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Merle Henderson Floor Removal - Replacement Scope

HACR Floor Removal and Replacement
RFP# 6- 2023-CF-Floor Removal

Housing Authority of the City of Richmond
Request for Proposals
Floor Removal and Replacement

Proposals will not be opened and read publicly. 

The Housing Authority of the City of Richmond is seeking a qualified Landscaping Company on an as-needed basis. The HACR currently employs approximately 15 individuals and manages several housing programs. HACR is a public entity that was formed to provide federally subsidized housing and housing assistance to low-income families. HACR is headed by an Executive Director and is governed by a seven-person board of commissioners, and is subject to the requirements of Title 24 of the Code of Federal Regulations (hereinafter, "CFR") and the HACR's procurement policy.

Proposals must be received no later than 10:00 am on July 25, 2023.

All responses must be submitted to:
Housing Authority of the City of Richmond
58 S. 15th Street
Richmond, IN 47374
Attn: RFP Floor Removal and Replacement
(Clearly marked on the envelope)

Or emailed to Keon Jackson.
With a subject line of RFP Floor Removal and Replacement

Proposals will not be accepted after the date and time stated above. Incomplete proposals that do not conform to the requirements specified herein will not be considered. Issuance of the RFP does not obligate HACR to award a contract, nor is HACR liable for any costs incurred by the proposer in the preparation and submittal of proposals for the subject work. HACR retains the right to award all or parts of this contract to several bidders, to not select any bidders, and/or to re-solicit proposals. The act of submitting a proposal is a declaration that the proposer has read the RFP and understands all the requirements and conditions.

Part I - General Background Information

Introduction/Background

Housing Authority of the City of Richmond (HACR) is seeking proposals from qualified, licensed and bonded entities to provide full Flooring Removal and replacement of Merle Henderson. Respondents to this solicitation must have documented experience in Floor Removal and Replacement contracting with agencies such as the Housing Authority of the City of Richmond, IN.

All proposals must be accompanied by a Certificate of Insurance showing General Liability and Workman's Compensation (as applicable) insurance coverages and naming the Housing Authority of the City of Richmond as a certificate holder.

Currently, HACR owns and/or manages approximately 304 Public Housing Apartment/Homes and administers 377 federal Housing Choice rental assistance vouchers, and has 12 NSP Single Family Homes and approximately 20 vacant lots in various locations around Richmond. This assistance enables the housing authority Applicants, Participants, and Residents to rent from area landlords in the private market as well as dwellings owned and operated by HACR. The scope of work will include, but not be limited to, providing Floor Removal and Replacement services at HACR-designated development. Proposers will submit proposals to enter into an agreement with HACR (the "Agreement") that shall cover a warranty period of a minimum of 1 year from completion of installation.

The contract will be awarded to the most advantageous proposal from a responsive and responsible firm that meets the minimum criteria requirements and whose proposal is determined to be the most advantageous to the Housing Authority of the City of Richmond, taking into consideration the firm's experience, staff capacity, references as well as price.

In keeping with its mandate to provide efficient and effective services, HACR is now soliciting proposals from qualified, licensed, and insured entities to provide the above-noted services to the Agency. 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 mission of HACR is "To create and maintain sustainable, affordable housing opportunities, provide pathways to a better quality of life, and empower vibrant communities".

The vision of HACR is "To be a premier partner in creating communities of choice in the Richmond and Wayne County Area".

HACR is committed to a goal of thirty-five percent of all contract funds being awarded to Minority Business Enterprises (MBE). The firms submitting proposals are encouraged to include MBE participation to the maximum extent possible.

The Housing Authority of the City of Richmond, IN, will not discriminate against otherwise qualified persons because of disability in the admission, access to, treatment, or employment in its programs and activities. This policy is applicable to all programs and activities of the Housing Authority of the City of Richmond, IN.

The Housing Authority of the City of Richmond has elected to use the Request for Proposal process for the purpose of evaluating the firm's qualifications and determining the most advantageous firm that demonstrates qualification, ability, and other factors to perform the services outlined in the Scope of Work.

PREBID CONFERENCE: An optional pre-bid conference will be held on July 6, 2023, at 2:00 p.m. at 81 South 14th St., Richmond, IN 47374.

BUILDING WALKTHROUGHS: Optional walkthroughs of designated buildings can be scheduled by appointment only and may be accommodated on a limited basis.

