RFQual-13DMD-2026-3.pdf

DMD – Homeowner Repairs -Contractor Pool Final – April 2026 RFQual-13DMD-2026-3

City of Indianapolis and Marion County

Request for Qualifications

Release Date April 1, 2026

Reference Number

RFQUAL-13DMD-2026-3

Request for Qualifications Title

Homeowner Repairs – Contractor Pool

Agency Department of Metropolitan Development Agency Contact Des Conlon

Tel: (317) 327-7566

Email: desmond.conlon@indy.gov

Written Questions Due Date: Open

Submittal Deadline Delivery Due Date and Time (Eastern Time)

This Request for Qualifications will remain open for submissions for a period of six (6) months from the date of issuance on April 1, 2026 and ending on October 1, 2026.

The time period will enable DMD to circulate a pool of potential contractors.

Delivery by email only to Desmond.Conlon@indy.gov

Electronic Submissions Only

City of Indianapolis Request for Qualifications

Department of Metropolitan Development Homeowner Repair – Contractor Pool

Questions pertaining to the Request for Qualifications (RFQUAL) documents may be directed to Des Conlon, Principal Program Manager – Home Repair, in writing by email to:

desmond.conlon@indy.gov.

NOTE: Any related addenda to this RFQUAL, including written answers to questions, will be posted on the Purchasing Division’s official website at www.indy.gov/purch under the appropriate project heading. Addenda will NOT be sent directly to vendors.

Vendors will be responsible for periodically checking this website for any related addenda up to and including the due date. Vendors should print out, sign, and return written acknowledgement(s) with their RFQUAL. Failure to sign and return the addenda may cause a response to be determined as non- responsive for review purposes.

The City of Indianapolis and Marion County (hereinafter referred to as “City”) by and through the Department of Metropolitan Development, Community Investments is seeking Request for Qualifications (RFQUAL) submittals in regard to the contents herein. The City is looking for qualified contractors to provide home repair services.

1. General Information

The City’s Homeowner Repair Program is funded with a portion of its annual Community Development Block Grant (CDBG) and City Funds. The mission of the Indianapolis Homeowner Repair program is to provide repairs for low- and moderate-income homeowners, ensuring a safe and habitable home, where they can live as long as they want.

2. Background of Plan

The purpose of this Request for Qualifications (RFQUAL) is to establish a pool of on-call Contractors that can be assigned to multiple single-family home repair projects throughout the year.

It is the City’s intent to utilize each Contractor within the pool to conduct work as part of the Homeowner Repair program. Each project will be bid out to the pool for CDBG funded projects.

Priority repairs will be assigned to available contractors for City funded projects.

3. Anticipated Scope of Work

Contractor may respond to qualifications for a single trade in specific cases or multiple trades in the RFQUAL response to the City. The following is a listing of trades / certified skills to which Contractors may respond:

General Contractor Plumbing Electrical

HVAC

Lead-Based Paint Testing Lead-Based Paint Removal Asbestos Removal

Roofing Radon Testing Radon Mitigation Mold Remediation

Eligible Repairs Under the program:

The following is a list of some eligible repairs:

Foundations.

Framing and structural support components.

Critical systems including HVAC, water heaters, water pumps, and related systems.

Interior flooring.

Doors and/or windows.

Electrical.

Plumbing.

Well/Septic/Sewage repairs (when necessary).

Interior and exterior finishes.

Any necessary or required Americans with Disabilities Act (ADA) improvements including special tubs/showers, access rams, and special cabinets/counters.

Sidewalks/walkways providing access to the structure, which pose a health and/or safety hazard.

Any and all necessary site work required to complete the rehabilitation.

Construction material/waste removal and disposal.

Abatement activities for materials containing lead.

Mitigation activities for radon.

Abatement activities for any materials containing asbestos.

Additional home issues can include the following:

o Cost-effective energy measures and improvements that meet local zoning and code.

o Decent, Safe, and Sanitary (DSS) standards or required Housing Quality Standards

(HQS).

o Improvements that add enhanced resilience, such as elevation of major electrical components, roof strapping, and other measures.

o Lead-based paint testing, mitigation, or stabilization, as needed.

o Radon testing and mitigation.

o Asbestos testing, mitigation, or encapsulation.

o Mold remediation, if necessary.

o Accessibility features for documented special needs.

o Repaired homes inhabited by special needs or elderly (age 62 or older) persons must be analyzed as to the special physical needs of such persons.

o Improvements such as widened doorways, ramps, level entry and doorways, and grab bars in bath areas must be installed, if appropriate.

o Hearing and sight-impaired adaptations should also be considered.

o All special needs requirements must be documented prior to approval.

o Ventilation and energy efficiency items such as ceiling fans, window screens, and screen doors if missing or not functional at the time of inspections.

o Electrical components can be inspected including service, meter, wiring, and fixtures even if no electrical work is being specified.

4. Term of the Contract

The contract will commence once executed with the Department of Metropolitan Development and will be in effect for 18 months and may be renewable up to an additional 18 months. The City anticipates that the Contractors who receive contracts will complete individual Scopes of Work in accordance with the timeline determined by the City. This is typically 60 days after the Notice to Proceed is signed.

The Contractor shall disclose all projects for private development that may be in conflict with other City projects before execution of the contract.

