This is a service / maintenance or supply contract in Cincinnati, Ohio. Contact the soliciting agency for additional information.

The Cincinnati Metropolitan Housing Authority is seeking proposals from qualified, licensed and insured entities for Vacancy Prep Unit Turnover services, also known as Make Ready. CMHA reserves the right to assign vendors to specific properties (e.g., high rises, scattered sites, Millvale, Winton, etc.) Questions shall be submitted in writing no later than 11:00 AM local time on October 10, 2024, to procurement@cintimha.com. Responses to questions will be posted as an addendum to online along with the other solicitation documents The selected Contractor(s), under the terms of a performance-based contract, will be required to assist in the preparation of an estimated 1,200 to 1,500 units each year for new tenants. Time is of the essence and quick turnover on these units is critical. We are looking for vendors with the capacity to turn a unit quickly while meeting CHMA's Gold Standards (Section 1.0 of RFP). Unit turnaround should be within five calendar days or less, which includes coordinating the pest control services of each unit with authority staff unless otherwise mutually agreed upon. For the purpose of this proposal,"Calendar Day" shall include working on Saturday, Sunday, and holidays unless deemed by the Authority to be disruptive to the normal operations of the Agency. Vendors are required to accept or reject a job within 24 hours after the offer is made by the Property Manager and/or Maintenance Supervisor. Vendors are responsible for normal work stoppages (minor issues that are not part of the scope but which a vendor will be expected to handle - e.g., clearing toilets with plunger or snaking). This means the turnover schedule will not be extended for normal work stoppages. Vendors are expected to have the proper skill set to perform higher level carpentry (e.g., replace floors, drywall installation), plumbing, and electrical work for all unit types except high rises. If vendor does not have the higher level skills, vendor should only quote the high rise units (see Fee Submittal Form). Services to be Provided:The services being requested for a complete make ready will occur in four phases. However, at times the Authority may choose to select only one, any combination of, or all services to be performed by the contractor(s) at its sole discretion if it is in its best interest to do so. The four phases included in a complete make ready are as follows: Complete Make Ready Janitorial Services Maintenance Finishing the Perimeter Painting Trash Removal Trash Removal becomes necessary when residents move out of a unit and leave behind trash and personal belongings that must be removed prior to the Unit Turnover taking place. Trash removal is inclusive of sheds, garages, basements, storage units, and yards. Trash removal services are not included in the complete make ready services but, if needed, will be contracted separately (via a separate purchase order). If a unit needs to have furniture or trash removed by the contractor, the contractor selected to complete the make ready will be responsible for removal and disposal of the items in a timely manner. The manager and contractor will together make a determination of the trash removal level and the amount of time the contractor has to remove the items from the unit with the manager having the ultimate authority. 2.2.1 Trash removal is simply to remove and properly dispose of all designated trash from the CMHA property. Trash removal includes but is not limited to items left inside cabinets and closets. o Vendor shall provide any trash bags or other supplies for the process. o CMHA dumpsters and trash cans cannot be used to dispose of items. o Proposers are cautioned against over filling vehicles and shall properly tie down all items to prevent injury or property damage. 2.2.2 The removal of trash from units shall be done in a safe manner and not cause damage to CMHA Property (i.e. dragging a sofa down a hallway and scratching the floor, etc.). Such damages can result in reducing the invoice amount if the contractor does not make the necessary repairs acceptable to the Property Manager. 