1.0 - Drives _ Sidewalk Restoration Program - Phase II (IFB Document).pdf

Cameron Housing Authority, MO

INVITATION FOR BIDS (IFB)

No. B26001

Drives & Sidewalk Restoration Program (Phase II)

INVITATION FOR BIDS (IFB) No. B26001 Drives & Sidewalk Restoration Program (Phase II)

CAMERON HOUSING AUTHORITY, MO

Table of Contents [Table No. 1]

Section Description Page

Introduction 3

IFB Information at a Glance 3

1.0 The Agency’s Reservation of Rights 4

2.0 Scope of Work/Technical Specifications 5

2.1 Specific Scope of Work 5

2.2 Contractor Responsibilities (in alpha order) 5

3.0 Bid Format 14

3.1 Tabbed Bid Submittal 14

3.2 Entry of the Proposed Fees 16

3.3 Additional Information Pertaining to each Pricing Item 17

3.4 Bonds 18

3.5 Bid Submission Responsibilities 20

3.6 Bidder’s Responsibilities — Contact with the Agency 21

3.7 Pre-bid Conference 21

3.8 Recap of Attachments 22

4.0 Bid Evaluation 25

4.1 Public Bid Opening 25

4.2 Responsive Evaluation 25

4.3 Responsible Evaluation 25

4.4 Restrictions 25

5.0 Contract Award 26

5.1 Contract Award Procedure 26

5.2 Contract Conditions 26

5.3 Contract Period 27

5.4 Licensing and Insurance Requirements 27

5.5 Contract Services Standards 28

5.6 Prompt Return of Contract Documents 28

Index of Tables 28

INTRODUCTION

he Cameron Housing Authority (hereinafter, “the Agency”) is a public entity that was formed in 1969 to provide federally subsidized housing and housing assistance to low-income families, within the City of Cameron, MO. The Agency is headed by an Executive Director (ED) and is governed by a five-person board of commissioners and is subject to the requirements of Title 24 of the Code of Federal Regulations (hereinafter, “CFR”) and the Agency’s procurement policy.

urrently, the Agency owns and/or manages: 1 multi-family apartment complexes totaling 86 housing units. The Agency currently has approximately 4 employees.

n keeping with its mandate to provide efficient and effective services, the Agency is now soliciting bids from qualified, licensed and insured entities to provide the above noted services to the Agency.

All bids submitted in response to this solicitation must conform to all the requirements and specifications outlined within this document and any designated attachments in its entirety.

IFB INFORMATION AT A GLANCE

[Table No. 2]

AGENCY CONTACT PERSON (NOTE: Unless otherwise specified, any reference herein to “Contracting Officer” or “CO” shall be a reference to Ms. Ausmus.)

Julie Ausmus, Executive Director

Telephone: (816)632-2938 x2

E-Mail: cameronha1@phamail.com

TDD/TTY: (800)735-2966

HOW TO OBTAIN THE IFB DOCUMENTS ON THE

EPROCUREMENT MARKETPLACE

1. Access ha.internationaleprocurement.com (no “www”).

2. Click on the “Login” button in the upper left side.

3. Follow the listed directions.

4. If you have any problems in accessing or registering on the Marketplace, please call customer support at (866)526-9266.

PRE-BID CONFERENCE & WALKTHROUGH OF

THE WORKSITE

Wednesday, August 12, 2026, 3:00 PM CT

Administrative Office, 902 Cedar Circle, Cameron, MO 64429

DEADLINE TO SUBMIT QUESTIONS Monday, August 31, 2026, 3:00 PM CT

HOW TO FULLY RESPOND TO THIS IFB BY

SUBMITTING A BID SUBMITTAL

1. As directed within Section 3.2.1 of the IFB document, submit proposed pricing, where provided for within the eProcurement Marketplace.

2. 2. As instructed within Section 3.0 of the IFB document, submit where provided for within the eProcurement Marketplace, several required documents listed.

BID SUBMITAL RETURN & DEADLINE Wednesday, September 9, 2026, 3:00 PM CT

Administrative Office, 902 Cedar Circle, Cameron, MO 64429 (The proposed costs must be entered within the eProcurement Marketplace, and the original bid documents must also be attached where provided for within the eProcurement Marketplace no later than 3:00 PM CT on this date).

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C

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1.0 THE AGENCY’S RESERVATION OF RIGHTS. The Agency reserves the right to:

1.1 Right to Reject, Waive, or Terminate the IFB. Reject any or all bids, to waive any informality in the IFB process, or to terminate the IFB process at any time, if deemed by the Agency to be in its best interests.

1.2 Right to Not Award. Not to award a contract pursuant to this IFB.

1.3 Right to Terminate. Terminate a contract awarded pursuant to this IFB, at any time for its convenience upon a 10-day written notice to the successful bidder(s).

1.4 Right to Determine Time and Location. Determine the days, hours, and locations that the successful bidder(s) shall provide the services called for in this IFB.

1.5 Right to Retain Bids. Retain all bids submitted and to not permit withdrawal for a period of 60 days, subsequent to the deadline for receiving bids without the written consent of the Agency Contracting Officer (CO).

1.6 Right to Reject any Bid. Reject and do not consider any bid that does not meet the requirements of this IFB, including but not necessarily limited to incomplete bids and/or bids offering alternate or non-requested services.

1.7 No Obligation to Compensate. Has no obligation to compensate any bidder for any costs incurred in responding to this IFB.

