CITY OF INDIANAPOLIS
Indianapolis Housing Agency,Insight Development CorporationAnd John J. Barton TowerJohn J. Barton AnnexConcord/Eaglecreek HomesTH and B, LPB and H Housing, LPLugar, LPL and R Housing, LP16 Park, LPBethel Townhome Apartments, LPIndiana Avenue Apartments, LPRequest for ProposalPlumbing Services Introduction The Indianapolis Housing Agency (IHA), located at 1919 N. Meridian Street, Indianapolis, Indiana, owns and/or has certain jurisdiction over 22 Marion County affordable housing communities, 14 of which are managed by IHA directly.? Six of these communities are in Center Township, with the remainder scattered throughout the remainder of the county.? These sites comprise 2,624 total dwelling units, including public housing units, Low Income Housing Tax Credit units, Project Based Section 8 units and market-rate units.? Many of IHA’s communities operate under state or federally-regulated programs.The IHA is governed by a nine-member Board of Commissioners. Five of the nine Board members are appointed by the Mayor of the City of Indianapolis, two Board members are appointed by the City/County Council and two members are elected as representatives for the Family and Senior community sites. The Agency’s day-to-day operations are directed by the Agency’s Executive Director. The Agency is primarily funded through the United States Department of Housing and Urban Development (HUD).With approximately 100 employees, the Agency administers its programs with an operating budget of $64 million per year.The IHA’s mission is to “provide safe, decent, sanitary and affordable housing for eligible low-income families and individuals.” As a special agency of the City of Indianapolis, the Agency conducts its own procurement, financial and other operations. The Agency reports its financial activities on a calendar year basis.ObjectiveThe IHA intends to contract with one or more companies to provide plumbing services as described in the Request for Proposal (RFP) for all properties in the IHA housing portfolio (Attachment A). The length of this contract will be for a period of three (3) years commencing on or about June 1, 2021. PurposeThe purpose of this RFP is for the successful contractor and the IHA to have a firm understanding of the necessary requirements for plumbing services covered within the contract. Please see Attachment A for a list of service locations. Scope of WorkContractor(s) shall perform all plumbing maintenance services on an as-needed basis at all the IHA properties with no exceptions.Contractor shall furnish all labor, miscellaneous parts, equipment, tools, transportation, methods of communication, and if required, miscellaneous services.Contractor shall provide qualified plumbers to perform various duties as directed by the authorized IHA representative. Respondent shall obtain approval from the authorized IHA representative requiring an apprentice or more than one licensed plumber. Contractor shall have a constantly monitored 24-hour a day number (s) to contact for service. Plumbers shall be on call 24 hours a day with a one-hour response time to any location within Marion County.Plumbers shall contact the authorized IHA representative upon arrival at a job site. Actual travel time to and from the job work location is not reimbursable under the purchase order. Travel cost shall be included in the hourly rate for labor. Plumbers shall ensure that the authorized IHA representative logs the start and completion times on the work order for services performed. Plumbers shall provide the following on the invoice: building number and name, floor, name of plumbers performing the work, and the IHA PO number.Contractor shall provide drain/sewer line cleaning service to be paid at the same hourly rate as an authorized service call. Any equipment required in performance of this service shall be provided by the vendor at no additional cost to the IHA.All work required to correct any problems diagnosed by the vendor shall be approved by the authorized IHA representative prior to work being performed. Contractor shall work until each job is completed and when necessary; respond to multiple requests for services at the same time.Any work requiring a separate license shall be performed under the applicable license as required under local or state law.Contractor shall leave the work area clean and free of materials, debris, and contractor equipment to satisfaction of the IHA. Contractor shall remove from the site location and dispose of all defective materials removed in performance of the service and in strict accordance with all applicable rules, regulations, codes, laws, ordinances, statues, etc. The IHA authorized representative shall approve the removal of all mechanical and electrical parts.Contractor shall clean all areas of scrap materials, dirt, dust, and debris generated in performance of the service at the time the