4-2510-5622 Air Duct and Vent Cleaning Services.pdf

Invitation for Bids (IFB)

Air Duct and Vent Cleaning Services for

Opportunity Home San Antonio and Affiliated Entities

Date Issued

November 05, 2025

IFB #

2510-5622

NIGP Code #

910-09

Closes

November 24, 2025 at 2 p.m.

Prepared by Opportunity Home San Antonio

Department of Procurement

Michael Reyes Acting President and CEO

Rev 1 // 02.04.13

IFB# 2510-5622 //Air Duct and Vent Cleaning Services

Invitation for Bids For

Air Duct and Vent Cleaning Services

Housing Authority of the City of San Antonio a/k/a Opportunity Home San Antonio (“Opportunity Home”) and its affiliated entities hereby invites qualified independent Contractors to submit bids for labor, materials and equipment to perform air duct and vent (kitchen, dryer, air duct) cleaning services for Opportunity Home properties and facilities. This services is needed to preserve the assets of the property.

As a part of our social mission and federal mandate, Opportunity Home is committed to providing economic, training, and educational opportunities to the low-income individuals in the communities we serve. All contractors are required to recruit and hire low-income individuals for new positions and provide training & educational opportunities to the greatest extent feasible for these individuals.

The Invitation for Bid can be obtained by calling 210-477-6059 or online at

Bonfire Portal (download and submit):

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

Notice: Contact with members of the Opportunity Home Board of Commissioners, or Opportunity Home officers and employees other than the contact person listed herein, by any prospective Bidder, after the publication of the IFB and before the execution of a contract with the successful bidder(s) could result in disqualification of your bid. In fairness to all prospective bidder(s) during the IFB process, if Opportunity Home meets in person with anyone representing a potential provider of these services to discuss this IFB other than at the pre-submittal meeting, an addendum will be issued to address all questions to ensure no Bidder has a competitive advantage over another. This does not exclude meetings required to conduct business unrelated to the IFB or possible personal presentations after written qualifications have been received and evaluated.

OPPORTUNITY HOME SAN ANTONIO

Rev 1 // 06.15.20 https://saha.bonfirehub.com/portal/?tab=openOpportunities

Table of Contents

IFB Information at a Glance 4

Introduction 5

General Information 6

Opportunity Home Reservation of Rights 6

General Conditions 8

Conditions to Bid 11

Form of Bid 14

Mistake in Bid/Disqualification 16

Insurance Requirements 18

Invoicing 19

Right to Protest 20

Additional Considerations 21

Attachments:

Attachment - A Specifications

Attachment - B HUD Forms and Conflict of Interest Questionnaire

Attachment - C Profile of Firm Form

Attachment - D Section 3 Guidelines and Forms

Attachment - E Wage Determination

Attachment – F Form of Bid, Bid Fee Sheet

IFB INFORMATION AT A GLANCE

POINT OF CONTACT

Shayne Everett-Endres Contract Specialist Phone: (210) 477-6254 Fax: (210) 477-6254 shayne_everett-endres@homesa.org

DATE ISSUED November 05, 2025

NON-MANDATORY PRE-SUBMITTAL MEETING Not Applicable: Site Visits Recommended

LAST DATE FOR QUESTIONS November 17, 2025 at 5:00 p.m. Submit using Bonfire Portal

BID DUE DATE November 24, 2025 at 2:00 p.m.

ANTICIPATED APPROVAL BY THE BOARD December 2025

SUBMITTAL REQUIREMENTS

Responses must be completed and submitted through the following Bonfire E-Procurement system portal:

https://homesa.bonfirehub.com/portal/?tab=ope nOpportunities

Rev 1 // 06.15.20 mailto:shayne_everett-endres@saha.org

INTRODUCTION

INTRODUCTION Founded in 1937, Opportunity Home San Antonio (“Opportunity Home”), formerly known as San Antonio Housing Authority (“SAHA”), has committed more than 80 years to building and maintaining affordable housing for the residents of San Antonio.

