6-Electronic Rolling Security Gate and Fencing Installation REQUEST FOR BID NO. 2026-01-RFB .pdf

Electronic Rolling Security Gate and Fencing Installation (CDBG Funded)

NOTICE OF REQUEST FOR BID (RFB)

Notice is hereby given that the Volunteers of America, Utah, Inc. are requesting competitive sealed bids for materials and/or services specified in this solicitation. All submittals must be submitted electronically via Utah Public Procurement Place (U3P). Submissions via in-person delivery, email, or fax will not be considered.

Only offers received by the deadline through the designated website will be eligible for review. Failure to submit any required documents with the offer may result in the submission being deemed non-responsive. The official timekeeping for this Request for Bid (RFB) will be the date and time stamp recorded by the designated website upon submission. All offers must be typed and must be legible.

Mandatory Pre-Bid Conference & Site Walk Requirement Attendance at the Mandatory Pre-Bid Conference and Site Walk is required for a bid to be considered responsive. Bidders must have an authorized representative of their company to attend the conference and sign the official attendance sign-in sheet. Failure to attend the Mandatory Pre-Bid Conference and Site Walk, or failure to sign the attendance sheet, will result in the bid being deemed non-responsive and rejected without further evaluation.

Questions regarding this Request for Bid (RFB) must be submitted through Utah Public Procurement Place (U3P) by March 23, 2026, by 5:00 PM. Responses to questions will be posted to the website no later than March 27, 2026, by 5:00 PM.

Volunteers of America, Utah is a human services nonprofit that provides community-supported paths for those who are vulnerable to improve their lives and increase their self-reliance through programs addressing homelessness, substance abuse, mental illness, and domestic violence. We see a community where everyone belongs, everyone has access to the services they need, and homelessness is eradicated.

This project is funded as a whole by Community Development Block Grant (CDBG) funds and is therefore subject to all applicable federal, state, and local requirements, including Davis-Bacon and Related Acts (DBRA) prevailing wage requirements.

Davis-Bacon Compliance:

All contractors and subcontractors performing work under this Request for Bid (RFB) must be Davis- Bacon compliant and pay prevailing wages in accordance with the applicable U.S. Department of Labor wage determination. Certified payrolls and all required labor compliance documentation shall be submitted as required for CDBG-funded projects.

All work shall be performed in a professional manner and coordinated to minimize disruption to facility operations.

https://utah.bonfirehub.com/portal/?tab=openOpportunities https://utah.bonfirehub.com/portal/?tab=openOpportunities

REQUEST FOR BID NO. 2026-01-RFB

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Please Note: Dates may be adjusted through written addendum and will be posted on Utah Public Procurement Place (U3P) Bid Opening Bid openings will be conducted by Volunteers of America, Utah as an internal administrative process and will not be open to the public. No in-person bid opening will be held unless otherwise stated herein.

TIMELINE AND IMPORTANT DATES

Electronic Rolling Security Gate and Fencing Installation (CDBG Funded)

Open Date & Time:

Submittal Location:

March 2, 2026 @ 10:00 AM Utah Public Procurement Place (U3P)

Mandatory Pre-Bid Conference & Site Walk Date & Time:

Location:

March 17, 2026 @ 3:30 PM Volunteers of America Youth Resource Center 888 S 400 W, Salt Lake City, UT 84101

Questions Due Date:

Submittal Location

March 23, 2026 by 5:00 PM Utah Public Procurement Place (U3P)

Response to Questions Due Date:

Submittal Location:

March 27, 2026 by 5:00 PM Utah Public Procurement Place (U3P)

RFB Due Date & Time:

Submittal Location:

April 6, 2026 @ 5:00 PM Utah Public Procurement Place (U3P)

BID Opening Date and Time: April 7, 2026 @ 11:00 AM

Estimated Contractor Selection Date and Time: April 13, 2026 by 5:00 PM

Contractor Award Letter Date April 13, 2026 by 5:00 PM

Mandatory Pre-Construction Compliance Orientation Date and Time:

Location:

