RFP26-R004 Full Unit Turn_ Turnkey Make-Ready_ and Comprensive Unit Readiness Services.pdf

LMH Request for Proposals - Full Unit Turn, Turnkey Make-Ready, and Comprehensive Unit Readiness Services Page 1

LUCAS METROPOLITAN HOUSING AUTHORITY

REQUEST FOR PROPOSALS (RFP)

FULL UNIT TURN, TURNKEY MAKE-READY, AND

COMPREHENSIVE UNIT READINESS SERVICES

RFP No.: RFP26-R004

Issue Date: September 21, 2026

Pre-Proposal Conference (if any): October 01, 2026 at 11:00 AM (Eastern Time)

Proposals Due: October 19, 2026 at NO LATER than 03:00 PM (Eastern Time)

Questions Due: October 08, 2026 at NO LATER than 12:00 PM (Eastern Time)

Proposal Submission Method: Upload your proposal to the e-Procurement Housing Authority Marketplace or email to mbentley@lucasmha.org

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SOLICITATION AT A GLANCE

This summary is provided for convenience. The complete RFP, addenda, exhibits, and resulting contract control.

Item Summary

Primary need Establish qualified, reliable full-service contractors for complete unit assignments.

Primary services

Complete vacant unit turns, turnkey make-ready work, and other comprehensive residential corrective assignments requiring coordinated multi-trade performance.

Contractor responsibility One accountable prime for assessment, labor, materials, subcontractors, scheduling, quality control, inspection readiness, rework, and closeout.

Contract structure Multiple-award IDIQ/task-order contracts; no guaranteed volume.

Pricing Routine unit base prices, fixed adders, evaluated labor rates, and controlled written pricing for Heavy/Complex work.

Routine timelines Generally, 5 Business Days; up to 7 for larger or multilevel Routine units when stated in the task order.

Heavy/Complex timelines Generally, 7-10 Business Days or the task-order deadline.

Proposal flexibility Offerors identify the assignment, property, and unit types and the normal and surge capacity they can support.

Submission Combined electronic and paper proposal submission.

Important boundary Limited to comprehensive assignments with end-to-end prime-contractor responsibility. Discrete trades and partial bundles are covered by a separate LMH solicitation.

Contract term One-year base term with up to two one-year renewal options, subject to performance, funding, need, capacity, pricing, and LMH approval.

Proposal validity 120 calendar days after the proposal due date.

Key performance measures Acknowledgment, mobilization, completion, first-pass acceptance, documentation, resident protection, safety, licensing, warranty response, and rework.

Labor standards LMH identifies applicable HUD Maintenance Wage, Davis-Bacon, PLA, and related requirements before covered work begins.

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Table of Contents

1. INVITATION, PURPOSE, AND AUTHORITY

1.1. Invitation to Propose

1.2. Issuing Agency and Contact Information

1.3. Authority and Governing Requirements

1.4. Purpose and Procurement Objectives

1.5. Portfolio and Work Locations

1.6. Contract Term and Structure

1.7. Relationship to Other LMH Contracts and Procedures

2. GENERAL PROCUREMENT INFORMATION AND CONDITIONS

2.1. Procurement Method and Multiple Awards

2.2. No Guarantee and Non-Exclusivity

2.3. Proposal Submission Method

2.4. Questions, Addenda, and Interpretation

2.5. Funding and Availability

2.6. Federal Labor Standards and Project Labor Agreement

2.7. Collective Bargaining Considerations

2.8. Public Records and Confidential Information

2.9. Responsibility, Debarment, and Conflicts

2.10. Reservation of Rights

2.11. Definitions

3. SCOPE AND SERVICE CATEGORIES

3.1. General Scope

3.2. Service Category 1 - Full Unit Turn and Turnkey Make-Ready

3.3. Service Category 2 - Comprehensive Unit Readiness and Corrective Services

3.4. Single-Point Accountability

3.5. Self-Performed and Subcontracted Work

3.6. Property, Unit, and Assignment Selections

3.7. Excluded and Separately Procured Work

3.8. Relationship to Discrete Trade and Specialist Contracts

4. CLASSIFICATION, TASK ORDERS, AND SCOPE CONTROL

4.1. Written Task Order Required

4.2. Unit Information Supplied by Maintenance or Asset Management

4.3. Minimum Task Order Contents

4.4. Classification Framework

4.5. Contractor Assessment and Condition Verification

4.6. Scope Plan, Schedule, and Material Milestones

4.7. Unauthorized Work and Charges

4.8. Change Authorization and Reclassification

4.9. Materials and Supply Responsibility

4.10. Work by Others and Dependencies

5. ROUTINE BASE SCOPE, ADDERS, AND TECHNICAL STANDARDS

5.1. Base-Plus-Adders Model

5.2. No Separate Coordination Fee

5.3. Comprehensive Corrective Assignments

5.4. Adders and Separately Priced Work

5.5. Allowances and Documented Cost

5.6. Workmanship, Products, and Approved Equals

5.7. Protection, Cleanup, and Damage

5.8. Technical Scope Standards

6. PERFORMANCE STANDARDS AND TIMELINES

6.1. Performance Objective

6.2. Acknowledgment and Acceptance

6.3. Standard Completion Periods

6.4. Continuous Progress and Adequate Staffing

6.5. Material and Subcontractor Milestones

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6.6. Ready-for-Inspection and First-Pass Acceptance