1.8 Right to Prohibit. At any time during the IFB or contract process to prohibit any further participation by a bidder, or to reject any bid submitted that does not conform to any of the requirements detailed herein. By accessing the eProcurement Marketplace (hereinafter, also the “Marketplace”) and by downloading this document, each prospective bidder is thereby agreeing to abide by all terms and conditions listed within this document and within the Marketplace, and further agrees that he/she will inform the CO in writing within 5 days of the discovery of any item listed herein or of any item that is issued thereafter by the Agency that he/she feels needs to be addressed. Failure to abide by this timeframe shall relieve the Agency, but not the prospective bidder, of any responsibility pertaining to such an issue.

1.10 Right to Reject – Obtaining Competitive Solicitation Documents. The eProcurement Marketplace is the only official and appropriate venue to obtain competitive solicitation documents (and any other information pertaining to the competitive solicitation such as addenda). Accordingly, by submitting a response to this competitive solicitation the respondent thereby affirms that he/she obtained all information on the Marketplace. Any other group such as a bid depository that informs potential respondents of the availability of such competitive solicitations are hereby instructed to not distribute these documents to any such potential respondents, but to instruct the potential respondents to visit the eProcurement Marketplace to obtain the documents. The Agency will reject without consideration any response submitted from a firm that has not obtained the documents from the Marketplace.

2.0 SCOPE OF WORK/TECHNICAL SPECIFICATIONS. The Agency is seeking bids from qualified and licensed entities to provide the Agency with the following detailed services:

2.1 Specific Scope of Work. The work shall consist of the Contractor furnishing all labor, materials, and equipment to provide the construction services as detailed within Attachment H, attached hereto. Generally, the work consists of repairs and replacement to a number of Drives and Sidewalks.

2.2 Contractor Responsibilities (in alpha order).

2.2.1 Access for Emergency Vehicles. The Contractor shall ensure that any equipment and/or vehicles that he/she places on the work site shall not be placed in such a position to interfere with access by any emergency vehicles or traffic by the public at-large. The Agency reserves the right to approve or reject (and demand the movement) of the placement of such equipment or vehicles at any time during the performance of the contracted work if, in the opinion of the Agency, the placement of such equipment or vehicles does interfere with such traffic.

2.2.2 As-built Record Documents. Do not use Record Documents for construction purposes; protect them from loss in a secure location;

provide access to Record Documents for the Agency's reference.

2.2.2.1 If issued, maintain a clean, undamaged set of blue or black line white-prints of Contract Drawings and Shop Drawings. Mark-up these drawings to show the actual installation, then mark accordingly whichever drawing is most capable of showing conditions accurately. Give particular attention to concealed elements that would be difficult to measure and record at a later date.

2.2.3 Build America, Buy America (BABA) Act Requirements. By receipt of a contract award, it shall be the responsibility of the successful bidder to agree, certify, and eventually show proof that the work and products provided and installed by the contractor are in full compliance with the requirements of the noted Act. More information can be obtained at the following link: https://www.hud.gov/baba.

2.2.4 Communication. The Agency shall be the primary on-site point of contact for the Contractor pertaining to this work. The Contractor shall be free to converse and communicate with the Agency during or between visits;

however, all requests for changes or decisions shall be submitted to the Agency and approved by the Executive Director after receipt and consideration of written request from the Agency. The Agency anticipates that it will typically make a decision on such matters within 3 workdays of receipt, though such a response time frame may be shorter or longer depending on the situation; accordingly, the Contractor shall be required to submit such written requests in as timely a manner as reasonably possible. When construction commences, all communication must be directed to the designated Agency contact person only.

2.2.5 Contract End Items. Upon completion of the project the Contractor must submit the following:

2.2.5.1 A separate payment request for the retainage;

2.2.5.2 A one-year warranty letter from the Contractor;

2.2.5.3 Consent of Surety to Final Payment;

2.2.5.4 Contractor’s Affidavit of Release of Liens;

2.2.5.5 Contractor’s Certificate and Release; and,

2.2.5.6 As- built’s (Mark-ups delivered to Agency).

2.2.6 Contractor’s Request for Payment. As detailed within Chapter 9, Procurement and Contract Administration, of Handbook 7485.1.

2.2.6.1 The Agency is responsible for making progress payments.

Typically, progress payments for acceptable work and materials delivered and stored on the site will be made at 30-day intervals.

2.2.6.2 Payment will be based on the percentage of work completed during a one-month period.

2.2.6.3 A 10% retention will be held by the Agency on each payment request. A separate payment request for the return of the retention will be required at the completion of the work.

2.2.6.4 Request for Payment Forms. The Contractor shall submit a request for payment for this project on the following forms, each as may be appropriate:

[Table No. 3]

(1)

IFB

Section

(2) Attachment

No.

(3)

Form Description

2.2.6.4.1 G-5 form HUD-51000 (1/2014), Schedule of

Amounts for Contract Payments; NOTE: The Agency also retains the right to require any bidder (but most likely the apparent low bidder) to submit this fully completed form to the Agency at any point after the bid submittal deadline—this typically will occur when the Agency wishes to do an analysis of the bidder’s proposed cost to ascertain as to whether or not the bidder’s proposed cost is realistic, fair, and/or reasonable.

2.2.6.4.2 G-6 form HUD-51001 (1/2014), Periodic Estimate

for Partial Payment

2.2.6.4.3 G-7 form HUD-51002 (1/2014), Schedule of Change

Orders

2.2.6.4.4 G-8 form HUD 51003 (1/2014), Schedule of

Materials Stored

2.2.6.4.5 G-9 form HUD-51004 (1/2014), Summary of

Materials Stored

2.2.6.4.6 G-10 form HUD-5372(1/2014), Construction Progress

Schedule

2.2.6.4.7 G-11 All relevant Subcontractors Weekly Certified

Payrolls must accompany the payment request utilizing form WH-347

2.2.6.4.8 N/A Retainage. The Request for Payment form

must list and clearly identify the retainage in the amount of 10% as a deduction to the subtotal of charges on the Request for Payment.

