1-RFP 2026-42 Make Ready Services.docx

SAMPLE ACORD CERTIFICATE

REQUEST FOR PROPOSALS

FOR

MAKE READY SERVICES

(Project # RFP-2026-42)

Issued by:

DHA, Housing Solutions for North Texas 3939 N. Hampton Rd.

Dallas, TX 75212

September 28, 2026

REQUEST FOR PROPOSALS

RFP-2026-42

DHA, Housing Solutions for North Texas, is requesting competitive sealed Proposals from qualified firms to provide Make Ready Services. (Project # RFP-2026-42).

Proposals submission documents for this RFP may be downloaded from DHA’s Website: https://dhantx.com/business-partners/procurement/ beginning September 28, 2026.

Responses to this RFP must be submitted to DHA electronically through the online portal at https://dhantx.bonfirehub.com by 2:00 p.m. on Ocotber 20, 2026. Mailed or delivered submissions including Facsimile transmission and emails will not be accepted.

Any Proposals submitter after 2:00 p.m., on October 20, 2026 will be rejected.

For more information, call Kenneth Duke (214) 951-8452 between the hours of 8:00 a.m. to 5:30 p.m. Monday through Thursday and 8:00 a.m. to 12:00 p.m. on Friday.

Questions can be submitted through the online portal at:

https://dhantx.bonfirehub.com.

DHA RESERVES THE RIGHT TO REJECT ANY AND ALL PROPOSALS OR TO WAIVE ANY INFORMALITIES IN THE PROPOSALS. DHA WILL NOT DISCRIMINATE ON THE BASIS OF RACE, COLOR, NATIONAL ORIGIN, RELIGION, SEX, DISABILITY, FAMILIAL STATUS, OR AGE. EQUAL HOUSING OPPORTUNITY.

TABLE OF CONTENTS

REQUEST FOR QUALIFICATIONS 2

I. INTRODUCTION 3

II. SCOPE OF SERVICES 3

III. PROPOSAL SUBMISSION PROCEDURES……………………………………….…..…….19

IV. EVALUATION / SELECTION CRITERIA……………………………………………...……….21

V. GENERAL CONDITIONS OF THE RFP 22

Exhibit B: Forms (Completed forms to be submitted with the qualification/proposal)

1. Business References

2. Non-Collusive Affidavit

3. Conflict of Interest Questionnaire

4. Profile of Firm

5. Minority Business Status

6. Section 3 Program Certification

7. Equal Employment Opportunity

8. HUD Form 50071

9. CERT OF COMPLIANCE TX GOVT CODE 2271 & 2274

i

I. INTRODUCTION

I. INTRODUCTION

DHA, Housing Solutions for North Texas formerly known as The Housing Authority of the City of Dallas, Texas, hereby invites qualified and experienced firms to submit proposals for Make Ready Services as described in the scope of services that follows.

DHA provides quality, affordable housing to low-income families and individuals through the effective and efficient administration of housing assistance programs across North Texas. As a municipal housing authority, DHA is a public body corporate and politic. DHA’s housing assistance programs are funded by the U.S. Department of Housing and Urban Development. DHA’s portfolio includes both the administration of housing programs, and physical properties that DHA owns and manages.

DHA intends to enter into a 5-year contract.

This RFP may result in multiple awarded contracts.

II. SCOPE OF SERVICES

MAKE-READY SERVICE

Contractor shall furnish all labor, equipment, tools, and transportation necessary for the performance of work to prepare rental units for occupancy by a new tenant. Make-Ready services shall include but is not limited to the installation and repair of sheetrock which includes tape, bedding, texturing, painting, cleaning and other repairs due to “wear and tear” conditions to selected vacant apartments owned and operated by DHA according to the specifications herein. All Make-Ready Services shall be performed on an as needed basis. Work may be performaed in vacant or occupied residential units DHA shall furnish supplies such as paint, wax, cleaning solutions, and solvents.

1. Contractor shall assume the responsibility of all work in place. Any work from other trades damaged in any manner by the contractor shall be repaired to “like” new condition or replaced by the contractor at no cost to DHA. Contractor shall use every precaution to prevent damage to dwelling units, property and utilities that are adjacent to and / or included in the area under contract.