6.7. Rework

6.8. Stop-the-Clock Events

6.9. Performance Metrics

7. PRICING, INVOICING, AND PAYMENT

7.1. Routine Full-Unit Base Prices

7.2. Fixed Adders and Item Prices

7.3. Comprehensive Corrective Assignment Pricing

7.4. Labor Rates and Not-to-Exceed Work

7.5. Materials, Markup, and Allowances

7.6. Heavy/Complex and Extraordinary Pricing

7.7. Price Evaluation

7.8. Invoicing Requirements

7.9. Labor-Standards Price Treatment

7.10. Firm Pricing and Renewal

8. ASSIGNMENT, CONTRACTOR POOL USE, AND PERFORMANCE ALLOCATION

8.1. Awarded Contractor Pool

8.2. Assignment Factors

8.3. Contractor Acceptance, Capacity, and Refusal

8.4. Performance-Based Adjustment

8.5. Documented Bypass and Reassignment

8.6. No Informal Quotes or Side Agreements

8.7. Relationship to Discrete-Trade Assignments

9. COMPLIANCE, SAFETY, AND ACCOUNTABILITY

9.1. Licenses, Permits, and Inspections

9.2. Safety, Security, and Site Conduct

9.3. Occupied Units and Resident Protection

9.4. Environmental and Hazardous Conditions

9.5. Section 3, Equal Opportunity, and Nondiscrimination

9.6. Subcontractor and Supplier Accountability

9.7. Performance Deficiencies and Remedies

10. PROPOSAL SUBMISSION AND MINIMUM QUALIFICATIONS

10.1. Proposal Organization

10.2. Minimum Qualifications - All Offerors

10.3. Full Service Technical Approach

10.4. Capacity and Past Performance

10.5. Proposal Completeness and Validity

11. EVALUATION AND AWARD

11.1. Threshold Review

11.2. Evaluation Factors

11.3. Evaluation by Proposed Service Area

11.4. Price Scoring

11.5. Discussions, Negotiations, and Award

11.6. Protest

12. INSURANCE, BONDING, AND RISK

12.1. Insurance

12.2. Bonding

12.3. Background Checks and Access

13. CONTRACT TERMS AND CONDITIONS

13.1. Contract Documents and Order of Precedence

13.2. Amendments

13.3. Subcontracting

13.4. Records and Audit

13.5. Warranty

13.6. Indemnification and Damage

13.7. Termination, Suspension, and Nonrenewal

13.8. Disputes and Continued Performance

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13.9. Ethics and Non-Solicitation

14. EXHIBITS

EXHIBIT A - FORM OF PROPOSAL AND SERVICE/CAPACITY SELECTION

A-1 Offeror Information A-2 Assignment Categories Proposed A-3 Property and Unit Types Proposed A-4 Capacity and Intent A-5 Self-Performed and Subcontracted Work A-6 Proposal Checklist A-7 Exceptions and Deviations A-8 Certifications and Signature

EXHIBIT B - PRICING PROPOSAL

B-1 Pricing Rules B-2 Routine Full-Unit Base Prices B-3 Evaluated Labor Rates for Uncommon Authorized Work B-4 Trash-Out, Cleaning, and Specialty Cleaning Adders B-5 Painting and Drywall Adders B-6 Flooring and Base Adders B-7 Doors, Hardware, Blinds, Cabinets, and Countertops B-8 Appliances, Plumbing, Electrical, and Limited HVAC B-9 Comprehensive Corrective Assignment Pricing B-10 Evaluated Price Basket B-11 Pricing Certification

EXHIBIT C - ROUTINE BASE SCOPE, ADDERS, AND TECHNICAL STANDARDS

C-1 General Workmanship and Coordination C-2 Routine Base Scope C-3 Trash-Out and Cleaning C-4 Painting and Drywall C-5 Flooring and Base C-6 Doors, Locks, Hardware, Screens, and Blinds C-7 Cabinets and Countertops C-8 Appliances C-9 Minor Plumbing and Electrical C-10 Occupied and Non-Vacant Assignments C-11 Closeout and Acceptance C-12 Specialist Boundaries

EXHIBIT D - CONTRACTOR QUALIFICATIONS AND RESPONSIBILITY

D-1 Comparable Complete Assignments D-2 Staffing and Supervision D-3 References D-4 Responsibility Disclosures D-5 Certifications

EXHIBIT E - UNIT ASSIGNMENT AND TASK ORDER FORM

E-1 Unit and Assignment Information E-2 Classification and Known Conditions E-3 Authorized Scope and Price E-4 Materials, Suppliers, and Work by Others E-5 Schedule, Milestones, and Acceptance E-6 Labor Standards and PLA Designation E-7 Authorization and Contractor Response E-8 Condition Notice / Change Authorization

EXHIBIT F - SUBCONTRACTOR AND SUPPLY-CHAIN PLAN

F-1 Proposed Subcontractors F-2 Suppliers and Routine Material Capacity F-3 Supply-Chain Narrative

EXHIBIT G - CLASSIFICATION, PERFORMANCE STANDARDS, AND ACCOUNTABILITY

G-1 Classification Application

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G-2 Metrics and Evidence G-3 Stop-the-Clock Requests G-4 Corrective Action and Assignment Consequences G-5 Performance Review Record

EXHIBIT H - RENT-READY / CORRECTIVE-COMPLETE INSPECTION AND CLOSEOUT CHECKLIST

H-1 Punch List / Direction H-2 Certification and Acceptance

EXHIBIT I - REQUIRED CERTIFICATIONS AND FORMS

EXHIBIT J - INSURANCE REQUIREMENTS

EXHIBIT K - EVALUATION FACTORS AND SCORING GUIDE

K-1 Technical Qualifications and Comparable Full-Service Experience - 30 Points K-2 Staffing, Dedicated Supervision, Capacity, Subcontractor Management, and Supply Chain - 20 Points K-3 Past Performance, Timeline Controls, Quality Control, and Proposed Operating Approach - 20 Points K-4 Section 3 and Economic Opportunity Approach - 10 Points K-5 Evaluated Price - 20 Points K-6 Application of the Scoring Guide

