RFP26-R007 Snow Removal Services - All AMPs Communities and Scattered Sites.pdf

SOLICITATION RFP26-R007

REQUEST FOR PROPOSALS (RFP)

For

Snow Removal Services – All LMH AMPs Communities and Scattered Sites

Release Date: September 18, 2026

Due Date: October 16, 2026 @ 3:00 pm ET

Prepared by Lucas Metropolitan Housing

424 Jackson Street, Toledo, OH 43604

P.O. Box 477, Toledo, OH 43697-0477

REQUEST FOR PROPOSALS – RFP26-R007 (Master) – Snow Removal Services – All LMH AMPs Communities and Scattered Sites

LUCAS METROPOLITAN HOUSING (LMH)

RFP INFORMATION AT A GLANCE

Table 2. RFP Information at a Glance

LUCAS METROPOLITAN HOUSING POINT OF

CONTACT:

Marissa Bentley, Manager of Procurement and Contracts Telephone: (419) 259-9452 E-Mail: mbentley@lucasmha.org

HOW TO OBTAIN THE RFP DOCUMENTS ON THE

EPROCUREMENT MARKETPLACE

1. Access https://ha.internationaleprocurement.com

2. Click on the “Login” button in the upper left side.

3. Follow the listed directions.

4. If you have any problems in accessing or registering on the eProcurement Marketplace, please call customer support at (866) 526-0160.

PRE-PROPOSAL MEETING & SITE VISITS

PRE-PROPOSAL MEETING WILL BE HELD AT

LMH Administrative Building 424 Jackson St., Toledo, OH 43604 September 29, 2026, at 02:00 pm

QUESTION SUBMITTAL DEADLINE

Questions will be received in writing no later than 12:00 pm on October 07, 2026.

Responses will be posted as an addendum and will be posted on the eProcurement Marketplace

PROPOSAL SUBMITTAL DEADLINE.

Proposals may be submitted by one of the following methods:

• Electronically through the LMH e-Procurement Marketplace

• By email to: mbentley@lucasmha.org

Proposals must be received no later than October 16, 2026, at 3:00 pm ET.

Reservation of Rights

The Agency reserves the right to:

a. Reject, Waive, or Terminate the RFP. Reject any or all proposals, waive any informality in the RFP process, or terminate the RFP process at any time, if deemed by the Agency to be in its best interests.

b. Not Award. Not award a contract pursuant to this RFP.

c. Terminate. Terminate a contract awarded pursuant to this RFP, at any time for its convenience upon 10 days’ written notice to the Contractor(s).

d. Determine Time and Location. Determine the days, hours, and locations that the successful proposer (hereinafter, “Contractor”) shall provide the services called for in this RFP.

e. Retain Proposals. Retain all proposals submitted and do not permit withdrawal for a period of 60 days after the deadline for receiving proposals without the written consent of the Agency Contracting Officer (CO).

f. Negotiate. Negotiate the fees proposed by the proposer entity.

g. Reject Any Proposal. Reject and not consider any proposal or proposer that does not meet the requirements of this RFP, including but not necessarily limited to incomplete proposals and/or proposers offering alternate or non-requested services.

h. No Obligation to Compensate. LMH has no obligation to compensate any proposer for any costs incurred in responding to this RFP.

i. Prohibit. At any time during the RFP or contract process, prohibit any further participation by a proposer or reject any proposal submitted that does not conform to any of the requirements detailed herein. By accessing the eProcurement Marketplace (hereinafter, a.k.a., the “Marketplace”) and by downloading this document, each prospective proposer is thereby agreeing to abide by all terms and conditions listed within this document and within the eProcurement Marketplace, and further agrees that he/she will inform the CO in writing within 5 days of the discovery of any item listed herein or of any item that is issued thereafter by the Agency that he/she feels needs to be addressed. Failure to abide by this timeframe shall relieve the Agency, but not the prospective or actual proposer, of any responsibility pertaining to such an issue. For clarity, proposals may be submitted through the e-Procurement Marketplace or by email as stated in Table 2. However, Offerors are responsible for obtaining the RFP (and any addenda) through the e-Procurement Marketplace, which is LMH’s official posting venue.

j. Reject – Obtaining Competitive Solicitation Documents. The eProcurement Marketplace is the only official and appropriate venue to obtain competitive solicitation documents (and any other information pertaining to the competitive solicitation such as addenda).

Accordingly, by submitting a response to this competitive solicitation, the respondent thereby affirms that he/she obtained all information on the eProcurement Marketplace.

Any other group, such as a proposal depository, that informs potential respondents of the availability of such competitive solicitations is hereby instructed not to distribute these documents to any such potential respondents, but to instruct the potential respondents to visit the eProcurement Marketplace to obtain the documents. The Agency will reject without consideration any response submitted from a firm that has not obtained the documents from the eProcurement Marketplace.

2.0 SCOPE OF SERVICES

2.1 Overview of Services

Lucas Metropolitan Housing (LMH) is seeking proposals from qualified entities to provide comprehensive snow and ice management services. The resulting contract(s) will be indefinite-quantity, requirements-based service contracts under which LMH will issue or authorize services as weather conditions require. No minimum number of snow service, service calls, or dollar volume is guaranteed. Offerors will submit proposals for an initial one (1) year term, with LMH retaining the sole option to extend the Agreement for up to four (4) additional one-year terms, subject to satisfactory performance, continued need, available funding, and written exercise of each option by

LMH.

