Property_Preservation_Services.pdf

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City of Indianapolis and Marion County

Request for Bid – Pricing and Terms

PROPERTY PRESERVATION SERVICES

RFB-13DMD-103

Request For Bid #RFB-13DMD-103 2

Title: Property Preservation Services

Table Of Contents

1. Introduction

2. Instructions to Bidders

3. General Terms

4. Bid Submission Forms

5. Scope of Services

6. Price Sheet

7. Attachments

Attachments:

A - Sample-Professional Services Agreement

Request For Bid #RFB-13DMD-103 3

1. Introduction

1.1. Timeline

Release Project Date: October 16, 2026

Pre-Bid Meeting (Non-Mandatory): October 27, 2026, 11:00am

City-County Building, 200 E Washington

Street, Room 1560

Question Submission Deadline: October 28, 2026, 12:00pm

Response Submission Deadline: November 5, 2026, 10:00am

1.2. Summary

Buyer Jeff Eichelberger

Buyer

Phone

(317) 327-4976

The City of Indianapolis and Marion County by and through the Purchasing Division Department is seeking Bids for Property Preservation Services. Bids are due no later than 10:00 am on Thursday, November 5, 2026.

1.3. Background

If Vendor wishes to return a hard copy bid to Purchasing instead of using the new electronic process.

Please do the following steps:

Go to Downloads tab. Select the Project Documents and Attachments. Click Download Selected

Items. A zip file containing the selected items will download to your computer.

Delivery by U.S. Mail or In Person:

City County Purchasing Division

200 E. Washington Street

Room 1522

Indianapolis, IN 46204

Request For Bid #RFB-13DMD-103 4

Hard copy Bids are opened:

November 5, 2026, 10:00 a.m. Eastern Time in City County Purchasing Division, Room 1560.

Bids Only: Bids are to be delivered to room 1522 City/County Building prior to 9:30 a.m. Eastern

Time on or before the above due date. However, from 9:31 until 10:00 a.m. Eastern Time, bids will be accepted in room 1560 of the City/County Building.

2. Instructions to Bidders

2.1. Immediate Cause for Rejection of Bids

1. Failure to comply with all instructions or to sign all necessary forms listed in the bid submissions.

2. Failure to submit a bid surety completely and correctly executed at the time of bid submission in the correct amount (if required).

3. Failure to correctly and completely execute the non-collusion affidavit.

4. Failure to comply with any other mandatory bid requirements.

2.2. Bonding Requirements

1. Bidders may be required to provide with a bid, at time of submission, a bid surety in either a flat dollar amount or percentage of bid, as specified. Acceptable forms of bid surety are as follows:

A. Bid Bond secured from a bona fide bid surety firm.

B. A Certified Check (or equivalent) if issued by a financial institution insured by an agency of the United States.

C. Other Forms of Bid Surety as specified in a particular bid.

I. All forms of Bid Surety should be made payable to the City of Indianapolis/Marion

County. No cash or personal checks accepted. All bid surety will be held until formal award is made by the appropriate governing body and until awarded contractor complies with all terms of the award.

2. Awarded bidder may be requested to provide a Performance Bond/Payment Bond in either a flat dollar amount or a percentage of the bid as specified, made payable to the City of

Indianapolis/Marion County, within ten days after receipt of award letter. Other forms of performance guarantee may be acceptable as specified in a particular bid.

2.3. General Conditions / Contractual Clauses

1. The City of Indianapolis and Marion County are exempt from Local, State and Federal Taxes and will not be responsible for any taxes levied on contractor as a result of a bid award.

2. All terms contained in this document will become part of the contract between awarded bidder and the City of Indianapolis/Marion County.

Request For Bid #RFB-13DMD-103 5

3. This contract may be renewed under the same terms and conditions subject to the approval in compliance with IC 5-22-17-4. The term of the renewed contract may not be longer than the term of the original contract. Any provision for automatic renewal is void.

4. The City of Indianapolis/Marion County reserve the right to reject any and all bids and to waive any of the terms and conditions and provisions contained in the Request for Bid (RFB) or other documents, or any informality, irregularity, or omission in any bid, and to award to one or more bidders.

5. Manufacturer and/or model number of equipment being bid must be stated. It is the contractor’s responsibility to show proof that goods being offered are of equal quality to those that were specified. Any exceptions to the specifications must be clearly set forth in the contractor’s bid.

6. If not bidding a delivered price to point of destination, shipping price must be listed as a separate price on the RFB form.

7. Upon delivery and/or inspection of ordered goods or upon performance of services, should the ordering agency determine that goods/services do not meet specifications; same will not be accepted and will be returned at the contractor’s expense.

8. Formal contracts and/or proof of insurability may be required on applicable bids.

9. The City of Indianapolis /Marion County reserves the right to deny payment to contractors ordering or delivering goods/services without benefit of a verbal or written purchase order number.

10. The apparent low bidder must submit or have on file form CC-09 which may be obtained from the Office of Minority and Women Business Development (OMWBD). Failure to do so may cause your bid to be rejected. Information pertaining to the OMWBD Program and/or questions should be directed to the OMWBD located in Suite 1260 of the City-County Building, 200 East

Washington Street Indianapolis, IN 46204, Telephone (317) 327-5262.

