IFB 2026-007

AMP 103, 1722 S. Phillips Fire Restoration

INVITATION FOR BID (IFB)

Oklahoma City Housing Authority

Invitation for BID (IFB)

IFB # IFB2026-007, AMP 103, 1722 S. Phillips Fire Restoration Page 1 | 9

INVITATION FOR BIDS IFB NO. 2026-007

AMP 103, 1722 S. Phillips Fire Restora�on

Owner: Oklahoma City Housing Authority

1700 N.E. 4th St., Oklahoma City, OK 73117

Contact: Spencer Matheny, smatheny@ochanet.org Support: Misty Johnson, mjohnson@ochanet.org

1. INTRODUCTION

The Oklahoma City Housing Authority (OCHA) is soliciting sealed bids from qualified contractors for the Fire Restoration at AMP 103, 1722 S. Phillips, Oklahoma City, OK 73129.

Work shall be performed in accordance with the specifications and conditions outlined in this Scope of Work and the visual reference documents Attachment H-1, Attachment H-2, and Attachment H-3.

All construction activities must be coordinated to allow for uninterrupted operation of the occupied property. The contractor is responsible for ensuring that all resident access points—building entries and exits—remain clear, safe, and operational at all times throughout the duration of the project.

2. BID SUBMISSION

• Due Date: Thursday, October 1, 2026 @ 2:30 CST

• Bid Opening: Thursday, October 1, 2026 @ 2:30 CST Public – bidders may attend

• Pre-Bid Conference: Wednesday, September 9, 2026 @ 09:00 CST

• Location: 1700 N.E. 4th Street, Oklahoma City, OK 73117

• Submission Format: One (1) original hard copy o It is the bidder’s sole responsibility to ensure delivery of the sealed bid by the deadline.

o Late deliveries, including delays by couriers or mail services, will not be accepted.

Ques�ons and Addenda

All questions or requests for clarification regarding this Invitation for Bids (IFB) must be submitted via the Housing Agency Market Place (HAM) website: https://www.housingagencymarketplace.com/

• Deadline for Questions:

All questions must be submitted no later than Thursday, September 17, 2026, at 12:00

CST.

• Addenda Issuance Deadline:

If necessary, a final addendum will be issued no later than Thursday, September 24, 2025.

Any responses or clarifications will be issued through formal written addenda and shared with all known prospective bidders. It is the bidder’s responsibility to ensure they have received and reviewed all issued addenda prior to bid submission. Failure to acknowledge any addenda may result in disqualification of the bid.

mailto:smatheny@ochanet.org mailto:mjohnson@ochanet.org https://www.housingagencymarketplace.com/

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2.1 BID PACKAGE INSTRUCTIONS

Each bid package must include the documents listed below, organized in the order specified. This is a multi-step bidding process, and compliance with these instructions is mandatory for consideration.

Ini�al Bid Submission Requirements

All bidders are required to submit the following documents by the bid submittal deadline. Initial bid documents must be unfolded and enclosed in a sealed envelope clearly labeled with the IFB number and contractor information.

Required Documents (in order) for initial BID:

���� 1. OCHA 574 – IFB Contractor Contact Form ➤ Must be completed using the PDF fillable form.

���� 2. OCHA 571 – Pricing Worksheet (BID FORM)

���� 3. Certificate – BID Bond ➤ Equal to 5% of the total bid amount offered to complete the project.

���� 4. HUD 5369-A – Representations, Certifications, and Other Statements of Bidders

���� 5. Experience Summary (Résumé) ➤ Include a description of the contractor’s relevant qualifications and experience in performing similar work.

Failure to follow the specified formatting or omission of required documents may result in your bid being deemed non-responsive.

If you have any questions regarding document access or submission procedures, contact OCHA Contracting Officer prior to the bid deadline.

Each bid package must include the documents listed below, organized in the order specified.

This is a multi-step bidding process, as described:

• Step One – Required with Initial Bid Submission:

o Submit all documentation listed in Section A at the time of initial bidding.

