1.0 - Tub.Sink.Countertop Resurfacing Services (IFB Document) .pdf

INVITATION FOR BIDS (IFB)

No. B21004-2

Tub/Sink/Countertop Resurfacing Services

INVITATION FOR BIDS (IFB) No. B21004-2, Tub/Sink/Countertop Resurfacing Services

HOUSING AUTHORITY OF THE CITY OF PHENIX CITY, 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 General Conditions/Contractor Responsibilities (in alpha

order)

2.2 Specific Work Requirements 7

2.3 Possible Construction-related Work 8

2.4 Method of and Procedure to Award (Task Order) 8

2.5 Previous/Current Contractor 9

3.0 Bid Format 10

3.1 Bid Documents to be Submitted 10

3.2 Entry of Proposed Fees 13

3.3 Additional Information Pertaining to each Pricing Item 15

3.4 Submission Responsibilities 23

3.5 Bidder’s Responsibilities — Contact with the Agency 24

3.6 Bidder’s Responsibilities — Equal Employment Opportunity

and Supplier Diversity

3.7 Pre-bid Conference 27

3.8 Recap of Attachments 27

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 32

Index of Tables 33

INTRODUCTION

he Housing Authority of the City of Phenix City (hereinafter, “the Agency”) is a public entity that was formed in 1938 to provide federally subsidized housing and housing assistance to low-income families, within the City of Phenix City, AL. 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. Though brought into existence by a Resolution of the City of Phenix City, it is a separate entity from the City.

urrently, the Agency owns and/or manages five developments totaling 922 units - 689 public housing units and 233 Rental Assistance Demonstration (RAD) units as well as 844 housing choice vouchers units. The Agency currently has approximately 34 employees.

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

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

IFB INFORMATION AT A GLANCE

[Table No. 2]

AGENCY CONTACT PERSON

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

Cashina Smith, Manager of Procurement and Special Projects

E-mail: csmith@pchousing.org

TDD/TTY: (800)548-2546

HOW TO OBTAIN THE IFB DOCUMENTS ON

THE EPROCUREMENT MARKETPLACE

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

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

3. Follow the listed directions.

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

PRE-BID CONFERENCE & WALKTHROUGH Wednesday, July 22, 2026, 3:00 PM ET

Admin Office - 200 16th Street, Phenix City, AL 36868

QUESTION SUBMITTAL DEADLINE Monday, July 20, 2026, 2:00 PM ET

HOW TO FULLY RESPOND TO THIS IFB BY

SUBMITTING A BID SUBMITTAL

1. As directed within Section 3.2.1 of the IFB document, enter proposed pricing were provided within the eProcurement Marketplace.

2. As instructed within Section 3.0 of the IFB document, submit 1 copy of your “hard copy” bid to the Agency Administrative Office.

BID SUBMITAL RETURN & DEADLINE *Wednesday, July 29, 2026, 2:00 PM ET

200 16th Street, Phenix City, AL 36868 (The proposed costs must be entered where provided for within the eProcurement Marketplace and the sealed “hard copy” bid documentation must be received in-hand and time-stamped by the Agency by no later than 3:00 PM EST 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 Executive Director (ED).

1.6 Right to Negotiate. Negotiate the fees proposed by the bidder entity.

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. Have 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 (hereinafter, also the Marketplace”) and by downloading this document, each prospective bidder is thereby agreeing to abide by all terms and conditions listed within this document and within the 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 issue.

1.10 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 contractors to provide the following services:

2.1 General Conditions/Contractor Responsibilities (in alpha order). The Agency periodically has need of a Contractor to resurface tubs, sinks and countertops to prepare a vacant unit for occupancy (though the Agency may also choose to direct the Contractor to address an occupied unit.) The Agency anticipates that it will utilize the contract(s) that ensue from this IFB to contract out units to the successful bidder(s).

2.1.1 Debris Ensuing from the Work. The Contractor shall remove from the

Agency site and appropriately dispose of all debris generated from the assigned work. Do not place debris in Agency dumpsters.