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1. INVITATION, PURPOSE, AND AUTHORITY

1.1. Invitation to Propose

Lucas Metropolitan Housing Authority, commonly known as Lucas Metropolitan Housing (LMH), invites qualified firms to submit proposals for Full Unit Turn, Turnkey Make-Ready, and Comprehensive Unit Readiness Services. LMH intends to establish a qualified pool of full-service contractors capable of accepting complete, end-to-end responsibility for authorized residential unit assignments.

The primary focus is the timely restoration of vacant units to rent ready condition. LMH may also issue written task orders for comprehensive unit-readiness, inspection-readiness, occupied-unit, non-vacant-unit, transfer, relocation, scattered-site, and other LMH-controlled residential corrective work when the assignment requires coordinated multi-trade performance and falls within this RFP, the awarded pricing, and the contractor’s approved capacity.

The Contractor will be accountable for the complete authorized scope, including assessment, labor, supervision, routine materials, suppliers, subcontractors, sequencing, inspection readiness, deficiency correction, and closeout.

Award does not guarantee any minimum quantity, dollar value, rotation position, property assignment, or volume of work.

1.2. Issuing Agency and Contact Information

Field Information

Issuing Agency Lucas Metropolitan Housing Authority (LMH)

Procurement Contact Marissa Bentley

Address 424 Jackson Street, Toledo, Ohio 43604

Email / Portal mbentley@lucasmha.org

Phone 419-259-9452

All solicitation communications must be directed only to the Procurement Contact through the authorized method stated in this RFP or an addendum. Unauthorized contact with other LMH staff concerning the solicitation may result in disqualification when necessary to protect the integrity of the procurement process.

1.3. Authority and Governing Requirements

This RFP is issued under LMH procurement authority and is governed by LMH Procurement Policy, applicable federal procurement standards, applicable HUD requirements, Ohio law, and other federal, state, and local requirements applicable to the funding source and assigned work. No contractual rights are created until an authorized LMH representative and the selected Offeror execute a written contract.

1.4. Purpose and Procurement Objectives

LMH is replacing repeated unit-by-unit quotations and inconsistent vendor use with competitively procured task-order contracts that establish qualified contractors, comparable prices, clear performance standards, and one accountable party for complete assignments. The objectives are to:

• Reduce vacancy days and improve the transition from vacancy to occupancy.

• Provide reliable full-service capacity for Routine and Heavy/Complex unit assignments.

• Permit comprehensive corrective assignments in occupied, non-vacant, transfer, relocation, inspection-readiness, and scattered-site units when LMH needs one contractor to coordinate the full authorized scope.

• Establish prices, adders, material rules, timelines, inspection standards, and documentation requirements before work is needed.

• Require written task orders, written change authorization, contractor verification, and complete closeout records.

• Reduce repeated one-off quotations and informal vendor selection.

• Use performance-based assignments and corrective action to improve reliability, quality, and first-pass acceptance.

• Support Section 3, fair competition, labor compliance, resident protection, and responsible contracting.

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1.5. Portfolio and Work Locations

LMH owns or manages public housing and other residential properties in Lucas County, Ohio, including high-rise buildings, family developments, townhomes, multifamily buildings, and scattered-site units. Units vary by bedroom count, square footage, age, configuration, accessibility features, floor, elevator access, parking, and condition. LMH will identify the assigned property, unit characteristics, access conditions, and known scope in each task order.

1.6. Contract Term and Structure

LMH anticipates one or more IDIQ/task-order contracts with an initial term of one year and up to two one-year renewal options. Renewal is subject to continuing need, funding, contractor performance, capacity, pricing, and written LMH authorization. A contract establishes eligibility for assignments only and does not guarantee work.

1.7. Relationship to Other LMH Contracts and Procedures

LMH may separately procure discrete trade services, partial bundles, major systems, construction, environmental work, or other specialist services. This RFP is for assignments in which the Contractor carries primary end-to-end responsibility for the complete authorized scope. LMH may use a separate trade contractor or specialist on the same unit only when the task order identifies the boundary, coordination responsibility, schedule dependency, and work by others.

LMH operational procedures, including any vacant unit turn standard operating procedure, guide internal workflow but do not expand the contractor's scope or compensation beyond the contract and the written task order.

2. GENERAL PROCUREMENT INFORMATION AND CONDITIONS

2.1. Procurement Method and Multiple Awards

LMH will use competitive proposal procedures. LMH may make multiple awards and may approve Offerors for different property types, unit types, assignment categories, or capacity levels. Selection for one category does not require or imply selection for every category.

LMH may award one or more responsible Offerors whose proposals are most advantageous to LMH, considering price and the stated evaluation factors. LMH may award all, part, or none of the services and may reject a proposed limitation that does not meet operational needs.

2.2. No Guarantee and Non-Exclusivity

A contract establishes eligibility for task orders. It does not guarantee work. LMH may perform work with its employees, assign work to another awarded contractor, use a separate trade or specialist contract, or conduct another lawful procurement when operationally or legally appropriate.

2.3. Proposal Submission Method

LMH will require a combined paper and electronic proposal submission. The complete proposal must arrive before the deadline. The Offeror bears the risk of delivery failures, file corruption, upload failures, and incomplete submissions.

