8-2026-01-R1 Re-Issued Solicitation Electronic Rolling Security Gate Fencing Installation RFB.pdf

Re-Issued Solicitation 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 June 15, 2026 @ 5:00PM. Responses to questions will be posted to the website no later than June 19, 2026 @ 5:00PM.

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-R1-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:

May 18, 2026 Utah Public Procurement Place (U3P)

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

Location:

June 1, 2026 @ 10:00 AM Volunteers of America, Utah Youth Resource Center 888 S 400 W, Salt Lake City, UT 84101

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

Location:

June 5, 2026 @ 2:00 PM Volunteers of America, Utah Youth Resource Center 888 S 400 W, Salt Lake City, UT 84101

Questions Due Date:

Submittal Location

June 15, 2026 Utah Public Procurement Place (U3P)

Response to Questions Due Date:

Submittal Location:

June 19, 2026 Utah Public Procurement Place (U3P)

RFB Due Date & Time:

Submittal Location:

July 3, 2026 @ 5:00 PM Utah Public Procurement Place (U3P)

BID Opening Date and Time: July 6, 2026 @ (TBD by County)

Estimated Contractor Selection Date and Time: July 8, 2026

Contractor Award Announcement Date July 10, 2026

Mandatory Pre-Construction Compliance Orientation Date & Time:

Location:

July 16, 2026 @ 1:30 PM 2001 South State Street Suite N3-500 Salt Lake City, UT 84114-4575

Contract Signing Date and time:

Location:

July 20, 2026 @ 2:00 PM Volunteers of America, Utah Administration Office 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 and install a complete, fully operational, and code-compliant electronic rolling security gate system, including associated access control and perimeter fencing, for the staff parking lot at the Youth Resource Center located in Salt Lake City, Utah.

The Contractor shall be responsible for delivering a turnkey system in accordance with the Contract Documents.

Detailed requirements, specifications, and performance expectations are provided in the Scope of Work.

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 essential services including meals, hygiene facilities, case management, and access to medical and mental health support, and operates nightly as an 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 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 requirements, including 2 CFR Part 200 and the Davis-Bacon and Related Acts.

All contractors and subcontractors of every tier must comply with Davis-Bacon prevailing wage requirements and submit certified payroll and labor compliance documentation in accordance with applicable U.S. Department of Labor and CDBG requirements.

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SCOPE OF WORK (SOW)

PROJECT OVERVIEW

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

A complete system is required. Any components, materials, labor, or services not explicitly listed but necessary for full operation shall be included in the bid price. No additional compensation will be allowed for omitted scope.

MANDATORY REQUIREMENTS (NON-NEGOTIABLE)

Failure to include any of the following may result in the bid being deemed non-responsive:

• Complete electronic rolling gate system (including motors, operators, controls, and safety devices)

• Full perimeter fencing enclosing the parking lot

• Pedestrian Access Gate

• Access control pedestal (physical structure) equipped with badge reader and keypad, fully compatible with the existing Avigilon access control system

• Remote access capability within the building system (see Access Control Pedestal Section)

• All electrical work and system integration

• Permits and inspections

• Training and closeout documentation

• Warranty coverage

BASE BID SCOPE

The Base Bid shall include all items listed below.

Electronic Rolling Security Gate and Perimeter Fencing

The Contractor shall:

• Furnish and install one (1) electronic rolling security gate for vehicular access

• Provide gate width of approximately 22–28 feet (field verify)

• Provide gate height of 6 feet

• Provide black finish unless otherwise approved

• Include all motors, operators, safety sensors, and controls

• Include automatic closing feature (within 60 seconds after exit)

• Include vehicle safety exit functionality

• Ensure the gate material, design, and finish are consistent and compatible with the perimeter fencing to provide a uniform and cohesive security system

• Perimeter Fencing

The Contractor shall:

• Furnish and install fencing to fully enclose the parking lot

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• Provide fencing height of 6 feet

• Use durable, commercial-grade material designed to deter climbing, cutting, or vandalism

• Provide black finish unless otherwise approved

• Coordinate layout to ensure full enclosure and proper access points

• Ensure fencing material, style, and finish match or are fully compatible with the electronic rolling gate to create a consistent and integrated system

• The gate and fencing system shall be designed and installed as a coordinated system.