2.1.2 Labor Rates All-inclusive. Unless otherwise provided for herein, the labor fees bid shall be all-inclusive all other items, services, and costs that the Contractor needs to complete the work, including but not limited to: tools;

equipment; insurance; licensing; employee costs, including benefits; etc.

2.1.3 Mobilization for Firm-fixed Fee Work. The proposed firm-fixed fee costs submitted by a bidder for Pricing Items No. 1-27 shall be automatically burdened with mobilization costs; meaning, the costs proposed by the bidder include the bidder’s costs to transport his staff and equipment to the Agency site to complete the work.

2.1.3.1 Mobilization for Additional Work. If the Agency retains a

Contractor for additional work pursuant to Pricing Items No. 28- 29, the Agency may allow a mobilization fee of a total of 30 minutes per day per staff member assigned to the work (the “30 minutes” shall be charged at the hourly rate per each staff member that the Contractor is charging the Agency). This mobilization fee will only be charged by the Contractor if the work being provided is being provided independent of a “firm-fixed-fee-related” visit detailed within the immediate-preceding Section 2.1.3 herein.

2.1.4 No Interaction with Agency Residents by the Contractor staff. There will be absolutely no interaction between the awarded contractor workers and the Agency residents. Violators will be permanently removed from the site.

2.1.5 No Interference with Traffic. The Contractor shall ensure that he/she, to the greatest extent feasible, minimizes interference with on-site drives, parking areas and walks, adjoining streets, walks, and other adjacent occupied or used facilities during operations or “after hours.” Please note that the Contractor shall not close or obstruct streets, walks, or other adjacent occupied or used facilities without the written permission of the Agency. Further, if such permission is given, the Contractor shall ensure that an alternate route around closed or obstructed traffic ways is provided.

2.1.6 Normal Agency Work Hours. The Agency’s typical work week is Monday- Thursday, 8:00 AM to 6:00 PM, with a 1:00 PM to 2:00 PM lunch break.

2.1.7 Permits. If required, the Contractor shall obtain all required permits pertaining to any assigned work (NOTE: The Agency will reimburse the Contractor for the government-mandated fees pertaining to such permits, but not for any additional labor to acquire such permits).

2.1.8 Response Time. Once ordered to proceed with work at a specific unit by the Agency, the Contractor shall complete the assigned work in the agreed upon period of time (such “period of time” shall be set by negotiation between the Agency and the Contractor prior to the work being definitively assigned).

2.1.9 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.

2.1.10 Security of the Site. It is the responsibility of the awarded contractor to secure the work site, both during the specific work and after workhours (if the assigned work has not yet been completed), to protect the work site and the public (included Agency residents). This means that, if/as necessary, the contractor may/shall utilize such preventative measures as barricades, warning signs, lights, human security, etc.

2.1.11 Service Locations. Services will be provided at the Agency sites detailed within Attachment I, attached hereto, and as further detailed within the following Table No. 4 herein.

2.1.12 Smoking on the Site. There will be no smoking allowed inside the existing buildings or on the grounds. The Agency properties and grounds are non-smoking areas. This prohibition includes e-cigarettes.

2.1.13 Supervision by the Contractor. At all times during any assigned work, the

Contractor shall have on-site an experienced full-time supervisor while the assigned work is in progress.

2.1.14 Unit Costs All-inclusive. Please remember that, unless otherwise provided for herein, the unit fees bid shall be all-inclusive all other items, services and costs that the Contractor needs to complete the work, including but not limited to tools; equipment; insurance; licensing; employee costs, including benefits; etc.

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

Contractor shall not perform work on Agency property during a holiday nor weekend days (Saturday or Sunday).

2.1.16 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 City of Phenix City and/or the State of Alabama, or any applicable Federal Agency.

2.2 Specific Work Requirements. The Agency anticipates that each unit will require a different set of work tasks. These tasks will be definitively set utilizing the procedures and methods detailed within the following Section 2.4 herein (meaning, each of the following work tasks will be assigned by the Agency, in consultation with the Contractor, during the on-site inspection and meeting detailed within the previous Section 2.1.11 herein).