April 16, 2026 10:00 AM to 12:00 PM

2001 South State Street Suite N3-500 Salt Lake City, UT 84114-4575

Contract Signing Date and time:

Location:

April 30, 2026 @ 3:30 PM 1875 S. Redwood Road Salt Lake City, Utah 84104 https://utah.bonfirehub.com/portal/?tab=openOpportunities https://utah.bonfirehub.com/portal/?tab=openOpportunities https://utah.bonfirehub.com/portal/?tab=openOpportunities

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INTRODUCTION

Volunteers of America, Utah (“VOAUT”) is seeking a qualified general contractor to provide all labor, materials, equipment, supervision, permits, inspections, and incidentals necessary to furnish and install a complete, fully operational, and code-compliant electronic rolling security gate system, including an access control pedestal and perimeter fencing, for the staff parking lot at the Youth Resource Center located in Salt Lake City, Utah.

The Work includes, but is not limited to, the following components. For detailed technical requirements, refer to the Scope of Work Specifications:

• Furnishing and installing an electronic rolling security gate for exterior vehicular access

• Furnishing and installing perimeter fencing to fully enclose the staff parking lot and integrate with the gate system

• Furnishing and installing an access control pedestal for authorized access

• Providing all required electrical connections, controls, and system integration

• Obtaining all required permits and inspections

• Complying with all applicable local, state, and federal laws, codes, and regulations

BACKGROUND & INTENT

Volunteers of America, Utah’s Youth Resource Center (YRC) is a drop-in resource center and emergency shelter serving youth ages 15 to 22 who are experiencing or at imminent risk of homelessness. The YRC provides critical support services including three hot meals daily, pantry food, showers, laundry facilities, life-skills groups, housing and employment case management, dental and medical care assistance, and on-site access to mental health services. Each evening, from 7:30 p.m. to 8:30 a.m., the facility operates as a 30 to 50 bed emergency shelter.

The purpose of this project is to enhance site security, protect staff and youth, and ensure safe and uninterrupted facility operations through the installation of a secure, controlled-access gate and fencing system.

This project is funded in whole by Community Development Block Grant (CDBG) funds and is subject to all applicable federal, state, and local requirements, including 2 CFR Part 200 Uniform Guidance and the Davis-Bacon and Related Acts (DBRA).

All contractors and subcontractors of every tier performing work under this RFB must comply with Davis-Bacon prevailing wage requirements and shall pay wages in accordance with the applicable U.S. Department of Labor wage determination. Certified payroll reports and all required labor compliance documentation must be submitted in accordance with CDBG and Department of Labor requirements.

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SCOPE OF WORK SPECIFICATIONS

The selected contractor shall furnish all labor, materials, equipment, supervision, and incidentals necessary to provide a complete, fully operational, and code-compliant electronic security gate and perimeter fencing system for the staff parking lot.

Electronic Rolling Security Gate

• Furnish and install an electronic rolling security gate for exterior vehicular access.

• Gate shall be constructed of durable, heavy-duty material suitable for exterior use and comparable in strength and security to commercial-grade rolling gate systems (or contractor-recommended equivalent).

• Gate dimensions shall be approximately 22 to 28 feet in width (final width to be field-verified and confirmed by the contractor) and 6 feet in height.

• Gate shall be black in color unless otherwise approved.

• Gate system should include a vehicle safety exit feature allowing a vehicle to safely exit the property upon approaching the gate, with automatic gate closure occurring within 60 seconds after vehicle exit.

• Gate shall include all necessary motors, operators, safety sensors, controls, and access components to ensure safe, reliable, and continuous operation.

Perimeter Fencing

• Furnish and install perimeter fencing to fully enclose the staff parking lot and integrate seamlessly with the electronic rolling gate system.

• Fencing shall be 6 feet in height and constructed of durable material designed to withstand weather exposure and deter unauthorized access.

• Fence material shall be comparable to commercial-grade security fencing systems (or contractor-recommended equivalent) and not easily cut, climbed, scaled or potentially vandalized by the public. Preferably not chain-link.

• Fencing shall be black in color unless otherwise approved.