11. The Contractor agrees to indemnify and hold harmless Marion County Indiana, City of

Indianapolis, its officials, agents, officers, and employees for any and all claims, actions, causes of action, judgments, and liens arising out of any negligent act of omission by the

Contractor or any of its officers, agents, employees, or subcontractors or any defect in materials or workmanship or any supply, material or mechanism or other product which it or any of its officers, agents, employees, or subcontractors has supplied to the City/County or has used in connection with this agreement. Such indemnity shall include attorney’s fees, costs and other expenses arising therefrom or incurred in connection therewith and shall not be limited by reason of the enumeration of any insurance coverage required herein.

12. Notwithstanding any other provision of this Agreement, if funds for the continued fulfillment of this Agreement by the City/County are at any time not forthcoming or are insufficient, through failure of any entity to appropriate funds or otherwise, then the City/County shall have the right

Request For Bid #RFB-13DMD-103 6 to terminate this agreement without penalty by giving prior written notice documenting the lack of funds, in which instance, unless otherwise agreed to by the parties, this Agreement shall terminate and become null and void on the last day of the fiscal period for which appropriations were received. The City/County agrees that it will make its best effort to obtain sufficient funds, including but not limited to including in its budget for each fiscal period during the term hereof a request for sufficient funds to meet its obligations hereunder in full. This contract may be terminated by either party at the City’s option, upon 10 days written notice, unless otherwise specified.

13. No portion of this Agreement shall be sublet, assigned or otherwise disposed of by the

Contractor except with the written consent of the City/County being first obtained. Consent to sublet, assign or otherwise disposed of any portion of this Agreement shall not be construed to relieve the Contractor of any responsibility for the fulfillment of the Agreement.

14. Unless otherwise specified within the Agreement, this Agreement shall be governed by the laws of the State of Indiana, and by all Municipal Ordinances and codes of the Consolidated

City of Indianapolis, as the same shall be in full force and effect upon the date of this

Agreement is executed.

15. Any goods and services provided under this Agreement shall meet or exceed all applicable

Occupational Safety and Health Administration Standards.

16. This Agreement represents the entire and integrated Agreement between the City/County and the Contractor and supersedes all prior negotiations, representations, and/or contracts, either written or oral. This Agreement may be amended only by written instrument signed by both

City/County and Contractor and attached hereto as an addendum.

3. General Terms

The following terms will be included in the resulting agreement between the awarded vendor and the

City of Indianapolis and Marion County herein referred to as “City.” Please read carefully.

Questions pertaining to the Bid content may be directed through the Procurement Portal at https://procurement.opengov.com/portal/indy, no later than 12:00 pm Eastern Time on

Wednesday, October 28, 2026.

3.1. General Description for Term Agreement

1. Vendors are invited to bid unit prices on a term agreement for Property Preservation Services to be furnished and delivered to the Department of Metropolitan Development in Marion

County, IN. Other departments and agencies of the City may also utilize this contract.

2. A Pre-bid Conference will be held on Tuesday, October 27, 2026 at 11:00 am Eastern Time at

City-County Building, 200 E Washington Street, Room 1560. Vendors will be given the opportunity to ask questions, receive clarification, or simply obtain a greater understanding of the bid prior to submission.

Request For Bid #RFB-13DMD-103 7

3. NOTE: Any related addenda to this bid, including written answers to questions, will be posted on the Procurement Portal at https://procurement.opengov.com/portal/indy.

Vendors will be responsible for periodically checking the Procurement Portal for any related addenda up to and including the due date. Vendors must acknowledge addenda with their bid. Failure to acknowledge the addenda may cause a bid to be determined as non-responsive for review purposes.

3.2. Term Contract for Services

1. This request is to establish one or more term contracts for Property Preservation Services. The resulting contract will primarily be used by DMD. However, other departments and agencies of the City of Indianapolis and Marion County may also utilize the resulting contract under the same pricing, terms, and conditions. Unless otherwise agreed to, all ordering locations will be within Marion County, IN. The City does not guarantee minimum or maximum amount of services to be purchased under this bid. The scope of services listed is estimated based on the

City’s potential need or history and the desire for services. The City may purchase more or less services than the amounts indicated in the bid/quote. All orders shall be on an as needed basis, subject to the availability of funding and budgetary considerations.

2. The term of the initial contract shall be two (2) years, effective from the date of the execution of this Agreement.

3.3. Split Awards

The City may award a contract to a vendor who submits the overall lowest, responsive, and responsible bid/quote; or it may split the award between two or more vendors, all to the advantage of the City. For purposes of evaluation, a split between two or more vendors will not be considered to be to the advantage of the City if increased administrative costs offset any projected cost savings realized by splitting the award.

3.4. Renewal

The contract resulting from this bid/quote may be renewed beyond the expiration date by mutual agreement of the parties. The term of the renewal may not be longer than the term of the original contract. A renewal shall be by written notice by either party and written acceptance by the other. All other terms and conditions of the contract shall remain the same as set forth in the resulting agreement. Terms and conditions may be amended only by written instrument, signed by both the

City, and awarded vendor, and attached to the resulting agreement as an amendment.

3.5. Firm Bids

All bids received shall be considered valid for not less than ninety (90) days from the date of bid opening. Pricing shall be firm for the length of the contract, including any renewals.

3.6. Bonds

There will be no bid bonds or performance bonds required for this contract.

3.7. Specifications

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1. The specifications are intended to provide a foundation for open competition for the supply of commodities or services to meet City needs. Minor and immaterial technical deviations may, at the discretion of the City, be deemed in substantial compliance with the specifications. However, material variances may render the vendor non-responsive and ineligible for award.