Mismatched materials, finishes, or styles may be deemed non-responsive

Access Control Pedestal

The Contractor shall:

• Furnish and install access control pedestal with badge reader and keypad

• Ensure full compatibility with existing Avigilon system

• Provide all programming, configuration, and testing

• Provide open architecture (non-proprietary system)

• Provide and install remote access capability within the building (e.g., front desk), including all required hardware, wiring, and programming, to allow authorized staff to open the gate without use of a badge reader or keypad, fully integrated with the existing Avigilon access control system

• Ensure system does not require vendor-exclusive access for maintenance

• Ensure pedestal is constructed of heavy-duty, commercial-grade materials (e.g., steel or equivalent)

• Ensure pedestal is tamper-resistant and vandalism-resistant, suitable for high-risk environments

• Securely anchor pedestal to a concrete foundation or equivalent permanent mounting system

• Ensure pedestal protects all wiring, internal components, and mounted devices from damage and environmental exposure

• Ensure pedestal is weather-resistant and suitable for continuous outdoor use

• Ensure pedestal height and placement allow safe and functional vehicle access

Access Control Pedestal – Mandatory Submittal Requirement

Bidders shall provide a detailed written description of the proposed access control pedestal with their bid submission. At a minimum, this description shall include:

• Material type and construction (including durability and anti-vandalism features)

• Mounting method (e.g., embedded, surface-mounted, bollard-style)

• Proposed location and placement relative to the gate and vehicle access path

• Method of protecting wiring and internal components

• Manufacturer and model (if applicable), or custom fabrication details

Failure to provide this information may result in the bid being deemed non-responsive.

The Contractor shall not propose lightweight, decorative, or non-reinforced pedestal systems.

Volunteers of America, Utah reserves the right to reject any proposed pedestal that does not meet the durability and security intent of this requirement.

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Power Source Requirements (Mandatory)

The Contractor shall provide a complete and fully operational power solution to support the electronic gate, access control system, and all associated components.

The Contractor may propose either:

• A traditional electrical power source (e.g., utility connection), or

• An alternative power system (e.g., solar, battery, or other non-traditional source)

Regardless of the option selected, the proposed system must meet all requirements outlined in this section.

Universal Electrical and System Integration Requirements (Applies to All Power Sources)

The requirements in this section apply to all proposed power solutions, including both traditional utility-based systems and alternative power systems.

The Contractor shall:

• Provide all wiring, conduit, trenching, panels, controls, and components required for a complete system

• Ensure full integration of the gate, access control pedestal, and all associated systems

• Ensure the system delivers reliable and continuous power under all operating conditions

• Comply with all applicable local, state, and federal electrical codes and standards

• Coordinate with facility infrastructure as required

Failure to include all necessary components for a complete and operational system may result in the bid being deemed non-responsive.

Traditional Utility Power (if selected) Bidders proposing a traditional electrical connection shall provide:

• Description of power source (panel tie-in, new service, etc.)

• Voltage, load, and capacity requirements

• All electrical connections and distribution required for the proposed system

Alternative Power Systems (if selected) Bidders proposing an alternative power system shall provide a complete and detailed description, including:

• System components and configuration

• Power generation and storage capacity

• Reliability under varying conditions

• Maintenance requirements

• Expected lifespan and replacement considerations

Electrical Integration Requirement (Mandatory) The Contractor shall provide all wiring, electrical connections, controls, distribution systems, and associated infrastructure required for the alternative power system to operate as a complete and fully integrated system.

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The system shall fully integrate with the electronic gate, access control system, and all associated components, and shall comply with all applicable local, state, and federal electrical codes and standards.

Installation & Site Integration:

• Location and mounting of all components

• Structural supports and mounting methods

• Integration with site layout and gate system

Durability & Vandalism Protection:

• Materials and protective measures

• Anti-tamper and anti-theft features

Warranty Requirements:

• Manufacturer and contractor warranties

• Duration and coverage details

Performance Requirement (Mandatory) The Contractor shall demonstrate that the proposed power solution will provide sufficient, reliable, and continuous power to ensure uninterrupted operation of the system, including during periods of limited or no power generation (if applicable).