• Contractor shall coordinate fencing layout to ensure complete enclosure while maintaining required access points.

Optional Swinging Pedestrian Access Gate

• Include optional pricing and design for one (1) swinging pedestrian access gate.

• Pedestrian gate shall be 6 feet in height, match the perimeter fencing material and finish, and be located at the rear of the parking lot.

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• Gate shall include a push-button keypad access system (or contractor-recommended equivalent) for authorized entry.

• Gate shall be equipped with a panic bar / emergency exit device on the egress side to allow immediate, unobstructed exit in the event of an emergency.

• Panic hardware shall be code-compliant, clearly labeled, and integrated in a manner that does not compromise the security or durability of the gate.

Access Control Pedestal

• Furnish and install an access control pedestal equipped with badge reader and keypad entry to provide controlled access for authorized staff, emergency response personnel, and waste removal services.

• Access control pedestal system, including all associated hardware and software, shall be fully compatible with and capable of integration with Volunteers of America, Utah’s existing Avigilon badge access control system, or an approved equal system capable of providing equivalent integration and functionality.

• Compatibility with the existing Avigilon system is required to allow operation withing the current access control environment without replacement of the existing access control platform. The contractor shall be responsible for all programming, configuration, equipment, and testing necessary to achieve full operational integration

• Proposed systems shall utilize open architecture or industry-standard communication protocols and shall not require proprietary vendor-exclusive software access for routine credential management, programming, or system administration.

• Pedestal shall be constructed of weather-resistant, tamper-resistant materials designed to withstand outdoor conditions and potential vandalism.

• Contractor recommendations for access control pedestal design and materials will be considered, provided the proposed system satisfies the specified access control requirements and meets all durability, security, and performance criteria.

System Interoperability & Non-Proprietary Requirements

• All installed gate, access control, and associated security systems components shall provide non-proprietary access to controls, programming interfaces, configuration tools, and software necessary for routine operation, maintenance, and configuration.

• The Contractor shall not install systems that require exclusive vendor access, manufacturer-restricted programming credentials, or proprietary licensing agreements that would prevent Volunteers of America, Utah or its designated third-party service providers from performing routine maintenance, configuration, system updates, or repairs.

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• All system administrative rights, software licenses, programming credentials and necessary documentation shall be provided to Volunteers of America, Utah upon project completion.

Electrical, Controls, and Integration

• Provide all required electrical connections, wiring, controls, safety devices, and system integration necessary for full operation of the gate, fencing access points, and access control systems.

• Contractor shall coordinate power requirements and connection points and ensure compliance with all applicable electrical codes and standards.

Operations, Maintenance, Warranty, and Support (Non-CDBG Funded)

The following Operations and Maintenance requirements are requested for informational and optional pricing purposes only. Any maintenance or support services described in this section are not part of the Community Development Block Grant (CDBG) funded construction contract and will not be included in the bas bid award.

Volunteers of America, Utah may, at its sole discretion, elect to obtain maintenance services under a separate agreement funded from non-CDBG sources. Submission of maintenance information and pricing does not guarantee the award of any maintenance contract.

Optional Maintenance Plan Requirements

Bidders shall provide a proposed operations and maintenance plan for the installed electronic rolling security gate access control systems, safety devices and associated fencing. The maintenance plan shall include at a minimum:

• Manufacturer recommended inspection and preventive maintenance schedules

• Maintenance requirements for motors, operators, safety sensors, access control devices, and moving components

• Procedures for routine operational checks and basic troubleshooting

• Recommended service intervals and replacement of wear components

• Identification of any required tools, software, or credentials necessary for routine maintenance

Optional Annual Maintenance Pricing (Non-CDBG Funded)

• Bidders shall include a separate line item for optional annual maintenance services. Pricing shall clearly identify:

• Scope of services included

• Service frequency

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• Term options

• This pricing is requested as an optional add-alternate only and will not be considered in determining the lowest responsive and responsible bidder.

• Submission of maintenance pricing does not obligate Volunteers of America, Utah to purchase maintenance services or enter into a maintenance agreement.