service is provided. For equipment located above the ceiling line and above a work area, the contractor shall cover the furnishings and floor area located below the equipment prior to commencing work.Miscellaneous Services:Contractor shall provide miscellaneous services (such as core drilling, rental equipment, insulation services, and sheet-metal fabrication) necessary to complete needed plumbing work. The contractor shall provide a cost estimate, which shall be approved by the authorized IHA representative prior to any work being performed.Unsatisfactory Performance:The IHA may consider the following performance by the contractor as unsatisfactory performance. An unsatisfactory performance determination shall not be limited to the following:A.In excess of one service “call back” to correct the same problem within 30 consecutive calendar days.B.In excess of one instance within one calendar year of contractor personnel assigned to an authorized service call not having the skill or knowledge to diagnose the problem and / or preform the repair.C.In excess of two instances within one calendar year of response time, as defined in this specification, to an authorized service call exceeding the one - hour time limit.Working hours and time restrictions:Be on-site in response to non-emergency calls during business hours of 8:00 am through 5:00 pm, Monday through Friday the next business day after notification.Contractor(s) shall make all effort to reduce to a minimum any inconvenience to the residents of the IHA Properties.Be on-site in response to notification of an emergency, as determined by the IHA within one hour of notification, including nights, weekends, and holidays. Contractor(s) shall call or check-in with the IHA authorized representative who assigned the work within thirty (30) minutes of initial call or notification of need for service and provide estimated time to be on propertyExceptions:Non-routine repairs that will cost outside of the routine maintenance costs must be approved by the IHA before any service is performed. Payment will not be made under this contract for such services unless prior approval is obtained with a PO. If any repair will be out of service for more than four (4) hours due to the non-availability of a part or extended time needed for repair, the Contractor shall immediately call the IHA Director of Asset Management of the situation and estimated time of completion and make recommendations to restore service temporarily so as to minimize residential impact.Contractor(s) shall only invoice the IHA for the time spent on the property. The IHA shall not pay for time spent in route or traveling to acquire parts/supplies.The IHA shall not be responsible for trip charges and/or service charges.Contractor(s) shall provide Dispatcher services – 24 Hours/7 Days a week including weekends and holidays so that the Contractor(s) shall respond to calls for service to any of the IHA properties.Contractors are required to contact management via phone or email within 12-24 hours of performing the service for final inspection by the IHA authorized representative. Failure to notify the IHA authorized representative as required may result in delay of payments and/or termination. Contractor shall provide a statement of work and signed by the IHA authorized representative indicating the work performed and acknowledging its completion. Safety and Licenses:Contractor(s) shall comply with and perform all plumbing maintenance services in accordance with all applicable federal, state and local laws, rules, regulations, ordinances, codes and manufacturer’s instructions, and shall obtain any licenses or permits required under this RFP to do the specified work. Estimates shall include permit charges as a separate line item. Provide a safe work environment in accordance with all local, state, Federal, and applicable OSHA regulations. Employees must wear OSHA required safety equipment while working.Contractor(s) shall only utilize licensed, trained and experienced employees to perform the work required on the IHA properties.Contractor(s) shall have plumbers on staff that possesses the relevant licenses required by both the State of Indiana and for the City of Indianapolis.Contractor(s) shall acquire all permits to complete requested work. This requirement should be accounted for as the cost of doing business and included in the hourly pricing submitted to the IHA.Equipment and Parts:Parts shall be invoiced at Contractor(s) wholesale cost plus the mark-up for profit and cost for handling. The IHA reserves the right to audit Contractor(s) invoices at its sole discretion. Contractor(s) shall make available to the IHA any requested invoice showing the price Contractor(s) paid for the part, within three business days of request or the IHA shall not be obligated to pay for the part.The IHA reserves the right, if in its best interest to do