2.3 Janitorial Services The first step in preparing a vacant unit for a new occupant is to complete janitorial services, cleaning and sanitizing. All surfaces must be wiped off or washed cleaned. This includes, but is not limited to, food, grease, webs, dust, dirt, insects, insect eggs, and feces. Special considerations for janitorial service include: 2.3.1 Bathroom o Non-abrasive cleaners shall be used to remove soap scum, mildew, calcium deposits from tub, commode, shower, sink and ceramic tile, etc. o Clean and disinfect all bathroom fixtures (faucets, sink, toilet, bathtub, handles, knobs, etc.) o Mirror, medicine cabinet, counter, vanity, exhaust fan, and all other surfaces shall be cleaned. o Cabinets, drawers and hinges shall be cleaned and free of debris. o Remove old caulk and apply new caulk to bathtub/shower, sink, and toilet base Floors 2.3.2.1 Stripping Floors o Use buffer to strip tile floors. o Clean all corners, under and/or around heat registers and vents. o Clean baseboards and cove base throughout unit. 2.3.2.2 Sealing & Waxing o Apply 2 coats of sealer and 2 coats of wax to floors. 2.3.2.3 Carpet Cleaning o Contractor shall furnish necessary equipment and materials/supplies to perform any carpet cleaning. o Contractor shall vacuum carpets both prior to and after cleaning carpets. o Carpet cleaning includes, but is not limited to, cleaning the carpet, spot treatment, moving furniture (if applicable), stain removal and carpet stretching (if required due to the water). o If carpet needs replacing, alert the Property Manager immediately. 2.3.2.4 Wood Floors o Clean wood floors and apply polyurethane 2.3.3 Fixtures & Globes o Clean all interior and exterior light fixtures, light shades, globes and switch plates and switches. o Fixtures shall be free of fingerprints, marks, dust and insects. 2.3.4 Windows & Frames o Clean all windows, doors, frames and seals, including front and back storm doors, and including handles and knobs. o Remove and repair any damage from any old hardware remaining from previous blinds and shades no longer in use. o All blinds must be cleaned and replaced if necessary. 2.3.5 Kitchen 2.3.5.1 Stove o Clean the outside of the stove with degreasing soap or all-purpose cleaner. o Use the degreaser or all-purpose cleaner on the knobs and handles as well. o Use oven cleaner for the inside of oven door, inside of broiler, the pan and the oven interior. o Clean drip pans and vent filters o Clean range hood. o Pull out stove from wall, clean sides, clean floor. o Ability to install a stove is required 2.3.5.2 Kitchen Wall o Kitchen walls must be cleaned for excessive smoke or grease damage. The area behind the range must be cleaned as well. o The area behind the refrigerator and its sides must be cleaned 2.3.5.3 Refrigerator o Contractor shall defrost, clean and dry refrigerator. o Clean refrigerator using an all-purpose cleaner or any other cleaner that does not harm coating or gaskets. o Clean excess dust from bottom and rear coil of refrigerator. o Pull out refrigerator from wall, clean floor. o Ability to install/deliver a replacement appliances (refrigerator, stove, etc.) is required 2.3.5.4 Cabinets/Sinks/Countertops o Clean all cabinets inside and outside. o Clean sink and countertops. o Cabinets, drawers and hinges shall be cleaned and free of debris. o Ability to install a disposal is required. 2.3.5.5 Miscellaneous o Clean the outside of water heater. o Contractors must ensure that units with basements are cleaned. o Pressure wash garages, both interior and exterior. 2.4 Maintenance The second step in the unit make ready process is to perform maintenance on the dwelling unit. The dwelling unit must function as intended. Maintenance includes making necessary repairs to (or replacement of) apartment fixtures, hardware, and appliances. Special considerations for maintenance include: 2.4.1 Leaking Faucets o All faucets should be operable (no leaks), toilet operable (no leaks). o All drains should be open and no leaking waste lines. o Laundry station should be operable. 2.4.2 Windows o Make sure that all windows, storms and primes are in place properly and are operable. They should open, close and be able to lock. o All screens should be cleaned and in place without any rips or holes. o Blinds should be in good condition and working properly 2.4.3 Doors o All doors (interior, exterior, closets and cabinets) must be able to open and close properly without any missing hardware. o Replace or repair wheels, tracks, hardware, door knobs, etc. so that doors are operable and function properly. o Exterior Doors must be cleaned both on the inside and outside, including screen doors/entrance/storm doors and painted an approved color if necessary. o Exterior doors must be painted as necessary. o Interior doors must be painted or shellacked as necessary. o