2. The use of brand names, models, etc. serves to establish the design, performance and level of quality needed and not to restrict competition. (Items that are equal in design, performance and quality will be considered.) The right to evaluate specification compliance and equality is reserved to the City, and the vendor shall have the burden of proof to demonstrate that any proposed substitutes are equal. Vendor shall note the manufacturer/model # of any substitutes, or the reference brand(s) will be assumed.

3. All exceptions to the specifications and terms shall be noted in detail on the attached

Exception Sheet.

3.8. Contract Termination

The City may terminate the resulting contract for cause or convenience at any time during the term of the contract, without penalty, upon ten (10) calendar day’s written notice to the vendor. The City shall be the sole judge of the adequacy of the vendor’s performance pursuant to the resulting contract.

3.9. Proof of Insurance

At the time of award, vendor may be required to provide proof of insurance showing existing coverage in accordance with the terms and amounts stated in the Sample Agreement, or the terms and amounts of insurance coverage vendor proposes to furnish in lieu of the amounts in the Sample

Agreement. The proof of insurance shall be issued by a financially responsible insurance company authorized to do business in Indiana.

3.10. Debarment and Suspension

1. Vendors should be aware that by entering into an agreement with the City, neither they, nor their principals, should be presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from entering into this agreement by any federal agency or by any department, agency, or political subdivision of the State of Indiana. The term principals, as used in this paragraph, means an officer, director, owner, partner, key employee, or other person with primary management or supervisory responsibilities, or a person who has critical influence on or substantive control over the operations of the vendor’s business.

2. The awarded vendor shall not have their business name(s) or principal’s name(s) listed on the debarment web site at https://www.sam.gov/SAM/. A check of this listing will be made by the

City. The City reserves the right to nullify the award of any bid, quote, or request for proposal based on this listing. It is recommended that vendors check the website listing prior to submitting documents.

https://www.sam.gov/SAM/

Request For Bid #RFB-13DMD-103 9

3. Vendor should also be aware of the City’s Policy on Wage Theft and Payroll Fraud. City will not enter into an agreement with a vendor who, as a result of this policy, has been debarred by the City of Indianapolis. In addition, any subcontractor who has been listed on the City’s

Debarred/Suspended Vendors list will not be allowed to participate in the resultant agreement. It is the responsibility of each vendor to retain and properly monitor quality subcontractors on City agreements. Vendor should make an effort to perform reviews of subcontractors through the federal SAM system and through the City’s Debarred/Suspended list. Both the Wage Theft and Payroll Fraud policy and a list of Debarred/Suspended Vendors may be found at https://www.indy.gov/agency/office-of-finance-and-management-purchasing-division.

3.11. Accessibility

Individuals with disabilities or needing special assistance during site visits, scheduled conferences, openings, or any other activities related to a bid, quote or request for proposal should contact the

Purchasing Division at (317) 327- 4900 to make arrangements for such assistance.

3.12. Successors and Assigns

Vendor binds itself and its partners, successors, executors, administrators and assigns to City and to the partners, successors, executors, administrators and assigns of City, in respect to all covenants of this agreement; except as otherwise provided herein, vendor shall not assign, sublet, or transfer its interest in this agreement without the written consent of City.

3.13. Bid Expenses

By submitting a response to this bid/quote, each vendor agrees that all of its related expenses are its sole responsibility, and that the City will not be responsible for any costs whatsoever incurred by the vendor in connection with or resulting from the bid/quote process, including but not limited to costs for preparation/submission of the bid/quote, travel & per diem, attending interviews, providing presentations or product demonstrations.

3.14. Sample Agreement

A Sample Agreement, which includes insurance requirements, is available for review at the end of this document. This sample agreement contains the City’s standard terms but may not contain language specific to this purchase. Any proposed exceptions to this document should be included in detail on the Exception Sheet.

Insurance Notice

Please review the insurance requirements carefully. All insurance requirements listed and referenced in this request will be included in the final contract, this includes requirements listed in the sample agreement. A change can be requested during the bidding process, but once the bid is awarded no insurance waivers can be provided. Changes can be requested in the Exceptions Sheet and/or during the question-and-answer portion of the bidding process. A justification for requested changes should be provided, including references to the project scope of work. For construction projects, please ensure you review the insurance requirements in the Article 5 of the City of Indianapolis Standard

General Conditions for Construction Contracts.

https://www.indy.gov/agency/office-of-finance-and-management-purchasing-division https://www.indy.gov/agency/office-of-finance-and-management-purchasing-division

Request For Bid #RFB-13DMD-103 10

3.15. Monitoring

For management purposes, City agencies or departments may report contract problems to the

Purchasing Division by using the City Intranet Contract Monitoring Report. This program of quality control is to ensure that contractors successfully fulfill their contractual obligations with the City and maintain a positive contractor performance status.

If requested by the City, a report shall be submitted on all goods and services provided or project milestones. (This may be a one-time, monthly, quarterly or annual report as requested.) The report shall include but not be limited to: The vendor’s name, address, contact information, contract number

/ description, date and location of services or project details, agency name, purchase order number(s), hours to complete projects and costs associated for services or milestone completed. These reports should be submitted in a Microsoft Office Program format and mailed to the attention of the Contract Manager at 1522 City-County Building, 200 East Washington Street, Indianapolis, IN 46204. Reports may also be submitted to the Contract Manager by email to

Purchasing@indy.gov.