so, to request a change in products (i.e. brand or type of product) used by the contractor should the produce be deficient and/or not in accordance to the IHA high standards.The IHA shall retain salvage rights on any replaced equipment. However, if the replaced equipment is of no value to the IHA, it will be the responsibility of the Contractor(s) to dispose of the equipment.Warranty Performance and Material:Contractor(s) shall provide a one (1) year warranty on all parts and labor provided as a result of this RFP and resulting contract. Work performed under the purchase order shall meet all applicable requirements of the latest revision of the Mechanical, National Electrical and Unified Building and Plumbing codes. The Contractor shall guarantee all work included in the purchase order against any defects in workmanship; and shall satisfactory correct, at no cost to the IHA, any such defect that may become apparent within a period of one year after completion of work. The warranty period shall commence upon date of acceptance by the IHA.Contractor Responsibilities:Contractor(s) shall perform national criminal history background checks, and drug screening tests on all prospective employees performing work under this contract and provide summaries of the results to the IHA upon request, at the sole expense of the Contractor. For the purposes of this section, the term “employees” includes contractor. Prospective employees whose criminal background check discloses a felony, and or sexual offenses shall not be employed to perform work under this RFP or any resulting contract. Contractor is required to perform drug screening of all employees and to ensure acceptable test results. Criminal history and drug screening checks will be completed at the sole expense of the contractor. Any employee of the Contractor suspected of being under the influence of drugs and or alcohol will be reported to the IHA Compliance and/or other local law enforcement. If the employee is determined to be under the influence of drugs or alcohol in any form or manner, or believed by proper authority to be dealing in illicit sale of alcohol or drugs they will be removed and shall not be allowed to return to any job site on the IHA property. The Contractor’s contract may be suspended and/or terminated should such a situation occur or if the Contractor fails to submit results pursuant to this section.Contractor(s) shall provide uniforms and ID Badges identifying Contractor for all employees working on the IHA properties. No employees will be allowed on the IHA properties out of uniform and without his/her ID badge on his/her person. Contractor’s personnel shall be neat and conduct all work in a professional and efficient manner. If any employee of Contractor is deemed unacceptable by the IHA, Contractor shall immediately replace such personnel.The contractor and its employees shall always represent themselves in a courteous and professional manner. Work SiteUpon completion of the work, Contractor(s) shall clean up the area where the work was performed, and Contractor(s) shall remove any debris generated by the repairs from the IHA premises. At no time, will Contractor(s) discard debris into any of the IHA refuse container.Contractor(s) shall clearly mark all work areas that might reasonably be expected to endanger the health and safety of residents, guests, or any other persons. Contractor(s) will provide such signs, markers and barricades as required to identify all work areas and minimize inherent dangers.The contractor shall be responsible for notifying the IHA immediately of any damages deemed to be a health or safety hazard whether the damage is caused by the contractor or other means.The contractor shall be responsible for contacting the City of Indianapolis utilities protection services prior to digging to ensure no damage is done to underground utilities.InvoicingContractor(s) shall not perform any services without a Purchase Order. If Contractor(s) performs services without a Purchase Order, the IHA shall not be required to pay Contractor(s) for those services or materials.All invoices must have a valid PO number.All Invoices must include the date property was serviced in the description of the service. Invoices shall not be backdated; the date on the invoice shall match the date the invoice is submitted to the IHA or the date the invoice submitted to AP@. Invoices which are not dated in accordance with this section will be rejected and the Contractor(s) will need to submit a revised invoice to receive payment.Contractor(s) services shall not exceed the dollar amount in the Purchase Order. If Contractor(s) services exceed the dollar amount in the Purchase Order, those services shall be considered as working without a Purchase Order.All invoices must be submitted within two weeks for services performed. No Contractor(s)may invoice for services not