2.2 Scope of Services:

General: The Contractor shall provide complete snow and ice management for the LMH locations awarded to it, including plowing, shoveling, snow relocation, deicing, ice monitoring and treatment, return visits, final cleanup, and maintenance of safe access during active weather events. Service includes parking areas, drives, aprons, curb-cut parking spaces, LMH-managed streets, public sidewalks, tenant walkways, ramps, steps, stoops, accessible routes, building entrances, dumpster and trash-can areas, fire-hydrant access, mailboxes, and other areas identified in the applicable AMP Schedule. Snow shall be placed only in approved locations and shall not obstruct entrances, streets, drives, sidewalks, parking, accessible routes, fire hydrants, utilities, drainage routes, dumpsters, mailboxes, sight lines, or future snow storage. Off-site hauling is required only where identified in the AMP Schedule or separately authorized in writing by LMH.

2.2.1 Sidewalk and Walkway Snow Removal:

LMH Community properties will have two types of pathways that will require snow removal and rock salt, Public Sidewalks and Tenant Walkways.

Public Sidewalks: The Contractor shall keep all public sidewalks reasonably clear of snow and ice and apply approved deicing material as necessary. Snow shall not be piled on sidewalks. Public sidewalks shall receive an initial clearing as part of the applicable service priority and final cleanup as soon as practicable after the weather event ends, and in no event later than any applicable municipal deadline.

Tenant Walkways and Accessible Routes: The Contractor shall clear and treat tenant walkways from the public sidewalk or parking area to residential entrances, including stoops, steps, ramps, curb cuts, and designated accessible routes. Accessible routes, ramps, and entrances serving elderly or disabled residents shall be treated as Priority 1 areas and maintained in a passable condition throughout the weather event to the extent weather conditions permit.

Public sidewalks and tenant walkways shall be shoveled or mechanically cleared and treated with approved deicer. A deviation from the required scope may be authorized only by LMH's designated Snow Coordinator (i.e., Maintenance Mangers) or Contracting Officer. Site personnel may report conditions and request attention but may not authorize additional compensable work unless expressly delegated in writing.

2.2.2 Dumpster Specifications and Trash Can Containment Areas:

The Contractor shall ensure that dumpsters, trash-can containment areas, garbage corrals, and required access paths remain reasonably accessible. Areas immediately surrounding dumpsters and corrals shall be cleared and treated as necessary, and pathways needed to move trash containers to the curb shall be open before scheduled collection when the weather event permits.

Where garbage corrals are present, the Contractor shall clear the corral and a usable route to the curb. Snow shall not be stored where it prevents residents, LMH staff, or waste haulers from accessing containers or placing containers for collection.

2.2.3 Parking Area Specifications:

The Contractor shall maintain safe vehicle and pedestrian access to LMH properties. Primary drive lanes, fire and emergency access, accessible parking spaces, access aisles, curb ramps, and entrances shall receive priority attention. Snow shall not be stored within parking stalls, accessible access aisles, travel lanes, intersections, or other locations that materially impair visibility or access. Snow displaced from parking areas shall be moved to approved on-site storage areas or hauled off-site when specifically required by the AMP Schedule or written LMH direction.

2.2.4 Same Day Follow-up Snow Removal:

When parked vehicles prevent complete clearing, the Contractor shall document the obstruction in the weather event service log and promptly notify the designated LMH contact. After LMH has had a reasonable opportunity to notify residents or employees to move vehicles, the Contractor shall return within six (6) hours, or sooner if directed by the Snow Coordinator (i.e., Maintenance Managers), to complete the affected area. Unless a Price Proposal Form expressly provides otherwise, this required return visit is included in the applicable snow-service price and is not separately billable.

LMH may direct staged parking-lot clearing when vehicle density makes a single-pass operation impracticable. When directed, the Contractor shall clear the designated portion, return within the period specified by LMH, and complete the remaining area. Required staged clearing and normal return passes are included in the snow-service price unless the applicable Price Proposal Form expressly identifies a separate compensable item.

2.2.5 Mobilization of Plowing Services:

The Contractor shall provide twenty-four (24) hour weather monitoring and dispatch capability during the snow season and shall not rely solely on an LMH service call before responding to an objectively triggered weather event. Unless otherwise directed by the Snow Coordinator (i.e., Maintenance Managers), the Contractor shall acknowledge an LMH snow or ice service communication within fifteen (15) minutes and begin mobilization within sixty (60) minutes after a service trigger occurs. LMH administrative and office locations identified in the AMP Schedules shall be serviced in time to provide safe employee and visitor access before 8:00 a.m. on LMH workdays when weather conditions reasonably permit.

The Contractor shall begin snow or ice response upon the occurrence of any of the following service triggers:

Two inches (2") of snow has accumulated, or accumulation is continuing and is reasonably expected to reach two inches;

Snow, freezing rain, sleet, refreeze, black ice, or other winter conditions create a hazardous or materially slippery condition regardless of measured snow depth;

A salting or deicing-only response is directed by LMH or is reasonably necessary to maintain Priority 1 access before a plowable accumulation is reached; and/or LMH directs service because site-specific conditions require action to protect residents, employees, visitors, property, or emergency access.