The City’s acceptance of a proposal and approval of the award shall be contingent and conditioned upon the parties’ entry into and execution of a written contract acceptable to the City.

5. Subcontracting

The City will allow subcontracting for this agreement; however, the Contractor must provide a list of subcontractors to City prior to the commencement of work. All persons working on this project shall be employees or independent contractors of the Contractor as defined by law. The list shall include the name of the Contractor, the company the Contractor is assigned to, and the hourly labor rate.

6. Submission Requirements

All submittals must include the following and will be checked against Section 12, Checklist of Items for Submission.

a. Cover Letter explaining an overview of the company and the reason for applying.

b. Contractor Application Form (Attachment A), including organization name, contact name, address, phone number, and email address.

c. Qualifications Narrative, separate from attachment A:

1. General Information

a. Description of the organization & team.

b. Organizational chart with names and titles.

c. Special certificates and /or licenses. e.g. Lead RRP or Abatement

d. Document capacity to address the scope of work.

2. Team Experience and Qualifications

a. Detail each team member’s role on this project.

b. Detail each team member’s certifications and or trainings.

c. Indicate which Anticipated Scopes will be completed using subcontractors.

All Contractors responding to the RFQUAL must demonstrate the following:

Contractor shall be licensed and bonded with the City during the term of this Agreement.

For further information, go to the following City of Indianapolis Business and Neighborhood Services web site: https://www.indv.gov/activitv/contractor-licenses.

Be in good standing with the City of Indianapolis, or not have any complaints under the Better Business Bureau regarding Contractor’s work and performance.

Be able to complete the type of services that will be requested by local homeowners as outlined in Section 3, Anticipated Scope of Work. A scope of services will be drafted specific to each household; however, general services outlined above will be a part of the City contract.

Contractor shall obtain all necessary permits when required by federal, state, or municipal laws to cover the scope of services to be performed by the Contractor.

It is hereby agreed that City will be damaged in the sum of two hundred ($200.00) liquidated damages per day for each day Contractor is unable, or refuses, to provide the services in the amount and manner herein provided. Contractor agrees to pay City said damages or, in the alternative the City may withhold monies otherwise due the Contractor. It is expressly understood by the parties hereto that these damages relate to the time of performance and do not limit the City’s other remedies under this agreement, or as provided by applicable law.

d. Relevant Organizational Experience

Document the organization’s capacity and intent to proceed without delay if selected for this work.

Provide a detailed description of the Organization’s ability to implement the Anticipated Scope of Work as detailed in Section 3.

An outline of qualifications and experience in performing similar services for each service your organization wishes to provide. List any educational degrees, active licenses/certifications, and relative work experience. NOTE: A statement of interest is not required for each service.

Three (3) business references from previous clients; preference will be given to references where similarly requested services were performed. Do not include references that are currently employed by City. Letters of reference should be included in this section as well as listed in the Contractor Application Form – Attachment A.

e. Current Certificate of Insurance with all sections covered per Insurance section 5.08 on pages 24-25. These are minimum requirements. Read these carefully and share with you Insurance company to ensure that all sections are covered.

f. Copy of MBE/WBE/XBE Certification – if applicable.

7. MBE/WBE/VBE/DOBE (“XBE”) participation form or waiver It is the policy of the City that Minority Business Enterprises (MBEs), Women Business Enterprises (WBEs), Veteran Business Enterprises (VBEs), and Disability-Owned Business Enterprises (DOBEs) shall have the maximum feasible opportunity to participate in the performance of contracts. Consequently, the City, through Article IV, Section 202-401 of the revised municipal code & The Consolidated City of Indianapolis and Marion County MBE/WBE/VBE/DOBE Business

Utilization Plan in Indianapolis, has established MBE participation goals of 15%, WBE participation goals of 8%, VBE participation goals of 3%, and DOBE participation goals of 1% for its dollars spent on public works, goods, and services.

In order to help accomplish this goal, the City is requesting that you include with your submittal information regarding your status as an MBE, WBE, VBE, or DOBE. Additionally, please include contact information for any MBE, WBE, VBE, or DOBE owned Vendors directly participating in your business operations. The City also requests contact information for any MBE, WBE, VBE, or DOBE sub-contractors that you might use in the course of doing business with the City.

Some examples of this kind of service include, but are not limited to: office supplies, courier services, shipping services, etc. These services can occur at the local, state, or national level. Please include an estimated percentage or dollar amount that you anticipate using.

Be advised that the information provided on MBE/WBE/VBE/DOBE participation will be included as part of the evaluation criteria for this RFQ. Accordingly, it is imperative that you do everything possible to obtain the information above and supply it as part of the submittal.

In order to be recognized by the City of Indianapolis/Marion County as an MBE/WBE/VBE/DOBE participant, your company must be certified with the Office of Minority &Women Business Development (OMWBD). The City will recognize only City of Indianapolis certified firms regardless of any other state or national affiliation.

If you should need assistance in obtaining information or certification for possible participation in a contract, please contact the OMWBD on the Internet at www.indy.gov/omwbd or by phone at (317) 327-5262.

