RFP 2026 130 Vehicle Preventative Maintenance and Repairs.pdf

HOUSING AUTHORITY OF THE CITY OF HARTFORD, 180 John D Wardlaw Way, HARTFORD CT 06106 Small Purchase – 2026-130 Vehicle Prevention Maintenance and Repair – total Contract Value up to$150,000, No Construction, No Maintenance

PROCUREMENT THROUGH

SMALL PURCHASE PROCEDURES -

2026-130 Vehicle Preventative Maintenance and Repair

Released 10/8/2026

CONTENTS:

Section 1: Special Instructions to Respondents Section 2: Scope of Services Section 3: Price Form and Contractor Information (signature required) Section 4: General Terms and Conditions

ATTACHMENTS:

Acknowledgement of Addenda (signature required) Sample Contract HACH Special Terms & Conditions HUD 5370 Part 2 Section 3 Contractor Compliance Commitments (if applicable) HACH Section 3 Plan (if applicable) Section 3 Statement of Compliance (if applicable)

SCHEDULE OF EVENTS:

Solicitation Issuance Thursday, October 8, 206 Pre-Response Conference None Scheduled Last Date for Questions Tuesday, October 20, 2026 by 4:30pm Final Addendum Thursday, October 22, 2026 Responses Due Thursday, October 29, 2026 @ 4:30pm Award/Contract Effective On or around week of November 9, 2026

[BONDS ARE NOT REQUIRED FOR THIS SOLICITATION]

Small Purchase – 2026-130 Vehicle Prevention Maintenance and Repair – total Contract Value up to$150,000, No Construction, No Maintenance

SECTION 1

Instructions to Respondents

1.1. INTRODUCTION

The Housing Authority of the City of Hartford (the “Authority”) is issuing this Small Purchase Solicitation (“SPS”) seeking to contract with one or more Vehicle Preventive Maintenance and Repair Contractors (each “Contractor”) to provide services to various Authority vehicles on an "as needed, when needed" basis. The Authority reserves the right to make one award or multiple awards under this SPS, whichever is deemed to be in its best interest. Any obligations of those submitting responses in response to this SPS (“Respondents”) continue to be obligations of Contractor(s) when awarded. Awards will be based on price and other factors as described in this

SPS.

Term Contract. The term of the contract resulting from this solicitation (the “Contract”) shall be one (1) year, commencing on the date of award. The Authority may, at its sole option, extend the

Contract for one (1) additional one-year term at the prices initially offered by the successful

Contractor. The Authority shall provide the Contractor with written notice of its intent to exercise the extension option at least ninety (90) days prior to the expiration of the then-current Contract term.

Quantities. The Contract is an indefinite delivery, indefinite quantity contract. Services are required as and when needed. The Authority reserves the right to make partial or full award of the services described below.

Non-Exclusive. The Contract is not an exclusive contract and there is no guarantee as to the amount of work to be assigned for any particular period. The Authority reserves the right to go out to separate solicitation for major projects or for assignments not covered by the Scope of Services described in this SPS.

Funding. The Contract is contingent upon continued funding availability from one or more sources including federal funds. If funds are not available at any time during the Contract term, the

Authority reserves the right to cancel the Contract. In such event, each Contractor will be paid for satisfactory services provided to date of cancellation.

1.2. PRE-RESPONSE MEETING/INDEPENDENT SITE INSPECTIONS

A pre-response meeting has not been scheduled for this SPS.

Small Purchase – 2026-130 Vehicle Prevention Maintenance and Repair – total Contract Value up to$150,000, No Construction, No Maintenance

1.3 QUESTIONS AND COMMUNICATION

All questions must be put in writing to the SPS Contact named below no later than the date indicated on the cover of this SPS. The intent of this requirement is to assure that all Respondents are in receipt of the same information and to allow the Authority sufficient time to post questions and answers in an Addendum to this SPS. The Authority reserves the right to use its discretion in issuing Addenda for questions and answers; only those questions and answers which might materially affect a vendor’s response will result in an Addendum. It is the responsibility of each

Respondent to check the Authority’s website: www.hartfordhousing.org for a copy of all

Addenda issued for this SPS.

NOTE: Any solicitation or lobbying directed to any Authority staff or the Board of

Commissioners is prohibited and is a ground for disqualification of Respondent responses.

SOLE CONTACT

Larry Johnson Contracting Officer

180 John D Wardlaw Way Hartford, CT 06106 email: bids@hartfordhousing.org www.hartfordhousing.org

1.4. RESPONSE DEADLINE AND DELIVERY

Respondents must utilize email submission to bids@hartfordhousing.org and submit by the date and time identified on the cover page of this solicitation. No mailed originals will be accepted.

1.5. RIGHT TO VERIFY INFORMATION

The Authority reserves the right to verify any and all information provided in each response. If there is evidence of misleading or false information, the Authority may, in its discretion, reject the

Respondent’s submittal.

1.6. RESPONSE EVALUATION

The Authority will assign an agent to review each response to determine if it substantially complies with the requirements and procedures contained in this SPS. Responses that are not in substantial compliance will not be considered further.

http://www.hartfordhousing.org/ http://www.hartfordhousing.org/

Small Purchase – 2026-130 Vehicle Prevention Maintenance and Repair – total Contract Value up to$150,000, No Construction, No Maintenance

Responses will be evaluated in accordance with the terms and provisions of the Authority’s procurement policy.

Evaluation will include all costs provided for in each response, as well as any one or more of the following: operational and financial capacity to perform, demonstrated record of integrity and business ethics, quality of prior performance. In the event of indefinite quantities, the Authority may apply hypothetical or prior year experience to identify successful respondents.

