Plank Vinyl Tile (PVT) Installation of Plank Vinyl Tile Flooring Addendum 1

RFP Plank Vinyl Tile
RFP Number: 2026-006
Issue Date: 04/29/26
Submission Deadline: 05/29/26 @ 11AM
Shunlonda McCall
smccall@cmhanet.com | 614-421-4433
cmhanet.com

REQUEST FOR PROPOSAL RFP NO.2026-006
PVT (Plank Vinyl Tile)
INTRODUCTION
he Columbus Metropolitan Housing Authority (hereinafter, "HA") is a public entity, formed in 1934 to provide
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federally subsidized housing and housing assistance to low-income families, in Columbus and Franklin County.
CMHA is headed by a President & CEO and is governed by a Board of Commissioners and is subject to the
requirements of Title 24 of the Code of Federal Regulations (hereinafter, "CFR") and CMHA's procurement policy.
The Agency was brought into existence by resolution of the State of Ohio's Board of Housing on May 8th, 1934. CMHA
is a subdivision of the State of Ohio.
urrently, the HA owns and/or manages: (a) 50 multi-family apartment complexes totaling 6,473 units; (b) ten
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senior complexes, totaling 859 units; and (c) seven Service Enriched complexes, totaling 382 units. The HA also
administers approximately 13,500 Section 8 Housing Choice Vouchers and manages the HUD Project-Based Rental
Assistance contracts covering 81,000 units in Ohio and Washington, D.C. through its subsidiary, Assisted Housing
Services Corporation. The HA currently has approximately 182 employees.
n keeping with its mandate to provide efficient and effective services, the HA is now soliciting proposals from
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qualified, licensed and insured entities to provide the services specified herein to the HA. All proposals submitted
in response to this solicitation must conform to all of the requirements and specifications outlined within this
document and any designated attachments in its entirety.
RFP INFORMATION AT A GLANCE
HA CONTACT PERSON Shunlonda McCall, Purchasing Manager
smccall@cmhanet.com
614.421.4433
HOW TO OBTAIN THE RFP DOCUMENTS ON THE 1. Access cmhanet.com
CMHA WEBSITE 2. Click on the "Business Opportunities" heading
3. Click on the "Purchasing" heading
If you have any problems in accessing or registering on the system,
please call the Procurement Department at 614.421.4434
PRE-PROPOSAL CONFERENCE Monday May 11th, 2026 10:00 AM
Zoom Meeting
https://us02web.zoom.us/j/9332425995?pwd=AruxkTOuvbY0hjJu
7w9RVxvD19BcRA.1&omn=88603122920
Meeting ID: 933 242 5995
Passcode: QwmC5z
HOW TO FULLY RESPOND TO THIS RFP BY 1. As directed within Section 3.2.1 of the RFP document, submit
SUBMITTING A PROPOSAL SUBMITTAL certain required financial information "Proposal Sheet" in a
separate sealed envelope noting the RFP number, name and
company information.
2. All pricing must be submitted separately, to
feeproposal@cmhanet.com. All technical responses must be
submitted and received to technicalresponse@cmhanet.com
no later than the submittal deadline stated herein (or within
any ensuing addendum).
PROPOSAL SUBMITAL RETURN & DEADLINE Friday May 29, 2026 @11:00am
The CMHA Central Office
880 E. 11th Avenue, Columbus, Ohio 43211
Note: The electronic copy of the proposal and all required financial
information must be received by the HA no later than 11:00 a.m.
on the stated due date. If submitting a physical paper copy is not
required, respondents may instead submit one electronic
response to the email address provided in the solicitation.
ANTICIPATED APPROVAL BY HA BOARD OF July 2026
COMMISSIONERS
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REQUEST FOR PROPOSAL RFP NO.2026-006
PVT (Plank Vinyl Tile)
1.0 HA'S RESERVATION OF RIGHTS:
1.1 The HA 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 HA to be in its best interests.
1.2 The HA reserves the right not to award a contract pursuant to this RFP.
1.3 The HA reserves the right to terminate a contract awarded pursuant to this RFP, at any time for its
convenience upon 30 days' written notice to the successful proposer(s).
1.4 The HA reserves the right to determine the days, hours and locations that the successful proposer(s)
shall provide the services called for in this RFP.
1.5 The HA reserves the right to retain all proposals submitted and not permit withdrawal for a period of
60 days subsequent to the deadline for receiving proposals without the written consent of the HA
Contracting Officer (CO)/Purchasing Manager.
