LUCAS METROPOLITAN HOUSING AUTHORITY

REQUEST FOR PROPOSALS (RFP)

RESIDENTIAL UNIT TRADE, MAKE-READY, AND BUNDLED CORRECTIVE SERVICES

RFP No.: RFP26-R005 Issue Date: September 21, 2026

Pre-Proposal Conference: October 01, 2026 at 11:00 AM Eastern Time Questions Due: October 08, 2026 at 12:00 PM Eastern Time Proposals Due: October 19, 2026 at 3:00 PM Eastern Time

Submission Method: Upload through 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, separately issued attachments, and resulting contract control.

Item Summary

Primary need Establish qualified, reliable contractors for recurring trade services, make-ready work, occupied-unit corrective work, inspection-readiness corrections, and defined partial-service bundles in vacant or occupied LMH residential units and work areas.

Contract structure Multiple-award task-order contracts using written task orders and competitively established prices.

Who may propose Specialty contractors, licensed trades, maintenance firms, and firms capable of one or more predefined bundles.

Offeror selection An Offeror may propose only the service groups and bundles that it genuinely intends and is qualified to perform.

Service groups Trash-out; cleaning; painting; drywall/minor carpentry; flooring/base;

doors/locks/hardware/blinds; cabinets/countertops;

appliances; minor plumbing; minor electrical; and inspection-readiness corrective work within awarded service groups.

Predefined bundles Defined combinations of recurring services. Bundle scope, pricing, and responsibility are controlled by the RFP and task order.

Default completion standards Generally, one to two Business Days for routine discrete services and three Business Days for routine predefined bundles. The task order controls and will state any occupied-unit access window, resident-protection requirement, or daily restoration requirement.

Contract term One-year base term with up to two one-year renewal options, subject to performance, funding, continuing need, and LMH operational requirements.

Proposal validity Proposals and offered pricing must remain valid for 120 days after the proposal due date.

Guaranteed work None. An award does not guarantee minimum volume, dollar value, rotation position, or geographic area.

Pricing Competitive line-item prices and fixed bundle discounts, with separately authorized adders or not-to-exceed pricing only where the RFP permits.

Assignment method Approved service categories, availability, urgency, location, capacity, documented performance, and operational need.

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Item Summary

Key performance measures Acknowledgment, mobilization, completion, first-pass acceptance, documentation, resident protection, licensing, safety, and correction of deficiencies.

Labor standards LMH determines and 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

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

2.6.1. LMH Determination Controls

2.6.2. HUD Maintenance Wage Rates

2.6.3. Davis-Bacon and Public Housing Development Work

2.6.4. Wage Decisions, Contract Clauses, and Compliance Records

2.6.5. Pricing and Written Authorization

2.6.6. LMH Project Labor Agreement Policy

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, AWARD GROUPS, AND BUNDLED SERVICES

3.1. General Scope

3.2. Discrete Service Award Groups

3.3. Predefined Bundled Services

3.4. Offeror-Proposed Alternatives

3.5. Excluded and Separately Procured Work

4. TASK ORDERS, UNIT INFORMATION, AND SCOPE CONTROL

4.1. Written Task Order Required

4.2. Maintenance and Asset Management Information

4.3. Minimum Task Order Contents

4.4. Contractor Verification

4.5. Unauthorized Work and Charges

4.6. Change Authorization

4.7. Materials and Supply Responsibility

4.8. Coordination and Work by Others

5. PERFORMANCE STANDARDS AND TIMELINES

5.1. Core Performance Requirements

5.2. Continuous Progress and Staffing

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

5.4. Rework

5.5. Stop-the-Clock Events

5.6. Performance Metrics

6. PRICING, INVOICING, AND PAYMENT

6.1. Pricing Structure

6.2. Completeness and Not Proposed

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6.3. Adders, Allowances, and Reimbursable Materials

