Home Weatherization General Contractor
Sealed Bid Proposals
SEALED BID SHOULD BE RECEIVED BY
June 17, 2025 @ 5PM
TO:
Rob Thoroughman, CFO
IMPACT Community Action
711 Southwood Ave.
Columbus, Ohio 43207
All bids must be sealed and marked in the lower left corner of the envelope as follows:
This Bid is for “2025-2026 Home Weatherization General Contractor”
A. AGENCY BACKGROUND
IMPACT Community Action is on the front lines fighting the war on poverty in Columbus and Franklin County. Our mission is to fight poverty by providing hope-inspiring help and real opportunities for self-sufficiency. The concept of Community Action has been part of the American social fabric for over forty years. The Community Action movement dates back to 1964 when the Economic Opportunity Act was passed indicating the beginning of President Lyndon B. Johnson's War on Poverty.
The United States has 1,100 Community Action Agencies that provide services to 96% of the nation’s counties. Ohio is home to 48 Community Action Agencies that provide services to all 88 counties, including Franklin County. IMPACT is part of a state and national network committed to:
Empowering low-income individuals and families in their effort to become self-sufficient.
Advocating for a poverty-free community.
Stimulating expansion of economic opportunity for low-income people and the community through economic development, programs and services.
IMPACT Community Action is a private non-profit human services agency that has a forty-year history of providing a wide range of diverse and comprehensive services that address the needs of low-income residents. The mission of IMPACT is to fight poverty by providing hope-inspiring help and real opportunities for self-sufficiency.
B. STATEMENT OF NEED
IMPACT Community Action is requesting proposals for a Contractor to perform general maintenance of home repairs for our Home Weatherization Assistance Program (HWAP). The contractor would be responsible for the following work of services:
HVAC
Plumbing
Electrical
Roofing
The contractor would be responsible for the following work of services on eligible weatherization structures, dependent upon specialty licenses:
a. Provide HVAC repair, replacement and related services.
b. Provide plumbing repair, replacement and related services.
c. Provide electrical repair, replacement and related services.
d. Provide roof repair and related services.
e. Perform services at a pace (length of time) that is responsible and customary for each job.
f. Guarantee all work up to one year of completion of Work.
The scope of work for this contract will be for the period of July 1, 2025 to June 30, 2026.
IMPACT will accept more than one Contract for this bid.
C. PROJECT OVERVIEW
IMPACT operates the Home Weatherization Assistance Program, a year-round program providing home energy conservation assistance including housing unit inspections; attic, wall and basement insulation; and access to energy-efficient applications to help lower home energy costs and reduce environmental pollutants. The Contractor will maintain all certifications, licenses, and insurance required by Ohio Department of Development (ODOD) and IMPACT. Contractor will agree to all Code of Federal Regulations and contract terms in accordance with IMPACT and The ODOD. Appendix in accordance with the ODOD are the following:
2 CFR 200-Appendix II – (E), (G), (I), (J), (K), & (L)
D. SUBMISSION GUIDELINES
All sealed bids must be submitted by 5:00 p.m. EST on Monday June 17, 2025, on the due date and must include the specified services and support in the RFP Guidelines. Contractor must include Business License, Specialized Certificate(s) if applicable, Certificate of Liability Insurance, Certificate of Ohio Workers’ Compensation, General Contractor Registration.
Sealed Bids must be received no later than 5:00 pm on June 17, 2025. (Please include your specialty on the lower left corner of envelope). Bids received after that date and time will not be reviewed.
SUBMIT COMPLETE SEALED BIDS and ANY ATTACHMENTS ONLY TO:
Rob Thoroughman, CFO
Due Date
All submissions must be received by the due date below. June 17, 2025
General Contact
Any general questions regarding the process or timeframes related to this RFP should be directed to:
Eric Brandon, ebrandon@impactca.org
Any bids received after the required time and date specified for receipt shall be considered late and non- responsive. Any late bids will not be evaluated for award.
