On-Call General Building Maintenance Services

BUFFALO TRACE AREA DEVELOPMENT DISTRICT

Request for Proposals

On Call General Building Maintenance Services

Issue Date : October 1, 2026

1 Invitation and purpose

Buffalo Trace Area Development District (BTADD) invites qualified firms and individuals to submit proposals to provide general building maintenance and minor repair services on an as-needed, on-call basis. The selected contractor will support the safe, reliable operation of BTADD facilities through routine service, responsive repairs, and authorized emergency assistance.

BTADD anticipates selecting one contractor under a nonexclusive agreement. No minimum number of calls, hours, dollar amount, or volume of work is guaranteed. BTADD may use other contractors or separately solicit work when appropriate.

2 Solicitation schedule

3 Submission and communications

Submit one signed proposal by hand delivery or mail in a sealed envelope marked "Proposal for On Call General Building Maintenance Services." Proposals must be received by the deadline; a postmark does not establish timely receipt. Late proposals will not be considered. Electronic and fax submissions will not be accepted.

Hand delivery: Buffalo Trace Area Development District Attention: Kevin Cornette, Executive Director 201 Government Street, Suite 300, Maysville, KY 41056 Mail: P.O. Box 460, Maysville, KY 41056

Direct written questions to Kevin Cornette at kcornette@btadd.com. Telephone: 606-564-6894.

4 Contract period

The initial term will be one year from the effective date of the executed agreement. BTADD may renew for up to five additional one-year terms by mutual written agreement, subject to satisfactory performance, available funding, and required approvals. Rates remain fixed during each term; any renewal rate changes require advance written approval.

Scope of Services

5 Facilities and service area

These services will be rendered at 152 Second Street, Plaza Building owned by Buffalo Trace Area Development District.

6 General maintenance and minor repairs

The contractor shall provide qualified labor, supervision, ordinary tools, equipment, transportation, and approved materials for services such as the following:

* Carpentry and building repairs: minor drywall and plaster repairs; trim, shelving, cabinets, ceiling tiles, interior doors, hinges, and door hardware; minor flooring and tile repairs.

* Painting and finishes: surface preparation, patching, touch-up painting, caulking, and minor interior or exterior painting within the approved work scope.

* Basic plumbing maintenance: minor fixture repairs, leak investigation, and drain service when within the worker's legally permitted scope; licensed plumbing work as separately authorized.

* Lighting and electrical maintenance: lamp replacement and other legally permitted basic maintenance; electrical installations, wiring, and regulated repairs only through appropriately licensed personnel.

* HVAC support: accessible filter replacement, visual observations, and coordination of service. Refrigerant, gas, electrical, or other regulated HVAC work requires appropriately qualified and licensed personnel.

* Exterior maintenance: minor weatherproofing, gutter and downspout cleaning or repair, and minor sidewalk, fence, or exterior fixture repairs when safely accessible and specifically authorized.

* Preventive maintenance: scheduled inspections, minor adjustments, identification of developing problems, and written recommendations for corrective work.

* Emergency assistance: authorized measures to address active leaks, unsecured entrances, storm damage, or other conditions threatening safety or property; referral to emergency services when necessary.

7 Limits and specialty work

This agreement does not automatically authorize any work, and does not authorize structural alterations, new construction, major roof or equipment replacement, engineering or design services, or hazardous-material abatement without prior approval by the Board of Directors. BTADD may choose to procure those services separately.

Routine custodial service, landscaping, snow removal, and pest control are excluded unless added through an authorized procurement and written contract amendment.

The contractor must identify work requiring a specialty license, permit, inspection, or specialist before starting it. Such work may be performed only by properly credentialed personnel and with BTADD approval. Do not disturb suspected asbestos, lead-containing materials, mold contamination, or other hazardous conditions; stop the affected work, secure the area, and notify BTADD.

Service Delivery and Cost Controls

8 Work authorization

Only the Executive Director or a designated BTADD representative may authorize services. Employees, occupants, and tenants of the building will report the problem to BTADD, and BTADD will contact the contractor. Except for a documented emergency authorization, the contractor must receive a written work order before beginning work.