2.2.6.5 Review and Approval. The Agency will review each such

Contractor request for payment and will approve the payment only if the following listed conditions are met. If the Contractor requests payment items which have not been completed in a satisfactory manner (“satisfactory,” as determined at the sole discretion of the Agency), the Agency shall hold payment for the unsatisfactory items, and pay the balance of the request (i.e., the undisputed portion). The Agency shall ensure:

2.2.6.5.1 The request for payment is consistent with the

Agency-approved schedule of amounts for contract payments; and,

2.2.6.5.2 As further detailed within the preceding Section

2.2.5.3 herein, the total of the request for payment does not include the amount to be retained by the Agency under the contract (retention or retainage); and,

2.2.6.5.3 The work covered by the request for payment

has been performed in accordance with the construction documents; and,

2.2.6.5.4 The Periodic Estimate for Partial Payment has

been properly executed on all applicable supporting documentation submitted; and,

2.2.6.5.5 The Contractor has submitted all required

reports such as payroll reports.

2.2.6.6 Distribution of Documents. The Contractor shall submit 2 original copies, and 1 additional copy of all documentation required. The Agency shall retain the 2 original Periodic Estimate for Partial Payment requests and all applicable supporting documentation for its file and return 1 copy of all such forms to the Contractor.

2.2.7 Debris. The Contractor shall clean work areas daily, at the end of the workday, of all work-generated debris which may endanger the safety of the others (the public; Agency residents; etc.).

2.2.7.1 All work areas must be kept sanitary and clean of any trash.

Debris from work must be removed from living areas.

2.2.7.2 The Contractor must examine the work area and determine any unsuitable work condition.

2.2.7.3 Any required removal or replacement of this work caused by unsuitable conditions will be just cause for the Contractor to bear the expense. Notice of unsuitable conditions shall be brought to the Agency’s representative in written form.

2.2.7.4 The Contractor shall provide a construction dumpster as needed to dispose and removal all debris. The use of the Agency dumpsters is prohibited.

2.2.8 Delivery of Materials. The Contractor and each Subcontractor shall inspect the site and determine the availability of storage space and trucking facilities to bring material or equipment into the building, or any other factors affecting the work under this Contract.

2.2.8.1 Long lead items should be ordered as soon as possible, after contracts are signed, to expedite shop drawings and delivery of materials to site. Advance planning will be important to ensure timely delivery of materials.

2.2.9 Final Inspection and Punch List. The Agency shall provide one (1) final inspection site visit to develop the final Punch List when the following are completed:

2.2.9.1 All new construction and installations are 100% complete and operational.

2.2.9.2 A test and balance report has been completed and delivered to the Agency for review.

2.2.9.3 All final inspections and permits have been closed and delivered to the Agency and Agency.

2.2.9.4 When the Contractor has completed all the required work and feels substantial completion has been achieved, the Contractor must document and request a final inspection and punch list be performed by the Agency. This will document the one (1) final inspection and punch list by the Agency.

2.2.9.5 When the Contractor has completed all the punch list items, the Contractor shall document and request a final re-inspection by the Agency.

2.2.9.6 The Agency will provide one (1) final site visit for re-inspection of the punch list items.

2.2.9.7 If the Agency feels the punch list items have not been completed satisfactorily, notice will be given to the Contractor.

2.2.9.8 All punch list items must be completed at the time of substantial and final acceptance.

2.2.9.9 If the final punch list items are not complete at the time of the final inspection, the retention will be withheld until final acceptance by the Agency.

2.2.10 Lay-out and Dimensions. The Contractor and each Subcontractor shall verify, and field check, all plan dimensions, elevations, and quantities on both the existing building and the new work under their respective responsibilities before proceeding with work. Discrepancies must be brought to the attention of the Agency in writing for clarification or correction. Any Contractor failing to exercise such precautions shall be held responsible for the cost of correcting any resulting errors.

2.2.11 Maintenance Manuals (if applicable). Organize maintenance data into sets of manageable sizes. Bind in individual heavy-duty 2-inch, 3-ring vinyl-covered binders, with pocket folders for folded sheet information.

Mark identification on front and spine of each binder. Include the following information:

2.2.11.1 Maintain Emergency instructions;

2.2.11.2 Spare parts list;

2.2.11.3 Copies of warranties;

2.2.11.4 Wiring diagrams;

2.2.11.5 Recommended "turn around" cycles;

2.2.11.6 Inspection procedures; and,

2.2.11.7 Shop Drawings and Product Data.

2.2.12 Operating and Maintenance Instructions. Arrange for the installer of equipment that requires regular maintenance to meet with the Owner's personnel to provide instruction in proper operation and maintenance.

