RFP _26-1021 HVAC - Preventative Maintenance and Repair Services(1).pdf

REQUEST FOR PROPOSAL (RFP)

#26-1021

Heating Ventilation & Cooling (HVAC) Preventative Maintenance, Repair and Emergency Services

Issued by:

The Housing Authority of Kansas City Missouri

Office of Procurement & Contracts

Issued on:

October 22, 2026

Submission deadline:

November 20, 2026 by 3:00PM Pacific Time

HAKC Main Office 3822 Summit Street

Kansas City, Missouri 64111 procurement@hakc.org

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TABLE OF CONTENTS

SECTION 1 – INTRODUCTION

SECTION 2 – INSTRUCTIONS TO BIDDERS

SECTION 3 – PROCUREMENT SCHEDULE

SECTION 4 – SCOPE OF WORK

SECTION 5 – DOCUMENTS

SECTION 6 – TERMS AND CONDITIONS

SECTION 7 – CONTRACT DOCUMENTS

SECTION 8 – PRICING FORMS

Price Proposal Form – HVAC Services Section 3 Action Plan Section 3 Contractor Compliance Agreement

APPENDIX: HUD FORMS

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REQUEST FOR PROPOSAL

#26-1021

THE ABOVE NUMBER MUST APPEAR ON ALL RESPONSES AND RELATED CORRESPONDENCE.

Issue Date: October 22, 2026 THIS IS NOT AN ORDER

Bid documents may be obtained through the Housing Agency Marketplace eProcurement website at ha.internationaleprocurement.com. (no www.)

All proposal responses must be submitted through the Housing Agency Marketplace eProcurement website and shall be based upon and in conformity with the specifications herein.

Pre-Bid Meeting

November 5, 2026 at 10:00 AM Central On-line via Microsoft TEAMS meeting Join:

https://teams.microsoft.com/meet/221422332029194?p=wS0mR3IsVgz3o1xfcJ Meeting ID: 221 422 332 029 194

Passcode: 5Gz9Ee7X

Proposal Due Date November 20, 2026 by 3:00PM Pacific Time

Contact:

Karen Pointer, Procurement Manager procurement@hakc.org

816-968-4269 https://teams.microsoft.com/meet/221422332029194?p=wS0mR3IsVgz3o1xfcJ mailto:procurement@hakc.org

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SECTION 1 – INTRODUCTION

The Housing Authority of Kansas City Missouri (HAKC) is organized under the laws of the State of Missouri. It owns and operates over 1,700 units of conventional public housing in multifamily and single-family sites through the city and provides rental assistance subsidies to approximately 7,500 households under the Section 8 Housing Assistance Payment Program.

The Mission of the Housing Authority of Kansas City Missouri is to develop, rehabilitate and manage decent, safe and sanitary affordable housing in a manner that promotes equal opportunity and fair housing. HAKC is committed to maintaining its developments as affordable housing assets that can meet the needs of low-income households in the long term and serve as viable community resources.

Purpose

The Housing Authority of Kansas City, Missouri (HAKC) seeks qualified HVAC contractors to provide comprehensive HVAC asset management, preventive maintenance, repair, emergency response, controls support, and replacement services for residential, multifamily, high-rise, and commercial properties owned and operated by HAKC.

The intent of this contract is to ensure safe, reliable, efficient operation of HVAC systems while supporting long-term capital planning and regulatory compliance.

HAKC reserves the right to award this contract to one Respondent or make multiple awards.

Your response to the Scope of Services must be complete, as it will become part of any contractual agreement. We appreciate the investment of time and resources firms are making by participating in this process. All submitted proposals shall be evaluated for responsiveness to the requirements of the Request for Proposal (“RFP”). Those submissions not in accordance with the RFP shall be deemed non-responsive and eliminated from further evaluation.

SECTION 2 – INSTRUCTIONS TO BIDDERS

All inquiries and/or questions must be submitted via the HAKC’s E-Procurement Vendor Portal at the following link: https://ha.internationaleprocurement.com/requests.html?company_id=9651

HAKC will receive requests for additional information and/or clarification related to this solicitation no later than November 9, 2026.

Responses to questions will be issued in writing to all known prospective bidders through an addendum. Addenda(s) shall be considered part of this solicitation. Bidders are responsible for monitoring HAKC’s procurement site and acknowledging receipt of all addenda with their bid submission.

A Pre-Bid meeting is scheduled for November 5, 2026 at 10:00AM via TEAMs meeting link provided on Page 2. Attendance is not mandatory but highly recommended. The purpose of the meeting is to provide clarification of the solicitation requirements and to allow potential bidders to ask questions.

Statements made during the meeting are not binding unless confirmed by written addendum.

The deadline for proposal submission is November 20, 2026 by 3:00PM Pacific Time.

An acceptable response shall consist of all required documents as identified within the RFP.

Responses shall include all required documents and fee information to be submitted electronically through the Housing Agency Marketplace eProcurement website prior to the submission deadline.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Flinkprotect.cudasvc.com%2Furl%3Fa%3Dhttps%253a%252f%252fha.internationaleprocurement.com%252frequests.html%253fcompany_id%253d9651%26c%3DE%2C1%2CCMPl_FXiDa_zqPKHnjR7nJZsulxvkbTyg6ykKS9ljiqBBFgtOdRthKZWHumQsCfgZ_zmOWFYG208wgeg5Earh0a6se4pfC_UEE-ekdoyS0oLeehh%26typo%3D1&data=05%7C02%7Ckpointer%40hakc.org%7Ce4645732bd2a40d0fecc08dea6f7d916%7C4dc0a2a1874e4082840f945472c31902%7C0%7C0%7C639131780891964427%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=NWeQe%2BUlsdeD80n%2Fi28CQM7znJT320lS4Jh6o8ja7PM%3D&reserved=0

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The proposer shall be responsible for ensuring that all required documents have been properly uploaded and submitted through the portal prior to the deadline.

