13-DAHG-BD26003-407 Foulk Road Renovation-Conditions to Quote Document.docx

Delaware Affordable Housing Group Invitation For Bids (IFB)

CONDITIONS TO QUOTE – CONSTRUCTION

Solicitation No. BD26003-407 Foulk Road Renovation

PROCEDURE: The Delaware Affordable Housing Group (DAHG) is requesting qualified, licensed, and insured vendors to submit a Bid to complete the 407 Foulk Road Renovation.

A Pre-Bid Conference will be held on April 2, 2026, at 10:00AM at the DELAWARE AFFORDABLE HOUSING GROUP Building located at 321 E. 11th Street, Wilmington, DE 19801 and a site visit immediately after, at the project location.

Deadline to submit questions is April 7, 2026, at 12:00PM.

Deadline for DELAWARE AFFORDABLE HOUSING GROUP to respond to questions submitted through Bonfire is April 10th, at 3 pm

Bid submittal is due April 16, 2026, at 10:00AM. (Enter cost/quote online at Bonfire eProcurement Marketplace).

Hardcopy quotes WILL NOT be accepted.

The BID SECURITY (Bid Bond) must be hand-delivered or mailed to DAHG/BD26003 – 321 E. 11th Street, Wilmington, DE 19801 and is also due by 10:00AM. Unless otherwise stated, all proposed pricing is all-inclusive of all related costs that the Contractor will incur to provide the noted renovation, including, but not limited to: employee wages and costs; materials; supplies; tools; equipment; licensing; insurance; etc.

DELAWARE AFFORDABLE HOUSING GROUP CONTACT: Frank Ginocchio e-mail: FGinocchio@whadelaware.org or Procurement@whadelaware.org.

1.0 APPLICABILITY: By submitting a quote to the DELAWARE AFFORDABLE HOUSING GROUP, the firm or individual doing so (hereinafter, "the bidder") is automatically agreeing to abide by all terms and conditions listed herein.

2.0 DELAWARE AFFORDABLE HOUSING GROUP RESERVATION OF RIGHTS: The DELAWARE AFFORDABLE HOUSING GROUP reserves the right to:

2.1 Reject any or all quotes, waive any informalities in the IFB process, or terminate the IFB process at any time, if deemed by the DELAWARE AFFORDABLE HOUSING GROUP to be in the best interest of the DELAWARE AFFORDABLE HOUSING GROUP;

2.2 Terminate a contract awarded pursuant to this IFB at any time for its convenience upon delivery of a 10-day written notice to the apparent or successful bidder;

2.3 Determine the days, hours and locations that the successful bidder shall provide the items or services called for in this IFB;

2.4 Reject and not consider any quote that does not, in the opinion of the CO, meet the requirements of this IFB, including but not necessarily limited to incomplete quotes offering alternate (not including “or equal” items) or non-requested items or services;

3.0 BIDDER’S RESPONSIBILITY: Each bidder must carefully review and comply with all instructions provided herein.

4.0 DEADLINE: Each bidder shall submit his/her proposed costs, prior to the posted deadline, as provided for herein. Whereas this is an informal solicitation process, the DELAWARE AFFORDABLE HOUSING GROUP reserves the right to extend the posted deadline at any time prior to the deadline, if, in the opinion of the CO, it is in the best interests of the DELAWARE AFFORDABLE HOUSING GROUP to do so.

5.0 HOLD PRICES/NON-ESCALATION: By submitting a quote, and whereas the quote sum submitted is a firm-fixed quote, each bidder thereby agrees to "hold" or not increase the proposed quote prices during the term of the work.

6.0 CONTRACT AGREEMENT: The DELAWARE AFFORDABLE HOUSING GROUP will procure applicable goods or services by issuance of a CONTRACT.

6.1 AWARD CRITERIA: If an award is completed pursuant to this IFB, and unless otherwise instructed in writing by the CO, award shall be made to the responsive and responsible bidder that submits the lowest cost.

7.0 INVALID OR ALTERNATE QUOTES: Failure to complete and submit all required information, or to add any additional requirements not acceptable to the DELAWARE AFFORDABLE HOUSING GROUP, may invalidate the quote submitted. Furthermore, the DELAWARE AFFORDABLE HOUSING GROUP shall reserve the right to reject, without consideration, alternate quotes, meaning those that do not meet the requirements of this IFB.

8.0 QUOTE COSTS: There shall be no obligation for the DELAWARE AFFORDABLE HOUSING GROUP to compensate any bidder or prospective bidder for any costs that he/she may incur in responding to this IFB.