Opportunity Home is one of 39 public housing authorities throughout the nation with the Moving-to-Work (MTW) designation, which provides agencies with the flexibility to design and test innovative approaches to enhance the agency’s programs.

Opportunity Home provides housing assistance to more than 65,000 children, adults, and seniors through its Public Housing, Housing Choice Voucher, and Mixed-Income housing programs. As a compassionate agency, we understand safe and quality affordable housing is the foundation to success, and we have the privilege of managing nearly 70 public housing communities, 46 mixed-income apartment complexes, known as Beacon Communities, and administering nearly 14,000 rental vouchers throughout San Antonio.

Opportunity Home is one of the largest housing authorities in the state of Texas and has an existing team of experienced staff and consultants assembled to facilitate the redevelopment of its properties. Opportunity Home is committed to creating dynamic communities where people thrive and spurs economic growth through the awarding of local contractors with housing development projects, obtaining real estate, and administering rental subsidies with private property owners.

Opportunity Home is managed by a President and CEO with an innovative executive team and with the guidance of seven Board of Commissioners appointed by the Mayor of San Antonio. The Opportunity Home Board of Commissioners, upon the advice of the President and CEO, approves all major policy and contractual decisions.

The President and CEO are then charged with implementing these actions.

Opportunity Home is a unit of government and its functions are essential governmental functions. The property of Opportunity Home is used for essential public and governmental purposes and is exempt from all taxes, including sales tax on all its purchases of supplies and services.

Opportunity Home enters into and executes contracts and other instruments that are necessary and convenient to the exercise of its powers. Opportunity Home maintains contractual arrangements with the United States Department of Housing and Urban Development (HUD) to manage and operate its low rent public housing program and administers the Housing Assistance Payments Programs. Opportunity Home programs are federally funded along with development and modernization grants and rental income.

Opportunity Home has created a number of affiliated public facility corporations (PFCs) pursuant to Chapter 303 of the Texas Local Government Code (the Public Facility Corporation Act). In some instances, these PFCs own projects. In other cases, PFCs or other related entities serve as partners in partnerships that have been awarded low-income housing tax credits. Opportunity Home’s affiliated entities own and operate more than 3,000 units of affordable housing.

Opportunity Home staff also manages the San Antonio Housing Finance Corporation (Finance Corporation), which is primarily a conduit issuer of bonds for consultants of affordable housing projects. The Finance Corporation was created pursuant to Chapter 394 of the Texas Local Government Code (the Texas Housing Finance Corporations Act). When used, Opportunity Home shall include its affiliated entities.

As a part of our social mission and federal mandate, Opportunity Home is committed to providing economic, training, and educational opportunities to low-income individuals in the communities we serve. All consultants are required to recruit and hire low-income individuals for new positions and provide training and educational opportunities to the greatest extent feasible for these individuals

INVITATION FOR BID

1.0 GENERAL INFORMATION

1.1 Statement of Purpose: Opportunity Home San Antonio and its affiliated entities (Opportunity Home) is seeking bids from independent Contractors to submit bids for labor, materials and equipment perform air duct and vent cleaining services for various properties.

1.2 Bidders acknowledge that submitting a bid to Opportunity Home is not a right to be awarded a contract, but only an offer by the Bidder to perform the requirements of the IFB documents in the event Opportunity Home decides to award a contract to that Bidder.

1.3 Non-Mandatory Pre-Bid Conference: A pre-bid conference will be held virtually as indicated herein or deemed not applicable. The purpose of this conference is to assist Bidders in the understanding of the IFB documents and required submittal documents. At this conference, Opportunity Home will conduct an overview of the IFB documents, including attachments. Any questions concerning the scope must be presented in writing (e-mail is acceptable) to the contact person listed herein and will be answered in an addendum.

1.4 Bidder’s Responsibilities-Contact with Opportunity Home: Bidders shall address all communication and correspondences pertaining to this IFB process to contact listed herein only. Bidders must not inquire or communicate with any other Opportunity Home staff member or official (including members of the Board of Commissioners) pertaining to this IFB. Failure to abide by this requirement is cause for a bid to be disqualified. During the IFB solicitation process, Opportunity Home will not conduct any ex parte conversations which may give one prospective Bidder an advantage over other prospective Bidders.

