8EC46E74-DF51-42A3-B3E5-9EC1256067EF.pdf

BIDDER GUIDE - RFQ032709

The following information is provided by the City of Columbus to assist you in navigating the formal bid procedures. This information is not to supersede or replace any of the actual bid specifications or requirements; its sole purpose is to provide information on the process. If you have any questions regarding the process, please contact the appropriate City of Columbus representative listed on the bid solicitation (for specification questions see instructions below).

Any addenda issued by the City of Columbus will be posted on this site. The City of Columbus will send notification of addenda to Bidders that have an active login id and password with Columbus Vendor Services and are registered for the commodity code(s) associated with this solicitation.

Though the notification methods above will be utilized to notify bidders of addenda it is ultimately the Bidder’s responsibility to check this site for verification of any issued addenda.

IN ORDER FOR YOUR BID TO BE CONSIDERED:

Pricing is to be entered into the attachment of the RFQ. Please print, complete, and attach your price listing to your bid response.

The following documents must be completed and attached to your response. Complete this checklist to confirm the items required in your bid. Failure to submit the listed documents may be cause for rejection of your bid:

Reference Pages

Subcontractor Information

Proposal Pages (Excel format – pages 19-23)

Experience Documentation

Literature

Warranty

Please refer to the Vendor Services User Guide for guidance using the Attachment feature to attach references, literature, warranty information and any other documentation as needed.

PLEASE NOTE - The bidder must demonstrate that they will pay a responsible wage and provide a health insurance benefit to all employees proposed to directly perform the work specified in the city bid solicitation response.

PLEASE NOTE – ALL ATTACHMENTS MUST BE IN PDF FORMAT TO ATTACH (except Excel documents as noted above).

PLEASE NOTE – Per ORC Chapter 1703, to be awarded this bid you must show proof your company is registered and in good standing to do business in the State of Ohio through the Secretary of State, or provide a certified statement that your company falls within one of the exemptions in the Ohio Revised Code Chapter

1703.02. To register or check the status of your company go to https://www.ohiosos.gov/businesses/

PLEASE NOTE – ANY QUOTE OR DOCUMENTATION SHOWING THE BID IS VALID FOR ANYTHING

LESS THAN 180 DAYS WILL RENDER THE BID NON-RESPONSIVE

https://www.ohiosos.gov/businesses/

EQUAL OPPORTUNITY CLAUSE

(1) The contractor/vendor/bidder will not discriminate against any employee or applicant for employment because of race, sex, sexual orientation, gender identity or expression, color, religion, ancestry, national origin, age, disability, familial status or military status. The contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, sex, sexual orientation, gender identity or expression, color, religion, ancestry, national origin, age, disability, familial status or military status. Such action shall include, but not be limited to, the following: employment up-grading, demotion, or termination; rates of pay or other forms of compensation; and selection for training.

The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices summarizing the provisions of this Equal Opportunity Clause.

(2) The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that the contractor is an equal opportunity employer.

(3) It is the policy of the City of Columbus that business concerns owned and operated by M/WBEs shall have the maximum practicable opportunity to participate in the performance of contracts awarded by the city.

(4) The contractor shall permit access to any relevant and pertinent reports and documents by the ODI director for the sole purpose of verifying compliance with this Title and ODI regulations. All such materials provided to the ODI director by the contractor shall be considered confidential.

(5) The contractor will not obstruct or hinder the ODI director or his/her deputies, staff and assistants in the fulfillment of the duties and responsibilities imposed by Title 39 of the Columbus City Codes.

(6) The contractor and each subcontractor will include a summary of this Equal Opportunity Clause in every subcontract. The contractor will take such action with respect to any subcontractor as is necessary as a means of enforcing the provisions of the Equal Opportunity Clause.

(7) The contractor agrees to refrain from subcontracting any part of this contract or contract modification thereto to a contractor not holding a valid certification number as provided for in Title 39.

(8) Failure or refusal of a contractor or subcontractor to comply with the provisions of Title 39 may result in cancellation of this contract.

ALL CONTRACTORS MUST HOLD A VALID CONTRACT COMPLIANCE CERTIFICATION

NUMBER ISSUED BY THE OFFICE OF DIVERSITY AND INCLUSION.

To obtain a Contract Compliance number register at the City of Columbus Vendor Services website: http://vendors.columbus.gov/sites/public

1. Login to the City of Columbus Vendor Services Site and register with the city of Columbus. Once that is completed and approved by the purchasing office, log back in and do the following:

2. Select Questionnaires from the Common menu located on the left navigation bar.

3. Next select EBO Quest. (this is the contract compliance application)

4. Question 1 will be displayed; Answer question 1 and select Forward.

5. Proceed through the questionnaire answering each question and selecting Forward to continue. Once you have reached and answered the last question select End to submit.

6. Then the questionnaire will be received by the ODI Office, reviewed and process within 2 business days or less. For additional questions regarding this process, contact the Office of Diversity Inclusion at 614-645-4764.