Respondents can view a list of City OMWBD approved MBE/WBE/VBE/DOBE vendors by going to this web page: https://www.indy.gov/activity/find-omwbd-contractor and selecting the appropriate monthly “Vendor Listing” spreadsheet.

8. Compensation

Since this is a Request for Qualifications only, any Vendor submission of compensation will cause your submittal to be rejected. After the City selects a short list of candidates, negotiations will begin with each Vendor and the City will encourage, only at that time, innovative responses regarding compensation for representing the City in providing consulting services.

The Purchasing Division competes Public Bids for all goods and services over $150,000.00 for the originating Agency following the procedures for competitive bidding as specified in IC 5-22-7.

9. Non-Discrimination The respondent agrees to comply with the Federal Civil Rights Act of 1964 as amended; the Federal Civil Rights Act of 1991 as amended; the Americans with Disabilities Act of 1990 as amended; the Elliott-Larsen Civil Rights Act, Article 2, Act no. 453, Public Act of 1976 as amended;

the Michigan Handicapper’s Civil Rights Act, Article 2, Act no. 220, Public Act of 1976, as amended and all other applicable federal, state and local laws and regulations. Specifically, Contractors and subcontractors are required not to discriminate against any employee or applicant for employment with respect to such person’s hire, tenure, terms, conditions, or privileges of employment, or any matter directly or indirectly related to employment because of such person’s height, weight, race, color, religion, national origin, ancestry, age, marital status, sex, gender identity, veteran status, or disability, as defined by law. Breach of this covenant may be regarded as a material breach of the contract.

10. Submission Instructions Please provide one (1) electronic submission of the submittal to this Request for Qualification.

Please send your submittal via email to Des Conlon at desmond.conlon@indy.gov.

Subject must read Homeowner Repair – Contractor Pool: RFQUAL-13DMD-2026-3.

Submissions must be signed by a representative of the respondent organization authorized to submit and establish fees on behalf of the respondent organization and bind the respondent organization to the terms and conditions of this RFQUAL.

11. Evaluation

Contractors will be evaluated on the following items.

Knowledge of any previous experience with the supply or service being acquired. The City asks that all respondents have at least five (5) years working experience/knowledge.

Experience via an apprentice program is preferred.

Possession of required licenses for Marion County. Information regarding licenses for general contractors, electrical contractors, heating and cooling contractors, wrecking contractors, and plumbing contractors can be found at https://www.indy.gov/activity/contractor-licenses.

Registration in sam.gov system as required by federal contracted agencies.

Positive customer surveys and past performance ratings.

Possession of the lead-based paint renovator certification from the EPA. More than two employees with this specific certification is preferred. If Lead based work is undertaken Lead Worker and Lead Supervisor certificates must be supplied.

Business location within Marion County is preferred.

Ability to meet timely deadlines by scheduling work in less than a month time frame of being selected.

Payment of workers with a living wage will be preferred. Living wage for Marion County is currently set at $20.44 for a single adult with no children.

https://livingwage.mit.edu/states/18

Contractors with any valid employment/discrimination complaints or harassment complaints will not be selected.

12. Checklist of Items for Submission

a. Cover Letter

b. Contractor Application Form – Attachment A

c. Qualifications Narrative (3-5 Pages)

i. Copies of License from BNS

ii. Copies of Lead-Based Paint Renovator Certification

iii. Copies of other appropriate certificates or licenses such as Lead worker and

Supervisor

d. Relevant Organization Experience (3-5 pages)

iv. Letters of Reference from previous clients

e. Current Certificate of Insurance – see 5.08 requirements – check the details

f. Copy of MBE/WBE/XBE Certification – if applicable

NOTE: This Request for Qualifications will remain open for submissions for a period of six (6) months from the date of issuance on April 1, 2026 and ending on October 1, 2026. The time period will enable DMD to circulate a pool of potential contractors.

13. Exception Sheet

Please list and explain any exceptions to the specifications and terms of the request. Please note that the taking of an exception may cause your submittal to be deemed “non-responsive” if it is determined to be a material variance.

14. Contractor Requirements

14.1. Scheduling

Non-Emergency/Scheduled work shall be defined as work determined in advance by the City, with a written quote prepared in advance and agreed to by the Contractor and the City. Contractor must agree to use DMD’s required project management software (Rehab Spec) for quote submission. Contractor shall start within a reasonable timeframe of less than one month. Contractor shall submit an estimated schedule with quote. No overtime, holiday or weekend work will be allowed unless approved in advance by the City.

Time extensions on a job may be granted by the City based upon inclement weather, acts of God, or other events beyond the control of the Contractor. Such extensions must be in writing and agreed to by both parties.

Any emergency or High Priority work commencement shall be at the sole discretion of the City. Quotes for priority work are expected within 24-48 hours. Work on priority projects is expected to start within 48 hours of being awarded and Notice to Proceed is signed.

14.2. Staffing

Contractor shall include a suitable back-up provision for employee vacations, illnesses, or other situations that arise infrequently, but prevent the Contractor from responding directly to a notification. Contractor shall be ultimately responsible for ensuring that City’s needs are met at all times.

Contractor shall have the capability to perform all enumerated services in- house, or by the use of fully qualified subcontractors.

Contractor shall ensure that staffing levels, labor types and hours worked are reasonable and necessary for any given project.