• Step Two – Post-Bid Submission (Apparent Low Bidder Only):

o If determined to be the apparent low bidder, the contractor will be notified by OCHA and must submit or complete any additional required documentation outlined in Section B within 10 business days of notification.

• Step Three – Review:

o Apparent Low Bidder is expected to read and review the materials listed in Section C prior to submitting their required documents to the Contracting Officer.

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• Step Four – For Use During the Project:

o The documents referenced in Section D are to be used throughout the duration of the project by the selected contractor.

A. Contractor to submit for initial BID.

1.1.1 OCHA 574 – IFB Contractor Contact Form

1.3 OCHA 571 – Pricing Worksheet

1.2 HUD 5369-A - Representations, Certifications, and Other Statements of Bidders Certificate BID Bond – 5% (entire amount - the contractor is offering to complete the project.)

Resume’ Experience Summary – (What experience do you have in providing such services requested)

Sealed bid packages must be delivered to:

Oklahoma City Housing Authority Attn: Technical Services Department 1700 NE 4th St.

Oklahoma City, OK 73117

B. Awarding of a Contract (apparent low bidder only) shall be conditioned on receipt of the following:

a. All documents listed below, along with any addi�onal documents requested by the Contrac�ng Officer, must be submited via email atachment to contractingoffice@ochanet.org.

b. All forms and documents provided as part of this Invitation for Bids (IFB) are fillable digital files. Contractors, please attempt to complete all documents electronically and submit them in digital format.

c. All required documents for this Invita�on for Bid (IFB) are included within the atached package, organized into four separate file folders for clarity and ease of reference.

d. Build America, Buy America Act (BABA) Compliance

TAB TITLE

1.1 OCHA 567 - Contractor Application

1.4 W-9 FORM - Request for Taxpayer Identification Number and Certification

1.5 F3881 ACH – Vendor / Miscellaneous Payment Enrollment Form

1.6 OCHA 569 – Contractor Requirements

1.7 OCHA 565 – Debarment and Suspension Certification

1.8 OCHA 566 – Section 3 Acknowledgment Form

1.9 HUD Form 5370 - General Conditions for Construction Contracts (Section 27 (3)

1.10 OCHA 570 – Non-Collusive Affidavit

1.11 OCHA 572 – Document Acknowledgement Form

1.12 HUD 4736B – Section 3 Employee – Employer Cert Form

mailto:contractingoffice@ochanet.org

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Statement Financial Statement (within the past 60 days) Statement Submit a signed BABA Compliance Certification with their bid and must provide supporting documentation throughout the project to demonstrate adherence.

Statement Subcontractor List (if applicable) Certificate Certificate of Good Standing – State Level (Certificate of Existence or Certificate of

Status) Certificate Oklahoma Business License Certificate BID Bond 5%, Performance and Payment Bonds – 100% of the contract price Certificate Workers’ Comp, General Liability, and Automobile Insurance (Listing OCHA as additional insured) The apparent successful bidder will also direct its insurance broker or carrier to deliver directly to OCHA’s Contracting Officer (email is preferred)

NOTE: The apparent successful bidder will NOT deliver these certificates—the insurance broker or carrier will do so.

C. Awarding of Contract (Document Review) shall be reviewed before submitting:

TAB TITLE

2.1 HUD Form 5369 (Instructions to Bidders for Contracts)

2.3 HUD Form 2554 (Supplementary Conditions of the Contract for Construction)

2.4 HUD Form 4010 (Federal Labor Standards Provisions)

2.5 DBWD – (Building Wage Rates)

2.5.1 DBWD – (Residential Wage Rates)

2.6 OCHA 564 – Section 3 Information Pamphlet

2.7 Contract Sample only

D. The Awarded Contractor shall utilize throughout the duration of the project, including any additional items as required. Documentation must be provided upon request, as directed by the Contracting Officer.