City of Columbus Home Page: www.columbus.gov

CCDOC 1-2017

http://vendors.columbus.gov/sites/public http://www.columbus.gov/

INFORMATION FOR BIDDERS

-3A- (INFORMATION FOR BIDDERS continued)

SPECIAL CONDITIONS

Special conditions included in the specifications, if inconsistent with provisions included in "Information for Bidders", shall take precedence over any provisions in "Information for Bidders" to the extent inconsistent.

SUBMISSION OF PROPOSAL

Responses must be entered and submitted electronically in the body of the RFQ. Some RFQs require pricing lists or additional documents to be attached to the RFQ response electronically. In rare instances documents require submission via regular mail delivery. Refer to the "Proposal Information" section of the specifications for instructions for submission. Any unauthorized conditions, limitations or provisions attached to the proposal may render the bid nonresponsive and result in its rejection.

ACCEPTANCE AND REJECTION

This proposal submitted by the bidder to the City of Columbus will be accepted or rejected within a period of 180 days from bid opening date.

The City reserves the right to waive technicalities, and to request a rebid on the required material. If more than one item, prices shall be quoted on the units requested. However, each item shall be considered a separate bid and the City reserves the right to award a contract on each item separately or on all items as a whole or any combination thereof. Bidders whose proposal is made on an "All or None" basis must clearly state such fact in the proposals.

Each RFQ issued by the City shall state that the RFQ may be cancelled and that any RFQ response may be rejected in whole or in part when it is for good cause and in the best interests of the City.

WITHDRAWAL OF PROPOSALS

Bidders may withdraw their RFQ response at any time prior to the time specified in the advertisement as the closing time for the receipt of bids.

However, no bidder shall withdraw or cancel his response for a period of 180 calendar days after said advertised closing time for the receipt of proposals.

DEFAULT PROVISION

In case of default by the bidder or the contractor, the City of Columbus may terminate and may procure the articles or services from other sources and hold the bidder or contractor responsible for any excess costs occasioned or incurred thereby.

SIGNATURE REQUIRED

By submitting this response electronically, bidder/proposer is affixing an electronic signature as defined by the Ohio Uniform Transactions Act.

Said signature represents that he/she has the authority to bind the entity to the terms and conditions contained herein.

APPLICABLE LAWS

The Revised Code of the State of Ohio, the Charter of the City of Columbus, and all City ordinances insofar as they apply to the laws of competitive bidding, contracts, and purchases, and wage theft prevention, are made a part hereof.

PRICING

Bidders are to quote firm or fixed prices for the duration of any contract which may be a result of this proposal unless otherwise noted in the specifications. In case of discrepancy in computing the amount of the bid, the UNIT PRICE quoted will govern.

Quotations are requested F.O.B. destination. If quoted F.O.B. Shipping Point include freight estimate and full value insurance cost.

CONTRACT AND BOND

The bidder to whom an award is made will be required to execute a written contract with the City of Columbus, Ohio within ten days after receiving such contract for execution, and if specified in the legal notice, furnish a good and approved bond conditioned upon the faithful performance of the same. The proposal, contract, proposal bond, (if applicable), and performance bond (if applicable) shall be in the form herein specified.

If, at any time during the continuance of the Contract, any surety shall, in the opinion of the Finance & Management Director, become irresponsible, then said Director shall have the right to require additional and sufficient surety or sureties. The Contractor shall furnish the surety or sureties to the satisfaction of the said Director, within ten (10) days after notice. In default thereof the default provision herein shall apply.

LIABILITY, INSURANCE, LICENSES AND PERMITS

Where bidders are required to enter or go onto City of Columbus property to deliver materials or perform work or services as a result of bid award, the bidder will assume full duty, obligation and expense of obtaining all necessary licenses, permits, and insurance when required.

The bidder shall be liable for any damages or loss to the City occasioned by negligence of the bidder (or his agent) or any person the bidder has designated in the completion of his contract as a result of his bid.

Particular attention is directed to the statutory requirements of the State of Ohio relative to the licensing of corporation organized under the Laws of any other State.

TAXES

Federal and/or State Taxes are not to be included in prices quoted. The successful bidder will be furnished an exemption certificate if needed.

SAMPLES

Samples, when requested, must be furnished free of expense to the City and if not destroyed, will upon request be returned at the bidder's expense.

DELIVERY

Time will be of the essence for any orders placed as a result of this bid.

Purchaser reserves the right to cancel such orders or any part thereof, without obligations if delivery is not made within the time(s) specified.

Delivery shall be made during normal working hours and to the destination shown on the proposal.

QUALITY

Unless otherwise stated by the bidder, the RFQ response will be considered as being in strict accordance with the specifications outlined in the Bid Document.

References to a particular trade, manufacturer's catalog or model number are made for descriptive purposes to guide the bidder in interpreting the requirements of the City. They should not be construed as excluding proposals on other types of materials, equipment and supplies. However, the bidder, if awarded the contract, will be required to furnish the particular item referred to in the specifications or description unless a departure or substitution is clearly noted and described in the proposal.