2. All make-ready services requested by DHA shall begin within twenty-four (24) hours after notification from a designated DHA Official. Requested make-ready services shall be completed within seventy-two (72) hours after start of work.

3. DHA reserves the right to add or delete locations/properties as needed throughout the entire term of the contract including any extension periods.

I. REPAIRS:

1. Install missing outlet plates and switch covers (DHA to provide materials)

2. Install missing light bulbs and missing light fixture covers (DHA to provide materials)

3. Tape, bed, and texture, repair all holes in walls and ceiling before painting

4. Install door stops at all doors, where missing (DHA to provide materials)

5. Repair or replacement of items identified by DHA, as may be required by the condition of the unit. See items referenced in Attachment A.

II. CLEANING

Contractor shall be responsible for preparing vacant apartments for occupancy by a new tenant. Contractors shall be responsible for:

1. Cleaning existing range and refrigerator (pull units away from wall to clean behind range and refrigerator and floor)

2. Clean kitchen vent-a-hood

3. Clean kitchen sink and countertop

4. Clean bathroom sink and countertop

5. Clean bathroom toilet

6. Clean bathroom shower walls, floor, and shower door (if applicable)

7. Clean all windows and window sills

8. Remove and clean all light fixtures

9. Strip, mop, and wax floors

10. Clean all mini-blinds or replace when necessary (DHA to provide materials)

11. Clean all HVAC vents, registers, diffusers, and exhaust fans

12. Clean all receptacles and switch plate covers

13. Clean all kitchen cabinets (inside and outside)

14. Clean all vinyl cove base (if applicable)

15. Clean all door hardware

16. Clean bathroom fixtures

III PAINTING PREPARATION

a. General: Remove hardware and hardware accessories, plates, machined surfaces, lighting fixtures, and similar items already installed that are not to be painted, or provide surface-applied protection prior to surface preparation and painting. Remove these items, if necessary, to completely paint the items and adjacent surfaces. Following completion of painting operations in each space or area, have items reinstalled by workers skilled in the trades involved.

b. Cleaning: Before applying paint or other surface treatments, clean the substrates of substances that could impair the bond of the various coating. Remove oil and grease prior to cleaning. Schedule cleaning and painting so dust and other contaminants from the cleaning process will not fall on wet, newly painted surfaces.

c. Surface Preparation: Clean and prepare surfaces to be painted according to the manufacturer’s instructions for each particular substrate condition and as specified.

1. Provide barrier coats over incompatible primers or remove and re-prime. Notify Owner in writing about anticipated problems using the specified finish-coat material with substrates primed by others.

2. Cementations Materials: Prepare concrete, concrete masonry block, cement plaster, and mineral-fiber reinforced cement panel surfaces to be painted. Remove efflorescence, chalk, dust, dirt, grease, oils, and released agents. Roughen, as required, to remove glaze. If hardeners or sealers have been used to improve curing, use mechanical methods of surface preparation.

a. Use abrasive blast cleaning methods if recommended by the paint manufacturer.

b. Determine alkalinity and moisture content of surfaces by performing appropriate test. If surfaces are sufficiently alkaline to cause the finish paint to blister and burn, correct this condition before application. Do not paint surfaces where moisture content exceeds that permitted in manufacturer’s printed directions.

c. Clean concrete floors to be painted with 5% solution of muriatic acid or other etching cleaner. Flush floor with clean water to remove acid, neutralize with ammonia, rinse, allow to dry, and then vacuum before painting.

3. Wood: Clean surfaces of dirt, oil and other foreign substances with scrapers, mineral spirits, and sandpaper, as required. Sand surfaces exposed to view smooth and dust off.

a. Scrape and clean small, dry seasoned knots, and apply a thin coat of white shellac or other recommended knot sealer before applying primer. After priming, fill holes and imperfections in finish surfaces with putty or plastic wood filler. Sand smooth when dried.

b. Prime, stain or seal wood to be painted immediately upon delivery. Prime edges, ends, faces, undersides, and backsides of wood, including cabinets, counters, cases and paneling.

c. When transparent finish is required, back prime with spar varnish.

d. Back prime paneling on interior partitions where masonry, plaster or other wet. Wall construction occurs on backside.

e. Seal top, bottoms and cutouts of unprimed wood doors with a heavy coat of varnish or sealer immediately upon delivery.