Bidders shall describe any backup, storage, or redundancy measures included to support continuous operation. The Owner reserves the right to require demonstration or validation of system performance prior to final acceptance.

Critical Requirement Bidders are required to include a complete, code-compliant power solution as part of the Base Bid.

The proposed solution may consist of either a traditional utility-based electrical system or an alternative power system.

Regardless of the option selected, the proposed system must:

• Provide sufficient, reliable, and continuous power to fully operate the gate, access control system, and all associated components under all expected operating conditions;

• Include all infrastructure, materials, equipment, and integration necessary for a complete and fully operational installation; and

• Comply with all applicable local, state, and federal electrical codes and standards.

Failure to provide a complete and compliant power solution may result in the bid being deemed non-responsive.

Pedestrian Access Gate

• One (1) 6-foot pedestrian gate

• Matching fencing material and finish

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• Keypad entry system

• Panic bar for emergency egress

• Code-compliant hardware

ADD ALTERNATES (OPTIONAL – NOT INCLUDED IN BASE BID)

Annual Maintenance Plan (Add Alternate – Entire System Coverage) If Available Bidders shall provide optional pricing for a comprehensive maintenance plan covering the entire installed system.

For the purposes of this requirement, the “entire system” includes, at a minimum:

• Electronic rolling gate system (including motors, operators, and moving components)

• Perimeter fencing and pedestrian gate (if applicable)

• Access control pedestal (including physical structure and mounted devices)

• Access control devices (badge reader, keypad, associated hardware)

• Electrical components and connections

• Alternative power systems (if proposed), including all associated equipment

Maintenance Plan Requirements The proposed maintenance plan shall include, at a minimum:

• Preventative maintenance schedule for all system components

• Service requirements for mechanical, electrical, and access control systems

• Inspection and servicing of safety devices and moving components

• Testing of system operation and access control functionality

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

Pricing and Service Details Bidders shall clearly provide:

• Annual pricing for the maintenance plan

• Scope of services included

• Service frequency (e.g., monthly, quarterly, annually)

• Response times for service calls:

o Emergency (system inoperable or safety issue) o Non-emergency

SYSTEM REQUIREMENTS

Non-Proprietary Systems

• All systems shall allow VOA full access to programming and maintenance

• Systems requiring proprietary or restricted access will not be accepted

Avigilon Integration

• Contractor must demonstrate compatibility with existing Avigilon system

• Contractor must describe integration approach in bid submission

• Contractor shall clearly describe how the proposed system will integrate with the existing

Avigilon, including all required components, programming, and coordination

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FIELD VERIFICATION

The Contractor shall verify all field dimensions and site conditions prior to fabrication and installation. Bidders shall account for field conditions in their bid.

PERMITS AND COMPLIANCE

The Contractor shall:

• Obtain all required permits

• Coordinate inspections

• Comply with all local, state, and federal requirements

• Comply with all applicable CDBG requirements, including but not limited to Davis-Bacon and Related Acts (DBRA), if applicable

TRAINING AND CLOSEOUT

The Contractor shall:

• Provide operation and maintenance manuals

• Provide warranty documentation

• Provide on-site training prior to project acceptance

WARRANTY

The Contractor shall provide manufacturer and installation warranties. Warranty terms must be clearly stated in the bid.

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BID REQUIREMENTS

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 guaranteed and shall not be construed as a maximum or minimum contract value. Volunteers of America, Utah reserves the right to award a contract for an amount that differs from this estimate or to reject all bids.

This solicitation is issued as a Request for Bids (RFB). Award will be made to the lowest responsive and responsible bidder whose bid conforms to all material 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 successful experience performing similar work

• 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), if applicable

Award will be based primarily on the lowest total bid price submitted by a responsive and responsible bidder. Volunteers of America, Utah reserves the right to reject any or all bids, waive minor informalities or irregularities, request clarification of bid submissions, and accept the bid determined to be in the best interest of the organization.

Required Bid Breakdown (Mandatory)

Bidders shall provide a detailed, itemized cost breakdown of all components required to deliver a complete and operational system. Lump sum pricing without breakdown may result in the bid being deemed non-responsive. Bidders shall clearly identify any assumptions made in preparing their bid. Failure to disclose assumptions may result in the bid being deemed non-responsive. Bidders may be required to provide additional detail or clarification during evaluation to verify compliance with the Scope of Work.