TAB TITLE

3.1 OCHA 568 – Lien Waiver and Release Form (Last Payment Request – Final inspection approved))

3.2 HUD-51000 – Schedule of Amounts for Contract Payments

3.3 HUD-51001 – Periodic Estimate for Partial Payment

3.4 HUD-51002 – Schedule of Change Orders

3.5 HUD-51003 – Schedule of Materials Stored

3.6 HUD-51004 – Summary of Materials Stored

3.7 HUD-5372 – Construction Progress Schedule

3.8 WH-347 (Wage and Hour Division PAYROLL)

3.9 Section 3 Compliance Report

2.2 DAVIS BACON Federal Wage Rates

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This work will be subject to all the requirements pertaining to Davis-Bacon work, including the applicable Federal forms and procedures (i.e., on-site interviews; cer�fied payrolls; etc.).

3. SCOPE OF WORK

Project Title: AMP 103, 1722 S. Phillips Fire Restoration Project Location: Ambassador Courts Apartments, 800 S.E.15th Street

Owner: Oklahoma City Housing Authority

Reference Documents

• Attachment: H-1_2026_0817_OCHA_1722 S Phillips Fire Restoration_PERMIT SET_ ARCH (1)

• Attachment: H-2_2026_0817_OCHA_1722 S Phillips Fire Restoration_MEP & STRUCTURAL

NARRATIVES

• Atachment: H-3_A8RH7 Oklahoma City HA Scope of Damage (IR) 1722 S Phillips

3.1 Overview

The Oklahoma City Housing Authority (OCHA) is solici�ng bids for the 1722 S. Phillips Fire Restora�on Project, located at 1722 S. Phillips Street, Oklahoma City, Oklahoma 73129. The project involves the restora�on of a residen�al unit damaged by fire and generally includes repairs and replacement of affected building components, finishes, and building systems necessary to restore the property to a safe, func�onal, and ready-for-occupancy condi�on.

The project shall be completed in accordance with the Contract Documents, including the architectural drawings, MEP and Structural Narra�ves, insurance Scope of Damage, and applicable codes and requirements. The project documents also iden�fy certain work to be separately priced as bid alternates.

3.2 General Scope

The Contractor shall furnish all labor, materials, equipment, supervision, transportation, permits, coordination, and incidental services necessary for complete construction of the project.

Work shall include the required demolition, repairs, replacements, restoration, installation, testing, finishing, and cleanup indicated in the Contract Documents. The work includes architectural, structural, roofing, mechanical, plumbing, electrical, and related construction necessary to complete the fire restoration. The drawings specifically direct the Contractor to the Structural Narrative for structural repairs and the MEP Narrative for mechanical, plumbing, and electrical replacement requirements.

The Contractor shall field verify existing conditions and coordinate all work with existing construction and other trades. Work shall include protection of existing improvements designated to remain, proper removal and disposal of construction debris, repair of areas disturbed by the work, and all incidental components necessary to provide complete and properly functioning installations.

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Upon completion, the Contractor shall perform required testing, adjustments, final cleaning, and correction of deficiencies and shall deliver the project complete, code-compliant, operational, and ready for occupancy.

Bid alternates identified in the Contract Documents shall be priced separately from the Base Bid and shall only be incorporated into the work when authorized by OCHA. The drawings currently identify four add alternates.

3.6. Submittals and Coordination

The Contractor shall provide all required submittals, shop drawings, product data, schedules, certifications, and closeout documents in accordance with the requirements of Attachment H1 and Attachment H2. Coordination with other trades, inspectors, and OCHA representatives is required throughout the project.

4. INSPECTIONS AND ACCEPTANCE

• One (1) final inspection by OCHA for punch list

• Final re-inspection once punch list items are complete

• All permits and test reports must be submitted to OCHA prior to final acceptance

• Final acceptance of the work shall require submission of all applicable permits, inspec�on cer�ficates, and test reports to OCHA.

• As-Built Drawings (if required)

• Opera�ons & Maintenance (O&M) Manuals

5. PAYMENT TERMS

All federally required forms and compliance documents must be submitted as applicable throughout the project. Certified Payroll Reports (Form WH-347) must be submitted weekly for all contractors and subcontractor personnel. These reports are a condition of payment and must accompany each payment request.