Late submissions will be considered non-responsive and will not be evaluated.

HAKC reserves the right to reject any or all bids, to waive minor informalities or irregularities, and to accept any bid deemed to be in the best interest of the Authority.

Future work may be assigned in accordance with HAKC procurement requirements, operational needs, contractor availability, pricing, past performance, emergency conditions, and other factors relevant to the specific assignment.

Section 3 Program Requirements - All Respondents When Section 3 applies to the anticipated work, review the Section 3 requirements in Section 6.12 and complete the Section 3 Action Plan and Section 3 Contractor Compliance Agreement included with this solicitation. HAKC may request estimated workforce information when needed to evaluate or administer Section 3 requirements.

Minimally address the following:

(1) Indicate whether the Respondent qualifies as a Section 3 Business Concern, if applicable, and provide supporting documentation reasonably requested by HAKC;

(2) Provide a detailed description of the hiring plan for HAKC program participants, including the number and type of jobs to be provided and the number and type of training opportunities to be provided;

(3) Provide a detailed description of the training plan for HAKC program participants, including whether interns will be contracted or if and training Section 3 residents.

See Section 6.12 of this Solicitation for an explanation of points systems for award preferences regarding Section 3 specifically.

SECTION 3 – PROCUREMENT SCHEDULE

RFP Issuance Date October 22, 2026

Pre-Proposal Meeting November 5, 2026 at 10:00 AM

Via TEAMS meeting Deadline for Submission of

Inquiries/Questions

November 9, 2026

Proposals Due November 20, 2026 by 3:00PM Pacific

Contract Award(s) December 2026

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SECTION 4 – SCOPE OF WORK

The Scope of Work is intended to establish a comprehensive HVAC Asset Management Program that supports HAKC’s residential, multifamily, high-rise, and commercial facilities while improving reliability, budgeting accuracy, regulatory compliance, and long-term capital planning.

PROPERTY PORTFOLIO

The contractor shall provide services for properties that may include:

• High-rise residential buildings

• Mid-rise apartment buildings

• Multifamily walk-up buildings

• Single-family homes

• Townhomes

• Administrative offices

• Community centers

• Maintenance facilities

• Commercial and mixed-use facilities

HAKC currently manages approximately 1,750 housing units and related facilities. Equipment quantities may increase or decrease during the contract term.

EQUIPMENT COVERED UNDER THIS CONTRACT

The contractor shall be capable of servicing, maintaining, diagnosing, repairing, and replacing all HVAC-related equipment including but not limited to:

Residential Systems

• Split-system air conditioners

• Heat pumps

• Gas furnaces

• Electric furnaces

• PTAC units

• Mini-split systems

• Through-wall units

• Condensing units

• Air handlers

• Thermostats

• Ventilation systems

• Exhaust fans

• Dryer exhaust systems

Commercial Systems

• Rooftop units (RTUs)

• Make-up air units

• Unit ventilators

• Variable Air Volume (VAV) systems

• Energy Recovery Ventilators (ERVs)

• Dedicated Outdoor Air Systems (DOAS)

• Building Automation Systems (BAS)

• Direct Digital Controls (DDC)

Central Plant Equipment

• Chillers

• Cooling towers

• Boilers

• Hydronic pumps

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• Condenser water pumps

• Hot water pumps

• Expansion tanks

• Heat exchangers

• Air separators

• Glycol systems

• Associated piping and controls

CONTRACT SERVICE CATEGORIES

Services shall be divided into the following categories.

A. Preventive Maintenance Scheduled maintenance inspections and servicing.

B. Diagnostic and Repair Services Troubleshooting and repair of HVAC equipment.

C. Emergency Services 24-hour emergency response.

D. Capital Repairs Major component replacement and system rehabilitation.

E. Equipment Replacement Full system replacement and installation services.

F. Building Automation and Controls Maintenance and programming support for HVAC control systems.

PREVENTIVE MAINTENANCE REQUIREMENTS

Contractor shall provide all labor, materials, tools, testing equipment, and transportation necessary to perform preventive maintenance.

Split Systems, Heat Pumps, Furnaces

Semi-Annual

• Replace or clean filters

• Inspect coils

• Check refrigerant charge

• Verify electrical connections

• Inspect condensate systems

• Verify thermostat operation

• Measure temperature differential

• Inspect blower assemblies

• Inspect safety devices

Rooftop Units

Quarterly

• Replace filters

• Inspect belts and pulleys

• Lubricate bearings

• Verify economizer operation

• Check refrigerant levels

• Inspect electrical components

• Inspect controls

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Boilers Three Times Annually

• Pre-season startup

• Mid-season inspection

• End-of-season shutdown, services shall include:

o Combustion analysis o Burner inspection o Safety testing o Control calibration o Expansion tank inspection o Pump inspection

Chillers

Seasonal

• Startup service

• Shutdown service, services shall include:

o Oil analysis o Refrigerant analysis o Vibration analysis o Performance testing o Control verification

Cooling Towers

Quarterly During Operation

• Basin cleaning

• Water treatment verification

• Fan inspection

• Motor inspection

• Belt inspection

• Drift eliminator inspection

EMERGENCY RESPONSE REQUIREMENTS

Contractor shall maintain 24-hour emergency service capability.

Priority 1 – Emergency

Response Time: One (1) Hour Examples:

• No heat when outside temperature is below 40°F

• No cooling in senior or disabled housing during excessive heat

• Boiler outage

• Chiller outage

• Refrigerant leak

• Gas leak

• Electrical hazard

• Flooding caused by HVAC equipment

Priority 2 – Urgent

Response Time: Four (4) Hours Examples:

• Single unit HVAC failure

• Loss of ventilation

• Water leaks

Priority 3 – Routine

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Response Time: Forty-Eight (48) Hours Examples:

• Minor repairs

• Comfort complaints

• Non-critical service requests

TEMPORARY CLIMATE CONTROL

The contractor shall have the capability to provide temporary climate control equipment when permanent equipment cannot be restored within 24 hours.