3.16. E-Verify Program

Pursuant to IC 22-5-1.7, all public contracts for services entered into must contain E-Verify provisions. Any Contractor entering into a service agreement with the City or County shall affirm under penalties of perjury that it is and will remain in compliance with that statute. This affirmation is part of the digital contract signature process. Additional information can be viewed on the Purchasing

Division web site at https://www.indy.gov/activity/find-bid-opportunities.

3.17. Services or Goods Acquisition by the City

1. Pursuant to City/County ordinance, contracts not approved by the Office of Corporation

Counsel and the City Controller are voidable. Contractor shall not begin performing services, acquiring, or delivering goods, prior to receipt of a fully executed contract, including the

Controller’s signature.

2. Awarded vendor(s) must have a validly issued purchase order prior to beginning services, acquiring or delivering goods. The vendor(s) will not be compensated for services rendered or goods secured prior to the issuance, by the Purchasing Division, of a valid purchase order.

(Revised Code §141-102)

3.18. Method of Payment

Vendor must be willing to accept invoice payments via City/County check, City/County Purchasing

Card (Master Card) or Automated Clearing House (ACH) at the City’s sole option and discretion. The

City will not be responsible for any card fees or other bank charges incurred by the vendor.

3.19. Current Agreement

The City is presently contracted with the following Contractor(s) to provide this service/product. A scan of the City's written agreement may be viewed online at https://www.indy.gov/activity/city-and-county-contracts and searching for the contract number(s).

http://Purchasing@indy.gov https://www.indy.gov/activity/find-bid-opportunities https://www.indy.gov/activity/city-and-county-contracts https://www.indy.gov/activity/city-and-county-contracts

Request For Bid #RFB-13DMD-103 11

Contract Number Contractor

19033 Allied Logistical Services Inc.

3.20. Point of Contact

The Contractor shall provide a point of contact assigned to oversee the resulting contract and to be able to keep the City informed of changes, progress, and to be able to answer any questions The

Contractor shall provide name, phone number, email address and any other pertinent contact information for the point of contact.

4. Bid Submission Forms

1. U.S. Manufactured Products Preference Certification*

Please download the following document, complete, and upload. Failure to submit the following may render the submitted bid non-responsive.

• U.S._Manufactured_Products_...

*Response required

2. Bid Acknowledgement Form*

Please download the following document, complete, and upload. Failure to submit the following will render the submitted bid non-responsive.

• Bid_Acknowledgement_Form.pdf

*Response required

3. Affidavit of Non-Collusion*

Please download the following document, complete, and upload. Failure to submit the following will render the submitted bid non-responsive.

• Affidavit_of_Non-Collusion.pdf

*Response required

4. MBE-WBE-VBE-DOBE*

Please download the following document, complete, and upload. Failure to submit the following will render the submitted bid non-responsive.

• MBE-WBE-VBE-DOBE.pdf

*Response required

5. Nepotism*

Please download the following document, complete, and upload. Failure to submit the following may render the submitted bid non-responsive.

• Nepotism.pdf

*Response required

6. Escalator Clause* https://government-project.s3.us-west-2.amazonaws.com/167206/838f9aaa-b865-416b-bfcf-032b1e250c94_U.S._Manufactured_Products_Preference_Certification.pdf https://government-project.s3.us-west-2.amazonaws.com/167206/03582869-2914-490b-bf0e-21e1fc3e3237_Bid_Acknowledgement_Form.pdf https://government-project.s3.us-west-2.amazonaws.com/167206/aa385b9c-9982-4bc2-93ac-57c530b29de8_Affidavit_of_Non-Collusion.pdf https://government-project.s3.us-west-2.amazonaws.com/167206/2d5f322a-a178-49f2-9487-aca44f8c527d_MBE-WBE-VBE-DOBE.pdf https://government-project.s3.us-west-2.amazonaws.com/167206/1384383b-2ab5-4a19-8454-a16cd646d2be_Nepotism.pdf

Request For Bid #RFB-13DMD-103 12

The quoted price in a contract must be firm for the first year of an Agreement, after which an escalator clause can be invoked when market conditions dictate up to a maximum increase in the bid price of 5% over the term of the Agreement. Exceptions can be considered only when market conditions dictate a revised escalator for a particular product. Price increases will be adjusted only to the amount of a cost increase to the vendor and must be supported by written documentation indicating new higher cost adjustments have occurred. The City/County reserves the right to accept or reject all such price adjustments.

Please indicate if you have read this clause.

☐ Yes

☐ No

*Response required

7. Literature*

Please submit official manufacturer’s literature regarding all items offered with the bid. Failure to submit the following may render the submitted bid non-responsive.

*Response required

8. Warranty*

Unless otherwise indicated in the specifications, the minimum warranty required by the City for the entire unit is one (1) year from the date of acceptance. (If the manufacturer offers a full or limited warranty that is in excess of one year, the City shall take full advantage.) The minimum one-year warranty shall cover all parts and labor for defects in materials and workmanship. Please attach warranty statement(s). Failure to submit the following may render the submitted bid non-responsive.

*Response required

9. Exception Sheet*

Please download the following document, complete, and upload. Failure to submit the following may render the submitted bid non-responsive.