Opportunity Home’S RESERVATION OF RIGHTS

2.1 Opportunity Home reserves the right to reject any or all bids, waive any informality in the IFB process, or to terminate the IFB process at any time if deemed by Opportunity Home to be in its best interests.

2.2 Opportunity Home reserves the right not to award a contract pursuant to this IFB.

2.3 Opportunity Home reserves the right to terminate a contract awarded pursuant to this IFB, at any time for its convenience upon 30 days' written notice to the successful Bidder(s).

2.4 Opportunity Home reserves the right to determine the days, hours, and locations that the successful Bidder(s) shall provide the services called for in this IFB.

2.5 Opportunity Home reserves the right to retain all bids submitted and not permit withdrawal for a period of 90 days subsequent to the deadline for receiving bids without written consent from Opportunity Home.

2.6 Opportunity Home reserves the right to 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 and from individuals deemed non-responsible.

2.7 Opportunity Home shall have no obligation to compensate any Bidder for any costs incurred in responding to this IFB.

2.8 Opportunity Home reserves the right to at any time during the IFB or contract process to prohibit any further participation by a Bidder or reject any bids submitted that do not conform to any of the requirements detailed herein. Each prospective Bidder further agrees that he/she will inform Opportunity Home in writing within five (5) days of the discovery of any item that is issued thereafter by Opportunity Home that he/she feels needs to be addressed. Failure to abide by this timeframe shall relieve Opportunity Home, but not the prospective Bidder, of any responsibility pertaining to such issue.

2.9 Opportunity Home reserves the right to, prior to award, revise, change, alter or amend any of the instructions, terms, conditions, and/or specifications identified within the IFB documents issued, within any attachment or drawing, or within any addenda issued. All addenda will be posted on Opportunity Home’s Bonfire portal https://homesa.bonfirehub.com/portal/?tab=openOpportunities. Such changes that are issued before the bid submission deadline shall be binding upon all prospective Bidders.

2.10 In the case of rejection of all bids, reserves the right to advertise for new bids or to proceed to do the work otherwise.

2.11 Opportunity Home reserves the right to, without any liability; cancel the award of any bid(s) at any time before the execution of the contract documents by all parties.

2.12 Opportunity Home reserves the right to reduce or increase estimated or actual quantities in whatever amount necessary without prejudice or liability to , if:

2.12.1 Funding is not available,

2.12.2 Legal restrictions are placed upon the expenditure of monies for this category of service or supplies; or,

2.12.3 Opportunity Home’s requirements in good faith change after awarding of the contract.

2.13 Opportunity Home reserves the right to make an award to more than one Bidder based on cost and the Bidder being considered responsive and responsible.

2.14 Opportunity Home reserves the right to require additional information from all Bidders to determine level of responsibility. Such information shall be submitted in the form and time frame required by Opportunity Home.

2.15 Opportunity Home reserves the right to require the Contractor to keep accurate timesheets for all employees assigned to perform any project, task, or assignment resulting from this IFB and any resulting contract.

2.16 Opportunity Home reserves the right to contact any individuals, entities, or organizations that have had a business relationship with the Bidder regardless of their inclusion in the reference section of the bid submittal.

2.17 In the event any resulting contract is prematurely terminated due to non-performance and/or withdrawal by the Contractor, Opportunity Home reserves the right to seek monetary restitution (to include but not limited to withholding of monies owed) from the Contractor to cover costs for interim services and/or cover the difference of a higher cost (difference between terminated Contractor’s rate and new company’s rate) beginning the date of Contractor’s termination through the contract expiration date.

2.18 Opportunity Home reserves the right to amend the contract any time prior to contract execution.

3.0 GENERAL CONDITIONS:

3.1 SPECIFICATIONS: The Contractor shall provide the goods or services as specified in this IFB and any attached HUD Documents. Specifications are in Attachment A.

