The Housing Authority of the City of Decatur, Alabama

INVITATION FOR BIDS

IFB NO. DHA2026-07

REMEDIATION & REPAIRS TO BURN UNIT

LOCATED AT 1505-B STREET

BIDS DUE:

SEPTEMBER 23, 2026, at 2:00 P.M.

INVITATION FOR BIDS (IFB) No. DHA2026-07 REMEDIATION & REPAIRS TO BURN UNIT

(1505-B STREET)

THE HOUSING AUTHORITY OF THE CITY OF DECATUR, AL

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 Environmental Remediation 8

2.2 Contractor Responsibilities (in alpha order) 8

3.0 Bid Format 16

3.1 Tabbed Bid Submittal 16

3.2 Entry of Proposed Fees 18

3.3 Additional Information Pertaining to the Pricing Items 19

3.4 Bonds 21

3.5 Bid Submission 23

3.6 Bidder's Responsibilities — Contact with the Agency 23

3.7 Pre-bid Conference 25

3.8 Recap of Attachments 26

4.0 Bid Evaluation 27

4.1 Public Opening 27

4.2 Responsive Evaluation 27

4.3 Responsible Evaluation 28

4.4 Restrictions 28

5.0 Contract Award 28

5.1 Contract Award Procedure 28

5.2 Contract Conditions 28

5.3 Contract Period 29

5.4 Licensing and Insurance Requirements 29

5.5 Contract Services Standards 30

5.6 Prompt Return of Contract Documents 30

INTRODUCTION

The Housing Authority of the City of Decatur, Alabama (hereinafter, “the Agency or Decatur Housing Authority”) is a quasi-municipal corporation authorized by the State of Alabama, Morgan County, to operate in the City of Decatur, Alabama. Decatur Housing Authority is governed by a five-member Board of Commissioners (Board) that is appointed by the mayor and serves staggered five-year terms. The Board is the policy-making body of Decatur Housing Authority.

Currently, Decatur Housing Authority owns and/or administers 3 individual Asset Management Projects (AMPs), comprised of 600 public housing units. The Agency also administers 56 apartment units, and 40 scattered site single-family rental homes owned and rented by Decatur Housing Development Corporation (hereinafter, “DHDC”). In addition, THE AGENCY administers 730 Section 8/Housing Choice Vouchers. The Agency currently has approximately 29 full-time regular employees and 1 part-time employee.

Your response to the Scope of Services and/or Technical Specifications must be complete, as it will become part of any contractual agreement. We appreciate the investment of time and resources firms are making by participating in this process. All submitted bids shall be evaluated for responsiveness to the requirements of the Invitation for Bids (“IFB”). Those responses, not in accordance with the Invitation for Bids shall be deemed non-responsive and eliminated from further evaluation.

IFB INFORMATION AT A GLANCE

DECATUR HOUSING AUTHORITY

CONTACT PERSON

John Doughtery, Construction Inspector Email: decaturprocurement@gmail.com

HOW TO OBTAIN THE IFB

DOCUMENTS ON THE APPLICABLE

INTERNET SITE

1. To Access and Download Documents no www https://ha.internationaleprocurement.com/requests.html?company_id=9513

2. Click on the “Login” or “Register your company button in the upper left side. Follow the listed directions.

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

PRE-SUBMISSION CONFERENCE

September 8, 2026, at 10:00 A.M. CST Decatur Housing Authority 1505-B Street NW (Sterrs Property), Decatur, AL 35601

QUESTION SUBMITTAL DEADLINE no later than seven (7) business days before bidding due date.

