1.0 - Rehab of 30 Vacant Housing Units (IFB Document).pdf

INVITATION FOR BIDS (IFB)

No. B26003

Rehabilitation of 30 Vacant Housing Units

INVITATION FOR BIDS (IFB) No. B26003, Rehabilitation of 30 Vacant Housing Units

HOUSING AUTHORITY OF PADUCAH, KY

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 Proposed Fees 17

3.3 Additional Information Pertaining to the Pricing Items 17

3.4 Bonds 21

3.5 Bid Submission 23

3.6 Bidder's Responsibilities — Contact with the Agency 23

3.7 Bidder's Responsibilities — Equal Employment Opportunity and Supplier Diversity

3.8 Pre-bid Conference 26

3.9 Recap of Attachments 26

4.0 Bid Evaluation 30

4.1 Public Opening 30

4.2 Responsive Evaluation 30

4.3 Responsible Evaluation 30

4.4 Restrictions 30

5.0 Contract Award 31

5.1 Contract Award Procedure 31

5.2 Contract Conditions 31

5.3 Contract Period 32

5.4 Licensing and Insurance Requirements 32

5.5 Contract Services Standards 32

5.6 Prompt Return of Contract Documents 33

Index of Tables 33

INTRODUCTION

he Housing Authority of Paducah (hereinafter, “the Agency”) is a public entity to provide federally subsidized housing and housing assistance to low-income families, within the City of

Paducah, KY. 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 manages the following detailed housing units: (a) 855 Low-income Public Housing (PHA) units. The Agency currently has approximately 28 full-time and 4 part-time 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 services noted herein.

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 Mr.

Manley.)

Dustin Manley, IT Support – Procurement Specialist

Telephone: (270)450-4224

E-mail: dmanley@paducahhousing.com

TDD/TTY: (800)648-6056

HOW TO OBTAIN THE IFB DOCUMENTS ON THE

EPROCUREMENT MARKETPLACE

1. Access https://ha.internationaleprocurement.com/

2. (no “www”).

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

4. Follow the listed directions.

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

PRE-BID CONFERENCE & WORKSITE

WALKTHROUGH

Wednesday, June 17th, 2:00 PM CT 2304 Ohio Street, Paducah, KY 42003

QUESTION SUBMITTAL DEADLINE Friday, June 22, 2026, 2:00 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. As instructed within Section 3.0 of the IFB document, submit 1 copy of your sealed “hard copy” bid submittal to the Agency Administrative Office.

BID SUBMITAL RETURN & DEADLINE *Friday, June 26, 2026, 2:00 PM CT 2330 Ohio Street, Paducah, KY 42003 (The proposed costs must be entered within the aforementioned eProcurement Marketplace and the “hard copy” documentation must be received in-hand and time-stamped by the Agency by no later than 3:00 PM CT on this date).

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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 10-days 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 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 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. Have 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 reject any bid submitted that does not conform to any of the requirements detailed herein. By accessing the eProcurement Marketplace (hereinafter, the “eProcurement 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 eProcurement 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.

1.9 Right to Reject – Obtaining Competitive Solicitation Documents. The eProcurement

Marketplace is the only official and appropriate venue to obtain the 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 eProcurement 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 eProcurement 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 construction services:

2.1 General Scope of Work. The work shall consist of furnishing all labor and equipment to provide the noted renovations at the following listed housing units, as specified herein, and especially as detailed within the following noted Attachments, each attached hereto. [NOTE: The Agency is providing all related materials and fixtures for this work.]