• Exception_Sheet.pdf

*Response required

10. Extended Price Sheet

10.1. If awarded an agreement as a result of the pricing proposed herein, will you extend this pricing to political subdivisions in Indiana (and notify Indianapolis Purchasing division upon initial extension to an additional subdivision)?*

Political subdivisions include cities, towns, school corporations, and county governments. If you mark

YES, you are agreeing that you are willing to extend your proposed pricing to any of these entities if they wish to purchase from any resulting Agreement.

☐ Yes

☐ No

*Response required https://government-project.s3.us-west-2.amazonaws.com/167206/bc9aa68b-e168-40ff-a1b4-37af2ded53ec_Exception_Sheet.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4JICMJ4F2%2F20261016%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20261016T120050Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEBsaCXVzLXdlc3QtMiJHMEUCIEjW5MmNBebyZRdwWzSy6Mol%2BuSuOd2C%2FRgxgll%2BPLedAiEA3zX%2FlG8tbkhkaCvA10%2BAyO5oSNFX%2BoQiQ%2B5bWqNE3oQqlQUI5P%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDPgQnWi2Qk5SHGrSvSrpBKL5f3Ud8XMumdZioGsD2kvm1wSGgmj%2B1Kwa8iyvq8wvSPF%2FQdBEFuMBoQdcwC%2B7WCK%2FOVfeB5UJJBVy0adYJbXz8oOlt%2BdD9IdKLHxfsIH%2BvA5QY4m8CIIYAQ6mp0Uc2vri6LZWNCl2SD0I7ZHjGjQsiMQlgW2xDabDDIxxeEdOI7lWyQyb3WqGmcFI6GLMCsQwqoQL4o7S4lQkFtHfFcvfVDTL%2BRlsD1wlt9nk7PTpgvYF2vEUiAPOocr%2BeCPB61TGbhw%2FoH59MyGs3vJLsW1lJYRxVZWjTEAsL%2BEuIQqzYMfKsV9k%2FVqKJKtnoKmbECyDz4k9SblGG5T1rZKJAadP7M6xZn%2FXVpg5jC3ZSqa0NbfgyEkjCfhHyPc%2FXWfHjTuls9DF2DtBlYST%2Bf82ufPL2z0MRI8TRVRwThsU%2BWwyYL9VXTHLpQ6PtPLRdf%2FE6z%2FLYDajOFFvbFSkyconZfLTlI%2B17xtgeaIE2Bc3uUW5rh5t%2B0fdHtI18tEOxfV3SVKMNHn39RfGtjt%2BhFi11llw8UPoN8lTWm2ZDvMszeigx8dxDNig9krQCJD30hNRdf014PkBZh8S1AGbpbWif%2BgIOMTMT77lOH3%2FjJPr8mvLiA4yc0BrLLUV5B66qXWzVTNVN7F8IYtod424ING9KpKG01goSkc5zBmUircsomIGEjAyrVBUw9I50C%2B8dQUN0igCZugPJi9E5PvRClceN7c8rPPp4bx7J%2B5jv59G9U38G6yNGH1eVIqi93ape%2FX2Cj0Ao%2BOt%2BNhExGSr5v7yjLEZ25FqHnv%2Bpkv1mxMHkyC0S9ckMMIb9cqeMID%2Bx9YGOpkBTIU4wUf%2FzKi6qgRRUeI5aFo3c8ga39fbSiQiDz9RpvbLk3eVnplN%2FkRxe5yvBQXvfaNoVjn2GcnsEcCdwk5Hc1chp2l4mcLN0Kpzf15HT2EPhNd7sH2%2BsKxoaMEOqqc0C%2BLbWKsgXjlyZj284zFbamERJguVyVsoOvyhJ3apWf2MazK5vhe9Hlrynp%2Bp56NVCdvHNzHn7yez&X-Amz-Signature=95638cc76b9d68a68d236d68a83ff69d6f78f44c30dc0dbaa5b58d7ef4151211&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Exception_Sheet.pdf%22&x-id=GetObject

Request For Bid #RFB-13DMD-103 13

10.2. Will there be a freight differential required to extend pricing to political subdivisions outside

Marion County?*

☐ Yes

☐ No

*Response required

10.3. Will you agree to provide upon request but not more than quarterly, a report to the City of

Indianapolis that would include the names of;*

1. any participating political subdivisions and

2. item descriptions and quantities purchased per subdivision?

☐ Yes

☐ No

*Response required

10.4. The City of Indianapolis DOES NOT accept responsibility for purchase orders issued by other political subdivisions.*

☐ Please confirm

*Response required

5. Scope of Services

5.1. Scope of Services for Boarding

The Contractor shall follow these terms and conditions in performance of the contract:

A. Representative Duties

1. The Contractor shall appoint a Representative who will serve as the City contact for the length of the resulting agreement and any subsequent extension.

2. The Contractor shall immediately notify the City of any change in position of its

Representative and provide the replacement information to maintain continuity of service.

3. The Representative shall represent the Contractor at all meetings regarding the contract and have the authority to provide any City requested information.

4. The Representative shall have sufficient training and experience in management as judged by the City. The City may request replacement of the Representative at any time for any reason.

Request For Bid #RFB-13DMD-103 14

5. The Representative shall provide for any planning, organization, control, surveillance, and reporting of the overall agreement activities to ensure disciplined performance of work and timely application of resources necessary for completion of all work identified. Contractor will use electronic forms of reporting job assignments, acceptance and completion of jobs using web-based software such as E-Property

Plus. These systems and processes shall be adequate to assure completion of all services, schedules, and cost objectives for the City.