Via internet system or email

All questions pertaining to this IFB must be submitted in writing. Oral communications are discouraged the Agency will not be bound by any oral answers or interpretations of the IFB. Written question may be submitted via the internet system or via email.

decaturprocurement@gmail.com

BID SUBMITTAL RETURN & DEADLINE

September 23, 2026, at 2:00 P.M. CST Sealed bids are due at the following location:

Housing Authority of the City of Decatur 100 Wilson Street N.E., 12th Floor

Decatur, AL 35601 Submittal package must have the following notation on the bottom left-hand corner “IFB for: Repairs to Burn Unit, September 23, 2026, at 2:00 p.m.- Enclose. Documentation must be received in-hand time verifiable by the Agency no later than 2:00 p.m. CST.

https://ha.internationaleprocurement.com/requests.html?company_id=9513 mailto:joe.pester@edtinc.net

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 Award. Right not to award a contract pursuant to this IFB. Right to award by individual service, group of services, or as a total, whichever is deemed most advantageous to

DHA.

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 Contractors.

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

1.5 Right to Retain Bids. Retain all Bids submitted and do not permit withdrawal for a period of 90 days subsequent to the deadline for receiving bids without the written consent of the Agency’s Executive Director (ED), who serves as the Contracting Officer (CO).

1.7 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.

1.8 No Obligation to Compensate. The Agency has no obligation to compensate any bidder for any costs incurred in responding to this IFB.

1.9 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 Housing Agency Marketplace ha.economicengine.com Internet System (hereinafter, the “noted Internet System” or the “System”) 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 noted Internet System, 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 time frame shall relieve the Agency, but not the prospective proposer, of any responsibility pertaining to such issue.

1.10 Right to Reject – Obtaining Competitive Solicitation Documents. The ha.economicengine.com Internet-based software is the only official and appropriate venue to obtain the IFB documents (and any other information pertaining to this IFB such as addenda).

Accordingly, by submitting a response to this IFB the respondent thereby affirms that he/she obtained all information on the noted software. Any other group such as an association or 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 noted Internet-based software to obtain the documents. The Agency will reject without consideration any response submitted from a firm that has not obtained the documents from the noted Internet-based software or Decatur Housing Authority.

2.0 SCOPE OF WORK/TECHNICAL SPECIFICATIONS. The Decatur Housing Authority is seeking qualified contractors to supply all necessary labor, materials, tools, and equipment required to perform the following services.

2.1 General Scope of Work. Decatur Housing Authority has the need of a Contractor with professional competence and experience to provide removal and disposal of environmental hazard and provide repairs to a burn unit located at 1505-B Street, Decatur, AL. The attached reports provided by Terrell Technical Services, Inc., details the Environmental Assessments and the Sampling Events and Analysis for the property.

Although DHA has attempted to identify all of the needs, the scope or work may or may not be all-inclusive.

• Remove all 5/8 drywall from ceiling and the two layers of half inch above that, throughout the unit.

• Remove all R 30 batt insulation from the ceiling area throughout the unit.

• Remove all electrical fixtures and wiring to include the main breaker panel box and bathroom ceiling vent throughout the unit

• Remove all 1/2" drywall from walls throughout the unit making sure all nails and screws are removed from all wooden members.

• Remove all batt insulation from wall cavities throughout the unit.

• Remove all gas piping in unit to include gas heating unit, all vent piping in attic associated with the unit to include the gas line. Gas line should be terminated on exterior of unit.

• Disconnect all plumbing items to include the kitchen sink, p-traps, water heater, bathroom tub and toilet and dispose of. Make all plumbing ready to be tied back into during the renovation stage with the same layout for the finished plumbing.

• Remove all cabinetry from lower and upper areas along with countertops in the kitchen and bathroom to include the vanity mirror. Before removing cabinets, make a cabinet layout from the existing cabinet design.

• Remove all interior trim, base boards, shoe mold, doors, door casing, 1x4 at top of walls throughout the unit. Remove all shelving from all closets throughout the unit.

• Remove all flooring throughout unit. Clean concrete floors to remove fire and smoke odors.

• There is roof, rafter, and wall damage from the fire. The roof items will have to be replace before moving to the remodel stage. Contractor is responsible for replacing all damaged or burned wooden member of lumber pertaining to the roof system, walls and ceiling area damaged from the fire.

• Remove all appliances to the exterior yard to include stove, hood vent, refrigerator and window AC unit. (Notify DHA Representative before moving to the exterior.)