2.4. Questions, Addenda, and Interpretation

Only written addenda issued by LMH Procurement may change or interpret the solicitation. Oral statements and informal communications are not binding. Offerors must submit questions through the authorized method and by the deadline stated in this RFP or an addendum.

2.5. Funding and Availability

LMH expects to use public housing operating funds, maintenance funds, and other eligible sources. Awards, task orders, renewals, and payments are subject to funding availability and the requirements applicable to the funding source and assigned work.

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2.6. Federal Labor Standards and Project Labor Agreement

2.6.1. LMH Determination Controls

LMH will determine the labor standards classification of the contract and any assignment. The determination will be based on the nature and purpose of the work, the governing program requirements, the overall project when the work is part of a larger undertaking, and the applicable wage and contract clause requirements. The funding account, task-order title, invoice description, or use of a maintenance service contract does not, by itself, determine applicability. Maintenance and Asset Management personnel may describe the unit and requested work but may not make or alter the labor-standards determination.

2.6.2. HUD Maintenance Wage Rates

Section 12 of the United States Housing Act of 1937 requires HUD-determined prevailing wages for maintenance laborers and mechanics employed in the operation of public housing. HUD applies a $2,000 threshold to covered maintenance contracts. The issued solicitation and resulting contract will incorporate the current HUD Maintenance Wage Determination applicable to LMH and the applicable provisions of form HUD-5370-C or successor clauses.

Offerors must base proposed prices for covered maintenance services on the wage determination and labor clauses included in the issued solicitation. The Contractor and every subcontractor must pay the required wages and fringe benefits, use correct work classifications, maintain required payroll and employment records, permit records review and worker interviews, correct underpayments or other violations, and comply with updated maintenance wage determinations incorporated during the contract term.

2.6.3. Davis-Bacon and Public Housing Development Work

Davis-Bacon wage rates apply to laborers and mechanics employed in public housing development work when the applicable requirements and threshold are met. Development work may include construction, alteration, rehabilitation, modernization, or repair that LMH determines is development rather than operation or maintenance. The classification depends on the actual character and purpose of the work and not solely on the source of funds or how the assignment is labeled.

This RFP is principally for maintenance, make-ready, and corrective services and does not automatically authorize development work. If LMH considers assigning work that is subject to Davis-Bacon or another construction labor standard, LMH may procure it separately or may issue it under this contract only after incorporating the applicable wage determination, construction labor clauses, certified-payroll requirements, bonding, insurance, Section 3, procurement, pricing, and other requirements in writing.

2.6.4. Wage Decisions, Contract Clauses, and Compliance Records

LMH will identify the applicable wage determination, modification, or effective date, required HUD or Department of Labor contract clauses, recordkeeping method, payroll or certified-payroll requirements, and LMH labor-standards contact in the solicitation, contract, amendment, or task order as appropriate. Davis-Bacon-covered contractors and subcontractors must submit weekly certified payroll information and a signed Statement of Compliance in the required format. Maintenance-wage contractors and subcontractors must maintain and provide the wage, classification, hours, fringe-benefit, deduction, and payment records required by HUD and permit LMH or HUD compliance monitoring.

The prime Contractor is responsible for compliance by all subcontractors and lower-tier subcontractors. LMH may conduct interviews, review records, require restitution or corrective action, withhold payments, reject an invoice, suspend assignments, or use other remedies available under the contract and law for labor-standards noncompliance.

2.6.5. Pricing and Written Authorization

A wage determination or labor-standards designation does not independently authorize work, compensation, a percentage multiplier, or a schedule change. Standard prices must include compliance with the maintenance wage requirements set forth in the issued solicitation. If LMH later incorporates a revised maintenance wage determination, any permitted price adjustment must follow the contract, be supported by the documented direct effect of the required change, and be approved by written amendment.

The Contractor may not begin Davis-Bacon-covered, PLA-covered, or other specially designated work until LMH provides the applicable written designation, wage decision and clauses, approved price or pricing method, Readiness Services Page 10 schedule, insurance and bonding requirements, and task-order or amendment authorization. The Contractor proceeds without those documents at its own risk and may not rely on verbal direction.

2.6.6. LMH Project Labor Agreement Policy

LMH’s Board-adopted PLA policy currently applies to qualifying LMH construction projects with a total overall project cost greater than $100,000, subject to the policy as amended or officially interpreted. The value of the task-order contract or the cumulative value of unrelated maintenance assignments does not, by itself, create a PLA-covered construction project. Conversely, related work may not be divided or labeled as separate task orders to avoid an otherwise applicable project requirement. Related work will be evaluated based on common purpose, design, authorization, building or system, funding, and the procurement record rather than an arbitrary time interval.

Work is not PLA-covered unless LMH identifies the applicable construction project and designation in writing.

Before performing PLA-covered work, the Contractor and all covered subcontractors must execute and comply with the required PLA or Letter of Assent and satisfy all related labor and reporting obligations.

2.7. Collective Bargaining Considerations

The contracts are intended to supplement LMH capacity, address specialized work and workload fluctuations, and support performance deadlines. Nothing in this RFP eliminates bargaining-unit positions or guarantees outsourcing. LMH will administer the contracts consistently with applicable collective bargaining obligations and management rights.

2.8. Public Records and Confidential Information

Proposals and contract records may be public records. Offerors must identify claimed confidential or proprietary information and explain the legal basis for the claim. LMH does not guarantee that any material is exempt from disclosure.