Equipment may include:

• Portable cooling units

• Temporary boilers

• Temporary heaters

• Temporary chillers

• Temporary pumps

• Temporary generators as required

Contractor shall provide pricing schedules for temporary equipment.

BUILDING AUTOMATION SYSTEMS

Contractor shall demonstrate capability to maintain and troubleshoot HVAC controls and automation systems including:

• BACnet

• Johnson Controls

• Trane Tracer

• Carrier i-Vu

• Honeywell

• Siemens

• Standalone DDC systems

Services include:

• Programming

• Point verification

• Alarm troubleshooting

• Sensor replacement

• Network diagnostics

• Trend analysis

REFRIGERANT MANAGEMENT

Contractor shall comply with all EPA regulations.

Contractor shall:

• Maintain EPA 608 certification

• Recover refrigerant

• Document refrigerant additions

• Document refrigerant removals

• Maintain leak logs

• Provide annual refrigerant reports

• Notify HAKC of systems impacted by refrigerant phase-outs

ASSET CONDITION ASSESSMENTS

Contractor shall perform annual equipment condition assessments.

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Each asset shall receive a condition rating:

Rating Definition Good Operating normally Fair Functional but aging Poor Frequent repairs required Critical Replacement recommended

Assessment reports shall include:

• Equipment age

• Remaining useful life

• Major deficiencies

• Repair history

• Estimated replacement cost

• Energy efficiency concerns

• Safety concerns

SERVICE DOCUMENTATION

Contractor shall submit electronic service reports within 24 hours of service completion.

Reports shall include:

• Property name

• Asset number

• Equipment type

• Technician name

• Arrival and departure times

• Labor hours

• Parts installed

• Refrigerant usage

• Findings

• Recommendations

• Photos when applicable

STAFFING AND QUALIFICATIONS

All technicians shall possess:

Required

• EPA 608 Universal Certification

• OSHA 10 Certification

• Minimum three (3) years field experience Supervisors

• OSHA 30 Certification

• Minimum five (5) years supervisory experience Preferred Factory certifications from:

• Trane

• Carrier

• York

• Daikin

• Mitsubishi

• Lennox

• Multistack

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PRICING STRUCTURE

Contractor shall submit pricing for:

Preventive Maintenance

• Annual lump sum pricing by equipment type Service Labor Rates

• Apprentice Technician

• Journeyman Technician

• Senior Technician

• Controls Technician Emergency Labor Rates

• Regular Hours

• Overtime

• Weekend

• Holiday Material Markups Maximum allowable markups:

• Parts

• Equipment

• Subcontractors

Rental equipment markups shall not be permitted.

CAPITAL REPAIR AND REPLACEMENT SERVICES

Contractor shall provide quotations for:

• Compressor replacement

• Heat exchanger replacement

• Coil replacement

• Boiler rehabilitation

• Chiller rehabilitation

• RTU replacement

• Furnace replacement

• Condensing unit replacement

• BAS upgrades

All replacement recommendations shall include:

• Existing condition

• Repair versus replacement analysis

• Energy savings opportunities

• Expected useful life

• Budget cost estimate

DELIVERABLES

The contractor shall provide:

1. Preventive maintenance schedules

2. Service reports

3. Emergency response logs

4. Refrigerant compliance reports

5. Annual asset condition assessments

6. Capital planning recommendations

7. Equipment inventory updates

8. Warranty tracking reports

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SECTION 5 – DOCUMENTS

Below is a list of documents provided within this RFP, BOLD indicates forms required to be completed and submitted with the bid:

1. Notarized Non-Collusive Affidavit

2. Notarized Release of Information

3. Joint Venture Questionnaire

4. References (similar projects)

5. Listing of Proposed Subcontractors

6. Statement of Qualifications

7. Section 3 Action Plan

8. Section 3 Agreement

9. Price – Bid Form(s)

10. HUD 5370-C General Conditions for Non-Construction

11. HUD 5369-B Instructions to Offerors for Non-Construction

12. HUD 5369-C Certification and Representation of Offerors for Non- Construction

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Non-Collusive Affidavit being first duly sworn, deposes and says:

That he is .

(Partner, Officer of Firm, Corp., etc.)

The party making the foregoing proposal or bid and attests to the following:

1. That no part of the contract price received by affiant was paid or will be paid to any person, or corporation, firm association, or other organization for soliciting the contract, other than the payment of their normal compensation to persons regularly employed by the affiant who services in connection with the construction of the public building or project were in the regular course of their duties for affiant: and

2. That such proposal or bid is genuine and not collusive or sham; that said bidder has not colluded, conspired, connived or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding, and has not in any manner directly or indirectly, sought by agreement or collusion, or communication or conference, with any person, to fix the bid price of affiant or of any other bidder, or to fix an overhead, profit or cost element of said bid price, or of that of any other bidder, or to secure any advantage against the Housing Authority of Kansas City, Missouri or any person interested in the proposed contract; and that all statements in said proposal or bid are true.

(Name of Firm)

(Signature of Bidder)

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Authorized Release of Information

The undersigned hereby authorizes and request any person, firm or corporation to furnish any information requested by the Housing Authority of Kansas City, Missouri in verification of the recitals comprising this day of , 20 .

Name of Contractor:

By:

Title:

STATE OF )

) SS

COUNTY OF )

_ being duly sworn, deposes and says that he is of and that the answers to the foregoing questions and all statements therein contained are true and correct.