14.3. Warranty I Guarantees

Contractor shall guarantee replacement projects and repairs for a minimum period of one (1) year from the date of installation or completion. Contractor shall provide the City with documentation for any manufacturer warranty periods longer than one (1) year and shall properly inspect and install the components in a manner that does not void any manufacturer's warranty. Failure of any portion of the repairs or parts within one (1) year due to improper workmanship, materials of construction, or design may result in a refund to the City of the purchase price of that portion which failed; or all other remedies provided by law.

If a manufacturer’s warranty extends beyond the one (1) year period mentioned herein, the Contractor shall make sure that City can take full advantage.

City shall inspect the workmanship and quality of materials, and will approve the completion of the repair, as a partner with the homeowner. Disputes shall be resolved by the Administrator of the Division of Community Investments of the Department in conflict and are not subject to arbitration.

14.4. Safety

Contractor shall be solely responsible for initiating, supervising, and maintaining all needed safety precautions in connection with the work. Contractor shall take all necessary precautions for the safety of, and provide for the necessary protection to prevent damage, injury or loss to, employees, bystanders, materials, equipment and property. In so doing, Contractor shall comply with the applicable rules and regulations of any regulatory body (e.g. OSHA, lOSHA,) having jurisdiction over the safety of persons or property. Contractor shall be liable for any resulting damage arising from its operations. Hard hats and fall protection shall be worn and functional as required by OSHA, lOSHA, and local building ordinances when employees are working on City property.

Likewise, the Contractor shall abide by all federal, state and local laws, rules and regulations as relates to the handling, storage, transportation and disposal of all waste including, but not limited to hazardous waste, on all projects, and shall in no instance improperly store or dispose of a hazardous waste on City property. Contractor shall comply with all other environmental laws or regulations in effect.

14.5. New and Replacement Parts

Quality Assurance and Control of Installation

Contractor shall monitor Quality Control over suppliers, manufacturers, products, services, site conditions, and workmanship, to furnish work of specified quality.

Contractor shall comply with the manufacturer’s instructions, including each sequential step.

Contractor shall ask for clarification in the event of conflict between manufacturer's instructions and contract documents.

Contractor shall comply with specified standards as minimum quality levels except where more stringent parameters on any phase would demand higher levels of quality.

All work will be done to the highest level of quality and workmanship per industry standards. Contractor shall ensure that all work is performed only by persons capable of producing the required level of quality.

Contractor shall ensure that all products being secured are secured positively by devices that withstand stress, vibration, distortion, or disfigurement.

14.6. Tolerances

Contractor shall monitor all tolerances of installed and ensure that tolerances do not accumulate.

Contractor shall comply with manufacturer's tolerances. In the event of a conflict between the Contract Documents and the manufacturer's tolerances, the Contractor shall request clarification from the Agency/Department before proceeding.

Contractor shall establish dimensions within tolerances before securing products permanently.

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15. Federal and Local Contractual Obligations

In all cases, the City of Indianapolis must be listed as additional insured and the Certificates of Insurance must be submitted to DMD prior to contract execution.

15.1. No Conflict of Interest

The Contractor agrees to abide by the provisions of 24 CFR 570.611 with respect to conflicts of interest, and covenants that it presently has no financial interest and shall not acquire any financial interest, direct or indirect, which would conflict in any manner or degree with the performance of services required under this Agreement. The Contractor further covenants that in the performance of this Agreement no person having such a financial interest shall be employed or retained by the Contractor hereunder. These conflict of interest provisions apply to any person who is an employee, agent, consultant, officer, or elected official or appointed official of the DMD, or the Contractor, or of any designated public agencies or Sub-recipients which are receiving funds under the City’s CDBG Entitlement program.

The Contractor certifies and warrants to City that neither it nor any of its officers, agents, employees, or subcontractors who will participate in the performance of any services required by this Agreement has or will have any conflict of interest, direct or indirect, with City.

For purposes of compliance with IC 36-1-21, Project Sponsor certifies and warrants to City that Contractor, or a person who wholly or partially owns the Contract Business, is not a relative, as that term is defined by IC 36-1-21-3, of either the Mayor of Indianapolis, Indiana, or a member of the City-County Council of Indianapolis and Marion County, Indiana.

15.2. Building Standards

Any housing constructed, rehabilitated or acquired, as part of this RFQUAL shall, at the conclusion of services provided pursuant to the RFQUAL, with the respect to such services performed, comply with the property standards and codes specified in the Indiana Residential Code and Indiana Building Code and the Revised Code of the Consolidated City of Indianapolis - Marion County.

15.3. Inspection of Project

Any duly authorized representative of the DMD or HUD shall, at all reasonable times, have access and the right to inspect the Project until termination of this Agreement.

15.4. Section 3

The Contractor shall include the following language regarding compliance with the federal Section 3 requirements in all subcontracts related to the Project:

A. The work to be performed under this contract is subject to the requirements of

Section 3 of the Housing and Urban Development Act of 1968, as amended, 12

U.S.C. 1701u (Section 3). The purpose of Section 3 is to ensure that employment and other economic opportunities generated by HUD assistance or HUD-assisted projects covered by Section 3, shall, to the greatest extent feasible, be directed to low- and very low-income persons.

i. Section 3 is a provision of the Housing and Urban Development (HUD) Act of 1968, formerly federal regulations at 24 CFR Part 135. HUD released a final rule in the Fall of 2020, changing the regulation to 24 CFR Part 75.