1.7. RESPONDENT QUALIFICATIONS

Contractors must be properly licensed to do business within the State of Connecticut. Respondents must be reputable and be in good standing. Contractors must be well established within the community with an eager and honest work ethic qualified and capable of performing the Work required under the Contract. Contractor is responsible for providing fully trained and qualified personnel. Contractor’s performance will be monitored/audited by the Director of Asset

Management designee at each facility to detect poor performance and non-compliance conditions.

Contractor shall provide the Director of Asset Management designee free and easy access to inspect and measure the manner and progress of the work at all times and to inspect the types, and quantities of equipment, chemicals, supplies and any other material(s) used in the performance of the work.

Any successful Contractor shall have a person available during normal business working hours which are 5 days a week 7:30 a.m. -5:30 p.m. to address any problems or complaints of the

Authority. The Authority may make such investigations deemed necessary to determine the ability of the Contractor to perform the services outlined in the scope of work. If requested, the Contractor shall provide the Authority with all such information and data for this purpose. The Authority reserves the right to reject any response if the evidence submitted by or derived from an investigation fails to satisfy the Authority that the Contractor has the capacity to carry out the obligations of the Contract and to complete the work specified in this SPS.

1.8. SOCIO ECONOMIC CONSIDERATION

The purpose of Section 3 of the Housing and Urban Development Act of 1968 (12 U.S.C. 1701u) as amended by the Housing and Community Development Act of 1992 (“Section 3”), is to ensure that employment and other economic opportunities generated by certain U.S. Department of Housing & Urban Development (HUD) financial assistance provided to the Housing

Authority of the City of Hartford (HACH), to the greatest extent feasible, and consistent with existing Federal, State, and local laws and regulations, are directed to Low-Income and Very

Low-Income persons, particularly those who are recipients of government assistance for housing, Small Purchase – 2026-130 Vehicle Prevention Maintenance and Repair – total Contract Value up to$150,000, No Construction, No Maintenance and to business concerns that provide economic opportunities to Low-Income and Very Low-

Income persons.

The Contract resulting from this solicitation is subject to the terms of Section 3 as described in the attached Section 3 Plan of the Housing Authority of the City of Hartford. Respondents are required to submit the attached Section 3 Contractor Compliance Commitments with their response. In addition to Section 3, the Authority encourages responses from small businesses including minority and women owned businesses. Potential respondents are urged to reach out to

Larry Johnson, prior to submittal of bid to discuss the documents attached if unfamiliar with

Section 3. Ljohnson@hartfordhousing.org

1.9. PRICING

All offers shall be firm for a period of ninety (90) days following the response due date.

Pricing must include all charges necessary to fulfilling the terms of the Contract.

1.10. OPTIONAL PRICE ADJUSTMENT CLAUSE The Contractor warrants that the pricing stated herein will remain firm for the duration of the initial one (1) year term of the Contract. Upon receipt of notice of the Authority’s intent to extend the Contract, the Contractor shall have the right to request a price adjustment only during the thirty (30) days immediately following its receipt of such notice. During this thirty (30) day period, the Contractor may submit a written request to the

Authority for a price adjustment based on documented changes in market conditions or industry pricing that are outside of the Contractor’s control. The Contractor must fully document its request and provide supporting market data sufficient to substantiate the requested adjustment. The

Authority may, in its sole discretion, approve or disapprove the requested adjustment, in whole or in part. Any approved adjustment shall be final and shall remain unchanged for the duration of the extension term. If approved, the price adjustment shall become effective ten (10) days after the date of the Authority’s approval. The Contractor shall honor any purchase orders issued prior to the effective date of the approved adjustment at the price in effect at the time the purchase order was issued.

1.11. SUBCONTRACTING

The Contractor shall not have the right or power to assign, subcontract, or transfer interest in this

Contract without the prior written consent of the Authority.

1.12. CONDITIONS OF CONTRACT

This SPS, including all attachments and linked terms and conditions, together with the Contractor’s response will form the entire agreement between the Contractor and the Authority. No exceptions to the Sample Contract attached to this SPS are allowable.

Small Purchase – 2026-130 Vehicle Prevention Maintenance and Repair – total Contract Value up to$150,000, No Construction, No Maintenance

In the event additional services are required that have not been awarded, the Authority will have the sole and exclusive right to seek the services on the open market.

The person signing the response on behalf of the bidder must be authorized to commit the respondent in contractual matters.

1.13 SECURITY

If Supplier specifies terms and conditions or clauses in an electronic license, subscription, maintenance, support or similar agreement, including via a hyperlink or uniform resource locator address to a site on the internet, that conflict with the terms of this Contract, the additional terms and conditions or conflicting clauses shall not be binding on the State and the provisions of this

Contract shall prevail. Further, no such terms and conditions or clauses shall expand the State's or Customer's liability or reduce the rights of Customer or the State

SECTION 2

SCOPE OF SERVICES

The general scope of service is to provide preventive maintenance (PM) and Repair services

(Repair) for fleet vehicles as directed by the Authority. All proposals must include a comprehensive PM schedule and Repair program including full utilization of any warranty coverage and a description of the vendor’s customer service program.

The Contractor must work collaboratively with Authority staff for the most cost effective solutions to minimize unscheduled repairs, reduce downtime and ensure quality service while providing mechanically sound, safe, reliable vehicles. Included as Attachment “A” is the

“HACH Fleet List” that includes all Authority vehicles to be included in this contract. Please note that as vehicles are replaced or as business conditions require, vehicles may be substituted, deleted, or added to the fleet.