CHANGES AND ADDENDA TO BID DOCUMENTS

Each change or addenda issued in relation to this bid document will be published on the City’s Vendor Services website no less than five (5) working days prior to the scheduled bid opening date. In addition, to the extent possible, notice will be e-mailed to each person registered as having interest in the commodities selected for this bid. Total bid inquiry or specific item cancellations may be issued later than that time specified above.

WITHHOLDING OF INCOME TAX

All bidders are advised that in order for a contract to bind the City, each contract must contain the provisions found in Chapter 362 C.C.C. with regard to income taxes due or payable to the City of Columbus for wages, salaries and commissions paid to the contractor's employees as well as requiring those contractors to ensure that subcontractors withhold in a like manner.

CAMPAIGN CONTRIBUTIONS

Contractor hereby certifies the following: that it is familiar with Ohio Revised Code (“O.R.C.”) Section 3517.13; that all applicable parties listed in Subsection (I) or (J) of O.R.C. Section 3517.13 are in full compliance with Subsection (I) and (J) of that Section; that it is eligible for this contract under the law and will remain in compliance with O.R.C. Section 3517.13 for the duration of this contract and for one year thereafter.

PUBLIC RECORDS REQUESTS

The City of Columbus, as a political subdivision of the State of Ohio, is subject to Ohio Revised Code Chapter 149, known as the Ohio Public Records Law. Consequently, the Offeror understands that ALL documents submitted in response to this solicitation are considered public records and WILL be released when a public records request is

INFORMATION FOR BIDDERS

-3B- (INFORMATION FOR BIDDERS continued) made by news media, competitors, or other interested parties, in accordance with the law. If you contend that certain CLEARLY MARKED portions of your response constitute an exception to Ohio’s public records law, you MUST submit your legal basis in support of that assertion with your response.

If a public records request is made for any portion of the documents that you have submitted and you have NOT clearly marked such documents as information constituting an exception to Ohio’s public records law, your information will be released immediately.

If a public records request is made for such information and you HAVE clearly marked portions of your response as information constituting an exception to Ohio’s public records law, AND you have submitted the legal basis supporting such claim, the City will release a redacted version of your information to the requestor and notify you that a request was made and that a redacted version of your response was released.

Should the requestor indicate that the redacted version is not sufficient for their purposes, you then will be IMMEDIATELY responsible for obtaining an order from a Court of competent jurisdiction in Franklin County, Ohio enjoining release of your clearly marked information constituting an exception to Ohio’s public records law.

If a public records request is made for such information and you HAVE clearly marked portions of your response as information constituting an exception to Ohio’s public records law, but you have NOT submitted the legal basis supporting such claim, the City WILL RELEASE your information to the requestor and notify you that a request was made and that your response was released.

DO NOT mark your entire response/submittal as information constituting an exception to Ohio’s public records law. If your entire response/submittal is so marked, the City of Columbus will not consider your offer.

INFORMATION FOR BIDDERS (Continued)

Revised 09-07-21

IN THE EVENT OF A CONTRACT

1. Where applicable according to the specifications successful seller shall transfer and deliver to City goods which conform to the specifications.

2. The City shall accept from seller goods that conform to the specifications, and shall pay for the goods in accordance with the terms of an agreement, which may result from this proposal.

3. The risk of loss from any causality to the goods regardless of the cause of the casualty shall be on seller until the goods have been delivered at the address designated in the order and are approved after inspection by the City.

4. Seller warrants and represents that seller has absolute and good title to and full right to dispose of the goods, and that there are no liens, claims, or encumbrances of any kind against the goods, and at the time of delivery shall be free from any security interests or other lien or encumbrance.

5. If there is a breach by seller of the warranty against encumbrances granted by seller in an agreement, which may result from this proposal, the City shall have the option to cancel an agreement, which may result from this proposal.

6. Seller shall defend any action brought against the City so far as the action is based on a claim that the goods, or any part of the goods, furnished under an agreement which may result from this proposal constitutes an infringement of any patent of the United States or a trademark. Seller shall be notified promptly in writing of the action and be given authority, information, and assistance, at the expense of seller, for the defense of the action. Seller shall pay all damages and costs awarded in the action. In case the goods or a part thereof are held to constitute infringement and the use of the goods or part thereof is enjoined, seller shall, at the expense of the seller, either procure for the City the rights to continue using the goods, replace the goods or a part hereof with non-infringing goods of equal or better quality, modify the goods so that the goods become non-infringing while continuing to meet or exceed the original specifications, or retake the goods and refund the purchase prices and the transportation and installation costs of the goods at the option of the City.

7. Seller warrants that (1) the goods to be supplied pursuant to an agreement which result from this proposal are fit and sufficient for the purpose intended, (2) the goods are merchantable, of a good quality, and free from defects, whether patent or latent, in material or workmanship and (3) the goods sold to the City pursuant to an agreement which may result from this proposal conform to the specifications. The particular purpose of which the goods are required may be set forth in the specifications.

8. The benefit of any warranty made in an agreement which may result from this proposal by seller shall extend to the City and to the employees of the City, any employee of the City may bring an action directly against seller for damages or injuries sustained by the employee resulting from any breach of warranty by seller.