B. Contact Information

1. The Contractor shall supply an office, mobile telephone number, and e-mail address for its Representative who is available twenty-four (24) hours a day, seven (7) days a week to reply to emergency requests from the City of Indianapolis’ Department of

Metropolitan Development (hereinafter referred to as the “City”).

2. The Contractor must have a designated and separate principal place of business with a designated address, telephone, and fax separate from a residential dwelling and be able to be reached by the City during normal working hours on any given business day (Monday through Friday, 8:00 a.m. to 5:00 p.m., local time). This place of business must be in full compliance with all City of Indianapolis ordinances, zoning requirements and permit requirements, and have no outstanding violations of

Health and Hospital Corporation or City Code.

C. Boarding Parameters

1. All non-emergency boarding must be accomplished within three (3) calendar days after being authorized by the City in accordance with the specifications referenced herein.

2. Upon a request from the City for an “Emergency Four (4) Hour Board”, the

Contractor must be onsite within three (3) hours with all necessary materials and personnel. The Contractor should be prepared to execute an “Emergency Four (4)

Hour Board” three hundred sixty-five (365) days per year.

3. The City shall specify the boarding standard and any special instructions for each boarding site in the written authorization to the Contractor.

4. In the event work is not performed within the time period referenced in Section

5.1.B, Contact Information, or if any condition develops which the City would deem proceeding with boarding inadvisable, the City reserves the right to rescind any boarding authorization.

D. Extensions and Special Situations

1. Extensions may be granted by the City based upon inclement weather, acts of God, or other acts beyond the control of the Contractor. Such extensions must be in writing and agreed to by both parties.

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2. Notification of non-compliance during the re-inspection period for all boarding cases will be sent via e-mail from the City. Non-compliance infractions will be corrected within twenty-four (24) hours after notification. The Contractor will supply notification to the City via e-mail when boarding is in compliance.

3. The Contractor must consult with the City prior to proceeding with boarding in the event a structure is found to be occupied, previously boarded, or if a discrepancy is discovered in what has been requested by the City.

4. Only those openings specifically identified by the City shall be secured by using the methods and materials specified below. Any aperture in a building may be defined as, but limited to: windows without glass, doorways with or without doors, delivery chutes, and vents.

5. Additional boarding beyond that which is directed by the City shall have the approval of the City prior to commencement of boarding. The City may request the Contractor to provide a written cost estimate for work, in addition to boarding, which is deemed necessary for the safety of the general public. Said work shall include by way of example and not limitation: providing structural support or removal as in the case of a dilapidated porch, erecting a barricade, replacing a window or other work that is deemed necessary by the City to adequately secure an unsafe property.

E. Invoices

1. The Contractor shall provide an invoice statement to be submitted monthly to the

City of Indianapolis Department of Metropolitan Development for all orders received that month. The contents of the invoice shall include the following:

1. Purchase order number

2. Date board request was received

3. Date the structure was boarded

4. Unsafe Building Case Number (If applicable)

5. Address of structure

6. Structure type (house, garage, etc.)

7. Number of openings boarded

8. Boarding specification

9. Cost per board, sub-total per address, and grand total for invoice.

10. Addresses should be alphabetized if possible

11. A link to photos taken of the properties described in the invoice (minimum of

5 photos)

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2. If a structure was not secured by the Contractor, additional boarding was required and approval was received from the City, or if fewer boards were required to be used to secure a structure than originally requested by the City, it should be noted on the invoice for the corresponding address.

3. The Contractor shall supply photographic evidence of all completed work to the City.

All photographic evidence must be stored electronically on a Web based portal or other means to access by City employee(s). The website must provide the City with unrestricted access to the photos. All photos for an invoice must be stored in an album named with the corresponding invoice number and date of the invoice. Each individual photo within the album must be labeled with the address of the location the photo depicts.

4. Photographic evidence provided shall be in focus and must include:

a. A wide-angle establishing shot of the structure that provides a frame of reference for the location of each opening to be boarded.

b. A close-up of each opening to be boarded. The close-up photo must clearly depict the opening in its entirety.

c. A close up of each opening after it has been boarded. The close-up photo must clearly depict the board in its entirety.

d. LEGAL LANGUAGE STATING THAT ALL PHOTOS BELONG TO THE CITY

OF INDIANAPOLIS, DEPARTMENT OF METRPOLITIAN DEVELOPMENT

AND NOT TO BE SHARED WITHOUT EXPRESS WRITTEN PERMISSION

OF DMD, ETC.

F. Methods of Boarding

1. Contractor shall use paint to write the property address on the board that is being installed or repaired. All boards shall be painted (color at the City’s discretion)

PRIOR to putting up and property address placed on the board.

2. Each boarded opening must be labeled with the date it was secured. The labeling letters can be a minimum of two inches (2”) in height of the board(s) covering the opening. All boards shall be painted PRIOR to putting up and property address being put on the board(s).