3.2 REGULATORY/LICENSING: Contractor shall comply with all applicable federal, state, and local laws, rules, regulations, ordinances, and codes and obtain any licenses or permits required to provide the services under this IFB. Obtaining licenses and permits shall be the sole responsibility of the successful Bidder whether or not they are known to either the Opportunity Home or the Bidders at the time of the submittal deadline or the award.

Continued on Next Page

3.3 SECTION 3: Contactor is required to prepare and submit monthly reports on Section 3. Contractor shall utilize Section 3 residents and businesses as defined in Attachment D to perform the requirements under this IFB to the greatest extent feasible and shall document such efforts monthly. There is a 30% goal for hiring Section 3 residents on any contract resulting from this IFB, a subcontracting goal of 10% for Section 3 Businesses for construction contracts, and a subcontracting goal of 3% with Section 3 Businesses for non-construction contracts. Contractors will be evaluated on their performance at achieving this goal and such evaluation shall be a factor in future awards.

FAILURE TO PROVIDE A SECTION 3 PLAN MAY CAUSE THE SUBMITTAL TO

BE DISQUALIFIED AS NON-RESPONSIVE.

3.4 SMALL, WOMAN, MINORITY BUSINESS ENTERPRISES (SWMBE): The

Proposer is required to include a plan identifying the Proposer’s good faith efforts to assist Opportunity Home in its responsibility to foster the development of small and historically underutilized business enterprises including woman-owned, minority-owned, disabled veteran-owned business enterprises and other business enterprises owned and recognized by HUD as having privileged status. All subcontracting opportunities shall be outlined in this plan and any subcontractors listed on the Subcontractor’s form provided in Attachment C. FAILURE TO

PROVIDE A SWMBE PLAN MAY CAUSE THE SUBMITTAL TO BE

DISQUALIFIED AS NON-RESPONSIVE.

3.5 RESPONSIBILITY FOR SUBCONTRACTORS: All requirements for the “Prime” contractor shall also apply to any and all subcontractors. It is the Prime Contractors’ responsibility to ensure compliance by the subcontractors.

Regardless of subcontracting, the Prime Contractor remains liable to Opportunity Home for the performance under this IFB or any resulting contract.

3.6 Criminal History: Contractor shall perform criminal history checks on all employees performing work on Opportunity Home property and if requested provide summaries of the results to Opportunity Home. Prospective employees whose criminal history checks disclose a misdemeanor or felony conviction involving crimes of moral turpitude or harm to persons or property shall not be used to perform work under this IFB or any resulting contract. Criminal history checks will be completed at the sole expense of the Contractor.

3.7 Drug Screening: Respondent, by submitting a response to this solicitation, certifies that it is in compliance with the “Drug-Free Workplace Act”. Respondent agrees that if awarded a contract and upon a reasonable request by Opportunity Home, the respondent will have tested immediately any employee suspected of being under the influence of drugs or alcohol and if positive remove them permanently from assignments on Opportunity Home-owned properties.

3.8 LIQUIDATED DAMAGES: For each day that performance under a resulting contract from this IFB is delayed beyond the time specified for completion, the successful Bidder shall be liable for liquidated damages in the amount of $100.00 per day. However, the timeframe for performance may be adjusted at Opportunity Home’s discretion in writing and received by the successful Bidder prior to default under any resulting contract.

3.9 UNACCEPTABLE EMPLOYEES: If any employee of the Contractor is deemed unacceptable by Opportunity Home, Contractor shall immediately replace such personnel with a substitute acceptable to Opportunity Home.

3.10 UNIFORMS/BADGES: Contractor shall provide uniforms and/or ID badges for all employees working on Opportunity Home’s properties. No employee will be allowed on Opportunity Home’s properties out of uniform and/or without an ID badge.

3.11 WARRANTY: All items installed/provided under any contract resulting from this IFB must include a minimum of a two (2) year warranty from the Contractor for labor, materials, and installation except as specified otherwise herein. This period will begin on the date of “FINAL” acceptance by Opportunity Home.

