Snow Removal Services (IFB Document).pdf

The Lake County Housing Authority

INVITATION FOR BIDS (IFB)

No. IFB2026-0005

Snow Removal Services

INVITATION FOR BIDS (IFB) No. IFB2026-0005, Snow Removal Services

Lake County Housing Authority, IL

Table of Contents [Table No. 1]

Section Description Page

Introduction 3 IFB Information at a Glance 4

1.0 THE AGENCY’S RESERVATION OF RIGHTS 5

2.0 SCOPE OF WORK/TECHNICAL SPECIFICATIONS 6

2.1 General Description of Services 6

2.2 Contractor’s Responsibilities and Requirements 7

3.0 BID FORMAT 14

3.1 Using the Housing Agency Marketplace 14

3.2 Required Forms 14

3.3 Tabbed Bid Submittal 14

3.4 Bid Submission Responsibilities 16

3.5 Bidder’s Responsibilities — Contact with the Agency 20

3.6 Bidder’s Responsibilities — Equal Employment Opportunity & Supplier Diversity 21

4.0 Bid Evaluation 22

4.1 Public Bid Opening 22

4.2 Responsive Evaluation 23

4.3 Responsible Evaluation 29

4.4 Restrictions 31

5.0 CONTRACT AWARD 23

5.1 Contract Award Procedure 23

5.2 Contract Conditions 23

5.3 Contract Period 24

6.0 RIGHT TO PROTEST 25

6.1 Procedure 25

7.0 DISPUTES UNDER THE CONTRACT 26

7.1 Procedures 26

8.0 ADDITIONAL CONSIDERATIONS 26

8.1 Required Permits and Licenses 26

8.2 Taxes 26

INTRODUCTION

The Lake County Housing Authority (hereinafter also “the Agency”) is a public entity that was formed to provide federally subsidized housing and housing assistance to low-income families, within Lake County, IL. LCHA is headed by a

CEO/Executive Director and is governed by a 7-person board of commissioners and is subject to the requirements of Title 24 of the Code of Federal Regulations (hereinafter, “CFR”) and LCHA’s procurement policy. Though brought into existence by a referendum of the City of Billings, it is a separate entity from the City.

Lake County Housing Authority provides housing assistance for individuals, families, the elderly, and disabled residents through a variety of programs including Public Housing, Housing Choice Vouchers, Family Self Sufficiency, and Housing

Counseling.

In keeping with its mandate to provide efficient and effective services, LCHA is now soliciting proposals from qualified, licensed, and insured entities to provide the above-mentioned services to LCHA. All proposals submitted in response to this solicitation must conform to all the requirements and specifications outlined within this document and any designated attachments in its entirety.

The Agency and its affiliated entities are seeking sealed proposals from qualified, licensed Contractors with demonstrated competence and experience to provide all labor, materials, and equipment for all phases of snow and ice removal services.

The Contractor shall furnish all labor, tools, equipment, materials, and supervision necessary to perform safety snow, ice removal and other related services as described in Section 2.0 of this IFB.

Prospective Bidders acknowledge by downloading and receiving the IFB documents and/or by submitting a bid to the Agency is not a right by which to be awarded a contract but merely is an offer by the prospective Bidder to perform the requirements of the IFB documents in the event the Agency decides to consider awarding a contract to that Bidder.

Type of Contract resulting from this IFB: Indefinite Delivery/Indefinite Quantities Contract.

This Invitation for Bids contains submission requirements, scope of services, period of services, terms and conditions and other pertinent information for submitting a proper and responsive bid. Prospective Bidders desiring any explanation or interpretation of the solicitation must request it, in writing, by the deadline identified in this IFB (see Page 4 IFB

INFORMATION AT A GLANCE). The request must be addressed to the Contracting Officer and sent through the eProcurement Housing Agency Marketplace. Any information given to a prospective Bidder about this solicitation will be furnished to all other prospective Bidders as a written amendment to the solicitation.

IFB INFORMATION AT A GLANCE

[Table No. 2]

AGENCY CONTACT

PERSON (Note: Unless otherwise specified, all references herein to the

“Contracting Officer” or “CO” shall refer to the Procurement

Director.)

Stacy Davis-Wynn Program Procurement Director

Telephone: (847) 223-1170 Ext. 2210

E-mail: sdaviswynn@lakecountyha.org

TDD/TTY: (847) 223-1170

HOW TO OBTAIN

THE IFB

DOCUMENTS ON

THE

EPROCUREMENT

HOUSING AGENCY

MARKETPLACE

1. Access ha.internationaleprocurement.com

2. Click on the Login or “Sign-up now” button in the upper left side.

Follow the listed directions.

If you have any problems in accessing or registering on the eProcurement Housing Agency

Marketplace, please call customer support at (866)526-9266.

PRE-BID

CONFERENCE

Tuesday, September 15, 2026, 10:00 am

Join Zoom Meeting

Meeting ID: 858 2174 9317 – Passcode: 765758 https://us02web.zoom.us/j/85821749317?pwd=QzVgBRrBlccVvVYwmtYrb2hm7jPqCY.1Sn

BUILDING TOURS Thursday, September 17, 2026, 9:00 am to 1:00 pm

QUESTION

SUBMITTAL

DEADLINE

Wednesday, September 23, 10:00 am

Any questions must be submitted through the eProcurement Housing Agency Marketplace portal ha.internationaleprocurement.com.