Warranty Coordination

• The maintenance plan shall align with and support all manufacturer and contractor warranty requirements.

• Failure to perform recommended maintenance shall not void warranty coverage unless explicitly stated in writing by the manufacturer and disclosed in the bid.

Optional Service and Response Time Information

• Bidders shall identify typical service response times for maintenance and repair requests. At a minimum:

• Emergency service calls (gate inoperable or safety concern): response within 24 hours

• Non-emergency service calls: response within 48 hours

• Service contact information and escalation procedures shall be provided prior to final acceptance of the Work.

Training and Documentation

The Contractor shall provide all applicable operation and maintenance manuals, warranty documentation, and manufacturer specifications at project closeout.

The Contractor shall provide on-site training for designated Volunteers of America, Utah staff covering system operation, emergency override procedures, and basic maintenance prior to final acceptance.

Submission of a bid constitutes acknowledgment that all requirements of this section are included in the bid price unless specifically identified as an optional service.

Permits, Inspections, and Compliance

• Obtain all required permits and inspections.

• Perform all work in compliance with applicable local, state, and federal codes, regulations, and standards, including those associated with CDBG-funded construction projects.

• Coordinate all work to minimize disruption to ongoing facility operations.

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Estimated Construction Budget and Basis of Award

The estimated construction budget for this Project is approximately $70,000 to $75,000 and is provided for general planning purposes only.

This estimate is not a guaranteed funding amount, shall not be construed as a maximum or minimum contract value, and does not obligate Volunteers of America, Utah to award a contract within this range. This solicitation is issued as a Request for Bids (RFB). Award will be made to the lowest responsive and responsible bidder whose bid meets the requirements and specifications of this RFB.

To be considered responsible, a bidder must demonstrate the capability, integrity and reliability necessary to perform the Work, including at a minimum:

• Compliance with all RFB requirements and specifications

• Demonstrated ability to perform similar work successfully

• Adequate experience, personnel, and resources

• Ability to meet required project schedules

• Compliance with applicable federal requirements, including Community Development Block Grant (CDBG) requirements and the Davis-Bacon and Related Acts (DBRA)

Award will be based primarily on the lowest total bid price submitted by a responsive and responsible bidder.

Volunteers of America, Utah reserve the right to reject any or all bids, waive minor informalities or irregularities, and accept the lowest responsive and responsible bid determined to be in the best interest of the organization.

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TERMS AND CONDITIONS

Insurance Requirements

General Requirements The Contractor and all subcontractors shall procure and maintain, at their own expense, insurance sufficient to protect against claims for bodily injury, death, property damage, personal injury contractual liability, and other liabilities arising out of or related to the performance of the Work.

Coverage shall:

• Be maintained continuously throughout the term of the Contract, including any renewals, extensions, warranty periods, and completed operations period.

• Not be canceled, non-renewed, reduced, or materially altered without thirty (30) days prior written notice to Volunteers of America, Utah.

• Be primary and non-contributory with respect to any insurance maintained by Volunteers of America, Utah.

• Include a waiver of subrogation in favor of Volunteers of America, Utah.

Insurance requirements set forth herein are minimum requirements and shall not limit Contractor’s indemnification obligations.

Commercial General Liability (CGL) Contractor shall maintain Commercial General Liability insurance written on ISO form CG 00 01 (or equivalent), including:

• Premises/Operations

• Independent Contractors

• Products and Completed Operations

• Contractual Liability

• Broad Form Property Damage

Limits shall be not less than:

• $1,000,000 per occurrence

• $2,000,000 general aggregate

• $2,000,000 products and completed operations aggregate

• Volunteers of America, Utah shall be named as an Additional Insured for both ongoing and completed operations using ISO endorsements CG 20 10 and CG 20 37 (or equivalent).

Coverage shall apply on a primary and non-contributory basis.

Workers’ Compensation and Employer’s Liability Workers’ Compensation insurance shall be maintained as required by Utah law.

Employer’s Liability limits shall be not less than:

• $1,000,000 each accident

• $1,000,000 disease – each employee

• $1,000,000 disease – policy limit

Contractor shall require all subcontractors to maintain identical coverage.