9. All goods ordered shall be subject to final inspection and approval at the facility of the City designated for delivery. Any goods, which do not conform to the order of the City, may be rejected by the City.

The City may hold any goods rejected pending instructions from the seller or the City may return goods to seller at seller's expense.

10. If any tender or delivery by seller is rejected by the City for nonconformity, no notice of intention to cure can be effective unless it is received by the City agency within five (5) days after notice of rejection is sent to seller.

11. The liability of the City for either non-acceptance of conforming goods or repudiation of the agreement which might result from this proposal shall be limited to the difference between the market price at the time and place for tender of the goods and the unpaid sales price together with any incidental damages, but less expenses paid in consequence of the breach by the City.

12. An agreement which may result from this proposal shall not be modified or altered by any subsequent course of performance between parties or by additional terms contained in any subsequent documents unless said additional or differing terms are incorporated by contract modification authorized to be entered into by ordinance.

13. Contractor shall protect, indemnify and save the City harmless from and against any damage, cost, or liability, including reasonable attorneys’ fees, resulting from claims for any or all injuries to persons or damage to property arising from intentional, willful or negligent acts or omissions of Contractor, its officers, employees, agents, or Subcontractors.

14. The City will not indemnify the contractor and is prohibited from doing so.

15. This Contract may not be assigned or otherwise transferred to others by the Contractor without the prior written consent of the City.

If this Contract is so assigned, it shall inure to the benefit of and be binding upon any respective successors and assigns (including successive, as well as immediate, successors and assignees) of the Contractor.

16. The signatories to this Contract represent that they have the authority to bind themselves and their respective organizations to this Contract.

17. In the event either party is unable to perform its obligations under the terms of this Agreement because of acts of God, strikes, equipment or transmission failure or damage reasonably beyond its control, epidemics, pandemics, or other causes reasonably beyond its control, such party shall not be liable for damages to the other for any damages resulting from such failure to perform or otherwise from such causes.

18. If either the City or the Contractor violates any material term or condition of this Contract or fails to fulfill in a timely and proper manner its obligations under this Contract, then the aggrieved party shall give the other party (the “responsible party”) written notice of such failure or violation. The responsible party will correct the violation or failure within thirty (30) calendar days or as otherwise mutually agreed. If the failure or violation is not corrected, this Contract may be terminated immediately by written notice from the aggrieved party. The option to terminate shall be at the sole discretion of the aggrieved party.

When it is in the best interest of the City, the City may terminate this Contract, in whole or in part by providing seven (7) calendar days written notice to the Contractor prior to the effective date of termination. If this Contract is so terminated, the City is liable only for payments required by the terms of this Contract for services received and accepted by the City.

LOCAL CREDIT

Pursuant to City of Columbus Ordinance # 2607-2012, in determining the lowest bid for a contract the local bidder credit will not be applied.

WAGE THEFT PREVENTION

Chapter 377 of the Columbus City Codes is hereby incorporated into the contract and seller is required to comply with said chapter. This includes, but is not limited to reporting requirements and the obligation to review the commission list of contractors and subcontractors that received an adverse determination. Penalties for failure to comply with the wage theft prevention code include suspension for three years, up to permanent disbarment.

CERTIFICATE OF TITLE ON EQUIPMENT

If applicable to this purchase, all documents required to obtain a State of Ohio Certificate of Title must be delivered to:

Fleet Management Administrator City of Columbus/Fleet Management Div.

4211 Groves Road Columbus, Ohio 43232

After signature by the Fleet Management Administrator, an original title is to be delivered to the above address within three (3) days. No payment for vehicles requiring a title will be authorized by the Fleet Management Administrator until a valid title is received.

REMEDIES

All claims, counterclaims, disputes and other matters in question between the City, its agents and employees, and the Contractor arising out of or relating to this agreement or its breach will be decided in a court of competent jurisdiction within the County of Franklin, State of Ohio.

OFFERORS TERMS AND CONDITIONS

Terms and conditions, submitted with this proposal, which are contrary to City Code or Charter shall be disregarded for the purpose of any subsequent contract. The successful bidder shall be notified as to which terms and conditions, if any, have been deleted.

PUBLICATIONS

The Contractor agrees to submit to the City’s Contract Administrator all advertising, sales promotion, and other publicity matters relating to this Contract wherein the City’s name is mentioned or language used from

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INFORMATION FOR BIDDERS (Continued)

Revised 09-07-21 which the connection of the City’s name therewith may, in the City’s judgment, be inferred or implied. The Contractor further agrees not to publish, or use such advertising, sales promotion, or publicity matter without the prior written consent of the City except that may be required under law.

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City of Columbus, Department of Finance and Management Plumbing Maintenance Services UTC

Detailed Specifications

1.0 SCOPE, CLASSIFICATION, AND PROCESS

1.1 Scope: The City of Columbus (City) is seeking proposals to provide the City with routine maintenance, repair, and/or replacement of plumbing at various City facilities through a Universal Term Contract (UTC). The initial term of the proposed contract will be through September 30, 2029. The contract may be renewed for one additional year, or portion thereof, pursuant to Section 3.1.1.1 hereof.