6.4. Price Evaluation

6.5. Invoices

6.6. Labor-Standards Price Treatment

6.7. Firm Pricing and Renewal

7. ASSIGNMENT, CONTRACTOR POOL USE, AND PERFORMANCE ALLOCATION

7.1. Awarded Contractor Pool

7.2. Assignment Factors

7.3. Documented Bypass and Reassignment

7.4. Contractor Acceptance and Refusal

7.5. No Informal Quoting or Side Agreements

8. COMPLIANCE, SAFETY, AND ACCOUNTABILITY

8.1. Licenses and Permits

8.2. Safety, Security, and Conduct

8.3. Occupied Units and Resident Protection

8.4. Environmental and Hazardous Conditions

8.5. Section 3, Equal Opportunity, and Nondiscrimination

8.6. Performance Deficiencies and Remedies

9. PROPOSAL SUBMISSION AND MINIMUM QUALIFICATIONS

9.1. Proposal Organization

9.2. Minimum Qualifications – All Offerors

9.3. Bundle Qualifications

9.4. Proposal Completeness

9.5. Proposal Validity

10. EVALUATION AND AWARD

10.1. Threshold Review

10.2. Evaluation Factors

10.3. Evaluation by Award Group

10.4. Price Scoring

10.5. Discussions, Negotiations, and Award

10.6. Protest

11. INSURANCE, BONDING, AND RISK

11.1. Insurance

11.2. Bonding

11.3. Background Checks and Access

12. CONTRACT TERMS AND CONDITIONS

12.1. Contract Documents and Order of Precedence

12.2. Amendments

12.3. Subcontracting

12.4. Records and Audit

12.5. Warranty

12.6. Indemnification and Damage

12.7. Termination, Suspension, and Nonrenewal

12.8. Disputes and Continued Performance

12.9. Ethics and Non-Solicitation

13. SEPARATELY ISSUED ATTACHMENTS

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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 Residential Unit Trade, Make-Ready, and Bundled Corrective Services. LMH intends to establish a qualified pool of contractors capable of performing defined individual services and predefined service bundles under written task orders for vacant and occupied units, as well as other LMH-controlled residential work areas.

The resulting contracts will supplement LMH's internal maintenance operations, provide specialized and surge capacity, reduce repeated one-off quotation activity, improve contractor accountability, and support the timely completion of make-ready, inspection-readiness, and corrective work in vacant or occupied units to the acceptance standard stated in each task order.

This solicitation does not procure end-to-end full-unit-turn responsibility. LMH may procure a complete turnkey unit separately. Contractors awarded under this RFP are responsible only for the service group or bundle identified in the written task order.

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 mbentley@lucasmha.org

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 and work. Nothing in this RFP creates contractual rights before LMH and the selected Offeror execute an authorized 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 create a reliable contractor pool and predictable operating process. The objectives are to:

Obtain qualified, licensed, insured, and reliable contractors before work is needed.

Establish comparable prices and clear technical requirements through competition.

Permit vendors to propose only the services they intend and are equipped to perform.

Reduce administrative time spent obtaining repeated quotations for recurring services.

Require use of written task orders, written change authorization, documented assignments, and performance records.

Improve timeliness, first-pass acceptance, quality, resident protection, and invoice documentation.

Support LMH vacancy reduction and inspection-readiness objectives without compromising procurement compliance.

Provide a controlled method for completing authorized corrective work in occupied units while protecting residents, belongings, accessibility features, essential services, and safe daily use of the unit.

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 in bedroom count, square footage, layout, construction type, age, accessibility features, and condition. Work may be

LMH RFP26-R005 | Residential Unit Trade Services Page 7 geographically dispersed and may occur in vacant, occupied, transfer, relocation, inspection-readiness, or other LMH-controlled residential units or spaces when authorized by task order.

1.6. Contract Term and Structure

LMH anticipates one or more multiple-award task-order contracts with an initial term of 1 year and up to 2 1-year renewal options. Renewal is subject to continuing need, funding, contractor performance, pricing, and written LMH authorization. An award does not guarantee any task order, dollar value, minimum quantity, rotation position, or renewal.

2. GENERAL PROCUREMENT INFORMATION AND CONDITIONS

2.1. Procurement Method and Multiple Awards

LMH will use competitive proposal procedures. LMH may make multiple awards by individual service group, predefined bundle, or other clearly identified award group. An Offeror will be evaluated only for the services it selects and for which it submits complete qualification and pricing information. LMH selected this method because technical capability, occupied-unit conduct, resident protection, capacity, mobilization, quality control, documentation, and past performance are material to the award and cannot be responsibly evaluated on price alone.