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Commercial Automobile Liability If vehicles are used in performance of the Work, Contractor shall maintain Commercial Automobile Liability insurance covering owned, hired, and non-owned vehicles with limits not less than:

• $1,000,000 per occurrence (combined single limit) Volunteers of America, Utah shall be named as Additional Insured.

Umbrella / Excess Liability Contractor shall maintain Umbrella or Excess Liability insurance with limits not less than:

• $2,000,000 per occurrence

• Coverage shall follow form over the required CGL, Auto Liability, and Employer’s Liability policies.

Professional Liability (If Applicable) If Contractor provides design, engineering, or professional services, Contractor shall maintain Professional Liability (Errors & Omissions) insurance with limits not less than:

• $1,000,000 per claim Coverage shall be maintained for not less than three (3) years after completion of the Work.

Cyber Risk Insurance (If Applicable) If Contractor accesses or stores VOA data, Contractor shall maintain Cyber Liability insurance with limits not less than:

• $1,000,000 per claim Coverage shall include data breach response, regulatory defense, and network security liability.

Coverage shall be maintained for three (3) years following contract completion.

Claims-Made Policies Any policy written on a claims-made basis shall:

• Have a retroactive date prior to contract execution.

• Be maintained for three (3) years after completion.

• Include extended reporting period coverage if discontinued.

Insurer Qualifications All insurance shall be issued by insurers:

• Licensed in the State of Utah

• Rated A- VII or better by A.M. Best

Certificates and Endorsements Contractor shall provide:

• Certificates of Insurance

• Additional Insured endorsements

• Waiver of Subrogation endorsements prior to contract execution and upon renewal.

Failure to maintain required insurance constitutes material breach.

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Notice of Cancellation Contractor shall provide thirty (30) days’ prior written notice to Volunteers of America, Utah of any cancellation, non-renewal, or material change to required insurance. Notice may be provided by certified mail, recognized overnight courier, or electronic delivery to Volunteers of America, Utah’s designated contact.

Contract Type and Term Contract Type Any contract awarded as a result of this Request for Bid (RFB) shall be a firm-fixed-price construction contract. The contract amount shall not exceed the awarded price except through properly executed written change orders approved in accordance with federal procurement requirements.

This contract is for a one-time project and is not a term or continuing services agreement.

Contract Duration The contract shall become effective upon:

1. Execution of the contract by both parties; and

2. Completion of all mandatory pre-construction compliance requirements applicable to Community Development Block Grant (CDBG) funded projects, including required federal and grant-specific orientations.

Work shall not commence until written Notice to Proceed is issued by Volunteers of America, Utah. The contract shall remain in effect solely for the duration necessary to complete and obtain final acceptance of the Work, unless terminated earlier in accordance with its terms.

Bid Security and Bonding This Project is funded in whole with Community Development Block Grant (CDBG) funds and is subject to all applicable federal, state, and local requirements governing federally funded construction projects.

Pricing All pricing submitted shall be firm and fixed for the duration of the contract.

No adjustment to the contract price shall be permitted except through a written change order or contract amendment that:

1. Is within the general scope of the contract;

2. Is justified and documented in accordance with applicable federal procurement standards; and

3. Is approved in writing by authorized representatives of both parties prior to the commencement of the changed work.

Increases in cost due to labor, materials, market conditions, scheduling impacts, or Contractor assumptions shall not constitute grounds for a price adjustment unless expressly authorized through an approved written change order.

Performance of any work or incurrence of any cost outside the approved contract scope and price, without prior written authorization from Volunteers of America, Utah, shall be at the Contractor’s sole risk and expense.

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This pricing structure is established in accordance with the firm-fixed-price contract principles under 2 CFR Part 200 and applicable CDBG program requirements.

Amendments Any contract awarded as a result of this Request for Bid (RFB) may be amended only by a written amendment executed by authorized representatives of both parties.

Assignment and Subcontracting The Contractor shall not assign, transfer, or otherwise dispose of any portion of the contract without the prior written consent of Volunteers of America, Utah.