To schedule a time to view the building and floor, please contact
Sharon Hormel via email - Maintenance Supervisor
765.967.1786

Questions regarding this proposal should be submitted to
Keon Jackson via email - Executive Director / President-CEO
765.966.2687 Ext 27

SCOPE OF SERVICES:
The services that are requested will be as follows and will encompass Merle Henderson Apartment Building (104-unit elderly/disabled high-rise property): Building is four (4) floors. Areas to be repaired and replaced are approximately 10,000 sq ft. Contractor to field verify. This building is fully occupied, and HACR is looking for a contractor proposal that will attempt to minimize the impact on the residents. Respondents should be aware that there has to be elevator access for residents and entrances and exits cannot be all blocked off at the same time.

Required with this bid include any projected scheduling and or alternative construction techniques. Proposals should have a breakout of material and labor costs. Proposals should also have an approximate lead time for project completion. Schedule to be coordinated with HACR Executive Director-President/CEO.

(This square footage size is only approximate. The Housing Authority of the City of Richmond highly recommends the contractor to schedule a time to personally measure.)

The replacement services should include the following:

  • Removal and disposal of old flooring, trim, baseboard, etc. (as appropriate)
  • Fitting and installation of new flooring
  • Finishing vinyl trim/baseboard

*Please be advised there may be pest infestation or evidence when removing flooring and baseboards.

Bidders will submit bids to enter into a (1) year warranty agreement with HACR (the "Agreement") shall cover a warranty period of minimum of 1 year from completion of installation. The warranty work shall include but is not limited to providing all labor, repair, replacement, materials, equipment, and services required to provide Floor Removal and Replacement services as indicated within these specifications. Additional work, as detailed in this RFP, may be requested that are not specified in this RFP.

WORK REQUIREMENTS
Goods and Services, Furnish Install

The contractor shall provide all labor, supervision, equipment, tools, materials, and incidentals necessary to furnish and install flooring. All equipment, materials, and installation work shall comply with this specification, the Indiana OSHA Standards, and the Indiana Uniform Statewide Building Codes.

Location
Merle Henderson Apartments 81 South 14th St. Richmond, IN 47374

Tasks
FLOORING - Work shall include but is not limited to, removal of existing flooring and base, floor preparation, new flooring, base molding, and transition strip installation. Schedule to be coordinated with Executive Director. All work shall be conducted in strict accordance with the detailed specifications found below.

  1. Remove Old Carpet and/or Tile & Base, Prep Floor & Skim Coat - All existing floor material and cove base shall be removed and properly disposed of off-site. Per the manufacturer's recommendations, the floors shall be properly prepped to accept new floor material. All areas receiving new floor shall be completely "skim coated" with underlayment to make the floor surface smooth to result in a smooth, even finished floor surface with no "telegraphed" subfloor imperfections.
  2. Flooring Specification-equal to Lexington commercial grade 28 mil 6.14in. x47.92 in (Lenox or Aged Oak color) Click Waterproof Luxury Vinyl Plank Flooring (Home Depot). or equivalent. Must be verified by HACR management for specification of thickness wear layer and color prior to any approval and installation. The contractor may substitute an equal product with the approval of the Housing Authority.
    * If equal alternate is proposed for any product, complete product specification sheet and product/color samples must be included with bid submission. The criteria will be reviewed for equity and approved or denied prior to award of bid/contract.
  3. New Transition Strips sized appropriately for all doors and entryways in all common areas. Install same-height or multi-height transition strips where applicable.
  4. New Cove Base - color to be sandstone or black will be determined by HACR prior to contract award

Products: All Products Shall Be Asbestos Free

  1. Skin Coat: Basis of design to be flooring manufacturer's specifications for each area.

Flooring Requirements

  1. Removal of Existing Flooring:
    1. Remove and replace all existing floor covering in all common areas, including but not limited to hallways (including ceramic tile), elevators, exercise room, vending room, bathrooms, community room, offices, vestibules; all removed materials and debris shall be removed from site and disposed of properly in accordance with laws and regulations.
    2. The contractor will be required to remove all related debris at the conclusion of each workday. Do not discard in the Housing Authority's dumpster or will result in a $1,000 fine per documented occurrence.
  2. Preparation of Sub-Floor:
    1. Skim Coat: All areas receiving new floor shall be completely skim coated as necessary.
    2. Carpet Tiles: Removal of existing carpet shall include scraping to create an acceptable surface based on the manufacturer's recommendations.
  3. Rubber Base:
    1. 4' sections and 6' sections or 120' rolls may be used.
    2. If using rolls, the roll must be laid out 24 hours in an acclimated space prior to installation to allow cove to curve as intended.
    3. Applying on CMU or concrete: the amount of adhesive used should be 1.5-2x that of drywall applications due to the porous nature of concrete. If base does not adhere satisfactorily, CMU joints must be patched in with skim coating material to create a consistent bonding surface.
    4. Replacement: CMU surface and remnant adhesive from demo of old base should be ground down to allow for consistent bonding surface and maximum adherence.
    5. Base that will be installed around corners must be warmed using a heat gun to enhance pliability, creating a tighter bond at corner surface.