The final rule moved from tracking the number of qualified new hires (Section 3 residents) in Section 3 projects to tracking the total labor hours worked by Section 3 workers and targeted Section 3 workers. In connection with the final rule at 24 CFR Part 75, HUD published a document citation via the federal register, 85 FR 60907, Section 3 Benchmarks for Creating Economic Opportunities for Low- and Very Low-Income Persons and Eligible Businesses. The citation includes benchmark numbers and the methodology for determining the benchmarks.

ii. HUD established nationwide benchmarks for work performed by tracking total labor hours. The two benchmarks are: (1) twenty-five percent (25%) or more of the total number of labor hours worked on a Section 3 project is performed by Section 3 workers; and (2) five percent (5%) or more of the total number of labor hours worked on a Section 3 project is performed by targeted Section 3 workers. The five percent is a function of the twenty-five percent (i.e., if there are 100 labor hours, then at least 25 labor hours should go to Section 3 workers, at least five of which should be targeted Section 3 workers). If reporting indicates that the City has not met the Section 3 safe harbor benchmarks, the City must report in a method prescribed by HUD program offices on the qualitative nature of its activities and those its contractors and subcontractors pursued per 24 CFR § 75.15(b) and § 75.25(b).

B. The Parties to this contract agree to comply with HUD’s regulation in 24 CFR Part 75 and Department of Metropolitan Development (DMD) policy and guidelines, which implement Section 3. As evidenced by their execution of this contract, the parties to this contract certify that they are under no contractual or other impediments that would prevent them from complying with the Part 75 regulation.

C. The contractor agrees to include this Section 3 language in every subcontract subject to compliance with HUD’s regulation in 24 CFR Part 75, and agrees to take appropriate action, as provided in an applicable provision of the subcontract or in this Section 3 language, upon a finding that the subcontractor is in violation of HUD’s regulation in 24 CFR Part 75 and DMD’s policy and guidelines. The contractor will not subcontract with any subcontractor where the contractor has notice or knowledge that the subcontractor has been found in violation of the regulation, 24 CFR Part 75.

D. Noncompliance with HUD’s regulation in 24 CFR Part 75 and DMD’s policy and guidelines may result in sanctions, termination of this contract for default, and debarment or suspension from future HUD assisted contracts.

E. If the Project is subject to Section 3, the Project Sponsor and its subcontractors shall perform the following responsibilities:

i. Sign and date the End-User Agreement of the City of Indianapolis’ Section 3 Plan, accepting that contractor(s) and/or its subcontractor(s) will read the City of Indianapolis’ Section 3 Plan and follow the required prioritization of effort.

a. Email a scanned copy or mail the physical copy to the City of Indianapolis’ Section 3 Coordinator.

ii. Clearly indicate Section 3 eligibility on all job postings with the following stipulation: “This job is a Section 3 eligible job opportunity. We encourage applications from individuals that are low-income and/or live in public housing and/or receive a Section 8 voucher.”

iii. Include the City of Indianapolis’ Section 3 Self-Certification forms for Section 3 workers, targeted Section 3 workers, and Section 3 business concerns in all job postings.

iv. Submit all bid solicitation documents with the required Standard Section 3 Contract & Bid Language included to the City of Indianapolis’ Section 3 Coordinator.

a. Email a scanned copy or mail the physical copy to the City of Indianapolis’ Section 3 Coordinator.

v. Submit all contract award documents with the required Standard Section 3 Contract & Bid Language included to the City of Indianapolis’ Section 3 Coordinator.

a. Email a scanned copy or mail the physical copy to the City of Indianapolis’ Section 3 Coordinator.

vi. Report all labor hours, Section 3 and non-Section 3, in the City’s official claim spreadsheets for the claim’s time period (final claims must be cumulative). Complete the following tabs on the claim spreadsheet:

a. HUD Form-4737

vii. The HUD Form-4737 sheet tracks cumulative Section 3 worker hours by business. For example, “Business A had a total of 30 Section 3 worker hours out of 100 total hours.”

1. All claimed Section 3 business concerns, Section 3 workers, and targeted Section 3 workers must submit completed City of Indianapolis’ Section 3 Self-Certification forms to the Section 3 Coordinator.

a. HUD Form-4737A

viii. The HUD Form-4737A sheet tracks Section 3 worker hours by worker. For example, of the 30 Section 3 worker hours listed above, “Andy worked 10 hours, Brandon worked 15 hours, and Carmen worked 5 hours.”