All subcontractors must be disclosed and approved in writing by Volunteers of America, Utah prior to performing any Work. Approval of a subcontractor shall not relieve the Contractor of any responsibility under the contract.

The Contractor shall remain fully responsible for the performance, acts, and omissions of its subcontractors and suppliers, and for ensuring that all subcontractors comply with all applicable federal, state, and local requirements, including but not limited to Community Development Block Grant (CDBG) program requirements and applicable provisions of 2 CFR Part 200.

All required federal contract provisions shall be incorporated into any subcontract entered into pursuant to this contract.

Compliance with Laws The Contractor shall comply with all applicable federal, state, and local laws, regulations, and ordinances, including OSHA, HUD requirements, and applicable building codes. Any violation constitutes a material breach of any contract awarded as a result of this Request for Bid

(RFB).

Federal Funding and Construction Requirements

Section 3 Compliance (24 CFR Part 75) This Project is funded in whole or in part with Community Development Block Grant (CDBG) funds and is therefore subject to Section 3 of the Housing and Urban Development Act of 1968, as amended, and its implementing regulations at 24 CFR Part 75.

The Contractor shall, to the greatest extent feasible, provide employment, training, and contracting opportunities to Section 3 Workers and Section 3 Business Concerns, as defined in 24 CFR Part 75.

Contractor Obligations:

1. Contractor shall comply with all Section 3 reporting and documentation requirements.

2. Contractor shall include the Section 3 clause in every subcontract.

3. Contractor shall not discriminate against any Section 3 Worker or Section 3 Business Concern.

4. Contractor shall maintain records demonstrating compliance and provide such records upon request.

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5. Contractor shall cooperate with Volunteers of America, Utah in meeting annual Section 3 benchmarks and reporting obligations.

Failure to comply with Section 3 requirements may result in:

• Withholding of payment

• Contract termination

• Liquidated damages (if applicable)

• Debarment from federally assisted contracts

Davis-Bacon and Related Acts (DBRA) All Contractors and subcontractors shall comply with the Davis-Bacon and Related Acts (40 U.S.C.

§3141 et seq.) and applicable U.S. Department of Labor regulations.

Contractor shall pay all laborers and mechanics no less than the prevailing wage rates and fringe benefits specified in the applicable U.S. Department of Labor wage determination in effect at the time of Contract award. These requirements apply to all tiers of subcontractors.

Prevailing Wage Determination

The applicable U.S. Department of Labor Davis-Bacon Wage Determination for this Project will be issued and posted on the Utah Public Procurement Place (U3P) as a separate document prior to the Bid Due Date.

Bidders are solely responsible for reviewing the posted wage determination and incorporating all required prevailing wage rates and applicable fringe benefits into their Bid pricing. Failure to include required wage rates and fringe benefits shall not relieve the selected Contractor from full compliance with the Davis-Bacon and Related Acts, and any resulting cost adjustments shall be the responsibility of the Contractor.

Certified Payroll and Labor Standards Contractor shall:

• Submit weekly certified payroll reports for itself and all subcontractors

• Maintain accurate payroll and labor records

• Allow access to payroll records by Volunteers of America, Utah, HUD, the U.S.

Department of Labor, or other authorized agencies

• Promptly correct any wage underpayments

Failure to comply may result in withholding of payments, suspension, termination for cause, or other remedies allowed by law.

Apprentices, Trainees, and Classifications Apprentices and trainees may be employed only if registered in a bona fide apprenticeship or training program approved by the U.S. Department of Labor or a recognized State Apprenticeship Agency. Workers shall be properly classified for the work performed.

Contract Work Hours and Safety Standards Act

Where applicable, Contractor shall comply with overtime and safety requirements under the Contract Work Hours and Safety Standards Act.

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Flow-Down Requirements All applicable federal labor standards, CDBG requirements, and Davis-Bacon provisions shall be included in every subcontract. Contractor is responsible for subcontractor compliance.

Suspension and Debarment (SAM.gov Verification) All contractors and subcontractors at any tier proposed for this Project must be eligible to participate in federally funded transactions and must not be suspended, debarred, or otherwise excluded as reflected in the federal System for Award Management (SAM.gov).