Include a detailed review of the following:

2.2.12.1 Maintenance manuals;

2.2.12.2 Spare parts and materials;

2.2.12.3 Tools;

2.2.12.4 Lubricants;

2.2.12.5 Control sequences;

2.2.12.6 Hazards;

2.2.12.7 Warranties and bonds;

2.2.12.8 Maintenance agreements and similar continuing

commitments;

2.2.12.9 Start up and shutdown;

2.2.12.10 Emergency operations;

2.2.12.11 Noise and vibration adjustments; and

2.2.12.12 Safety procedures.

2.2.13 “Or Equal” Specifications. Herein, or within the attached specifications, whenever the Agency has listed a specific brand name the words “or equal” shall automatically apply thereto. This term “or equal” means that the apparent successful bidder may propose to provide an alternate product as long as such proposed alternate product, in the opinion of the Agency, meets the minimum specifications. As detailed within Section 9.3.B.3 of HUD Procurement Handbook 7460.8 REV 3, brand names are listed herein for “establishing design and quality standards” for the product identified. If a bidder wishes to provide a different product than the product the Agency has identified, the Agency will be pleased to respond to any specific written request from a bidder with a listing of the “essential characteristics” for any such product (the bidder may also, if he/she wishes, wait to see if the firm is the apparent successful bidder then submit such written request after the bid submittal deadline when the Agency will evaluate such alternate products, if submitted).

2.2.14 Payroll Reports. The Contractor shall, during the term of the work, within

7 days of the end of any weekly payroll period, forward to the Agency a copy of the weekly payroll.

2.2.14.1 The Contractor is hereby made aware that the Agency will conduct periodic on-site wage surveys of the Contractor's staff working at the site. It is the responsibility of the Contractor to ensure that such work staff cooperate fully with the Agency interviewer. Regarding such interviews, please also see form HUD-11 (08/2004), Attachment G-12, attached hereto.

2.2.15 Permits. The Contractor shall obtain any and all required permits pertaining to any assigned work at his/her expense.

2.2.16 Required Licensing. The Contractor shall be in possession of any current appropriate licensing that may be required by the County of DeKalb (and/or, if applicable, any city jurisdiction therein in which work will be performed) and/or the State of Missouri.

2.2.17 Retainage. Retainage for this work shall be in the amount of 10 percent, which shall be applied to each payment until final payment, at which time all retention held will be paid by the Agency to the Contractor.

2.2.18 Safety. It shall be the responsibility of the Contractor to ensure, at all times during the performance of the work, to the maximum extent feasible, to protect the safety of Agency residents and staff, the Contractor's staff, and subcontractors, and the public. This shall include, but not be limited to, compliance with all OSHA-related Federal and local laws, codes, and regulations.

2.2.19 Security during Work. The Contractor shall take all means necessary to maintain the security of the area in which they are working. These security measures must be carried out on a twenty-four-hour basis, not just during normal work hours.

2.2.20 Site Assessment. The Contractor and contracted subcontractors are strongly encouraged to examine the project site before submitting a bid.

2.2.20.1 A Pre-bid Conference and walk-through is scheduled as noted within the preceding Table No. 2 herein. Due to the complexity of the project attendance is strongly encouraged, although not mandatory.

2.2.20.2 Additional site visits after the Pre-bid Conference may be scheduled. The Contractor must contact the Agency Contact Person listed within the preceding Table No. 2 herein to schedule a site visit. Allow a minimum of three (3) business days to schedule an appointment. Unscheduled visits are prohibited.

2.2.21 Temporary Facilities. It shall be the responsibility of the Contractor to provide any temporary facilities that may be required, including, but not limited to temporary toilets; water; fencing; barricades; lighting;

planking; signage; guardrails; etc. Accordingly, it shall be the responsibility of the Contractor to secure and maintain such items during the term of the work.

2.2.22 Time of Completion. The Contractor shall commence work under the ensuing contract on a date to be specified within the Notice to Proceed (NTP) form issued by the Agency and shall fully complete all work thereunder within 90 calendar days of execution of the NTP. NOTE: Any bidder that may have any concerns pertaining to the noted time of completion may bring this up at the Pre-bid Conference. Normal working hours shall be Monday through Friday, 8:00 AM to 4:30 PM ET. All other working hours require pre-approval. Provide a minimum of five (5) working days for approval and planning.

2.2.23 Tools/Equipment/Materials. The Contractor will ensure that at all times during the work tools, equipment, and material are handled, placed, and stored in a secure and safe manner so as to protect all parties, including, but not limited to, the Contractor's workers, Agency tenants and staff, and the public at large. The Contractor shall ensure that during non-working hours such items are not left unattended on the job site when such safety may be compromised. If applicable, as the building the Contractor will be working in is occupied by housing tenants, including a number of elderly/disabled or special needs persons, it will be especially important that traffic areas are clear for access and egress.

2.2.24 Weekends. Unless otherwise approved by the Agency in writing, the

Contractor shall not perform work on Agency property during a holiday or weekend days (Saturday or Sunday).

2.2.25 Work Standards. It is the responsibility of the Contractor to ensure that each worker provided by the Contractor shall be fully trained and qualified to provide any assigned work. Accordingly, all work provided shall be guaranteed by the Contractor to be performed in a workmanlike manner and in accordance with all applicable laws, codes, and/or regulations, including those issued by, but not limited to, the County of DeKalb (and/or, if applicable, any city jurisdiction therein in which work will be performed), and/or the State of Missouri, or any applicable Federal Agency. Smoking is prohibited within the building and within the building property boundaries.

3.0 BID FORMAT.

3.1 Two-step Bidding Process. All bidders will initially submit the documentation/ information detailed within the following listed Step #1 of Table No. 3. Then, the Agency anticipates that it will notify the apparent low bidder to submit, within 5 days after being notified to do so, the information detailed within the following detailed Step #2 within the same Table.

3.1.1 Tabbed Bid Submittal. As may be further described herein, the Agency intends to retain a Contractor pursuant to a “Low Bid” basis, also taking into consideration responsiveness and responsibility. Therefore, so that the Agency can properly evaluate the offers received, all bids submitted in response to this IFB must be formatted in accordance with the sequence noted within the table below. Each category must be separated by numbered index dividers, which number extends so that each tab can be located without opening the bid and labeled with the corresponding tab reference also noted below. None of the proposed services may conflict with any requirement the Agency has published herein or has issued by addendum.