1. Maintain containers used in mixing and applying paint in a clean condition, free of foreign materials and residue.

2. Stir material before application to produce a mixture of uniform density; stir as required during application. Do not stir surface film into material. Remove film and if necessary, strain material before using.

3. Use only thinners approved by the paint manufacturer and only within recommended limits.

E. Tinting: Tint each undercoat a lighter shade to facilitate identification of each coat where multiple coats of the same material are applied. Tint undercoats to match the color of the finish coat, but provide sufficient differences in shade of undercoats to distinguish each separate coat.

IV. PAINTING (GENERAL)

A. This section includes preparation, painting and finishing of all exposed interior items and surfaces to include all walls, ceiling, doors (all interior doors, front door both sides), tape and bed texture, paint interior and exterior door frames, wood trim, and all existing painted surfaces including surfaces inside closets and stain and varnish of kitchen cabinets and bathroom vanities.

B. Paint all exposed surfaces whether or not colors are designated, except where a surface or material is specifically indicated not to be painted or is to remain natural. Where an item or surface is not specifically mentioned, paint the same as similar adjacent materials or surfaces. If color or finish is not designated, DHA will select from standard colors or finishes available.

C. Contractor shall provide “Wet Paint” signs to protect newly painted finishes.

D. Painting is not required on refinished items, finished metal surfaces, concealed surfaces, operating parts, and labels unless noted otherwise.

1. Pre-finished items not to be painted include the following factory-finished components:

a. Metal toilet enclosures

b. Acoustic materials

c. Architectural woodwork and casework

d. Elevator entrance doors and frames

e. Elevator equipment

f. Finished mechanical and electrical equipment

g. Light Fixtures

h. Switchgear

i. Distribution cabinets

2. Concealed surfaces not to be painted include wall or ceiling surfaces in the following generally inaccessible area:

a. Foundation spaces

b. Furred area

c. Pipe spaces

d. Duct shafts

e. Elevator shafts

3. Finished metal surfaces not to be painted include:

a. Anodized aluminum

b. Stainless steel

c. Chromium plate

d. Copper

e. Bronze

f. Brass

4. Operating parts not to be painted include moving parts of operating equipment, such as the following:

a. Valve and damper operators

b. Linkages

c. Sensing devices

d. Motor and fan shafts

5. Labels: Do not paint over Underwriters Laboratories, Factory Mutual or other code-required labels or equipment name, identification, performance rating, or nomenclature plates.

V. RE-SURFACING

1. Contractor may be required to chemically strip (Not Sand) any previously resurfaced bathtubs, tiled walls, floors, countertops, and vanities surface prior to resurfacing. Chemical Stripping shall only be performed upon the consent of the appropriate DHA Director or Superintendent.

2. Prior to resurfacing, Contractor may be required to remove all old caulking from area to be resurfaced. Upon completion of resurfacing, and only upon the consent of a DHA Director or Superintendent, contractor shall re-caulk the area, using a high grade, waterproof caulk to seal around bathtubs, tiled walls, floors, countertops and vanities, that have been resurfaced.

3. Due to health and safety issues, Contractor shall use “low-odor” chemicals when performing resurfacing of bathtubs, tiled walls, floors, countertops and vanities.

4. Contractor shall use “fast curing” materials during the resurfacing process, when working in occupied units.

5. The Contractor shall keep the premises clean of all rubbish and debris generated by the work involved including but not limited to all protective paper, tape and material and shall leave the premises neat and clean. The Contractor, at the Contractor’s expense, shall dispose of all surplus material, rubbish and debris.

6. Contractor shall provide a limited warranty on all coating chemicals and or materials used in the resurfacing or repair process.

Vi. CLEAN-UP

a. At the end of each work-day, the contractor shall remove all empty cans, rags, rubbish, and other discarded paint materials or supplies from the worksite.

b. Upon the completion of painting, contractor shall clean glass or any other paint spattered surfaces. Contractor shall remove spattered paint by washing and scrapping, being careful not to scratch or damage adjacent finished surfaces. Contractor shall also remove any temporary protective wrappings, provided by others.

c. Contractor shall vacuum carpet(s) to remove trash and / or debris resulting from their work.

d. Contractor shall not clean painting equipment, tools, or supplies in the dwelling unit’s sinks, tubs, or other plumbing fixtures.