rendered. Contractor(s) violating this section may be terminated.The IHA will not pay invoices until services are fully completed. Contractor(s) shall provide a statement of work and signed by the Asset Management designee indicating the work performed and acknowledging its completion.Invoices shall be sent to AP@. The IHA shall ensure invoices are paid Net-30. Penalties for non-compliance shall be 5 percent of invoices per occurrence. Performance StandardsFor each time the Contractor(s) is late to arrive for a scheduled service, the Contractor(s) fee may be reduced 10% for that service.Failure to comply with the emergency response time may result in a reduction of the Contractor(s) fee by 15% for that service.The Depty Executive Director - Programs may waive the fee reductions at their discretion after discussing extenuating circumstances.HolidaysThe IHA 2021 Holiday ScheduleNew Year’s DayJanuary 1Martin Luther King Jr. DayJanuary 18President’s DayFebruary 15Good FridayApril 2Memorial DayMay 31JuneteenthJune 18Independence DayJuly 5Labor DaySeptember 6Indigenous People’s DayOctober 11Veteran’s DayNovember 11Thanksgiving EveNovember 24 – ? dayThanksgivingNovember 25 and 26Christmas Eve December 22 – ? dayChristmasDecember 23 and 24New Years EveJanuary 30 – ? day2022 New Years DayDecember 31 The Contractor shall state in the space below all holidays observed whereby overtime charges would be charged if emergency service is requested by the IHA. The IHA’s holiday schedule for 2021 is stated above. ConditionsThe IHA has set the following conditions:A fully executed contract will be required. Sample available on the “Doing Business With IHA” page of the Agency’s website (). The contract is effective for three (3) years, with an option to renew annually up to five (5) years total.The IHA reserves the right to reject any and all proposals, and to waive any minor informalities and/or irregularities in the RFP process. The IHA shall be the sole judge of these minor informalities and/or irregularities. Late submissions do not constitute a minor informality or irregularity.A proposal will be deemed as non-responsive if a significant portion of the requested information is omitted.No minimum or maximum contract hours is stated or implied.The IHA reserves the right to negotiate with one or more vendors, and may, as a result of the RFP evaluation process, enter into a “best and final” negotiation with one or more vendors.The IHA reserves the right to request an interview with any and/or all of the responders in order to finalize any decisions.Successful applicant must be able to initiate contract on or about June 1, 2021.9.The IHA will consider non-responsive any submittal that lacks critical information or deviates substantially from the RFP requirements. The IHA reserves the right to request additional information from any responder after the submittal deadline.Any solicitation or lobbying directed at any IHA staff, commissioner, or agent is prohibited and may be grounds for the disqualification of the proposal.The responder shall state earliest possible start date from “Notice to Proceed.” The responder shall provide a rate schedule to include fees, reimbursable costs, profit, and overhead. HUD Handbook 7460.8, Rev.2. requires this information and it will be deemed confidential and for use by the IHA staff only.The signer of the proposal must have the requisite authorization to commit the applicant and to conduct negotiations or discussions if deemed necessary by the IHA.The IHA assumes no liability for any costs incurred by responders in the preparation and delivery of a proposal in response to this RFP, or attendance of any subsequent meetings relative to responding to this RFP.The responder shall provide proof of current insurance to include, but not limited to, general liability, errors and omissions, vehicular liability and workers’ compensation.Content of ResponseMost forms are available on the “Doing Business With IHA” page of the Agency’s website () or through the HUD’s website at .All proposal copies shall include the following items in the order presented and tabbed as such:A letter of interestMethodology in support of the RFP following grading points as presented.Copies of current insurance showing errors and omissions, general and vehicular liability and workers’ compensationDescriptions of the following:Your firm and its areas of expertise.The decision making authority of the local office and its relationship to national, regional, or other headquarter offices of your firm.Your relevant work with government organizations.Contact name, title, company name, business type, address, phone number, e-mail address and a description of the products and/or service(s) provided. Completed Certificate of Non-Organizational Conflict of Interest Completed Non-Collusive/Non-Identity of Interest AffidavitCompleted Certificate of Non Segregated Facilities Completed