[Table No. 4]

(1)

IFB Section

(2) Tab No.

(3)

Description

3.1.1.1 Step #1: Initial documentation/information to be

submitted by each bidder, where provided for on the eProcurement Marketplace prior to the posted bid submittal deadline.

3.1.1.1.1 1 Form of Bid. This Form is attached hereto as Attachment A to this IFB document. This 2-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the initial bid submittal.

3.1.1.1.2 2 form HUD-5369-A (11/92), Representations, Certifications, and Statements of Bidders, Public and Indian Housing Programs. This Form is attached hereto as Attachment B to this IFB document. This 4-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the bid submittal.

3.1.1.1.3 3 Bid Bond. If required, the Bid Bond as detailed within the following Section 3.4.1 herein.

3.1.1.1.5 NOTE: As directed within the following Section 3.2, bidders MUST NOT submit any pricing accompanying this above-mentioned documentation; pricing shall be submitted online only.

3.1.1.2 Step #2: Documentation/information to be submitted, within 5 days, only by the apparent low bidder when directed to do so by the Agency.

3.1.1.2.1 1 Licensing. Submit under this Tab the license(s) detailed within the following Section 5.4.4 herein.

3.1.1.2.2 2 Proposed Services. As more fully detailed within Section 2.0, Scope of Bid/Technical Specifications, of this document, and the Specifications and Drawings, Attachment H, attached hereto, the bidder shall, at a minimum, clearly detail within the information submitted under this tab documentation showing:

3.1.1.2.2.1 A brief description of the proposed safety and

quality assurance program.

3.1.1.2.2.2 Fully completed form HUD-2530 (02/2013), Previous Participation Certification, Attachment I, attached hereto.

3.1.1.2.2.3 Fully completed form HUD-51000 (/2014), Schedule

of Amounts for Contract Payments, Attachment G-5 attached hereto, one completed for each site (i.e., each Pricing Item as detailed within the following Table No. 4 herein).

3.1.1.2.3 3 Profile of Firm Form. The Profile of Firm Form is attached hereto as Attachment C to this IFB document. This 2-page Form must be fully completed, executed and submitted under this tab as a part of the bid submittal.

3.1.1.2.4 4 Managerial Capacity/Financial Viability. The bidder 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 bid’s qualifications to provide the services, including a description of the background and current organization of the firm.

3.1.1.2.5 5 Client Information. The bidder shall submit a listing of former or current clients, including multi-family housing (i.e., apartment complexes of a similar nature), for whom the bidder has performed similar or like services to those being proposed herein. The listing shall, at a minimum, include:

3.1.1.2.5.1 The client’s name;

3.1.1.2.5.2 The client’s contact name;

3.1.1.2.5.3 The client’s telephone number and e-mail address;

3.1.1.2.5.4 A brief narrative description and scope of the

service(s) and the dates the services were/are provided.

3.1.1.2.6 6 Subcontractor/Joint Venture Information (Optional Item). The bidder shall identify hereunder whether or not he/she intends to use any subcontractors for this job, if awarded, and/or if the bid is a joint venture with another firm. Such information pertaining to subcontractors shall include for each such firm the: firm name; name of contact person; telephone and email address; and the State of Missouri contractor license number.

3.1.1.2.7 7 If required, the Payment & Performance Bonds.

3.1.1.2.8 8 Other Information (Optional Item). The bidder may include hereunder any other general information that the bidder believes is appropriate to assist the Agency in its evaluation.

3.1.1.2.9 Insurance Certificates. The apparent successful bidder will also direct its insurance broker or carrier to deliver directly to the Agency (by email is preferred) the insurance certificates detailed within the following Sections 5.4.1 through 5.4.3 herein. NOTE: The apparent successful bidder will NOT deliver these certificates directly to the Agency, as the insurance broker or carrier will do so.

3.1.1.2.10 Optional Tabs. 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.

3.2 Entry of Proposed Fees.

3.2.1 The proposed fees shall be submitted by the bidder and received by the Agency, where provided for within the eProcurement Marketplace only. Do not submit, enter or refer to any fees or costs within the 3-tab bid submittal detailed within the preceding Section 3.0 herein— any bidder that does so may, at the Agency’s discretion, be rejected without further consideration.

3.2.2 Pricing Item(s). The proposed fees (Pricing Items) shall be submitted by the bidder and received by the Agency, where provided for within the eProcurement Marketplace only. Do not submit, enter, or refer to any fees or costs within the original bid submittal detailed within Section 3.0—any bidder that does so may be rejected without further consideration. Unless otherwise stated, the proposed fees are all-inclusive of all related costs that the successful bidder will incur to provide the noted services, including, but not limited to: employee wages and benefits; clerical support; overhead; profit; licensing; insurance; materials; supplies; tools;

equipment; long distance telephone calls; travel expenses; document copying not specifically otherwise agreed to by the Agency; etc.

[Table No. 5]

(1)

IFB

Section

(2) Pricing Item No.

(3)

Qty

(4)

U/M

(5)

Description

3.2.2.1 1 1 Each Firm-Fixed Fee to complete the Drives and Sidewalk Restoration (Phase II) construction work detailed herein, and especially within Attachment H, attached hereto.

3.3 Additional Information Pertaining to the preceding noted Pricing Items.

3.3.1 Entry of the Fees. Bidders are required to enter where provided within the eProcurement Marketplace a reasonable and realistic cost for the required work listed within the Pricing Items Description with the immediate-preceding Table No. 5 herein.