2.1.1 212 Wall St., Apt. 4, Paducah, KY 42003; and,

2.1.2 819 N. 7th St., Apt. 2, Paducah, KY 42003; and,

2.1.3 819 N. 7th St., Apt. 3 (Upstairs), Paducah, KY 42003; and,

2.1.4 1218 Walter Jetton Blvd., Apt. 1, Paducah, KY 42003; and,

2.1.5 2437 S. 25th St., Apt. 8 (Upstairs), Paducah, KY 42003; and,

2.1.6 323 Fountain, #4 Up, Paducah, KY 42003; and,

2.1.7 323 Fountain, #1, Paducah, KY 42003; and,

2.1.8 323 Fountain, #2, Paducah, KY 42003; and,

2.1.9 323 Fountain, #3 Up, Paducah, KY 42003; and,

2.1.10 811 N. 7th St., Apt. 3, Paducah, KY 42003; and,

2.1.11 2437 S. 25th St., Apt. 2, Paducah, KY 42003; and,

2.1.12 2437 S. 25th St., Apt. 3, Paducah, KY 42003; and,

2.1.13 2437 S. 25th St., Apt. 6, Paducah, KY 42003; and,

2.1.14 2437 S. 25th St., Apt. 7, Paducah, KY 42003; and,

2.1.15 2915 Marquess, Apt. 1, Paducah, KY 42003; and,

2.1.16 2915 Marquess, Apt. 2, Paducah, KY 42003; and,

2.1.17 811 N. 7th St., Apt. 2, Paducah, KY 42003; and,

2.1.18 812 N. 8th St., Apt. 1, Paducah, KY 42003; and,

2.1.19 819 N. 7th St., Apt. 5, Paducah, KY 42003; and,

2.1.20 2408 Ohio, Apt. 3, Paducah, KY 42003; and,

2.1.21 2437 S. 25th St., Apt. 4, Paducah, KY 42003; and,

2.1.22 2437 S. 25th St., Apt. 5, Paducah, KY 42003; and,

2.1.23 711 N. 7th St., Apt. 4, Paducah, KY 42003; and,

2.1.24 714 N. 8th St., Apt. 2, Paducah, KY 42003; and,

2.1.25 724 S. 4th St., Paducah, KY 42003; and,

2.1.26 726 S. 4th St., Paducah, KY 42003; and,

2.1.27 728 S. 4th St., Paducah, KY 42003; and,

2.1.28 730 S. 4th St., Paducah, KY 42003; and,

2.1.29 925 N. 11th St., Paducah, KY 42003; and,

2.1.30 1421 S. 9th St., Paducah, KY 42003.

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 any 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 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. Mark 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 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 in such matters within 3 workdays of receipt, though such 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.

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

2.2.4.1 A separate payment request for the retainage;

2.2.4.2 A one-year warranty letter from the Contractor;

2.2.4.3 Consent of Surety to Final Payment;

2.2.4.4 Contractor’s Affidavit of Release of Liens;

2.2.4.5 Contractor’s Certificate and Release; and

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

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

2.2.5.1 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.

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

2.2.5.3 A 10% retainage will be held on each payment request. A separate payment request for the return of the retainage will be required at the completion of the work.

2.2.5.4 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

2.2.5.4.1 G-6 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.

2.2.5.4.2 G-7 form HUD-51001 (1/2014), Periodic Estimate

for Partial Payment

2.2.5.4.3 G-8 form HUD-51002 (1/2014), Schedule of Change

Orders

2.2.5.4.4 G-9 form HUD 51003 (1/2014), Schedule of

Materials Stored

2.2.5.4.5 G-10 form HUD-51004 (1/2014), Summary of

Materials Stored

2.2.5.4.6 G-11 form HUD-5372(1/2014), Construction Progress

Schedule

2.2.5.4.7 G-12 All relevant Subcontractors Weekly Certified

Payrolls must accompany the payment request utilizing form WH-347

2.2.5.4.8 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.

2.2.5.5 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:

2.2.5.5.1 The request for payment is consistent with the

Agency-approved schedule of amounts for contract payments;

2.2.5.5.2 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);

2.2.5.5.3 The work covered by the request for payment

has been performed in accordance with the construction documents;

2.2.5.5.4 The Periodic Estimate for Partial Payment has

been properly executed on all applicable supporting documentation submitted; and

2.2.5.5.5 The Contractor has submitted all required

reports such as payroll reports.