HUD-5369 B (Form does not require a signature but must be returned as acknowledgement of the terms contained therein.)Completed Section 3 PlanCompleted E-Verify AffidavitMBE/WBE/VBE/DOBE Contractors Initial Response FormCertifications such as MBE/WBE/VBE/DOBE or any other acceptable government designations.Analysis of fees by type of service included (Fee Tab Sheet: part of RFP)Omission of any of the aforementioned documents, certifications or requested information will render the proposal non-responsive.Please Note:? If a firm is unable to provide a requested item or is professionally limited by professional rules or codes of conduct, please indicate the conflict?and detail a thorough?explanation for the?scoring committee's consideration.??Proposal Contents and FormProposals must be limited to 8.5 x 11” pages with one inch margins, excluding cover letter (limited to 2 pages). Submittalss shall be indexed and tabbed as to content. Responses must be signed in ink by an authorized member of the firm submitting the proposal, including a statement that the information provided is true, correct, and reliable for purposes of evaluation for potential contract award. Proposals should be submitted in a sealed package, clearly marked on the outside of the package “Proposal for Plumbing Services”, along with the respondent firm’s name. Proposal Evaluation Review and Selection ProcessIHA will evaluate all responses to this RFP, and select qualified proposals to undergo the ranking process applied by the IHA staff, which uses the following criteria:Background and Experience with projects of similar nature (0-25 points)Technical Response as evidenced by the response to the Scope of Services (0-25)Competitiveness of proposed fees and simplicity of fee structure (0-25 points)Overall quality of management, as evidenced by organization chart, litigation history, and health and safety plan (0-25 points) MBE/WBE/VBE/DOBE/SBA Certification—(0-15 points)Section 3—(0-5 points) 5 points awarded for intent to hire Total 120 PointsMBE/WBE/VBE/DOBE PARTICIPATION REQUIREMENTS1.It is the policy of the Indianapolis Housing Agency that Women’s Business Enterprises (WBE), Minority business Enterprises (MBE), Veteran Business enterprises (VBE), and Disability-owned business enterprises (DOBE) shall have the maximum feasible opportunity to participate in the performance of contracts. Consequently, the Owner has established the following percentage goals for MBE, WBE, VBE, and DOBE participation on this Project, based on the Contract Price as awarded to the successful Bidder:MBE: fifteen percent (15%) WBE: eight percent (8%) VBE: 3 percent (3%) DOBE one percent (1%)2.Initial evaluation and review of a Bidder’s compliance with the requirements set forth herein in respect of MBE/WBE/VBE/DOBE participation, including review of documentation and information submitted by Bidders, shall be undertaken by the IHA.3.A Bidders shall complete the Bidders itemized Proposal and Declarations form for construction or goods & services to disclose the status of its ability to meet the MBE/WBE/VBE/DOBE goals as of the submittal due date. Failure to do so shall deem the response non-responsive.BAny Bidder who does not meet a project goal must petition IHA for relief from that goal by filing an application for a waiver, which application shall be submitted with the other required bid documents. The application for the waiver shall show with detailed documentation all good faith efforts that were made by the Bidder for the purpose of fulfilling the project goal and to assure that MBE, WBE, VBE, and DOBE firms are used as sources of supplies, equipment, construction and services. The application for MBE/WBE/VBE/DOBE program waiver form shall be requested by contacting IHA, Procurement Department, 1919 N. Meridian Street, Indianapolis, IN 46202 or via phone at 317-261-7184. The application shall be submitted as a 72 hour post-bid submittal.CExamples of good faith efforts for MBE/WBE/VBE/DOBE shall include, at a minimum, all of the following:1Documentation of any advertising that the Bidder performed in search for prospective MBE/WBE/VBE/DOBE for the contract in general circulation, trade, and minority-focused media.2Documentation of any written notifications that the bidder provided to MBE/WBE/VBE/DOBE firms notifying them of contracting opportunities in sufficient time to allow them to participate, and to minority business assistance agencies for the purpose of locating prospective MBE/WBE/VBE/DOBE for the contract. Documentation must also include written notification to IHA for assistance in locating prospective MBE/WBE/VBE/DOBE firms for the contract.3Documentation of the Bidder’s efforts t select portions of the work to be performed by MBE/WBE/VBE/DOBE firms in order to increase the likelihood of achieving the stated goals, including the division of contracts into economically-feasible