Schedule of Events:
Sealed Bid RFP Release Date: Tuesday, June 3, 2025
General Questions Due June 12, 2025 Via email
Bid Due Date and Time Tuesday, June 17, 2025 @ 5PM
Sealed Bids opened on Wednesday, June 18, 2025
Notifications to Vendors via phone and email on Friday, June 20, 2025
Anticipated Date of Award: Tuesday, July 1, 2025
E. GUIDELINES FOR PROPOSAL PREPARATION AND SUBMISSION
Successful proposals will demonstrate how the stated problem can be solved and include the following forms and documentation completed in their entirety. Each submission must include all requested information.
Business License
Specialized Certificate
Certificate of Liability Insurance, Under Certificate holder it must read Ohio Department of Development (ODOD) 77 South High Street, 29th Floor Columbus, Ohio 43215
Certificate of Ohio Workers’ Compensation
General Contractor Registration.
F. REFERENCES AND HISTORY
In addition to the above forms, Vendor must include three references, from similar projects from current or past clients, including a description of the product and services provided and the timeframe in which the project was completed. Additional materials such as brochures, pamphlets, or other items may be included.
G. CRITERIA FACTORS FOR AWARD
Any award to be made according to this RFP will be based upon the RFP response, with appropriate consideration given to operational, technical cost, and management requirements. Evaluation of Bids will be based upon Vendor’s responsiveness to the RFP, ability of the Vendor to meet the needs of IMPACT Community Action and the total price.
The following elements are the primary considerations in evaluating all submitted proposals and in the selection of a Vendor:
1. Completion of all required responses.
2. The extent to which Vendor’s proposed solution fulfills IMPACT Community Action’s stated needs as set out in this RFP.
3. An assessment of the Vendor’s ability to deliver the services in accordance with the specifications set out in this RFP.
4. The Vendor’s record of past performance in delivering such services.
5. Availability of sufficient high-quality Vendor personnel with the required skills and experience.
6. The overall cost of the Vendor's proposal.
IMPACT Community Action reserves the right to:
1. Reject any or all offers and discontinue this RFP process without obligation or liability to any potential Vendor.
2. Accept other than the lowest priced offer.
3. Award a contract on the basis of initial offers received, without discussions or requests for best and final offers.
4. Award more than one contract.
5. Cancel initial term of the contract if the Vendor does not meet the requirements and expectations or deliver quality and timely services satisfactorily.
IMPACT Community Action may, at our discretion and without explanation to the prospective Vendors, at any time choose to discontinue this RFP without obligation to such potential Vendors.
H. VENDOR REQUIREMENTS
The selected Vendor must hold a license in good standing to do business in the State of Ohio, must honor IMPACT Community Action’s tax-exempt status, must not be listed on a debarment list in any state, and be an equal opportunity employer.
I. TERMS AND CONDITIONS
Available funding streams will determine funding for agreed upon contract. If the contract funding is no longer available, then the contract will be considered null and void as of the date funds are no longer available. By reference, the RFP and awarded Vendor Proposal will be made an integral part of the final contractual agreement.
J. FINANCIAL CONSIDERATION AND PRICING
Vendor understands that all billing to IMPACT will be based on a tax-exempt status. IMPACT will provide tax exempt form. The final agreed upon pricing will include all cost outlined necessary to meet project goals. It is the Vendor’s responsibility to identify and include a description and cost of any critical elements absent from this RFP that would be required to complete the project and meet IMPACT's needs successfully. We understand that this type of project may have unforeseen costs. We encourage each Vendor to either attend the scheduled Information Session or request additional information for a more accurate Proposal.
K. INSTRUCTIONS ON PROPOSAL SUBMISSION
Closing Submission Date June 17, 2025
Conditions of Proposal
All costs incurred in the preparation of a proposal responding to this Request for Proposals will be the responsibility of the Vendor and will not be reimbursed by IMPACT.Instructions to Prospective Vendors
Please submit Sealed bids via drop off to IMPACT Community Action only to Rob Thoroughman, CFO.