• Perform air purification methods to remove all odor from smoke and fire to include use of air purification units. caulk all walls bottom and top plates. Spray all ceilings, walls, and wood surfaces with Problock Quick Dry Oil Base Primer from Sherwin Williams.

• Phase 2 = Obtain all necessary permits for Plumbing, Electric, HVAC, and renovation as needed from the City of Decatur Permitting Department.

• Clean and repair all windows throughout the unit to be operational.

• Install new Electric HVAC System to size per unit. Must carry warranty and optional 5- or 10-year additional warranty with 1 year warranty by contractor.

• Install new 3/4 Pex and PVC drain plumbing lines starting at the exterior entry wall for kitchen sink, laundry supply and drain line, bathroom vanity drains and supply lines, to include shower drain and supply lines.

• Install new electric wiring. Install 200 amp panel box with min of 20 spaces available inside of the panel box to include all exterior electrical meter base and any items needed to complete the electrical system in order to install power to the unit.

o Install receptacles, switches, smoke detectors, to include ceiling light boxes and wall boxes.

The refrigerator and washing machine should be dedicated lines. Use a 12-2 Romex wire for all wiring. Perform all necessary inspections. All smoke detectors (must have a smoke detector in each bedroom and outside each bedroom, within 10 feet of each bedroom door.

If mounted on the ceiling, they should be no closer than 4" to the wall and if placed on the wall they should be no closer than 4" to the ceiling and no further than 12" from the ceiling.

No smoke detector should be closer than 3 feet to windows, doors or vents and no closer than 10 feet to stove/range.

• Install new R-13 kraft faced wall insulation throughout the unit. Install new R-30 kraft faced ceiling insulation at all ceiling space area. Fill all corners with insulation and around all windows and doors.

Perform pre-sheetrock inspection.

• Install 5/8" Fire Rated C sheetrock on ceiling and 1/2 Fire Rated C sheetrock on walls areas throughout the unit and Use Fire/Moisture/Mold resistant sheetrock in the bathroom and kitchen.

Some walls will need to be furred in order to install the sheetrock.

• Install all new pre-hung interior door units throughout the unit, install 5 1/4 wall base along with quarter round, install wooden window stool and casing and exterior door casing on the inside of the entry doors.. Heating and water closets must be able to be locked.

• Painting - Walls and Ceilings - Apply one coat primer by Sherwin Williams and 2 coats of wall paint making sure each coat has sufficient drying time. Doors and all trim should have 1 coat of primer and 2 coats of enamel latex. All ceilings to be flat white ceiling paint. Colors located on attached Spec Sheet. Paint will be supplied by DHA.

• Install new Imperial Texture 12x12 VCT Cool White Armstrong Flooring Commercial Vinyl Tile, Lowes item #16352 and model #51899031. (or equal) Finish floor will have to be cleaned, and 2 coats of wax applied with a high gloss shine. Floor chemicals to be supplied by DHA. (all items numbers are or equal)

• Install new doorknobs and door stops, towel bars, with a satin finish. Water heater closet and HVAC closet must have Quick Set rekeyable doorknob. (cove satin Item-5386030 Model-94002-954. Passage knobs item-810308 Model-200CV15CP. Privacy knobs item-810309 Model-300cv15CP or Equal. Door stops to be Brinks Commercial Item-6924040 Model-BC41094. (all item numbers are or equal)

• Install cabinets and countertops in kitchen and bathroom to include vanity and vanity mirror installed in wall above vanity. Counter Tops- Wilsonart- Typhoon Ice- Model #-4952 (Home Depot or Lowes) (all item numbers are or equal)

• Install new plumbing and fixtures, refer to plumbing spec list. Add ceiling exhaust fan with light over tub-shower. Replace existing ceiling exhaust fan with new one.

• Install new lighting, all switches and receptacles, stove hood vent, smoke detectors and emergency pull switches throughout the unit. Stove hood vent and bathroom ceiling vent to be terminated at roof. Refer to spec sheet for lighting.