At a minimum, the bid shall include separate line items for:

Base Bid Components

• Electronic rolling gate system (materials, equipment, and installation)

• Perimeter fencing (materials and installation)

• Pedestrian Access Gate (materials and installation)

• Access control pedestal (including physical pedestal structure, not just devices)

• Access control devices (badge reader, keypad, associated hardware)

• Power System (as selected by Bidder – traditional or alternative), including all generation, storage (if applicable), electrical infrastructure, and system integration

• Electrical work and system integration

• Trenching, concrete work, and mounting (if applicable)

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• Permits and inspections

• Programming, configuration, and system testing

Add Alternates (Clearly Identified Separately)

• Optional maintenance plan (annual cost, scope, and terms) Each line item shall clearly identify:

• Labor

• Materials

• Equipment (if applicable)

• Any subcontracted work (if applicable)

Required Technical Submittals (Mandatory)

Bidders shall submit sufficient technical information to demonstrate full compliance with the Scope of Work. Failure to provide the required information may result in the bid being deemed non-responsive.

At a minimum, the following shall be included:

Product Specifications

• Manufacturer and model information for all major components, including:

o Gate system o Fencing materials o Access control devices o Access control pedestal (if prefabricated)

• Product cut sheets or technical data sheets

Power System Description (Mandatory) Bidders shall provide a detailed description of the proposed power solution, including:

• Type of system (traditional utility or alternative)

• Power source configuration and capacity

• Electrical infrastructure and integration approach

• Description of how continuous and reliable operation will be maintained

Access Control Pedestal Description (Critical Requirement)

Bidders shall provide a detailed written description of the access control pedestal, separate from the badge reader/keypad.

This description must include:

• Material type and construction (e.g., steel gauge, reinforced design)

• Anti-vandalism and tamper-resistant features

• Mounting method (e.g., embedded, surface-mounted, bollard-style)

• Foundation or anchoring method

• Method of protecting wiring and internal components

• Proposed location and placement relative to gate and traffic flow

• Manufacturer and model, or custom fabrication details

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Failure to provide this information may result in the bid being deemed non-responsive.

System Integration Description

• Description of how the proposed system will integrate with VOA’s existing Avigilon access control system

• Identification of all required hardware, software, and programming

• Confirmation that the system is non-proprietary and allows full VOA access

• Bidders shall demonstrate that the proposed system is capable of providing sufficient, reliable, and continuous power under all expected operating conditions.

Proposed Approach / Installation Narrative

Bidders shall provide a brief narrative describing:

• Installation approach and sequencing

• Coordination of gate, fencing, and access control systems

• Site considerations (including working in an active facility)

• Any assumptions made by the bidder

Warranty Information

• Manufacturer warranties for all major components

• Contractor warranty for installation

• Any conditions that may affect warranty coverage

Optional Maintenance Information (If Provided)

• Preventative maintenance scope

• Service frequency

• Response times

• Annual pricing (separately identified)

Exclusions and Non-Covered Items Disclosure (Mandatory) Bidders shall provide a clear and complete list of any items, materials, equipment, services, or components that are not included in the proposed scope or pricing but may be required for a complete and operational system.

This shall include, at a minimum:

• Any scope elements the Bidder has assumed will be provided by others

• Any required components not included in the Base Bid or Add Alternates

• Any site conditions, utilities, or infrastructure not included

• Any third-party coordination, permitting, or agency requirements excluded from the Bid

Bidders shall not rely on assumptions or exclusions that are not expressly identified in their submission. Bidders shall clearly identify any assumptions made in preparing their bid and disclose all exclusions or non-covered items as required herein.

Disclosure of exclusions or non-covered items will not, in itself, result in disqualification of a Bid.

However, failure to clearly identify such exclusions may result in the Bid being deemed non-responsive.

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Any exclusions not expressly identified in the Bid submission may not be considered for additional compensation after award. Bidders are responsible for providing a complete and fully operational system in accordance with the Scope of Work and all applicable federal requirements.

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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

The General Aggregate limit shall apply on a per-project basis.

