B26020 - Fire Alarm Monitoring _ Service Rebid.pdf

Invitation for Bids (IFB) No. B26020

Fire Alarm Monitoring & Service

Invitation for Bids (IFB) No. B26020 – Fire Alarm Monitoring & Service

MINNEAPOLIS PUBLIC HOUSING AUTHORITY

Table of Contents

ATTACHMENTS

INDEX OF SUBMITTAL DOCUMENTS

INTRODUCTION

IFB INFORMATION AT A GLANCE

1.0 SCOPE OF WORK

1.1 Fire Alarm Monitoring ….………………………………………………………………………………………. 6

1.2 Fire Alarm Service ..…………………………………………………………………………………………….. 6

1.3 Schedule of Services

1.5 HUD Maintenance Wage Rates

1.6 Contractor Responsibilities

1.7 Non-Exclusive Award

2.0 BID FORMAT

2.1 Bid Submittal

2.2 Entry of Proposed Fees

2.3 Additional Information Regarding the Pricing Items

2.4 Contact with MPHA

3.0 BID EVALUATION

3.1 Bid Opening

3.2 Responsive Evaluation

3.3 Responsible Evaluation

3.4 Restrictions

4.0 CONTRACT AWARD

4.1 Contract Conditions

4.2 Contract Period

4.3 Licensing and Insurance Requirements

4.4 Contract Service Standards

4.5 Equal Employment Opportunity and Supplier Diversity

5.0 SUSPENSION PROCEDURES

6.0 MPHA’S RESERVATION OF RIGHTS

ATTACHMENTS. Each bidder shall verify that they have downloaded and reviewed the following attachments, which are included as part of this IFB:

No. Attachment Description

1.0 N/A This IFB document

2.0 Attachment A Profile of Firm Form

3.0 Attachment B Statement of Contractor’s Qualifications

4.0 Attachment C W/MBE and S3 Subcontractor Participation Form

5.0 Attachment D Section 3 Business Self-Certification Form

6.0 Attachment E Section 3 Compliance Report

7.0 Attachment F HUD Form 5369-B (8/93), Instructions to Offerors, Non-Construction

8.0 Attachment G Sample Contract

9.0 Attachment H HUD Form 52158, Maintenance Wage Rate Decision

10.0 Attachment I MPHA Profile of Properties

11.0 Attachment J MPHA Sites Panel Information

INDEX OF SUBMITTAL DOCUMENTS

The Index of Submittal Documents table below is provided to assist the bidder in submitting a responsive bid. The Index contains a list of all required submittal items as also detailed in Sections 2.1 and 2.2 herein.

Please review the table below and submit all documents that are checked as “Required Submittal” with your bid.

Documents that are checked “Signature Required” must be properly executed.

INDEX OF SUBMITTAL DOCUMENTS

Document Required

Submittal Signature Required

Bidder Checklist

Proposed Fees (no form, fees are submitted directly within the Housing Agency Marketplace)

X

Attachment C, W/MBE and S3 Subcontractor Participation Form X X Attachment D, Section 3 Business Self-Certification Form Optional X

INTRODUCTION

The Minneapolis Public Housing Authority (MPHA) is a public entity that was formed in 1991 to provide federally subsidized housing and housing assistance to low-income families, within the City of Minneapolis, MN. The MPHA is headed by an Executive Director (ED) and is governed by a nine-person board of commissioners and is subject to the requirements of Title 24 of the Code of Federal Regulations (CFR) and the MPHA’s procurement policy.

Currently, the MPHA owns and/or manages: (a) 42 high-rise apartment complexes totaling approximately 5,000 units; (b) approximately 825 scattered site units throughout the City of Minneapolis; (c) 200 townhome units in the Glendale and Minnehaha family development; and (d) administers over 5,000 Section 8 Housing Choice Vouchers. The MPHA currently employs approximately 400 employees.

In keeping with its mandate to provide efficient and effective services, the MPHA is now soliciting bids from qualified, licensed and insured entities to provide the above noted services to the MPHA. All bids submitted in response to this solicitation must conform to all of the requirements and specifications outlined within this document and any designated attachments in its entirety.

IFB INFORMATION AT A GLANCE

CONTACT PERSON Greg Lewis, Buyer

Telephone: 612-342-1414 E-mail: GLewis@mplspha.org

TDD/TTY: (800) 627-3529

HOW TO OBTAIN THE IFB DOCUMENTS 1. Access ha.internationaleprocurement.com (no “www”);

then

2. Click on the “Sign-up now as a Vendor” button on the left side of the page and follow the listed directions.

If you have any problems accessing the system or submitting a bid, please call customer support at (859) 940-0257.

PRE-BID CONFERENCE None scheduled DEADLINE TO SUBMIT QUESTIONS August 13, 2026 at 2:00 PM CDT

Questions must be submitted online in the Housing Agency Marketplace or via e-mail to the Buyer by the date and time noted above.

BID SUBMITAL DEADLINE & RETURN August 25, 2026 at 2:00 PM CDT Proposed fees and the required bid documents must be submitted online in the Housing Agency Marketplace by the deadline noted above. MPHA will open the bids electronically at this date and time via a Teams meeting. Email the Buyer for the Teams login information.

1.0 Scope of Work. Minneapolis Public Housing Authority (MPHA) is seeking proposals from qualified firms to provide fire alarm monitoring and service as detailed herein. The successful bidder (Contractor) will provide 24-hour monitoring services and system maintenance work for MPHA.