VII. Completion

a. Upon completion of work contractor must notify DHA property manager or maintenance staff of completion of work and complete final walk through with DHA staff.

ATTACHMENT A – PRICING

Proposal Costs for Unit Make Ready Services

The proposer, having become familiar with the local conditions affecting the cost of repair, cleaning and otherwise making the vacant unit ready for occupancy as specified, hereby propose to furnish all labor, equipment and services required in accordance with the specifications.

Note: DHA reserves the right to add or delete locations as needed throughout the entire term of the contract including any extension periods.

Pricing Itemize Make-Ready Services by Bedroom Size by site.

TYPE AND SQUARE FOOTAGE OF UNITS

NOTES:

1. Roseland Duplexes Includes 2207 N. Carroll, 4408 Deere St, 4226 Munger St, 4616 Lafayette St,

2. Roseland Scattered Sites includes 1913 Caddo St.; 2101 Carroll St.; 3124 Carroll St.; 2219 Carroll St., and 3410 Roseland Ave.

OF UNITS

ADDRESS

Efficiency Bid Price

1 Bdrm Bid Price

2 Bdrm Bid Price

3 Bdrm Bid Price

4 Bdrm Bid Price

5 Bdrm Bid Price

Dallas, TX 75238

Dallas, TX 75236

Dallas, TX 75203

Dallas, TX 75215

Dallas TX 75204

Dallas, TX 75219

7.

Dallas, TX 75217

Dallas, TX 75287

Dallas TX 75210

Dallas, TX 75212

Dallas, TX 75243

Dallas TX 75287

Dallas, TX 75287

Dallas TX 75212

Dallas, TX 75236

Dallas, TX 75201

Dallas, TX 75227

Dallas, Texas 75204

28.

Roseland Estates

Dallas, TX 75204

ITEMIZED PRICE SCHEDULE / PROPOSAL

Unit Make Ready Services

ITEMIZED PRICE SCHEDULE / PROPOSAL

Unit Make Ready Services

Bedroom Size

Bedroom Size

Includes all interier walls, doors, trim, and ceilings

Apartment Type

ATTACHMENT B – PRICING

PRICING

Itemized Price Schedule for Unit Make-Ready Services

Summarized Price Schedule for Common Make-Ready Services

III. PROPOSAL SUBMISSION PROCEDURES

Proposals submitted in response to this request shall minimally include:

1. A letter of interest and a demonstration of the company’s understanding of the scope of work.

2. Summary of the proposer's qualifications, work plan, experience, company profile/Staffing and, quality control documentation as referenced in the evaluation criteria.

3. Pricing

A. Submission Package

Proposals must be submitted no later than 2:00 p.m. on October 20, 2026, proposal received after the specified date and time will not be considered. All Proposals must be submitted electronically at:

https://dhantx.bonfirehub.com/portal/?tab=openOpportunities

Proposals by Mail, telegram, telephone, facsimile, e-mail, and handwritten proposals will not be accepted by DHA.

B. Request for Information

Proposers desiring any explanation or further information regarding this solicitation must submit request through https://dhantx.bonfirehub.comno later than October 13, 2026.

Any clarification and or information will be furnished promptly as an addendum to the RFP by October 5, 2026 and posted on the supplier portal under this specific RFP.

C. Evaluation Process

A selection committee composed of DHA staff will review proposals in accordance with this RFP. The selection committee may at its discretion request oral interviews with the qualified firms to discuss specific aspects of their qualifications and proposals.

D. Anticipated Schedule of Events

The anticipated schedule for RFP is as follows:

The Dallas Housing Authority reserves the right at its sole discretion to amend any or all dates associated with the anticipated schedule of events.

IV. EVALUATION / SELECTION CRITERIA

Evaluation Process A selection committee composed of DHA staff will review proposals in accordance with this RFP and will select the firm scoring the most points. The selection committee may at its discretion request interviews with proposers to discuss specific aspects of their proposal.