Contractor shall maintain Products and Completed Operations coverage for not less than three (3) years following final completion of the Work.

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

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Contractor shall require all subcontractors to maintain identical coverage.

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:

• Execution of the contract by both parties; and

• 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.

Project Schedule Contractor shall submit a detailed project schedule for approval prior to commencement of Work.

Contractor shall perform the Work in accordance with the approved schedule and shall promptly notify Volunteers of America, Utah of any anticipated delays.

Liquidated Damages Contractor acknowledges that timely completion of the Work is critical due to the operational nature of the facility. If Contractor fails to achieve Substantial Completion within the agreed-upon schedule, Volunteers of America, Utah may assess liquidated damages in the amount of $350.00 per calendar day for each day of delay.

Liquidated damages are intended to represent a reasonable estimate of damages and are not a penalty. Assessment of liquidated damages does not preclude Volunteers of America, Utah from pursuing other remedies as allowed by law.

No liquidated damages shall be assessed for delays caused by events beyond the reasonable control of the Contractor, including but not limited to:

• Severe or abnormal weather conditions

• Acts of God or natural disasters

• Governmental actions or regulatory delays not caused by Contractor

• Labor strikes or supply chain disruptions not attributable to Contractor

• Other Force Majeure events as defined in this Contract

Provided that:

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• Contractor gives prompt written notice of the delay;

• Contractor takes reasonable steps to mitigate the impact of the delay; and

• The delay is not caused in whole or in part by Contractor’s negligence, poor planning, or failure to perform.

In such cases, the Contract schedule shall be equitably extended, but Contractor shall not be entitled to additional compensation unless expressly approved through a written change order.

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:

• Is within the general scope of the contract;

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

and

• 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.

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

Failure to obtain prior written approval from Volunteers of America, Utah for any change in scope, cost, or schedule shall constitute a waiver of any claim for additional compensation or time. Any work performed without such written authorization shall be at the Contractor’s sole risk and expense.

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.

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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:

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

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

• Contractor shall not discriminate against any Section 3 Worker or Section 3 Business

Concern.

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

• 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

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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 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.

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).

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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.

Audit Rights In addition to federal access requirements, Volunteers of America, Utah reserves the right to audit Contractor records related to contract performance, compliance, and any change orders to verify costs, adherence to contract terms, and regulatory compliance.

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.

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

• Withhold payments

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• Suspend work

• Terminate for cause

• Refer violations to federal authorities

Right to Supplement / Correct Work If Contractor fails to perform the Work in accordance with the contract requirements, Volunteers of America, Utah may, after providing written notice, supplement the Contractor’s workforce or correct deficiencies using its own forces or third parties.

All costs incurred by Volunteers of America, Utah for such corrective actions shall be deducted from amounts due to Contractor or otherwise recovered from Contractor.

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.

Safety Enforcement Volunteers of America, Utah reserves the right to stop work immediately if unsafe conditions are identified. Any such stoppage shall not entitle Contractor to additional compensation or time unless caused solely by Volunteers of America, Utah.

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.

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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.

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.

Retainage Volunteers of America, Utah may withhold retainage in the amount of five percent (5%) of each payment to ensure proper completion of the Work. Retainage shall be released upon final completion, acceptance of the Work, and resolution of all punch list items.

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.

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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 thirty (30) 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.

• 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, agents, and representatives from and against any and all claims, damages, losses, liabilities, costs, and expenses, including but not limited to attorney’s fees, arising out of or related to the performance of the Work, including but not limited to:

• Any negligent act or omission

• Breach of contract

• Violation of any applicable law, regulation, or ordinance

• Acts or omissions of Contractor’s employees, agents, subcontractors, or suppliers

Contractors are not required to indemnify Volunteers of America, Utah for its sole negligence or willful misconduct.

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

Limitation of VOA Liability Volunteers of America, Utah shall not be liable for any indirect, incidental, consequential, or special damages, including but not limited to loss of profits, loss of business, or loss of use.

Limitation of Liability Contractor shall not limit its liability for bodily injury, death, property damage, breach of confidentiality, indemnification obligations, or violations of law.

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Any proposed limitation of liability must be expressly agreed to in writing by Volunteers of America, Utah and shall be null and void unless incorporated into a fully executed written contract amendment.

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…