2.2.1 Refinishing of bathtub, which may at times also include the refinishing of the tub wall that extends 5’ above the tub.

2.2.2 Repair and color match bathtub surround that results from replacing a bathtub wall unit that had a two-handle shower valve with a single handle shower valve;

2.2.3 Refinishing of standard size shower pan, which may at times also include the refinishing of the tub pan that extends 5’ above the pan;

2.2.4 Refinishing of kitchen or bathroom sinks;

2.2.5 At the Agency’s discretion, the Contractor may be required to do a peeling repair to the bathtub prior to the refinishing;

2.2.6 At the Agency’s discretion, the Contractor may be required to do a peeling repair to a kitchen or bathroom sink prior to the refinishing;

2.2.7 At the Agency’s discretion, if the Agency feels it is in their best interest, they may have the awarded Contractor(s) chemical wash a bathtub rather than refinish, which may at times also include the chemical wash of the tub wall that extends 5’ above the tub;

2.2.8 At the Agency’s discretion, if the Agency feels it is in their best interest, they may have the awarded Contractor(s) chemical wash a shower pan rather than refinish, which may at times also include the chemical wash of the pan wall that extends 5’ above the pan;

2.2.9 At the Agency’s discretion, if the Agency feels it is in their best interest, they may have the awarded Contractor(s) chemical wash a kitchen sink rather than refinish;

2.2.10 At the Agency’s discretion, if the Agency feels it is in their best interest, they may have the awarded Contractor(s) chemical wash a bathroom sink rather than refinish;

2.2.11 Repair of minor burns to countertops that are 6" in diameter or less. "Minor" means the area needing repair can be sanded out. Such repairs are included within any costs submitted pertaining to countertops;

2.2.12 Repair of major burns to countertops that are greater than 6" in diameter.

“Major” means that the area to be treated must be patched or filled;

2.2.13 Repair of holes to fiberglass surfaces;

2.2.14 Repair of holes to porcelain surfaces;

2.2.15 Refinishing of laminate kitchen countertops;

2.3 Possible Construction-related Work. Though the Agency shall reserve the right to contract with the successful bidder(s) to provide what may eventually be determined to be construction-related work, most specifically for painting services (hence, the inclusion of a number of HUD forms are attached hereto that relate to construction-related services and additional clauses pertaining to Davis-Bacon), such task order awards for construction-related work will be atypical in that the Agency will typically use the successful bidder(s) for on-call work. Any such work determined to be construction-related will not be major in nature but typically will be for such things as the rehabilitation of a fire-damaged unit.

2.3.1 Bonds. The purpose of this IFB is to typically award work with a value of less than $10,000 per task order (typically, perhaps much less). Therefore, we do not anticipate that payment and performance bonds will be typically necessary. However, in the rare case that such bonds are necessary for a task order, the Agency will negotiate with the Contractor a fair and reasonable cost to reimburse the Contractor for such, which cost will NOT include any profit and overhead for providing such bond(s), if required by the Agency.

2.4 Method of and Procedure to Award (Task Order). The Agency will retain the right to contract with any of the bidders as a result of this IFB, which contracting shall occur in the following manner (this is sometimes called “forming a pool” of contractors that the Agency may draw from):

2.4.1 As detailed within the following Section 3.3 herein (most specifically, Section 3.3.2.2), if a pool of contractors is formed, each bidder will be ranked by the total calculated bid sum submitted in response to this IFB.

Please also see IFB Attachment H, attached hereto.

2.4.2 When the Agency has need of work, the Agency staff assigned will contact the 1st-ranked Contractor to ascertain as to whether or not that Contractor is available to do the work within the reasonable timeframe the Agency has established for that work (typically, “reasonable” shall be meet at the site within 1 workday and begin work within 1 workday thereafter). If the 1st-ranked Contractor is not available, the Agency will proceed to the next-ranked Contractor, and so forth, until the Agency has located an available

Contractor. The Agency will use the form attached as IFB Attachment H, attached hereto, to record this information.