HOW TO FULLY

RESPOND TO THIS

IFB BY

SUBMITTING A BID

SUBMITTAL

As directed within Section 3.1.1 of the IFB document, enter proposed pricing provided within the eProcurement Housing Agency Marketplace.

As instructed within Section 3.0 of the IFB document.

BID SUBMITAL

RETURN &

DEADLINE

*Friday, September 25, 2026, 12:00 pm

All submittals must be submitted electronically to ha.internationaleprocurement.com. No exceptions.

PUBLIC BID

OPENING

Friday, September 25, 2026, 2:00 pm

Join Zoom Meeting

Meeting ID: 861 7977 9760 – Passcode: 507751 https://us02web.zoom.us/j/86179779760?pwd=IxEngfJXiHJSUBZ5ZkDnRwMtqg7iyZ.1 https://ha.internationaleprocurement.com/

1.0 THE AGENCY’S RESERVATION OF RIGHTS. The Agency reserves the right to:

1.1 Right to Reject, Waive, or Terminate the IFB. Reject any or all bids, to waive any informality in the IFB process, or to terminate the IFB process at any time, if deemed by the Agency to be in its best interests.

1.2 Right to Not Award. Not to award a contract pursuant to this IFB.

1.3 Right to Terminate. Terminate a contract awarded pursuant to this IFB, at any time for its convenience upon

10 days’ written notice to the successful bidder(s).

1.4 Right to Determine Time and Location. Determine the days, hours, and locations that the successful bidder(s) shall provide the services called for in this IFB.

1.5 Right to Retain Bids. Retain all bids submitted and do not permit withdrawal for a period of 10 days subsequent to the deadline for receiving bids without the written consent of the Agency Executive Director

(ED).

1.6 Right to Award to More Than One Bidder. The Agency reserves the right to make an award to more than one bidder, if in the judgement of the Agency, the best interest of the Agency will be promoted.

1.7 Right to Reject any Bid. Reject and do not consider any bid that does not meet the requirements of this IFB, including but not necessarily limited to incomplete bids and/or bids offering alternate or non-requested services.

1.8 No Obligation to Compensate. Have no obligation to compensate any bidder for any costs incurred in responding to this IFB.

1.9 Right to Prohibit. At any time during the IFB or contract process to prohibit any further participation by a bidder or reject any bid submitted that does not conform to any of the requirements detailed herein. By accessing the (hereinafter, also the Marketplace”) and by downloading this document, each prospective bidder is thereby agreeing to abide by all terms and conditions listed within this document and within the eProcurement Marketplace, and further agrees that they 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 they feels needs to be addressed. Failure to abide by this timeframe shall relieve the Agency, but not the prospective bidder, of any responsibility pertaining to such issue.

1.10 Right to Revise, Change, Alter, or Amend. The Agency reserves the right, prior to award, to revise, change, alter or amend any of the instructions, terms, conditions, and/or specifications identified within the

IFB documents issued, within any attachment or drawing, or within any addenda issued. All addenda will be posted on the eProcurement Housing Agency Marketplace and such changes that are issued before the bid submission deadline shall be binding upon all prospective Bidders.

1.11 Right to Cancel Award. The Agency reserves the right to, without liability; cancel the award of any bid(s) at any time before execution of the contract documents by all parties.

1.12 Right to Reduce or Increase Quantities. The Agency reserves the right to reduce or increase estimated or actual quantities in whatever amount necessary without prejudice or liability to the Agency, if:

1.12.1 Funding is not available

1.12.2 Legal restrictions are placed upon the expenditure of monies for this category of services or supplies; or

1.12.3 The Agency’s requirements in good faith change after award of the contract, documents issued, within any attachment or drawing, or within any addenda issued. All addenda will be posted on the eProcurement Housing Agency Marketplace and such changes that are issued before the bid submission deadline shall be binding upon all prospective Bidders.

1.13 Right to Require Additional Information. The Agency reserves the right to request additional information from all bidders to determine level of responsibility. Such information shall be submitted in the form required by the Agency within two (2) days or written request.

1.14 Right to Amend Contract. The Agency reserves the right to amend the contract any time prior to contract execution.

1.15 Right to Require Accurate Timesheets. The Agency reserves the right to require the Contractor to keep accurate timesheets for all employees assigned to perform any project, task, or assignment resulting from this IFB and any resulting contract.

1.16 Right to Contact Prior Clients/Customers. The Agency reserves the right to contact any individuals, entities, or organizations that have had business relationships with the proposer regardless of their inclusion in the reference section of the proposal submitted.

1.17 Right to Seek Restitution. In the event any resulting contract is prematurely terminated due to non-performance and/or withdrawal by the Contractor, the Agency reserves the right to seek monetary restitution (to include but not limited to withholding of monies owed) from the Contractor to cover costs for interim service and/or cover the difference of a higher cost (difference between terminated Contractor’s rate and the new company’s rate) beginning the date of Contractor’s termination through the contract expiration date.

1.18 Right to Award. LCHA reserves the right to award all, part, or none of the materials and/or services specified in this IFB as determined to be in the best interest of the Agency.

2.0 SCOPE OF WORK/TECHNICAL SPECIFICATIONS. The Agency is seeking proposals from qualified and licensed firms/individuals (a.k.a., “the bidder”) to provide the Agency with the following detailed services:

2.1 General Description of Services. The Agency is seeking qualified Contractor(s) to provide snow removal, snow plowing, salting, de-icing, and surface treatment services for parking lots, sidewalks, roadways, entrances, and other designated areas at various Agency properties throughout Lake County, Illinois.