1. All claimed Section 3 business concerns, Section 3 workers, and targeted Section 3 workers must submit completed City of Indianapolis’ Section 3 Self-Certification forms to the Section 3 Coordinator.

ix. If, at completion of the Section 3 project, contractor(s) and/or its subcontractor(s) have not met the Section 3 safe harbor benchmarks, provide requested evidence listed in the City of Indianapolis’ Best Efforts and Greatest Extent Feasible or fifth page of the City of Indianapolis’ Section 3 Plan (these contain the same requested information).

a. Email a scanned copy or mail the physical copy to the City of Indianapolis’ Section 3 Coordinator.

x. At completion of the Section 3 project, provide requested evidence listed in the City of Indianapolis’ Section 3 Compliance Review Checklist for the following subheadings: Procurement and Contract Documents; Business and Worker Records; Outreach Documents; and, when necessary, Other Documents.

a. Email a scanned copy or mail the physical copy to the City of Indianapolis’ Section 3 Coordinator.

xi. At completion of the Section 3 project, sign and date the End-User Agreement of the City of Indianapolis’ Section 3 Compliance Review that certifies contractor(s) and its subcontractor(s) have followed the required prioritization of effort.

a. Email a scanned copy or mail the physical copy to the City of Indianapolis’ Section 3 Coordinator.

15.5. Estimates I Purchase Orders

Prior to work being performed, Contractor shall submit a written quote (or estimate) to the City for each job on a time and materials basis, with a not-to- exceed dollar amount.

The quote shall be submitted through DMD’s required digital portal and include an itemized listing of all labor hours and materials required to complete the specific project.

The cost of any specialized equipment rental shall also be provided for approval by the applicable department/agency. This quote is for the City’s budgetary purposes. After project completion, the City will pay only for those hours actually worked and/or materials actually required. Estimates for “Emergency” and “High Priority” work must be prepared and submitted to the City within twenty-four (24) hours of time of inspection.

City will order the services under this Agreement by purchase order or other legitimate method as determined by the department/agency. The order will detail a specific number of hours at the specific dollar amount per hour, and a specific dollar amount for any parts and materials required to complete the work.

15.6. Invoices

Contractor shall submit time sheets for each project detailing hours worked, original rental sheets of approved equipment rentals, material invoices, and material delivery sheets, to the City representative through DMD’s required digital portal for review and approval. Invoices shall show a Nomenclature of the part. Manufacturer, Manufacturers part number and Manufacture’s list price then extended with Contractors bid discount.

City will pay the Contractor for the specific charges list in the quote, which will typically only include:

Hourly Labor Rates

Parts & Materials

Upon the submittal of approved claims. City shall compensate the Contractor for all legitimate charges, including labor rates in an amount not to exceed the per unit prices as shown on the “Pricing Form.”

No minimum or maximum number of service/repair calls to be purchased under this agreement is stated or implied herein. There is no guaranteed minimum dollar value for this Agreement and all service/repair calls will be done on an “as needed” basis.

15.7. Accounting Records

Contractor shall maintain proper accounting records for the scope of all services under this agreement and provide an accounting for all charges and expenditure as may be necessary for audit purposes. All such records shall be subject to inspection and examination by City and/or HUD representatives during normal business hours.

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Attachment A

Department of Metropolitan Development Community Investments

Homeowner Repair Contractor Pool Application Form

Business Name:

Business Website:

Address:

Business Phone: Home Phone:

Email:

Type of Entity (Sole Proprietor, Partnership, Limited Liability Company, or Corporation):

Year Business Established:

Federal Employer ID Number:

Gross Business Income (Sales) Last Year:

Number of Employees, including working Owner(s):

Which Contractor pool(s) is your company applying to?

General Contractor Plumbing Electrical

HVAC

Roofing Lead-Based Paint Testing Lead-Based Paint Removal Asbestos Removal Radon Testing

DMD – Homeowner Repairs – Contractor Pool

Final – May 2025 RFQUAL-13DMD-2026-3 18

Do you have prior experience working with Federal housing programs? Yes No

If yes, what programs?

Is this a minority, woman, veteran, or disability-owned business as defined by the City of Indianapolis OMWBD? If yes, check which applies.

WBE MBE VBE DOBE

Owner Information (Provide for all owners, attach a separate sheet, if needed):

Name: Phone:

Street Address: City/State/Zip:

Client References:

Type of Work: Contract Amount:

Name: Address:

Phone: Email:

Supplier/Subcontractor References (List four high dollar volume suppliers or subcontractors):

Business Name: Business Address:

Business Phone: Contact Name:

Contact Phone: $ Volume Last Year

Final – May 2025 RFQUAL-13DMD-2026-3 19

(Attachment A continues on the Next Page)

Final – May 2025 RFQUAL-13DMD-2026-3 20

Please answer the following questions regarding your business:

Yes No Is the applicant presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal department or agency?

Has the applicant within a three-year period preceding this application been convicted of or had a civil judgment rendered against them for the commission of fraud or criminal offense?

Is the applicant presently indicted for or otherwise criminally or civilly charged by a government entity (Federal, State or local?)

Has the applicant within a three-year period preceding this application had one or more public transactions (Federal, State or local) terminated for cause or default?

Does the State of Indiana or any local agency have a tax lien against your firm?

Has the applicant/licensee ever been organized or done business under another corporate or company name, in the capacity of a residential builder?

Has the applicant ever had a registered complaint, investigation, subpoena, suspension of license, cease and desist order, or criminal prosecution against the contractor?

If any of the above questions are answered yes, please provide an explanation on an attached sheet.

The undersigned authorized representative certifies that all information herein is correct and that information may be verified from any source and further agrees:

That the City of Indianapolis Contractor’s License is current, and that the undersigned contractor agrees to maintain current status of all licenses as required by the Business Neighborhood Services Division; and

That the undersigned authorizes the City of Indianapolis’ Purchasing Division to verify and further investigate any of the information provided; and

That all information provided is true, correct, and complete.