Contractor must demonstrate the ability to provide routine PM and repair services for the

Authority’s fleet. Contractor shall perform routine repair services for major systems that include but are not limited to brakes, suspension, heat/air conditioning systems, electrical systems, minor engine repair, etc. Contractors are to submit responses for the work according to their ability to perform the work. However, if necessary, the Contractor may subcontract specialty work to subcontractors if pre-approved by the Authority prior to the start of work. The Contractor shall be responsible for all costs associated with doing business with its subcontractors unless otherwise mutually agreed upon in writing with the Authority.

Small Purchase – 2026-130 Vehicle Prevention Maintenance and Repair – total Contract Value up to$150,000, No Construction, No Maintenance

Preventive Maintenance Service:

The Authority will provide the Contractor a monthly forecasted schedule based on the vehicles’ regular PM interval (mileage or time) so the Contractor can schedule the required service accordingly. The Authority will contact the Contractor to schedule PM service and the Contractor will provide an estimate for the service. The Contractor is also responsible for inspecting the fleet vehicles and communicating all deficiencies to the Authority upon discovery of any issues. A sample vehicle inspection form is included as Attachment “B” and shall be used and provided to the Authority for all inspections. The Contractor will also make recommendations for repairs, identifying options to best address the situation. All fluids that are needed for topping off, filling reservoirs or required for the safe operation of the vehicle must be included in the quoted price of the PM service. The turnaround time for routine PM work shall be one (1) business day upon the

Authority’s approval for the work (or as mutually agreed upon if more than one day).

Repair Service:

The Contractor shall offer recommendations for Repairs. Contractor shall support their recommendations for Repairs by using diagnostic statistics, accepted performance standards, vehicle history records, mileage, etc. The Contractor shall obtain the Authority’s authorization for all Repairs prior to commencing work. All Repairs, other than emergencies, will be scheduled by the Authority. The minimum turnaround time for PM Service and routine Repairs as a result of the PM service shall not exceed two (2) business days or as mutually agreed by the

Contractor and Authority.

Emergency Service:

If a vehicle has a breakdown or is involved in an accident after hours and cannot be driven, the

Authority shall have the vehicle towed to either the Authority’s or the Contractor’s facility and will be addressed the next business day.

Service Facility Location and Contacts:

A Contractor Information Sheet which includes the Contractor’s location, primary and secondary contact information, etc. is included as Attachment “C” in this RFP and must be submitted with the proposal. If and when the Contractor’s information changes, a new form must be submitted to the Authority immediately.

Minimum Certification:

Contractor/mechanics must be Automotive Service Excellence (ASE) certified (ASE Master

Certification preferred) in the core 8 areas for cars and trucks (H & S buses not required).

1) A1 Engine Repair

2) A2 Automatic Transmission/Transaxle

3) A3 Manual Drive Train and Axles

Small Purchase – 2026-130 Vehicle Prevention Maintenance and Repair – total Contract Value up to$150,000, No Construction, No Maintenance

4) A4 Suspension and Steering

5) A5 Brakes

6) A6 Electrical/Electronic Systems

7) A7 Heating and Air Conditioning

8) A8 Engine Performance

Secondary training, manufacturer certifications and other related experience are a plus and should also be listed in proposal.

Additional Services:

Other factors that may be considered in the evaluation may include the following:

1) Courtesy shuttle service

2) Mobile service

3) Contractor’s vehicle size or class limit(s) due to shop size or lift limit

SECTION 3

PRICE FORM AND CONTRACTOR INFORMATION

Cost plus pricing is absolutely prohibited. This prohibition includes all subcontractor price or administrative markups as well as any part or supply markups. The Authority will not reimburse for travel, mileage, hotel, meals or other related expenses and will not pay for travel time to and from Authority locations.

PRICING

Contractor shall submit pricing based on the following, using the Price/Flat Rate Schedule in section 3

1) Hourly “shop” rate ______________

2) Flat rate for routine work ______________

3) Diagnosis pricing ______________

1.1 RATE SCHEDULE

Hourly Rate (Shop Rate) $________________

Diagnostic Rate $________________

Small Purchase – 2026-130 Vehicle Prevention Maintenance and Repair – total Contract Value up to$150,000, No Construction, No Maintenance

ATTACHMENT “A” – HACH Fleet List

ATTACHMENT B – sample vehicle checklist

CONTRACTOR INFORMATION:

1. Owner of the Company_________________________________________________

2. List the number of years in business _______________________________________

3. Is your business full or part-time? _________________________________________

4. List the number of temporary workers and their position titles employed on a regular basis

(attach list)

5. Do you maintain an office that is staffed during normal daily working hours? ________

6. Who is the Authority’s contact person for this Contract?

Name: _______________________________________

E-mail Address: ________________________________

Phone Number: ________________________________

7. List at least three (3) references of firms to which your company has provided similar services within the past year.

Company name & Address Contact Name Contact information phone/email

Small Purchase – 2026-130 Vehicle Prevention Maintenance and Repair – total Contract Value up to$150,000, No Construction, No Maintenance

8. What equipment will you use to perform the services in this SPS? (Use a separate sheet of paper, if necessary, to list all equipment and material, include make, model, registration

#’s):

By signing and submitting this response form, the Contractor certifies the following:

1. This response is signed by an authorized representative of the Contractor.

2. Contractor is in compliance with all Federal, State and Local licensing requirements and shall continue to maintain such compliance during the term of the Contract.

3. The Contractor can obtain insurance certificates as required within 10 calendar days after notice of award.

4. Fees will remain firm for the duration of the Contract unless the response pricing specifically allows for price escalation and/or a price change clause is included in this SPS and is exercised in accordance with its terms.