Signature: _________________________________

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Joint Venture Questionnaire

The following questionnaire must be fully completed and submitted concurrently with the Contractor’s Statement of Occupation by all Contractors submitted as a joint venture.

Names of Firms involved in the Joint Venture:

1. Specify the percent of Minority Business Enterprise/Women Business enterprise (MBE/WBE) ownership in terms of profit and loss sharing.

2. Describe the Capital Contributions by each Joint Venturer.

3. Describe the financial controls of the Joint Venture: Who will keep the books, how will expenses to be reimbursed what is the authority of each Joint Venturer to commit to obligate the others?

4. Explain the relationship of ownership, options for ownership or loans between the Joint Venturers.

5. How and by whom will the on-site work be supervised?

6. Who will be responsible for material purchases and how will the purchases be financed?

7. Who will provide the equipment, the estimated cost thereof and how will the equipment be financed?

8. If applicable, how and from whom will bonding be acquired; insurance; name of company(s) providing bonding and insurance.

9. Describe the experience and business qualifications of each Joint Venturer.

10. Submit copies of any Joint Venture Agreement.

Signature of Affiant Date

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Reference Form (Duplicate as needed – 3 Required* of Similar Work)

Bidder Company/For:

Name of Reference:

Address:

City: State: Zip:

Contact Person:

Phone:

Email:

Contract Value:

Dates of Contract:

Scope of Contract:

Failure to provide required references may result in removal from consideration for contract award.

THIS SPACE FOR HAKC USE ONLY

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General References

BANKS

Name Address Phone Account #

TRADE

Name Address Phone Account #

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Listing of Proposed Subcontractors

Proposed Subcontractor #1:

Proposed Subcontractor #2:

Proposed Subcontractor #3:

City: State: Zip :

Proposed Subcontractor #4:

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Statement of Qualifications

All questions must be answered in a clear and comprehensive manner. If necessary, questions may be answered on separate attached sheet(s).

1. Name of Company:

City/State/Zip:

Telephone Number:

Fax Number:

2. Name of Owner(s):

City/State/Zip:

Telephone Number:

3. Date Company was Established:

4. Are you a Sole Proprietorship?

Partnership?

Joint Venture?

Corporation?

If a corporation, please enclose a copy of corporation papers and corporate seal.

5. How Many years have you been engaged in business under your present firm or trade name?

6. Give the name and address of any other contract firm under which the owners or partners have operated. Include dates:

NAME ADDRESS DATE

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7. Current contracts: (Give name, address, phone number, amount of each contract, and appropriate anticipated date of starting and completion.)

NAME ADDRESS PHONE AMOUNT START COMPLETE

8. General scope of work performed by your Company, (i.e., general contracting, specialty in any trade).

9. Are you minority owned? . If so, are you certified as an MBE/WBE with the City or State? . Section 3 certified? .

If yes, please attach a copy of this certification. Resident owned business? .

10. If so, provide the information below:

NAME % of OWNERSHIP RACE SEX TITLE

11. Have you ever failed to complete any work awarded to you? If so, when, where and why?

12. Have you ever defaulted on a contract? If so, when, where and why?

13. List the more important projects recently completed by your company, stating the approximate cost for each, and the month and year completed. Include the name, address and phone number of each party.

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NAME ADDRESS PHONE AMOUNT START COMPLETE

14. List name, address, background, and experience of the principal members of your organization, including the officers (if needed, use additional sheets).

NAME ADDRESS BACKGROUND EXPERIENCE

15. Has the company ever been party to or involved in any action related to discrimination based upon race, nationality, sex, or religion? If so, give full details:

16. Federal I.D. Number:

17. Insurance Company:

Amount of Insurance:

Attach a copy of the insurance certificate.

(At contract signing a copy of the insurance certificate showing the Housing Authority of Kansas City, Missouri as Additional Insured will be required)

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General Proposal Requirements Respondent(s) must provide all information outlined in the Evaluation Factors (as defined below) for the Respondent’s proposal to be considered responsive. The quality of answers rather than length of responses to this RFP is important.

Proposals should be clear, concise, and organized in the order requested below.

Proposals received in response to this Request for Proposals will be reviewed by an evaluation committee and overall best value to HAKC.

HAKC reserves the right to reject any proposal that is incomplete, non-responsive, submitted without the required forms, or submitted by a Proposer determined not responsible.

Proposal Organization – Evaluation Criteria and max point ratings

Proposals shall be organized into the following sections, in the order listed below:

A. Experience and Qualifications (25 Points) B. Past Performance (20 Points) C. Staffing Plan/Methodology (15 Points) D. References (10 Points) E. Section 3 Program (10 Points) F. Cost Proposal (20 Points)

Maximum Score (100 Points)

Clarifications / Interviews HAKC reserves the right to request clarifications, supplemental information, interviews, presentations, site visits, or revised pricing from one or more Proposers.

Award Determination Following completion of the evaluation process, HAKC intends to establish a pool of qualified contractors to perform the services.

Placement on the contractor pool does not guarantee any minimum quantity of work, contract value, or future assignments.

Future work may be assigned in accordance with HAKC procurement requirements, operational needs, contractor availability, pricing, past performance, emergency conditions, and other factors relevant to the specific assignment.

Experience with HUD Section 3 and Section 3 Plan Describe the Respondent’s experience with applicable HUD Section 3 requirements and results achieved. When Section 3 applies, complete the forms included at the end of this solicitation:

Attachment J – Section 3 Action Plan and Attachment K – Section 3 Contractor Compliance Agreement.

The Section 3 Contractor Compliance Agreement should be read in its entirety before completing the Section 3 action plan since it provides details about HAKC’s Section 3 policy.

See Section 6.12 of this Solicitation for an explanation of points systems for Section 3 specifically.

Minority/Women / Business Enterprise (M/WBE) Participation by minority and women-owned business enterprises (“M/WBE”) is an important goal of HAKC. To that end, Respondents should review HAKC’s M/WBE requirements of this solicitation for further information on HAKC’s policy regarding M/WBE participation.