1.1 Fire Alarm Monitoring.

1.1.1 The successful quoter (Contractor) will provide fire alarm and dispatch services 24 hours per day, 7 days per week, including holidays. The Contractor will monitor the fire alarms and immediately contact the appropriate emergency dispatch center and MPHA’s work order center upon receipt of the alarm. The Contractor will also notify the appropriate MPHA staff member(s) via phone call and text message in the event of any system critical failure or when Emergency services are dispatched.

MPHA has rotating staff on duty for afterhours emergencies and will provide the Contractor with that staff person's information weekly.

1.1.2 The Contractor shall provide a detailed service report. The report must include, but is not limited to, building location; completion date; technician(s); summary of work performed; and equipment serviced and tasks completed. These reports should be sent to the designated account administrator via e-mail.

1.1.3 The Contractor will maintain call down lists for each building and perform call downs upon receipt of alarm.

1.1.4 The Contractor will provide MPHA with detailed monthly fire alarm and security system reports, including location, who was contacted, etc.

1.1.5 Communication devices at our Lot #1 high-rise and mid-rise locations are going through a Bosch B8512G IP control communicator with static IP internet connections and a B444V cellular module.

The Lot #2 scattered sites and Minnehaha properties run either Silent Knight SK-5208s or Siemens

PC901.

1.2 Fire Alarm Service

1.2.1 The contractor must email the details of completed service tickets to the MPHA Command Center at workordercenter@mplspha.org daily. This allows MPHA to close its internal work order for each service call.

1.2.2 The Contractor to provide any equipment and/or supplies necessary to perform the services as approved by MPHA.

1.2.3 Identify fire panel alarm errors and codes, prioritize service level needs, and dispatch technicians as necessary to resolve issue.

1.2.4 Ensure all work is performed in a safe, professional and timely manner compliant with all codes, laws, regulations, and statutes.

1.2.5 The Contractor will immediately contact the appropriate emergency dispatch center and MPHA’s Command Center upon determination of a system failure, prior to service dispatch, for approval.

1.2.6 The Contractor shall provide a detailed service report. The report must include, but are not limited to, building location; completion date; technician(s); summary of work performed; and equipment serviced and tasks completed.

1.3 Schedule of Services.

1.3.1 Work Hours. Monitoring and dispatch services will be provided 24 hours per day, 7 days per week, including holidays. Service work will be perform work during the hours of 8:00 am and 4:30 pm, Monday through Friday, excluding holidays (see Section 5.5.8(b) for MPHA’s official holidays), unless the Contractor receives prior written approval from MPHA stating otherwise.

1.3.2 Non-Emergency Work Orders. MPHA will contact the Contractor when there is a need for services.

MPHA will set a reasonable time frame for beginning and completing the needed work. Services shall only be performed by the Contractor after receipt of written authorization from MPHA.

1.3.3 Emergency Work Orders. When notified by MPHA of emergency work, MPHA will require that the Contractor responds quickly to address the problem, typically within one business day. If the Contractor is not available in that timeframe, MPHA reserves the right to contact another firm to provide the services.

1.3.4 Estimates. Prior to commencing work, MPHA may require the Contractor to submit a written estimate containing the following:

A complete list of all services and/or repairs that need to be performed;

A complete and detailed list of all supplies, parts, and materials needed to complete the work;

The estimated number of labor hours to perform the services; and The estimated total dollar amount for the work.

1.3.5 Upon completion of work, the Contractor shall complete and submit an MPHA Work Order for the services performed to provide a detailed description of the services performed, any parts and materials used, the date and time the work was performed, and the name(s) of the staff member that performed the work.

1.3.6 MPHA will inspect the Contractor’s work upon completion. Any work that is not completed to

MPHA’s satisfaction shall be corrected within one business day at no additional cost to MPHA.

1.3.7 The Contractor must check-in upon arrival on-site and check-out upon completion with MPHA staff when performing services to determine the exact scope of the required task(s) and submit a completed work order(s).

1.3.8 Overtime. Pursuant to the Contract Work Hours and Safety Standards Act, overtime shall not be less than time and one-half for hours worked in excess of 40 hours per week. MPHA considers regular-time to be Monday through Friday (excluding holidays; see MPHA’s list of official holidays below) from 8:00 am to 4:30 pm. MPHA will pay a rate of 1.5 of the proposed hourly rates for the applicable pricing item for any work that MPHA requires the Contractor to perform during non-regular-time hours.

Overtime Exclusion. MPHA shall not be responsible to pay the Contractor overtime for any work that the Contractor chooses to work during non-regular-time hours (e.g. if the necessity for the work during non-regular-time hours is due to the Contractor’s lack of staffing or other work that the Contractor may have with other clients). MPHA expects services to be provided during normal business hours.

MPHA’s Official Holidays. MPHA’s set official holidays are: Martin Luther King Day;

Presidents Day; Memorial Day; Juneteenth; Independence Day; Labor Day; Veteran’s Day;

Thanksgiving and the day (Friday) immediately following; Christmas Day; and New Year’s Day.

MPHA will pay overtime for any work MPHA directs the Contractor to provide on the specific holidays identified above as long as those days are also official holidays for the Contractor (e.g.

if Veteran’s Day is not an official holiday for the Contractor, then MPHA will not pay the Contractor at the overtime rate for services provided that day).