units to facilitate participation.4Documentation of direct contact and negotiations with MBE/WBE/VBE/DOBE firms and/or partnerships for specific sub-bids, including at a minimum the following information;AThe names, addresses and telephone numbers of MBE/WBE/VBE/DOBE firms that were contacted;BA description of the information provided to MBE/WBE/VBE/DOBE firms regarding the plans and specifications for portions of the work to be performed;CA statement of why prospective agreements with MBE/WBE/VBE/DOBE firms were not reached.5Documentation of technical assistance provided to MBE/WBE/VBE/DOBE firms for obtaining bonding, insurance or a needed line of credit for the project.6Documentation relevant to any other efforts the Bidder has made to assist MBE/WBE/VBE/DOBE firms in overcoming the traditional barriers of participation in the industry affected by the contract.7Documentation of efforts to research other possible areas of participation, including, but not limited to, any of the following:ASuppliers;BShipping or transport enterprises;CEngineering enterprises; andDAny other role that may contribute to the production and delivery of the product or service specified in the contract.DThe bidder shall maintain adequate records of all relevant data with respect to the utilization and attempted utilization of MBE/WBE/VBE/DOBE firms and shall provide full access to these records to the owner upon its request to inspect them.4.The apparent successful Bidder shall, within three (3) business days after notification by the Owner, provide the application for Program Waiver (if Bidder has not met all goals as set out in section 1 above), and any supporting documentation deemed necessary by the owner to demonstrate utilization of good faith efforts to achieve or maximize MBE/WBE/VBE/DOBE firms, participation goal levels as set out in section 1 which shall serve as an additional condition to the Bidder being found responsible and responsive.5.The decision of the Owner concerning whether or not a Bidder has satisfactorily demonstrated good faith efforts shall be conclusive and binding upon such Bidder.6.Where a Bidder proposes to utilize a MBE/WBE/VBE/DOBE firm that has not been certified as such by the City of Indianapolis, Office of Minority & Women Business Development shall submit a completed certification application for such MBE/WBE/VBE/DOBE. The MBE/WBE/VBE/DOBE must become certified by OMWBD to count toward attainment of the MBE/WBE/VBE/DOBE goals for the project. Bidders must obtain copies of the certification from OMWBD at Suite 1260, City-County Building, 200 E. Washington Street, Indianapolis, IN 46204. Phone is 317-327-5262; Fax is 317-327-44827.For the purposes of determining the degree of participation for MBE/WBE/VBE/DOBE firms operating as participants in Joint Ventures, as Subcontractors or Suppliers, the following methodology shall be utilized:AA Joint Venture Bidder consisting of one or more MBE/WBE/VBE/DOBE parties will be credited with MBE/WBE/VBE/DOBE participation on the basis of percentage of the dollar amount of the work to be performed by the MBE/WBE/VBE/DOBE. For example, if such Joint Venture proposes to perform fifty percent (50%) of the dollar amount of the work quoted at $1,000,000 and fifty percent 950%) of the work is to be performed by the MBE/WBE/VBE/DOBE Joint Venture partner, MBE/WBE/VBE/DOBE participation will be credited as twenty-five percent (25%) of the work or $250,000.BA Bidder will receive sixty percent (60%) toward goal attainment for the use of minority suppliers who are not manufacturers, i.e. where a Bidder proposes to purchase $10,000 worth of construction materials from a minority Supplier who did not manufacture the materials, $60,000 will be credited toward the Bidder’s minority participation goal. However, where the minority Supplier is the manufacturer of the product supplied, the Bidder will receive MBE/WBE/VBE/DOBE credit of one hundred percent (100%) of the dollar amount of the supply contract.8.The Owner may, at any time before or after award, require the Bidder/Contractor to submit additional information to the owner regarding MBE, WBE, VBE, OR DOBE certification and utilization. Such information may include but not be limited to: (i) Copies of all executed agreements for each MBE/WBE/VBE/DOBE enterprise engaged to satisfy the participation goals, showing (ii) the name and address of the MBE/WBE/VBE/DOBE, (iii) the scope of work to be performed, (iv) the dollar value of work to be performed or furnished by each proposed MBE/WBE/VBE/DOBE subcontractor or MBE/WBE/VBE/DOBE joint venture partner, (v) acknowledgment and acceptance of the agreement by the MBE/WBE/VBE/DOBE and (vi) monthly utilization payment reports with each monthly application for payment using the on-line submittal process (MyLCM).9.Failure to comply with the MBE/WBE/VBE/DOBE provisions of the contract may result in one