1.7 The HA reserves the right to negotiate the fees proposed by the proposer entity.
1.8 The HA reserves the right to reject and not consider any proposal that does not meet the requirements
of this RFP, including but is not necessarily limited to incomplete proposals and/or proposals offering
alternate or non-requested services.
1.9 The HA shall have no obligation to compensate any proposer for any costs incurred in responding to
this RFP.
1.10 The HA shall reserve the right to 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 HA website, www.cmhanet.com and downloading this
document, each prospective proposer is thereby agreeing to abide by all terms and conditions listed
within this document, and further agrees that he/she will inform the Purchasing Manager or designee
in writing within 5 days of the discovery of any item listed herein or of any item that is issued
thereafter by the HA that he/she feels needs to be addressed. Failure to abide by this time frame
shall relieve the HA, but not the prospective proposer, of any responsibility pertaining to such issue
1.11 The HA reserves the right to continue its Resident Services programs at the HA's sole discretion and
expense. See Attachment J.
1.12 The HA shall pay utility bills for all rental assistance demonstration and public housing units under
the terms of an existing contract.
1.13 The HA reserves the right to select a single or multiple award contract.
1.14 The HA reserves the right to add requirements during the contract period when it is
in the best interest of the HA.

REQUEST FOR PROPOSAL RFP NO.2026-006
PVT (Plank Vinyl Tile)
2.0 SCOPE OF WORK (SOW)/TECHNICAL SPECIFICATIONS (T/S): The HA is seeking proposals from qualified,
licensed and bonded Plank Vinyl Tile Flooring Contractors to install PVT flooring at Columbus Metropolitan
Housing Authority owned residential sites.
2.1 Product Specification(s)
a. Type: Plank Vinyl Tile (PVT)
b. Dimensions: 6" x 36" or 7" x 48"
c. Thickness: Minimum 2.0 mm
d. Wear Layer: Minimum 12 mil
e. Finish: Matte or low-gloss urethane coating
f. Color: Neutral tones (e.g. gray, beige, oak) approved by CMHA
g. Installation Method: Glue-down or click-lock (as specified per unit)
2.2 Installation Requirements: (Section 2.2)
1. Removal and disposal of existing flooring
2. Subfloor preparation (patching, leveling)
3. Installation of new PVT flooring per manufactures' guidelines
4. Trim and transition installation as needed
5. Final cleaning and inspection
2.3 Contractor's responsibilities.
2.3.1 Contractor must coordinate with CMHA property management for scheduling. Units
must be completed within agreed timelines (typically 1-3 days per unit)
Equipment, Supplies; Materials: As a part of the proposed fees, the contractor shall
supply any and all such items needed to provide the services detailed herein; meaning,
the HA shall not pay any additional fees for such.
2.3.2 Safety: The contractor shall, at all times, ensure that all work provided by the contractor
complies with all local, State and Federal rules pertaining to work place safety; meaning,
the contractor shall, at all times, conduct business in such a manner as to protect its
workers, HA residents, HA staff, and the public. Further, the contractor shall have full
and sole responsibility to correct any such condition found unsafe by any authorized entity
(including the HA), and, if such unsafe conditions result to any group named within this
section, shall have full and sole responsibility to compensate such persons if so ordered
by an authorized agency or a court having jurisdiction.
2.4 Required Documentation:
1. Before and after photos.
2. Completion checklist signed by CMHA representative
3. Invoice with itemized breakdown.
2.5 Potential Labor that may be required:
At some point during the contract period the HA may require the contractor to provide
services. The HA will dictate the days and times of such services, if retained. The contractor will
provide the services at the Additional Labor Rates detailed within the contractor's proposal.
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REQUEST FOR PROPOSAL RFP NO.2026-006
PVT (Plank Vinyl Tile)
2.6 Task Order Basis:
The HA will only order such additional services by use of a fully completed Change Order.
2.7 Current Contractor: None
3.0 PROPOSAL FORMAT:
3.1 Tabbed Proposal Submittal: The HA intends to retain the successful proposer pursuant to a "Best
Value" basis, not a "Low Proposal" basis ("Best Value," in that the HA will, as detailed within the
following Section 4.0, consider factors other than just cost in making the award decision). Therefore,
so that the HA can properly evaluate the offers received, all proposals submitted in response to this
RFP must be formatted in accordance with the sequence noted following. Each category must be
separated by numbered index dividers (which number extends so that each tab can be located without
opening the proposal) and labeled with the corresponding tab reference also noted below. None of
the proposed services may conflict with any requirement the HA has published herein or has issued
by addendum.