Service Priority and Completion Standards: Priority 1 areas consist of emergency access lanes, fire-hydrant access, primary building entrances, ramps, curb cuts, designated accessible routes and accessible parking areas, and entrances serving elderly or disabled communities. Priority 1 areas shall receive the first available service and shall be maintained during the service. Priority 2 areas consist of primary drives and parking-lot travel lanes. Priority 3 areas include remaining parking areas, public sidewalks, tenant walkways, dumpster routes, and final cleanup. The Contractor shall organize sufficient crews and equipment so that initial service to all awarded properties proceeds in accordance with the Contractor's approved route sequencing and without unreasonable delay caused by overcommitment of personnel or equipment. Final cleanup shall be completed as soon as practicable after precipitation ends and, absent extraordinary conditions documented to LMH, within four (4) hours after the weather event ends.

During a prolonged or high-accumulation weather event, the Contractor shall continue operations and return to each awarded property as needed to maintain Priority 1 and primary vehicle access. Unless otherwise directed by LMH, no more than six (6) hours shall elapse between necessary plowing passes at an awarded community while material accumulation continues. These ordinary recurring passes are included in the applicable snow-service price.

If LMH identifies deficient or incomplete snow or ice service, the Contractor shall acknowledge the notice promptly and complete the corrective service within two (2) hours, unless LMH establishes a shorter period because of an immediate health or safety condition. Corrective service required because of deficient performance shall be performed at no additional cost to

LMH.

2.2.6 Billing and Snow Event Reporting

For pricing and invoicing purposes, a "Snow Event" is the continuous period of winter precipitation and directly related cleanup or refreeze response that LMH reasonably treats as one operational service. The snowfall-depth price band for the service shall include all labor, equipment, ordinary deicing material, required recurring plowing passes, sidewalk and walkway clearing, parked-vehicle return passes, supervision, mobilization, and final cleanup necessary to satisfy the RFP, unless a Price Proposal Form expressly identifies an item as separately compensable. A Contractor shall not multiply the snowfall depth by the number of passes performed.

Separate charges are permitted only for a line item expressly included in the applicable Price Proposal Form, such as a deicing-only service or authorized snow hauling, and only when the service meets the stated pricing conditions. Extraordinary or out-of-scope work must receive prior written authorization from the Contracting Officer or other person expressly authorized to approve a compensable change. Site personnel may not create an additional payment obligation by oral direction alone.

Snow Event Accumulation Verification https://w2.weather.gov/climate/index.php?wfo=cle

1. Select Product: Daily Climate Report (CLI)

2. Select Location: Toledo

3. Select Timeframe: Archived Data: Select Day of Event

4. Select View: Go

The Contractor shall attach the applicable National Weather Service report and its event service documentation to each invoice. LMH may use the NWS Toledo report, site observations, contractor logs, and other reliable weather information to determine the appropriate service price band. The Contractor shall promptly identify any claimed discrepancy before invoicing.

Each invoice shall identify the Snow Event, AMP(s) and locations serviced, snowfall band or approved service line item, and any separately authorized work. Missing or materially incomplete event documentation may delay payment or result in rejection of unsupported charges.

2.3 Performance Standards

2.3.1 Contractor Licensing, Responsibility, and Same-Event Capacity: The Contractor shall possess the experience, financial stability, insurance, equipment, personnel, supervision, communications capability, deicing-material supply, and backup resources necessary to service all AMPs awarded to it during the same regional winter-weather event within the required response, service-cycle, and completion standards. All services must comply with applicable federal, state, and local law and recognized snow-removal safety practices. LMH may determine that an Offeror is qualified for fewer AMPs than it proposes if the demonstrated resources do not reasonably support timely performance of the full proposed portfolio during the same regional winter-weather event.

2.3.2 Relevant Experience and Past Performance: The Offeror shall document successful performance of comparable snow and ice management work for multifamily housing, institutional, governmental, commercial, or similarly complex portfolios. The proposal shall identify the size and scope of prior assignments, number of sites serviced during the same winter-weather event, service standards, contract dates, and references capable of verifying performance.

2.3.2.1 Site Familiarity and Preseason Walkthrough: Each Offeror is responsible for reviewing the AMP Schedules, maps, and available site information for every AMP it proposes and for raising material scope or site-condition questions before the proposal deadline. The successful Contractor shall complete a mandatory preseason walkthrough with LMH for each awarded AMP to confirm routes, priorities, snow-storage locations, accessible areas, hauling locations, site restrictions, and emergency contacts. The walkthrough does not relieve the Contractor of obligations stated in the RFP.

2.3.2.2 Safety Standards: The Contractor shall comply with OSHA requirements and all applicable safety laws and shall establish work practices appropriate for occupied residential properties, including pedestrian awareness, safe backing and equipment operation, traffic control when needed, spill prevention, required personal protective equipment, and hazard communication. Safety Data Sheet and hazardous-material requirements are further addressed in Section 2.4.11.