Evaluation Criteria Proposals will be evaluated using the following criteria as a measure of the respondents' ability to provide the services:

Experience and Qualifications as Evidenced By:

a) Company (or companies) background and history.

b) Relevant experience with other projects. State how many years of experience your company has had providing Make Ready Service for Commercial and Residential Customers.

c) Client references.

Ability to Successfully Complete the Project as Evidenced By:

1. Ability to complete work on a timely basis and meet deadlines.

1. Adequacy of resources.

1. Identify Subcontractors by trade that you currently work with on a regular basis.

1. Explain in detail the screening process you employ when you hire new staff.

1. Explain in detail how you assign staff to particular areas or properties.

1. Explain your firms’ capacity to perform work for DHA considering the current manpower shortages in the marketplace.

1. List your experience in providing make ready services to other Housing Authorities, Federal, State or Local Government Entities.

Quality Control:

a) Provide how the contractor utilizes digital tools for time-tracking, before-and-after photo documentation, and QA checklists.

Provide samples of inspection forms, punchlists, or completion checklists from prior projects

Cost Proposal:

Cost for proposed services.

V. GENERAL CONDITIONS OF THE RFP

A. General Conditions

1. DHA reserves the right to accept or reject any and all Proposals submitted, either in whole or in part, with or without cause; to waive any informalities of any Proposal; to cancel this RFP; and, to make the award in the interest of DHA.

1. DHA reserves the right to request additional information, if needed, from prospective contractors.

1. In the event that it becomes necessary for DHA to revise any part of this RFP, revisions will be provided on the DHA supplier portal at https://dhantx.bonfirehub.com

1. All Proposals submitted in response to this RFP will be considered public information and may be made available to the general public (including news media) unless confidential and / or proprietary information is submitted under separate cover and is clearly designated as such.

1. The Proposer shall provide a presentation and attend a pre-selection interview if requested to do so by DHA.

1. The Proposer affirms that he/she is of lawful age and that no other person, firm, partnership, or corporation has any interest in this submittal or in the contract proposed to be entered into.

1. The Proposer affirms that its Proposal is made without any understanding, agreement or connection with any other person, firm, partnership, or corporation making a submittal for the same purpose, and is in all respects fair and without collusion or fraud.

1. DHA may award one or more contracts for services under this RFP.

1. The Proposer has carefully read the provisions, terms, and conditions of the proposal document and does hereby agree to be bound thereby.

1. DHA retains the right to negotiate with the selected firm.

1. The Proposer must meet DHA’s insurance and indemnification requirements set forth herein in the attached sample contract.

B. Acceptance of RFP and Contract Terms Proposer's submission of a proposal in response to the RFP shall constitute acceptance by the Proposer of the terms and conditions of this RFP. In the event that the Proposer's proposal is accepted for contract award, the Proposer agrees to enter into a contract with DHA in a form substantially similar to the contract form appended hereto as Exhibit C.

C. Contract Award Subject to the rights reserved in this RFP, DHA will award the contract by written notice to the selected Proposer (the "Contractor"). The award of the contract is subject to the approval of DHA Contract Administrator and it shall be conditioned on the successful negotiation of revisions, if any, to the proposal, recommended as part of the evaluation of proposals.

D. Term of Contract DHA intends to enter into a 1 year contract with options to renew the contract for two additional one-year periods.

E. No Warranty Proposers are required to examine the RFP, scope of services, and instructions pertaining to the services requested. Failure to do so will be at the Proposer's own risk. It is assumed that the Proposer has made full investigation as to be fully informed as to the extent and character of the services requested. No warranty or representation is made or implied as to the information contained in this RFP.

F. Expense of RFP Submission All expenses incurred in the preparation and submission of the proposals to DHA in response to this RFP shall be borne by the Proposer.

G. Participation by Minority and Women-Owned Businesses It is the policy and practice of DHA to maximize the meaningful participation of minority and women owned businesses in the procurement of goods and services. DHA strongly encourages all Proposers to develop creative responses to this RFP that make use of joint ventures, partnerships, and other "team" approaches to the delivery of the services being offered in this RFP. DHA places a high value on the Proposer's approach to maximizing the meaningful participation of women and minority businesses. The proposal should explain in detail how any proposed team approach, partnership, and/or joint venture will be structured, what the proposed distribution of work and fee will be, and what the specific roles and work tasks of each partner will be. DHA reserves the right to require documentation supporting claimed minority and/or women-owned business enterprise status.