[Table No. 3]
RFP Tab
Section No. Description
3.1.1 1 Form of Proposal: This Form is attached hereto as Attachment A to this
RFP document. This 1-page Form must be fully completed, executed
where provided thereon and submitted under this tab as a part of the
proposal submittal.
3.1.2 2 Form HUD-5369-C (8/93), Certifications and Representations of
Offerors, Non-Construction Contract: This Form is located on the
CMHA website as an addendum to this RFP document. This 2-page Form
must be fully completed, executed where provided thereon and
submitted under this tab as a part of the proposal submittal.
3.1.2.1 2 Form HUD-5369-A (11/92), Representations, Certifications, and
Statements of Proposers, Public and Indian Housing Programs: This
Form is located on the CMHA website as an addendum to this RFP
document. This 4-page Form must be fully completed, executed where
provided thereon and submitted under this tab as a part of the proposal
submittal.
3.1.3 3 Profile of Firm Form: The Profile of Firm Form is attached hereto as
Attachment B to this RFP document. This 2-page Form must be fully
completed, executed and submitted under this tab as a part of the
proposal submittal.
3.1.4 4 Proposed Services: As more fully detailed within Section 2.0, Scope of
Proposal/Technical Specifications, of this document, the proposer shall,
at a minimum, clearly detail within the information submitted under this
tab documentation showing:
3.1.4.1 As detailed within Section 4.1, Evaluation Factor No. 2, herein, the
proposer's Demonstrated Understanding of the HA's Requirements.
3.1.4.2 As detailed within Section 4.1, Evaluation Factor No. 3, herein, the
proposer's The APPROPRIATENESS of the TECHNICAL APPROACH
(including labor categories, estimated hours and skill mix), QUALITY of
the WORK PLAN, and the proposer's TECHNICAL CAPABILITIES (in terms
of personnel, staffing of key positions, method of assigning work and
procedures for maintaining a high level of service, etc.)
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REQUEST FOR PROPOSAL RFP NO.2026-006
PVT (Plank Vinyl Tile)
3.1.4.3 As detailed within Section 4.1, Evaluation Factor No. 4, herein, the
proposer's DEMONSTRATED EXPERIENCE in performing similar work and
the proposer's DEMONSTRATED SUCCESSFUL PAST PERFORMANCE
(including meeting costs, schedules and performance requirements) of
contract work substantially similar to that required by this solicitation.
3.1.4.4 As detailed within Section 4.1, Evaluation Factor No. 5, herein, the
proposer's OVERALL QUALITY AND PROFESSIONAL APPEARANCE OF
THE PROPOSAL SUBMITTED, based upon the opinion of the evaluators.
3.1.4.5 If appropriate, how staff are retained, screened, trained and monitored;
3.1.4.6 The proposed quality control program;
3.1.4.7 An explanation and copies of forms that will be used and reports that
will be submitted and the method of such reports (i.e. written; fax;
internet; etc.);
3.1.4.8 A complete description of the products and services the firms provides.
3.1.5 5 Managerial Capacity/Financial Viability: The proposer entity must
submit under this tab a concise description of its managerial and
financial capacity to deliver the proposed services, including brief
professional resumes for the persons identified within areas (5) and (6)
of Attachment C, Profile of Firm Form. Such information shall include
the proposer's qualifications to provide the services; a description of the
background and current organization of the firm. Such information shall
include the proposer's qualifications to provide the services; a listing of
all crew that the proposer anticipates will service this contract; a
statement of work/checklist example for services in this contract; a
description of the background and current organization of the firm and
three (3) years of financial statements or annual tax report to include
cash flow.
3.1.6 6 Client Information: The proposer shall submit a listing of former or
current clients, including any other Public Housing Authority, for whom
the proposer has performed similar or like services to those being
proposed herein. The listing shall, at a minimum, include:
3.1.6.1 The client's name;
3.1.6.2 The client's contact name;
3.1.6.3 The client's telephone number;
3.1.6.4 A brief description and scope of the service(s) and the dates the services
were provided;
3.1.7 7 Equal Employment Opportunity: The proposer must submit under this
tab a copy of its Equal Opportunity Employment Policy.
3.1.8 8 Subcontractor/Joint Venture Information (Optional Item): The
proposer shall identify hereunder whether or not he/she intends to use
any subcontractors for this job, if awarded, and/or if the proposal is a
joint venture with another firm. Please remember that all information
required from the proposer under the proceeding tabs must also be
included for any major subcontractors (10% or more) or from any joint
venture.