2.3.3 Unauthorized Subcontracting Prohibited: The Contractor shall not assign or transfer the contract or delegate contracted snow-removal responsibilities except as permitted by Section 2.4 and approved in writing by LMH. Use of an approved subcontractor does not relieve the prime Contractor of responsibility for complete and timely performance, labor compliance, insurance, safety, documentation, or any other contractual obligation.

Worker Classification: The Contractor shall not misclassify employees as independent contractors.

Individuals performing contract work may be used as bona fide employees or as legitimate independent contractors or subcontracting businesses only when their classification complies with applicable federal and state law and LMH's subcontractor-approval requirements. Receipt of a Form 1099, possession of a tax identification number, or characterization as a sole proprietor does not by itself establish lawful independent-contractor status. All approved subcontractors remain subject to applicable insurance, wage, Section 3, recordkeeping, and contract requirements.

The prime Contractor is fully responsible for the acts, omissions, quality, timeliness, safety, and compliance of every subcontractor and person used to perform the contract.

2.3.4 Section 3 Applicability: To the extent this contract is funded with Section 3-covered public housing financial assistance, the Contractor and its covered subcontractors shall comply with Section 3 of the Housing and Urban Development Act and 24 CFR Part 75, including the applicable Section 3 contract clause, labor-hour reporting, required records, and qualitative-effort reporting when benchmarks are not met. A firm's status as a Section 3 business concern is separate from its obligation to comply with Section 3 requirements applicable to the contract.

Offerors shall complete and return the Section 3 forms required by Attachment D. The Contractor shall provide Section 3 labor-hour and supporting information in the form and frequency required by LMH and shall flow applicable Section 3 requirements down to covered subcontractors.

2.3.5 MBE/WBE Participation: The proposal should include percentage participation of MBE/WBE of the firms that comprise the proposer’s team. LMH has established an administrative goal of 35% utilization of disadvantaged and historically underutilized businesses for performance of the work under this procurement.

2.4 Use of Subcontractors

2.4.1 Use of Subcontractors.

All subcontractors that will perform snow or ice services must be disclosed and approved in writing by LMH Procurement and Contracts before beginning work. The Offeror shall submit Attachment J for known subcontractors and shall obtain written approval before adding or substituting a subcontractor after award. Subcontractors shall provide the licenses, insurance, tax documentation, Section 3 information, labor-compliance records, and other documents applicable to their work. The prime Contractor shall ensure that its insurance and each subcontractor's insurance satisfy the contract requirements and shall remain fully responsible for subcontractor performance. Worker classification shall comply with Section 2.3.3 and applicable law.

2.4.2 Record Keeping.

Contractors and subcontractors performing work subject to HUD Maintenance Wage Determinations shall create and retain all records required by the applicable HUD labor standards for at least the required retention period, including worker identity, classification, hours, wage and fringe rates, gross wages, deductions, and net wages. Records shall be made available to LMH, HUD, or other authorized officials upon request.

2.4.3 Maintenance Wage Determination (MWD) for maintenance work.

This is a maintenance-services procurement and applicable HUD Maintenance Wage Determinations shall be incorporated and enforced as required. Attachment G-8 identifies the determination provided with the solicitation. If HUD issues or requires a successor determination for a contract period or exercised option year, the Contractor and subcontractors shall comply with the determination made applicable by LMH to that period. The Contractor is responsible for incorporating applicable wage requirements into its pricing.

2.4.4 Labor Standards compliance monitoring.

LMH may conduct labor-standards monitoring, including review of contractor and subcontractor records, payroll or wage documentation, and on-site worker interviews. The Contractor shall cooperate with monitoring and promptly correct identified labor-compliance deficiencies.

2.4.5 Snow Removal Services.

Snow-removal work will occur at occupied residential communities. The Contractor shall perform all services with reasonable care for residents, visitors, employees, parked vehicles, buildings, curbs, pavement, sidewalks, landscaping, utilities, and other property. Operations shall be organized to minimize disruption while maintaining safe access. The Contractor is responsible for damage caused by negligent or improper equipment operation, snow placement, deicer application, or other contract activities.

The Contractor shall furnish and enforce the use of all personal protective equipment appropriate to the task and conditions, including high-visibility outerwear and slip-resistant footwear and, where applicable, gloves, eye protection, and hearing protection.

Snow-removal vehicles and equipment shall use required warning lights, audible alarms, and other safety devices, and the Contractor shall use spoƩers or other controls when site condiƟons create an elevated pedestrian or backing hazard.

Contractor and his/her employees shall present themselves in a professional manner when on LMH properties. Contractor and his/her employees shall be courteous to all LMH employees and LMH tenants.

2.4.6 Coordination of Work, Crew Supervision and Continuity.

Coordination of snow and ice work shall be through LMH's designated Snow Coordinator (i.e., Maintenance Managers) and the Contracting Officer. Property Managers, Maintenance Managers, and other site personnel may report hazardous conditions, access issues, or deficient performance, but only the Contracting Officer or another person expressly designated in writing may authorize additional compensable work, approve an out-of-scope service, or modify contract pricing.

The Contractor shall maintain a continuously monitored twenty-four (24) hour dispatch or emergency contact capability and an escalation contact throughout the snow season. The Contractor shall acknowledge calls, text messages, or other service communications from LMH within fifteen (15) minutes and shall immediately advise LMH of any condition that may materially affect required response or completion times.