1.4 Work Standards. The Contractor is responsible to ensure that each worker provided by the Contractor is fully trained and qualified to provide any assigned work. Accordingly, all work provided shall be guaranteed by the Contractor to be performed in a workmanlike manner and in accordance with all applicable laws, codes, and/or regulations, including, but not limited to: Uniform Building Code (UBC); Uniform Mechanical Code (UMC);

Uniform Mechanical Code (UMC); National Electric Code, 2014 (NEC). Also, each of the Contractor’s workers on-site shall have a proper uniform with his/her name on the upper torso or a proper uniform and an identification badge.

1.5 HUD Maintenance Wage Rates. The U.S. Department of Housing and Urban Development (HUD) has determined that, for non-construction maintenance work, MPHA must ensure that contractors do not pay their employees who perform such work for MPHA at a rate less than the appropriate rate(s) listed on Attachment H, the Operating Maintenance Engineer position. By submitting a bid, the bidder agrees that they will not pay their employees at rates less than the wages detailed in Attachment H. The Contractor will not be required to submit weekly certified payrolls; however, the Contractor must make its payroll records available to MPHA or HUD upon request. The Contractor’s failure to comply with this requirement will be the sole responsibility of the Contractor, including any ensuing penalties, court costs, or wages due to employees as a result of the Contractor’s failure to comply.

1.6 Contractor Responsibilities.

1.6.1 Tools and Equipment. The Contractor shall own or have access to at the job site all necessary tools, equipment, and supplies to perform the work.

1.6.2 Safety Standards. The Contractor must ensure that each of its employees knows and abides by safety precautions in the use of tools and equipment in providing these services. The Contractor shall also ensure the safety of the Contractor’s staff, MPHA residents and employees and the general public at all times while performing services. The Contractor shall, upon request from MPHA, provide MPHA with a copy of its safety policy.

1.6.3 Debris. The Contractor shall clean work areas daily, at the end of the workday, of all work-generated debris which may endanger the safety of others (the public; MPHA residents; etc.).

1.6.4 All work areas must be kept sanitary and clean of any trash. Debris from work must be removed from living areas.

1.6.5 The Contractor must examine the work area and determine any unsuitable work condition.

1.6.6 Any required removal or replacement of this work caused by unsuitable conditions will be just cause for the Contractor to bear the expense. Notice of unsuitable conditions shall be brought to the MPHA’s representative in written form.

1.6.7 Warranty/Guarantee. All work provided by any Contractor pursuant to any contract that ensues from this IFB shall be warranted or guaranteed by that Contractor for a period of time of not less than 365 days (one calendar year). The Contractor will provide all labor for warranty work for the length of the manufacturers warrant on a new system or part that the Contractor installs.

1.6.8 Prior Approval Required. Please note that the successful bidder shall not conduct any work without the prior written authorization of the MPHA representative. Failure to abide by this directive shall release MPHA of any obligation to pay the successful bidder for any work conducted without the noted prior written authorization.

1.6.9 Damage. The Contractor shall timely repair any damage to MPHA property or any other property (e.g., resident property; adjacent property; etc.) caused by the Contractor, whether such acts were intentional or not.

1.6.10 Work Performance. The Contractor shall ensure that all work performed by the Contractor is performed in a safe and professional manner, compliant with all codes, laws, regulations, statutes, and commonly accepted industry standards.

1.6.11 Failure to Correct Problems. If the Contractor receives a written warning and fails to correct the problem within the time period cited in such warning, the Contractor’s contract is subject to cancellation.

1.6.12 Identification. The Contractor must have proper identification for all Contractor personnel when on MPHA sites (i.e., wearing company logo, uniform, ID badge, etc.).

1.6.13 Permits. If required, the Contractor shall obtain all required permits pertaining to any assigned work (NOTE: MPHA will reimburse the Contractor for the government-mandated fees pertaining to such permits, but not for additional labor, profit, or overhead for obtaining such. The Contractor must provide back-up documentation when invoicing for such.). The Contractor will be responsible for ensuring that all permits are closed upon completion.

1.6.14 Training. Train staff as necessary and provide equipment manuals, energy rebate information, and warranty documentation to MPHA when new equipment is installed;

1.6.15 Invoicing. Submit detailed invoices to MPHA within 30 days of service. Invoices shall include detailed information, including building/address; apartment number; date(s) and time(s) services were performed; description of repairs and/or services; who performed the work; and a list of parts and materials used. Invoices shall be submitted to invoices@mplspha.org or to 1001 Washington Ave N, Attn: Accounts Payable, Minneapolis, MN 55401; and

1.6.16 Hourly Rate Billing. The proposed hourly rates shall be billed in 15-minute increments. Labor shall only be invoiced for actual time expended on the job and shall not include travel time (i.e., Billing will begin when the Contractor arrives at the job site and end when the Contractor leaves the site. Therefore, the proposed hourly rate must reflect any travel and administrative time and/or any other costs associated with the work.).

1.6.17 Workmanlike Standard. The Contractor shall, without charge, replace or correct any work found by MPHA to (1) not conform to the contract requirements, or (2) not meet workmanlike standards as determined by MPHA, unless MPHA decides, in its sole discretion, it is in its interest to accept the work as is with an appropriate adjustment in contract price. The Contractor shall promptly segregate and remove any rejected materials from the premises.