2.2.5.6 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.

2.2.6 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.).

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

Debris from work must be removed from living areas.

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

2.2.6.3 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.

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

2.2.7 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.

2.2.7.1 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 assure timely delivery of materials.

2.2.8 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:

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

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

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

2.2.8.4 When the Contractor has completed all the 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.

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

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

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

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

2.2.8.9 If the final punch list items are not complete at the time of the final the retainage will be withheld until final acceptance by the Agency.

2.2.9 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.

2.2.10 Maintenance Manuals (if applicable). Organize maintenance data into sets of manageable size. 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:

2.2.10.1 Maintain Emergency instructions;

2.2.10.2 Spare parts list;

2.2.10.3 Copies of warranties;

2.2.10.4 Wiring diagrams;

2.2.10.5 Recommended "turn around" cycles;

2.2.10.6 Inspection procedures; and

2.2.10.7 Shop Drawings and Product Data.

2.2.11 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:

2.2.11.1 Maintenance manuals;

2.2.11.2 Spare parts and materials;

2.2.11.3 Tools;

2.2.11.4 Lubricants;

2.2.11.5 Control sequences;

2.2.11.6 Hazards;

2.2.11.7 Warranties and bonds;

2.2.11.8 Maintenance agreements and similar continuing

commitments;

2.2.11.9 Start up and shutdown;

2.2.11.10 Emergency operations;

2.2.11.11 Noise and vibration adjustments; and

2.2.11.12 Safety procedures.

2.2.12 “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 2, 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).

2.2.13 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.

2.2.13.1 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. Relating to such interviews, please also see form HUD-11 (08/2004), Attachment G-13, attached hereto.

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

2.2.15 Required Licensing. The Contractor(s) shall be in possession of any current appropriate licensing that may be required by the County of Talladega (and/or, if applicable, any city jurisdiction therein in which work will be performed) and/or the State of Alabama. In accordance with the State of Alabama Licensing Board for General Contractors and Rules and Regulations book, it states in Section 34-8-1:…“a “general contractor” is defined to be one who, for a fixed price, commission, fee, or wage undertakes to construct or superintend or engage in the construction, alteration, maintenance, repair, rehabilitation, remediation, reclamation, or demolition of any building,… structure, site work,…paving, or project to any improvement in the State of Alabama where the cost of the undertaking is fifty thousand dollars ($50,000) or more, shall be deemed and held to have engaged in the business of general contracting in the State of Alabama.” Furthermore, in Section 230-X-1-.07 Amount of Contract it states: “in determining the amount of the contract, labor and materials cannot be separated. A contract cannot be divided into separate parts to evade the contractor’s law. Any division of a contract into parts of less than $50,000 or more will be treated as one contract totaling the amount of these parts combined.

2.2.16 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 retainage held will be paid by the Agency to the Contractor.

2.2.17 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.

2.2.18 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 the normal work hours.

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

2.2.19.1 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.

2.2.19.2 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.

2.2.20 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.

2.2.21 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 CT. All other working hours require pre-approval. Provide a minimum of five (5) working days for approval and planning.

2.2.22 Tools/Equipment/Materials. The Contractor shall 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.

2.2.23 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).

2.2.24 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 Talladega (and/or, if applicable, any city jurisdiction therein in which work will be performed), and/or the State of Alabama, 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 unfolded within a sealed envelope by all bidders 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 required 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, and the Additional Drawings and Specifications, Attachments H, H-1, and H-2, each 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-6 attached hereto, one completed for each site (i.e., each Pricing Item as detailed within the following Table No. 4 herein).*

3.1.1.2.2.4 *NOTE: Based on the amount of the eventual award (meaning, for smaller awards), the requirements to completed and submit either of these two immediate-preceding-noted forms may, at the Agency’s discretion, be waived by the Agency for the apparent successful bidder.

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 Equal Employment Opportunity/Supplier Diversity.