Check door sweeps and weather stripping. Replace where needed. o Install doorstops throughout the unit. o Busted doors must be replaced. A busted door may consist of veneer coming off, excessive holes, cracks, or anything beyond repair. If the replacement of the door is in question, the property manager will have the final say in determining whether or not to replace it. It is the contractor's responsibility to ensure a proper fit within the frame, the holes are accurately drilled for hinges, door knob and lockset. Should the contractor damage the door during this process, they will be held financially responsible and/or required to replace the door with new likekind door. o Contractor must have the ability to cut their own doors utilizing their own tools/machinery. CMHA tools/machinery will not be utilized for this task. o Do not paint door hardware. Contractor will be responsible for removal of all paint. 2.4.4 Cover Plates o Replace all cracked, faded, damaged electrical cover plates. There should be a cover on any exposed outlet. Example: switches, receptacles, cable or telephone. o Do NOT paint cover plates. 2.4.5 Step Treads o All step treads should be down solid and even without any cracks, chips or breaks. No tripping hazards. 2.4.6 Electric Fixtures/Outlets o All light fixtures should be working and with the proper globe or light shade on it. All receptacles should work. Make sure all GFCI outlets are functioning properly. o All switches and outlets must work. o Exterior fixtures, such as doorbells, lights, mailbox etc., must work. o Replace outlets, switches, and fixtures if needded. 2.4.7 Smoke Alarms/Detector o All smoke alarms/detectors should be properly installed and working.o Old and dirty smoke alarms/detectors need to be replaced. o Install new batteries in all smoke alarms/detectors. 2.4.8 Floor o Remove and replace all bad tiles. If the floor tile terminates between rooms, there should be a transition strip. Tiles should be the same make and design as the tiles being replaced. o Eliminate any possible trip hazards and replace any bad, damaged or missing baseboards, cove base or toe strips. o Carpeting Replacement - carpeting squares should be the same make and design as that being replaced and should be available in a CMHA warehouse. o Prior approval by Property Manager is required for any additional charges due to excessive damage not apparent on the initial inspection (more than 10% of the room). This will not affect the total turnover time without prior approval of the Property Manager. 2.4.9 Ceramic Tile o Replace any damaged drywall or Green board behind tile. o Repair or replace any loose, broken or missing wall tile. Also grout and caulk. o Prior approval by Property Manager is required for any additional charges due to excessive damage not apparent on the initial inspection (more than 10% of the room). This will not affect the total turnover time without prior approval of the Property Manager. 2.4.10 Water Heater o Make sure water heater is operating and venting properly. Report any problems to the property manager. 2.4.11 Furnaces/Air Conditioners (AC) o Check thermostat to make sure that it works. o Replace filter. o Window A/C surfaces and removable filters shall be cleaned o Make sure the furnace/AC cycles properly. o Vacuum out excess dust and check vents for excess dust. Report any problems with the furnace/AC to the property manager. 2.4.12 Stove o All burners should work including the oven. o All knobs should be on and working. o Range should have all of its hardware. o Gaskets should seal properly. o Range drip pans that are not able to be cleaned must be replaced 2.4.13 Refrigerator o Must operate properly with all parts and hardware on it. o Gaskets should seal properly. 2.4.14 Range Hood o Range hood should be working as well as the fan and light. o The hood should have all of its parts and hardware such as filters, knobs, bulb, etc. o Range filters that are not able to be cleaned must be replaced 2.4.15 Closets o Make sure all closet poles and shelves are installed. o Closets shall be cleaned and free of debris o Ensure closet doors are operational 2.4.16 Stoppers/Strainers o All sinks should have some type of stopper or strainer installed which works properly 2.4.17 Bathroom Fixtures o All fixtures should be properly in place, such as soap dishes, towel bars, medicine cabinets, shelves, toothbrush holders, etc. 2.4.18 Caulking o Caulk where needed on counter tops, window frames, door frames, kitchen cabinets etc. In apartments caulk the