If the Contractor does not replace or correct rejected work within five (5) business days of being notified, MPHA may (1) replace or correct the work and charge the cost to the Contractor, or (2) terminate for default the Contractor’s right to proceed with work.

1.6.18 Communication. The Contractor shall maintain open lines of communication with the appropriate MPHA staff member(s) at all times, respond in a timely manner, and provide updates to MPHA as needed.

1.6.19 Section 3 Reporting Requirements. As outlined in Attachment E, the Contractor must submit quarterly this compliance report. This report requires the vendor to provide on a quarterly basis the total number of hours worked on MPHA projects for all workers, the number of hours worked on MPHA projects by Section 3 workers, the number of hours worked on MPHA projects by Targeted Section 3 workers and any qualitative efforts undertaken to help achieve compliance with the benchmark requirements. The benchmark requirements are 25% of the total labor hours worked on MPHA projects must be worked by Section 3 workers and 5% must be worked by Targeted Section 3 workers.

1.6.20 Access for Emergency Vehicles. The Contractor shall ensure that any equipment and/or vehicles that he/she places on the work site shall not be placed in such a position to interfere with access by any emergency vehicles or traffic by the public at-large. The MPHA reserves the right to approve or reject the placement of any such equipment or vehicles at any time during the performance of the contracted work if, in the opinion of the MPHA, the placement of such equipment or vehicles interferes with such traffic.

1.6.21 Asbestos. If any asbestos is discovered, or a material encountered that is suspected to contain asbestos by the Contract, the Contractor shall notify the MPHA Project Manager immediately for containment/abatement direction.

1.6.22 Meetings. At MPHA’s discretion, the Contractor shall attend semi-annual meetings with MPHA to go over the contract and discuss expectations and any concerns.

1.6.23 Build America, Buy America Requirements. Contractor acknowledges that the Project being completed as part of the award from this solicitation is subject to the Build America, Buy America Act (“BABA”), enacted as part of the Infrastructure Investment and Jobs Act (IIJA), Pub. L. 117- 58, and Contractor agrees to comply with BABA. Pursuant to BABA, Contractor is required to apply a domestic content procurement preference (the “Buy America preference” or “BAP”) for all iron, steel, manufactured products, and construction materials incorporated into the Project. All iron, steel, manufactured products and construction materials incorporated into the Project must be produced in the United States, including such materials installed by any subcontractors or suppliers.

Definitions of iron, steel, manufactured products, and construction materials can be found in 2 C.F.R. Part 184 and are incorporated herein by this reference. Additional information regarding BABA requirements and compliance may be found at https://www.hud.gov/program_offices/general_counsel/build_america_buy_america and is incorporated herein by this reference. Contractor shall certify, when applicable, that they have and will continue to comply with the BABA requirements for this Project.

1.6.23.1 Opinions, Estimates, Prices. All opinions, estimates, or prices submitted by Contractor relating to the Project this solicitation is for shall incorporate, be consistent with, and reflect compliance with BABA requirements.

1.7 Non-Exclusive Award. As a result of any ensuing contract award, MPHA will not guarantee that the successful bidder is the exclusive provider for MPHA’s boiler maintenance and repair services. MPHA reserves the right to conduct additional solicitations (i.e., informal quotes; formal bids) or micro-awards to other firms if MPHA feels that doing so is in its best interests.

2.0 BID FORMAT.

2.1 Bid Submittal. MPHA intends to retain a Contractor pursuant to a “Low Bid” basis, also taking responsiveness and responsibility into consideration. Therefore, all bids submitted in response to this IFB must include the following completed documents and information noted in the table below so that MPHA can properly evaluate the offers received. The proposed fees (see Section 2.2) and the required bid documents below must be submitted online in the Housing Agency Marketplace by the bid deadline.

None of the proposed services may conflict with any requirement that MPHA has published herein or has issued by addendum.

Item No. Description

Step #1 Bid Submittal. Initial documentation/information to be submitted by all bidders prior to the bid submittal deadline.

1 Proposed Fees. See Section 2.2 below. There is no form to upload; proposed fees must be submitted directly within the Housing Agency Marketplace website.

2 Women- and Minority-Owned Business Enterprise (W/MBE) and Section 3 Subcontractor Participation (Attachment C). The bidder must document their efforts to meet MPHA’s W/MBE and Section 3 participation goals by completing and submitting this certification form as part of the Step #1 bid submittal.

3 Section 3 Business Self-Certification Form (Attachment D) (Optional). Section 3 is part of the Housing and Urban Development Act of 1968 with the purpose of ensuring employment, training, contracting and other economic development opportunities for low-income persons when federal dollars are expended. Section 3 allows MPHA to give a preference to those that qualify as detailed in Attachment D. To claim a Section 3 Preference, the proposer must complete and submit Attachment D.

Step #2 Bid Submittal. Documentation/information to be submitted only by the apparent low bidder within 5 days when directed by MPHA to do so. The apparent low bidder must submit the Step #2 bid documents via e-mail to the Buyer.

1 Statement of Contractor’s Qualifications (Attachment B). This form must be fully completed and submitted as part of the Step #2 bid submittal.

2 Profile of Firm Form (Attachment A). This form must be fully completed and submitted as part of the Step #2 bid submittal.

3 Equal Employment Opportunity/Supplier Diversity. The bidder must submit a copy of its Equal Employment Opportunity Statement and a complete description of the positive steps it will take to ensure compliance with the regulations detailed in Section

4.5 regarding supplier diversity (e.g. small, minority-, and women-owned businesses).