Installation of Flooring Materials

  1. All flooring shall be installed per manufacturer's written instructions, including rolling to ensure firm tile contact with adhesive. Move flooring product into installation location at least 24 hours prior to install for temperature/humidity conditioning, unless a longer period is recommended by manufacturer.
  2. Transition Strips:
    1. New/Old Flooring Transition: Transition strips shall be installed as necessary between new flooring and existing flooring. When new flooring meets existing flooring that is to remain, such as in a hallway, install cut new product to fit or use same size and type as existing transition strip as necessary.
    2. General Transition Strips: install same-height or multi-height transition strips where necessary when there is a change in flooring material.
  3. Rubber Base:
    1. Install 4" rubber base where current 4" base exists and install 6" rubber base where current 6' exists. If existing rubber base color is no longer available, use similar as the standard rubber base with HACR management approval.
  4. Clean Up:
    1. The Contractor shall remove all refuse, scrap material and debris of installation operations from the site daily.
    2. Any markings, marring or other disturbance or damage to existing flooring caused by the Contractor will be cleaned and/or repaired to the Owner's satisfaction prior to job completion.
    3. The Contractor will not leave refuse, rubbish, scrap materials or debris within the completed work area or buried/burned on the job site but shall remove such material from the site and properly dispose of in a licensed landfill or depository.
    4. The Contractor shall not dump or dispose of any materials in sinks or storm drains in HACR buildings, facilities or property.
    5. At completion of the work and before final project inspection, the Contractor shall remove all surplus material, false work, or temporary structures, including foundations.
    6. The Contractor shall be responsible for all costs associated with daily removal of packing material/cartons and legal disposal of such materials.

Additional:

  • Final Clean entire work area and all common areas -condition left ready for inspection. Including but not limited to hallways, bathrooms, offices, and removal of any and all debris from hallways, bathrooms, offices, storage areas and outside.
  • All Materials, Trash, Debris, Drywall, Carboard, boxes, etc. must be discarded off site at city dump. Any illegal dumping on HACR property or in city of Richmond will be $1,000.00 fine to contractor each documented occurrence.
  • Supply cost of any needed permits (if Applicable) Must be secured prior to commencing any on site work.

Please answer the following questions or state N/A if not applicable.

Print Name
Signature
Address
Company Name
Email
Phone

Name & Signatures above indicates that you acknowledge and understand the scope of services and requirements set forth in the proposal

  1. Primary Contacts/Notice Addresses
    Housing Authority City of Richmond
    Keon Jackson
    58 South 15th St.
    Richmond, IN 47374
    Phone: 765.966.2687 x 27
  2. Term
    60 Calendar days to complete work after contract is signed.
    All work to be done up to code and any required permits must be visible on site prior to the commencement of any associated work.
    • Indiana law states that employers are free to: Prohibit the illegal use of drugs and the use of alcohol at the workplace by all employees. Require that employees not be under the influence of alcohol or engage in the illegal use of drugs at the workplace. Require that employees behave in conformance with the requirements established under the federal Drug-Free Workplace Act of 1998. Hold an employee who engages in the illegal use of drugs or who is an alcoholic to the same qualification standards for employment or job performance and behavior that they hold other employees, even if the unsatisfactory job performance or behavior is related to the drug use or alcoholism of the employee.
      For purposes of Indiana's drug testing law, a test to determine the illegal use of drugs is not considered to be a medical examination (IN Code Sec. 22-9-5-24).
    • If subcontractors are to be used they must be listed on the bid form. The general contractor or prime contractor must complete at least 12% of the project by himself or his employees. The job may not be subcontracted more than 88%. If subcontractors are used each subcontractor must submit proof to demonstrate the subcontract relationship (contract, incorporation papers, etc.) and a Certificate of
      Insurance covering general liability and workers compensation for the subcontractor and employees.
      1. The subcontractor shall follow the same wage requirements as above for employees.
      2. If subcontractors hire other subcontractors, all requirements apply.

        All work to be done in a workmanlike manner
        $300 daily fines for late work start dates or contract surpassing contact timeframe.
  3. The key
    Please contact primary contact.
  4. Total
    Cost should include the prevailing wage for labor and Davis Bacon.

