The Contractor shall be responsible for the security of the job. The property and all materials shall be protected during the construction period, until such time the project is accepted by the Owner.

5.12 Warranties. In addition to any other warranties in this contract, the Contractor warrants that work performed under this contract conforms to the contract requirements and is free of any defects in equipment, material or workmanship performed by the Contractor or any subcontractor or supplier. This warranty shall continue for a period of one year from the date of final acceptance of the work. IF LHSC takes possession of any part of the work before final acceptance, this warranty shall continue for a period of one year from the date that LHSC takes possession.

5.12.1 The Contractor, shall remedy, at the Contractor’s expense, any failure to conform, or any defect. In addition, the Contractor shall remedy, at the Contractor’s expense, any damage to LHSC-owned or controlled real or personal property when the damage was the result of:

a. The Contractor’s failure to conform to the contract requirements or specifications.

b. Any defects of equipment, materials, workmanship, or design furnished by the Contractor.

c. The Owner shall notify the Contractor, In writing, within a reasonable time after the discovery of any failure, defect or damage. If the Contractor fails to remedy any failure, defect, or damage within five (5) days after receipt of the notice, LHSC shall have the right to replace, repair or otherwise remedy the failure, defect, or damage at the Contractor’s expense. Failure to honor warranties could result in rejection of future contact proposals.

d. Performance under the warranty/guarantee is the obligation exclusively of the Prime Contractor; nothing in this clause or warranty/guarantee provisions of various sections or specifications shall create any obligation of warranty/guarantee directly between any Subcontractor or material supplier and the Owner.

5.13 A Statement of Bid Assurance may be required if the bid amount is within a certain percentage less than the Independent Cost Estimate. The bidder will acknowledge that the work can be performed for the bid amount and that the only change orders allowed would be for unforeseen circumstances or for items not addressed in the bid specifications. A

Statement of Bid Assurance may also be requested if a math addition error was made by the Contractor when he submitted his bid forms, and he is agreeing to accept a quoted or revised price.

6.0 Insurance Requirements. Prior to award (but not as a part of the bid submission) the

Contractor will be required to provide:

6.1 Workers Compensation Insurance. An original certificate evidencing the bidder’s current industrial (worker’s compensation) insurance carrier and coverage amount (NOTE: Workers Compensation Insurance will be required of any Contractor that has employees other than just the owner working on-site to provide the services)

6.2 General Liability Insurance. An original certificate evidencing General Liability coverage, naming the Agency as an additional insured, together with the appropriate endorsement to said policy reflecting the addition of the Agency as an additional insured under said policy (minimum of $1,000,000 each occurrence, general aggregate minimum limit of $1,000,000, together with damage to premises and fire damage of $50,000 and medical expenses any one person of $5,000), with a maximum deductible amount of $5,000.

6.3 Automobile Insurance. An original certificate showing the bidder’s automobile insurance coverage in a combined single limit of $500,000. For every vehicle utilized during the term of this program, when not owned by the entity, each vehicle must have evidence of automobile insurance coverage with limits of no less than $100,000/$300,000 and medical pay of $5,000.

6.4 Banking and/or Loan requirements will necessitate Builders Risk coverage on the project during the renovation period.

7.0 Liquidated Damages

7.1 If the Contractor fails to complete the work within the time specified in the contract, or any extension, the Contractor shall pay to LHSC as liquidated damages the sum of $100.00 per day. If different completion dates are specified in the contract for separate parts or stages of the work, the amount of liquidated damages shall be assessed on those parts or stages which are delayed.