The bidder must submit under this tab a copy of its Equal Opportunity Employment Policy and a complete description of the positive steps it will take to ensure compliance, to the greatest extent feasible, with the regulations detailed within the following Section 3.7 herein pertaining to supplier diversity (i.e., small, minority-, and women-owned businesses).

3.1.1.2.7 7 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 Alabama contractor license number.

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—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 initial 3-tab “hard copy” bid submittal detailed within Section 3.0— any bidder that does so may, at the Agency’s discretion, be rejected without further consideration. Further, there is not a charge by the Marketplace to the bidders for entering any of these costs on-line.

3.2.2 Pricing Items. Unless otherwise stated herein, the proposed fees are all-inclusive of all related costs that the successful bidder will incur to provide the eProcurement Marketplace, including, but not limited to:

employee wages and benefits; clerical support; overhead; profit;

licensing; insurance; materials; supplies; tools; equipment; long distance telephone calls; travel; and document copying not specifically agreed to by the Agency; etc.

[Table No. 5]

(1)

IFB

Section

(2) Prici ng

Item No.

(3)

Qty

(4)

U/M

(5)

Description

3.2.2.1 1 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 212 Wall St., Apt. 4

3.2.2.2 2 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 819 N. 7th St., Apt. 2

3.2.2.3 3 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 819 N. 7th St., Apt. 3

3.2.2.4 4 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 1218 Walter Jetton Blvd., Apt. 1

3.2.2.5 5 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 2437 S. 25th St., Apt. 8 (Upstairs)

3.2.2.6 6 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 323 Fountain, #4 Up,

3.2.2.7 7 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 323 Fountain, #1

3.2.2.8 8 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 323 Fountain, #2

3.2.2.9 9 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 323 Fountain, #3 Up

3.2.2.10 10 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 811 N. 7th St., Apt. 3

3.2.2.11 11 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 2437 S. 25th St., Apt. 2

3.2.2.12 12 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 2437 S. 25th St., Apt. 3

3.2.2.13 13 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 2437 S. 25th St., Apt. 6

3.2.2.14 14 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 2437 S. 25th St., Apt. 7

3.2.2.15 15 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 2915 Marquess, Apt. 1

3.2.2.16 16 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 2915 Marquess, Apt. 2

3.2.2.17 17 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 811 N. 7th St., Apt. 2

3.2.2.18 18 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 812 N. 8th St., Apt. 1

3.2.2.19 19 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 819 N. 7th St., Apt. 5

3.2.2.20 20 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 2408 Ohio, Apt. 3

3.2.2.21 21 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 2437 S. 25th St., Apt. 4

3.2.2.22 22 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 2437 S. 25th St., Apt. 5

3.2.2.23 23 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 711 N. 7th St., Apt. 4

3.2.2.24 24 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 714 N. 8th St., Apt. 2

3.2.2.25 25 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 724 S. 4th St.

3.2.2.26 26 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 726 S. 4th St.

3.2.2.27 27 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 728 S. 4th St

3.2.2.28 28 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 730 S. 4th St.

3.2.2.29 29 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 925 N. 11th St.

3.2.2.30 30 1 Each Firm-fixed Fee to complete the construction rehabilitation work at 1421 S. 9th St.

3.3 Additional Information pertaining to the preceding listed Pricing Items.

3.3.1 Quantities. All quantities entered by the Agency herein (especially within the immediate-preceding Table No. 5) and within the corresponding Pricing Items within the eProcurement Marketplace are for calculating purposes only. As may be further detailed herein, the Agency does not guarantee any minimum or maximum amount of work as a result of any award ensuing from this IFB, as the Agency anticipates that the ensuing contract may be a Requirements Contract, in which case the Agency shall retain one contractor only and shall retain the right to order from that contractor (successful bidder), on a task order basis, any amount of services the Agency requires. Please note the immediate following exception to the aforementioned “Requirements Contract” language.