3.3.2 Review of the Entry of Proposed Fees. After a bidder has entered where provided within the eProcurement Marketplace his/her proposed unit costs for the Pricing Items, the Marketplace will automatically multiply the proposed unit costs by the listed quantities. The Agency strongly recommends that each bidder, after entering these proposed fees within the eProcurement Marketplace, print the receipt provided and review the entry to ensure that the bidder has entered the proposed fees correctly (the Marketplace will allow the bidder to immediately re-enter the Marketplace at any time prior to the posted deadline to correct any such entry). The bidder will NOT be able to correct this entry after the posted deadline has expired, which means that the Agency will utilize such entry, correct or incorrect, to determine the apparent low bidder.

3.3.3 Price Escalation. Pertaining to the ensuing contract, there shall be no escalation of the proposed costs allowed at any time during the awarded contract except for any legitimate change orders that may be approved by the Agency.

3.3.4 Prior Agency Approval Required. Please note that the successful bidder shall NOT conduct any additional work without the prior written authorization of the Agency representative. Failure to abide by this directive shall release the Agency of any obligation to pay the successful bidder for any work conducted without the noted prior written authorization.

3.3.5 No Deposit/No Retainer. The Agency will NOT pay any deposit or retainer fees at any time as a result of the award of the ensuing contract (though the Agency may consider, under certain circumstances a reasonable and justified payment for mobilization).

3.3.6 Davis Bacon Federal Wage Rates. As detailed within pertinent HUD and

Federal regulation, the Contractor is required to pay Davis-Bacon wage rates (for all “construction contracts in excess of $2,000”). The applicable Wage Rates pertaining to the work detailed herein are attached hereto and detailed within Attachment G-15. This work will be subject to all the requirements pertaining to Davis-Bacon work, including the applicable Federal forms and procedures (i.e., on-site interviews; certified payrolls;

etc.).

3.4 Bonds. As this solicitation pertains to public works or construction, the bonds that are required include (each required for construction bids and/or contracts in excess of $50,000):

3.4.1 Bid Bond. The bid bond or guarantee shall be included in the bid package submitted by each bidder for any proposed fee that is greater than $50,000 (please see the preceding Section 3.1.1.1.3 herein). This bond ensures that if awarded the contract, the bidder will accept and perform the work under the contract. It also ensures that the bidder will not attempt to withdraw or otherwise not fulfill the contract. Finally, the bid bond ensures that the bidder will execute the contractual documents that are required within the time specified in the solicitation or forfeit all or part of the guarantee. A certified check, bank draft, U.S. Government Bonds at par value, bid bond secured by an acceptable surety company, or other negotiable instrument may be accepted as a bid guarantee. If the successful bidder refuses to sign the contract after the award, the bid bond is forfeited, and the award will go to the next lowest responsive and responsible bidder. If a bid bond or guarantee is not submitted with the bid, the Agency will reject the bid as non-responsive. The Agency anticipates that it will not return any bid bonds until the contract has been awarded and the required performance and payments bonds have been furnished until all bids have been rejected; or the time specified for acceptance of bids has expired. In fairness to the other bidders, the Agency may also choose to return the bid bonds if the Agency has a firm and reasonable assurance that the responsive and responsible bidder who submitted the lowest cost will execute the contract.

3.4.2 Performance Bond. The performance bond is meant to ensure that the contract is successfully completed. The performance bond guarantees that if the Contractor is unable to complete the contract, the surety company will step in to finish the work. In the case of a letter of credit or cash escrow, the Agency may use these funds to complete the contract work.

3.4.3 Payment Bond. The payment bond is a method of ensuring that the

Contractor pays the subcontractors and suppliers. By requiring payment bonds, the Agency avoids becoming entangled in disputes concerning payment of subcontractors and suppliers by the general contractor. The surety underwriting the payment bond ensures the contractors and suppliers will be paid. Often, performance and payment bonds are combined into a single document. Failure to pay subcontractors for work performed in commercial contracts may often lead to the subcontractor filing a mechanic’s lien against property owners to obtain payment for services rendered. The Agency contract requires the payment bond to prevent this problem and ensure that no liens will be filed against any Agency building or a lot of ground. As a reminder, Clause 24 of form HUD- 5370, General Conditions of the Contract for Construction (Attachment G- 1, attached hereto) clearly forbid the placement of liens and is binding on any contractor, subcontractor, and material supplier.

3.4.4 Bonding Companies. An acceptable surety (bonding) company is one that is authorized to do business in the State of Missouri and is acceptable to HUD and the Agency. The surety must be listed on the most recently published U.S. Treasury Circular 570 (often referred to as the T-List).

Individual sureties are not permitted. Circular 570 is available from the U.S. Department of the Treasury, Financial Management Service, Surety Bond Branch, Room #262C, 401 14th Street, S.W., Washington, D.C.

20227. The T-List may also be accessed on the Internet at:

http://www.fms.treas.gov/c570/index.html.