For each work order assignment, the contractor will provide a description of proposed work, estimated labor hours and rates, materials, subcontractor charges, other fees, completion schedule, and a total not-to-exceed amount. Upon BTADD review of costs, BTADD will approve the cost estimate before work begins and issue a notice to proceed top the contractor. The Contractor must notify BTADD promptly of changed conditions; obtain written approval before exceeding the authorized scope or cost ceiling.

For emergency calls, record the name of the authorizing representative, time of approval, scope, and authorized spending limit. Limit immediate work to the approved response and protective measures. Submit written confirmation by the next business day. No automatic authorization for unlimited emergency spending is provided.

9 Scheduling and response

Standard service hours for pricing are Monday through Friday, 8:00 a.m. to 4:30 p.m. Eastern Time, excluding BTADD-observed holidays. Coordinate work to minimize disruption to staff, visitors, and occupants. After-hours charges apply only when BTADD specifically authorizes service outside these hours.

The proposal must state a committed acknowledgment time and on-site arrival time for routine, urgent, and emergency requests, along with days and hours of coverage, an after-hours contact, and backup arrangements. BTADD will incorporate agreed response standards into the contract. If the contractor cannot meet an authorized response requirement, notify BTADD immediately so it can arrange other service.

10 Safety and protection of facilities

Follow applicable safety requirements, building codes, manufacturer instructions, and facility access rules. Protect occupants, furnishings, utilities, and adjacent work. Maintain safe access and exits; isolate work areas where necessary. Obtain approval before utility shutdowns or disruptive activities. Keep keys and access codes secure and protect any confidential information encountered.

Promptly report accidents, damage, unsafe conditions, and service interruptions. Clean work areas, remove debris, and leave the facility secure after each visit. Repair contractor-caused damage at the contractor's expense. Return all keys and access credentials when requested or upon contract termination.

11 Records invoices and payment

Submit itemized invoices after completion and BTADD acceptance of the work.

No retainer, standing fee, or charge for unperformed work is authorized. Materials and specialty services require prior approval. BTADD intends to pay undisputed, properly documented invoices within 30 days of receipt and acceptance, subject to the executed agreement and applicable payment requirements. Identify any disputed items for resolution without delaying payment of undisputed amounts.

Proposal Requirements and Evaluation

12 Required proposal contents

Organize the proposal in the following order. Proposals must remain valid for 90 days after the submission deadline.

* Business information: legal business name, address, telephone, email, entity type, primary contact, and name of the individual authorized to sign an agreement.

* Qualifications: relevant building maintenance experience, qualifications of assigned personnel, service area, equipment, and ability to support occupied facilities. Include applicable licenses and certifications or identify how licensed specialty work will be provided.

* Service plan: routine, urgent, and emergency acknowledgment and arrival commitments; standard and after-hours availability; staffing, backup coverage, scheduling, safety practices, and quality control.

* References: three recent clients with comparable work, including contact name, telephone or email, services provided, and approximate service dates.

* Pricing: completed Attachment A, with all rates, minimum charges, fees, markup, billing increments, and specialty service arrangements. List exclusions and exceptions; undisclosed charges will not be allowed.

* Insurance and disclosures: evidence of current coverage or ability to obtain the required coverage before award; proposed subcontractors; actual or potential conflicts of interest; and any requested contract exceptions.

* Certification: signed Attachment A and acknowledgment of all addenda. Submit a completed W-9 before contract execution; do not place sensitive tax identifiers in the proposal.

13 Selection criteria

BTADD will first review proposals for completeness and ability to satisfy essential requirements. Responsive proposals from responsible proposers will be evaluated using the following criteria:

For the 30 price points, BTADD will evaluate the same illustrative basket for every proposer: four standard-hours visits of eight labor hours each and two after-hours visits of four labor hours each, using one general maintenance worker per visit; six trips/call-outs, each with 20 round-trip miles and 30 minutes of total travel time; and one materials purchase costing $500 during a standard-hours visit. Apply disclosed minimums, markup, and all applicable fees. Assume no holidays or specialty work. The basket is for evaluation only and is not a promise of work.

Price score = 30 x (lowest responsive evaluated basket cost / proposer's evaluated basket cost). BTADD may seek clarifications, check references, and conduct interviews using the published criteria. Selection will reflect best overall value rather than hourly rate alone. Any award is subject to required approvals and execution of a written agreement.