1.2 Classification: Services pursuant to the UTC may be provided at all facilities owned, leased, or funded by the City that may require routine plumbing maintenance, repair, and/or replacement. Examples of work to be provided pursuant to the UTC include, but are not limited to, installing fixtures, installing new pipe, and troubleshooting and repairing existing plumbing systems. Work under this UTC may involve piping and fixtures for water, sewer, or natural gas systems. Bidders are required to show experience in providing these types of services pursuant to Sections 1.2.1 and 1.2.2 below.

1.2.1 Bidder Experience: Each bidder must submit an outline of its experience and work history in providing routine maintenance, repair, and/or replacement of plumbing services over the past five years. A list of the bidder’s qualified personnel with the requisite experience and licenses, if required, must be included in the work history outline.

1.2.2 Bidder References: Each bidder shall have documented, proven, successful contracts from at least four (4) of its customers that are similar in scope, complexity, and cost to the requirements of this specification.

1.3 Vendor Registration: Bidders must be registered as vendors with the City in order to submit a bid for this procurement. Bidders who have not yet registered should do so as soon as possible, as registration is not immediate. Please register at the City's Vendor Services portal. Guidance on how to register is provided in the City’s Vendor Services User Guide. Notices of any pre-bid notes and addenda will only be sent to bidders who are registered and have been invited to the RFQ.

1.3.1 The City has instructional videos to assist bidders at the Vendor Portal Help Screen.

Tutorial videos are available to be viewed through YouTube here.

1.4 Specification Questions: Questions regarding this procurement must be submitted within the RFQ after logging in to the Vendor Services portal by 11:00 am Eastern time on Monday, July 27, 2026. Responses will be posted within the RFQ on the Vendor Services portal no later than July 30, 2026, at 1:00 pm Eastern time.

1.4.1 For instructions on how to submit questions through the Vendor Portal, please see Section "Submit Vendor Question Regarding RFQ" in the City’s Vendor Services User Guide.

1.5 Pricing Proposal Instructions: The bidder is not required to provide pricing for the line item in the RFQ on the Vendor Services portal. Bidders must bid firm or fixed prices on each line in the Pricing Proposal Worksheet and must include the completed Pricing Proposal Worksheet as a separate attachment to the bidder’s submission. All fields highlighted in yellow within the Pricing Proposal Worksheet must be completed. All items must be bid; failure to bid all items will result in a bid being deemed nonresponsive. Bids https://columbusvendorservices.powerappsportals.com/ https://columbusvendorservices.powerappsportals.com/ https://vcdocuattachments.blob.core.windows.net/vcdocumentsprod/Vendor%20Portal%20User%20Guide.pdf https://vcdocuattachments.blob.core.windows.net/vcdocumentsprod/Vendor%20Portal%20User%20Guide.pdf https://columbusvendorservices.powerappsportals.com/Help/ https://www.youtube.com/channel/UCTIkkGNM7GHIITzoqQVNJlA/videos?shelf_id=0&view=0&sort=dd https://vcdocuattachments.blob.core.windows.net/vcdocumentsprod/Vendor%20Portal%20User%20Guide.pdf

Detailed Specifications submitted without a completed Pricing Proposal Worksheet will be deemed nonresponsive. The form Pricing Proposal Worksheet is attached to the RFQ on the Vendor Services portal.

1.5.1 Computation of Time: Labor rates shall apply as follows:

• Regular Hours: 7:00 AM – 4:00 PM, Monday-Friday (excluding holidays)

• Overtime: 4:01 PM – 6:59 AM, Monday-Friday

• Saturday, Sunday, Holidays: All hours

• Emergency: All hours

Billable time begins upon arrival at the job site and ends upon departure. Travel time shall not be compensated.

Minimum Charge: One (1) hour

Billing Increments: ½ hour after the first hour

1.6 For additional information concerning this procurement, including procedures on how to submit a proposal and how to attach documents to a bid, go to the City’s Vendor Services portal and view RFQ032709 and review the Vendor Services User Guide.

2.0 APPLICABLE PUBLICATIONS AND STANDARDS

2.1 All services provided must meet or exceed all City, state, and federal safety guidelines and standards.

2.2 The awarded bidder must meet all OSHA applicable guidelines and standards.

2.3 References to a particular trade or manufacturer's model number are made for descriptive purposes to guide the bidder in interpreting the requirements of the City. They should not be construed as excluding proposals on other types of materials, equipment, and supplies.

3.0 REQUIREMENTS

3.1 General Requirements and Terms:

3.1.1 Initial Term: The initial term of the proposed UTC shall be in effect from the date of execution up to and including September 30, 2029.

3.1.1.1 Renewal Option: Subject to mutual agreement, the term of the UTC may be renewed for one (1) additional year, or portion thereof, at the same pricing, including the same escalator clause, and under the same terms and conditions stated in the UTC at the time of renewal.

3.1.2 Pricing: Bidders must bid firm or fixed prices for the duration of the contract, including markup percentages and call/trip charges, subject to the escalator clause below. All rates stated in the Pricing Proposal Worksheet shall be billing/invoicing rates.