9.0 SHIPPING COSTS: Each quoted sum submitted shall include completion of the specified services at the DELAWARE AFFORDABLE HOUSING GROUP site or location, as specified within this IFB or on the PO issued.

10.0 ASSIGNMENT OF PERSONNEL: The DELAWARE AFFORDABLE HOUSING GROUP shall retain the right to demand and receive a change in personnel assigned by the successful bidder to provide services to the DELAWARE AFFORDABLE HOUSING GROUP if the DELAWARE AFFORDABLE HOUSING GROUP believes that such change is in the best interest of the DELAWARE AFFORDABLE HOUSING GROUP and the completion of the work or provision of the items.

11.0 UNAUTHORIZED SUB-CONTRACTING PROHIBITED: The successful bidder shall not assign any right, nor delegate any duty for the work proposed pursuant to this IFB (including, but not limited to, selling or transferring the ensuing PO or contract) without the prior written consent of the CO. Any purported assignment of interest or delegation of duty, without the prior written consent of the CO shall be void and may result in the cancellation of the PO or the contract with the DELAWARE AFFORDABLE HOUSING GROUP.

12.0 LICENSING/CERTICATION AND INSURANCE REQUIREMENTS: Prior to award (but not as a part of the bid submission) the successful bidder will be required to provide:

All certificates of insurance, as evidence of coverage, shall ensure that no coverage may be cancelled or non-renewed by the insurance company until at least thirty (30) days prior written notice has been given to the Contracting Officer. DELAWARE AFFORDABLE HOUSING GROUP will only accept insurance certificate that is submitted directly from the insurance company.

13.1 An original certificate evidencing the bidder’s current industrial (worker’s compensation) insurance carrier and coverage amount;

13.2 An original certificate evidencing General Liability coverage, naming the DELAWARE AFFORDABLE HOUSING GROUP as an additional insured, together with the appropriate endorsement to said policy reflecting the addition of the DELAWARE AFFORDABLE HOUSING GROUP as an additional insured under said policy (minimum of $1,000,000 each occurrence, general aggregate minimum limit of $1,000,000, together with damage to premises and fire damage of $50,000 and medical expenses any one person of $5,000), with a deductible of not greater than $1,000;

13.3 An original certificate showing the bidder's automobile insurance coverage in a combined single limit of $500,000. For every vehicle utilized during the term of this program, when not owned by the entity, each vehicle must have evidence of automobile insurance coverage with limits of no less than $50,000/$100,000 and medical pay of $5,000.

13.4 A copy of the bidder’s business license allowing that entity to provide such services within the jurisdiction of the City of Wilmington, DE;

13.5 A copy of the bidder's license issued by the State of Delaware licensing authority allowing the bidder to provide the services detailed herein.

13.6 A copy of bidder’s Lead Paint Certification from the State of Delaware. (if applicable)

14.0 Documents that apply to this IFB:

15.0 GENERAL REQUIREMENT

15.1 DELAWARE AFFORDABLE HOUSING GROUP anticipates that this project will start in May 2026. The completion time is 150 calendar days of the Contract Signing and/or Notice to Proceed.

15.2 Liquidated Damages will be assessed against the contractor of this contract at a rate of ($100.00) One Hundred Dollars per day for each day exceeding the allotted timeline for project completion.

15.3 The contractor is responsible for applying for and obtaining all necessary permits prior to commencing work. The contractor is responsible for payment of all associated permitting fees. This will include scheduling and facilitating required inspections by the Wilmington Department of Licenses and Inspections, as necessary to gain approval and Certificate of Use.

15.4 The contractor is responsible for maintaining safety on the job site.

15.5 BID GUARANTEE/BOND. (applicable to construction projects exceeding $100,000) Each bid shall be accompanied by a certified check, cashier’s check or bid bond to the Order of DELAWARE AFFORDABLE HOUSING GROUP for not less than 10 percent (10%) of the amount of the bid. In the event that the successful bidder fails to deliver and execute said contract and bond within seven (7) days from the date of receipt of the award of said contract, the said sum shall be forfeited as liquidated damages and not as a penalty. The current power of attorney for the person who signs for any surety company shall be attached to such bond.