3.1.9 9 Section 3 Business Preference Documentation (Optional Item): For
any proposer claiming a Section 3 Business Preference, he/she shall
under this tab include the fully completed and executed Section 3
Business Preference Certification Form attached hereto as Attachment
C and any documentation required by that form.
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REQUEST FOR PROPOSAL RFP NO.2026-006
PVT (Plank Vinyl Tile)
3.1.10 10 Other Information (Optional Item): The proposer may include
hereunder any other general information that the proposer believes is
appropriate to assist the HA in its evaluation.
3.1.11 If no information is to be placed under any of the above noted tabs (especially the
"Optional" tabs), please place there under a statement such as "NO INFORMATION IS BEING
PLACED UNDER THIS TAB" or "THIS TAB LEFT INTENTIONALLY BLANK." DO NOT eliminate
any of the tabs.
3.1.12 Proposal Submittal Binding Method: It is preferable and recommended that the proposer
bind the proposal submittals in such a manner that the HA can, if needed, remove the
binding (i.e. "comb-type;" etc.) or remove the pages from the cover (i.e. 3-ring binder;
etc.) to make copies then conveniently return the proposal submittal to its original
condition.
3.2 Entry of Proposed Fees: The proposed fees shall be submitted by the proposer and received by the
HA via a separate sealed envelope to be submitted with the original and 3 hard copies. Do not submit,
enter or refer to any fees or costs within the 10-tab "hard copy" proposal submittal detailed within
Section 3.0-any proposer that does so may be rejected without further consideration. A proposer
must enter a proposed fee for each item--a "No Proposal" will not be allowed for any item, though a
"No Charge" will be allowed for certain items. The proposed fees submitted by each proposer are
inclusive of all necessary costs to provide the proposed services not otherwise provided for herein,
including, but not limited to: employee costs and benefits; clerical support; overhead; profit;
supplies; materials; licensing; insurance; etc.
[Table No. 4]
Average Square Footage per Unit Type
Unit Type Average Square Footage
Efficiency / Studio 485 SF
1 BR / 1 BA 640 SF
2 BR / 1 BA 933 SF
2 BR / 2 BA 862 SF
3 BR / 1.5 BA 812 SF
3 BR / 2 BA 1,145 SF
4 BR 1,269 SF
3.3 Additional Information Pertaining to the Pricing Items:
3.3.1 Quantities: All quantities entered by the HA herein and within the corresponding Pricing
Items on the noted Internet System are for calculating purposes only. As may be further
detailed herein, the HA does not guarantee any minimum or maximum amount of work as
a result of any award ensuing from this RFP, as the ensuing contract will be a
Requirements Contract, in that the HA shall retain one contractor only and shall retain
the right to order from that contractor (successful proposer), on a task order basis, any
amount of services the HA requires.
3.3.2 Pertaining to the Additional Potential Labor Pricing Items as noted on Fee Sheet. This
pricing is for work that the HA may require that is not already specifically identified within
Pricing Items No.'s 1-112.
3.3.2.1 Supervisor: The contractor's assigned skilled staff person who has
responsibility to supervise the work at the HA site. This person may, while
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REQUEST FOR PROPOSAL RFP NO.2026-006
PVT (Plank Vinyl Tile)
supervising, also perform work typically assigned to the Technician or the
Laborer. It is understood that a Supervisor position will be paid by the HA
only if there are 3 or more persons working on the site at the same time; if
there is less than 3 persons working at the site at the same time, then the HA
will only pay for such staff at the level they are actually working (i.e.
Technician and/or Laborer).
3.3.2.2 Technician (Trimmer/Repairman): The contractor's assigned skilled staff
person who typically performs the required bush trimming or sprinkler repair
work.
3.3.2.3 Laborer: The contractor's assigned staff person who typically performs the
unskilled labor services to assist the other described staff.
3.3.2.4 Assumption: It shall be the HA's assumption that the successful proposer has
based his/her proposed pricing for Pricing Items No. 1-128 (and by submitting
a proposal in response to this RFP, the successful proposer automatically
agrees that such is accurate). Accordingly, the HA may use such assumption,
if necessary, to do any lump-sum proposal breakdown calculations during the
term of the ensuing contract.