No additional charges may be added. All pricing shall take into account the bidder’s workmanship guarantee described in Section 3.1.4. Parts and materials costs shall include transportation. The awarded bidder (also referred to as “Contractor” herein) https://columbusvendorservices.powerappsportals.com/ https://columbusvendorservices.powerappsportals.com/

Detailed Specifications shall provide documentation of material costs upon request. The City reserves the right to audit pricing.

The following escalator cause will be part of any contract resulting from this procurement:

3.1.2.1 Escalator Clause: No price adjustment shall be granted during the first six (6) months of the contract term. Thereafter, no more than two (2) price increases may occur within any year of the contract. In the event the Contractor’s costs of providing the services that are the subject of this procurement increase due to an increase in the cost of labor, materials, or parts, etc., upon providing thirty

(30) days prior written request and providing proper documentation, as described in Section 3.1.2.2 below, as support, a price increase from the then-effective prices under the contract may be permitted at the sole discretion of the City’s Finance and Management Director or designee. In the event any such price increase is granted, such price increase shall be documented in writing as an addendum to the contract. Such updated pricing shall apply to orders for services placed from the date of the price increase forward. No price adjustment shall be applicable retroactively to orders for services already placed by the City and/or fulfilled by the Contractor. All price decreases inure to the benefit of the City. The written request and price documentation (described below) shall be emailed to Shirley Lee at selee@columbus.gov.

3.1.2.2 Price Documentation: The Contractor shall submit all of the following documentation with each request for a price adjustment at least 30 days prior to the desired date for the price adjustment:

1) A document showing the original contract prices, the then-current contract prices, and the requested new prices for the services and any corresponding materials or parts to be provided under the contract. The document should also indicate the percentage increase of the requested new prices over the then-existing prices under the contract.

2) Documentation explaining the increase in the cost of labor, materials, parts, or other aspects of the services provided under the contract that explains the reason for the price increase request.

3.1.2.3 Right of Termination: If at any time during the term of the contract, the Contractor’s aggregate request(s) for price increases result in prices that are more than fifteen percent (15%) higher than the original prices under the contract, the City may terminate the contract with thirty (30) days prior written notice to the Contractor.

3.1.3 Quantity Estimate: The City estimates spending approximately $200,000.00 annually in accordance with the contract(s) that may result from this procurement. This is an estimate of the annual needs of the City for the services that will be the subject of any ensuing contract and is provided for bidding purposes only. This estimate is not to be construed as representing an actual order for any amount or as a guarantee that any minimum amount will be spent under the contract. The City reserves the right to purchase up to twice the estimated amount. Repairs in excess of $100,000.00 are considered major repairs, are not included within the scope of this procurement or any

Detailed Specifications ensuing contract and shall not be performed under any ensuing contract. All such major repair services shall be procured separately.

3.1.4 Workmanship Guarantee, Warranties, and Quality Standards: Workmanship shall be guaranteed for ninety (90) days. Such guarantee must be documented in the bidder’s proposal. Manufacturer warranties shall apply to parts and shall be passed on to the City. All parts and equipment supplied to the City under any ensuing contract must be new and unused. Such parts and equipment must arrive on site in original containers. The specifications describe a minimum acceptable requirement which a bidder must meet. However, the bidder is allowed to exceed a minimum requirement.

It is not acceptable for a bidder to exceed a maximum desired limit.

3.2 Bidder Requirements: The City will use the information required by this section to evaluate whether each bidder meets the minimum standards of the City and whether the bidder is the lowest, responsive, responsible, and best bidder. Please submit any reference pages and/or supplemental pages as may be necessary to appropriately and fully respond to the requirements below. For instructions on how to attach a document to your bid, refer to the Vendor Services User Guide.

3.2.1 Experience Required: Each bid shall include documentation which, at a minimum, provides information evidencing that the bidder meets the following criteria:

3.2.1.1 Service Capabilities: Each bidder must document and submit in a letter attached to its bid its capability of providing the services specified herein.

3.2.1.2 Customer References: The bidder shall provide in its proposal information regarding successful contracts from at least four (4) customers that the bidder supports that are similar in scope, complexity, and cost to the requirements of this specification.

3.2.1.2.1 Contact Information Required: The reference contact information for each customer shall include the customer name, contact name, customer e-mail address, street address, telephone number, and contract start and end dates.

3.2.1.2.2 Service Information: A description of the services provided to such customers shall be included.

3.2.2 Subcontractor Information Required: If subcontractor(s) are to be used by the bidder in performing services, list names, addresses, telephone numbers, and contact persons for each subcontractor proposed to be used in fulfillment of contract services.

All subcontractors must have valid contract compliance certification from the City.

3.2.2.1 Subcontractor Contact: Should the bidder use subcontractors, the City shall use the bidder as the primary contact point.

3.2.3 Contractors entering into a contract with the city, and their listed subcontractors, shall have a current and valid contract compliance certification number, pursuant to provisions set forth in Columbus City Codes Title 39.