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No Bid Reply Form

HOUSING AUTHORITY OF KANSAS CITY (HAKC)

RFP #26-1021

To assist us in obtaining good competition on our Request for Proposal (RFP), we ask that each firm that has received an invitation, but does not wish to propose, state their reason(s) below and return to the Procurement department via email with the subject line “RFP #26-1021.”

This information will not preclude receipt of future invitations unless you request removal from the Bidders’ List by indicating below.

Unfortunately, we must offer a “No Bid” at this time because:

____ 1. We do not wish to participate in the bid process.

____ 2. We do not wish to propose under the terms and conditions of the Invitation for Bid. Our objections are:

____ 3. We do not feel we can be competitive.

____ 4. We do not provide the services on which Bids are requested.

____ 5. Other:

____ We wish to remain on the Bidders’ list for these services.

____ We wish to be removed from the Bidders’ list for these services.

FIRM NAME SIGNATURE

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SECTION 6 – TERMS AND CONDITIONS

1. CONTRACT TERM

Contracts awarded from proposals received in response to this solicitation will have an initial term of two (2) years, with the option to extend, HAKC’s sole discretion, for three (3) additional one (1) year option terms, for a potential maximum term of five (5) years.

2. TYPE OF CONTRACT

HAKC intends to award an Indefinite Delivery Indefinite Quantity Contract (IDIQ) contract for services as specified in the Scope of Services in accordance with the accepted Price Proposal.

3. TAXES

HAKC is a sales tax-exempt entity. Copies of the sales tax exemption information will be provided to the successful bidder on request. The contractor shall not include in the bid amount, any taxes chargeable against the performance of the work.

4. CHARACTER OF WORKMEN AND WORK

At all times, the contractor shall be responsible for the conduct and discipline of his employees and/or any subcontractor or persons employed by subcontractors. All workers must have sufficient knowledge, skill, and experience to perform the work assigned to them properly.

5. ASSIGNMENT OF THE CONTRACT

The contractor shall not enter into any sub-contracts, retain consultants, or assign, transfer, convey or otherwise dispose of the ensuing contract or any or all of its rights, title or interest, or its power to execute such contract to any person, company, or corporation without the written consent of HAKC.

6. PROVISION FOR CHANGES OR AMENDMENTS

If at any time HAKC desires to expand, alter or terminate a portion of the Scope of Services, as defined herein, the contract will be amended to reflect these changes at costs or deductions acceptable to both parties. HAKC shall provide thirty (30) days prior written notice to the contractor for any changes to the Scope of Services. The contractor shall not hold HAKC responsible for termination due to no fault of

HAKC.

As it relates to the foregoing paragraph, all directions to the contractor, and all changes or amendments to the project or scope of work between the contractor and the HAKC must come through the Project Manager, Brad Valentine at 816-968-4175.

7. COMPENSATION and PAYMENT

Compensation for services performed under this solicitation shall be based on the Contractor’s submitted pricing, as accepted or subsequently negotiated by HAKC, and as authorized through a work order or written contract.

Unless otherwise specified:

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• Payments will be made on a Net 30 basis following receipt and approval of a properly submitted invoice.

• Invoices must include sufficient detail to support all charges, including labor, materials, approved markups, dates of service, location of work performed, and any other documentation reasonably requested by HAKC.

• HAKC reserves the right to withhold payment for unsatisfactory, defective, unauthorized, incomplete, or non-conforming work until such issues are resolved to HAKC’s satisfaction.

• HAKC’s payment method is Electronic Funds Transfer (EFT). Contractors selected for roster placement or award will be required to complete an EFT payment form of bank information.

8. CONTRACTOR RESPONSIBILITY

Contractor(s) shall furnish all labor, materials and supervision required to provide As-needed On-Call General Maintenance and Repair Services as stated within the scope of services.

9. SUBCONTRACTING

Subcontracting related to any work assignment, task order, Purchase Order, or contract issued under this vendor roster shall be subject to HAKC’s review and approval.

Proposers are encouraged to identify in their proposal any subcontractors or trade partners they customarily use; however, inclusion of such information does not constitute automatic approval for future assignments.

Unless otherwise authorized in writing by HAKC:

• The Contractor shall not subcontract all or substantially all of any awarded work.

• The Contractor shall remain the primary party responsible for management, coordination, supervision, scheduling, and completion of the work.

• All subcontractors must possess all licenses, registrations, certifications, insurance, and qualifications required for the services they perform.

• Any subcontractor performing specialty trade work must be properly licensed in accordance with applicable law.

• Use of a subcontractor shall not relieve the Contractor of any duty, obligation, warranty, or liability under the applicable Purchase Order, task order, or contract.

10. ACCEPTANCE of TERMS

Submission of a bid constitutes acknowledgement and acceptance of all terms, conditions and requirements of this solicitation, unless specifically noted otherwise in the bid.

11. COMPLIANCE with LAWS & REGULATIONS

The selected bidder shall comply with all applicable federal, state and local laws, regulations, and requirements, including but not limited to State, Federal and HUD regulations as well as HAKC policies.

12. SECTION 3 PROGRAM REQUIREMENTS – (All Respondents)

Section 3 applies when an assignment is funded by HUD assistance subject to Section 3 of the Housing and Urban Development Act of 1968, as amended, and 24 CFR Part 75.

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Because this is an IDIQ roster that may support work using different funding sources, HAKC will identify Section 3 applicability and any assignment-specific reporting requirements in the applicable task order, purchase order, contract, or written notice. Contractors and subcontractors performing Section 3-covered work shall cooperate with HAKC in meeting applicable labor-hour tracking, prioritization, recordkeeping, and reporting requirements. This includes the contractor to present a list, of the number of total labor hours, Section 3 worker labor hours, and Targeted Section 3 worker labor hours expected to be generated from the contract and a list of projected number of available positions.