Other Important Information

  1. A Notice of Intent to Award will be issued well in advance for ordering materials.
  2. Working Hours are generally from 8:30 am to 5:00 pm, Monday through Friday. Exceptions will be evaluated and allowed on a case-by-case basis.
  3. Workmanship shall meet both industry standards and inspections by Owner.
  4. Contractor must be licensed in order to submit bid. Unless otherwise approved by the Owner, all installers must be employees of the successful bidder. No third-party installation contractors will be allowed.
  5. Additional Material Stock: When more than 50 boxes or flooring stock are installed, Contractor will provide a minimum of one box of replacement stock for each 50 boxes of each type and color of flooring, along with documentation signed by owner's representative to support delivery and location of replacement stock.

Contractor Responsibilities

Use of Subcontractors
All subcontractors used by the Contractor to provide Floor Removal and Replacement must be approved by the Executive Management at HACR. If the Contractor is aware in advance that there may be a need for subcontractor work, the Contractor shall provide a list of their subcontractors and complete and submit the Subcontractor Listing to HACR. The Department of Labor has instructed HACR not to allow the use of 1099 workers on federally funded projects. The subcontractor cannot be a 1099 worker but must be a sole proprietor of his own business with a federal tax identification number. The subcontractor shall not perform any work at any HACR site location without first being approved. Subcontractors will be required to submit the same paperwork as the contractors (i.e.: Certificates of Insurance, Licenses, W-9, Section 3 documentation, etc.). It is expressly understood that the contractor covers the subcontractor on their general liability, commercial liability and property damage insurance policies, with HACR as the additional insured. The Contractor will be responsible for its subcontractor for any action or negligence of the subcontractor.

Record Keeping
Employers (contractors and subcontractors) engaged on work subject to MWDs must make and maintain for no less than three years following the completion of the workrecords containing information demonstrating compliance with the MWDs applicable to the work. These records at a minimum contain for each laborer or mechanic employed: Employee name, address and social security number; correct work classification; hourly rate of monetary wage paid; rate of any bona fide fringe benefits provided; number of daily and weekly hours worked; gross wages earned; all deductions taken; actual net wages paid.

Maintenance Wage Determination (MWD) for maintenance work
The applicable Maintenance Wage Determination (MWD) for 2023 is found in attachments to this RFP.

Labor Standards compliance monitoring
Periodic monitoring is conducted to ensure all contractors and subcontractors are performing the contract work in accordance with the applicable labor standards provisions. The two key aspects of periodic monitoring include spot-check reviews of contractor and subcontractor records and on-site interviews with laborers and mechanics employed under the contract.

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

Coordination of Work
Coordination of work with other contractors and HACR employees may be required. The contractor shall be required to have a cell phone to maintain communication with designated HACR supervisors. Contractor must respond to cell phone calls within four (4) hours on the same day.

Execution
Prior to performing any work on HACR property, the Contractor shall notify the appropriate HACR representative of the days that crews are scheduled to be on site. Failure to provide proper notification will prevent inspection and acceptance of work, therefore delaying application for payment. Contractors shall provide HACR site personnel a written schedule of when routine mowing services shall be performed.

OSHA Hazard Communication Standard
The Occupational Safety & Health Administration (OSHA) Hazard Communication Standard (29CFR 1910.1200) states that contractors/suppliers must be informed of hazardous chemicals their employees may be exposed to while performing their work and any appropriate protective measures. In order to comply with this requirement, Housing Authority of the City of Richmond has developed a list of all the hazardous chemicals known to be present at our facility. A Safety Data Sheet (SDS) is also on file for each of the chemicals and / or hazardous substances. The information is available to you and your employees upon request. In order to protect the safety and health of our own employees, contractors/supplies must provide (upon request) an SDS on any hazardous chemical(s) or material(s) which they may bring into the facility. Failure to provide this information in a timely manner will result in the removal of the contractor/supplier from the premises. Each contractor is responsible for identifying conditions where Personal Protection Equipment (PPE) is required, and they are to furnish the necessary filtering face pieces, gloves, masks, eye protection, coveralls, steel toed shoes or any other type of gear that will keep their employees safe from a hazardous condition.

Schedule
Hours of Service. HACR Hours of operation are currently 8:30am-4:30pm Monday- Friday. These hours are subject to change in July 2023.

Non-Compliance with Work Hour Requirements
If the awarded firm fails to have flooring service at the Authority's specified work facility at the scheduled time more than 3 days for two or more occurrences during a 1-month period, the Authority may, at its discretion, cancel the Contract due to non-performance. If an employee is unable to report to duty as scheduled, the Proposer shall immediately provide a replacement to begin at the designated scheduled time.