Detailed Specifications

3.2.4 Specification Questions: Questions regarding this bid including any exceptions and/or suggested changes to the requirements must be submitted on the vendor services portal by 11:00 am (local time) on Monday, July 27, 2026. Responses and any necessary addenda will be posted as an amendment to this RFQ on the City’s Vendor Services portal no later than 1:00 p.m. (local time) on July 30, 2026. The City strongly encourages bidders to submit exceptions and/or changes during this stage of the process. Bidders submitting exceptions and/or changes before this date will greatly reduce the likelihood of their bid being rejected as non- responsive to the specifications. Bidders whom have not registered and created a new user on the City's portal https://columbusvendorservices.powerappsportals.com/ are strongly encouraged to do so. Notice of any pre-bid notes and addenda will only be sent to Bidders whom have registered at the site.

3.2.4.1 For further instructions on how to submit "Vendor Questions" through the Vendor Portal, please see Section "Add Vendor Questions" provided in the City of Columbus Vendor Services User Guide.

3.2.4.2 The City has instructional videos to assist bidders at the portal. Tutorial videos are available to be viewed through You Tube or by clicking the following link:

https://www.youtube.com/channel/UCTIkkGNM7GHIITzoqQVNJlA/videos ?shelf_id=0&view=0&sort=dd

3.3 Specification Requirements: Please submit any reference pages and/or supplemental pages as may be necessary to appropriately and fully respond to the requirements below. For instructions on how to attach a document to your bid, refer to the Vendor Services User Guide.

3.3.1 Location: Routine maintenance, repair, and/or replacement of plumbing services shall be performed at City locations and/or at locations repaired with funds managed by the City.

3.3.2 Plumbing System Maintenance, Repair, and/or Replacement Services Specifications: Contractor shall provide all necessary labor, materials, tools, and equipment to complete the contracted work in accordance with these specifications.

Estimates must be provided, at no additional cost, for work exceeding One Thousand Dollars ($1,000.00) or when requested by an authorized City representative.

3.3.2.1 Building Systems to be Covered by the Contract:

Plumbing fixture repair and replacement Hardware Assemblies, as needed Pipe clearing, replacement, and maintenance, including sewer pipes Repair and/or replacement of valves, gauges, and drains Provide and maintain connections to water and sewer Provide and maintain connections to natural gas Repair and/or replacement of water heater and water conditioning systems https://columbusvendorservices.powerappsportals.com/ https://www.youtube.com/channel/UCTIkkGNM7GHIITzoqQVNJlA/videos?shelf_id=0&view=0&sort=dd https://www.youtube.com/channel/UCTIkkGNM7GHIITzoqQVNJlA/videos?shelf_id=0&view=0&sort=dd

Detailed Specifications

3.3.3 Basic Services to be rendered under the Contract include:

a) Minor repairs and services, as required, including failure of any or all parts, components, and incidental wiring, as related to automated plumbing fixtures.

b) All adjustments, repairs, and services, as required, to maintain safe and effective operation of all plumbing fixtures, equipment, water, and/or natural gas systems.

c) All parts and equipment supplied under this contract must be new and unused. It must arrive on site in original containers.

d) The maintenance services and all other services as may be requested shall be certified by having service personnel arrange to report to the authorized City representative at each location and obtain that employee's signature on the service record sheet and leave a copy of the service record sheet with that employee.

3.3.3.1 It is the intent of the contract that plumbing shall be maintained with adequate maintenance and timely repairs. This shall include completely replacing all worn parts before failure occurs and periodic review of plumbing and/or natural gas systems. This service includes complete replacement, if necessary.

3.3.3.2 The Contractor shall maintain, at all times, the efficiency, safety, and operation of plumbing systems, as designed. Items falling below safety or reliability standards will be addressed before leaving the job site.

3.3.3.3 Response time shall be within four (4) hours of receipt of a service call. No more than three (3) business days may lapse from the call to the Contractor reporting on site or at a time agreed to by an authorized City representative.

3.3.3.4 The Contractor must have available, at all times, for immediate delivery and installation, a sufficient supply of parts for repair and servicing.

3.3.3.5 All services as may be requested shall be certified by having service personnel arrange to report to the authorized City representative at each location, obtain that representative’s signature on the service record sheet, and leave a copy of the service record sheet with that representative.

3.3.3.6 All services shall be provided in full compliance with all federal, state, county, and City laws and regulations.

3.3.4 Work Hours and Service Availability:

3.3.4.1 The work in connection with this contract is to be performed during regular working hours (7:00 a.m. to 4:00 p.m., Monday through Friday, except holidays recognized by the City) whenever possible.

3.3.4.2 The contractor shall maintain, at all times and at all hours, office facilities, telephone, and personnel within Franklin County, Ohio, to promptly dispatch plumbers. Contractor must be available on a twenty-four (24) hour, seven (7) day per week basis to perform work promptly upon notification.

Detailed Specifications

3.3.4.3 In an emergency, confirmation of call from a City representative must be made within thirty (30) minutes. Equipped and qualified crew must be on site within sixty (60) minutes of initial call.