LMH may award one firm for a category, multiple firms for a category, different firms for different categories, or no contract for a category. Selection for one service group or bundle does not require or imply selection for another.

2.2. No Guarantee and Non-Exclusivity

A contract establishes eligibility for assignments. It does not guarantee work. LMH may perform work with its employees, assign it to another awarded contractor, use a separate specialist contract, or conduct another lawful procurement when operationally or legally appropriate. Contractors have no claim for lost profits or unassigned work.

2.3. Proposal Submission Method

LMH will accept electronic proposals through the e-Procurement Housing Authority Marketplace or by email to mbentley@lucasmha.org, as stated on the cover. The complete proposal must be received 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 method and by the deadline stated in the issued solicitation and must acknowledge all material addenda.

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 of the applicable funding source.

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 the 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.

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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 their 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 the 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, 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-

LMH RFP26-R005 | Residential Unit Trade Services Page 9 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 procurement record, rather than on 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 any applicable local collective bargaining agreement provisions incorporated through the PLA. LMH may procure the work separately if assignment through this contract is not appropriate.

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 of work. LMH will administer the contracts consistent with applicable collective bargaining obligations.

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 basis for the claim. LMH does not guarantee that any material is exempt from disclosure.

2.9. Responsibility, Debarment, and Conflicts

LMH will award only to responsible Offerors with the integrity, licenses, experience, past performance, financial and technical resources, staffing, insurance, safety controls, and legal capacity needed to perform. Offerors must disclose debarment, suspension, conflicts of interest, material litigation, regulatory actions, defaults, terminations, and other responsibility matters requested in Attachment B.

2.10. Reservation of Rights

Reject any or all proposals or make no award.

Waive minor informalities that do not prejudice competition.

Request clarifications or additional responsibility information.

Establish a competitive range and conduct discussions or negotiations when permitted.

Request best and final offers.

Correct, amend, suspend, cancel, or reissue the solicitation.

Verify references, licenses, insurance, pricing, ownership, capacity, and representations.

Make awards by service group, bundle, geographic area, property type, or other disclosed award group.

2.11. Definitions

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

Authorized LMH Official A person with delegated authority to issue or approve a task order, pricing authorization, change, or acceptance.

Authorized Start Date The date stated in the task order on which the Contractor may begin physical work.

Bundle A predefined group of services for which one Contractor is responsible for the coordination and completion of the listed components.

Business Day Monday through Friday, excluding recognized LMH holidays.

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Term Definition Completion Deadline The date and time stated in the task order by which the authorized work must be complete and ready for LMH inspection or verification.

Corrective-Complete The authorized corrective scope has been completed to LMH's satisfaction, even if the entire unit is not rent-ready.

First-Pass Acceptance LMH accepts the work on initial inspection without required rework.

Routine Assignment Work within the defined service-group or bundle scope that does not involve extraordinary conditions or excluded specialist work.

Stop-the-Clock Event A documented event approved in writing by LMH that pauses the affected performance time for the approved period.

Task Order Written authorization identifying the location, unit facts, scope, quantities, prices, schedule, acceptance standard, and authorized officials.

Written Pricing Authorization Written approval by an authorized LMH official of an adder, allowance, not-to-exceed amount, or other permitted price before the work is performed.

Davis-Bacon Work Public housing development work that LMH determines is subject to Davis-Bacon or another applicable construction prevailing-wage requirement.

HUD Maintenance Wage Work Covered maintenance work in the operation of public housing, subject to the HUD Maintenance Wage Determination and applicable HUD labor clauses.

Labor Standards Designation Written LMH determination identifying the applicable wage requirements, wage decision, contract clauses, records, payroll treatment, and labor standards official for the contract or assignment.

PLA-Covered Project A construction project LMH determines is covered by its then-current Project Labor Agreement policy, based on the total overall project and not merely the value or title of an individual task order.

Business Hour(s) 8:00 a.m. to 5:00 p.m. Eastern Time on a Business Day, unless the task order or an addendum states otherwise.

Rent-Ready The unit meets LMH's standard turnover condition and is ready for a new resident to occupy, consistent with the applicable inspection or turnover checklist.

Inspection-Ready The authorized scope has been completed to the standard required for the applicable LMH or HUD inspection.