2.4.2.1 “Typical” Definition Pertaining to Emergencies. There may be instances when it is not reasonable to wait for the needed services to be completed, when service is required from a Contractor immediately, meaning a Contractor is needed to drive to the site quickly. In such cases the Agency reserves the right to (and probably will) suspend the one-day required response time defined within the immediate-preceding Section 2.1.8 and will seek a Contractor who within the previously described pool rotation who is immediately available.

2.4.3 Procedure to Award (Task Order). Once an available Contractor has been chosen (as detailed within the preceding Section 2.4 herein), the Contractor and the Agency representative will meet at the applicable unit or site, conduct the inspection, and mutually determine the extent of the required work and arrive at an agreed-upon cost, which shall be calculated based upon the unit costs listed within the appropriate appendix of the contract).

2.5 Previous/Current Contractor(s). The Agency has not utilized a contractor for these services in a number of years.

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 the following Table No. 4 herein. Then, the Agency anticipates that it will notify the apparent low bidder(s) 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(s) pursuant to a “Low Bid” basis by placing firms in a “Pool,” 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. 3]

IFB Section

Tab No.

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-C (8/93), Certifications and Representations of Offerors, Non-Construction Contract. This Form is attached hereto as Attachment B 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.

3.1.1.1.3 3 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.

3.1.1.1.4 4 Section 3 Business Preference Documentation (Optional Item). For any bidder claiming a Section 3 Business Preference, he/she shall under this tab include the fully completed and executed Section 3 Business Preference Certification Form attached hereto as Attachment D and any documentation required by that form.

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(s) 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 herein.

3.1.1.2.2 2 Proposed Services. The bidder shall place under this tab documentation further explaining the bidder’s services and showing how the bidder intends to fulfill the requirements of the preceding Section 2.0 herein, including, but not limited to: (NOTE:

Though the bidder is not limited by such, the Agency anticipates that the total documentation submitted under this Tab will be at a maximum of 1-2 pages.)

3.1.1.2.2.1 A brief description of the proposed safety and

quality assurance program.

3.1.1.2.2.2 A complete description of the products and services the firm provides.

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 3.6 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.

3.1.1.2.11 Bid Submittal Binding Method. It is preferable and recommended that the bidder bind the bid submittals in such a manner that the Agency can, if needed, remove the binding (i.e., “spiral-type” etc.) or remove the pages from the cover (i.e., 3-ring binder; etc.) to make copies, then conveniently return the bid submittal to its original condition.

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 on the eProcurement Marketplace only. Do not submit, enter, or refer to any fees or costs within the 4-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.

3.2.2 Pricing Items. The proposed fees (Pricing Items) shall be submitted by the bidder and received by the Agency where provided within the eProcurement Marketplace only. Do not submit, enter or refer to any fees or costs within the 4-tab “hard copy” bid submittal detailed within Section 3.0—any bidder that does so may be rejected without further consideration. Unless otherwise stated, the proposed fees are all-inclusive of all related costs that the successful bidder will incur to provide the noted services, including, but not limited to: employee wages and benefits; clerical support; overhead; profit; licensing; insurance; materials; supplies; tools;

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

[Table No. 4]

IFB

Section

Pricing Item

Qty

U/M

Service Description

3.2.2.1 Tub/Sink Resurfacing Services

3.2.2.1.1 1 40 Each Refinishing of Bathtub Only, Standard Size, approximately 5’30”

3.2.2.1.2 2 2 Each Refinishing of Bathtub Only, Roman/Garden Size

3.2.2.1.3 3 20 Each Refinishing Bathtub and Surround Unit, Standard Size

3.2.2.1.4 4 2 Each Refinishing Bathtub and Surround Unit, Roman/Garden Size

3.2.2.1.5 5 10 Each Bathtub Surround Repair and color match only

3.2.2.1.6 6 5 Each Refinishing Shower Pan Only, Standard Size, approximately 36”x36”

3.2.2.1.7 7 5 Each Refinishing Shower Pan and Surround Unit, Standard Size:

3.2.2.1.8 8 5 Each Refinishing Kitchen Sink (Single): approximately 22" x 25" in diameter