For purposes of this solicitation, Agency properties have been identified in detail in Attachment I – Profile of

Properties, which is incorporated herein by reference.

Bidders may submit a proposal for one, multiple, or all properties. The Agency intends to evaluate and award each location separately. The Agency reserves the right to award a single Contractor or to multiple Contractors, as determined to be in the best interest of the Agency.

Awards will be given on a Best Value basis to the responsible and responsive Bidder(s) whose proposal is determined to provide the greatest overall value to the Agency for the applicable locations. Best Value will not necessarily be determined solely on the basis of the lowest price. The Agency may consider price, qualifications, experience, past performance, availability and responsiveness, proposed approach, equipment and staffing capabilities, references, and other factors identified in this solicitation.

The Contractor(s) shall furnish all Services shall be performed in accordance with the requirements and specifications contained in this solicitation and shall include, but not be limited to, the following:

• Snow plowing and removal;

• Snow shoveling and removal from designated pedestrian areas;

• Salting, de-icing, and application of ice-melt or other approved surface treatments;

• Treatment of parking lots, driveways, roadways, sidewalks, entrances, stairs, ramps, and other designated areas;

• Monitoring of site conditions before, during, and after snow or ice events;

• Re-treatment of areas as weather and site conditions require;

• Removal, relocation, or hauling of accumulated snow when directed by the Agency;

• Clearing of snow and ice from designated access points, fire lanes, and emergency access areas; and

• Other related snow and ice management services are necessary to maintain safe and accessible Agency properties.

Contractor(s) should provide services in a timely manner and maintain sufficient personnel, equipment, materials, and supervision to meet the service requirements established by the Agency for each assigned location group.

2.1.1 The Contractor(s) shall provide all labor, supervision, management, vehicles, tools, equipment, materials, supplies, transportation, and other resources necessary to provide complete and satisfactory snow and ice removal services as described herein.

2.1.2 This IFB seeks pricing based on performed service per location on a per hour basis. Refer to the

Attachment B Bid Fee Sheet for identification of areas to be serviced. Salting and surface treatment services are included with snow removal services.

2.1.3 The Agency reserves the right to remove and add properties as necessary (and will contact the vendor if such a need arises).

2.1.4 It is the responsibility of each Contractor to ensure that each worker provided by the Contractor shall be fully trained and qualified to provide any assigned work. Accordingly, all work provided shall be guaranteed by the Contractor to be performed in a workmanlike manner and in accordance with all applicable laws, codes, and/or regulations.

2.1.5 The successful bidder will be of sufficient size and staff to complete the assigned work in a timely manner and have a business history to indicate acceptable performance. Please refer to Attachment I

Agency Profile of Properties to become familiar with the volume and locations of work. By completing

Attachment J Previous Participation and Attachment L Contractor Profile Form, the bidder is giving consent for the Agency to verify the information provided, contact references, and visit the offices and workshops of the bidder.

2.2 Contractor Responsibilities and Requirements.

2.2.1 The contractor shall be responsible for visiting each site to review the scope of work, including reviewing the grounds layout and any potential hazards that may affect the plowing services (e.g., parking blocks, curbs, manhole covers, etc.) at the beginning of each season.

2.2.2 It shall be the responsibility of the contractor to operate the equipment in a safe and efficient manner;

accordingly, any damage that may occur to any of the contractors’ equipment in the performance of these services shall be the sole responsibility of the contractor and not that of the Agency.

2.2.3 The contractor shall be liable for any damage done to any Agency property, resident-owned property, utility, etc., whether intentional or accidental.

2.2.4 If the contractor becomes involved in an accident with a vehicle or pedestrian or if property damage occurs, they must notify the Contracting Officer/Property Manager immediately.

2.2.5 The contractor must repair all damage for which they is liable as determined by the Agency. Repairs shall be completed within two weeks.

2.2.6 Damages that cause safety hazard must have temporary repairs made immediately and permanent repairs made within 48 hours unless authorized otherwise.

2.2.7 If repairs are not completed in a satisfactory and timely manner, the Agency will have the right to make the necessary repairs and recover the cost from the contractor.

2.2.8 Unless otherwise instructed by the designated Agency contact person, the contractor shall begin snow removal:

2.2.8.1 after two inches or more of snow has accumulated; and/or

2.2.8.2 when snow/ice build-up has become hazardous by causing slick conditions; and/or

2.2.8.3 whenever, at the Agency's discretion, the Agency deems otherwise necessary (the Agency reserves the right to limit the frequency of snow removal at each site even if it contradicts other areas of this scope of work).

2.2.8.4 Further, the Agency reserves the right to limit the amount of plowing at each site for any reason, including as occupancy may dictate.

2.2.8.5 It is required that the contractor complete snow removal and salting/surface treatment of the locations specified within 3 hours of notification.

2.2.8.6 Pre-treating is permitted without prior approval by Agency staff when a snow event of two inches or more is predicted, during threats of severe ice accumulation on roadways and sidewalks, and/or as requested by property management staff.

2.2.9 Remove snow/ice from drives, parking areas, between vehicles and sidewalks to the entry door(s) in such a manner that they are made safe and operable to vehicles and pedestrians at all times. Entire sidewalk(s) must be free of snow and ice. Contractors must take special care not to pile salted snow or spread salt/surface treatment on landscaping or on grassy areas. Snow must be removed down to concrete and/or asphalt prior to applying salt/surface treatment.