The Contractor shall designate a primary operations manager and sufficient field supervision for each awarded AMP or service-route grouping to ensure effective supervision, quality control, event documentation, and coordination with LMH.

Any material change to assigned crew leadership, equipment allocation, subcontractors, or staffing during the snow season shall be promptly communicated to the Snow Coordinator (i.e., Maintenance Managers.) The Contractor may not reduce committed resources below the level necessary to meet the performance standards.

2.4.7 Equipment.

All equipment shall be properly maintained, licensed where required, safe, and suitable for the assigned work. The Contractor shall maintain or have reliably available sufficient backup equipment and qualified personnel to prevent equipment failure or personnel unavailability from causing material noncompliance with the required response and completion standards. Equipment that is unsafe, excessively noisy or polluting, or likely to damage LMH property may be rejected by LMH.

For each AMP proposed, the Offeror shall identify the primary plow vehicles, sidewalk-clearing equipment, spreaders, loaders or hauling equipment where applicable, and the number of qualified operators and laborers committed to the work, together with the backup equipment and personnel resources that will be reliably available to maintain required service if primary resources become unavailable.

Resources identified for one AMP may also support another AMP when the Offeror's written operating plan demonstrates that the shared resources can service both AMPs during the same regional winter-weather event within the required response, service-cycle, and completion standards.

The Contractor shall use equipment appropriate to the scale and access constraints of each site. Large equipment shall not be used where it creates an unreasonable risk of damage. Smaller plows, snow blowers, shovels, or other appropriate equipment shall be used for confined areas, sidewalks, accessible routes, and locations where larger equipment cannot operate safely. The Contractor shall promptly repair at its expense damage caused by its operations.

2.4.8 Execution.

At the beginning of each Snow Service, the Contractor shall notify the Snow Coordinator (i.e., Maintenance Managers) that crews have been dispatched and shall identify any known service limitation or delay. Service response does not require separate advance authorization when an objective service trigger in Section 2.2.5 has occurred, unless LMH has expressly directed otherwise.

Before the snow season, the Contractor shall provide LMH with a written route and service-sequencing plan for each awarded AMP, including priority locations, anticipated crew and equipment assignments, backup resources, and escalation contacts. The plan must be updated when material changes occur.

The Contractor shall maintain a contemporaneous service log for each Snow Service and AMP. The log shall identify arrival and completion times by site, crew and equipment used, areas serviced, deicing activity and approximate material quantities, parked-vehicle or access obstructions, return visits, deficient-work callbacks, unusual conditions, and departure time. LMH may require GPS records and time-stamped photographs or comparable electronic verification. Service documentation shall be submitted with or made electronically available in support of each invoice.

2.4.9 Preparation.

Equipment shall arrive fueled and ready for service. Refueling on LMH property shall be minimized and performed only in a safe location away from turf, drains, and resident activity. Any fuel, hydraulic fluid, or other spill shall be contained, cleaned, and reported promptly in accordance with applicable law. Before operating, the Contractor shall use reasonable care to identify fixed obstacles, curbs, wheel stops, hydrants, utility structures, and other site conditions that could be damaged or create a hazard.

2.4.10 Snow and Ice Control Materials.

The Contractor shall furnish sufficient approved deicing and traction-control materials to perform every awarded AMP throughout the snow season without avoidable delay caused by material shortages.

Deicing products shall be commercially appropriate for the surface and weather condiƟons and shall be applied in accordance with manufacturer’s recommendaƟons and LMH direcƟon.

Products known to create unreasonable risk to concrete, metal, landscaping, residents, pets, or drainage systems shall not be used without LMH approval.

The Contractor shall maintain adequate on-hand inventory or reliable replenishment arrangements for anƟcipated regional storm condiƟons and shall idenƟfy any supply interrupƟon to LMH immediately.

Unless the applicable Price Proposal Form expressly provides otherwise, ordinary salt or deicing materials required to meet the Scope of Services are included in the snow-service or deicing-only price and may not be billed as an addiƟonal material charge.

2.4.11 OSHA Hazard Communication and Chemical Safety.

The Contractor shall comply with OSHA's Hazard Communication requirements applicable to chemicals and materials used in performing the work. LMH will make available, upon request, Safety Data Sheets for hazardous chemicals known to be present at an LMH facility when relevant to the Contractor's work.

The Contractor shall maintain and provide upon request current Safety Data Sheets for deicing agents, fuels, cleaners, or other hazardous chemicals it brings onto LMH property and shall ensure that employees and approved subcontractors receive required hazard information and training.

The Contractor is responsible for identifying job hazards and furnishing the training, equipment, PPE, and work practices necessary to protect its employees and the public.

2.4.12 Deficient Work and Corrective Action

If LMH determines that services are deficient, incomplete, untimely, or otherwise nonconforming, the Contractor shall correct the deficiency within two (2) hours after notice, or within a shorter reasonable period specified by LMH for immediate health or safety conditions, at no additional cost.

If the Contractor does not correct a material deficiency within the required period, LMH may perform or procure replacement service and charge the reasonable additional cost to the Contractor, offset amounts otherwise due, reduce or reject the affected invoice, or exercise any other contractual remedy. LMH's use of replacement service does not waive the Contractor's default.