Minor Rework Rework that does not involve a life-safety, security, or essential-service deficiency and can reasonably be corrected by a single trade.

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Term Definition Major Rework Rework involving a life-safety, security, or essential-service deficiency, or requiring correction by more than one trade.

Partial-Unit Work Work limited to identified rooms, walls, surfaces, fixtures, items, or quantities rather than the entire dwelling unit.

Whole-Unit Work Work expressly authorized throughout the entire dwelling unit under the applicable whole-unit price or bundle.

Section 3 The Section 3 program under Section 3 of the Housing and Urban Development Act of 1968, as implemented at 24 CFR Part 75, requiring economic opportunities for low- and very low-income persons and the businesses that employ them.

3. SCOPE, AWARD GROUPS, AND BUNDLED SERVICES

3.1. General Scope

Assignments may occur in vacant units, occupied units, transfer or relocation units, inspection-readiness units, and other LMH-controlled residential work areas. Contractors will perform only the discrete service or predefined bundle identified in the task order. LMH coordinates the overall unit or property process and work performed by other vendors or LMH staff. The Contractor does not become responsible for the entire unit unless the task order expressly includes a defined bundle, and even then, responsibility is limited to that bundle.

3.2. Discrete Service Award Groups

Group Service Group General Scope A Trash-Out and Debris Removal Ordinary and excess debris, bulky-item removal, lawful disposal, and documentation.

B Cleaning and Sanitation Standard final cleaning, heavy cleaning, appliance cleaning, and approved odor treatment.

C Interior Painting Full and touch-up painting, ordinary preparation, primer, and approved painting adders.

D Drywall and Minor Carpentry Patches, limited drywall replacement, texture matching, trim, and defined minor carpentry.

E Flooring and Base Measurement, removal, substrate preparation, installation, base, transitions, and limited subfloor repair.

F Doors, Locks, Hardware, and Blinds Unit-level doors, frames, adjustments, locks, hardware, screens, and blinds.

G Cabinets and Countertops Cabinet repair/replacement and countertop measurement, fabrication, and installation.

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Group Service Group General Scope H Appliance Services Delivery, installation, adjustment, component replacement, removal, and disposal.

I Minor Unit Plumbing Fixture, branch-drain, and localized unit-level work within legal and licensing limits.

J Minor Unit Electrical Devices, fixtures, detectors, fans, accessories, and limited unit-level electrical work within legal and licensing limits.

Inspection-readiness and corrective punch-list assignments are not a separate standalone award group. A Contractor awarded one or more underlying service groups may receive itemized inspection-readiness or corrective work within those awarded groups using the applicable contract item codes and prices.

An Offeror may propose one or more groups. It does not have to propose all groups. Within each selected group, the Offeror must complete every price line identified as mandatory for that group or mark the group Not Proposed.

3.3. Predefined Bundled Services

Code Bundle Included Responsibility BDL-01 Trash-Out and Post-Removal Cleaning Authorized Group A trash-out item codes and quantities, followed by the applicable Group B cleaning item.

Price equals the authorized Attachment H component prices less the offered bundle discount. This is not the final unit clean when later repair work remains.

BDL-02 Painting and Final Cleaning The authorized Group C full-unit or partial-unit painting items, followed by the applicable Group B cleaning item. Price equals the authorized Attachment H component prices less the offered bundle discount.

BDL-03 Minor Drywall, Painting, and Final Cleaning

Authorized Group D drywall or minor carpentry quantities, related Group C painting items, and the applicable Group B cleaning item. Price equals the authorized Attachment H component prices less the offered bundle discount.

BDL-04 Flooring, Base, Transitions, and Work-Area Cleaning

Authorized Group E removal, flooring, base, transition, and related item quantities. Ordinary cleaning of the affected work area is included in the Group E prices. Price equals the authorized Attachment H component prices less the offered bundle discount.

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Code Bundle Included Responsibility BDL-05 Final Inspection-Readiness Finishing

Bundle Only itemized minor corrective work within the Contractor's awarded or approved bundle components, together with authorized touch-up painting and final cleaning. The task order must state every item code and quantity. Price equals the authorized Attachment H component prices less the offered bundle discount. This bundle does not transfer responsibility for the complete unit turn.