3.4.5 Bonding Requirements. In order to encourage participation by a broad range of competitors, including small and minority firms, HUD has provided for alternate bid and contract guaranties. These apply to all construction projects greater than $50,000 (though, at the Agencies discretion, may apply to smaller projects), whether development or modernization, funded pursuant to the U.S. Housing Act of 1937, as amended. As a result, the contractors for all construction projects shall be required to submit the following bid and contract guarantees. Please note that only the bid bond is required at the time of bid; however, one of the purposes of the bid bond is to provide the Agency with assurance that the http://www.fms.treas.gov/c570/index.html successful bidder will indeed obtain the necessary performance and payment bonds. Required bonds include a bid guarantee from each bidder, equivalent to 5% of the bid price and, from the successful bidder, one of the following:

3.4.5.1 A performance and payment bond for 100% of the contract price; or

3.4.5.2 Separate payment and performance bonds each for 50% or more of the contract price; or

3.4.5.3 A 20% cash escrow; or

3.4.5.4 A 25% irrevocable letter of credit.

3.4.6 Inadequate Surety. If the low bidder fails to provide an acceptable assurance of completion (payment and performance bonds) after the award of the contract, the Agency may consider the bid guarantee forfeited and notify the surety company. The contract is then terminated for default. The amount to be recovered from the bid bond or guarantee will typically equal at least the difference between the defaulted bid and the next higher acceptable bid or the amount by which the bid accepted by re-soliciting exceeds the defaulted contract.

3.5 Bid Submission. All bids, both the proposed pricing and the required forms, must be submitted, where provided for within the eProcurement Marketplace.

3.5.1 Late Bids. Bids received after the published deadline will not be accepted or considered.

3.5.2 Submission Conditions. DO NOT FOLD OR MAKE ANY ADDITIONAL MARKS, NOTATIONS OR REQUIREMENTS ON THE DOCUMENTS TO BE SUBMITTED!

Bidders are not allowed to change any requirements or forms contained herein, either by making or entering onto these documents or the documents submitted any revisions or additions; and if any such additional marks, notations or requirements are entered on any of the documents that are submitted to the Agency by the bidder, doing such may invalidate that bid. If, after accepting such a bid, the Agency decides that any such entry will not change the intent of the bid that the Agency intended to receive, the Agency may accept the bid and the bid shall be considered by the Agency as if those additional marks, notations, or requirements were not entered on such. By accessing the eProcurement Marketplace, registering, and downloading these documents, each prospective bidder that does so thereby agrees to confirm all notices that the Agency delivers to him/her as instructed, and by submitting a bid, the bidder thereby agrees to abide by all terms and conditions published herein and by addendum pertaining to this IFB.

3.5.2 Submission Responsibilities. It shall be the responsibility of each bidder to be aware of and to abide by all dates, times, conditions, requirements, and specifications set forth within all applicable documents issued by the Agency, including the IFB document, the documents listed within the following Section 3.9, and any addenda and required attachments submitted by the bidder. By virtue of completing, signing, and submitting the completed documents, the bidder is stating his/her agreement to comply with all conditions and requirements set forth within those documents. Written notice from the bidder not authorized in writing by the CO to exclude any of the Agency requirements contained within the documents may cause that bidder to not be considered for award.

3.6 Bidder’s Responsibilities — Contact with the Agency. It is the responsibility of the bidder to address all communication and correspondence pertaining to this IFB process to the CO only. Bidders must not make inquiry or communicate with any other Agency staff member or official (including members of the Board of Commissioners) pertaining to this IFB. Failure to abide by this requirement may be cause for the Agency to not consider a bid submittal received from any bidder who may not have abided by this directive.

3.6.1 Addenda. All questions and requests for information must be addressed in writing to the CO. The CO will respond to all such inquiries in writing by addendum to all prospective bidders (i.e. firms or individuals that have obtained the IFB Documents). During the IFB solicitation process, the CO will NOT conduct any ex parte (a substantive conversation—”substantive” meaning, when decisions pertaining to the IFB are made—between the Agency and a prospective bidder when other prospective bidders are not present) conversations that may give one prospective bidder an advantage over other prospective bidders. This does not mean that prospective bidders may not call the CO—it simply means that, other than making replies to direct the prospective bidder where his/her answer has already been issued within the solicitation documents, the CO may not respond to the prospective bidder’s inquiries but will direct him/her to submit such inquiry in writing so that the CO may more fairly respond to all prospective bidders in writing by addendum.

3.7 Pre-bid Conference and Walk-through of the Site. The scheduled pre-bid conference identified on Page 2 of this document is, pursuant to HUD regulation, not mandatory. Many prospective bidders have previously responded to an IFB with a multi-tabbed submittal and feel comfortable doing so without attending the pre-conference. Typically, such conferences last 1 hour or less (not including the ensuing walk-through of the properties, if the bidder chooses to do so), though such is not guaranteed. The purpose of this conference is to assist prospective bidders in having a full understanding of the IFB documents so that he/she feels confident in submitting an appropriate bid; therefore, at this conference the Agency will conduct an overview of the IFB documents, including the attachments. Prospective bidders may also ask questions, though the CO may require that some such questions are delivered in writing prior to a response. Whereas the purpose of this conference is to review the IFB documents, attendees should bring a copy of the IFB documents to this conference; however, the Agency will not distribute at this conference any copies of the IFB documents.

3.8 Recap of Attachments. It is the responsibility of each bidder to verify that he/she has downloaded the following attachments pertaining to this IFB, which are hereby by reference included as a part of this IFB:

[Table No. 6]

(1)

IFB

Section

(2) Document

No.

(3)

Attachment

(4)

Attachment Description

3.8.1 1.0 This IFB Document

3.8.2 2.0 A Form of Bid

3.8.3 3.0 B form HUD-5369-A (11/92), Representations, Certifications, and Other Statements of Bidders, Public and Indian Housing Programs

3.8.4 4.0 C Profile of Firm Form

3.8.5 5.0 D Section 3 Explanation

3.8.6 6.0 E form HUD-5369 (11/92), Instructions to Bidders for Contracts, Public and Indian Housing Programs

3.8.7 7.0 F Supplemental Instructions to Bidders & Contractors (SIBC)

3.8.8 8.0 G Agency Sample Contract Form (PLEASE NOTE: This contract and the noted appendices are being given as a sample only—the Agency reserves the right to revise any clause herein and/or to include within the ensuing contract any additional clauses that the Agency feels is in its best interests to do so.)