Late Bids will not be considered.
Right to Reject
IMPACT reserves the right to reject all Bids received in response to this Request for Proposals.Small, Minority, and Female-Owned Businesses
IMPACT will make an effort to utilize small, minority-owned, and or female-owned businesses.
A business qualifies as a small business firm if it meets the definition of "small business" as established by the Small Business Administration (13 CFR 21.201), by having average annual receipts for the last three fiscal years of less than six million dollars.
L. CRITERIA OF AWARD AND NOTIFICATION OF AWARD
It is expected that a decision selecting the successful vendor will be made within three to four weeks of the closing date of the receipt of Proposals.
M. SUBMISSION & REVIEW PROCESS
1. Submission of Proposals
All Submissions shall include copies of the Bid including a reference list of three companies with similar services expected by IMPACT. It would be helpful to have a non-profit reference as one of the three, if possible.
2. Non-responsive Proposals
Bids may be judged non-responsive and removed from further consideration if any of the following occur:
a. The bid is not received timely in accordance with the terms of the RFP.
b. The bid does not follow the submittal format.
c. The bid is not adequate to form a judgment by the reviewers.
3. Review Process
IMPACT reserves the right to make an award without further discussion of the proposals submitted.
N. CONTRACT EXTENSIONS
IMPACT reserves the right to extend the life of contract terms. Formal contract extension terms shall be discussed once the contract has been awarded and if the contract shows an extension need.
O. ADDITIONS OF SERVICES
IMPACT reserves the right to add services to the Statement of Need as it deems necessary.
IMPACT DISCLAIMERS AND GENERAL PROVISIONS
Formal notification to award a contract and the actual execution of a contract are subject to the following: receipt of funds granted under the Funder’s plan; results of negotiations between selected Vendor and IMPACT staff; and continued availability of grant funds.
Vendor selected for funding must also ensure compliance with the following, as applicable:
IMPACT may require selected Vendor to attend oral interviews, participate in Negotiations and rewrite their statements of work as agreed upon during negotiations.
Additional funds received by IMPACT might be contracted by expanding existing programs or by consideration of proposals not initially funded under this RFP if such proposals were rated in the competitive range. These decisions shall be at the discretion of IMPACT.
IMPACT may decide not to fund part or all of a Proposal even though it is found to be in the competitive range if, in the opinion of IMPACT, the services are not needed, or the cost is higher than IMPACT finds reasonable in relation to the overall funds available.
IMPACT may choose not to award a contract to the Vendor with the lowest cost when considering other factors in balancing services to customers.
IMPACT is required to abide by all applicable legislation and regulations. Therefore, IMPACT reserves the right to modify or alter the requirements and standards set forth in this RFP based on program requirements mandated by state and federal agencies.
The vendor will be expected to adhere to IMPACT procedures to verify data and submit invoices to IMPACT.
Reductions in the funding level of any contract resulting from this solicitation process may be considered during the contract period when a Vendor fails to meet the conditions of service specified in the contract or when funding from federal or state governments is reduced.
The contract award will not be final until IMPACT, and the Vendor have executed a mutually-satisfactory contractual agreement. IMPACT reserves the right to make an award without further discussion of the proposal submitted. No services may be delivered prior to the final IMPACT Executive Committee approval of the award and execution of the contractual agreement between the successful Vendor and IMPACT.
IMPACT reserves the right to cancel an award immediately if new state or federal regulations or policy makes it necessary to change the contract purpose or content substantially, or to prohibit such services governed by this RFP and resultant contract.
IMPACT reserves the right to determine both the number and the funding levels of contracts finally awarded. Such determinations will depend upon overall funds and availability and other factors arising during the proposal review process.
The Proposals warrant that the cost proposed for services in response to the RFP is not more than those that would be charged to any other entity for the same service performed by the Vendor.
IMPACT reserves the right to reject any or all proposals received and to negotiate with all Vendor on modifications to proposals.