3. The City of Indianapolis’ Department of Metropolitan shall require and authorize one of the following methods of securing openings:

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4. Specification A

a. One-half inch (1/2”) exterior grade plywood or exterior grade oriented strand board cut to the inside dimension of the exterior of the opening shall be placed in all openings in such a way that no portion of the exterior grade plywood or exterior grade oriented strand board extends outside the existing frame.

b. The exterior grade plywood or exterior grade oriented strand board shall be placed against any existing exterior window/door stop, slide trim or furring strip. If there is no stop, slide trim or furring strip, an equivalent 2" x 4" block must be installed.

c. The stop, slide trim, furring strip, or block must be sufficient to prevent the exterior grade plywood or exterior grade oriented strand board from being pushed inward.

d. Such exterior grade plywood or exterior grade oriented strand board shall be fixed in the opening by means of two by four inch (2" x 4") braces which shall be placed on the interior of the building perpendicular to the longest side of the opening.

e. One two by four inch (2" x 4") brace shall be required for every two feet, or portion thereof, of distance along the longest side of the opening.

f. The two by four inch (2" x 4") braces shall extend across the entire opening at least eight inches (8") past the inside measurement of the frame on the interior of the building.

g. The exterior grade plywood or exterior grade oriented strand board shall be anchored to the braces with no less than one (1) three- eighths inch (3/8") carriage bolt for each two feet of brace.

h. The round head of the bolt shall be on the exterior side of the exterior grade plywood or exterior grade oriented strand board. (Reference Diagram A)

i. To be completed in 72 hours or less after the initial job order in the current web based program, Slate.

Note: Unless otherwise agreed to, all locations for boarding will be within Marion

County, Indiana.

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5. Specification B

a. One-half inch (1/2”) exterior grade plywood or exterior grade oriented strand board cut to the inside dimension of the frame and placed inside the frame so as to be flush with the trim making it more difficult to pry off.

b. The one-half inch (1/2”) exterior grade plywood or exterior grade oriented strand board shall be affixed to the exterior frame by use of two and three-quarter inch (2 3/4") or larger ring nails spaced a maximum of eight inches

(8") apart, around the outside edge of the exterior grade plywood or exterior grade oriented strand board. If there is no stop, slide trim or furring strip, an equivalent block must be installed.

c. In no instance shall the exterior grade plywood or exterior grade oriented strand board be nailed directly to a window sash, aluminum frame or door, or in such a manner as to damage a window or door.

d. To be completed in 72 hours or less after the initial job order in the current web-based program, Slate.

6. Specification C

a. One-half inch (1/2”) thick exterior grade plywood or exterior grade oriented strand board cut to the inside dimension of the exterior of the opening shall be placed in all openings in such a way that no portion of the plywood or oriented strand board extends outside of the existing frame.

b. The plywood/oriented strand board shall be secured to the exterior opening by the use of anchoring hex or square head lag screws one-quarter inch diameter by one and one-half inch long (1/4” diameter x 1 1/2” length minimum requirement) on the four (4) corners and spaced at a maximum of twelve inches (12") apart along the outside edge of the plywood/oriented strand board. (Reference Diagram B)

c. To be completed in 72 hours or less after the initial job order in the current web-based program, Slate.

7. Specification D

a. Reinstall existing plywood/oriented strand board with securing methods as described in Specification A. Cost should not exceed Specification A.

b. To be completed in 72 hours or less after the initial job order in the current web based program, Slate.

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8. Specification E (4 hour)

• Board to Specification A on an emergency basis within four (4) hours of the time of day requested.

9. Specification F (4 hour)

• Board to Specification B on an emergency basis within four (4) hours of the time of day requested.

10. Specification G (4 hour)

• Board to Specification C on an emergency basis within four (4) hours of the time of day requested.

11. Specification H

a. When specified by the City in the written authorization, any or all existing doors shall be secured by the following method:

b. The door(s) shall be in good repair. Good repair includes but not limited to closing any openings in the door, repairing hinges on door, and providing for adequate closure to the opening.

c. The door(s) shall be secured with a heavy-duty padlock and a heavy-duty hasp placed near the door handle. Only one padlock and hasp per door shall be used. Hasp shall be fastened with two-inch (2”) screws. Padlock shall be keyed such that one master key will open all padlocks.

d. The Contractor shall provide the City with two (2) copies of the master key or key code if City has copy of same key.

e. To be completed in 72 hours or less after the initial job order in the current web based program, Slate.

12. Specification I

a. When specified by the City in the written authorization, gates and openings in fenced areas shall be secured by no less than the quarter inch (1/4") chain and secured with a heavy-duty padlock.

b. The padlock shall be keyed such that one key will open all padlocks.

c. The Contractor shall provide the City with two (2) copies of the master key or key code if City has copy of same key.

d. To be completed in 72 hours or less after the initial job order in the current

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13. Specification J

1. In the case of ground level apertures (basement windows, crawlspaces, or other openings) one-half inch (1/2”) exterior grade plywood or exterior grade oriented strand board cut to the inside dimension of the exterior of the opening shall be placed in all openings in such a way that no portion of the exterior grade plywood or exterior grade oriented strand board extends outside the existing frame.

2. The exterior grade plywood or exterior grade strand board shall be placed against any existing exterior window/door stop, slide trim or furring strip. If there is no stop, slide trim, or furring strip, an equivalent two by four-inch (2” x

4”) block must be installed.

3. The block must be sufficient to prevent the exterior grade plywood or exterior grade oriented strand board from being pushed inward.

4. Such exterior grade plywood or exterior grade oriented strand board shall be attached to the two by four-inch (2" x 4") blocks so that the aperture is secure.

5. The plywood/oriented strand board shall be secured to the exterior opening by the use of anchoring hex or square head lag screws one-quarter inch diameter by one and one-half inch long (1/4” diameter x 1 1/2” length minimum requirement) on the four (4) corners and spaced at a maximum of twelve inches (12") apart along the outside edge of the plywood/oriented strand board.