Personnel Replacement
The Authority shall have the final approval as to which employee may be assigned to Authority facilities. The Authority reserves the right to request to remove and replace any employee or staff who, in the Authority's sole discretion, does not meet the Authority's professionalism requirements, is not in compliance with the requirements of this Solicitation, and/or appears incapable of performing assigned duties. Any employee that the Authority requests to be removed shall be replaced within 48 hours during the term of the Contract. Employees or staff reporting to work under the influence of alcohol or any illegal substance or out of uniform will not be allowed to stay on duty. No smoking is allowed in any building.

Smoking is allowed in designated smoking areas only. The awarded Firm will be responsible for the immediate replacement of the employee. HACR reserves the right to contract with and assign tasks to an individual firm or firms as best address the full scope of need of the Housing Authority of the City of Richmond.

Compensation
Firms will propose hourly bill rates (regular and holiday) for Floor Removal and Replacement in their price proposal submission for the initial term of the contract and warranty thereafter. In addition, firms should provide the hourly cost for as needed and/or emergency services. If there are any additional charges, please provide the hourly rates and details of the services.

  1. Prosper/Company Responsibilities
    1. All uniforms, materials, equipment, and vehicles necessary to satisfactorily perform Floor Removal and Replacement services in accordance to this Solicitation shall be provided by the Proposer, including, but not limited to: Company issued uniform with logo, ID Badge, clip boards, log books, cellphone or two-way hand held radio, etc.
    2. The Proposer shall provide appropriately equipped and trained personnel, with background inspections completed according to the Authority's specified eligibility criteria.
    3. Must have sufficient flooring/labor personnel to meet Authority's needs during scheduled hours.
    4. Provide the Authority's designated representative with the names of all flooring staff performing under the Contract and submit updated information as changes occur in a timely manner.
    5. Provide documentation to the Authority's designated representative verifying that all employees assigned to Authority property meet or exceed the minimum requirements stipulated under Section 2 of this Solicitation.
    6. Ensure that flooring/labor staff are on time, properly attired and conduct themselves in a professional manner during their scheduled shift at the Authority's facilities.
    7. All flooring/labor staff assigned to Authority facilities shall wear a distinctive uniform that is professional and clearly creates the appearance that the individual's function is with the company logo.
    8. Photo ID must be worn at all times and clearly visible throughout shift. Uniform must be clean and ironed and worn in a meticulous and professional manner. Garments worn to adjust to the climate (jackets, coats, etc.) must not hide the company markings of the uniform.
    9. The awarded Firm must immediately contact the appropriate Authority staff if there is a problem meeting the flooring specifications.

Qualification Statement

The Respondent's Proposal shall include:

  1. The name, title (s) and contact information for the individual(s) authorized to negotiate and contractually bind Respondent. PROPOSALS MUST BE SIGNED BY AN OFFICIAL AUTHORIZED TO CONTRACTUALLY BIND THE RESPONDENT.
  2. Provide specific information in this section concerning the firm's experience in the services specified in this RFP. Examples of completed projects, as current as possible, should be submitted, as appropriate. References are required. Please provide names, addresses, and telephone numbers of contact persons within three (3) client agencies for whom similar services have been provided.
  3. Debarment or Other Disqualification - Proposer must disclose any debarment or other disqualification as a vendor for any federal, state or local entities. Proposer must describe the nature of the debarment/disqualification, including where and how to find such detailed information.

The Housing Authority of the City of Richmond is exempt from sales and use taxes. Bidders may eliminate these taxes from the cost of supplies and materials included in their bids, if they will be purchased in Indiana. Only supplies and materials purchased specifically for the HACR project are eligible for the tax exemptions. HACR will provide a copy of its tax exemption certificate.

Housing Authority of the City of Richmond only contracts with vendors that are qualified to perform the work at the sole discretion of HACR.

The Housing Authority of the City of Richmond reserves the right not to award a contract to anyone with a history of poor performance on projects performed for HACR at the sole opinion and discretion of HACR.

References will be checked on the top bidders. HACR reserves the right not to award a contract to anyone whose references are less than satisfactory at the sole discretion of HACR.

Bid Submission

Proposals must be received no later than 10:00 am on July 25, 2023.

All responses must be submitted to:
Housing Authority of the City of Richmond
58 S. 15th Street
Richmond, IN 47374
Attn: RFP Floor Removal and Replacement
(Clearly marked on the envelope)

Or emailed to Keon Jackson.