2.9. Responsibility, Debarment, and Conflicts

Offerors, contractors, subcontractors, principals, and key personnel must be responsible, eligible, and free from disqualifying conflicts. LMH may verify registration, licenses, insurance, debarment status, litigation, safety history, financial capacity, references, tax standing, and other responsibility matters before award and during the contract.

2.10. Reservation of Rights

LMH reserves the right, consistent with law and policy, to:

• Reject any or all proposals or any portion of a proposal.

• Cancel, postpone, amend, or reissue the solicitation.

• Waive minor informalities that do not affect fairness or material requirements.

• Request clarifications or additional responsibility information.

• Establish a competitive range, conduct discussions, and request best and final offers.

• Award by category, property type, unit type, capacity level, or other disclosed award basis.

• Verify any representation and inspect facilities, equipment, staffing, supplier arrangements, or records.

• Determine that a proposed limitation, price, or staffing model does not meet LMH needs.

2.11. Definitions

Term Definition

Acceptance Written LMH confirmation that the authorized scope conforms to the task order and contract requirements.

Authorized Start Date The date stated in the task order on which the Contractor may begin and the completion clock starts, subject to approved stop-the-clock treatment.

Business Day A day LMH administrative offices are open, excluding weekends and LMH-observed holidays, unless the task order states otherwise.

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Term Definition

Complete Unit Assignment

An assignment for which the Contractor carries primary end-to-end responsibility for all authorized work, coordination, materials, subcontractors, inspection readiness, rework, and closeout.

Comprehensive Corrective Assignment

A multi-trade unit-readiness or corrective assignment, vacant or occupied, that requires coordinated, complete-scope responsibility but is not necessarily a traditional vacancy turn.

Contractor The awarded prime contractor is responsible for the task order and all approved subcontractors.

Extraordinary

Work involving major structural, environmental, fire, flood, modernization, capital, engineering, or other conditions that may require separate procurement or task-specific requirements.

First-Pass Acceptance LMH accepts the authorized scope at the first inspection without required contractor rework.

Heavy/Complex

A substantial assignment beyond Routine scope but still appropriate for this contract, with expanded work, material, coordination, or schedule requirements documented in the task order.

LMH

Lucas Metropolitan Housing Authority, commonly known as Lucas Metropolitan Housing.

Ready for Inspection

All authorized work is complete, utilities and equipment are in required condition, debris and tools are removed, the unit is secure, and complete closeout documentation has been submitted.

Rent-Ready A vacant unit is clean, safe, functional, complete, and ready for leasing and occupancy under LMH standards.

Routine A predictable complete unit assignment that fits the defined base scope and fixed adders and can ordinarily be completed within the standard timeline.

Stop-the-Clock Event A documented event not caused by the Contractor that LMH approves in writing as pausing a specific affected portion of the deadline.

Task Order The written LMH authorization identifying unit facts, classification, scope, price, materials, work by others, schedule, acceptance standard, and authorized officials.

Unit Turn The complete process of restoring a vacant residential unit to rent-ready condition.

Written Pricing Authorization LMH’s written approval of the price or pricing method before additional or changed work begins.

Work by Others Work performed by LMH employees, another LMH contractor, utility, resident, or third party and expressly identified in the task order.

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3. SCOPE AND SERVICE CATEGORIES

3.1. General Scope

The Contractor will furnish all labor, supervision, coordination, ordinary tools, equipment, transportation, routine materials, suppliers, approved subcontractors, documentation, and incidentals necessary to complete each authorized assignment unless the task order expressly assigns an item to LMH or another contractor. The Contractor is responsible for a complete and coordinated result, not merely separate trade activities.

3.2. Service Category 1 - Full Unit Turn and Turnkey Make-Ready This category covers complete vacant-unit assignments from LMH authorization through rent-ready acceptance. It may include assessment, trash-out, cleaning, painting, ordinary wall preparation, repairs, replacements, minor licensed work, material coordination, final cleaning, inspection readiness, rework, and closeout as authorized through the Routine base scope and adders.

3.3. Service Category 2 - Comprehensive Unit Readiness and Corrective Services This category covers complete multi-trade corrective assignments in occupied, non-vacant, transfer, relocation, inspection-readiness, scattered-site, or other LMH-controlled residential units or spaces. The assignment must be sufficiently comprehensive that LMH requires one Contractor to coordinate the entire authorized scope. Small discrete tasks and partial bundles may instead be assigned under another LMH contract.

Occupied-unit assignments require additional resident protection, access coordination, daily restoration, communication, and safety controls. LMH controls resident notices and legal access. The Contractor must not independently arrange entry or communicate material scope changes directly with residents.

3.4. Single-Point Accountability

The Contractor is the single accountable prime for the complete task order. The Contractor remains responsible for subcontractor performance, supplier coordination, measurements, ordering, delivery, sequencing, quality, safety, labor compliance, inspection readiness, rework, and closeout. The use of subcontractors does not divide or reduce prime-contractor responsibility.

3.5. Self-Performed and Subcontracted Work

Offerors must identify the work they ordinarily self-perform and the work they expect to subcontract. LMH may require approval of subcontractors before award or task-order issuance. The Contractor must use properly licensed and insured firms for licensed trades and may not substitute a material subcontractor without written LMH approval.

3.6. Property, Unit, and Assignment Selections

Offerors must identify the property types, unit types, bedroom sizes, assignment categories, normal concurrent capacity, surge capacity, and operational limitations they propose. LMH may approve, limit, or reject a proposed service area based on demonstrated capacity and LMH's need. The approved selections will be incorporated into the contract.