5. All labor costs, direct and indirect, have been determined and included in the proposed cost.

6. The Contractor has attended the pre-response meeting and site visits (if applicable) and is aware of prevailing conditions associated with performing these services.

7. The Contractor has read and understands the conditions set forth in this response and agrees to them with no exceptions.

I, THE UNDERSIGNED, CERTIFY THAT THIS RESPONSE IS MADE WITHOUT PRIOR

UNDERSTANDING, AGREEMENT, OR CONNECTION WITH ANY OTHER

CONTRACTOR SUBMITTING A RESPONSE FOR THE SAME SERVICES, AND IS IN ALL

RESPECTS FAIR AND WITHOUT COLLUSION OR FRAUD. I AGREE TO ABIDE TO ALL

TERMS AND CONDITIONS OF THIS RESPONSE AND CERTIFY THAT I AM

AUTHORIZED TO SIGN THIS RESPONSE AS OR FOR THE CONTRACTOR.

Therefore, in compliance with this SPS and subject to all conditions herein, the undersigned offers and agrees to perform the services or deliver the goods in accordance with the specifications and conditions in this response at the prices quoted if this response is accepted within 90 days from the date it is due.

Small Purchase – 2026-130 Vehicle Prevention Maintenance and Repair – total Contract Value up to$150,000, No Construction, No Maintenance

CONTRACTOR:

PHYSICAL ADDRESS:

CITY, STATE, ZIP: __________________________________________

TELEPHONE: ______________________________________________

FAX: ______________________________________________________

FEDERAL EMPLOYER IDENTIFICATION NUMBER: ___________________________

E-MAIL ADDRESS: ______________________________

BY: ______________________

Signature Typed or printed name

Title:

Date:

THIS FORM MUST BE SIGNED AND INCLUDED IN YOUR RESPONSE.

FAILURE TO PROVIDE ANY OF THE INFORMATION REQUIRED HEREIN

INCLUDING CONTRACTOR SIGNATURES MAY RESULT IN YOUR RESPONSE

BEING DEEMED NON-RESPONSIVE

Small Purchase – 2026-130 Vehicle Prevention Maintenance and Repair – total Contract Value up to$150,000, No Construction, No Maintenance

EXHIBIT A

HACH FLEET

AUTOMOBILE NO. YEAR MAKE OF VEHICLE BODY TYPE I.D. NUMBER

1 2008 JEEP Grand Cherokee 1J8GR48K08C216547

2 2016 Ford F150 Pick-up/4 wheel 1FTMF1EF2GFD00486

3 2016 Ford F150 Pick-up/4 wheel 1FTMF1EF4GFD00487

4 2016 Ford F150 Pick-up/4 wheel 1FTMF1EF6GFD00488

5 2017 Ford E150 Transit Van 1FTYE1ZM3HKA02289

6 2017 Ford E150 Transit Van 1FTYE1ZMXHKA02290

7 2017 Ford E150 Transit Van 1FTYE1ZM1HKA02291

8 2017 Ford F250 Pick-up/4 wheel 1FTBF2B63HEB18238

9 2017 Ford F250 Pick-up/4 wheel 1FTBF2B61HEB18237

10 2017 Ford F450 Flatbed-crew cab 1FD0W4HY4HEB23794

11 2019 Ford F250 Pick-up/4 wheel 1FTBF2B69KEG51413

12 2019 Ford F250 Pick-up/4 wheel 1FTBF2B69KEG51414

13 2020 Ford F250 Pick-up/4 wheel 1FTBF2B68LEC90502

14 2021 Ford Explorer 1FMSK8BH4MGA87155

15 2019 Chevrolet Equinox 2GNAXUEV9K6112924

16 2023 Ford Escape SUV 1FMCU9GNXPUB25206

17 2023 Ford Escape SUV 1FMCU9GN3PUB24673

18 2023 Ford Escape SUV 1FMCU9GN7PUB24675

19 2023 Ford Escape SUV 1FMCU9GN4PUB24665

20 2023 Ford Escape SUV 1FMCU9GN2PUB24728

21 2023 Ford Escape SUV 1FMCU9GN9PUB24743

22 2022 Ford Ranger Pick-up 1FTER4FH5NLD01370

200 2003 Ford F250 Pick-up 1FTNF21L73EB38490

212 2005 Ford F250 Pick-up 1FDNF21535EA68891

216 2007 Ford F250 Pick-up 1FTNF21597EA47017

217 2006 Ford E150 Van 1FTRE14W66DB33652

219 2006 Ford F250 Pick-up 1FTNF215X6EA23131

220 2007 Ford Focus Sedan 1FAHP34N97W272176

221 2007 Ford Focus Sedan 1FAHP34N17W262483

222 2008 Ford E-250 Van 1FTNE24W68DA28892

Small Purchase – 2026-130 Vehicle Prevention Maintenance and Repair – total Contract Value up to$150,000, No Construction, No Maintenance

223 2008 Ford F250 Pick-up 1FTNF21518EC87454

224 2008 Ford F450 Flat-bed 1FDXF47Y18EC87424

225 2008 Ford Escape SUV 1FMCU92Z18KE11601

227 2008 Ford Focus Sedan 1FAHP34N78W238626

228 2011 Ford Transit Connect NM0LS7AN1BT065027

230 2016 Ford Transit Connect NM0LS7E73G1239842

231 1993 Bobcat-REG 3/04 743B 509324601-H86391

232 2008 Bobat S100 AB6411023

233 2014 Bobcat 3650 Utility 7179542

234 2015 Bobcat S450 AUVB12073

Vehicles are located at one or both of the following addresses.