15.6 FAILURE TO DELIVER. Should the successful bidder default on any of the bid and/or other terms of the awarded contract, DELAWARE AFFORDABLE HOUSING GROUP may secure the services of another qualified company on the open market to complete the contract. If such action becomes necessary and it involves a cost to DELAWARE AFFORDABLE HOUSING GROUP greater than the contract price, the excess cost shall be charged to the successful bidder and shall be deducted from any monies withheld under the contract. Any resulting deficiency shall constitute a claim by DELAWARE AFFORDABLE HOUSING GROUP for reimbursement from the successful original bidder and/or his/her bonding company. Maintenance of Work Area: The Contractor shall keep the working area sufficiently clear of equipment, material, and implements of service to prevent endangering persons and damage to the property and to avoid an unsightly condition. Removal of such items shall be performed promptly upon completion of work. The contractor shall not use DELAWARE AFFORDABLE HOUSING GROUP facilities for disposing of debris and waste material, whether hazardous or non-hazardous.

15.7 PERFORMANCE AND PAYMENT BOND, LABOR AND MATERIAL BOND, EXECUTION OF CONTRACT

A. Within three (3) days after receipt of contract documents, the bidder to whom the contract is awarded shall execute and deliver the necessary documents entering into the contract with DELAWARE AFFORDABLE HOUSING GROUP.

B. Having satisfied all conditions of award as set forth elsewhere in these documents, the successful bidder shall, within the period specified in the paragraph above, furnish a Performance and Payment Bond secured by a Guaranty or Surety Company, said company to be licensed to do business in the State of Delaware and acceptable to DELAWARE AFFORDABLE HOUSING GROUP, in a penal sum of at least 100% (one-hundred percent) of the amount of said contract awarded as security for the faithful performance of the contract, and for the payment of all persons, firms or corporations to whom the contractor may become legally indebted for labor, materials, tools, equipment, or services of any nature, employed or used by him/her in the performance of the work. Such bond shall be in the form of bond included in the specifications and shall bear the same date as, or a date subsequent to the date of the contract. The current power of attorney for any person who signs for any surety company shall be attached to such bond.

C. The failure of the successful bidder to execute such contract and to supply the required bonds within three (3) days after the prescribed forms are presented for signature, or within such extended time as DELAWARE AFFORDABLE HOUSING GROUP may grant based upon reasons determined by DELAWARE AFFORDABLE HOUSING GROUP, shall constitute a default, and DELAWARE AFFORDABLE HOUSING GROUP may either award the contract to the next lowest responsible bidder or re-advertise for bids, and may charge against the bidder the difference between the amount of the bid and the amount for which a contract for the work is subsequently executed.

The company providing the required Performance and Payment Bonds must be listed in U.S. Treasury Circular No. 570 as a Surety approved to issue bonds securing Government Contracts in the State of Delaware. See the attached list of acceptable bonding companies. Schedules and operations shall be performed to minimize intrusion and potential risks to the residents within the community. Construction hours shall take place between the hours of 8:00 AM and 4:30PM. Work shall not be performed on weekends or holidays without prior approval from DELAWARE AFFORDABLE HOUSING GROUP.

15.8 Invoice/Billing: All payment request shall be submitted using forms, as directed. Payments are processed according to Finance Department’s AP Payment Schedule-Procedures. DELAWARE AFFORDABLE HOUSING GROUP will only be accepting Accounts Payable invoices through email to: FinanceDept@whadelaware.org.

16.0 Technical Specifications or Statement of Work (SOW) that applies to this IFB:

16.1 SCOPE OF SERVICE:

Please refer to attached Scope of Work/Specification (and Drawings (if any)

Background:

The specific items of work described within are intended to be all-inclusive. The contractor shall provide all necessary tools, materials and labor necessary to perform the work. The contractor shall provide any items or tasks which are not specifically mentioned, but which are necessary to complete the work in accordance with the standard practice of the profession, applicable codes, and the manufacturer's specifications and/or recommendations.

17.0 GENERAL REQUIREMENT

16.1 Maintenance of Work Area: The Contractor shall keep the working area sufficiently clear of equipment, material, and implements of service to prevent endangering persons and damage to the property and to avoid an unsightly condition. Removal of such items shall be performed promptly upon completion of work. The contractor shall not use DELAWARE AFFORDABLE HOUSING GROUP facilities for disposing of debris and waste material, whether hazardous or non-hazardous.

16.2 Schedules and operations shall be performed to minimize intrusion and potential risks to the residents within the community. Construction hours shall take place between the hours of 8:00 AM and 4:30PM. Work shall not be performed on weekends or holidays without prior approval from DELAWARE AFFORDABLE HOUSING GROUP.

DELAWARE AFFORDABLE HOUSING GROUP

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