2.2.9.1 In the event of overnight precipitation ending prior to 2:00 A.M. all driveways, parking areas, sidewalks and steps are to be cleared by 6:00 A.M.

2.2.9.2 In the event of overnight precipitation starting after or continuing after 2:00 A.M. all driveways, parking areas, sidewalks and steps are to be cleared by 7:00 A.M. Extenuating circumstances including but not limited to continuing precipitation may be discussed with the Contracting Officer/Property Manager.

2.2.9.3 During any event, contractor should be aware of tenants with special needs who may need to navigate at any time.

2.2.9.4 Contractor(s) will work for the Agency to maintain snow removal and surface treatment during the duration of any amount of precipitation and every 3 hours during an active snow event of 3 or more inches.

2.2.9.5 Additional snow removal services may be requested by the Agency with additional accumulations throughout the business day. The contractor must be able to respond to these additional requests within a 2-hour timeframe.

2.2.9.6 Contractor(s) will shovel and clean out areas around all parked cars during an active snow event.

2.2.10 Surface treat drives, parking areas and walks to the entry door at all sites. Walks include public sidewalks in front and around the building.

2.2.10.1 The Contractor may be requested to provide additional buckets of surface treatment at each site, as determined necessary by the Agency, for use in treating and melting ice on walkways between scheduled plowing services.

2.2.10.2 Surface treatment for sidewalks means Ice Melt or equal environmentally safe, concrete-friendly ice melting solution or granule capable of melting ice even at extremely low temperatures. The Agency reserves the right to request a change in product if it is in the best interests of the Agency.

2.2.10.3 All materials must be applied according to the manufacturer’s directions. Material selection and manufacture directions must be provided when requested.

2.2.10.4 Salt and surface treatment should be increased or decreased based on pavement surface temperature and air temperature.

2.2.11 Contractors shall pile snow on Agency property in a manner as to not block streets, drives, sidewalks, parking areas, vehicles, mailboxes, fire hydrants, dumpsters, or any utility access. Further, do not pile snow on landscaping or in a manner that would impede the drainage of melting snow or rain run-off, or the piling of additional snow from future plowing.

2.2.11.1 The contractor is responsible for locating fire lanes, handicap ramp entrances, handicap parking, curb cuts, parking lot drains and plant material. Snow shall not be stored in these areas. The storage of snow from heavy snow should be, if possible, stored in the vicinity to an open drain or on the low side of the parking lot to reduce freezing run-off.

2.2.11.2 Parking spaces should be cleared to the curb and snow pushed in such a way to minimize the use of parking spaces for snow storage.

2.2.11.3 Snowplow angles should be used in a way to prevent parked vehicles from being blocked by snow.

2.2.11.4 Parking lots occupied by vehicles during a snowstorm shall have parking lot throughways and driveways cleared to allow for egress of vehicles. All empty parking spots are cleared while on site.

2.2.11.5 In the event of a snow fall during regular business hours, driving lanes will be plowed & salted as is necessary at regular 3-hour intervals throughout the day.

2.2.11.6 The contractor is responsible for identifying sites with parking bumpers and using caution while removing snow near them to prevent damage.

2.2.12 The contractor is responsible for the removal of snow from excessive snow accumulation that cannot be piled on Agency property; and such snow shall be taken to an appropriate and legal site for dumping.

2.2.13 Call backs due to improper service or inadequate material usage will be the sole financial responsibility of the Contractor and not billable to the Agency.

2.2.14 Contractors shall provide timely notification and report the following:

2.2.14.1 Upon arrival at the property or site.

2.2.14.2 Any equipment breakdown or mechanical issue that may delay or affect the completion of services.

2.2.14.3 Any Facility that cannot be plowed or serviced, including the reason the work cannot be completed.

2.2.14.4 Any damage, accident, incident, or other property-related issue that occurs while performing services on the property.

2.2.14.4.1 Contractors shall complete all assigned snow and ice removal services in accordance with the requirements and specifications outlined in the Contract.

The Contractor shall ensure that all assigned sidewalks are properly cleared and treated upon completion of services.

2.2.15 Contractor shall be responsible for supplying all snow removal equipment, all salt/ surface treatment spreading equipment, all salt/surface treatment to be used at sites, all fuel, all maintenance to said equipment, and the means of removing excess snow that cannot be piled on Agency property.

Contractor shall also be responsible for all appropriate vehicle licensing and motor vehicle insurance.

2.2.16 Snow removal services are considered by HUD to be a maintenance labor service requiring a minimum hourly wage rate. Contractors must pay all maintenance laborers under any awarded contract not less than the rate contained in the wage determination included in Attachment C Wage

Determination.

2.2.17 The Agency will not be responsible for any fees incurred by the contractor, including but not limited to licensing fees from any governmental body, disposal fees, bid fees, etc.

2.2.18 The Contractor shall be available for contact on a twenty-four (24) hour day, seven (7) day a week basis, including holidays. Snow removal personnel and equipment shall be at contracted sites for snow removal within three (3) hours after notification by the Agency.

2.2.19 The contractor must also provide multiple phone numbers with contact personnel which can be reached when equipment and/or personnel are called to work. Telephones must be answered twenty-four hours per day.