3.3.1.1 Exception to 3.3.1. Though the Agency anticipates that it will may award to one firm only, the Agency retains the right to, at any time during the ensuing contract period(s), complete award to more than one contractor if the Agency determines that such is in its best interests. If such occurs, the ensuing contract(s) awards shall become an Indefinite Quantities Contract (IQC), and the following clause shall apply:

3.3.1.1.1 Guaranteed Contract Minimum Amount and

Not-to-exceed Maximum Amount. As may be further detailed herein, most specifically within the preceding Section 3.3.1.1, if the ensuing contract becomes an Indefinite Quantities Contract (IQC), which, pursuant to HUD regulation, requires the Agency to award to each responsive and responsible contractor a Guaranteed Contract Minimum Amount (GCMA) and a Not-to-exceed Maximum Contract Amount (NMCA) of work, those required annual minimum and maximum contract levels are: (a) GCMA:

$2,000; (b) NMCA: $200,000 (each shall be annual amounts).

3.3.1.1.2 Right to Divide Awards. The Agency will be

pleased to award all the work (meaning, for all four of the Pricing Items), to one bidder only;

however, if the lowest overall bidder is unable to complete in a timely manner all of the work listed, the apparent low bidder must inform the Agency of such. If such occurs, the Agency will allow the apparent low bidder to only receive an award for the Pricing Items that the bidder can complete timely, then the Agency reserves the right to award the work for the “other” Pricing Items (i.e., the work that the low bidder has declared he/she cannot complete timely) to the next-low bidder for each Pricing Items.

3.3.2 IMPORTANT NOTICE!!! Entry of Proposed Fees. Except as provided for otherwise, bidders must submit, where provided within the noted eProcurement Marketplace, a realistic cost for each and every Pricing Item detailed within the preceding Table No. 5 herein. The eProcurement Marketplace will automatically perform all required calculations.

3.3.2.1 Realistic Cost for each Pricing Item. Each bidder is strongly encouraged to enter where provided within the eProcurement Marketplace a realistic cost for the Pricing Item. For example, if a bidder enters what the Agency deems to be an unrealistic sum such as $50,000 Pricing Item (bidders typically do so in an effort to improve their position in regards receiving an award), then the $50,000 is what the successful bidder will charge the Agency to complete all of the construction work that the Agency has listed herein and within Attachments H and H-1, attached hereto. Accordingly, it is the Agency’s opinion that it is very much in the best interests of the bidder to propose a realistic firm-fixed fee for the Pricing Item. If, despite this warning, the successful bidder proposes a fee that the Agency deems is not realistic, then the Agency reserves the right to declare that the bidder is non-responsive and the Agency may reject the bidder’s offer.

3.3.2.1.1 Review 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 firm-fixed fee that the Agency has published. The Agency strongly recommends that each bidder, after entry of 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.

3.3.2.1.2 No Post-submittal Deadline Corrections

Allowed. The Agency WILL NOT, after the submittal deadline, negotiate an increase to any unit costs or fees proposed prior to the submittal deadline; accordingly, bidders are strongly cautioned to submit a realistic price for the Pricing Items identified within the preceding Table No. 5 herein.

3.3.2.1.3 Review 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 entry of 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, calculated who the apparent low bidder is.

3.3.3 No Escalation of Firm-fixed Fees. There shall be no escalation of the proposed firm-fixed fee amounts proposed and awarded at any time during the ensuing contract periods (except for, as designated by HUD, appropriate Agency-approved change orders awarded for “unforeseen conditions” within the general scope of work).

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 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 is attached hereto and detailed within Attachment G-16. 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 $40,000):

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 $40,000 (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 award, the bid bond is forfeited, and an 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 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 Alabama 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 an alternate bid and contract guaranties. These apply to all construction projects greater than $40,000 (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 time of bid; however, one of the purposes of the bid bond is to provide the Agency with assurance that the 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 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.

3.4.7 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 (via delivery of a Task Order, which may take the form of an e-mail).