Proposals should follow the outline presented below:

  1. Cost based upon the project size.
  2. Cost based per square footage and totals per attached HACR bid form.
  3. An itemization of other expenses (be specific).
  4. Copy of the vendor's insurance certificate.
  5. Listing of references and current customers.
  6. Manufacturer's specification sheet indicating the proposed flooring to be utilized.
  7. HACR Attachments to Construction Bids

Required Documents that must be submitted and will be disqualified without submittals:

  1. Signed Acknowledgement Page (pg. 7 of this RFP)
  2. HACR BID Form (pg. 21 of this RFP)
  3. Completed HACR Attachments to Construction Bids
  4. HUD-5370 Form (If Applicable over 100K)
  5. Bid Guarantee / Performance Bond (If Applicable)
  6. Insurance Certificate

Contract Requirements:

  • The successful Respondent will enter into a contract with the Housing Authority of the City of Richmond.
  • Contractors are responsible for compliance with the HACR contract and all applicable local and federal regulations by themselves and by their sub-contractors.
  • Some funds used for this project are derived from federal funds; therefore, certain regulatory requirements will be included in the contract for the relevant properties, including but not limited to Federal Wage Guidelines.
  • Contractors must obtain the minimum insurance requirements, including workers' compensation insurance, and show evidence of such coverage. The insurance requirements are listed below. Housing Authority of the City of Richmond must be listed as Certificate Holder for any submitted forms.

Proof of Insurance For Vendors and Contractors

Workers' Compensation:

  1. HACR requires that contractors and vendors supply HACR with a current Workers' Compensation Certificate.
  2. HACR requires that the Workers' Compensation Certificate be valid for the term of the contract.
  3. Contractors and vendors will immediately provide verification of coverage for the contract term.

General and Commercial Liability:

  1. Contractor agrees to name HACR as an additional insured on its general liability policy, which shall be primary to HACR's general liability policy, and any other insurance policy as determined by HACR that is relevant to the contract scope of work. These policies shall also be primary to and non- contributory to HACR's General Liability policy.
  2. Contractors and subcontractors shall name HACR as an additional insured on their General Liability policy, and any other insurance policy as determined by HACR that is relevant to the contract scope of work.
  3. Contractor and subcontractor shall indemnify HACR, to the fullest extent provided by law, for any and all claims arising out of the contractor's and subcontractor's performance of this contract.
  4. Contractor and subcontractor shall provide proof of General Liability insurance coverage with combined single limit for bodily injury and property damage not less than $500,000 per occurrence.
  5. HACR reserves the right to request a copy of the contractors and subcontractor's full insurance policies and applicable endorsements.
  6. Contractors and subcontractors must maintain the insurance policies that were submitted during the entire length of the contract

Insurance Automobile Liability:
Contractors and subcontractors shall provide proof of Automobile insurance of owned and non-owned vehicles used on the sites or in connection therewith for combined single limit for bodily injury and property damage not less than $300,000 per occurrence.

Indemnity:
Contractors and vendors agree to indemnify HACR, to the fullest extent provided by law, for any and all claims arising out of their performance of the contracts.

Contractor Responsibilities

Contractor licensing and standards:
The contractor will have the required experiences, licenses, insurances, bonding, financial stability, equipment and personnel needed to complete the work that they are bidding on. All work performed pursuant to this RFP must conform and comply with all applicable local, state and federal codes, statutes, laws and regulations.

Safety Standards: OSHA Hazard Communication Standard:
The Occupational Safety & Health Administration (OSHA) Hazard Communication Standard (29CFR 1910.1200) states that contractors/suppliers must be informed of the hazardous chemicals their employees may be exposed to while performing their work and any appropriate protective measures. In order to comply with this requirement, Housing Authority City of Richmond has developed a list of all the hazardous chemicals known to be present in our facility. A Safety Data Sheet (SDS) is also on file for each of the chemicals and/or hazardous substances. This information is available to you and to your employees upon request.

In order to protect the safety and health of our own employees, contractors/supplies must provide (upon request) an SDS on any hazardous chemical (s) or material (s) which they bring into the facility. Failure to provide this information in a timely manner will result in the removal of the contractor/supplier from the premises.

Each employer is also responsible for notifying any subcontractor they employ regarding the requirements of OSHA Hazard Communication Standard and other provisions described in this notice.

Each contractor is responsible for identifying conditions where Personal Protection Equipment (PPE) is required, and they are to furnish the necessary filtering face pieces, gloves, masks, eye protection, coveralls, steel toed shoes, tie off on roofs, fall protection or any other type of gear or equipment that will keep their employees safe from a hazardous condition.