2.2.20 Contractor’s plow trucks shall be identified with the name of the contractor’s business on both sides of the truck.

2.2.21 The contractor must supply a fully qualified, licensed and responsible driver for all equipment. The contractor must supply the name(s) of the driver(s) for each vehicle upon request.

2.2.22 The Agency reserves the right to reject and disqualify any driver with a history of poor performance or a driver that exhibits behavior which the Agency believes will result or has resulted in unacceptable performance. The contractor will be immediately notified and shall make a replacement driver available within two (2) hours.

2.2.23 Invoices. Contractor(s) will only be allowed to invoice for the cost of services/goods in compliance with his/her bid.

2.2.23.1 Invoices must contain a complete description of the work or service that was performed, the contract price for service, the purchase order number, contract number (if applicable), and date of service and address of service location or delivery address. The contractor will include all invoices for work performed documentation demonstrating when work begins at the job site and when work is completed at the job site. Such documentation must indicate, at minimum, the name(s) of the Contractor’s employees with their in and out times for the work.

2.2.23.2 Contractor(s) must submit a separate invoice for each purchase order issued by the Agency unless prior approval is obtained from the Agency. Contractor(s) must submit invoice within thirty (30) days after delivery of goods and/or services. If Contractor(s) fails to invoice within thirty (30) days after delivery of goods and/or services, the Agency reserves the right to not pay the invoice.

2.2.23.3 If applicable, the Agency may make payments for payments approximately every thirty

(30) days as the work proceeds if work meets owner’s standards, as approved by Agency staff. The Agency may, subject to written determination and approval of the Contracting

Officer, make more frequent payments to Contractor(s) which are qualified small business in accordance with HUD documents

2.2.23.4 If offered by Contractor(s) and the Agency seeks a discount for early payment LCHA shall only take such a discount if earned.

2.2.23.5 Payments made under the awarded contract will be made electronically by ACH and will require additional documents to be set up for the ACH payments.

2.2.23.6 Unless utilizing a progress payment schedule invoices/requests for payments shall be sent to the following address:

Lake County Housing Authority

Attn: Accounts Payable

Email: accountspayable@lakecountyha.org

2.2.24 Performance Standards.

2.2.24.1 Failure to comply with all the scope of work as detailed in Section 2.0 of this IFB may result in a reduction of the Contractor’s fee by 10% for that service.

2.2.24.2 Failure to complete services within the agreed-upon timeframe will result in a penalty of

$25 per service in which the service is not completed.

2.2.24.3 The Agency may waive the fee reductions at their discretion after discussing extenuating circumstances with the Contractor. Such waiver shall be in writing at the time of the service.

2.2.25 Mobilization Costs. The proposed hourly rates submitted by a bidder for all Pricing Items shall be automatically burdened with mobilization costs; meaning the costs proposed by the bidder include the bidder’s costs to transport his staff and equipment to the Agency site to complete the work.

2.2.26 No Interaction with Agency Residents by the Contractor staff. There will be absolutely no interaction between the awarded contractor workers and the Agency residents. Violators will be permanently removed from the site by the Contractor.

2.2.27 No Interference with Traffic. The Contractor shall ensure that they, to the greatest extent feasible, minimizes interference with on-site drives, parking areas and walks, adjoining streets, walks, and other adjacent occupied or used facilities during operations or “after hours.” Please note that the

Contractor shall not close or obstruct streets, walks, or other adjacent occupied or used facilities without the written permission of the Agency. Further, if such permission is given, the Contractor shall ensure that an alternate route around closed or obstructed traffic ways is provided.

2.2.28 Normal Agency Work Hours. The Agency’s typical work week is Monday-Friday, 8:00 am to 4:00 pm CST.

mailto:accountspayable@lakecountyha.org

2.2.29 Permits. The Contractor shall obtain all required permits pertaining to any assigned work (NOTE:

The Agency will reimburse the Contractor for the government-mandated fees pertaining to such permits, but not for additional labor).

2.2.30 Qualified. The contractor must only provide staff that are fully qualified to perform the work listed herein.

2.2.31 Required Licensing and/or Bonding. The Contractor(s) shall be in possession of any current appropriate licensing required by Lake County (and/or, if applicable, any city jurisdiction therein in which work will be performed) and/or the State of Illinois.

2.2.32 Return to site. Within no more than 4 hours of being notified by the Agency, the contractor shall return to any site to correct or again inspect any work already performed.

2.2.33 Safety. It shall be the responsibility of the Contractor to ensure, at all times during the performance of the work, to the maximum extent feasible, to protect the safety of Agency residents and staff, the Contractor's staff, and subcontractors, and the public. This shall include, but not be limited to, compliance with all OSHA-related Federal and local laws, codes, and regulations.

Contactors should exercise precautions as necessary when working adjacent to aerial and subterranean utilities. In the event that aerial utility wires present a hazard to the Contractor’s personnel or others near the work site, work is to immediately cease, and the appropriate utility company notified. Work shall then commence in accordance with instructions from the utility company.

2.2.34 Security of the Site. It is the responsibility of the awarded contractor to secure the work site, both during the specific work and after work hours (if the assigned work has not yet been completed), to protect the work site and the public (including Agency residents). This means that, if/as necessary, the contractor may/shall utilize such preventative measures as barricades, warning signs, lights, human security, etc.

2.2.35 Service Locations. Services will typically be provided at the Agency sites detailed within

Attachment I Agency Profile of Properties and listed in Attachment B Bid Fee Sheet, attached hereto.