For applicable Section 3 projects, the current HUD benchmarks are:

• 25% or more of the total labor hours must be performed by Section 3 Workers; and

• 5% or more of the total labor hours must be performed by Targeted Section 3 Workers.

Contractors and subcontractors will:

1. Incur all costs required for compliance with the applicable regulations.

2. Be subject to HAKC monitoring for compliance, and

3. Accept any applicable penalties for non-compliance.

For work that applies to Section 3-covered, the proposer must comply with Section 3 requirements and submit the Section 3 Action Plan and Section 3 Agreement. Contractors and subcontractors shall maintain and provide required labor-hour and other Section 3 documentation to HAKC for monitoring and reporting purposes.

Please consult Tamara Thierry, Section 3 Coordinator at 816-968-4299 or tthierry@hakc.org for additional information or assistance with the completion of your Section 3 Compliance Agreement and/or Section 3 Action Plan.

HAKC believes that Section 3 is an effective tool for advancing economic development and self-sufficiency opportunities for public housing residents. HAKC requires the contractor to emphasize resident hiring for new positions required because of this contract. See “Section 3 FAQ” link for definitions as well as additional information on compliance with Section 3 requirement.

https://www.hudexchange.info/search/?dsp=&ct=FAQs&collection=&q=section+3+faq

SECTION 3/RESIDENT HIRING

Experience and success in training and hiring residents to achieve maximum benefit from implementation of the development plan:

Section 3 Evaluation/Ratings Criteria: (Maximum 15 points)

1. Hiring Section 3 Residents- 5 Points

2. Contracting to Section 3 Business Concerns- 5 Points

3. Other Economic Opportunities- 3 Points

4. Past Performance- 2 Points

13. Small Minority/Women Owned and other Business Enterprise

A minority-owned business is defined as a business that is at least 51 percent owned by one or more minority group members.

HAKC shall make feasible efforts to ensure that small businesses, minority-owned businesses, women-owned businesses, veteran-owned businesses, and businesses located in labor surplus areas are provided opportunities to participate in and be considered for contract awards, consistent with applicable federal procurement requirements.

mailto:tthierry@hakc.org https://www.hudexchange.info/search/?dsp=&ct=FAQs&collection=&q=section+3+faq

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14. INSURANCE, BONDING AND HOLD HARMLESS AGREEMENT

Prior to contract award, Contractors must provide a Certificate of Insurance evidencing coverage that meets or exceeds the requirements below. The Housing Authority of Kansas City, Missouri shall be shown as Certificate Holder and, where required by the applicable policy and contract.

Liability/Bodily Injury

General:

a) Three million dollars ($3,000,000) for all claims arising out of a single occurrence.

b) Five hundred thousand dollars ($500,000) for any person in a single accident or occurrence.

Property Damage:

c) Five hundred thousand dollars ($500,000) for each occurrence.

Auto:

d) Five hundred thousand dollars ($500,000) each person

e) Five hundred thousand dollars ($500,000) each occurrence

Property Damage

f) Five hundred thousand dollars ($500,000) for each occurrence

Worker’s Compensation:

g) Policy shall contain limits > the policy limits required by state or federal law, and not less than: Five hundred thousand dollars ($500,000) per accident. In addition, the contractor agrees that it will indemnify and hold HAKC harmless for any acts, including acts of negligence, on the part of the contractor’s agents or employees and from any and all claims on or about the premises resulting from the acts, including acts of negligence, of the contractor, its employees, or agents. The contractor shall investigate and furnish HAKC with full reports on all accidents, claims and potential claims for damages relating to the services provided under this contract, and will cooperate fully with HAKC and its’ agents in connection with all claims.

15. Bonding For projects at or greater than $50,000.00 a bid/payment/performance bonds will be required only for individual construction task orders when applicable under the governing funding/procurement requirements.

16. PREVAILING WAGE

DAVIS BACON AND RELATED ACTS REQUIREMENTS

Labor standards will apply on an assignment-by-assignment basis according to the nature of the work, funding source, contract value, and applicable law. For any task order subject to the Davis-Bacon Act or a Davis-Bacon Related Act (construction related), HAKC will identify and incorporate the applicable wage determination and required labor standards clauses into the task order or contract before work begins. Contractors and subcontractors shall comply with all incorporated wage, payroll, recordkeeping, and posting requirements.

MCNAMARA – O’HARA SERVICE CONTRACT ACT

Where applicable, the Contractor shall comply with the McNamara-O’Hara Service Contract Act / Service Contract Labor Standards, 41 U.S.C. § 6701 et seq., and 29 CFR Part 4. HAKC will incorporate any required wage determination into the applicable covered assignment. The Act generally applies to covered federal service contracts exceeding $2,500; applicability to HAKC task orders will be determined by the governing funding and contract requirements. Please see applicable Prevailing Wage Determination.

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17. Evaluation of Proposals

Evaluation and Selection:

All proposals will be evaluated by an Evaluation Committee using the criteria set forth below.

Respondents receiving the highest ratings under the established scoring criteria may be recommended as capable of providing the required services in a manner advantageous to HAKC.

Relative Importance of Technical and Cost/Price Factors

HAKC may award a contract to a respondent other than the respondent offering the lowest price. If two or more proposals are determined to be technically equivalent, evaluated cost or price will become the primary factor in determining which proposal is most responsive.

A respondent's proposed price must:

• Be reasonable;

• Be consistent with the proposed technical approach; and

• Adequately reflect the scope and quality of the proposed products or services.

The combined merit of the technical evaluation factors identified below will be more important than cost or price in selecting a contractor.