4 Subcontractor/Joint Venture Information (Optional). The bidder shall identify whether or not they intend to use any subcontractors and/or if the bid is a joint venture with another firm. All information required from the bidder under the proceeding tabs must also be included for any major subcontractors (10% or more) or from any joint venture.

5 Insurance Certificates. The apparent successful bidder will direct their insurance broker or carrier to e-mail MPHA the insurance certificates detailed in Sections 4.3.1 through 4.3.3.

6 Other Information (Optional). The bidder may include any other information that they believe is appropriate to assist MPHA in its evaluations.

2.2 Entry of Proposed Fees. Bidders shall submit proposed fees in the Housing Agency Marketplace for each pricing item listed in the table below. Unless otherwise stated, the proposed fees are all-inclusive of all related costs that the successful bidder will incur to provide the noted services, including but not limited to employee wages and benefits; clerical support; overhead; profit; licensing; insurance;

materials; supplies; tools; equipment; long distance telephone calls; travel expenses; mileage; trip fees;

document copying; etc.

Bidders may bid on any combination of the Lots, including just one Lot, two Lots, or all three Lots.

Lot #1; High Rise & Low Rise Properties

Pricing Item No.

Qty. U/M Description

1 100 Hour Hourly rate for Wiring System Technician

2 30 Hour After Hours (Weekday) Hourly rate for Wiring System Technician

3 20 Hour Weekend Hourly rate for Wiring System Technician

4 80 Hour Hourly rate for Wiring System Installer

5 20 Hour After Hours (Weekday) Hourly rate for Wiring System Installer

6 10 Hour Weekend Hourly rate for Wiring System Installer

7 10,000 Dollars Percent markup on parts and materials that may be required to complete the services

8 636 Each Monthly Fee Per Building for Fire Alarm Monitoring Services (53 Buildings x 12 Months)

9 1 Each Monthly Fee for Cellular Service Per Building

10 1 LS Fee for any initial set-up services required to perform the scope of work

Lot #2; Minnehaha & Scattered Sites Properties

Pricing Item No.

Qty. U/M Description

11 25 Hour Hourly rate for Wiring System Technician

12 10 Hour After Hours (Weekday) Hourly rate for Wiring System Technician

13 5 Hour Weekend Hourly rate for Wiring System Technician

14 20 Hour Hourly rate for Wiring System Installer

15 10 Hour After Hours (Weekday) Hourly rate for Wiring System Installer

16 5 Hour Weekend Hourly rate for Wiring System Installer

17 2,000 Dollars Percent markup on parts and materials that may be required to complete the services

18 240 Each Monthly Fee Per Building for Fire Alarm Monitoring Services (20 Buildings x 12 Months)

19 1 Each Monthly Fee for Cellular Service Per Building

20 1 LS Fee for any initial set-up services required to perform the scope of work

2.2.1 Pricing Lots. Bidders must enter pricing for all Pricing Items within a Lot on the Housing Agency Marketplace. MPHA will take the total sum of all Pricing Items within a Lot to determine the apparent low bidder. Bidders may submit for any of the combinations:

2.2.1.1 Just Lot #1; or

2.2.1.2 Just Lot #2; or

2.2.1.3 A bidder may bid costs (and services) for any combination of the noted Lots, including all Lots.

2.3 Additional Information Regarding the Pricing Items.

2.3.1 Quantities. All quantities entered by MPHA herein and in the Housing Agency Marketplace are for calculating purposes only and are estimates regarding annual usage and are not a guarantee of work. MPHA reserves the right to order from the Contractor, on a work order basis, any amount of services MPHA requires. Therefore, compensation for those line items that are of estimated quantities of work will only be paid based on the quantities actually completed.

MPHA reserves the right to increase or decrease the contract price based on actual work completed using the unit pricing submitted as part of this bid.

2.3.1.1 Increase, Reduction, or Elimination of Scope. MPHA reserves the right to increase, reduce, or eliminate portions of the scope of work if it is determined to be in MPHA’s best interest to do so or as properties are added or removed from MPHA’s portfolio. As further detailed within the preceding Section 2.3.1 the Contractor shall be paid base on actual unit quantities and pricing items completed. Quantities are subject to change based on the needs of MPHA.

2.3.2 Entry of Proposed Fees. Bidders are strongly encouraged to submit a realistic and reasonable fee for each pricing item. Additional proposed fees cannot and will not be accepted after the bid submittal deadline. Bidders must propose fees (and therefore services) for all pricing items, meaning bidders cannot “pick and choose” which pricing items (or services) that they wish to respond to. After entry of proposed unit fees for the pricing items, the Housing Agency Marketplace will automatically multiply such fees by the listed quantities. MPHA will take the total sum of all line items to determine the apparent low bidder.

2.3.2.1 Parts and Materials (Pricing Item No. 7 and 16). Each proposer shall enter the proposed cost for Pricing Item No. 7 and 16 where provided for within the Housing Agency Marketplace as a percentage over cost. For instance, if the proposer wishes to provide such items at cost, he/she shall enter “1.00” within the cost area for this item; if the bidder wishes to provide such materials at 30% over cost, he/she shall enter “1.30” within the cost area for this item; and so forth. The eProcurement Marketplace will perform the extended calculations. This fee proposed shall be F.O.B. the MPHA site.