Repeated deficiencies, failure to maintain committed resources, inaccurate service records or invoices, failure to respond during a service, or any material failure affecting resident or property safety may constitute grounds for corrective action, suspension of new assignments, reduction of awarded AMP responsibility where contractually permitted, termination for default, and consideration in future responsibility or past-performance determinations.

2.5 Service Schedule and Frequency

Snow and ice services are weather event-driven and may be required twenty-four (24) hours per day, seven (7) days per week whenever winter conditions occur during the contract period. Contractors shall maintain readiness throughout the customary snow season and at other times when winter weather reasonably requires service. LMH does not guarantee any minimum number or frequency of weather events. Response frequency during an active weather event shall be governed by the triggers, priorities, recurring-pass requirements, and completion standards in Section 2.2.

2.6 Service Locations and AMP Schedules

2.6.1 Snow Removal Site Locations.

Service locations are organized by Asset Management Project (AMP). Offerors may propose on one, multiple, or all AMP Schedules, but must demonstrate the ability to service all AMPs proposed during the same regional winter-weather event within the applicable response, service-cycle, and completion standards. The Master AMP Schedules and community maps identify the locations included in the procurement. The successful Contractor is responsible for the complete snow and ice scope at each awarded location, including the areas described in this RFP and the applicable schedule. Any material discrepancy, inaccessible condition, or ambiguity identified before award shall be raised through the RFP question process. LMH may add, delete, or materially change locations only through an authorized contract modification or other written direction consistent with the contract.

AMP Service Location Maps (Info Only)

Price Proposal Form (Return)

AMP 111 Attachment L Attachment H-111 AMP 112 Attachment L Attachment H-112 AMP 121 Attachment L Attachment H-121 AMP 122 Attachment L Attachment H-122 AMP 131 Attachment L Attachment H-131 AMP 133 Attachment L Attachment H-133

2.7 Bonding and Insurance Requirements

2.7.1 Bond Requirements:

There are no bonding requirements with this proposal.

2.7.2 Workers' Compensation and Employer's Liability

1. Contractors and subcontractors shall maintain Workers' Compensation coverage as required by Ohio law for all employees performing contract work.

2. Contractors and subcontractors shall maintain Employer's Liability/Stop-Gap Liability coverage of not less than $1,000,000 each accident, $1,000,000 disease-policy limit, and $1,000,000 disease-each employee.

Certificates and required endorsements shall be provided before work begins and coverage shall remain continuously in force throughout the contract and any option period. The Contractor shall promptly provide updated evidence of coverage upon renewal or LMH request.

2.7.3 Commercial General Liability

1. Contractor agrees to name LMH as an additional insured on its general liability policy, which shall be primary to LMH’s general liability policy, and any other insurance policy as determined by LMH that is relevant to the contract scope of work. These policies shall also be primary to and non-contributory to LMH’s General Liability policy.

2. Contractors and subcontractors shall name LMH as an additional insured on their General

Liability policy, and any other insurance policy as determined by LMH that is relevant to the contract scope of work.

3. Contractor and subcontractor shall indemnify LMH, to the fullest extent provided by law, for all claims arising out of the contractor’s and subcontractor’s performance of this contract.

4. Contractors and subcontractors shall maintain Commercial General Liability coverage of not less than $1,000,000 per occurrence and $2,000,000 general aggregate for bodily injury, property damage, and contractual liability, or higher limits if required by the final contract.

5. LMH reserves the right to request a copy of the Contractor’s and subcontractor’s full insurance policies and applicable endorsements.

6. Contractors and subcontractors must maintain the insurance policies that were submitted during the entire length of the contract.

2.7.4 Automobile Liability

Contractors and subcontractors shall maintain Automobile Liability insurance covering owned, hired, and non-owned vehicles used in connection with the work, with a combined single limit of not less than $1,000,000 per accident for bodily injury and property damage.

2.7.5 Indemnification

Contractors and subcontractors shall indemnify and hold LMH harmless to the fullest extent permitted by law from claims, losses, damages, liabilities, and costs arising from their performance of the work, subject to the terms of the final contract and applicable law.

2.7.6 Proof of Insurance

The Contractor shall provide certificates of insurance and endorsements satisfactory to LMH before beginning work and upon each renewal. LMH may require complete policy copies or other reasonably necessary evidence to verify compliance. Failure to maintain required insurance is a material contract default.

3.0 PROPOSAL SUBMISSION INFORMATION

3.1 Procurement Schedule

3.1.1 Proposals must provide a clear picture of the offeror’s qualifications to provide the services required in the RFP. The offeror should respond to the RFP instructions and requirements. The proposal must include all costs that relate to the responses submitted.

3.1.2 All proposals become the property of LMH to use. All proposals will be considered public information and will be open for inspection.

3.1.3 Proposal Cost and Option-Year Pricing. The cost of preparing a proposal is the responsibility of the Offeror and is not chargeable to LMH. Prices submitted for the initial contract term shall remain firm for that term unless an authorized contract modification expressly provides otherwise. Any requested option-year adjustment must be submitted in writing within the period established by LMH before exercise of the option, must be supported by documented changes in relevant labor, fuel, deicing-material, insurance, or other material costs, and is subject to LMH review, negotiation, funding, and written approval. No price adjustment is effective without a written contract modification.