H. Section 3 Participation Section 3 is a Housing and Urban Development (HUD) requirement that helps create employment for low-income persons. It provides contracting opportunities for businesses that are owned by residents or companies that provide jobs and other economic opportunities to low-income persons, particularly public housing residents. Section 3 is a means by which HUD fosters local economic development, neighborhood economic development and improvement and individual self-sufficiency. Under Section 3 of the HUD Act of 1968, wherever HUD financial assistance is given for housing and community development, to the greatest extent feasible, economic opportunities will be given to residents and businesses in the area. This assistance includes job training, employment and contracts. Firms are encouraged to assemble a team that hires, to the extent possible, DHA residents or other eligible persons for within the community.

EXHIBIT A

a) INSTRUCTIONS TO OFFERORS NON-CONSTRUCTION HUD-5369-B

b) GENERAL CONDITIONS FOR NON-CONSTRUCTION CONTRACTS HUD-5370-C Section I

c) MINORITY PARTICIPATION AND SECTION 3 REQUIREMENTS

RFP – Make Ready Services

DHA ● Procurement Department ● 3939 N. Hampton Road ● Dallas, TX 75212

Instructions to Offerors Non-Construction US. Department of Housing and Urban Development Office of Public and Indian Housing - 03291-

1. Preparation of Offers

(a) Offerors are expected to examine the statement of work, the proposed contract terms and conditions, and all instructions. Failure to do so will be at the offerors' risk.

(b) Each offeror shall furnish the information required by the solicitation. The offeror shall sign the offer and print or type its name on the cover sheet and each continuation sheet on which it makes an entry Erasures or other changes must be initialed by the person signing the offer. Offers signed by an agent shall be accompanied by evidence of that agents authority, unless that evidence has been previously furnished to the HA.

(c) Offers for services other than those specified will not be considered.

2. Submission of Offers

(a) Offers and modifications thereof shall be submitted in sealed envelopes or packages (1) addressed to the office specified in the solicitation, and (2) showing the time specified for receipt, the solicitation number, and the name and address of the off error.

(b) Telegraphic offers will not be considered unless authorized by the solicitation; however, offers may be modified by written or telegraph notice.

(c) Facsimile offers, modifications or withdrawals will not be considered unless authorized by the solicitation.

3. Amendments to Solicitations

(a) lf this solicitation Is amended, then all terms and conditions which are not modified remain unchanged.

(b) Offerors shall acknowledge receipt of any amendments to this solicitation by

(1) signing and returning the amendment;

(2) identifying the amendment number and date in the space provided forth is purpose on the form for submitting an offer,

(3) Letter or telegram, or

(4) facsimile, if facsimile offers are authorized in the solicitation. The HAJHUD must receive the acknowledgment by the time specified for receipt of offers.

4. Explanation to Prospective Offerors Any prospective offeror desiring an explanation or interpretation of the solicitation statement of work, etc., must request it in writing soon enough to allow a reply to reach all prospective offerors before the submission of their offers, Oral explanations or instructions given before the award of the contract will not be binding. Any information given to a prospective offeror concerning a solicitation will be furnished promptly to all other prospective offerors as an amendment of the solicitation, if that information is necessary in submitting offers or if the lack of it would be prejudicial to any other prospective offerors.

5. Responsibility of Prospective Contractor

(a) The HA shall award a contract only to a responsible prospective contractor who is able to perform successfully under the terms and conditions of the proposed contract. To be determined responsible, a prospective contractor must - (1 ) Have adequate financial resources to perform the contract, or the ability to obtain them;

(2) Have a satisfactory performance record;

(3) Have a satisfactory record of integrity and business ethics;

(4) Have a satisfactory record of compliance with public policy (e.g., Equal Employment Opportunity); and

(5) Not have been suspended, debarred, or otherwise determined to be ineligible for award of contracts by the Department of Housing and Urban Development or any other agency of the U.S. Government. Current lists of ineligible contractors are available for inspection at the HAMUD.