Selection Area Examples

Assignment category Full vacant-unit turn; comprehensive occupied/non-vacant corrective assignment; transfer/relocation; inspection-readiness campaign.

Property type High-rise; multifamily; family development; townhome;

scattered site.

Unit size Studio/1BR; 2BR; 3BR; 4BR+.

Capacity Normal concurrent units; surge concurrent units; required notice for surge.

3.7. Excluded and Separately Procured Work

Unless LMH expressly determines otherwise in writing and incorporates every required procurement, labor, insurance, bonding, technical, and pricing requirement, the following are excluded:

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• Major roofing or roof-system work.

• Boilers, chillers, major HVAC equipment, building controls, major gas work, and system-wide mechanical work.

• Main sewer, hydro-jetting, camera work, storm systems, and system-level plumbing.

• Panels, services, feeders, fire alarm, communications, and major electrical distribution.

• Structural work, engineering, major demolition, concrete/asphalt, and site construction.

• Environmental testing or remediation, including asbestos, lead hazard control beyond authorized safe work, mold remediation, biohazard, and regulated-material removal.

• Capital improvements, modernization, development, and construction work not expressly designated for this contract.

• Major fire, flood, or disaster restoration requiring specialist procurement.

3.8. Relationship to Discrete Trade and Specialist Contracts

LMH may use a separate discrete trade, bundled service, or specialist contract instead of this RFP. LMH ordinarily expects to use this RFP for a complete vacant-unit turn or another integrated assignment requiring coordinated sequencing, multiple service components, and one accountable prime contractor. LMH ordinarily expects to use the companion discrete trade and bundled-services contracts when LMH will coordinate partial work or authorize only a defined trade or bundle. When LMH assigns work by others on the same unit, the task order must identify the boundary, access sequence, dependencies, coordination responsibilities, and any approved schedule effects. The Contractor may not assume that another party owns coordination unless the task order expressly states it.

4. CLASSIFICATION, TASK ORDERS, AND SCOPE CONTROL

4.1. Written Task Order Required

No work is authorized without a written task order or other written authorization issued by an LMH official with delegated authority. Maintenance or Asset Management staff may prepare unit facts and requested scope but may not negotiate a new price, authorize an unlisted charge, change labor applicability, or commit LMH beyond delegated authority.

4.2. Unit Information Supplied by Maintenance or Asset Management LMH staff will provide available unit-specific facts needed to identify the assignment and apply the awarded pricing. Exact square footage is not required when the applicable price uses a bedroom or size band, but LMH will use reliable property records whenever available.

• Property, AMP, building, address, and unit number.

• Bedroom count, unit type, square footage or pricing band when applicable.

• Floor, elevator, parking, access, and scattered-site conditions.

• Vacant, occupied, transfer, relocation, inspection-readiness, or other status.

• Accessibility features and resident-protection requirements.

• Known conditions, photographs, inspection findings, and requested work.

• LMH-furnished materials, work by others, and known dependencies.

• Requested start, operational priority, and LMH contact.

4.3. Minimum Task Order Contents

• Contract and task-order number.

• Approved service category and unit/property characteristics.

• Routine, Heavy/Complex, Extraordinary, or pending classification.

• Authorized base price, item codes, quantities, adders, allowances, and total amount or NTE.

• Contractor-furnished, LMH-furnished, and separately assigned materials.

• Work by others and coordination responsibility.

• Authorized Start Date, completion deadline, and required milestones.

• Acceptance standard and required closeout.

• Labor standards and PLA designation.

• Authorized LMH official and Contractor acceptance.

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4.4. Classification Framework

Classification Description Pricing Treatment Typical Deadline

Routine

Predictable, complete assignment within the defined base scope and fixed adders, without major structural, environmental, or specialist conditions.

Base price plus prepriced authorized adders.

Generally, 5 Business Days;

up to 7 for larger/multilevel Routine units when stated.

Heavy/Complex

Substantial work beyond Routine, including extensive repairs, numerous replacements, unusual coordination, or larger material requirements, but still suitable for this contract.

Base and adders where possible; otherwise itemized written price or NTE approved before work.

Generally, 7-10 Business Days or task-order-specific.

Extraordinary

Major structural, environmental, disaster, modernization, capital, engineering, or other work that may exceed this contract.

Separate procurement or specially authorized method with all additional requirements.

Task-order-specific; no work until fully authorized.

Pending Determination

Conditions require LMH review before classification, labor, price, or schedule is final.

No affected work until written determination.

Clock does not begin for affected work until authorization.

4.5. Contractor Assessment and Condition Verification

The Contractor must inspect or verify the assigned unit by the Authorized Start Date and notify LMH in writing within one Business Day of a material discrepancy between the task order and observable conditions. The notice must identify the affected location, condition, photographs, requested direction, pricing impact, and schedule impact. Failure to provide timely notice may waive an adjustment that reasonably could have been identified.

4.6. Scope Plan, Schedule, and Material Milestones

For each assignment, the Contractor must establish a coordinated work plan sufficient to meet the deadline. LMH may require a written sequence, crew plan, material-order dates, delivery dates, subcontractor schedule, inspection milestone, and daily or periodic status updates. For Heavy/Complex assignments, the Contractor must provide a task-specific schedule before work begins.

4.7. Unauthorized Work and Charges

The Contractor may not perform or invoice work outside the written task order, rely on verbal direction, negotiate side pricing with field staff, or add an unapproved trip, mobilization, emergency, weekend, coordination, material, disposal, or administrative charge. Unauthorized work is performed at the Contractor’s risk and may not be paid.