or more of the following sanctions: cancellation, terminator or suspension of any contracts, or any portion(s) thereof, including but not limited to withholding any progress payment or any other monies payable or due under the contract, and/or inclusion on the Owner’s list of contractors or vendors who are non-responsible due to MBE/WBE/VBE/DOBE violations, meaning Bidder would not be eligible to do work for the Owner for a specified periodMINORITY, WOMEN, VETERAN OR DISABILITY-OWNED BUSINESS ENTERPRISE PARTICIATION PLAN FOR GOODS AND SERVICESIt is the policy of the Indianapolis Housing Agency (IHA) that Minority Business Enterprises (MBEs), Women Business Enterprises (WBEs), Veteran Business Enterprises (VBEs) and Disability-Owned Business Enterprises (DOBEs) shall have the maximum feasible opportunity to participate in the performance of contracts. Consequently, the Indianapolis Housing Agency, through its Board of Commissioners, has established MBE participation goals of 15%, WBE participation goals of 8%, VBE participation goals of 3%, and DOBE participation goals of 1% for its dollars spent on public works, goods, and services.The Contractor shall include information concerning its MBE, WBE, VBE, and DOBE utilization for this contract on the MBE/WBE/VBE/DOBE Participation Plan form, found on the “Doing Business With IHA” page of the Agency’s website (). To receive credit toward the MBE/WBE/VBE/DOBE goals, all MBE, WBE, VBE, and DOBE suppliers offered for “direct participation” in a contract (e.g. subcontracting) must be certified by the City of Indianapolis, Office of Minority & Women Business Development (OMWBD). Contractors able to offer direct participation in the form of subcontractors must indicate the name of the MBE/WBE/VBE/DOBE firm(s) with which it will work; the contact name and phone number for the firm(s); the service9s) supplied by the firm(s); and the specific dollar amount from this contract that will be directed toward each firm. The evaluation and review of a Contractor’s MBE/WBE/VBE/DOBE participation, including a review of documentation and information submitted, shall be undertaken by IHA.The Contractor shall maintain adequate records of all relevant data with respect to the utilization and attempted utilization of MBE, WBE, VBE, and DOBE firms and shall provide full access to these records to IHA upon its request to inspect them. IHA may require the Contractor to submit information in addition to the MBE/WBE/VBE/DOBE Participation Plan and/or Application for MBE/WBE/VBE/DOBE Program Waiver regarding MBE/WBE/VBE/DOBE certification and utilization. Such information may include, but is not limited to the following: (1) Copies of all executed agreements for each MBE/WBE/VBE/DOBE engaged to satisfy the participation policies, (2) the name and address of the MBE/WBE/VBE/DOBE, (3) the scope of work to be performed, (4) the dollar value of work to be performed or furnished by each proposed MBE/WBE/VBE/DOBE subcontractor or MBE/WBE/VBE/DOBE joint venture partner, (5) acknowledgement and acceptance of the agreement by the MBE/WBE/VBE/DOBE, and (6) monthly utilization payment reports with each monthly application for payment.While direct participation of MBE/WBE/VBE/DOBE subcontractors is preferred, if it cannot be accomplished for this contract, “indirect participation” may be acceptable. Examples of indirect participation might include the use of common MBE/WBE/VBE/DOBE suppliers (i.e. office suppliers, courier services, shipping services, etc.) contributing to overhead costs or the overall operation of the business. Indirect participation may occur at the local, regional or national level. (Note: For common suppliers located outside of Indiana that are participating in an indirect fashion, please return proof of home state or municipal certification to IHA.) Any contractor that does not have MBE/WBE/VBE/DOBE direct participation shall submit the Application for MBE/WBE/VBE/DOBE Program Waiver with the reasons for the lack of participation. The application for MBE/WBE/VBE/DOBE program waiver form shall be requested by contacting IHA, Procurement Department, 1919 N. Meridian Street, Indianapolis, IN 46202, via phone at 317-261-7184 or via email at dpadget@. The application shall be submitted as a 72 hour post-bid submittal. The Waiver requires submission of documents showing the good faith efforts that were made by the Contractor for the purpose of attaining MBE/WBE/VBE/DOBE firs as subcontractors or sources of supplies, equipment, and services. The Waiver must be submitted if a contractor does not have any direct or indirect MBE/WBE/VBE/DOBE participation. If a contractor has only indirect participation, then the Waiver must be submitted for the direct participation and the MBE/WBE/VBE/DOBE Participation Plan must be submitted for the indirect participation.Failure to provide the MBE/WBE/VBE/DOBE Participation Plan