(b) Before an offer is considered for award, the offeror may be requested by the HA to submit a statement or other documentation regarding any of the foregoing requirements. Failure by the offeror to provide such additional information may render the offeror ineligible for award.

6. Late Submissions, Modifications, and Withdrawal of Offers

(a) Any offer received at the place designated in the solicitation after the exact time specified for receipt will not be considered unless it is received before award is made and it -

(1) Was sent by registered or certified mail not later than the fifth calendar day before the date specified for receipt of offers (e.g., an offer submitted in response to a solicitation requiring receipt of offers by the 20th of the month must have been mailed by the 15th);

(2) Was sent by mail, or if authorized by the solicitation, was sent by telegram or via facsimile, and it IS determined by the HAl HUD that the late receipt was due solely to mishandling by the HAIHUD after receipt at the HA;

(3) Was sent by U.S. Postal Service Express Mail Next Day Service - Post Office to Addressee, not later than 5:00 p.m. at the place of mailing two working days prior to the date specified for receipt of proposals. The term ‘working days’ excludes weekends and U.S. Federal holidays; or

(4) Is the only offer received.

(b) Any modification of an offer, except a modification resulting from the HA’s request for “best and final” offer (if this solicitation is a request for proposals), is subject to the same conditions as in subparagraphs (a)(1), (2), and (3) of this provision.

(c) A modification resulting from the HA’s request for ‘best and final” offer received after the time and date specified in the request will not be considered unless received before award and the late receipt is due solely to mishandling by the HA after receipt at the HA.

(d) The only acceptable evidence to establish the date of mailing of a late offer, modification, or withdrawal sent either by registered or certified mail is the U.S. or Canadian Postal Service postmark both an the envelope or wrapper and on the original receipt from the U.S. or Canadian Postal Service. Both postmarks must show a legible date or the offer, modification, or withdrawal shall be processed as if mailed late. ‘Postmark’ means a printed, stamped, or otherwise placed impression (exclusive of a postage meter machine impression) that is readily identifiable without further action as having been supplied and affixed by employees of the U.S. or Canadian Postal Service on the date of mailing. Therefore, offerors should request the postal clerk to place a hand cancellation bulls-eye postmark on both the receipt and the envelope or wrapper.

(e) The only acceptable evidence to establish the time of receipt at the HA is the time/date stamp of HA on the offer wrapper or other documentary evidence of receipt maintained by the HA.

(f) The only acceptable evidence to establish the date of mailing of a late offer, modification, or withdrawal sent by Express Mail Next Day Service-Post Office to Addressee is the date entered by the post office receiving clerk on the Express Mail Next Day Service Post Office to Addressee label and the postmark on both the envelope or wrapper and on the original receipt from the US. Postal Service. “Postmark” has the same meaning as defined in paragraph (C) of this provision, excluding postmarks of the Canadian Postal Service. Therefore, offerors should request the postal clerk to pace a legible hand cancellation bulls-eye postmark on both the receipt and the envelope or wrapper.

(g) Notwithstanding paragraph (a) of this provision, a late modification of an otherwise successful offer that makes its terms more favorable to the HA will be considered at any time it is received and may be accepted.

(h) If this solicitation is a request for proposals, proposals may be withdrawn by written notice, or if authorized by this solicitation, by telegram (including mailgram) or facsimile machine transmission received at any time before award. Proposals may be withdrawn in person by an offeror or its authorized representative if the entity of the person requesting withdrawal is established and the person signs a receipt for the offer before award. If this solicitation is an Invitation for bids, bids may be withdrawn at any time prior to bid opening.

7. Contract Award

(a) The HA will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the HA, cost or price and other factors, specified elsewhere in this solicitation, considered.

(b) The HA may

(1) reject any or all offers if such action is in the HA’s interest,

(2) accept other than the lowest offer,

(3) waive informalities and minor irregularities in offers received, and (4) award more than one contract for all or part of the requirements stated.

(c) If this solicitation is a request for proposals, the HA may award a contract on the basis of initial offers received, without discussions. Therefore, each initial offer should contain the offeror’s best terms from a cost or price and technical standpoint.