4.8. Change Authorization and Reclassification

Only an authorized LMH official may approve changed scope, price, quantity, classification, deadline, or material responsibility. A condition, classification, or contractor request does not authorize compensation. The Contractor must continue unaffected work unless LMH directs otherwise.

4.9. Materials and Supply Responsibility

The final pricing schedule and task order will assign responsibility for measuring, specifying, approving, ordering, paying, receiving, storing, installing, warranting, returning, and managing delays for each material category. Unless the task order expressly states otherwise, the Contractor will furnish routine materials and include them in the applicable base or adder price.

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Ordinary shortages, late ordering, supplier failures, subcontractor failures, incorrect measurements, and failure to maintain routine stock are Contractor risks and do not support a stop-the-clock request. LMH-furnished materials support schedule relief only when the Contractor makes a timely, correct request and LMH approves the specific delay in writing.

4.10. Work by Others and Dependencies

The task order must identify known work by LMH, another contractor, a utility, or a third party. The Contractor remains responsible for reasonable coordination and prompt notice of a dependency. A separate contractor’s presence does not automatically suspend the full assignment or excuse completion of unaffected work.

5. ROUTINE BASE SCOPE, ADDERS, AND TECHNICAL STANDARDS

5.1. Base-Plus-Adders Model

Routine full-unit pricing will use a defined base price plus prepriced authorized adders. The base will include predictable, regular work. High-variance replacements, extensive repairs, custom or long-lead items, and specialist work will be separately priced or excluded. This structure is intended to preserve complete Contractor accountability without forcing bidders to include unknown major work in every base price.

Scope Component Pricing Treatment Requirement

Assessment, coordination, supervision, and ordinary mobilization

Included

Complete task-order review, unit verification, scheduling, subcontractor and supplier coordination, protection, security, and ordinary local travel.

Standard trash-out Included within stated allowance

Routine debris removal up to the allowance stated in Exhibit B or the task order; excess debris and bulky items are fixed adders.

Standard final cleaning Included

Rent-ready cleaning under LMH checklist; heavy soil, odor, biohazard, and specialty treatment are adders or exclusions.

Full or touch-up painting as directed Included

Up to four standard colors; ordinary preparation, nail holes, cracks, caulking, and patches under 3 in. x 3 in.; whole-room primer and extensive prep are adders.

Ordinary drywall preparation Included

Small paint-preparation repairs only;

larger drywall, corner bead, extensive texture, and water/fire damage are adders or exclusions.

Standard lock/rekey treatment Included as stated in Exhibit B

Standard lock or rekey treatment for the listed number and type of openings; additional or specialty locks are fixed adders.

Minor hardware, blinds, detectors, filters, and adjustments

Included quantities and fixed adders Standard quantities stated in Exhibit B are included; quantities beyond those limits are fixed adders.

Flooring replacement and subfloor repair

Adder Field-measured, prepriced by material and quantity; regulated flooring and structural substrate excluded.

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Scope Component Pricing Treatment Requirement

Doors, frames, cabinets, countertops, and appliances

Adder Standard item prices or controlled allowances; custom items require approval and material milestones.

Minor plumbing and electrical Adder or limited allowance Only defined unit-level licensed work;

major systems remain excluded.

Final cleaning, inspection readiness, rework, and closeout

Included Complete checklist, photos, warranties, disposal records, and secure condition.

5.2. No Separate Coordination Fee

Base prices and adders must include ordinary supervision, coordination, scheduling, supplier and subcontractor management, quality control, documentation, mobilization, and closeout. LMH will not pay a separate percentage management fee, coordination fee, general conditions charge, trip charge, or dispatch fee.

5.3. Comprehensive Corrective Assignments

Comprehensive occupied or non-vacant corrective assignments will ordinarily be priced using the fixed item and adder schedule and approved labor rates for uncommon authorized work. The Contractor remains responsible for complete coordination and closeout. LMH may assign a smaller integrated scope under this RFP when access, resident protection, sequencing, inspection readiness, schedule, or accountability requires one prime contractor;

otherwise, a discrete trade or predefined bundle should ordinarily be used.

5.4. Adders and Separately Priced Work

The pricing schedule may include fixed adders for excess debris, bulky items, heavy cleaning, odor treatment, whole-room primer, stain blocking, large drywall repairs, flooring, subfloor, doors, frames, blinds, cabinets, countertops, appliances, electrical, limited HVAC items, special access, or other recurring work. Every adder requires a defined trigger, unit of measure, and written authorization.

5.5. Allowances and Documented Cost

Allowances and actual-cost reimbursement will be used sparingly for custom, unusual, or long-lead materials that cannot reasonably be priced on a fixed-price basis. The task order must state the allowance, freight and tax treatment, credits, returns, receipts, ownership, warranty, approval deadline, and any competitively established fixed-dollar procurement or handling fee. Reimbursable materials are limited to actual documented cost with no percentage markup. The Contractor may not exceed an allowance without written authorization.

5.6. Workmanship, Products, and Approved Equals

All work must be complete, durable, workmanlike, code-compliant, manufacturer-compliant, and suitable for the intended residential use. Products must meet LMH standards or an approved equal. The Contractor must request product approval before ordering a substitute and remains responsible for compatibility, measurements, lead time, and warranty.

5.7. Protection, Cleanup, and Damage

The Contractor must protect unaffected surfaces, common areas, accessibility features, appliances, resident property, and adjacent units; control dust, debris, overspray, and noise; remove work-generated debris; and repair Contractor-caused damage at no additional cost. Occupied areas must be restored to a safe, sanitary, and secure condition at the end of each workday unless LMH approves an alternative arrangement.