• Window Shades to be Levolor 37 in x 72 in white light filtering cordless roller shade Item-1125550 Model- 2043267

• Plumbing spec list: All item numbers are or equal o Bath Vanity with Sink - Item #- 2694475 (Lowes) o Kitchen Sink- Item #-873624 / Model #-LWDB332274 KIT(Lowes) o Toilet- Pro Source- Item #-2691714 (Lowes) o Faucets- (Kitchen – Item #-356706 Delta) o (Bathroom – Item #-808415 Delta) (Lowes) o Tub/Shower- 32x60x75 Sterling Ensemble White 4-PC – Item #-625413 Model #-71320126-

0(Lowes) o Tub and Shower Fixture – Delta Foundations 1H CH T/S Model #-B114915C o Electric Water heater - Item 816159 o Sone 70 cfm Ceiling Exhaust Fan Item-5505742 Model- ASLC70. (over shower).

o Wall mount recessed medicine cabinet Item#503903

• Electrical spec list: All item numbers are or equal o All ceiling lights to be 12 round low profile LED lighting. Item- 6813711 o Bathroom all light to be Allen / Roth Item-1362612 o Front and Rear Exterior door light will be provided by DHA o Smoke Detectors BRK Combo Smoke Detector w/10 Year Sealed Battery Item-6032652.

o All Smoke Detectors to be hard-wired.

• Paint colors – o Walls- Grayish SW6001.

o Trim- Semi Gloss Extra White SW7006.

o Ceilings- Flat white.

o Bath ceiling to be Semi-Gloss Extra White.

o Exterior doors and shutters- Gloss Sporty Blue SW Color.

2.1 ENVIRONMENTAL REMEDIATION

2.1.1 Contractor must provide environmental remediation that meets all local, state, and federal guidelines for environmental hazard removal. Proof of Environmental Certification (license) to provide these services will be required.

2.1.2 Attachments H, H-1, and H-2 provides is a summary of reports provided by Terrell

Technical Services, Inc., details the Environmental Assessments and the Sampling Events and Analysis for each apartment unit. The summary reports also provides a Recommended Remediation, along with the additional recommended services.

2.1.3 General Description of services Contractor must provide:

2.1.3.1 All equipment, labor, and materials

2.1.3.2 Set-up fees

2.1.3.3 Insurance

2.1.3.4 Air Monitoring

2.1.3.5 Notification of Environmental Protection Agency (EPA)

2.1.4 Contractor agrees and understands that upon final clean-up, Terrell Technical

Services (this is the inspection company that is provided the initial report) must be notified to conduct a final post clearance assessment,

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 DHA 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 DHA, 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; the documents shall be protected from loss in a secure location; provide access to Record Documents for the DHA'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 Build America, Buy America (BABA) Act Requirements. If applicable (meaning for construction projects greater than $250,000), 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 DHA 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 DHA during or between visits; however, all requests for changes or decisions shall be submitted to the DHA and approved by the Executive Director after receipt and consideration of written request from the DHA. The DHA anticipates that it will typically make a decision in such matters within 3 workdays of receipt, though such response timeframe 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 DHA 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- build’s (Mark-ups delivered to DHA).

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 DHA 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 withheld 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 DHA also retains the right to require any bidder (but most likely the apparent low bidder) to submit this fully completed form to the DHA at any point after the bid submittal deadline—this typically will occur when the DHA 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 Periodic Estimate for Partial

Payment

2.2.6.4.3 G-7 form HUD-51002 Schedule of Change Orders

2.2.6.4.4 G-8 form HUD 51003 Schedule of Materials Stored

2.2.6.4.5 G-9 form HUD-51004 Summary of Materials Stored

2.2.6.4.6 G-10 form HUD-5372 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 DHA 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 DHA), the DHA shall hold payment for the unsatisfactory items, and pay the balance of the request (i.e., the undisputed portion). The DHA shall ensure:

2.2.6.5.1 The request for payment is consistent with the DHA-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 DHA 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 DHA 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;

DHA 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

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

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 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:

2.2.11.1 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.C 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. Relating to such interviews, please also see form HUD-11 (08/2004), Attachment G-13, 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(s) shall be in possession of any current appropriate licensing that may be required by Morgan County (and/or, if applicable, any city jurisdiction therein in which work will be performed) and/or the State of Alabama. If applicable, the Contractor must be licensed by the State Licensing Board of General Contractors of Alabama as required by Title 34-8-1 of the 1975 Code of Alabama. The Contractor will eventually be required to provide the Agency proof of such current licensing. Proof of Environmental Certification.