The predefined bundles are structured around LMH's typical work sequence. BDL-01 may be used near the beginning of a unit-readiness process. BDL-02, BDL-03, and BDL-05 may be used after preceding trade work to deliver the authorized unit or work area clean and inspection-ready. No bundle transfers end-to-end responsibility for the unit to the Contractor.

A service group or bundle may be assigned in a vacant or occupied unit when operationally appropriate. For occupied work, the task order must identify the authorized access window, resident-protection measures, essential-service requirements, daily cleanup and restoration expectations, and any work that may not proceed while the resident is present.

3.4. Offeror-Proposed Alternatives

An Offeror may identify an alternative bundle as an unscored suggestion. An alternative is not part of the evaluated proposal, award, or contract unless LMH defines a comparable scope and incorporates it by written addendum before proposals are due, or by a lawful post-award amendment supported by the procurement record.

3.5. Excluded and Separately Procured Work

Complete end-to-end full unit turns.

Major roofing or roof-system work.

Boilers, chillers, major HVAC equipment, gas systems, major ductwork, and building controls.

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

Panels, service, feeders, extensive rewiring, fire alarm, communications, and building-wide electrical work.

Structural repair, engineering, major water or fire restoration, environmental testing or remediation, asbestos, mold remediation, and lead hazard control beyond ordinary lead-safe work.

Concrete and asphalt replacement, demolition, modernization, capital improvement, and other construction outside an expressly authorized and properly procured scope.

A task order may identify work by a separate specialist. The Contractor must coordinate access and sequencing only to the extent stated in the task order and is not responsible for performing or warranting excluded work.

4. TASK ORDERS, UNIT INFORMATION, AND SCOPE CONTROL

4.1. Written Task Order Required

No initial assignment may begin without a written task order issued or approved by an Authorized LMH Official.

Added or changed work may proceed only under written task-order change authorization permitted by the contract. A verbal request, text message, site conversation, vendor quote, or direction from unauthorized staff does not create compensable work or change the contract.

4.2. Maintenance and Asset Management Information

LMH Maintenance or Asset Management staff may inspect a unit and prepare the information and requested scope used to develop a task order. The information may include:

Property, AMP (Asset Management Project), site, address, and unit number.

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Bedroom count, unit type, and known square footage or square-footage band.

Building, floor, elevator, parking, scattered site, and other access conditions.

Vacant or occupied status and any resident-protection requirements.

For occupied work, the authorized access window, resident-notice status, escort or contact protocol, and any limits on communication with the resident.

Any planned interruption of water, electricity, heating, cooling, cooking, bathroom use, entry security, or another essential service, including the restoration deadline and temporary protection required.

Accessibility features that must be protected or restored.

Known conditions, requested service codes, quantities, photographs, and inspection checklist.

LMH-furnished materials or separate specialist work.

Requested start, completion deadline, contact, keys, lockbox, and access instructions.

Maintenance and Asset Management personnel do not negotiate new contract prices, approve unlisted charges, change the awarded scope, or authorize work beyond their delegated authority. The task order becomes binding only when issued or approved by an authorized LMH official.

4.3. Minimum Task Order Contents

Task-order number and contract number.

Contractor and approved service group or bundle.

Property, AMP/site, address, unit number, bedroom count, unit type, and square-footage information when relevant.

Occupancy status and access conditions.

For occupied work, authorized work hours or access window, resident-protection and communication instructions, and any daily restoration or essential-service requirements.

Scope item codes, descriptions, quantities, component unit prices, any awarded bundle discount, the calculated bundle price when applicable, and the total authorized amount.

LMH-furnished and Contractor-furnished materials.

Authorized Start Date, completion deadline, and applicable milestone.

Acceptance standard: Rent-Ready, Inspection-Ready, Corrective-Complete, or other defined standard.

Required photos, checklist, disposal proof, license documentation, warranties, and closeout records.

Labor Standards Designation, applicable wage determination and clauses, payroll or records requirements, and

PLA designation when applicable.

Prepared-by, authorized-by, Contractor acceptance, and change-authorization fields.

4.4. Contractor Verification

The Contractor must review the task order and verify observable conditions no later than the Authorized Start Date or within one Business Day after access, whichever the task order requires. The Contractor must notify LMH in writing within one Business Day of any material discrepancy affecting scope, quantity, price, safety, access, or deadline.