2.2.36 Smoking on the Site. There will be no smoking allowed inside the existing buildings or on the grounds. This prohibition includes e-cigarettes. ALL Agency PROPERTIES ARE SMOKE FREE.

CONTRACTOR(S) ARE RESPONSIBLE FOR ASSURING THEIR EMPLOYEES ABIDE BY

THIS.

2.2.37 Subcontracting. Unless prior written permission is given by the Agency, all work performed by the contractor shall be performed by the contractor only and shall not be sub-contractor to another firm. The Agency reserves the right to not grant such approval. Any substitution of subcontractors must be approved in writing by LCHA prior to their engagement.

2.2.37.1 “Prime” Contractor(s) shall provide completed Contractor Profile Forms (Attachment L), for all subcontractors being proposed to work under this IFB or any resulting contract.

The Agency must review and approve, in writing, the use of all subcontractors.

2.2.37.2 All requirements for the “Prime” Contractor(s) shall also apply to any and all subcontractors. Regardless of subcontracting, the Prime Contractor(s) remain liable to the

Agency for the performance under this IFB and any resulting contract.

2.2.38 Supervision by the Contractor. At all times during any assigned work, the Contractor shall have an experienced supervisor overseeing the work while the assigned work is in progress.

2.2.39 Work Standards. It is the responsibility of the Contractor to ensure that each worker provided by the Contractor shall be fully trained and qualified to provide any assigned work. Accordingly, all work provided shall be guaranteed by the Contractor to be performed in a workmanlike manner and in accordance with all applicable laws, codes, and/or regulations, including those issued by, but not limited to, Lake County, the Cities within Lake County, and/or the State of Illinois, or any applicable Federal Agency.

3.0 BID FORMAT.

3.1 Using the Housing Agency Marketplace as detailed in Table No. 2. This is the preferred method of accessing solicitations and providing bids. Please register for this eProcurement site at ha.internationaleprocurement.com.

3.2 Required Forms. All required forms furnished by the Agency as a part of this IFB shall, as instructed, be fully completed and submitted by the Bidder. Such forms may be completed in a legible hand-written fashion, by use of a typewriter, or may be downloaded and completed on a computer. If, during the download, a form becomes changed in any fashion, the Bidder must “edit” the form back to its original form (for example, signature lines must appear on the page which the line was originally intended).

3.3 Tabbed Bid Submittal. The Agency intends to retain the successful Bidder pursuant to a “Best Value” basis, not a “Low Bid” basis. Therefore, so that LCHA can properly evaluate the bids received, all bids submitted in response to this IFB shall be formatted in accordance with the sequence noted below (Tab 1 to Tab

13). Do not omit any tabs, if the information requested does not apply, please put “Not Applicable” under the accompanying tab in the submittal. FAILTURE TO SUBMIT ALL REQUIRED

INFORMATION MAY RESULT IN DISQUALIFICATION OF THE BID SUBMITAL FROM

CONSIDERATION FOR AWARD.

Each category shall be separated by numbered index dividers and the number on the index divider must extend so that each tab can be located without opening the bid and labeled with the corresponding tab reference noted below. None of the proposed services may conflict with a requirement the Agency has published herein or has issued by addendum. Therefore, so that the Agency can properly evaluate the offers received, all bids submitted in response to this IFB must be formatted in accordance with the sequence noted within the table below.

[Table No. 4]

(1)

IFB Section

(2)

Tab

No.

(3)

Description

3.3.1 1 Form of Bid. This Form is attached hereto as Attachment A to this

IFB document. This 2-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the initial bid submittal.

3.3.2 2 Bid Fee Sheet: This Form is attached hereto as Attachment B to this IFB document. This Form shall be fully completed, including acknowledgement of addendum/HUD Forms and submitted under this tab as a part of the bid submittal.

3.3.3 3 Certifications & Representations of Offerors. This Form is attached hereto as Attachment D to this IFB document and must be fully completed, executed where provided thereon and submitted under this tab as a part of the bid submittal.

3.3.4 4 Section 3 Documentation. See Attachment E Section 3

Explanation and Attachment F Section 3 Business Concern Self-

Certification

3.3.5 5 Low-Income Resident Hiring Plan. This Form is attached hereto as Attachment G to this IFB document and must be fully completed, executed where provided thereon and submitted under this tab as a part of the bid submittal.

3.3.6 6 Equal Employment Opportunity Certification. This Form is attached hereto as Attachment H to this IFB document and must be fully completed, executed where provided thereon and submitted under this tab as a part of the bid submittal.

3.3.7 7 Previous Participation. This Form is attached hereto as

Attachment J to this IFB document and must be fully completed, executed where provided thereon, if applicable, and submitted under this tab as a part of the bid submittal. The Bidder must submit under this tab a concise description of past performance, experience, and client information in performing similar contract work substantially similar to that required by this solicitation. The

Bidders shall submit three (3) former or current clients, preferably other than Lake County Housing Authority, for whom the Bidder has performed similar or like services to those proposed herein.

3.3.8 8 Sub-Contractor/Joint Venture Information. The Bidder shall identify, on the Form attached hereto as Attachment K to this IFB document, whether or not they intend to use any sub-contractors for this job, if awarded, and/or if the bid is a joint venture with another firm. A Contractor Profile Form (Attachment L) shall be provided for each sub-contractor and/or joint venture firm, and any accompanying sub-contractor/joint venture Contractor Profile

Forms shall be completed and submitted under this tab as part of the bid submittal.