3.2.2.1.9 9 5 Each Refinishing Kitchen Sink (Double): approximately 21" x 32" in diameter;

3.2.2.1.10 10 10 Each Refinishing Bathroom Sink, standard size: approximately 20" in diameter

3.2.2.1.11 11 20 Each Peeling Repair Bathtub only

3.2.2.1.12 12 10 Each Peeling Repair. Bathtub and Surround

3.2.2.1.13 13 5 Each Peeling Repair Kitchen Sink (Single)

3.2.2.1.14 14 5 Each Peeling Repair Kitchen Sink (Double)

3.2.2.1.15 15 10 Each Peeling Repair Bathroom Sink:

3.2.2.1.16 16 30 Each Chemical Wash, Bathtub Only, Standard Size, approximately 5’30”

3.2.2.1.17 17 2 Each Chemical Wash, Bathtub Only, Roman/Garden Size

3.2.2.1.18 18 10 Each Chemical Wash, Bathtub and Surround Unit, Standard Size

3.2.2.1.19 19 2 Each Chemical Wash, Bathtub and Surround Unit, Roman/Garden Size

3.2.2.1.20 20 5 Each Chemical Wash, Shower Pan, Standard Size, approximately 36”x36”

3.2.2.1.21 21 5 Each Chemical Wash, Shower Pan and Surround Unit, Standard Size

3.2.2.1.22 22 5 Each Chemical Wash, Kitchen Sink (Single), approximately 21" x 31" in diameter

3.2.2.1.23 23 5 Each Chemical Wash Kitchen Sink (Double), approximately 21" x 31" in diameter;

3.2.2.1.24 24 5 Each Chemical Wash, Bathroom Sink, approximately 20" in diameter

3.2.2.1.25 25 20 Each Countertop Burn Repairs (Minor), 6" in diameter or less

3.2.2.1.26 26 1,000 Sq Foot Countertop Burn Repairs (Major), greater than 6" in diameter.

3.2.2.1.27 27 20 Each Hole Repairs (Fiberglass)

3.2.2.1.28 28 1,000 Sq Foot Refinishing Kitchen Countertop (Laminate)

3.2.2.2 Potential Additional Labor Rates (for services not already provided for within the preceding Pricing Items No. 1-20 herein).

3.2.2.2.1 29 40 Hours Additional Labor (Supervisor)

3.2.2.2.2 30 80 Hours Additional Labor (Laborer)

3.2.2.2.3 31 5,000 Dollars Supplies/materials that may be needed to complete additional resurfacing-related services (including Build-up Foam), not already provided for herein.

3.3 Additional Information Pertaining to each Pricing Item.

3.3.1 Quantities. All quantities entered by the Agency herein and within the corresponding Pricing Items on the 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 might make 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 immediate-preceding Section 3.3.1.1 herein, 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 minimum and maximum contract levels are: (a) GCMA: $2,000;

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

3.3.1.1.2 Exceptions Pertaining to the GCMA.

3.3.1.1.2.1 The noted GCMA (but not the entire

Contract, only the restrictions pertaining to the set GCMA) will be null and void for any firm that chooses to reject a total of 3 requests from the Agency to be available for work during the contract period.

3.3.1.1.2.2 (PLEASE NOTE: This clause does not pertain to any firm that, as detailed within the immediate-preceding Section 3.3.1.1.2.1 herein, has had the GCMA declared null and void during the current contract period).

If, during the final 3 months of the contract period, the Agency has not made a task order award to any Contractor(s) in the pool that would ensure that award(s) to the Contractor reaches the $2,000 GCMA, the Agency shall retain the right to suspend the process detailed within Section 2.4 herein and complete an award directly to any such Contractor, thereby reaching the GCMA (once the GCMA has been met, this exception is no longer available during that contract period and the procedure set within the preceding Section 2.4 herein is again in affect).