The notice must identify the task order, condition, affected item code, photographs, requested direction, proposed price treatment, and schedule effect. The Contractor must protect the area and stop only the affected work when necessary. Work outside the authorized scope may not proceed until LMH issues written direction.

4.5. Unauthorized Work and Charges

Unauthorized work is not compensable. The Contractor may not accept a request to change price or scope from personnel not identified as authorized in the contract or task order. The Contractor must refer such requests to LMH Procurement or the authorized contracting official.

4.6. Change Authorization

LMH may add, delete, or modify task-order work only through written task-order change authorization issued or approved by an Authorized LMH Official. The authorization must state the changed scope, item codes or pricing method, amount or not-to-exceed ceiling, and any deadline change. Time-and-materials or not-to-exceed work may

LMH RFP26-R005 | Residential Unit Trade Services Page 15 be used only when LMH determines that a fixed price is not suitable, establishes a ceiling the Contractor exceeds at its own risk, and provides the required oversight.

4.7. Materials and Supply Responsibility

The pricing schedule and task order will identify whether a material is Contractor-furnished, LMH-furnished, included in a fixed price, separately priced, or reimbursable at documented cost under an approved method. The party assigned to furnish an item is responsible for timely ordering, delivery, condition, returns, credits, and warranty, except for delays caused by the other party’s failure to provide required information or approval.

LMH-furnished items must be expressly listed. The Contractor must verify availability before relying on an LMH-furnished item and is responsible for the item's custody after receipt. Ordinary shortages or failure to order routine Contractor-furnished materials in a timely manner do not excuse performance.

4.8. Coordination and Work by Others

The task order will identify work by LMH or another contractor when that work affects the assignment. The Contractor remains responsible for its own scope and must promptly communicate dependencies. A delay caused by others' work affects the deadline only when LMH approves a stop-the-clock request or a revised deadline in writing. LMH may separately assign specialty work under this RFP in a unit that is also subject to a full-turn or other prime contract. The affected task orders will identify sequencing, access, acceptance, warranty, and responsibility to prevent duplicated scope or payment. Each contractor remains responsible for its own assigned work and may not delay, damage, or interfere with work assigned to another contractor.

5. PERFORMANCE STANDARDS AND TIMELINES

5.1. Core Performance Requirements

Requirement Working Standard Rule Task-order acknowledgment Within 2 Business Hours Accept, decline, or identify a material conflict; provide planned assessment/start.

Initial verification By Authorized Start Date or within 1 Business Day of access

Verify scope and report discrepancies.

Routine discrete service Generally, 1–2 Business Days Task-order deadline controls.

Routine predefined bundle Generally, 3 Business Days Task-order deadline controls;

material lead time must be disclosed before acceptance.

Heavy/Complex or unusual scope Task-order specific Use fixed prices where available;

written authorization controls.

Minor rework Within 24 hours Unless LMH directs a shorter or longer period.

Major rework Within 48 hours Life-safety or security issues require immediate action as directed.

Closeout package With ready-for-inspection notice Required before payment unless task order permits partial invoicing.

Occupied-unit assignment Task-order specific Follow the authorized access window; protect the resident and belongings; minimize disruption; restore required services;

and leave the unit safe, secure, clean, and usable at the end of each workday.

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The final task-order deadline controls. The stated working standards are defaults used to support LMH occupancy and inspection-readiness objectives and may be adjusted to the authorized scope, access, material availability, and urgency.

5.2. Continuous Progress and Staffing

The Contractor must provide enough qualified personnel, supervision, equipment, and materials to meet the task-order deadline and must maintain progress after starting. The Contractor may not accept more work than it can reasonably complete.

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

The Contractor may request inspection only when its entire assigned scope is complete, the affected area is clean and secured, required systems and items are functional, debris is removed, and the complete closeout package is ready. Submitting incomplete work may be recorded as a performance deficiency.

5.4. Rework

Deficient, incomplete, damaged, nonconforming, or undocumented work must be corrected at the Contractor’s expense. Rework does not extend the original deadline unless LMH approves an extension in writing. Acceptance does not waive latent defects, warranties, or fraud.