5.8. Technical Scope Standards

Exhibit C establishes the technical standards for common Routine base-scope components and adders. Exhibit C, the pricing codes, task-order form, performance standards, and inspection checklist must be read together. A pricing note or proposal assumption may not redefine the technical scope; requested exceptions must be disclosed in Attachment A.

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6. PERFORMANCE STANDARDS AND TIMELINES

6.1. Performance Objective

The Contractor must move each assignment from authorization to acceptance without avoidable delay.

Performance is measured by acknowledgment, mobilization, continuous progress, material management, on-time completion, first-pass acceptance, documentation, safety, labor compliance, resident protection, and responsiveness.

6.2. Acknowledgment and Acceptance

The Contractor must acknowledge a task order within two Business Hours and either accept it, decline it for a documented, approved reason, or identify a material access or scope issue. Acceptance confirms that the Contractor has reviewed the assignment and can meet the stated deadline, subject only to approved changes or stop-the-clock events.

6.3. Standard Completion Periods

Assignment Standard Completion Period Rule

Routine standard unit 5 Business Days Measured from Authorized Start Date to ready-for-inspection notice.

Routine larger or multilevel unit Up to 7 Business Days Only when the task order identifies the applicable unit type or size.

Heavy/Complex Generally, 7-10 Business Days Task-order-specific schedule based on authorized scope and material plan.

Comprehensive occupied/non-vacant corrective assignment

Task-order-specific Must account for resident access, daily restoration, and authorized work sequence.

Extraordinary or specially designated work

Task-order-specific No work until all procurement, labor, pricing, insurance, bonding, and technical requirements are satisfied.

6.4. Continuous Progress and Adequate Staffing

The Contractor must provide sufficient crews, supervision, subcontractors, suppliers, equipment, and management attention to maintain continuous progress. Assignments may not remain idle while the Contractor performs unrelated work, waits to place a routine order, or lacks ordinary staffing. The Contractor must promptly mitigate delays and continue unaffected work.

6.5. Material and Subcontractor Milestones

LMH may require order confirmation, expected delivery, subcontractor start, rough completion, final completion, and inspection milestones. Failure to place a timely order or schedule a subcontractor is a Contractor-caused delay. The Contractor must disclose any material or subcontractor risk before accepting the assignment if it could reasonably affect the deadline.

6.6. Ready-for-Inspection and First-Pass Acceptance

The Contractor may issue a ready-for-inspection notice only when all authorized work is complete, utilities and equipment are in the required condition, debris and tools are removed, the unit is secure, and the complete closeout package has been submitted. A premature ready notice may be treated as a late completion and a performance deficiency.

6.7. Rework

Minor deficiencies must generally be corrected within 24 hours, and major deficiencies within 48 hours, unless LMH directs immediate correction for life-safety or resident-protection reasons or approves a different deadline.

Rework required to achieve the original scope is at no additional cost and does not extend the original completion date.

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6.8. Stop-the-Clock Events

Only LMH may approve a stop-the-clock event. The Contractor must provide prompt written notice, evidence, the affected work, mitigation efforts, and the requested time. Approval is limited to the actual documented impact on the affected work. Ordinary weather, routine supplier issues, staffing shortages, subcontractor failure, late ordering, and Contractor scheduling conflicts are not stop-the-clock events.

6.9. Performance Metrics

Metric Initial Target Evidence

Task-order acknowledgment 95% within required time Task-order log/email/system record

Mobilization 95% as accepted and scheduled Access log/site record

On-time completion 90% Task order, ready notice, inspection record

First-pass acceptance 90% Inspection and punch-list record

Closeout completeness 95% Complete documentation before the invoice

Safety, licensing, labor, and resident protection

100% Compliance records and incident reports

7. PRICING, INVOICING, AND PAYMENT

7.1. Routine Full-Unit Base Prices

Offerors must propose firm Routine base prices by the unit-size or pricing bands stated in Exhibit B. Each base price must include the defined Routine base scope, ordinary supervision, coordination, routine materials, mobilization, protection, cleanup, rework, and closeout. An Offeror may not condition the base price through informal notes or assumptions.

7.2. Fixed Adders and Item Prices

Exhibit B will establish fixed prices for recurring work outside the base scope. Adders must include labor, materials, equipment, transport, disposal, supervision, overhead, profit, and all ordinary incidentals unless the line expressly states otherwise. LMH must authorize the item and quantity in writing before performance.

7.3. Comprehensive Corrective Assignment Pricing

Comprehensive corrective assignments that do not use a full-turn base price will be priced from the applicable fixed item prices and authorized labor rates. The Contractor remains responsible for complete coordination and may not add an unlisted management fee. LMH may use a task-specific NTE only when the fixed pricing structure does not reasonably cover the authorized work.

7.4. Labor Rates and Not-to-Exceed Work

Hourly rates are permitted only for expressly authorized uncommon work that cannot reasonably be priced by the fixed schedule. Rates must include ordinary tools, supervision, overhead, profit, travel, and administration. LMH will not pay minimum-hour, trip, dispatch, or after-hours charges unless the pricing schedule expressly includes and evaluates them.

7.5. Materials, Markup, and Allowances

Standard contractor-furnished materials are included in the base or item price. Reimbursable materials require prior written approval and itemized receipts and are limited to actual documented cost with no percentage markup. LMH may authorize a competitively proposed fixed-dollar procurement or handling fee that does not vary with material cost.