Administrative Office 180 John. D Wardlaw Way

Hartford, CT 06106

Telephone (860)-723-8410

Fax (860)-723-8552

Hours: Mon-Fri 8:30-4:30

Hartford Housing Authority Warehouse 791 Windsor Street

Hartford, CT 06106

Small Purchase – 2026-130 Vehicle Prevention Maintenance and Repair – total Contract Value up to$150,000, No Construction, No Maintenance

Exhibit B Sample Vehicle Inspection Report

Small Purchase – 2026-130 Vehicle Prevention Maintenance and Repair – total Contract Value up to$150,000, No Construction, No Maintenance

SECTION 4

GENERAL TERMS AND CONDITIONS

1. SIGNED RESPONSE CONSIDERED AN OFFER: Receipt of a signed response is considered a binding offer by the Respondent which shall remain firm for a period of 90 days from the date of responses are due. In the event of withdrawal after response submission, the Authority may take such action as it deems appropriate including legal action for damages or specific performance.

2. CHANGES: The Authority has the right, at any time, to increase or decrease the scope of

“Work” contained in this SPS to meet increased or decreased needs.

3. AVAILABILITY OF FUNDS: Any and all payments to the Contractor shall be deemed binding only to the extent of appropriated funds for the purpose set forth in this SPS.

4. NON-DISCRIMINATION: The Contractor shall not discriminate against any individuals and will take proactive measures to assure compliance with all Federal and State and

Authority requirements concerning fair employment, employment of people with disabilities, and concerning the treatment of all employees without regard to discrimination based upon age, race, color, religion, sex, national origin or disability.

5. ADVERTISING: In submitting a response to the Authority, the Respondent agrees not to use the results of their response as a part of any commercial advertising without prior approval of the Authority.

6. RIGHT TO NEGOTIATE: The Authority reserves the right to negotiate fees proposed by any Respondent.

7. RIGHT TO REQUEST REASSIGNMENT OF PERSONNEL: The Authority shall retain the right to request and receive a change in personnel assigned to the work if the Authority believes that such change is in the best interest of the Authority and the completion of the contracted work.

8. CONFIDENTIALITY OF RESPONSES: In submitting a response the Respondent agrees not to discuss or otherwise reveal the contents of the response to any source outside of the

Authority until after the award of the Contract. Respondents not in compliance with the provision may, at the option of the Authority, be disqualified from contract award. Only discussions authorized by the issuing agency are exempt from this provision.

Small Purchase – 2026-130 Vehicle Prevention Maintenance and Repair – total Contract Value up to$150,000, No Construction, No Maintenance

9. ELABORATE RESPONSES: Elaborate responses in the form of brochures or other presentations beyond that necessary to present a complete and effective response are not desired.

10. COST FOR RESPONSE PREPARATION: Any costs incurred by Respondents in preparing or submitting responses are the Respondents’ sole responsibility. The Authority will not reimburse any Respondent for any costs incurred prior to award of the Contract.

11. RIGHT TO SUBMITTED MATERIAL: All responses, inquiries, or correspondence relating to or in reference to this SPS, and all other reports, charts, displays, schedules, exhibits, and other documentation submitted by the Respondent become the property of the

Authority when received.

12. COLLUSIVE ACTIVITY: The Respondent’s signature on the response is a guarantee that the prices quoted have been arrived at without collusion with other eligible Respondents and without effort to preclude the Authority from obtaining the lowest possible competitive price.

13. ERRORS AND OMISSIONS: The Respondent shall not take advantage of any errors or omissions in this SPS. The Respondent shall promptly notify the Authority of any omissions or errors found in this document.

14. INDEPENDENT INVESTIGATIONS: The Authority reserves the right to make independent investigations as to the qualifications of the Respondent. Such investigations may include contacting existing customers. The Authority reserves the unqualified right to accept or reject any and all responses, and to waive any irregularities or deficiencies as may be permitted by law when it is deemed that such action will be in the best interest of the Authority.

15. REFERENCE TO OTHER DATA: Only information which is received in response to this

SPS will be evaluated. Reference to information previously submitted will not be evaluated.

16. NOTIFICATION OF AWARD: After all prerequisites and specifications have been met by the Respondent and the award has been made (in the case of contract approval by the

Authority Board of Commissioners, award will be deemed made upon such approval), the successful Respondent will be notified within ten (10) working days of this award. The

Authority will notify the successful Respondent in writing, either by a Letter of Award or a Purchase Order or both. VERBAL NOTIFICATION OF THE AWARD OF THE

Small Purchase – 2026-130 Vehicle Prevention Maintenance and Repair – total Contract Value up to$150,000, No Construction, No Maintenance

CONTRACT IS NOT CONSIDERED A RELIABLE MODE OF NOTIFICATION AND,

THEREFORE, WILL NOT BE RECOGNIZED AS AN OFFICIAL NOTIFICATION.

17. AUTHORIZIED PERSONNEL: While engaged in the performance of the services described herein, only authorized employees of the Contractor are allowed at the Authority locations where the “Work” is being performed. During the performance of these services, the Contractor employees are not to be accompanied in the work area by acquaintances, family members, associates or any other person(s) who are not a current, authorized employee(s) of the Contractor.

18. DRUG POLICY: The Contractor certifies that it maintains a drug-free work place environment to ensure worker safety and workplace integrity. The Contractor further agrees their employees shall comply with the Authority’s Drug-Free Workplace Policy.

19. SAFETY: Contractor shall insure that its employees meet and maintain all applicable

OSHA or other similar workplace safety and licensing requirements (i.e. asbestos certification, electrician licensing, OSHA 10 etc.) and adhere to all OSHA and other required safety standards and regulations that apply while performing their job duties.