5.5. Stop-the-Clock Events

Only LMH may approve a stop-the-clock event. Potential events include LMH denial of access, LMH-directed scope change, concealed conditions requiring direction, utility interruption not caused by the Contractor, resident-access limitation not caused by the Contractor, or documented force majeure. Contractor staffing shortages, ordinary material shortages, subcontractor failure, or failure to order timely are not qualifying events.

5.6. Performance Metrics

Metric Initial Target Acknowledgment and mobilization Target 95% On-time completion Target 90% First-pass acceptance Target 90% Complete closeout documentation Target 95% Licensing, safety, access, and resident protection Required 100% Task-order acceptance/refusal reliability Tracked Warranty and rework response Tracked

6. PRICING, INVOICING, AND PAYMENT

6.1. Pricing Structure

Attachment H contains fixed unit prices for discrete service items and a fixed discount for each predefined bundle.

For an awarded bundle, the task-order price equals the sum of each authorized Attachment H component price multiplied by its authorized quantity, less the awarded bundle discount. Prices must include all labor, supervision, ordinary travel, mobilization, tools, equipment, routine consumables, overhead, profit, administration, and materials assigned to the Contractor unless a price line or task order expressly states otherwise. Whole-unit prices apply only when the written task order authorizes the corresponding service throughout the entire unit. Partial-unit work will be priced using the applicable room-, wall-, surface-, fixture-, item-, linear-foot-, square-foot-, or other quantity-based line items.

6.2. Completeness and Not Proposed

An Offeror may select any service group or bundle. A price entered means the item is offered. “Not Proposed” means the Offeror intentionally declines it. A blank mandatory line within a selected award group may make the proposal incomplete. Offerors may not change the scope through notes in the pricing schedule; requested deviations must appear in Attachment A.

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6.3. Adders, Allowances, and Reimbursable Materials

Only adders and pricing methods expressly identified in Attachment H or approved by written amendment may be charged. Reimbursable materials, when expressly permitted, 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. Credits, returns, rebates, taxes not owed, and unused materials must be credited to LMH. Cost-plus-a-percentage-of-cost pricing is prohibited. Any authorized emergency or after-hours premium applies only to the labor or fixed-price service items identified in the task order and does not apply to taxes, reimbursable materials, or pass-through subcontractor cost unless the pricing schedule expressly states otherwise.

6.4. Price Evaluation

LMH will evaluate prices separately for each award group using disclosed representative quantities. Evaluated quantities are for comparison only and do not guarantee work. Unless the final RFP states another method, the lowest evaluated responsive price will receive the maximum price points, and other evaluated prices will receive proportionate points.

6.5. Invoices

Contract and task-order number.

Property, address, and unit/work-area identifier.

Service group or bundle and item codes.

Authorized quantities, component unit prices, awarded bundle discount and calculated bundle price when applicable, approved changes, and total.

Completion date and LMH acceptance.

Required photos, checklist, receipts, disposal proof, licenses, wage records, Section 3 records, and warranties when applicable.

LMH may reject an invoice that does not match the task order, includes unauthorized charges, lacks required records, or is submitted before acceptance. Payment is due only after proper performance, complete closeout, inspection or verification, and an accurate invoice, subject to the contract and applicable law.

6.6. Labor-Standards Price Treatment

Offerors must include the cost of complying with the current HUD Maintenance Wage Determination and labor clauses included in the issued solicitation in their standard prices for covered maintenance work. Prices may not assume payment of lower wages or use an unlisted labor-compliance surcharge.

Davis-Bacon-covered, PLA-covered, or other specially designated work that was not included in the completed maintenance pricing requires written LMH authorization of the applicable wage and labor requirements, price or pricing method, and schedule before performance. LMH may instead procure that work separately. Neither a classification change nor a wage decision creates an automatic percentage markup or entitlement to additional compensation.

6.7. Firm Pricing and Renewal

Prices and bundle discounts are firm for the initial term. Any renewal adjustment must follow the method stated in Attachment H, H-14, and must be approved by written contract amendment. No Contractor may impose a fuel, travel, emergency, weekend, coordination, administrative, payment-processing, or other surcharge unless Attachment H expressly permits it and the task order authorizes it.