2.3.2.2 No Increase in Proposed Unit Fees. The MPHA will not, after the submittal deadline, negotiate an increase to any unit costs or fees proposed prior to the submittal deadline;

accordingly, proposers are strongly cautioned to submit a realistic price for each Pricing Item identified within the preceding table.

2.3.3 Realistic Proposed Fees. Each bidder is strongly encouraged to submit a realistic fee for each pricing item as MPHA will not negotiate an increase to any proposed fees after the submittal deadline. MPHA reserves the right to not award to any bidder that, in MPHA’s opinion, proposes a fee that is deemed by MPHA to be unreasonable. For example, if a bidder enters $1.00 per hour for an hourly pricing item, then $1.00 per hour is what the bidder will charge MPHA for the work if MPHA deems such is in its best interests. If, despite this warning, a bidder proposes a fee that MPHA deems is not realistic, MPHA reserves the right to require the bidder to, prior to the execution of the contract, present a cash bond in a suitable amount to ensure that the bidder fulfills his/her obligation in this matter. If the bidder does not fulfill their obligation to this matter at any time, then the bond shall be forfeited in the amount MPHA needs to award the services to another firm. MPHA may terminate any Contractor that fails to fulfill their obligation in such matter. If such termination occurs, the balance of the bond will be returned upon termination.

2.3.4 Review Entry of Proposed Fees. MPHA strongly recommends that each bidder, after entry of their proposed fees in the Housing Agency Marketplace, print the receipt provided and review the entry to ensure that the bidder has entered such fees correctly and as intended. The Housing Agency Marketplace allows bidders to re-enter proposed fees at any time prior to the posted deadline, if necessary. Bidders will not be able to correct entries after the deadline.

2.3.5 Taxes. As of January 1, 2017, MPHA is exempt from paying Minnesota State Sales and Use

Taxes and Federal Excise Taxes. Community Housing Resources (CHR) is also exempt from paying Minnesota State Sales and Use Taxes and Federal Excise Taxes. Letters of Tax Exemption will be provided upon request.

The Elliots LP and the Springs LP, for whom MPHA manages a total of five high-rise properties for, is not tax exempt. Work performed at those high-rise properties must include the appropriate taxes.

Contractors must pay sales or use tax on the cost of all materials, supplies, and equipment to complete construction contracts.

2.3.6 No Deposit/No Retainer. MPHA will not pay any deposit or retainer fees as a result of award of the ensuing contract, meaning that MPHA will only pay the Contractor for the actual provision of services.

2.3.7 Labor Rates. Labor shall only be invoiced for actual time expended on the job and shall not include travel time (i.e., Billing begins when the Contractor arrives at the job site and ends when the Contractor leaves the site. Therefore, the proposed hourly rate must also reflect any travel and administrative time and/or costs associated with the work.).

2.3.8 Parts and Materials. The proposed fee for parts and materials shall include the cost of picking up the parts and materials at the source of supply and delivering such to the work site, meaning, all costs shall be F.O.B. the MPHA site.

2.3.9 Potential Escalation of Rates. At the end of the first 12-month period, the Contractor may be allowed an escalation of rates in the same amount of any escalation that occurs in the corresponding or most similar Consumer Price Index (“most similar” as determined by and at the sole discretion of MPHA). For example, if, at the end of the first 12 months, the most similar Consumer Price Index increased 3% as compared with the listed rates on the date of contract execution, then the Contractor will, at the MPHA’s discretion, be entitled to a 3% increase.

2.3.10 Notification from the Contractor. The contractor must notify MPHA, in writing, of such desired escalation at least 60 days prior to the end of each period(s). Such escalations may occur no more than once in any 12-month period without the express written consent of MPHA. While the contractor is not required to request an escalation of rates, failure to submit one in writing will result in the Contractor not receiving an increase in rates.

2.4 Contact with MPHA. Each bidder shall address all communication regarding this IFB process to the

Buyer only. Bidders must not communicate with any other MPHA staff member or official, including members of the Board of Commissioners, regarding this IFB. Failure to abide by this requirement may be cause for MPHA to not consider a bid submittal.

2.4.1 Addenda. All questions and requests for information must be addressed in writing to the Buyer who will respond to all such inquiries in writing by addendum to all prospective bidders. During the IFB solicitation process, the Buyer will not conduct any substantive conversations that may give one prospective bidder an advantage over other prospective bidders. This does not mean that prospective bidders may not call the Buyer; it means that, other than making replies to direct the prospective bidder where his/her answer has already been issued in the solicitation documents, the Buyer will not respond to the prospective bidder’s inquiries but will direct him/her to submit such inquiry in writing so that the Buyer may fairly respond to all prospective bidders in writing by addendum.

3.0 BID EVALUATION.

3.1 Bid Opening. At the set date and time identified on page 5, all bids received will be publicly opened for the first time electronically via a screen broadcast, utilizing a Zoom meeting. All bids will be read aloud by MPHA, including the company name and their total calculated bid amount. MPHA will not disclose any other information or details regarding the bids during the bid opening. A copy of the bid tabulation will be made available to each member of the public attending the bid opening and to anyone who requests such afterwards. Bids will not be made available for inspection by anyone during the bid opening. Bids will be available for inspection by the public after an award has been completed.