Contractor shall provide proof of licensure and compliance with all applicable safety requirements upon request by Authority.

20. CONTINUANCE OF WORK: In the event Contract term expires and Contractor has not completed assignments that are underway, the Authority may, at its discretion, allow

Contractor to complete those assignments if the following conditions are met and evidenced in writing:

a. Contractor requests to complete the assignments that are underway.

b. The prices in Contract remain in effect until all work is completed.

c. All other contractual obligations and conditions remain the same, including insurance requirements.

This provision does not apply to any continuance of work which would extend the Contract term (inclusive of any extensions by the Authority) beyond five years from the date of

Contract award.

21. STATE AND FEDERAL REGULATIONS: The Contractor shall perform all work in accordance with State and Federal safety regulations in regards to work zones, work areas, equipment, vehicles, tools and supplies. The Contractor shall provide all necessary and required work zone protective devices and traffic channeling devices as required under

State and Federal safety regulations.

Small Purchase – 2026-130 Vehicle Prevention Maintenance and Repair – total Contract Value up to$150,000, No Construction, No Maintenance

22. PUBLIC SAFETY: The Contractor shall protect the safety and convenience of the general public. The Contractor shall perform “Work” as needed and necessary to protect the general public from hazards.

23. NO SMOKING: The Authority is 100% smoke free. Smoking is absolutely forbidden on all Authority grounds and in all Authority facilities during the entire term of this Contract.

This prohibition includes smoking in vehicles parked on Authority grounds.

Small Purchase – 2026-130 Vehicle Prevention Maintenance and Repair – total Contract Value up to$150,000, No Construction, No Maintenance

HOUSING AUTHORITY OF THE CITY OF HARTFORD

ACKNOWLEDGEMENT OF ADDENDA FORM

Respondent has received the following Addenda, the receipt of which is hereby acknowledged:

Addendum Number __________ Date Received: __________________

Addendum Number __________ Date Received: __________________

Addendum Number __________ Date Received: __________________

Addendum Number __________ Date Received: __________________

Addendum Number __________ Date Received: __________________

(Company Name)

(Signature)

Housing Authority of the City of Hartford

Standard Form for Non-Construction Contracts

Housing Authority of the Standard Form for Non-Construction Contracts City of Hartford Page 1 of 2 [use with 5370-C-I] (REV 02/2020)

STANDARD FORM FOR NON-CONSTRUCTION CONTRACT

HOUSING AUTHORITY OF THE CITY OF HARTFORD

FOR PROJECT NO:

(CONTRACT TITLE)

This contract is dated (INSERT CONTRACT DATE), and is between (BUSINESS NAME), a STATE OF CONNECTICUT CORPORATION, ("Contractor") and the HOUSING AUTHORITY OF THE CITY OF HARTFORD, a public body corporate and politic organized and existing pursuant to Conn. Gen. Stat. §8‐40, et seq. ("HA").

The parties agree as follows:

1. CONTRACT DOCUMENTS. In addition to this document, the following documents constitute part of this contract:

(i) HUD form HUD-5370-C, Section I: General Conditions for Non-Construction Contracts (“HUD-5370-C”)

(CONTRACTS OVER $100,000)

(ii) HA’s Special Conditions for Non-Construction Contracts (“HA Special Conditions”)

(iii) HA’s Request for Proposals for this service (“RFP”); and

(iv) Contractor’s Proposal Response for this service, dated (Insert Date) (“Response”)

If there is a conflict between any two provisions in the documents that constitute this contract, the provision that first appears in the documents listed governs: (i) HUD-5370-C; (ii) this contract document; (iii) HA Special Conditions; (iv) RFP;

then (v) Response.

2. SCOPE OF SERVICES. Contractor shall perform all work specified in the RFP’s Scope of Services.

3. TERM. The term of this contract is THREE (3) years (“Term”). HA may extend this contract TWO (2) times, for ONE (1) year each.

4. COMPENSATION. HA shall pay Contractor in accordance with the rates set forth in Contractor’s Response.

5. AUTHORITY. The person signing this contract is authorized by the Contractor to enter into this contract on behalf of the Contractor.

The parties are signing this contract as of the date stated in the introductory clause.

Business Name

By Name Title

HOUSING AUTHORITY OF THE CITY OF HARTFORD

By Annette Sanderson Executive Director

1 | P a g e Special Conditions for Non-Construction Contracts Contract Value 10,000+ Revised 2-17-2023

Housing Authority of the City of Hartford

Special Conditions for Non-Construction Contracts

(No Maintenance, No Cyber Coverage)

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Contract Value 10,000+ Revised 2-17-2023

1. Contract. The Housing Authority of the City of Hartford (“HA”) uses these special conditions in contracts for professional services that are fully or partially funded by the U.S. Department of Housing and Urban Development

(HUD).

2. Definitions

(a) Terms not defined in these special conditions are found in the main contract document incorporating these special conditions.

(b) “Contractor” includes contractor’s officers, employees, agents, and subcontractors.

3. Contract Term

(a) Contractor shall begin performance on the date of this contract.

(b) HA may extend the term of this contract at its sole discretion if Contractor’s service is essential to a project’s completion.

(c) HA may terminate this contract in whole, or from time to time in part, for the HA’s convenience or the failure of the Contractor to fulfill the contract obligations. The HA shall terminate by delivering to the Contractor a written Notice of Termination specifying the nature, extent, and effective date of the termination. Upon receipt of the notice, the Contractor shall:

(i) immediately discontinue all services affected (unless the notice directs otherwise), and

(ii) deliver to the HA all information, reports, papers, and other materials accumulated or generated in performing the contract, whether completed or in process.