3.8.8.1 8.1 G-1 Sample Contract Appendix No. 1: form HUD-5370 (1/2014), General Conditions for Construction Contracts-Public Housing Programs

3.8.8.1.1 8.1.1 G-1.1 Sample Contract Appendix No. 1.1:

Supplemental conditions pertaining to form HUD-5370 (1/2014), General Conditions for Construction Contracts- Public Housing Programs

3.8.8.2 8.2 G-2 Sample Contract Appendix No. 2: HUD- 92554M (Rev. 04/11), Supplementary Conditions of the Contract for Construction

3.8.8.3 8.3 G-3 Sample Contract Appendix No. 3: form HUD-2554, Supplementary Conditions of the Contract for Construction

3.8.8.4 8.4 G-4 Sample Contract Appendix No. 4: Form HUD-4010 (06/2009), Federal Labor Standards Provisions

3.8.8.5 8.5 G-5 Sample Contract Appendix No. 5: form HUD-51000 (1/2014), Schedule of Amounts for Contract Payments

3.8.8.6 8.6 G-6 Sample Contract Appendix No. 6: form HUD-51001 (1/2014), Periodic Estimate for Partial Payment

3.8.8.7 8.7 G-7 Sample Contract Appendix No. 7: form HUD-51002 (1/2014), Schedule of Change Orders

3.8.8.8 8.8 G-8 Sample Contract Appendix No. 8: form HUD 51003 (1/2014), Schedule of Materials Stored

3.8.8.9 8.9 G-9 Sample Contract Appendix No. 9: form HUD-51004 (1/2014), Summary of Materials Stored

3.8.8.10 8.10 G-10 Sample Contract Appendix No. 10: form HUD-5372 (1/2014), Construction Progress Schedule

3.8.8.11 8.11 G-11 Sample Contract Appendix No. 11: form WH-347 (Dec. 2008), Payroll

3.8.8.12 8.12 G-12 Sample Contract Appendix No. 12: Form HUD-11 (8/2004), Record of Employee Interview

3.8.8.13 8.13 G-13 Sample Contract Appendix No. 13: form HUD 50071 (01/14), Certification of Payments to Influence Federal Transactions (NOTE: This form will only be completed and included as a part of the ensuing contract if the Agency anticipates that total awards pursuant to the ensuing contract may or will exceed $100,000.)

3.8.8.14 8.14 G-14 Sample Contract Appendix No. 14:

Standard Form LLL (Rev. 01/14), Disclosure of Lobbying Activities (NOTE:

This form will only be completed and included as a part of the ensuing contract if the Contractor designates an affirmative answer to Item No. (2) within the immediate identified form 50071.)

3.8.8.15 8.15 G-15 Sample Contract Appendix No. 15: Current Davis-Bacon General Wage Decision

3.8.8.16 8.16 G-16 Sample Contract Appendix No. 16: Section 3 Contract Information

3.8.8.17 8.17 G-17 Sample Contract Appendix No. 17: Low-income Resident Hiring Plan

3.8.8.18 8.18 G-18 Sample Contract Appendix No. 18: Sample Notice to Proceed form.

3.8.9 9.0 H Site Plan, Drawings, Specifications [IMPORTANT NOTE: In the case of any conflict or discrepancy between the information listed within this document (as compared to any information listed within this IFB 1.0 Document, the information within this IFB 1.0 Document shall take precedence over the information listed within the attached Attachment H.]

3.810 10.0 I form HUD-2530 (2/2013), Previous Participation Certification

3.8.11 11.0 J NOTE: Pertaining to the immediate-following listed bond forms, please see the information detailed within the following Section 3.9.13 herein

3.8.11.1 11.1 J-1 Standard Form 24 (10/98), Bid Bond

3.8.11.2 11.2 J-2 Standard Form 25A (8/2016), Payment Bond

3.8.11.3 11.3 J-3 Standard Form 25 (8/2016), Performance Bond

3.8.12 12.0 K Agency Profile of Properties

3.8.13 Sample Bond Forms. Pertaining to the Bond forms identified within this Table No. 5 (Attachments J-1, J-2, and J-3), use of these specific forms is not required; these forms are given as a sample only. A bond form from a Circular 570-compliant surety will NOT be accompanied with these forms but will be submitted on the Surety’s form;

accordingly, these forms will most typically be utilized in the case of the Contractor submitting a cash bond or an irrevocable letter of credit.

4.0 BID EVALUATION.

4.1 Public Bid Opening. At the set date and time, all bids received will be opened and publicly read aloud by the CO, including the company name of the bidder and the total calculated costs proposed. At the bid opening the Agency will only disclose the following information: (a) The company name of each bidder; and (b) the calculated total amount bid. A copy of the bid tabulation or recap recorded will be made available to each member of the public attending such opening and to anyone who requests such afterwards. The bids will not be made available for inspection by anyone at this time; the Agency will, at a later time, review all bids in detail and will, in a timely manner (typically within 5 days), notify all bidders of any bidder that is, as a result of the more detailed inspection of bids submitted, ruled to be non-responsive or not-responsible (please remember, as detailed within Section 8(d) of form HUD-5369 and Section 7(b)(3) of form HUD-5369-B, the Agency reserves the right to, as determined by the Agency, “waive informalities and minor irregularities” in the offers received.