Applicant/Business

Name and Title of Authorized Representative

Signature of Authorized Representative Date

Final – May 2025 RFQUAL-13DMD-2026-3 21

16. Sample Agreement

PROFESSIONAL SERVICES AGREEMENT

BETWEEN

THE CONSOLIDATED CITY OF INDIANAPOLIS AND MARION COUNTY– DEPARTMENT OF

METROPOLITAN DEVELOPMENT

AND

XXXXXX

FOR

FOR HOMEOWNER REPAIR CONTRACTING

This Professional Services Agreement (hereinafter referred to as “Agreement”), entered into by and between the Consolidated City of Indianapolis and Marion County by and through the Department of Metropolitan Development (“DMD”) on behalf of all city and county agencies (hereinafter referred to as “City”) and XXXXXX (hereinafter referred to as “Contractor”).

WHEREAS, the City desires to have access to necessary contracting services on an as-needed, as-assigned basis, and

WHEREAS, City issued RFQ Reference RFQUAL-13DMD-2026-3 (“RFQ,”) the terms of which are incorporated herein by reference, and

WHEREAS, pursuant to the RFQ, Contractor successfully qualified to provide services to the City and desires to provide such homeowner repair services

NOW THEREFORE, in consideration of the mutual promises and representations set forth below, the parties agree to the terms herein as follows:

SECTION I. INTERPRETATION AND INTENT

1.01 The “Agreement”, as referred to herein, shall mean this Agreement executed by City and Contractor, and shall include these Terms and Conditions, the Attachments described in Sections II and IV and attached hereto, all addenda issued prior to receipt of RFPs, quotes, or bids, whether or not receipt thereof has been acknowledged by Contractor, all conditions, plans, specifications and standards, instructions and notice to vendors, and any written supplemental agreement or modification entered into between City and Contractor, in writing, after the date of this Agreement.

1.02 This Agreement constitutes the entire agreement between the parties and supersedes all prior agreements, written or verbal, between City and Contractor. No statements, promises or agreements whatsoever, in writing or verbal, in conflict with the terms of the Agreement have been made by City or Contractor which in any way modify, vary, alter, enlarge or invalidate any of the provisions and obligations herein stated. This Agreement may be amended and modified only in writing signed by both City and Contractor. Supplements offered by City based on Contractor’s quotes and signed by Contractor as anticipated by this Agreement shall be effective and shall become part of this Agreement upon execution by the Contractor.

Final – May 2025 RFQUAL-13DMD-2026-3 22

1.03 In resolving conflicts, errors, discrepancies and disputes concerning the scope of the work or services to be performed by Contractor or other rights or obligations of City or Contractor the document or provision thereof expressing the greater quantity, quality or scope of service or imposing the greater obligation upon Contractor and affording the greater right or remedy to City, shall govern.

1.04 Any interpretation applied to this Agreement, by the parties hereto, by an arbitrator, court of law, or by any other third party, shall not be made against City solely by virtue of City or City’s representatives having drafted all or any portion of this Agreement.

1.05 This Agreement shall include, and incorporate by reference, any provision, covenant or condition required or provided by law or by regulation of any state or federal regulatory or funding agency.

1.06 Where the term “Revised Code” is stated, it shall mean the municipal ordinances of

Indianapolis-Marion County, Indiana that is formally known as the “Revised Code of the Consolidated City of Indianapolis and Marion County, Indiana”.

1.07 This Agreement shall include, and incorporate by reference, any provision, covenant or condition required or provided by law or by regulation of any state or federal regulatory or funding agency, including requirements for CDBG and City provided funding as detailed in the Attachment C and the budget as described in Attachment B, both of which are attached hereto and incorporated herein.

SECTION II. DUTIES OF CONTRACTOR

2.01 Contractor shall provide services as specified in Attachment A, Scope of Services for

Homeowner Repair Program – Contractor Pool RFQUAL-13DMD-2026-3, attached hereto.

Attachment A and all terms of RFQUAL-13DMD-2026-3 are incorporated fully herein.

2.02 The relevant on-call services will be detailed in a project-specific Specification of Work for each project undertaken pursuant to this Agreement.

2.03 Contractor shall offer the services that are the subject of this Agreement to all City agencies and to other governmental units and political subdivisions on the same terms as they are offered to DMD.

SECTION III. TERM

3.01 The term of this Agreement shall begin on August 6th, 2025, and shall terminate on April 30, 2027 unless terminated earlier in accordance with this Agreement.

3.02 This Agreement may be renewed by agreement of parties. The term of the renewal may be less but shall not be longer than the term of the original Agreement. A renewal shall be only by written instrument signed by both City and Contractor and attached hereto as an amendment. All other terms and conditions of the Agreement shall remain the same as set forth herein.