Unauthorized Sub-Contracting Prohibited:
The successful proposer shall not assign any right, nor delegate any duty for the work proposed pursuant to this RFP (including, but not limited to, selling or transferring the contract) without the prior written consent of the CO. All subcontractors must be disclosed prior to the start of the work. Any purported assignment of interest or delegation of duty, without the prior written consent of the CO shall be void and may result in the cancellation of the contract with the Authority, or may result in the full or partial forfeiture of funds paid to the successful proposer as a result of the proposed contract; either as determined by the CO.

If subcontractors are to be used, they must be listed on the bid form. The general contractor or prime contractor must complete at least 12% of the project by himself or his employees. The job may not be subcontracted more than 88%. If subcontractors are used each subcontractor must submit proof to demonstrate the subcontract relationship (contract, incorporation papers, etc.) and a Certificate of Insurance covering general liability and workers' compensation for the subcontractor and employees.

  • The subcontractor shall follow the same wage requirements as above for employees.
  • If subcontractors hire other subcontractors, all requirements apply. Both parties can terminate this contract with or without cause with 24 Hour written notice given prior to the next workday. If terminated, the payment will be paid on the same scheduled date as all other contractors. However, the payments will be made based on the prorated amount of the contract completed at time of termination.

Section 3 Applicability:
This project will be subject to Section 3 requirements. Please see the attached overview.

General Information

The Authority's Reservation of Rights

  • The Authority reserves the right to reject any or all proposals, to waive any informality in the RFP process, or to terminate the RFP process at any time, if deemed by the Agency to be in its best interests.
  • Not to award a contract pursuant to this RFP.
  • Terminate a contract awarded pursuant to this RFP, at any time for its convenience
  • upon 10 days written notice to the successful proposer(s).
  • The Authority reserves the right to require additional information from any Respondent to assist in its evaluation. The information shall be submitted in the form required by the Authority within two (2) days of written request or the proposal shall be deemed non-responsive.
  • Determine the days, hours and locations that the successful proposal(s) shall provide the services called for in this RFP and the right to increase or decrease sites and locations as HACR desires.
  • Retain all proposals submitted and not permit withdrawal for a period of 90 days subsequent to the deadline for receiving proposals without the written consent of HACR.
  • Negotiate the fees proposed by the respondents.
  • Cancellation of the ensuing contract may be done at any time for unsatisfactory work, untimely service, or any other reason deemed necessary by the HACR.
  • Reject and not consider any proposal that does not meet the requirements of this RFP, including but not necessarily limited to incomplete proposals and/or proposals offering alternate or non-requested services.
  • Have no obligation to compensate any proposer for any costs incurred in responding to this RFP.
  • Make an award to multiple proposals (including joint ventures).
  • Select a proposal(s) for specific purposes or for any combination of specific purposes.
  • HACR reserves the right to withhold payment of invoices if in their opinion the work is not completed to Agency satisfaction.
  • The Authority reserves the right to contact individuals, entities, or organizations that have had a business relationship with the respondent regardless of their inclusion in the reference section of the proposal submitted, including any previous business conducted with the Housing Authority City of Richmond or its affiliates.
  • To defer the selection and award of any proposer(s) to a time of the HACR's choosing.
  • At any time during the RFP or contract process to prohibit any further participation by a proposer or reject any proposal submitted that does not conform to any of the requirements detailed herein. By accessing the richmondhousingindiana.org Internet System (hereinafter, the "noted Internet System" or the "System") and by downloading this document or by reviewing the RFP received via email, each prospective proposer is thereby agreeing to abide by all terms and conditions listed within this document and within the noted Internet System, and further agrees that he/she will inform HACR in writing within 5 days of the discovery of any item listed herein or of any item that is issued thereafter by HACR that he/she feels needs to be addressed. Failure to abide by this time frame shall relieve HACR, but not the prospective proposer, of any responsibility pertaining to such issue.

Contractor's Rights to Debrief

It is the HACR's policy to resolve all procurement and contractual issues informally at the Authority level, without litigation. Disputes shall not be referred to HUD until all administrative remedies have been exhausted at the Authority level. HUD will only review protests in cases involving violations of Federal law or regulations or failure of the Authority to review a complaint or protest.

Any actual or prospective contractor may protest the solicitation or award of a contract only for serious violations of the principles of HACR's Statement of Procurement. All protests shall be in writing. If the protest is regarding the solicitation, the notice of protest must be received prior to the solicitation deadline. If the protest is regarding the award, the notice of protest must be received within ten (10) business days after the issuance of the award notice. A written protest shall contain, at a minimum, the name, address and phone number of the protester; identification of the procurement, including solicitation or contract number; a statement of the reasons for the protest; supporting exhibits, evidence, or documents to substantiate any arguments; and the form of relief requested. The HACR shall issue a decision as expeditiously as possible after receiving all relevant information requested.