7. ASSIGNMENT, CONTRACTOR POOL USE, AND PERFORMANCE ALLOCATION

7.1. Awarded Contractor Pool

LMH intends the awarded contracts to be the ordinary source for covered services. Internal LMH procedures will require staff to use awarded contractors unless Procurement approves and documents an authorized exception, such as unavailable capacity, emergency, specialized excluded work, conflict, contract suspension, or other lawful basis.

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Nothing in this provision gives a Contractor an entitlement to a particular assignment or prevents LMH from using another lawful method when necessary.

7.2. Assignment Factors

Approval for the applicable service group or bundle.

Price applicable to the task order.

Availability and ability to meet the deadline.

Documented quality, first-pass acceptance, timeliness, responsiveness, and closeout performance.

Current workload, staffing, equipment, licenses, insurance, safety, and location.

Continuity with related work, resident or site considerations, urgent operational needs, and specialized qualifications.

Section 3 performance or other lawful program requirements where applicable.

Before sufficient performance history exists, LMH may use a documented rotation or other neutral allocation method that considers applicable price, availability, location, and capacity. Once sufficient performance history is available, LMH may adjust allocation based on documented results. Material bypass or reassignment decisions will identify the reason and approving official in the assignment record.

7.3. Documented Bypass and Reassignment

LMH may bypass or reassign a Contractor for lack of capacity, refusal, nonresponse, conflict, price inapplicability, license or insurance issue, performance deficiency, site restriction, urgent need, or other documented operational reason. LMH will maintain an assignment record sufficient to explain material assignment and bypass decisions.

7.4. Contractor Acceptance and Refusal

The Contractor must respond within two Business Hours unless the task order states otherwise. A response must accept the assignment and planned start or decline it and state the reason. Repeated declines, nonresponses, overcommitment, or failure to mobilize may reduce future assignments or result in suspension from an award group.

7.5. No Informal Quoting or Side Agreements

The Contractor may not enter into a side agreement, accept an informal quote request, or negotiate a different price with LMH operational personnel for work covered by the contract. Requests for work outside the pricing schedule must be referred to Procurement or the authorized contracting official. Any permitted supplemental pricing must be documented and approved before performance.

8. COMPLIANCE, SAFETY, AND ACCOUNTABILITY

8.1. Licenses and Permits

The Contractor and subcontractors must maintain all licenses, registrations, permits, certifications, and inspections required for the assigned work. Licensed work must be performed and supervised by properly licensed people. LMH may require proof before issuing a task order.

8.2. Safety, Security, and Conduct

Comply with OSHA, codes, manufacturer instructions, LMH site rules, and task-order requirements.

Maintain safe work areas, barriers, housekeeping, and secure conditions.

Control keys, access devices, tools, materials, and equipment.

Use professional conduct, appropriate identification, and approved vehicles or badges when required.

Report incidents, injuries, property damage, suspected hazards, and security concerns immediately.

Repair Contractor-caused damage at no cost to LMH.

8.3. Occupied Units and Resident Protection

Work in occupied units is permitted only when the task order authorizes it and LMH has arranged lawful access.

The Contractor must follow the authorized work hours, access method, escort or contact instructions, and resident-notice status stated in the task order. The Contractor may not make separate arrangements with a resident or

LMH RFP26-R005 | Residential Unit Trade Services Page 19 expand the scope based on a resident request unless LMH authorizes it in writing. The Contractor must protect residents' privacy, belongings, accessibility features, floors, furniture, fixtures, and unaffected areas; control dust, noise, tools, cords, debris, and hazardous materials; and avoid photographing residents or personal information except as specifically required for the work. Essential services and unit security must be maintained or restored in accordance with the task-order requirements. At the end of each workday, the Contractor must remove or safely secure tools and materials, clean the affected area, close openings, restore required utilities and fixtures, and leave the unit safe, secure, and reasonably usable. If the work cannot proceed safely without temporary relocation, an extended service outage, or additional resident protections, the Contractor must stop the affected work and notify LMH immediately for written direction. Residents do not authorize the scope, price, changes, or acceptance, and the Contractor must promptly report complaints, incidents, damage, access problems, or unsafe conditions to the LMH contact.

8.4. Environmental and Hazardous Conditions

The Contractor must stop affected work and notify LMH immediately upon encountering suspected asbestos, mold requiring remediation, lead hazards outside ordinary lead-safe renovation, sewage…