3.3.2 Entry of Proposed Fees in the eProcurement Marketplace.

3.3.2.1 Realistic Cost Proposed for each Pricing Item. Each bidder is strongly encouraged to enter where provided within the eProcurement Marketplace a realistic cost for each and every Pricing Item, especially the hourly fees required. For example, if the successful bidder enters $1.00 for an hourly Pricing Item (bidders typically do so in an effort to improve their position in regard to the ranking of bidders), then the $1.00 is what the successful bidder will charge the Agency for any work that the Agency may retain the successful bidder to provide related to that Pricing Item if the Agency deems such retention is in the Agency's best interests to do so. Accordingly, it is the Agency's opinion that it is very much in the best interests of the bidder to propose a realistic cost for each and every 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 require the successful bidder to, at contract execution, present a cash bond in a suitable amount (i.e., $5,000.00, which the Agency will hold during the term of the ensuing contract period) to ensure that the successful bidder will fulfill his/her obligation in this matter.

3.3.2.2 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, to determine the apparent low bidder.

3.3.2.3 Determination of the Lowest Calculated Costs. After a bidder has entered where provided within the Marketplace his/her proposed unit costs for the Pricing Items, the Marketplace will automatically multiply the proposed unit costs by the listed quantities. The total sum of all Pricing Items will determine the lowest bidder and/or the ranking order for placement within the ensuing pool of contractors that may be formed (as long as such firm(s) are deemed responsive and responsible).

3.3.2.3.1 Agency Option. The Agency has the right to, at its

sole discretion, combine Lots for award based upon the total calculated amounts for those combined Lots being a lower cost that such combinations for other bidders.

3.3.2.4 No Negotiation of Proposed Fees after the Submittal Deadline.

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 each Pricing Item identified within the preceding Table No. 4 herein that the bidder chooses to submit a proposed cost for.

3.3.2.5 Placement in the Pool. The Agency reserves the right to not place any bidder within the aforementioned pool that, in the opinion of the Agency, proposes a cost that is deemed by the Agency to be unreasonable. For example (the following named costs are examples only and not to be utilized as a “target” cost to be proposed), if it is the Agency’s opinion that a reasonable fee for the work is $80.00 per hour (sample only, NOT a recommended target!) and a bidder proposes a fee of $150.00 an hour (or $1.00 per hour), then the Agency reserves the right to make a determination that the costs proposed are not reasonable.

3.3.2.6 Assumption. Pertaining to the Pricing Items listed within Table

No. 4, it shall be the Agency’s assumption that the successful bidder has:

3.3.2.6.1 Based his/her proposed pricing for Pricing Items 1-

28 upon the proposed rates submitted by the bidder for Pricing Items No. 29-31; and

3.3.2.6.2 By submitting a bid in response to this IFB, the

successful bidder automatically agrees that such is accurate. Accordingly, the Agency may use such assumption, if necessary, to do any lump-sum bid breakdown calculation that may be needed during the ensuing contract period(s).

3.3.2.7 Supplies/Materials (Pricing Item No. 31). Each bidder shall enter pricing for these Pricing Item where provided for within the eProcurement Marketplace as a percentage over cost. For instance, if the bidder wishes to provide such items at cost, he/she shall enter "1.00" within the cost area for this item; if the bidder wishes to provide such materials at 30% over cost, he/she shall enter "1.30" within the cost area for this item; and so forth. The eProcurement Marketplace will perform the extended calculations. Please note that this fee bid shall include the cost of picking up the supplies/materials at the source of supply and delivering such to the work site, meaning, all costs shall be F.O.B. the Agency site. Also, the Agency reserves the right to:

3.3.2.7.1 Require the Contractor to garner such needed

supplies directly from the Agency; and/or

3.3.2.7.2 Procure directly from a supplier of the Agency's

choosing any supplies/materials that the Contractor may require to provide the services.

3.3.2.7.3 In any case, the Agency anticipates (and shall

require) that the Contractor will procure such supplies/materials from supplies at a fair and reasonable "market rate" cost. The Agency reserves the right to not reimburse the Contractor for any portion of any such costs that are deemed by the Agency to be unfair and unreasonable ("deemed," meaning in the opinion of the Agency based on a comparison of such costs with costs for similar items that may have been or could have been procured as detailed within the immediate-preceding Section 3.3.2.7.2).