3.1.4 False or Misleading Statements: Proposals containing false or misleading statements may be rejected.

3.1.5 Vendor Representative’s Signature: An officer of the Respondent, who is legally authorized to enter a contractual relationship on behalf of the Respondent, must sign the submission package. The signature must indicate the title or position the individual holds in the vendor’s organization.

3.1.6 The completed RFP proposal must be received by the time and date listed on the cover of this RFP. All vendors must carefully review their final proposals. Once submitted, proposals cannot be changed; however, LMH may request information or respond to inquiries for clarification purposes only. All vendors submitting a proposal must agree to honor the terms and conditions contained herein for the life of the contract.

3.2 Proposal Format

3.2.1 Tabbed Proposal Submittal: LMH intends to retain the successful proposer pursuant to a “Best Value” basis, not a “Low Proposal” basis ("Best Value," in that LMH will, as detailed within the following Section, consider factors other than just cost in making the award decision). Therefore, so that LMH can properly evaluate the offers received, all proposals submitted in response to this RFP must be formatted in accordance with the sequence noted following. Each category must be separated by separate tabs and labeled with the corresponding tab reference also noted below.

Proposals must be indexed corresponding to the following format and lettering:

TABLE OF CONTENTS

TAB (A) – LETTER OF TRANSMITTAL

A letter of transmittal (preferably on letterhead) bearing the signature of an authorized representative of the firm and the name(s) of the individual(s) authorized to negotiate services and costs with LMH. Authorized individual contact information, including phone number and email address, shall be included within this letter.

TAB (B) – ORGANIZATION

Information about the company: size, structure, history, and any relevant certifications as a Minority-owned or Disadvantaged Business Enterprise

TAB (C) – STATEMENT OF QUALIFICATIONS AND EXPERIENCE

1) The Offeror shall describe the qualifications and availability of the personnel, equipment, dispatch resources, materials, and subcontractors that will be committed to LMH. The proposal shall demonstrate the Offeror's ability to service every AMP proposed during the same regional winter-weather event within the required response, service-cycle, and completion standards. At a minimum, provide:

Project organization and names or positions of personnel assigned to LMH, including the twenty-four (24) hour dispatch function and field supervision;

The proposed Contract/Operations Manager and primary LMH liaison, including emergency contact information;

Primary crews and equipment proposed for each AMP, together with the backup or shared contingency resources that will be reliably available to maintain required service if primary resources become unavailable, including plow vehicles, sidewalk equipment, spreaders, loaders or hauling resources where applicable, and the source and availability of deicing materials;

The maximum number of LMH AMPs the Offeror can service during the same regional winter-weather event while meeting the response, service-cycle, and completion standards, and an explanation of how resources will be deployed during a portfolio-wide service; and

A contingency plan addressing equipment failure, staffing shortages, subcontractor failure, material shortages, prolonged storms, and other conditions that could disrupt service. If subcontractors are proposed, provide corresponding qualifications, resources, and responsibilities for each subcontractor.

2) Experience - List assignments within the past two (2) years that best demonstrate the proposer’s competence to perform work similar to the required Scope of Services, including:

Description of project and key participants Dates started and completed.

A brief narrative of the project

TAB (D) – SCOPE OF SERVICES

State specifically how the Offeror will satisfy the Scope of Services, including weather monitoring, service mobilization, route sequencing, Priority 1 protection, parking-lot and sidewalk operations, communication with LMH, documentation, quality control, parked-vehicle follow-up, prolonged-storm operations, final cleanup, ice/refreeze response, and correction of deficient work. Identify previous examples demonstrating the proposed operating approach.

TAB (E) – COST PROPOSAL

Offerors shall submit a completed Price Proposal Form for each AMP Schedule proposed.

Prices shall include all costs required to perform the stated scope, including labor, supervision, equipment, fuel, ordinary deicing materials, mobilization, recurring passes during the same

Snow Service, required parked-vehicle return passes, and final cleanup, except for line items that the applicable Price Proposal Form expressly designates as separately compensable.

Offerors may propose one, multiple, or all AMP Schedules, subject to demonstrating capacity to meet the same-event service requirements of this RFP.

TAB (F) – REFERENCES

Provide contact information for the project(s) listed in the “Statement of Experience and Qualifications.” Information should include a phone number and an email address. Include at least three (3) organizations and contact information (including email addresses) where you have provided similar services within the last 24 months.

TAB (G) – ATTACHMENTS

(Attachments) All other required information is set forth by each of the following attachments.

Return the ones marked “return” and place in Tab G.

(Other) Any remaining Attachments/Appendices are for your information only and NOT to be returned.