SECTION IV. COMPENSATION

Final – May 2025 RFQUAL-13DMD-2026-3 23

4.01 Contractor proposes to furnish all labor, materials and supplies in accordance with the conditions of this Agreement necessary to complete the work as defined in Attachment A and all Supplements to this agreement at the rates negotiated subsequent to qualification under the RFQ and as set forth in the Supplements, each of which is incorporated herein upon execution by Contractor, and in accordance with any Notice to Proceed issued by virtue of this Agreement. However, in no event shall compensation for services under this Agreement exceed Two Million Dollars and 00/100 ($2,000,000.00).

4.02 Contractor shall submit a properly itemized invoice for services performed and expenses incurred under this Agreement and shall cooperate with and provide any other necessary information to City. City or its designated fiscal agent will pay Contractor within thirty (30) days after receipt of such properly itemized claim forms.

4.03 NO MINIMUM OR MAXIMUM GUARANTEED FOR SERVICE USE UNDER THIS

AGREMEENT IS STATED OR IMPLIED HEREIN.

SECTION V. GENERAL PROVISIONS

5.01 Independent Contractor. The parties agree that Contractor is an independent contractor as that term is commonly used and is not an employee of the Consolidated City of Indianapolis and/or Marion County. As such, Contractor is solely responsible for all taxes and none shall be withheld from the sums paid to Contractor. Contractor acknowledges that it is not insured in any manner by City for any loss of any kind whatsoever. Contractor has no authority, express or implied, to bind or obligate City in any way.

5.02 Subcontracting.

5.02.1 Approval required - The parties agree that Contractor shall not subcontract, assign or delegate any portion of this Agreement or the services to be performed hereunder without prior written approval of City. In the event that City approves of any such subcontracting, assignment or delegation, Contractor shall remain solely responsible for managing, directing and paying the person or persons to whom such responsibilities or obligations are sublet, assigned or delegated. City shall have no obligation whatsoever toward such persons. Contractor shall take sole responsibility for the quality and quantity of any services rendered by such persons.

Any consent given in accordance with this provision shall not be construed to relieve Contractor of any responsibility for performing under this Agreement.

5.02.2 Minority, Women, Veterans, and Disability-Owned Business Enterprise Participation

- To the extent Contractor uses subcontractors or other agents in the performance of services under this Agreement, Contractor shall either:

1.1.1.1.1. Use, at a minimum, fifteen percent (15%) Minority Business

Enterprises, eight percent (8%) Women’s Business Enterprises, three percent (3%) Veteran’s Business Enterprises, and one percent (1%) Disability-Owned Business Enterprises in the performance of services under this Agreement; or

1.1.1.1.2. Demonstrate a good faith effort to achieve such percentages, in compliance with the policies and to the satisfaction of the City of Indianapolis Office of Minority & Women Business Development.

Final – May 2025 RFQUAL-13DMD-2026-3 24

Failure of Contractor to comply with either (a) or (b), above, shall constitute a breach of this Agreement.

5.03 Necessary Documentation. Contractor certifies that it will furnish City, if requested, any and all documentation, certification, authorization, license, permit, or registration required by the laws or rules and regulations of the City of Indianapolis, the County of Marion, other units of local government, the State of Indiana, and the United States. Contractor further certifies that it is now and will remain in good standing with such governmental agencies and that it is now and will maintain its license, permit, registration, authorization, or certification, as applicable, in force during the term of this Agreement. Failure of Contractor to comply with this paragraph shall constitute a material breach of this Agreement.

5.04 Confidentiality.

5.04.1 The obligations of this section shall survive the termination of this Agreement and shall be applicable to the full extent permissible under statutes governing access to public records. Contractor understands that the information provided to it or obtained from City during the performance of its services is confidential and may not, without prior written consent of City, be disclosed to a person not in City’s employ except to employees or agents of Contractor who have a need to know in order to provide the services. Further, Contractor’s work product generated during the performance of this Agreement is confidential to City. The failure to comply in all material respects with this section shall be considered a material breach of this Agreement.

Confidential information shall not include information, that: (a) was known by Contractor at the time it was received; (b) is, as of the time of its disclosure or thereafter becomes, part of the public domain through a source other than Contractor; (c) is made known to Contractor by a third person who does not impose any obligation of confidence on Contractor with respect to such information; (d) is required to be disclosed pursuant to governmental authority, law, regulation, duly authorized subpoena or court order whereupon Contractor shall provide notice to City prior to such disclosure; or (e) information that is independently developed by Contractor without references to the confidential information.

5.04.2 Contractor shall not, under any circumstances, release information provided to it by, or on behalf of, City that is required to be kept confidential by City pursuant to Indiana law except as contemplated by Section 5.04.1(d), above.

5.04.3 Contractor acknowledges that City will not treat this Agreement as confidential information and will post the Agreement on the City of Indianapolis website as required by Section 141-105 of the Revised Code of the Consolidated City of Indianapolis and Marion County. Use by the public of any document or the information contained therein shall not be considered an act of City.

5.05 Prompt pay requirement. Contractor shall pay subcontractors and suppliers funds due from previous progress payments within fifteen (15) business days of receipt of payment from the City. During the term of this Agreement and upon completion of this Agreement, the City may request documentation to certify payments to subcontractors and suppliers and Contractor shall provide such documentation within fourteen (14) days of such request. Violation of this requirement shall constitute a breach of this Agreement.

5.06 Records; Audit. Contractor shall maintain books, records, documents and other evidence directly pertinent to performance of services under this Agreement.