3.1.1 Ties. In the case of ties, the award shall be decided by drawing lots or other random means of selection.

3.2 Responsive Evaluation. After the public opening, the bids will be privately evaluated by MPHA for responsiveness (i.e. meets the minimum of the requirements). Firms not meeting the minimum that are deemed to be non-responsive will be notified of such in writing by MPHA in a timely manner.

3.3 Responsible Evaluation. MPHA will also evaluate each bid as to responsibility (e.g., a firm that is qualified, responsible, and able to provide MPHA with the required services). If MPHA determines that such firm has the required ability, capability, experience, knowledge, licensing, insurance and resources to provide the required services, MPHA may proceed with award. If MPHA determines that a firm is not-responsible, such firm will be notified of such in writing by MPHA in a timely manner. In such case, MPHA may proceed with the responsive and responsible evaluations with the next lowest bidder.

3.3.1 Depending on the amount of the award, it is possible that MPHA may take such contract award to MPHA’s Board of Commissioners (BOC) for approval of the award prior to executing a contract with the apparent successful bidder(s).

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

4.0 CONTRACT AWARD.

4.1 Contract Conditions. The following provisions are considered mandatory conditions of any contract award made by the MPHA pursuant to this IFB:

4.1.1 Contract Form. MPHA will only execute a contract on its forms (see Attachment G, Sample Contract), and by submitting a bid, the bidder agrees to do so. However, MPHA will, prior to the question deadline, consider any contract clauses that the bidder wishes to include or exclude and submits in writing a request for MPHA to do so. MPHA will consider and respond to each such request. If such prospective bidder is not willing to abide by MPHA’s response, then that prospective bidder may be deemed ineligible to submit a bid.

Mandatory HUD Forms. MPHA has no legal right or ability to at any time negotiate any clauses contained in any of the HUD forms included as part of this IFB.

4.1.2 Assignment of Personnel. MPHA retains the right to request and receive a change in personnel assigned to the work if MPHA believes that such change is in the best interest of MPHA and the completion of the contracted work.

4.1.3 Unauthorized Sub-Contracting Prohibited. The Contractor shall not assign any right, nor delegate any duty for the work proposed pursuant to this IFB including, but not limited to, selling or transferring the contract, without the prior written consent of MPHA. Any purported assignment of interest or delegation of duty, without the prior written consent of MPHA shall be void and may result in the cancellation of the contract with MPHA, or may result in the full or partial forfeiture of funds paid to the Contractor as a result of the proposed contract; either as determined by MPHA.

4.1.4 Prompt Return of Contract Documents. All documents required to complete the contract, including contract signature by the successful bidder(s), shall be provided to MPHA within five (5) business days of notification by MPHA.

4.1.5 Indefinite Quantities Contract. Though MPHA anticipates awarding one contract for each of the two lots, which HUD defines as a Requirements contract, MPHA reserves the right to complete award to more than one firm if MPHA decides that such is in its best interests. If

MPHA makes multiple awards, the ensuing contracts will be Indefinite Quantities Contracts (IQC), and the following clauses shall apply:

Guaranteed Contract Minimum Amount and Not-to-exceed Maximum Amount.

If any the ensuing contracts becomes an Indefinite Quantities Contract (IQC), MPHA shall award to each Contractor a Guaranteed Contract Minimum Amount (GCMA) and a Not-to-exceed Maximum Contract Amount (NMCA) of work pursuant to HUD regulation. The required minimum and maximum contract amounts are $20,000 (GCMA) and $1,000,000 (NMCA) over the life of the contract.

Exceptions Regarding the GCMA. The noted GCMA (not the entire contract, only the restrictions regarding the set GCMA) will be null and void for any firm that rejects a total of 2 requests from MPHA for work during the contract period.

4.2 Contract Period. MPHA anticipates initially awarding a contract for the period of 12 months with the option, at MPHA’s discretion, to extend multiple times up to 48 additional months.

4.3 Licensing and Insurance Requirements. Prior to award, the successful bidder will be required to provide:

4.3.1 Workers Compensation Insurance. In accordance with Minnesota Workers Compensation laws, an original certificate evidencing the successful bidder’s current industrial (worker’s compensation) insurance carrier and coverage amount and Employers Liability with policy limits of $500,000 per incident.

4.3.2 General Liability Insurance. An original certificate evidencing General Liability coverage, naming MPHA, the Elliots LP, Springs, LP, FHR, and CHR as an additional insured, together with the appropriate endorsement to said policy reflecting the addition of MPHA, the Elliots LP, Springs, LP, FHR, and CHR as an additional insured under said policy (minimum of $1,500,000 each occurrence, general aggregate minimum limit of $1,500,000, together with damage to premises and fire damage of $50,000 and medical expenses any one person of $5,000), with a deductible of not greater than $5,000.

4.3.3 Automobile Insurance. An original certificate showing the successful bidder’s automobile insurance coverage in a combined single limit of $1,000,000. For every vehicle utilized during the term of this program, when not owned by the entity, each vehicle must have evidence of automobile insurance coverage with limits of no less than $100,000/$300,000 and medical pay of $5,000.

4.3.4 Business License(s). If applicable, a copy of the successful bidder’s business license(s) allowing that entity to provide such services in the State of Minnesota and/or, if applicable, any city or county jurisdiction therein in which work will be performed.

4.4 Contract Service Standards. All work performed pursuant to this IFB must conform and comply with all applicable local, state and federal codes, statutes, laws and regulations.