3.3.2.7.4 Please note that the information within the

following Section 3.3.3 herein does not apply to the supply rates identified within this Section 3.3.2.7;

meaning, the “percentage of cost rate” proposed will remain set throughout the ensuing contract periods.

3.3.2.8 Determination of the Lowest Calculated Cost. After a bidder has entered where provided within the Marketplace his/her proposed unit costs for the Pricing Items, the Marketplace will automatically multiply the proposed unit costs by the listed quantities. The total sum of all the line items will determine the lowest bidder and/or the ranking order for placement within the ensuing pool of contractors that may be formed.

3.3.3 Potential Price Escalation. Pertaining to the ensuing contract, the successful bidder may receive an escalation in costs as detailed following:

3.3.3.1 Labor Costs. At the discretion of the ED, at the end of the first one-year contract period (and at the end of any ensuing extended contract period), there may be an escalation of labor costs allowed in the same amount of any escalation that occurs pertaining to the corresponding or most similar State of Alabama Prevailing Wage Rates for the Phenix City area. For example, if at the end of the first contract period the listed prevailing wage rates increase 5% as compared with the listed rates on the date of contract execution, then the Contractor will, at the ED’s discretion, be entitled to a 5% increase in the labor rates that he/she submitted in response to this IFB. Similarly, for ensuing years, the end-date of the previous contract period shall be the base-line date to determine the previously listed wage rate.

3.3.3.1.1 Notification must be received from the

Contractor. The Contractor must notify the ED, in writing, of such desired escalation at least 60 days prior to the end of the noted contract period(s).

Such escalations may occur no more than once in any 12-month period without the express written consent of the ED.

3.3.3.1.2 Right to Reject. As stated within this Section 3.3.3, the Agency reserves the right to reject any such request for an increase in fees if the Agency feels doing so is in its best interests. Similarly, the Contractor has the right to terminate services if the Agency rejects the request for an increase. This will occur in the following manner (procedure):

3.3.3.1.2.1 Step No. 1. The Contractor submits

his/her written request for an increase, accompanied by the required documentation, to the Agency ED within the required 60-day period (please see the preceding Section 3.3.3.1 herein);

3.3.3.1.2.2 Step No. 2. The Agency considers the

requested increase and, within 10 days of receipt of such, issues a written response to the Contractor as to whether the request is approved or rejected;

3.3.3.1.2.3 Step No. 3. If rejected and the

Contractor wishes to, as a result, cease providing the services to the Agency, the Contractor has 10 days from the receipt of the written notice of rejection to deliver to the Agency ED a written notice that he/she is hereby invoking his/her right to discontinue the services within 120 days of the date this notice was delivered to the Agency (the specific date 120-days hence shall be written within the notice);

3.3.3.1.2.4 Step No. 4. The Agency will then

endeavor to ensure that it makes other arrangements to replace the Contractor (i.e., contract with another firm; do the services in-house; etc.); further, if such other arrangements are completed by the Agency prior to the aforementioned 120-day date, the Agency shall retain the right to deliver to the original Contractor a 10-day written notice to cease services (meaning, the 120-day period is a maximum additional contract period that the Agency may, at its discretion, shorten with such written notice).

3.3.4 HUD Maintenance Wage Rates Determination (MWRD). Please see Attachment G-10, attached hereto. HUD has determined that, for non-construction maintenance work (work not covered by Davis-Bacon requirements, which is construction-related only), the Agency must ensure that Contractors do not pay its employees that perform such work for the Agency at a rate less than the rates listed on the HUD MWRD.

3.3.4.1 Therefore, by submitting a bid, each bidder is thereby agreeing to and verifying that he/she will not pay his/her employees at rates less than detailed within Attachment G-10, attached hereto.

Please note that, as detailed within Section 10.10 of HUD Procurement Handbook 7460.8 REV 2 (most specifically within Section 10.10.E therein), the Contractor may not be required to submit certified payrolls; however, the Contractor must make its payroll records available to either the Agency or HUD on request, and failure on the part of the Contractor to comply with this requirement will be the sole responsibility of the Contractor, including any ensuing penalties, court costs, or wages due to employees as a result of the Contractor’s failure to comply.