The County will complete the SAM.gov verification for the apparent successful bidder and all identified subcontractors (including review of active registration status and exclusions) prior to contract execution. No contract may be executed unless and until the County completes this verification and confirms eligibility.

The Contractor shall not subcontract with, or allow participation by, any entity or individual that is suspended, debarred, or otherwise excluded in SAM.gov. If a proposed subcontractor fails SAM.gov verification, the Contractor shall promptly propose an eligible replacement subject to approval, or the award may be withdrawn.

Federal Contract Provisions (2 CFR Part 200 Appendix II) The following provisions are incorporated by reference and shall apply to any contract awarded:

Equal Employment Opportunity (41 CFR Part 60) Contractor shall comply with Executive Order 11246, as amended, and implementing regulations at 41 CFR Part 60.

Byrd Anti-Lobbying Amendment (31 U.S.C. 1352) For contracts exceeding $100,000, Contractor certifies that no federal appropriated funds have been used to influence or attempt to influence federal officials. Contractor shall complete required lobbying disclosures if applicable.

Clean Air Act and Clean Water Act (Over $150,000) Contractor shall comply with all applicable standards, orders, and regulations under the Clean Air Act (42 U.S.C. 7401–7671q) and Clean Water Act (33 U.S.C. 1251–1387).

Access to Records (2 CFR 200.337) Contractor shall provide access to all records related to this contract to:

• Volunteers of America, Utah

• HUD

• The Comptroller General of the United States

• Any authorized federal representatives for audit, examination, and transcription.

Affirmative Steps for Minority Businesses (2 CFR 200.321) Contractor shall take affirmative steps to ensure that minority-owned, women-owned, and small businesses are used when possible.

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Remedies for Noncompliance In addition to other remedies, Volunteers of America, Utah may:

• Withhold payments

• Suspend work

• Terminate for cause

• Refer violations to federal authorities

Site Conditions and Coordination Contractor shall examine the Project site prior to bidding and coordinate work to minimize disruption to ongoing operations. Contractor is responsible for jobsite safety, protection of existing structures and utilities, and maintaining secure work areas.

Licenses, Permits, and Inspections Contractor shall obtain and maintain all licenses, permits, inspections, and approvals necessary to perform the Work. All associated costs shall be included in the Bid unless otherwise stated.

Site Conditions and Assumptions The Project site consists of an existing, paved staff parking lot at an active facility. The Contractor shall be responsible for verifying all existing site conditions, including but not limited to underground utilities, access limitations, and clearances, prior to commencement of Work.

The facility will remain occupied and operational during construction. The Contractor shall coordinate all work to minimize disruption to ongoing operations and shall maintain safe, secure work areas at all times.

Submission of a bid constitutes acknowledgment that the Contractor has examined the site and accounted for all site conditions and constraints in its bid price.

Quality of Work All Work shall be performed in a professional manner consistent with generally accepted construction and industry standards.

Sales Tax Exemption Volunteers of America, Utah are tax-exempt. Upon request, tax-exempt documentation will be provided.

Warranty Contractor warrants that all materials and workmanship shall be new, free from defects, and conform to the RFB requirements for a period of one (1) year from final acceptance. At the option of Volunteers of America, Utah, Contractor shall repair, replace, or refund defective work or materials at no cost.

Delivery and Risk of Loss All deliveries shall be F.O.B. destination, freight prepaid. Risk of loss remains with the Contractor until final inspection and acceptance by Volunteers of America, Utah.

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Inspection and Acceptance Volunteers of America, Utah shall have thirty (30) days after delivery or completion of Work to inspect and accept or reject the Work.

Invoicing and Payment Payment shall be made within thirty (30) days after receipt of a correct invoice, subject to withholding non-compliance with contract or federal requirements.

Ownership of Materials All materials, records, and documents produced specifically under any contract awarded as a result of this Request for Bid (RFB) shall become the property of Volunteers of America, Utah upon completion.