Upon the conclusion of the solicitation period and issuance of the Award Notice, Offerors shall have the right to a debriefing. The request for a debriefing meeting must be made within ten (10) days of the date listed on the Award Notice. The debriefing meeting may be held either by phone or in-person at HACR's office. If the debriefing is in-person, travel expenses shall be the sole responsibility of the Offeror and not HACR.

Vendor Disclosure

Vendor must provide disclosure of any pending or threatened court actions and/or claims against the Vendor. This information may not cause rejection of the proposal; but withholding the information may be cause to reject the proposal.

Conflict of Interest

No vendor will promise or give to any HACR employee anything of value that could influence that employee in their decision on awarding contracts. No vendor will try to influence an employee of HACR to violate any procurement policies of the agency, the Ohio Revised code, or Federal Procurement Regulations.

Restrictions: All persons having familial (including in-laws) and/or employment relationships (past or current) with principals and/or employees of a proposer entity will be excluded from participation on the Authority evaluation committee. Similarly, all persons having ownership interest in and/or contract with a proposer entity will be excluded from participation on the Authority evaluation committee.

Vendor Examination of the RFP: Vendors are expected to be familiar with the entire RFP. The vendor is expected to respond to the RFP in a manner that makes it clear they understand and have responded to all sections of the RFP.

If a vendor discovers any mistakes or omissions in the RFP, they must notify HACR's Contact Person in writing. Clarifications and corrections will be sent to all vendors who have registered with the agency for the RFP.

Changes to RFP: HACR may make changes to this RFP by addendum, which shall be posted to website (if applicable) and sent via email

Availability of Funds 

This RFP and all agency contracts are contingent upon the availability of funds. If, during the RFP process, funds are not available for the proposed services, the RFP process will be canceled. The vendor will be notified at the earliest possible time. HACR is not required to compensate the vendor for any expenses incurred as a result of the RFP process.

NON-APPROPRIATIONS CLAUSE: The proposed services will be subject to termination in the subsequent fiscal years if the sufficient funds are not appropriated and budgeted or are not otherwise available to continue making payments for the equipment or other services performing similar functions and services.

TERMINATION: HACR reserves the right to terminate an agreement without prior notification for reasons it deems in the best interest of HACR. If terminated, HACR will notify the contractor of the termination in writing by EMAIL and shall pay contractor for services rendered prior to contractor's receipt of the Notice of the Agreement Termination.

TERMS:
This contract is initially executed for 60 days or the duration of the project. Bidders will submit bids to enter into a (1) year warranty agreement with HACR (the "Agreement") shall cover a warranty period of minimum of 1 year from completion of project. The warranty work shall include but is not limited to providing all labor, repair, replacement, materials, equipment, and services required to provide Floor Removal and Replacement services as indicated within these specifications. Additional work as detailed in this RFP may be requested that are not specified in this RFP.

PROPOSAL SUBMITTAL:
July 25, 2023 AT 10:00 AM.

Proposal must include all copies of HACR bid documents as attached and executed by contractor along with certificate of insurance.

Proposals may be submitted in writing to the HACR Main Office at 58 S. 15th Street, Richmond, IN 47374 or by e-mail to Keon Jackson.

Responses received later than the date and time specified will be rejected or deemed non-conforming. HACR assumes no responsibility or liability for late delivery or receipt of responses.

Please answer the following questions or state N/A if not applicable.

HACR Bid Form
Bid for Flooring

Housing Authority of the City of Richmond
58 South 15th St.
Richmond, IN 47374

Submitted By
Contact Person
Company Name
Address
Telephone Number
Carpet Demolition/Disposal: Per Square Foot-SF: $
Ceramic Tile/Concrete Demolition/Disposal: SF $
4' and 6' Rubber Wall Base Removal/Prep: Per Lineal Foot: LF $
Skim Coat Finish/Patch Per Square Foot: SF
Finish $
Patch $
Luxury Commercial 28 MIL Vinyl Plank (Provide & Install): Per Square Foot - SF: $
Number of Door Trims
Type of Trim
Cost Per Trim $
Hourly Labor Rate: $
Other Expenses (Specify in detail)

Total Price for all work in accordance with the specifications: $

Mandatory 10% Contingency $

Total Including Contingency $

*Price includes all work outlined in the attached Request for Bids

Date

Contractor's Signature

The Housing Authority reserves the right to reject any and all bids received in response to its R.F.B. The BID must contain all the attachments as stated in the "Bid Submission" section of the R.F.P.