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 retainage 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; however, it will be the only opportunity to visit the site.

2.2.20.2 Additional site visits accompanied by staff after the Pre-bid Conference will not be scheduled.

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 150 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 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.

2.2.24 Weekends. Unless otherwise notified by the Agency, the Contractor may 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 Morgan County (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. 4. 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: The following listed initial documentation/

information is to be completed and submitted where provided for within the IFB Bid Compensation Form.

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 Compensation Form

3.1.1.1.3b 4 Bid Bond. IF APPLICABLE Bid Bond as detailed within the following Section 3.4.1 herein.

3.1.1.1.4 NOTE: As directed within the following Section 3.2 herein, pricing shall be submitted on the Bid Compensation Form only.

3.1.1.2 Step #2: Additional Documentation/information that may be requested 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 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, 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 Previous Participation Certification, Attachment I, attached hereto.*

3.1.1.2.2.3 *Fully completed form HUD-51000 Schedule of Amounts for Contract Payments, Attachment G-6 attached hereto, one completed for each site (i.e., each Pricing Item.*

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 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 only be submitted by the bidder and received by DHA on the

Bid Cost Form provided. A bidder must enter a proposed fee for each item (failure to provide a bid fee may deem your bid to be unresponsive) "No Bid" will not be allowed for any item, though a “No Charge” will be allowed for certain items.

3.2.2 Pricing Items. The proposed fees (Pricing Items) shall be submitted by the bidder and received by the Agency. 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; and document copying not specifically 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 all the remediation and construction work detailed herein and within the Document on behalf of to a burn unit location at 1505-B Street, Decatur, Alabama on Decatur Housing Authority’s Sterrs property.

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 IFB Bid Compensation Form 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.

3.3.2 IMPORTANT NOTICE!!! Entry of Proposed Fees. Except as provided for otherwise, bidders must submit, where provided within the noted IFB Bid Compensation Form, a realistic cost for each and every Pricing Item detailed within the preceding Table No. 5 herein.

3.3.2.1 Realistic Cost for each Pricing Item. Each bidder is strongly encouraged to enter, where provided within the IFB Bid Form a realistic cost for the Pricing Item. For example, if a bidder enters what the Agency deems to be an unrealistic sum such as $20,000 Pricing Item (bidders typically do so in an effort to improve their position in regards receiving an award), then the $20,000 is what the successful bidder will charge the Agency to complete all of the construction work that the Agency has listed herein and within Attachment H, 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 of the Entry of Proposed Fees. After a bidder has entered where provided within the IFB Bid Compensation Form his/her proposed unit costs for the Pricing Items, the Agency will automatically multiply the proposed firm-fixed fee that the Agency has published (if applicable). The Agency strongly recommends that each bidder, after the entry of these proposed fees within the IFB Bid Compensation Form print a copy and review the entry to ensure that the bidder has entered the proposed fees correctly. 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 of the Entry of Proposed Fees. After a bidder has entered where provided within the IFB Bid Compensation Form his/her proposed unit costs for the Pricing Items, the Agency will automatically multiply the proposed unit costs by the listed quantities. The Agency strongly recommends that each bidder, after the entry of these proposed fees within the IFB Bid Compensation Form, print the receipt provided and review the entry to ensure that the bidder has entered the proposed fees correctly. The bidder will NOT be able to correct this entry after the posted deadline has expired, which means that the Agency will utilize such an 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 an 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-

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 $100,000):

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 $100,000 (please see the preceding Section 3.1.1.1.3b 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 the award will then 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 the property owners to obtain payment for services rendered. The Agency contract requires the payment bond to prevent this problem and ensure that no lien 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 forbids the placement of any 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…