3.3.9 9 Copy of Business License: The Bidder shall submit a copy of their current business license. At a minimum, this shall include documentation demonstrating eligibility to do business within the

State of Ohio (i.e., Articles of Incorporation). In addition, any other required licenses and/or bonding documents must be provided under this tab (i.e., local business license, etc.).

3.3.10 10 Copy of Insurance Certificate. The Bidder shall submit a copy of their insurance certificate. If a Bidder receives an award and unless otherwise waived in the IFB documents, Contractor will be required to provide an original Certificate of Insurance confirming the minimum requirements of the Agency within 10 days of contract signature. The Insurance Certificate shall name Lake

County Housing Authority as an additional insured.

3.3.11 11 Copy of Workman’s Compensation Certificate. The Bidder shall submit a copy of their Workman’s Compensation

Certificate. (NOTE: Workers Compensation Insurance will be required of any Contractor that has employees other than just the owner working on-site to provide the services).

3.3.12 12 Contractor Profile Form. This Form is attached hereto as Attachment L to this IFB document and must be fully completed, executed where provided thereon and submitted under this tab as a part of the bid submittal.

3.3.13 13 Vendor Compliance Forms. The Vendor Compliance forms are attached hereto as Attachment M to this IFB document. These forms must be fully completed, executed where provided, and submitted under this tab as a part of the bid.

3.4 Bid Submission Responsibilities.

3.4.1 Pre-Qualification of Bidders: Prospective Bidders will not be required to pre-qualify in order to submit a bid. However, all Bidders will be required to submit adequate information showing the

Bidder is qualified to perform the required work (i.e., Vendor Compliance Forms (Attachment M).

Failure by the prospective Bidder to provide the requested information may, at the Agency’s discretion, eliminate that Bidder from consideration, provided that all Bidders were required to submit the same information.

3.4.2 IFB Forms, Documents, Specifications, and Drawings.

3.4.2.1 Prior to submitting a bid in response to this IFB, it shall be each prospective Bidder’s responsibility to examine carefully and, as may be required, properly complete all documents issued pursuant to this IFB.

3.4.2.2 Unless otherwise instructed, the specifications and drawings, if provided, are not intended to depict every detail of the Work. They are provided to illustrate the general character, scope, and extent of the performance required under the proposed Contract and may be supplemented, modified, or revised from time to time.

3.4.2.3 Catalogs, brand names or manufacturer’s references are provided for descriptive purposes only and indicate the type and quality desired. Bids on brands of like nature and quality will be considered unless specified otherwise. If bidding other than references, bid submittal shall show manufacturer, brand or trade name, and other description of product offered. If other than brand(s) specified is offered, illustrations and complete description of products offered must be included in the bid submittal. Failure to take exception to specifications will require Contractor(s) to furnish specified brand names, numbers, etc.

3.4.3 Submission and Receipt of Bids

3.4.3.1 Time for Receiving Bids. Bids received prior to the bid submittal deadline shall be securely kept, unopened, by Housing Agency eProcurement portal. No bid received after the designated deadline shall be considered.

3.4.3.2 Bidders are cautioned that any bid submittal that is time stamped as being received by the

Agency after the exact time set as the deadline for receiving bids shall not be considered.

Any such bids inadvertently opened shall be ruled to be invalid. No responsibility will be attached to the Agency or any official or employee thereof, for the pre-opening of, or failure to open a bid not properly addressed and identified.

3.4.3.3 Bid Submittal.

3.4.3.3.1.1 Bid Submittal. Submit your Bid to the e-Procurement Housing

Agency Marketplace. This is the preferred method of accessing solicitations and providing bids. Please register for the eProcurement Housing Agency Marketplace portal ha.internationaleprocurement.com.

3.4.3.3.1.2 Electronic Identification of Bid Submission. The electronic bid submission must clearly identify the applicable IFB number, bid due date and time, and the bidder’s legal business name and contact information. All required bid documents must be submitted electronically through the designated solicitation submission portal in accordance with the instructions provided in the IFB.

3.4.3.3.1.3 Submission Conditions. Bidders are not allowed to change any requirements or forms contained herein, either by making or entering onto these documents or the documents submitted any revisions or additions; and if any such additional marks, notations or requirements are entered on any of the documents that are submitted to the Agency by the bidder, such may invalidate that bid. If, after accepting such a bid, the Agency decides that any such entry has not changed the intent of the bid that the Agency intended to receive, the Agency may accept the bid and the bid shall be considered by the Agency as if those additional marks, notations, or requirements were not entered on such. By accessing the IFB on the eProcurement

Marketplace and downloading the IFB, each prospective bidder that does so is thereby agreeing to confirm all notices that the

Agency delivers to him/her as instructed, and by submitting a bid, the bidder is thereby agreeing to abide by all terms and conditions published herein and by addendum pertaining to this

IFB.

3.4.3.4 Withdrawal of Bids: Bids may be withdrawn as detailed within Form HUD-5369, Late

Submissions, Modifications and Withdrawal of Bids. Negligence on the part of the Bidder preparing his/her bid confers no right of withdrawal or modification of his/her bid after such bid has been received and opened.