3.3.4.1.1 To be clear, unless the Agency declares a job to be construction-related (see the immediate-following Section 3.3.4.2 herein), which will be atypical, the Contractor shall assume that all remaining work assigned by the Agency will be maintenance-related; accordingly, the MWRD will typically apply to the work ensuing from this IFB.

3.3.4.2 Davis-Bacon Prevailing Wage Rates. As may apply by statute, regulation or law, if, at any time during the ensuing contract period(s), the Agency needs the successful bidder to provide services that require the successful bidder to pay Davis-Bacon for a specific task order pertaining to the ensuing contract, then to compensate the successful bidder for any amount that the applicable Davis-Bacon rates are greater than the portion of the applicable hourly fees listed within the Pricing Items identified within the preceding Table No. 4 herein that the Contractor actually pays to each such person performing the work, as verified by payroll records (or any similar hourly fee that is increased as a result of Section 3.3.3 herein), the Agency shall:

3.3.4.2.1 Ascertain the applicable portion of the hourly wage rate(s) that is actually paid to the Contractor’s employee; then

3.3.4.2.2 Ascertain the current applicable Davis-Bacon or

State Prevailing Wage Rate(s) that applies; then

3.3.4.2.3 Ascertain the difference between the two rates, which amount the Agency will pay to the successful bidder for that task order only to compensate the Contractor for the difference in pay between the rate the Contractor normally pays the employee and the rate the Contractor is required to pay the employee as the result of the Davis-Bacon law.

3.3.5 Overtime. Pursuant to the Contract Work Hours and Safety Standards Act, overtime shall be not less than time and one half for hours worked in excess of 40 hours per week. The Agency shall consider regular time to be Monday- Thursday (excluding holidays), 8:00 AM – 6:00 PM. Accordingly, the Agency will pay a rate of 1.5 of the listed hourly rates herein for any work the Agency requires the successful bidder to work specifically during non-regular-time hours; however:

3.3.5.1 The Agency shall NOT be responsible to pay the successful bidder for any work that the successful bidder CHOOSES to work during non-regular-time hours; meaning, if the necessity for the work “after hours” is due to the Contractor’s lack of staffing or if such work is to support any of the work the Agency expects that such work will be provided during normal work hours. The exception to this shall be if a “non-normal” action by the Agency or an “Act of God” causes the Contractor to work “after hours” to solve the problem, then aforementioned over-time rule shall apply. All such overtime work must be pre-approved in writing by the Agency.

3.3.6 Government-set Fees. In some cases, the City or other locality may require a building permit to be “pulled” for an assigned job (i.e., replacement of plumbing fixtures). The Contractor will be required to “pull” such permit, and the Agency will reimburse the Contractor the amount of the fee (but will not pay to the Contractor any profit or overhead fees for such).

3.3.7 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. 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.

3.3.8 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). The Contractor will be required to submit a full back-up detail of all hours worked, listed by no more than the “15-minute” standard.

3.4 Bid Submission. All pricing must be entered where provided within the Marketplace and all “hard-copy” bids must be submitted and time-stamped received in the designated Agency office by no later than the submittal deadline stated herein (or within any ensuing addendum). A total of 1 original signature copy of the “hard copy” bid submittal shall be placed unfolded in a sealed package (envelope?) and addressed to:

Housing Authority of the City of Phenix City

Administration Office Attention: Cashina Smith, Manager of Procurement and Special Projects

200 16th Street, Phenix City, AL 36867

3.4.1 Labeling the Sealed Bid Package. The package exterior must clearly denote the above noted IFB number and must have the bidder’s name and return address. Bids received after the published deadline will not be accepted.

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

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

3.4.3 Submission Responsibilities. It shall be the responsibility of each bidder to be aware of and to abide by all dates, times, conditions, requirements, and specifications set forth within all applicable documents issued by the Agency, including the IFB document, the documents listed within the following Section 3.8 herein,…