Non-Negotiation of Terms and Conditions The Standard Terms and Conditions set forth in this Request for Bid (RFB) will not be negotiated.

Volunteers of America, Utah require that all bids be responsive and responsible. A bid will be deemed non-responsive and rejected if it:

• Is conditional

• Attempts to modify the bid requirements

• Contains additional terms or conditions

• Fails to conform to the requirements or specifications of this RFB

Any bid that includes exceptions to, or additions to, the Standard Terms and Conditions will be rejected and disqualified.

Volunteers of America, Utah will not permit a bidder to remove or withdraw exceptions or additions to the Standard Terms and Conditions after bid submission. However, a bidder may request an exception or clarification only during the designated question and answer period in accordance with the RFB instructions.

Volunteers of America, Utah will not allow a bidder’s terms and conditions to become part of any contract resulting from this RFB. If a bidder’s terms and conditions are attached to, referenced in, or embedded within a bid—whether intentionally or inadvertently—such terms and conditions shall be null and void and shall not become part of any resulting contract.

If a bidder is awarded a contract and subsequently requests that its own terms and conditions be incorporated into the contract, the bid shall be immediately disqualified, and Volunteers of America, Utah will not award the contract to that bidder.

Termination

• For Convenience Volunteers of America, Utah may terminate any contract awarded as a result of this Request for Bid (RFB) for convenience upon sixty (60) days’ written notice to the Contractor.

• For Cause Volunteers of America, Utah may terminate any contract awarded as a result of this Request for Bid (RFB) for material breach, including failure to comply with contract requirements or applicable laws, after providing ten (10) business days’ written notice and opportunity to cure, unless the breach is not capable of cure.

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• Termination by Contractor The Contractor may terminate the Contract only for material breach by Volunteers of America, Utah, provided Volunteers of America, Utah fail to cure such breach within thirty (30) calendar days after receipt of written notice. The Contractor shall have no right to terminate the Contract for convenience.

• Termination shall not relieve the Contractor of responsibility for completed work, warranty obligations, maintenance services, or other obligations intended to survive termination.

Indemnification Contractor shall indemnify, defend, and hold harmless Volunteers of America, Utah, its officers, employees, and agents from claims arising out of Contractor’s negligent or wrongful acts or omissions. Contractors are not required to indemnify Volunteers of America, Utah for its sole negligence.

Remedies Volunteers of America, Utah may pursue any remedy available at law or equity, including termination and recovery of damages.

Force Majeure Neither party shall be liable for delays caused by events beyond reasonable control.

Volunteers of America, Utah may terminate any contract awarded as a result of this Request for Bid (RFB) if performance is rendered impracticable.

Confidentiality The Contractor acknowledges that Volunteers of America, Utah serve vulnerable populations, including individuals receiving housing, shelter, and supportive services, and that the privacy and confidentiality of clients is of critical importance.

The Contractor shall safeguard and maintain the confidentiality of all information relating to Volunteers of America, Utah and its clients, including any personally identifiable information, protected health information, or other sensitive data, whether obtained directly or indirectly in connection with any contract awarded as a result of this Request for Bid (RFB).

The Contractor shall comply with all applicable federal, state, and local privacy and data protection laws and shall implement reasonable administrative, technical, and physical safeguards to prevent unauthorized access, use, or disclosure of such information.

These confidentiality obligations shall apply at all times, shall survive the expiration or termination of the contract, and shall extend to the Contractor’s employees, agents, and subcontractors.

Public Disclosure Contractor acknowledges that certain records may be subject to disclosure due to funding requirements or applicable law. Contractor bears responsibility for clearly identifying proprietary information.

Governing Law Any contract awarded as a result of this Request for Bid (RFB) shall be governed by the laws of the State of Utah.

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Entire Agreement Any contract awarded as a result of this Request for Bid (RFB) constitutes the entire agreement between the parties and supersedes all prior negotiations or agreements.

Ethical Standards Contractor certifies compliance with all applicable ethical standards, conflict-of-interest laws, and procurement integrity requirements.

Boycott Restrictions Contractor shall comply with Utah Code §63G-27-102 regarding prohibited boycotts.