Evaluation Criteria:

Respondents are required to respond thoroughly to each of the following evaluation factors, with focus on providing answers that are both clear and concise. If any requirement listed cannot be met, full disclosure must be given, along with an explanation and proposed alternative, if appropriate.

The following evaluation factors will be used in determining the competitive range, with a total possible score of 100 points. Proposals will be evaluated based on the following Evaluation Criteria/Factors. The maximum points that shall be awarded for each of the factors as described below:

Criteria Maximum Points

Experience and Qualifications

1. Provide a description of the Respondent’s organization.

2. Describe and provide details of experience in the operation, preventive maintenance, repair, and cleaning of HVAC equipment.

3. Outline the anticipated approach/engagement for each element of work identified in the Scope of Services. The outlined approach/engagement should be consistent with the objectives and requirements set forth in the RFP and should address how services will be immediately provided upon execution of a contract.

4. Successful performance on similar engagements with public sector, HUD-funded, or affordable housing clients if applicable.

Past Performance The Respondent must demonstrate that it has Experience and Qualifications. In response to the Past Performance evaluation factor, please provide the following:

1. Respondents must have a minimum of 5 years of experience performing services of comparable size, scope, and complexity as described within this solicitation.

2. Respondents must have performed a minimum of 3 projects with either public housing agencies, government entities, municipalities and or private entities of similar size and scope.

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Staffing Plan/Methodology In response to the staffing plan/methodology evaluation factor, please provide the following:

1. Narrative of capability to provide the scope of services;

2. Key personnel qualifications, certifications & industry affiliations

3. Provide documentation to substantiate experience in the resume(s) of all persons who would work on matters if awarded.

References The factors will be evaluation based on evidence of the following up to maximum five points per reference as follows:

1. Quality of Work

2. Consistency with Performance

SECTION 3 Program Section 3 will be evaluated based on the proposed Section 3 Plan as follows:

1. Hiring Section 3 Residents- 5 Points

2. Contracting to Section 3 Business Concerns- 5 Points

3. Other Economic Opportunities- 3 Points

4. Past Performance- 2 Points

Cost Proposal HAKC will perform a cost analysis of the Respondent’s cost proposal. The cost analysis will allow HAKC to determine the reasonableness of the proposed contract cost. Provide pricing that is consistent with the Scope of Services for each year of services proposed.

MAXIMUM TOTAL POSSIBLE POINTS 100

SECTION 7 – CONTRACT DOCUMENTS

The contract resulting from this solicitation shall include, at a minimum, the following:

• Executed Agreement

• Scope of Work / Scope of Services Exhibit

• Pricing / Compensation Exhibit

• Insurance Requirements Exhibit

• HAKC General Conditions

• Any applicable HUD-required forms and provisions

• All addenda issued for this solicitation

• The proposer’s submitted proposal (as accepted or negotiated)

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SECTION 8 – PRICING FORMS

RFP 26-1021

The Bidder understands that the HAKC reserves the right to reject any or all bids, to waive minor informalities in any bid, to award the contract in the Documents by mutual agreement with the successful bidder.

The Bidder agrees to deliver to the HAKC the Certification of Insurance, Representations, Certifications and Other Statements, HUD-5369/HUD-5369-C (as applicable).

Name of Firm Street Address

Telephone Number City, State, Zip Code

Federal Tax ID Number Authorized Officer/Title

Date Signature

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Pricing Form – Preventative Maintenance HVAC Equipment List

Property Property Units Populatio n Types of Housing

HVAC Preventative Maintenance Lump Sum Price

Brush Creek 1800 Cleaver II

135 units ranging in sizes from one-bedroom and two-bedroom

Senior/Disab led

High-Rise 4 Fulton pulse boilers, modular chiller and cooling tower for hydronic heating and cooling with 150 air handlers in each unit and common spaces, Modbus BAS system

Pemberton Heights 3710 E. 51st St.

120 units ranging in sizes from one-bedroom and two-bedroom

Senior/Disa bled

High-Rise 2 Condensing boilers, chiller and cooling tower for hydronic heating and cooling with 125 air handlers in each unit and common space, 1 DOAS, 1

PTAC

Dunbar Gardens 3392 Colorado

65 units ranging in sizes from studio, one bedroom and two-bedroom

Senior/Disa bled

Apartment Complex

Split systems (80%) efficiency in all 65 units and Community Center

Guinotte Manor 1200 E. 4th St.

219 units ranging in sizes from one bedroom, two-bedroom, three-bedroom and four-bedroom

Family Townhomes Spilt systems (80% efficiency) in all 219 units, 1 in laundry. 4 units (90% efficiency) in the Community Center.

Riverview Gardens 299 Paseo

232 units ranging in sizes from one bedroom, two-bedroom, three-bedroom, and four-bedroom

Family Apartment Complex

Spilt systems (mix 80% and 90% efficiency) in all 232 units and Community Center

Theron B. Watkins (North) 1301 Vine St.

74 units ranging in sizes from three-bedroom and four-bedroom

Family Townhomes Spilt systems (mix 80% and 90% efficiency) in 74 units. A Raytherm Hydronic boiler, five condensers, and air handlers at the Wayne Miner Community Center

Theron B. Watkins (South) 1301 Vine St.

210 units ranging in various bedroom sizes from one bedroom, two-bedroom, three-bedroom, four-bedroom, and five-bedroom

Family Apartment Complex

Spilt systems (mix 80% and 90% efficiency) in 210 units and a Mitsubishi mini-split system. 35 wall and ceiling units at Clymer Community Center

West Bluff 1210 West Bluff Dr.