3.4.3.4.1 Procedure to Withdraw Bid Submittal: A request for withdrawal of a bid due to a reported error need not be considered by the Agency unless filed in writing by the Bidder within 48 hours after the bid deadline. Any such request shall contain a full explanation of purported error and shall, if requested by the Agency, be supported by the original calculations on which the bid was computed, a certification and notarization thereon that such computation is the original and was prepared by the Bidder or his/her agent, who must be identified on the notarized form. The foregoing shall not be construed that such withdrawal will be permitted, as the Agency retains the right to accept or reject any proposed withdrawal for a mistake.

3.4.3.5 Exceptions to Specifications

3.4.3.5.1 A prospective Bidder may take exception to any of the bid documents, or any part of the information contained therein, by submitting, in writing to the

Agency, at least seven (7) days prior to the bid submission deadline, a complete and specific explanation as to what they is taking exception.

Proposed alternate documents or information must be included. The Agency reserves the right to agree with prospective Bidder and issue a revision to the applicable requirements or may reject the prospective Bidder’s request.

3.4.3.5.2 When taking exception, prospective Bidders must propose services that meet the requirements of the IFB documents. Exceptions to the specifications and/or approved “equal” requests may be discussed at the scheduled pre-bid meeting (if scheduled). All verbal instructions issued by the Agency officers not already listed within the IFB documents shall only become official when issued as addenda or as a written answer issued pursuant to receipt of a written question.

3.4.3.6 Mistake in the Bid Submitted. Unless otherwise prohibited within the IFB documents, a mistake in the unit cost pricing that does not affect the total cost sum submitted, may, at the Agency’s discretion, be corrected by submitting a corrected cost form, together with a complete explanation in writing, of how the mistake occurred, to the assigned Contracting

Officer, for his/her review. This mistake must be corrected before the issuance of any contract documents. Such correction shall not operate to give any Bidder an advantage over another.

3.4.3.7 Irregular Bid Submittal. A bid shall be considered irregular for any one of the following reasons, any one or more of which may, at the Agency’s discretion, be a reason for rejection:

3.4.3.7.1 If the forms furnished by the Agency are not used or are altered or if the proposed costs are not submitted as required and where provided.

3.4.3.7.2 If all requested completed attachments do not accompany the bid submittal.

3.4.3.7.3 If there are unauthorized additions, conditional or alternate proposals, or irregularities of any kind which may tend to make the bid incomplete, indefinite or ambiguous as to its meaning or give the Bidder a competitive advantage over other Bidders.

3.4.3.7.4 If the Bidder adds any provisions reserving the right to accept or reject any award or to enter into contract pursuant to an award.

3.4.3.7.5 If the individual cost bid items submitted by a specific Bidder are unbalanced in the sense that the listed price of any cost item departs by more than 10% from the Agency’s cost estimate for that item.

3.4.3.8 Disqualification of Bidders. Any one or more of the following shall be considered as sufficient for disqualification of a prospective Bidder and the rejection of his/her bid:

3.4.3.8.1 Evidence of collusion among prospective Bidders. Participants in such collusion will receive no recognition as Bidders or Bidders for any future work with the Agency until such participant shall have been reinstated as a qualified Bidder or Bidders. The names of all participants in such collusion shall be reported to HUD and any other inquiring governmental agency.

3.4.3.8.2 More than one bid for the same work from an individual, firm, or corporation under the same or different name(s).

3.4.3.8.3 Lack of competency, lack of experience and/or lack of adequate machinery, plans and/or other resources.

3.4.3.8.4 Unsatisfactory performance record as shown by the past work for the Agency or with any other local, state or federal agency, judged from the standpoint of workmanship and progress.

3.4.3.8.5 Incomplete work, which, in the judgement of the Agency, might hinder or prevent prompt completion of additional work, if awarded.

3.4.3.8.6 Failure to pay or satisfactorily settle all bills due on former contracts is still outstanding at the time of letting.

3.4.3.8.7 Failure to comply with any qualification requirements of the Agency.

3.4.3.8.8 Failure to list, if required, all subcontractors (if subcontractors are allowed by the Agency) who will be employed by the successful Bidder(s) to complete the work of the proposed contract.

3.4.3.8.9 As required by the IFB documents, failure of the successful Bidder to be properly licensed by the City, County and/or State of Illinois’ and/or to be insured by a commercial general liability policy and/or workman’s compensation policy and/or business automobile liability policy, if applicable.

3.4.3.8.10 Any reason to be determined in good faith, to be in the best interest of the

Agency.

3.5 Bidder’s Responsibilities — Contact with the Agency. It is the responsibility of the bidder to address all communication and correspondence pertaining to this IFB process through the eProcurement Housing Agency portal. Bidders must not make inquiries or communicate with any other Agency staff member or official (including members of the Board of Commissioners) pertaining to this IFB. Failure to abide by this requirement may be cause for the Agency to not consider a bid submittal received from any bidder who may not have abided by this directive.

3.5.1 Addenda. All questions and requests for information must be addressed through the eProcurement

Housing Agency portal at ha.internationaleprocurement.com. The assigned Contracting Officer will respond to all such inquiries in writing by addendum to all prospective bidders (i.e., firms or individuals that have obtained the IFB Documents). During the IFB solicitation process, the Agency will NOT conduct any ex parte (i.e., a substantive conversation—” substantive” meaning, when decisions pertaining to the IFB are made—between the Agency and a prospective bidder when other prospective bidders are not present) conversations that may give one prospective bidder an advantage over other prospective bidders.