4.5 Equal Employment Opportunity and Supplier Diversity. Both the Contractor and MPHA have responsibilities regarding the hiring and retention of personnel and subcontractors pursuant to HUD regulation. 2 CFR § 200.321 states:

4.5.1 Contracting with small and minority businesses, women’s business enterprises and labor surplus area firms.

4.5.2 (a) The non-Federal entity must take all necessary affirmative steps to assure that minority businesses, women’s business enterprises, and labor surplus area firms are used when possible.

4.5.3 (b) Affirmative steps include:

4.5.3.1 (1) Placing qualified small and minority businesses and women’s business enterprises on solicitation lists;

4.5.3.2 (2) Assuring that small and minority businesses, and women’s business enterprises are solicited whenever they are potential sources;

4.5.3.3 (3) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women’s business enterprises;

4.5.3.4 (4) Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority business, and women’s business enterprises;

4.5.3.5 (5) Using the services and assistance, as appropriate, of such organizations as the

Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and

4.5.3.6 (6) Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (1) through (5) of this section.

4.5.4 Requirements. Section 2.1, Item No. 3 under Step #2 Bid Submittal, details what bidders must submit showing compliance with these regulations.

5.0 SUSPENSION PROCEDURES. The following outlines how MPHA will handle violations of any term and condition contained herein or in any other correspondence related to this solicitation or any unsatisfactory performance of work conducted as a result of this solicitation.

5.1 Terms and Conditions. Contractors are expected to comply with all terms and conditions outlined within. Failure to comply with any term or condition will constitute a material violation and subject the Contractor to immediate suspension.

5.2 Unsatisfactory Performance. All work performed by the Contractor is expected to be done in the most expeditious and professional manner as specified in Section 1 of this document, while also complying with the workmanlike standard clause contained in Section 1.5.14.

5.3 Notice of Violation. If MPHA discovers a term and condition was violated or the performance and completion of work was not done in a professional manner, as deemed by MPHA, MPHA staff will complete a vendor performance report, which will be sent to the Contractor via MPHA’s Contracting Officer. The Contractor shall respond within two business days with a solution fixing the problem, if applicable, or an action plan that will ensure future violations or unsatisfactory performance will not continue to occur. Failure to respond within the stated timeframe will constitute a major violation. The completed vendor performance report will be placed in the permanent vendor file.

5.4 Suspension and Reinstatement. For minor violations, as deemed by MPHA’s Contracting Officer, if three vendor performance reports within a rolling 12-month period are received the Contractor will be suspended from future contracting opportunities for a 6-month period. At the conclusion of the 6-month period the Contractor will need to submit a written statement to MPHA’s Contracting Officer outlining the efforts that will be taken to prevent future violations in order to be reinstated.

For major violations, as deemed by MPHA’s Contracting Officer, which may include but is not limited to failing to maintain proper insurance, subcontracting work without MPHA’s authorization, failing to pay prevailing wages, or failing to correct unsatisfactorily completed work within the requested time, the

Contractor will be immediately suspended for a 6-month period. At the conclusion of the 6-month period, the Contractor will need to submit a written statement to MPHA’s Contracting Officer outlining the efforts that will be taken to prevent future violations in order to be reinstated.

5.5 After the Contractor has fulfilled the requirements of the suspension they will be reinstated and be included on future contracting opportunities.

6.0 MPHA’S RESERVATION OF RIGHTS. MPHA reserves the following rights:

6.1 The Right to Reject, Waive, or Terminate the IFB. Reject any or all bids, to waive any informality in the IFB process, or to terminate the IFB process at any time, if deemed by MPHA to be in its best interests.

6.2 The Right to Not Award. Not award a contract pursuant to this IFB.

6.3 The Right to Terminate. Terminate a contract awarded pursuant to this IFB, at any time for convenience upon 10 days written notice to the successful bidder.

6.4 The Right to Determine Time and Location. Determine the days, hours, and locations that the successful bidder shall provide the services called for in this IFB.

6.5 The Right to Retain Bids. Retain all bids submitted and not permit withdrawal for a period of 60 days subsequent to the deadline for receiving bids without MPHA’s written consent.

6.6 The Right to Reject Any Bid. Reject and not consider any bid that does not meet the IFB requirements, including but not limited to incomplete bids and/or bids offering alternate or non-requested services.

6.7 No Obligation to Compensate. Have no obligation to compensate any bidder for any costs incurred in responding to this IFB.

6.8 The Right to Prohibit. At any time prohibit further participation by a bidder or reject any bid that does not conform to the IFB requirements. By accessing the IFB, the prospective bidder agrees to abide by all IFB terms and conditions and agrees to inform MPHA in writing within 5 days of the discovery of any IFB item that they feel needs to be addressed. Failure to abide by this time frame shall relieve MPHA, but not the prospective bidder, of any responsibility regarding such issue.

6.9 The Right to Reject – Obtaining IFB Documents. The Housing Agency Marketplace is the only place to obtain the IFB documents and any other information, such as addenda. Accordingly, by submitting a bid, the bidder affirms that they obtained all information on the Housing Agency Marketplace. Any other group, such as a bid depository, that informs vendors of this IFB must not distribute the documents but instead instruct vendors to visit the Housing Agency Marketplace to obtain the documents.

6.10 The Right to Modify. Modify the selection procedures, scope of work, certain aspects of the information or bids submitted, or deadlines for accepting bids. MPHA reserves the right to request amendments to or supplemental information for bids after the IFB deadline.