base of all walls that connect two units. o Caulk around breaker box. 2.5 Finishing the Perimeter After the vacant unit is cleaned and necessary maintenance updates are completed, the next step in the vacant unit make ready process is to finish the perimeter of the unit by sealing it, preparing the unit for painting, and completing the painting of the unit. Special considerations for finishing the perimeter include: 2.5.1 Sealing of the Unit o IPM (Integrated Pest Management) practices must be followed. (IPM training will be provided to contractor upon request) o Seal all openings, cracks, and voids where possible including but not limited to around conduits and pipes o Caulk all baseboards. o Caulk between kitchen cabinet trim and cabinets if your I.D. badge can slide between the trim and the cabinet. o Secure all loose material to prevent harborages (e.g., loose trim boards, loose hinges, uncaulked trim). Clear silicone must be used inside all cabinets/drawers and where cove base/baseboard meets floor o Paintable caulking must be used where cabinets meet wall and where cove base/baseboard meets wall. o All caulking color should match surrounding surface. o Any voids larger than 1/4 " cannot be caulked, additional support is needed, examples: o 1/4 " round wood trim o Luan board o Expandable foam o Expanded foam must be trimmed or sanded o Various types of wood trim o Heat tape (range hoods) 2.6 Painting/Preparation and Finishing o Remove all hangers, hooks, nails, tape, contact paper, wallpaper, borders etc. o Take out any obvious imperfections in wall or ceilings. o Take out imperfections around fixtures of any sort and outlets. (DO NOT PAINT electrical fixtures, switches, outlets, cover plates, sprinkler heads, and escutcheon plates.) o Remove debris and dust from within the heater registers and ductwork. o Use caulk where needed on counter tops, window frames, door frames, kitchen cabinet etc. o Inspect entire unit before you request approval for painting. 2.6.1 Painting All painted surfaces will be repainted to provide a uniform finish and shall be free from runs. Work shall be performed in accordance with all the manufacturer's recommendations. The Contractor will be responsible for correcting at his/her expense any work not accepted by the Authority Staff. o Contractor shall scrape off all flaking and/or loose paint from ceiling, walls and trim, interior and exterior doors, and exterior windowsill surfaces. Where chipped paint exists, sanding will be performed by use of various grades of sandpaper to featheredge chipped areas to allow a smooth flow of paint and prevent further chipping. o Contractor shall perform surface preparation throughout unit on all walls and surfaces requiring painting for the application of paint; surfaces shall be prepared to be consistent with the existing surface. Contractor will paint the unit in accordance with the terms of this proposal and scope of work. o All nails, screws, brackets, debris, etc., shall be removed. All holes in the walls, ceilings, doors, trim, etc., as well as cracks, will be properly filled, floated or caulked flush with existing surface. Finish will match all other existing finish work. o All doors and window trim must be painted. DO NOT PAINT BUSTED DOORS. Busted doors must be replaced as identified and defined in Section 2.4.3. Doors include but are not limited to interior, exterior, and screen doors. Each unit shall include a painted accent wall in the living room. o If range hoods are currently painted, and range hood paint is peeling, flaking or bubbling, paint with heat-retardant paint, or replace range hood. DO NOT paint range hoods if not currently painted. Touch up any nicks or scrapes to appliances with appliance paint. o DO NOT paint electric boxes, breaker boxes, or cover plates unless previously painted. DO NOT paint shut. o Properly use drop cloths. Improper use could lead to termination of the contract and you will also be held liable for costs to restore floors, stairs, hardwood floors, VCT tile, ceramic tile, etc. Properly clean paint equipment and wall repair materials. Do not clean paint equipment in units. Protect all drains from clogging. Contractor may be held accountable for plumbing costs incurred due to Contractor's actions. DO NOT dispose of paint in trash chutes. 2.7 Additional Services - From time to time the Authority requires additional services to be performed that are not included in the total make ready of the unit or that are required separate from the total make ready of the unit.