(d) A written award or acceptance of offer mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer shall result in a binding contract without further action by either party. If this solicitation is a request for proposals, before the offer’s specified expiration time, the HA may accept an offer, whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. Negotiations conducted after receipt of an offer do not constitute a rejection or counteroffer by the HA.

(a) Neither financial data submitted with an offer, nor representations concerning facilities or financing, will form a part of the resulting contract.

8. Service of Protest Any protest against the award of a contract pursuant to this solicitation shall be served on the HA by obtaining written and dated acknowledgment of receipt from the HA at the address shown on the cover of this solicitation. The determination of the HA with regard to such protest or to proceed to award notwithstanding such protest shall be final unless appealed by the protestor.

9. Offer Submission Offers shall be submitted as follows and shall be enclosed in a sealed envelope and addressed to the office specified in the solicitation. The proposal shall show the hour and date specified in the solicitation for receipt, the solicitation number, and the name and address of the offeror, on the face of the envelope.

It is very important that the offer be properly identified on the face of the envelope as set forth above in order to insure that the date and time of receipt is stamped on the face of the offer envelope. Receiving procedures are: date and time stamp those envelopes identified as proposals and deliver them immediately to the appropriate contracting official, and only date stamp those envelopes which do not contain identification of the contents and deliver them to the appropriate procuring activity only through the routine mail delivery procedure.

[Describe bid or proposal preparation instructions here:]

General Conditions for Non-Construction Contracts Section I – (With or without Maintenance Work)

U.S. Department of Housing and Urban Development Office of Public and Indian Housing Office of Labor Relations OMB Approval No. 2577-0157 (exp. 11/30/2023) HUD-5370-C Section I Public Reporting Burden for this collection of information is estimated to average 0.08 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Reports Management Officer, Office of Information Policies and Systems, U.S. Department of Housing and Urban Development, Washington, D.C. 20410-3600; and to the Office of Management and Budget, Paperwork Reduction Project (2577-0157), Washington, D.C. 20503. Do not send this completed form to either of these addressees.

Applicability. This form HUD-5370-C has 2 Sections. These Sections must be inserted into non-construction contracts as described below:

1) Non-construction contracts (without maintenance) greater than $150,000 -use Section I;

2) Maintenance contracts (including nonroutine maintenance as defined at 24 CFR 905.100) greater than$2,000 but not more than $150,000 -use Section II; and

3) Maintenance contracts (including nonroutine maintenance), greater than $150,000 – use Sections I and II.

Section I - Clauses for All Non-Construction Contracts greater than $150,000

1. Definitions The following definitions are applicable to this contract:

(a) "Authority or Housing Authority (HA)" means the Housing Authority.

(b) "Contract" means the contract entered into between the Authority and the Contractor. It includes the contract form, the Certifications and Representations, these contract clauses, and the scope of work. It includes all formal changes to any of those documents by addendum, Change Order, or other modification.

(c) "Contractor" means the person or other entity entering into the contract with the Authority to perform all of the work required under the contract.

(d) "Day" means calendar days, unless otherwise stated.

(e) "HUD" means the Secretary of Housing and Urban development, his delegates, successors, and assigns, and the officers and employees of the United States Department of Housing and Urban Development acting for and on behalf of the Secretary.

2. Changes

(a) The HA may at any time, by written order, and without notice to the sureties, if any, make changes within the general scope of this contract in the services to be performed or supplies to be delivered.

(b) If any such change causes an increase or decrease in the hourly rate, the not-to-exceed amount of the contract, or the time required for performance of any part of the work under this contract, whether or not changed by the order, or otherwise affects the conditions of this contract, the HA shall make an equitable adjustment in the not-to-exceed amount, the hourly rate, the delivery schedule, or other affected terms, and shall modify the contract accordingly.

(c) The Contractor must assert its right to an equitable adjustment under this clause within 30 days from the date of receipt of the written order. However, if the HA decides that the facts justify it, the HA may receive and act upon a proposal submitted before final payment of the contract.

(d) Failure to agree to any adjustment shall be a dispute under clause Disputes, herein. However, nothing in this clause shall excuse the Contractor from proceeding with the contract as changed.

(e) No…