Contract Requirements and Solicitation Conditions

14 Insurance and qualifications

Before work begins and throughout the contract, maintain commercial general liability insurance of at least $1,000,000 per occurrence and $2,000,000 aggregate; automobile liability insurance of at least $500,000 combined single limit for vehicles used in the work; and workers' compensation as required by law, with employer's liability of at least $500,000 when applicable. A proposer claiming an exemption must identify and document it for BTADD review.

Provide certificates of insurance before contract execution and on renewal. Name BTADD as an additional insured on general liability coverage for contracted operations through an appropriate endorsement. Coverage must apply to the work performed, including approved subcontracted work. Report cancellation, lapse, or material coverage changes promptly. Maintain all licenses, permits, and certifications required for assigned tasks.

15 Contractor responsibilities

The contractor is an independent contractor and is responsible for its personnel, supervision, taxes, wages, benefits, equipment, permits, and operating expenses. Subcontractors require prior written approval. The contractor remains responsible for their qualifications, insurance, performance, and charges. Assignment of the agreement requires BTADD's written consent.

Perform work in a competent, workmanlike manner using suitable materials. State the workmanship warranty in the proposal. The agreement will require at least a 90-day workmanship warranty after acceptance, unless a longer period is offered. Correct defects attributable to contractor workmanship without additional charge and pass through applicable manufacturer warranties.

Comply with applicable nondiscrimination, employment, safety, and procurement requirements. Disclose actual or potential conflicts of interest involving BTADD officials or employees. Do not offer gifts, gratuities, or other benefits to influence the procurement. Any additional funding-specific requirements must be identified and incorporated before affected work is authorized.

16 Contract administration and termination

The executed agreement will incorporate this RFP, written addenda, accepted portions of the proposal, and negotiated terms. No work may begin before execution and authorization. Changes to contract scope, pricing, or terms must be made in writing by authorized representatives.

BTADD may terminate the agreement for convenience on 30 days' written notice. For nonperformance, BTADD may issue written notice and a reasonable opportunity to cure, as stated in the agreement. BTADD may suspend work immediately for an unsafe condition, loss of required insurance or credentials, or other material risk to people or property. Pay only for properly authorized, satisfactorily completed work and approved commitments through termination.

17 Reserved rights and proposal records

BTADD reserves the right, consistent with applicable procurement requirements, to reject any or all proposals, cancel or reissue this solicitation, waive minor informalities that do not affect fair competition, and negotiate with the selected proposer. If an agreement cannot be reached, BTADD may consider the next-ranked proposer. BTADD is not responsible for proposal preparation costs. No proposal creates a contract or payment obligation.

Proposals become BTADD records and may be subject to disclosure under applicable public records requirements. Identify any information claimed to be confidential and the basis for that claim; marking a proposal confidential does not guarantee withholding. BTADD is an equal opportunity organization and encourages participation by qualified small, minority-owned, and women-owned businesses.

Attachment A Pricing and Certification

Proposer legal name: ____________________________________________________ Primary contact and email: ____________________________________________ Telephone: __________________ Emergency telephone: _______________________

Complete every line. Enter "$0," "included," or "not offered" where appropriate. Hourly rates are per worker and include ordinary tools, supervision, and overhead. Specify any additional fee below. Specialty work requires prior approval.

Travel time billed as labor: Yes / No. If yes, state rate and when billing starts and ends: ________________________________________________________________ Identify any overlap between travel, trip, and call-out charges: ____________________ Attach additional rate schedules or explanations as needed. All fees must be disclosed.

Service commitments

Routine acknowledgment ______ hours; on-site arrival ______ business days. Urgent acknowledgment ______ minutes/hours; on-site arrival ______ hours. Emergency acknowledgment ______ minutes; on-site arrival ______ hours. Coverage days and hours __________________ Workmanship warranty __________

Proposer certification

By signing, I certify that I am authorized to submit this proposal; its statements are accurate to the best of my knowledge; the pricing includes all disclosed charges; and the proposer will comply with the requirements accepted in the executed agreement. I have disclosed conflicts of interest and attached any requested exceptions.

Addenda acknowledged by number and date, or "none": _________________________ Authorized signature: ______________________________ Date: _______________ Printed name and title: ___________________________________________________