• Progress Payments:

• Payments will be made on a monthly basis and will be issued upon verification of completed work.

• Retainage:

A 10% retainage will be withheld from each progress payment.

o The Request for Payment form must clearly identify the retainage as a 10% deduction from the subtotal.

• Payment Request Requirements:

Each request for payment must include:

o A detailed invoice showing:

Description of work completed Associated costs for each task, item, or service Project name and IFB number Invoice number and date Period of performance covered o Back-up documentation, as applicable:

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Subcontractor invoices Material receipts Time logs or progress reports o All required HUD compliance forms listed in this IFB o Certified Payroll Reports (Form WH-347) for the billing period

• Final Payment and Retainage Release:

Final retainage will only be released upon:

o Completion and written approval of the final punch list o Submission and approval of all required close-out documentation o Final acceptance of work by OCHA

• Submission:

o All payment requests must be submitted to the Contracting Officer or designee for review and approval.

o Incomplete Cer�fied Payroll Reports (Form WH-347) or missing compliance documenta�on will result in delayed processing of payment requests.

6. EVALUATION & RATING SCHEDULE

Failure to meet any mandatory pass/fail criteria listed in the Evalua�on and Ra�ng Schedule will result in automa�c disqualifica�on of the bid.

Evaluation Factor Method Requirement

Licensing and Insurance Pass/Fail Required

SAM.gov / HUD Clearance Pass/Fail Required

Years in Business Pass/Fail Minimum 3 years

Similar Projects Completed Pass/Fail Minimum of 2 projects

Bid Form Complete and Signed Pass/Fail Required

Total Bid Price Lowest Cost Determines award

7. RESERVATION OF RIGHTS

OCHA reserves the right to:

• Reject any or all bids

• Not to award a contract pursuant to this IFB

• Waive informalities in the IFB process

• Terminate the IFB or awarded contract at any time for convenience

• Retain bids for 60 days without withdrawal

• Require additional documentation to assess bidder responsibility

• No obligation to compensate any bidder for any costs incurred in responding to this IFB.

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8. INSURANCE AND LICENSING REQUIREMENTS

Prior to contract execution, the selected contractor must provide the following documentation:

8.1 Workers’ Compensation Insurance

• Workers' Compensation Insurance: Required for all employees including active owners.

Note: The CC-Form 36A (Affidavit of Exempt Status) will not be accepted as a substitute for coverage.

8.2 General Liability Insurance

• General Liability Insurance: Must provide a minimum of $1,000,000 per occurrence and a $2,000,000 aggregate limit for bodily injury and property damage.

• Automobile Liability Insurance: Must provide a combined single limit of $1,000,000 per occurrence and a $2,000,000 aggregate, covering all owned, hired, and non-owned vehicles used in the performance of the work.

OCHA must be listed as the certificate holder. The insurance document name must match the business name on application and bid documents.

8.3 Business License

If required by local law, a copy of the contractor’s valid business license authorizing operation within the City of Oklahoma City, Oklahoma County, and/or the State of Oklahoma.

9. BOND REQUIREMENTS

The following bonds are required for this Invitation for Bids (IFB) in accordance with HUD and OCHA procurement policy:

Bond Type When Required Amount Bid Guarantee Must be submitted with the bid At least 5% of the bid price

Performance Bond Required before contract execution (upon award) 100% of the contract price

Payment Bond Required before contract execution (upon award) 100% of the contract price

Failure to submit the required bid guarantee or to furnish the performance and payment bonds upon award may result in disqualification and forfeiture of award.

10. NOTES

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

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

Contract Form. OCHA will not execute a contract on the successful bidder's form—contracts will only be executed on OCHA’s form.

Prompt Return of Contract Documents. Any and all documents required to complete the contract, including contract signature by the successful bidders, shall be provided to the Agency within 10 workdays of notification by the Agency.

11. END OF BID REQUEST