(d) If the termination is for the convenience of the HA, the HA will be liable only for payment for services rendered before the effective date of the termination.

(e) If the termination is due to the failure of the Contractor to fulfill its obligations under the contract, the HA may:

(i) require the Contractor to deliver to it, in the manner and to the extent directed by the HA, any work described in the Notice of Termination;

(ii) take over the work and prosecute the same to completion by contract of otherwise, and the

Contractor shall be liable for any additional cost incurred by the HA; and

(iii) withhold any payments to the Contractor, for the purpose of set-off or partial payment, as the case may be, of amounts owned by the HA by the Contractor.

Contractor agrees HA is liable to the Contractor for reasonable costs incurred by the Contractor before the effective date of the termination.

(f) HA’s Contracting Officer will decide any dispute in accordance with the HA’s procurement policy at the time of the dispute.

4. Performance Standard

Contractor shall make its best effort to provide its service using the highest professional skill and competence.

5. Payments

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HA shall pay Contractor for invoices submitted to HA, for service done to HA’s satisfaction, within 45 days. HA will not pay invoiced amounts not submitted by Contractor within 6 months of work being performed. Contractor bears the burden of proof of invoice submission to HA.

6. Establishment and Maintenance of Records

Contractor shall establish and maintain fiscal control and accounting procedures that assure properaccounting for all funds paid by HA to Contractor.

7. Status Reports

Contractor shall furnish HA with such information and reports concerning the progress and management of this contract as HA may require from time to time.

8. Examination and Retention of Contractor’s Records

Contractor will permit HA, HUD, Comptroller General of the United States, or any of their duly authorized representatives to have access to and the right to examine any of the Contractor’s directly pertinent books, documents, papers, or other records involving transactions related to this contract for the purpose of making audit, examination, excerpts, and transcriptions, for a period of three years after final payment under this contract.

9. Ownership and Proprietary Interest

HA has (i) exclusive ownership of, (ii) all proprietary interest in, and (iii) the right to full and exclusive possession of, all information, materials, and documents, discovered or produced by Contractor, resulting from this contract, including reports, memoranda, or letters relating to any contractual research and reporting tasks.

10. Liability Coverage

Contractor shall have the following insurance:

(i) Commercial General Liability Each Occurrence. HA shall be named as an Additional Insured on a primary non-contributory basis for products & ongoing and completed operations that includes bodily injury & property damage with a combined single limit (CSL) of $2,000,000. In addition, such policy shall contain a broad form contractual liability endorsement or similar wording within the policy form, if applicable. Waiver of Subrogation to be provided in favor of HA.

(ii) Professional Liability Insurance. Professional Liability/Errors and Omissions coverage to be provided with a $1,000,000 limit and $1,000,000 aggregate. Limits of not less than $1,000,000 per occurrence, covering acts, errors and omissions arising out of the rendering of, or failure to render, professional services related to this contract if applicable to the services provided under contract.

(iii) Fidelity/Crime Insurance. Fidelity/Crime Insurance. Limits of not less than $100,000 per occurrence, which covers claims incurred as a result of Contractor’s employees’ dishonesty, burglary, theft, fraud, or destruction of property if applicable to the services provided under contract.

(iv) Automobile Liability Insurance. Auto Liability Combined Single Limit $1,000,000 for all owned, hired and non-owned vehicles for property damage and liability. Housing Authority for the City of

Hartford shall be named as an Additional Insured. Limits not less than $1,000,000 for all damages for any bodily injury sustained by each person as a result of any occurrence, and $1,000,000 for damage because of bodily injury sustained by two or more persons as the result of any occurrence, and $100,000 for property damage sustained as the result of any one occurrence, or a limit of not less than $1,250,000 Combined Single Limit (CSL).

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(v) Umbrella/Excess Liability $1,000,000 and $1,000,000 Aggregate. General Liability, Auto Liability and Workers’ Compensation to be listed as underlying coverages. Umbrella/Excess Liability to follow form with respect to Additional Insured and Waiver of Subrogation.

11. Worker’s Compensation Insurance

For all the employees employed on said Work shall be maintained in accordance with Connecticut’s Workers’

Compensation Act. In case any class of employees engaged in hazardous Work under the contract at the site of the

Work is not protected under the Workers’ Compensation Act, the contractor shall provide Workers’ Compensation

Insurance for the protection of its employees not otherwise protected. Waiver of Subrogation to be provided.

In addition to any other requirements related to worker’s compensation insurance, if Contractor is a sole proprietor, a single member limited liability company or otherwise has no employees, Contractor shall maintain Worker’s

Compensation Insurance as if it were an “employer” as such term is defined in and in accordance with Connecticut’s

General Statutes or as if it were an employer in accordance with the statutes of Contractor’s home state. Contractor shall immediately indemnify HACH for any charges levied by the then current HACH worker’s compensation insurance carrier related to Contractor’s failure to carry or provide proof of carrying insurance as described in this provision.

This provision of the Contract survives termination or expiration of the Contract.

12. Insurance Conditions

(a) Contractor shall purchase insurance coverage from an insurance company licensed to conduct business in Connecticut with a minimum AM Best’s Rating of “A” VIII. All carriers are subject to approval by

HA.

(b) Contractor shall ensure all required insurance policies provide occurrence-based coverage.

(c) HA may review the insurance requirements and coverages from time to time. Contractor agrees to comply with HA’s reasonable new or modified insurance requirements.