Attachment (A) - Form of Proposal (Return) Attachment (B) - Profile of Firm (Return) Attachment (C) - HUD 5369-A, Representations, Certifications, and Other Statements of Bidders (Return) Attachments (D) - Section 3 Forms (Return) Attachment (E) - HUD 5369-B, Instructions to Offerors, Non-Construction (Information Only) Attachment (F) - Supplementary Instructions for Bidders and Contractors (SIBC) (Information Only) Attachment (G) – Sample LMH Contract (Information Only) Attachment (G-1) – Form HUD-5370-C, Section I, General Conditions for Non-Construction Contracts (With or Without Maintenance Work) (Information Only; applicable to maintenance contracts over $250,000 together with Section II) Attachment (G-2) – Form HUD-5370-C, Section II, General Conditions for Non-Construction Contracts (With Maintenance Work) (Information Only; applicable to maintenance contracts over $2,000 and used with Section I when the contract exceeds $250,000) Attachment (G-8) – HUD Maintenance Wage Rate Determinations (Information Only) Attachment (H-111) – Price Proposal Form: AMP 111 (Return Under Tab “E”) Attachment (H-112) – Price Proposal Form: AMP 112 (Return Under Tab “E”) Attachment (H-121) – Price Proposal Form: AMP 121 (Return Under Tab “E”) Attachment (H-122) – Price Proposal Form: AMP 122 (Return Under Tab “E”) Attachment (H-131) – Price Proposal Form: AMP 131 (Return Under Tab “E”) Attachment (H-133) – Price Proposal Form: AMP 133 (Return Under Tab “E”) Attachment (J) – Subcontractor Listing, if applicable (Return) Attachment (K) – Equipment Listing (Return) Attachment (L) – LMH Master Communities Maps (Information Only)

3.3 Proposal Submission Information

3.3.1 LMH reserves the right to accept or reject any or all proposals, to take exception to the RFP specifications, or to waive any formality. Firms may be excluded from further consideration for failure to comply with the specifications of this RFP. The recommendation of LMH staff, LMH President / CEO and LMH’s Board of Commissioners shall be final.

3.3.2 Proposals may be withdrawn through a written request dispatched by the Respondent in time for delivery in the normal course of business prior to the proposal due date and time. Negligence on the part of the Respondent in preparing the required documents confers no right of withdrawal or modification of proposal data after such documents are opened.

3.3.3 The completed submission package must be received by the time and date listed on the cover of this RFP or by the time and date listed in any subsequent addendum. Proposals received after the deadline will not be considered. Proposals must be submitted by one of the following methods: (a) electronically through the LMH e-Procurement Marketplace, or (b) by email to the Point of Contact listed in Table 2. Submissions by fax or any other method will not be accepted.

3.3.4 All vendors must carefully review their final proposals. Once the file has been opened, proposals cannot be changed, with the exception that LMH may request information or respond to inquiries for clarification purposes only.

3.3.5 All vendors submitting a proposal must agree to honor the terms and conditions contained herein for the life of the contract.

3.3.6 Proposers are not allowed to change any requirements or forms contained herein, either by making or entering onto these documents or the documents submitted by any revisions or additions;

if such markings are made, the proposal may be deemed invalid. If after accepting a proposal, the Authority decides that any such entry has not changed the intent of the proposal, the Authority may accept the proposal as if the marks, notations, or requirements were not entered on such.

3.3.7 All questions and requests for information must be submitted in writing to the LMH Point of Contact identified in Table 2. LMH will respond by written addendum posted on the e-Procurement Marketplace. Offerors are responsible for monitoring the Marketplace and acknowledging all addenda.

4.0 PROPOSAL EVALUATION

4.0.1 The Competitive Negotiation Process will be used to select the agreement award, beginning with the highest ranked firm. LMH reserves the right to negotiate an agreement with individual(s), firm(s), or organization(s) that provides the greatest benefit to LMH, not necessarily the lowest price. Firms in the competitive range may be required to be interviewed by the Evaluation Committee.

4.0.2 LMH will select the respondents that are the most advantageous to LMH based upon the evaluation criteria stated herein. LMH reserves the right to negotiate price and other factors with any acceptable respondents.

4.0.3 LMH reserves the right to award without discussions and may make awards to multiple vendors. Proposals will be evaluated under the published criteria in this RFP. LMH may make award decisions on an AMP-by-AMP basis, may award an Offeror fewer AMPs than it proposed when the demonstrated capacity to meet same-event service requirements does not support the full request, and may make multiple awards for the same AMP when operational redundancy is in LMH's best interest. Any designation of an awarded Contractor as primary, secondary, alternate, or backup is for administrative convenience only and does not create exclusivity, a right of first refusal, or a guaranteed order of assignment. LMH may allocate or reallocate work among Contractors awarded the applicable AMP in accordance with Section 5.1. Price negotiations, if conducted, will occur only as permitted by the RFP and applicable procurement requirements. Responsibility matters such as debarment status, financial capacity, insurance, and verification of committed resources may be considered separately from the scored evaluation factors.

4.1 Preliminary Proposal Review

4.1.1 The review process will be conducted in two parts. The preliminary review will consist of a review to be sure the proposal meets the minimum requirements (and mandatory conditions) specified in the RFP. If they do not, they will be rejected.

4.1.2 Proposals in response to the RFP must meet the following requirements:

a. The proposal must be submitted in accordance with the submission methods and deadline set forth in Table 2 of this RFP.

b. Proposals not submitted in accordance with Table 2 by the specified deadline will be rejected.

c. Proposal must be signed by an authorized vendor representative.

d. Proposals that pass the responsiveness review will proceed to technical evaluation.