3.3.4.4 Non-emergency response must be within four (4) hours of receiving a service call. Equipped and qualified crew must be on site within three (3) business days of initial call or at a time agreed to by an authorized City representative.

3.3.4.5 Response shall be defined as either dispatch of service personnel or agreement between the City and Contractor as to when service personnel shall be dispatched to respond to an incident.

3.3.4.6 Continued documented failure to respond to emergency calls or failure to provide competent service will void the contract. Such lack of response must be documented by the City representative, including date, time of call, time of response, nature of the emergency, if any, and contributing circumstances, i.e.

weather or other factors beyond the control of the Contractor.

3.3.5 Service Personnel

3.3.5.1 To be qualified, Contractor must assign a licensed plumber.

3.3.5.2 Licensed personnel shall conduct all maintenance and repairs, including emergency services.

3.3.5.3 Proper Identification badges and uniforms, including safety equipment, must be worn on the job site. Service technicians must submit to a security check by the Columbus Police Department.

3.3.5.4 Contractor shall be held responsible for any damage or abuse caused by the negligence of is employees.

3.3.6 Service Equipment: The Contractor must own and have available, at all times, within Franklin County, Ohio, all equipment and tools to competently provide plumbing maintenance and repair.

3.3.6.1 Contractor shall be required to repair or replace damaged parts and equipment with OEM replacements. An authorized City representative may request salvaged parts remain with the City. Parts not used but paid for as part of a larger assembly shall remain with the City.

3.3.7 Contractor must be qualified to perform the work in a good workman-like manner and in conformance with applicable Columbus City Code requirements. Contractor must have all licenses necessary to perform the work, and permits, if applicable, must be obtained before the work is performed whenever possible, and the next business day following performance of the work in other cases. Contractor is responsible for removal of all debris and excess material from the job site on a daily basis. Use of City dumpsters will not be permitted.

3.3.8 Unscheduled Emergency Repairs: The City Facility Maintenance Manager must approve all unscheduled emergency repairs.

Detailed Specifications

3.4 Multiple Awards: The City intends to award multiple contracts to the lowest, responsive, responsible, and best bidders, in the best interest of the City.

3.4.1 Primary/Secondary Contract Structure: The City intends to award a primary contract (Primary Contract) to the overall lowest, responsive, responsible, and best bidder and a secondary contract (Secondary Contract) to the next overall lowest, responsive, responsible, and best bidder, in the best interest of the City.

The Primary Contract contractor will be contacted first in the event services are needed. If the Primary Contract contractor, for whatever reason, (1) fails to respond within four (4) hours of receiving a service request email; (2) is not available; or (3) is not able to provide the requested services to the extent or within three (3) business days of initial service request email or within the time frame authorized by the City, the City reserves the right to contact the Secondary Contract contractor to provide the services. All service emails sent by the City outside of Regular Hours as defined in Section 1.5.1 shall be considered an emergency and shall fall within the emergency exception provided for herein.

In the event of an emergency, the City reserves the right to contract both the Primary Contract contractor and Secondary Contract contractor. The Primary Contract contractor will be contacted first and shall have thirty (30) minutes from the time of the City’s initial service email to confirm the service request. Should the Primary Contractor fail to respond within such time the City may, at its option, contact the Secondary Contract contractor. Should the Secondary Contract contractor immediately respond the City may proceed with the Secondary Contract contractor.

Should the Secondary Contract contractor fail to immediately respond the City may, at its sole discretion, choose which contractor provides the services.

Emergency shall mean any sudden, unexpected or impending situation involving the safety and stability of City facilities and/or properties that requires immediate attention and remedial action or all work done outside of Regular Hours.

3.5 Responsible Wage and Health Insurance Benefit Required: Columbus City Codes Section 329.18(b)(8) provides as follows:

“In determining the responsibility of a bidder, for purposes of this section only, to be considered responsible, a bidder must demonstrate that the bidder will pay a responsible wage and provide a health insurance benefit, as defined in Section 329.01, to all employees proposed to directly perform the work specified in the city bid solicitation response. Additionally, consideration shall be given to the following:

(a) Bidder's record of unsatisfactory judgments, as defined in Section 329.01, with any applicable federal, state or local laws or regulations; affirmative action or diversity and inclusion programs which the city is required by law to enforce in connection with funds to be spent under the procurement contract; whether the bidder is a local bidder; and the bidder's compliance with any minority business enterprise program, women business enterprise program or good faith efforts to comply with such programs adopted by the city; and

(b) Whether the bidder employs a local workforce, as defined in Section 329.01.”

Detailed Specifications

Pursuant to Columbus City Codes Section 329.01(rr), “responsible wage” means the wage paid to a bidder's employees for services rendered to any City agency, which shall be equal to or better than the wage actually paid to the lowest paid City full-time employee per the City's effective contracts with its bargaining units.

Pursuant to Columbus City Codes Section 329.01(x), “health insurance” means an adequate and affordable health insurance benefit provided by an employer to an employee. The employer must provide the benefit as part of an overall compensation plan and the benefit cannot be limited to a specific project.