(d) Contractor shall pay all insurance deductibles, if any, or indemnify HA from paying Contractor’s insurance deductibles, or both.

(e) Contractor agrees that the amount of insurance required does not, in any way, limit the liability of

Contractor by virtue of its obligation to indemnify HA, so that all claims resulting in a settlement or judgment or other claim-related payment in excess of the coverage amounts required, if any, are the sole responsibility of Contractor to pay, to indemnify HA from paying, or both.

(f) If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two (2) years from the completion date of this contract. If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for the policy in effect during the contract for two (2) years from the completion date.

(g) Contractor shall ensure that following phrase is placed by its insurer in the ACORD Certificate of

Insurance form’s comments section: “The Housing Authority of the City of Hartford is named as an

Additional Insured.”

(h) Contractor shall furnish HA all insurance renewal certificates at least thirty (30) days prior to policy expiration.

(i) Contractor shall maintain insurance coverage in full force for the duration of this contract, including extensions or renewals. Contractor’s cancellation or termination of insurance policies required by this contract without immediate replacement is a default. HA may cure such a default by procuring insurance on behalf of Contractor, at Contractor’s expense.

(j) Contractor shall ensure that Contractor’s insurer will provide HA 30-days’ notice before cancellation or decrease in coverage, of any insurance policy required.

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(k) Contractor shall advise all their insurers of the contract provisions regarding insurance. The failure of the Contractor to notify insurers of the contract provision shall not relieve the Contractor from its insurance obligations under the contract. Non-fulfillment of the insurance provisions shall constitute a breach of this agreement and the HA retains the right to stop work until proper evidence of insurance is provided.

13. HA Indemnification

(a) In this section, the following definitions apply:

“Litigation Expense” means any reasonable out-of-pocket expense incurred in defending a

Proceeding or in any related investigation or negotiation, including court filing fees, court costs, arbitration fees, witness fees, and attorneys’ and other professionals’ fees and disbursements.

“Losses” means any amount awarded in, or paid in settlement of, any Proceeding, including any interest and any Litigation Expenses.

“Proceeding” means any judicial, administrative, or arbitration action, suit, claim, investigation, or proceeding.

(b) Contractor shall indemnify HA against all Losses arising out of a Proceeding against HA related to this Contract and initiated by a non-party to this contract (“Claim”), except to the extent that HA negligently or intentionally caused those Losses.

(c) HA must promptly notify Contractor of that Claim and deliver to Contractor a copy of all legal pleadings with respect to the Claim.

(d) To assume the defense of a Claim, Contractor must notify HA that it is doing so. Promptly thereafter, Contractor shall retain to represent it in the Claim, independent legal counsel that is reasonably acceptable to HA.

(e) HA is entitled to participate in the defense of a Claim. HA may defend a Claim with counsel of its own choosing and without Contractor participating if

(1) Contractor notifies HA that it does not wish to defend the Claim,

(2) by midnight at the end of the tenth business day after HA notifies Contractor of the Claim

Contractor fails to notify HA that it wishes to defend the Claim, or

(3) representation of Contractor and HA by the same counsel would, in the opinion of that counsel, constitute a conflict of interest.

(f) Contractor shall pay any Litigation Expenses that HA incurs in connection with defense of the

Claim before Contractor assumes the defense of that Claim, except with respect to any period during which

HA fails to timely notify Contractor of that Claim. Contractor will not be liable for any Litigation Expenses that HA incurs in connection with defense of a Claim after Contractor assumes the defense of that Claim, other than Litigation Expenses that HA incurs in employing counsel in accordance with subsection (d), which

Litigation Expenses Contractor shall pay promptly as they are incurred.

(g) After Contractor assumes the defense of a Claim, Contractor may contest, pay, settle, or compromise the Claim at its discretion, except that it may not compromise or settle the Claim without the consent of HA unless that compromise or settlement (1) does not entail any admission on the part of HA that it violated any law or infringed the rights of any Person, (2) has no effect on any other claim that may be brought against HA, (3) provides as the claimant’s sole relief monetary damages that are paid in full by

Contractor, and (4) requires that the claimant release HA from all liability in respect of the Claim.

14. Additional Defaults

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(a) Default includes, in addition to those stated elsewhere in this contract:

(i) a competent authority, such as a government official or a Certified Public Accountant, determines that Contractor’s management of, or any accounting for, its funding, as relates to this contract, is improper, inadequate, or illegal; and

(ii) a court having jurisdiction enters a decree or order adjudging Contractor bankrupt or insolvent, or approving as properly filed Contractor’s petition seeking reorganization, readjustment, arrangement, composition, or similar relief for Contractor under federal bankruptcy laws, or any other similar applicable law.

(b) HA may waive any default. HA’s waiver as to a particular default does not constitute a waiver of any other default, whether of the same or different type, and whether preceding or succeeding the waived default. HA’s waiver of a default is not effective unless written and signed by HA’s Executive Director.

15. Remedies

(a) HA may elect to pursue any one or more of the following remedies, in any combination or sequence, for any default not waived by HA:

(i) any action as HA deems necessary, including the temporary withholding or reduction of payment;

(ii) suspend program operation;

(iii) require Contractor to cure such default to HA’s satisfaction; and

(iv) terminate this contract.

(b) HA’s selected remedy does not prohibit HA from pursuing any other remedy and does not constitute a waiver by HA of any other right or remedy.

16. HACH Section 3 Clause

A. Unless specifically exempted in the Contract, the work to be performed under this Contract is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended (“Section 3”).

B. The parties to this Contract agree to comply with HUD’s regulations in 24 CFR part 75, which implement Section 3.

Such regulations…