100 units ranging in sizes from one bedroom, two-bedroom, three-bedroom, four-bedroom, and five-bedroom

Family Townhomes Spilt systems (90% efficiency) in all 100 units, laundry room and main office

Scattered Sites North Central South

411 single family and townhouse units ranging in various bedroom sizes North, Central and South

Family Duplexes, Townhom es, and Single- Family Homes

Split systems of various sizes North has 174 units Central has 131 units South has 106

HAKC Main Office 3822 Summit

2 Story office building Employee Office Spaces 1 Carrier Air Cooled 100-Ton Chiller, 2 Carrier DX 40-Ton Condensers, 1 Smith Sectional Boiler, 1 Mini Split, BAS

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Price Proposal Form – HVAC Services As-Needed Preventative Maintenance & Repairs

Proposer Name:

Proposer’s hourly rates shall include cost reimbursement for parts, materials, and incidentals plus a 10% mark up for the cost of parts and materials required to carry out any single repair on HVAC Systems.

Proposers shall factor a one-hour diagnostic trip charge for the first Service Call during After business hours per HAKC Property; all subsequent calls to property will be charged at After Business hourly rates for actual time of service.

1. LABOR RATES

Classification Standard

Hourly Rate

After Business Hourly Rate

Holiday Rate

Apprentice Technician $ $ $

Journeyman Technician $ $ $

Senior Technician $ $ $

Controls Technician $ $ $

Notes:

2. SERVICE CALL / TRIP CHARGES (if applicable)

Description Cost

Standard Service Call (Normal Business Hours) $

After-Hours Rate/per hour $

Minimum Billable Time (hours) __________ hours

3. PREMIUM TIME CONDITIONS

Standard Working Hours:

After-hours begins at:

Weekend rates apply on:

Holiday rates apply on:

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Additional notes on premium billing conditions (if any):

4. MATERIAL MARKUP

Category Markup (%)

Materials (at cost) %

Equipment Rental (if applicable) %

5. ADDITIONAL FEES (IF ANY)

6. CERTIFICATION

Authorized Signature:

Name/Title:

Date:

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Section 3 Action Plan

Regulatory reference: 24 CFR Part 75 and current HUD Section 3 benchmark guidance. Assignment-specific requirements will be identified based on funding source.

Overview:

HAKC requires this form to be completed and submitted with all Section 3-applicable contract proposals.

This document provides contractors with a structured approach to outline their strategies for meeting Section 3 obligations, ensuring the creation of employment and economic opportunities for low- and very-low-income individuals. For more detailed requirements, refer to the Section 3 Contractor Compliance Agreement.

Part I: Contract Details (Required) …………………………………………………………………… To enable HAKC to monitor compliance effectively and evaluate contractor performance, complete the following information:

Prime Contractor’s Name:

RFP/Contract Number:

Project Title:

Proposed Contract Value:

Start Date:

End Date:

Person Responsible for Section 3 Reporting:

Section 3 Reporting Contact’s Phone Number:

Section 3 Reporting Contact’s Email Address:

Part II: Hiring Requirements …………………………………………………………………… For Section 3-covered work, contractors shall support HAKC’s compliance with HUD labor-hour benchmarks and provide required labor-hour information. Current HUD benchmark goals are:

1. A minimum of 25% of the total labor hours worked on the project are performed by Section 3 Workers.

2. At least 5% of the total labor hours (within the 25%) are performed by Targeted Section 3 Workers.

Definitions:

Section 3 Worker: An individual who meets one or more of the following criteria:

• Meets the income-based Section 3 worker criteria under 24 CFR § 75.5, as documented in accordance with HUD requirements.

• Is employed by a Section 3 Business Concern; or

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Targeted Section 3 Worker: A subset of Section 3 Workers who meet one or more of the following criteria:

• Meets the applicable Targeted Section 3 Worker definition under 24 CFR Part 75 based on the assignment’s funding source and type of assistance.

• HAKC will identify any assignment-specific targeted-worker documentation requirements.

Note: For further clarification, consult HUD’s Section 3 regulations under 24 CFR Part 75.

Labor Hours Tracking:

Contractors must document the total labor hours worked by each job title or trade, and specify the labor hours contributed by Section 3 and Targeted Section 3 workers. The following table should be used to track and report labor hours:

Job Title/Trade

Total Labor

Hours on Project

Labor Hours by Section 3

Workers

Labor Hours by Targeted

Section 3

% by Section

3 Workers

% by

Targeted Section 3

Notes/Comments

Instructions:

1. Record the job title or trade and total labor hours worked for each position contributing to the project.

2. Document labor hours performed by Section 3 Workers and Targeted Section 3 Workers.

3. Calculate the percentages of total labor hours contributed by these workers to verify compliance.

4. Use the Notes/Comments column to provide explanations for any discrepancies or challenges in meeting benchmarks.

Contractors unable to meet these benchmarks must provide a detailed explanation and propose alternative economic opportunities, as outlined in Part IV.

Reporting Requirements:

Contractors are required to maintain detailed payroll records and clearly highlight Section 3 Workers and Targeted Section 3 Workers for each reporting period. These records must be included in monthly compliance reports submitted to HAKC to ensure transparency and facilitate verification of Section 3 labor hour benchmarks.

Part III: Subcontracting Requirements (Required) ………………………………………… Subcontractors must demonstrate compliance with Section 3 requirements through appropriate documentation. Contractors must:

• Prioritize subcontracting and contracting opportunities to Section 3 Business Concerns in accordance with

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24 CFR Part 75 and HAKC’s applicable Section 3 procedures.

• Document outreach and contracting efforts involving Section 3 Business Concerns when Section 3 applies.

Subcontractors must provide detailed documentation demonstrating compliance with Section 3 requirements, which must be submitted as part of the contractor's reporting. Failure to meet these benchmarks requires detailed justification and proposed alternative economic contributions.

Subcontractor Compliance Tracking:

Subcontractors Name Contact Information Contract Value Scope of Work

*If subcontracting goals are unmet, provide an explanation and complete Part IV: Alternative Economic Opportunities.

If contractors are unable to meet the…