or Application for Waiver at the time of submission will result in the disqualification and rejection of the bid/proposal. IHA reserves the right to verify all information included in the MBE/WBE/VBE/DOBE Participation Plan before making final determination of the contractor’s responsiveness and responsibility.Section 3Prospective responders are advised that this project is a Section 3-covered project as described in 24 CFR 135which implements Section 3 of the Husing and Urban Development Act of 1968, as amended (Section T). Without limitation of any other applicable affirmative action requirements, the successful bidder and any other subcontractors, such as, but not limited to, delivery, assembly and provision of raw materials, will also have an obligation to cause the work to be performed, to the greatest extent feasible, by business concerns located in or owned in substantial part by persons residing in the area of the project (i.e., City of Indianapolis), as those terms are defined in the documents. The employment of individuals residing in the communities or neighborhoods in which the project is located is considered as integral part of the Section 3 requirement. Admission(s) to apprenticeship programs may also be considered as afulfillment of the Section 3 requirement. IHA’s Section 3 Work Plan, Policy, and submittals are available on IHA web site, and click on Contracting Opportunities.E-Verify CompliancePursuant to IC 22-5-1.7, Contractor shall enroll in and verify the work eligibility status of all newly hired employees of Contractor through the E-Verify Program (“Program”). Contractor is not required to verify the work eligibility status of all newly hired employees through the Program if the Program no longer exists.Contractor and its Subcontractors shall not knowingly employ or contract with an unauthorized alien or retain an employee or contract with a person that Contractor or its subcontractor subsequently learns is an unauthorized alien. If Contractor violates this section, Owner shall require Contractor to remedy the violation not later than thirty (30) days after Owner notifes Contractor. If Contractor fails to remedy the violation within the thirty (30) day period, Owner shall terminate the contract for breach of contract. If Owner terminates the contract, Contractor shall, in addition to any other contractual remedies, be liable to Owner for actual damages. There is a rebuttable presumption that Contractor did not knowingly employ an unauthorized alien if Contractor verified the work eligibility status of the employee through the program.If Contractor employs or contracts with an unauthorized alien but Owner determines that terminating the contract would be detrimental to the public interest or public property, Owner may allow the contract to remain in effect until Owner procures a new contractor.Contractor shall, prior to performing any work, require each Subcontractor to certify that the Subcontractor does not knowingly employ or contract with an unauthorized alien and has enrolled in the Program. Contractor shall maintain on file a certification from each subcontractor throughout the duration of the Project. If Contractor determines that a Subcontractor is in violation of this section, Contractor may terminate its contract with the Subcontractor for such violation. Such termination may not be considered a breach of contract by Contractor or the Subcontractor. Pre-Proposal ConferenceA pre-proposal conference will not be held.QuestionsThe deadline for questions is Wednesday, April 7, 2021 at 4:00 PM, EST. All Questions shall be e-mailed to Diane Padgett at dpadget@. Questions and answers shall be posted on the “Doing Business With IHA” page of the Agency’s website (). E-mail is the only acceptable format for questions. SubmittalsThe deadline for the submittal of this proposal is 2:00 PM, local time, Wednesday, April 14, 2021. Submittals delivered at 2:01 PM, local time, and onward will be deemed late and not accepted. IHA is the sole determinant of timeliness. An original and three copies shall be submitted to:Diane Padgett, Procurement Manager Indianapolis Housing Agency1919 N. Meridian Street, Door #1, Second FloorIndianapolis, IN 46202All copies shall be packaged in a closed container and identified as to contents and sender. There will not be a public opening.ATTACHMENT BQUOTE FORM$ _________________________ Hourly Rate$ _________________________ Over Time Rate$ _________________________ Holiday Rate$ _________________________ Parts % Mark UpFirm Submitting Proposal: __________________________________________________Representative’s Name: ____________________________________________________Representative’s Contact Information: _________________________________________________________________________________________________________________ ................
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