6. To be completed in 72 hours or less after the initial job order in the current web-based program, Slate.

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14. Specification K

a. In the case of a standard two-car overhead door opening, seven feet (7’) tall by sixteen feet (16’) wide, three (3), eight foot (8’) two by four inch (2” x 4”) boards shall be installed horizontally along the bottom of the overhead door opening with three inches (3”) (minimum) hex or square head screws spaced a maximum of twenty-four inches (24”) apart.

b. Four by eight-foot (4’ x 8’) sheets of exterior grade plywood or exterior grade oriented strand board shall be attached to the door frame and the newly installed two by four-inch (2" x 4") boards by the use of two inch (2”)

(minimum) hex head or square head screws on the four (4) corners and spaced a maximum of twelve inches (12”) apart along the outside edge of the plywood/oriented strand board.

c. To be completed in 72 hours or less after the initial job order in the current web-based program, Slate.

15. Specification L

a. Reinstall existing lumber. One-half inch (1/2") (Specification C) exterior grade plywood or exterior grade oriented strand board cut to the inside dimension of the exterior of the opening shall be placed in all openings in such a way that no portion of the plywood or oriented strand board extends outside of the existing frame.

b. The plywood/oriented strand board shall be secured to the exterior opening by the use of anchoring hex or square head lag screws one-quarter inch diameter by one and one-half inch long (1/4” diameter x 1 1/2” length minimum requirement) on the four (4) corners and spaced at a maximum of twelve inches (12") apart along the outside edge of the plywood/oriented strand board.

c. Cost should not exceed Specification C.

d. To be completed in 72 hours or less after time of initial job order in the current

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16. Specification M

a. In the case of a standard single-car overhead door opening, seven feet (7’) tall by nine feet (9’) wide, two (2), eight (8) feet long two by four inch (2” x 4”) boards shall be installed horizontally along the bottom of the overhead door opening with three inches (3”) (minimum) hex or square head screws spaced a maximum of twenty-four inches (24”) apart.

b. Three (3), four feet (4’) by eight feet (8’) sheets of exterior grade plywood or exterior grade oriented strand board shall be attached to the door frame and the newly installed two by four-inch (2" x 4") boards by the use of two inch

(2”) (minimum) hex head or square head screws on the four (4) corners and spaced a maximum of twelve inches (12”) apart along the outside edge of the plywood/oriented strand board.

c. To be completed in 72 hours or less after time of initial job order in the current web based program, Slate.

17. Specification N (4 hour)

• When specified by the City in the written authorization or, in emergency situations, by verbal authorization, four (4) foot tall, bright colored plastic safety fencing shall be applied around a structure, obstacle, or depression within four (4) hours at the time of day requested.

18. Specification O

• Chipper Shredder

19. Specification P

• Car Tires

20. Specification Q

• Truck Tires

21. Specification R

• Notice to Vacate, No Trespassing Sign, Occupancy Check

22. Specification S

• Interior Clean Out(s)

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5.2. Scope of Services for Debris Removal

A. Cleanup and Removal

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1. Contractor shall be responsible for general cleanup, grading (when necessary) and debris removal from all DMD owned properties when a work order is issued. Contractor shall provide the labor, equipment, materials and processes necessary for general cleanup, grading and debris removal.

2. The City may choose to dispose of property normally subject to the resulting agreement. If this occurs, the City will notify the Contractor in writing as soon as it becomes aware of the properties disposal. Once the Contractor receives the notification, the Contractor shall no longer be responsible, or compensated, for providing services to the disposal of said property.

3. It is expected that minor trash and rubbish collection will take a maximum of two (2) man hours per site, for larger debris, a maximum of four (4) man hours per site. Contractor shall contact DMD for discussion if it is expected that these maximum limits will be exceeded. The City reserves the right to withhold payment for the hours spent at a specific site, if in the opinion of the City; the contractor exceeded the maximum limits without cause. The City shall have sole discretion to determine the length of time necessary for a contractor to conduct cleanup operations on a specific property.

B. Communications

1. The Contractor shall provide the name and contact information for an operations manager responsible for coordinating services. This includes communication, dispatch and all activities regarding cleanup crews, vehicles, disposal operations, and reporting requirements.

2. The City, DMD, shall notify the Contractor of operation locations. The Contractor shall provide services within seventy-two (72) hours of notification by DMD that services are required. Exceptions may be made upon mutual agreement between the Contractor and DMD regarding weather, acts of God or other natural occurrences that may prohibit cleanup operations. The City and DMD shall remain the sole judge in such occurrences.

3. The Contractor shall submit a description document to the City for all equipment and personnel available for use by the Contractor. This shall include a description and photo of equipment.

4. The Contractor shall notify DMD immediately if any suspected hazardous waste is confronted during removal of trash and rubbish. Direction will be given to the Contractor and a decision will be made regarding proper disposal of suspected hazardous waste by

DMD.

C. Invoices

1. The Contractor shall submit a properly itemized invoice monthly regarding any work performed. Invoice shall be submitted to the City Project Representative for DMD.

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2. A site report shall accompany the properly itemized invoice for services. The site report shall include, but not be limited to, the date(s) of work, location of work, copies of digital, time and date stamped photos taken prior to work commencement, number of workers and man hours worked, estimate of trash and debris removed, equipment…