3.3.3 Additional Supplies/Materials (Pricing Item No. 49): Each proposer shall enter this item
where provided within the noted Internet System as a percentage over cost. For instance,
if the proposer wishes to provide such items at cost, he/she shall enter "1.00" within the
cost area for this item; if the proposer wishes to provide such materials at 30% over cost,
he/she shall enter "1.30" within the cost area for this item; and so forth. The noted
Internet System will perform the extended calculations. Please note that this fee
proposal shall include the cost of picking up the supplies/materials at the source of supply
and delivering such to the work site, meaning, all costs shall be F.O.B. the HA site.
3.3.4 Price Escalation: At the discretion of the CO, at the end of the first one-year contract
period (and at the end of any ensuing extended contract period), there may be an
escalation of labor costs allowed in the same amount of any escalation that occurs
pertaining to the corresponding or most similar (a) State of Ohio Prevailing Wage Rates,
(b) Davis-Bacon Wage Rates, or (c) HUD Maintenance Wage Rate Determination (MWRD)
for the HA (either used at the HA's discretion). For example, if, at the end of the first
contract period the listed Prevailing/Davis-Bacon/MWRD wage rates increase 5% as
compared with the listed rates on the date of contract execution, then the Contractor
will be entitled to a 5% increase in the labor rates that he/she submitted in response to
this RFP. Similarly, for ensuing years, the end-date of the previous contract period shall
be the base-line date to determine the previous listed wage rate.
3.3.4.1 Notification Must Be Received From the Contractor: The Contractor must
notify the CO, in writing, of such desired escalation at least 60 days prior to
the end of the noted contract period(s). Such escalations may occur no more
than once in any 12-month period without the express written consent of the
CO.
3.3.5 Davis-Bacon (D/B) and/or State Prevailing Wage Rates: As may apply by statute,
regulation or law, if, at any time during the ensuing contract period(s), the HA needs the
successful proposer to provide services that require the successful proposer to pay Davis-
Bacon or State Prevailing Wages Rates for a specific task order pertaining to the ensuing
contract, then to compensate the successful proposer for any amount that the applicable
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REQUEST FOR PROPOSAL RFP NO.2026-006
PVT (Plank Vinyl Tile)
Davis-Bacon or State Prevailing Wage Rates are greater than the applicable hourly fees
listed within Pricing Items No. 46-48 (or any similar hourly fee that is increased as a result
of Section 3.3.4 herein), the HA shall:
3.3.5.1 Ascertain the applicable hourly wage rate(s), as listed within the contract,
that applies;
3.3.5.2 Ascertain the current applicable Davis-Bacon or State Prevailing Wage Rate(s)
that applies;
3.3.5.3 Ascertain the difference between the two rates, which amount the HA will
pay to the successful proposer for that task order only.
3.3.5.4 Locating Applicable Wage Rates: As the currently known work pertaining to
this RFP is maintenance-related rather than construction-related,
accordingly, there is not a D/B or State Wage Rate General Decision attached
to this RFP. If, as detailed within 24 CFR 85.36(h)(5), the HA is required to
pay Davis-Bacon wage rates (for all "construction contracts in excess of
$2,000"), and for similar State requirements, the HA will then issue a General
Decision as it applies to that work. Current Davis-Bacon wages rates may be
viewed by following the following listed steps.
RFP Step
Section No. Description
3.3.6.4.1 1 Go to SAM.gov
3.3.6.4.2 2 Select Wage Determinations
3.3.6.4.3 3 Select, Public Buildings or Works, Wages for
laborers and mechanics, Davis-Bacon Act
(DBA)
3.3.6.4.4 4 Enter Location, State and County, Select
Residential for DBA Construction Type
3.3.6.4.5 5 WD's: Leave "All WDs", Under Status, select,
Active. Under Published Date, select,
Anytime.
3.3.6.4.6 6 Click on "Search"
3.3.6.4.7 7 View the wage rate applicable to the
service(s)
3.3.4 HUD Maintenance Wage Rates Determination (MWRD): HUD has determined that, for
non-construction maintenance work (work not covered by Davis-Bacon requirements), the
HA must ensure that contractors do not pay its employees that perform such work for the
HA at a rate less than the rates listed on the HUD MWRD. Therefore, by submitting a
proposal, each proposer thereby agreeing to and verifying that he/she will not pay his/her
employees at rates less than detailed within the following Table No. 7. Please note that,
as detailed within Section 10.10 of HUD Procurement Handbook 7460.8 REV 2 (most
specifically within Section 10.10.E therein), the contractor will not be required to submit
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