3.11.1 The services provided under the contract shall conform to all information contained within the IFB documents as well as applicable Industry Published Technical Specifications, and if one of the above-mentioned Specifications contains more stringent requirements than the other, the more stringent requirements shall apply.

3.11.2 In addition to all other warranties, the warranty shall include the warranty for merchantability and the warranty of fitness for a particular purpose.

3.11.3 Contractor shall assign any warranties and guarantees to Opportunity Home and provide the Contractor’s Warranty for Labor and Installation to Opportunity Home along with all Manufacturers’ Warranty documents.

3.12 SUBMISSIONS: Late submissions will not be accepted. Submissions received prior to the opening will be held in confidence until the opening

3.13 PROPOSED COST:

3.13.1 Base Costs: Your proposed fee for each item is inclusive of all necessary costs to provide the proposed services, including, but not limited to:

employee costs and benefits; clerical support; overhead; profit; supplies;

materials; licensing; insurance, vehicle fuel, etc. Each fee proposed shall be fully “burdened” with profit and overhead costs.

3.13.2 Unit Prices: Your proposed unit price for each item listed on the Unit

Price Sheet, if required, shall be inclusive of all expenses incurred to perform the service under this IFB and any resulting contract. Unit Price shall include but not be limited to employee costs and benefits, clerical support, overhead, profit, supplies, materials, equipment, licensing, insurance, bonding, vehicle fuel, etc. In case of a discrepancy between a unit price and an extension, the unit price prevails.

3.13.3 Contractor shall provide at contractor’s own expense all equipment, labor, materials, supplies, and tools unless specified otherwise.

3.14 Taxes: Opportunity Home, as a governmental entity, is exempt from Texas State Sales and Use Taxes and Federal Excise Taxes. A letter of Tax Exemption will be provided upon request.

3.15 Delivery: All costs submitted by the successful Bidder shall reflect the cost of delivering the proposed items and/or services to the locations specified within the IFB documents or within the Agreement. All costs in the bid submittal shall be quoted as FOB Destination, Freight Prepaid, and allowed unless otherwise stated in this IFB.

3.15.1 The successful Bidder agrees to deliver to the designated location(s) on or before the date as specified in the finalized contract. Failure to deliver on or before the specified date constitutes an event of default by the successful Bidder. Upon default, the successful Bidder agrees that Opportunity Home may, at its option, rescind the finalized contract under the termination clause herein and seek compensatory damages as provided by law.

3.16 “Or Equal”: Catalogs, brand names, or manufacturer’s references where provided are descriptive only and indicate type and quality desired. Bids on brands of like nature and quality will be considered unless specified otherwise. If bidding other than the referenced manufacturer, brand, or trade name, Bidder must provide a complete description of the product offered, and illustrations and must be included in the bid submittal. Failure to include the above-referenced data will require Contractor to furnish the specified brand names, numbers, etc.

3.17 TYPE OF CONTRACT: Firm fixed contract with the option to extend for up to four additional one (1) year periods at the sole discretion of Opportunity Home.

3.18 BID GUARANTEE, PERFORMANCE AND PAYMENT BONDS: All Surety Bonds shall be issued by companies licensed to do business in the State of Texas, approved by the U.S. Treasury, and “A” rated or better by A. M. Best. Individual Sureties will not be accepted.

3.18.1 Opportunity Home requires a Bid Guarantee: Intentionally Deleted

3.18.2 Performance Bond: Intentionally Deleted

3.18.3 Payment Bond: Intentionally Deleted

3.19 PERMITS: Permits are the responsibility of the awarded contractor.

3.20 COMMUNICATIONS:

3.20.1 Form: All claims, notices, demands, requests, instructions, approvals, and proposals must be submitted in writing.

3.20.2 Notice to Contractor: Any Notices or Demands upon the Contractor shall be sufficiently given if delivered at the office of the Contractor stated on the signature page of the Contract or at such other office as he/she may from time to time designate in writing to Opportunity Home or deposited in the United States mail in a sealed, postage-prepaid envelope or if delivered with charges prepaid to any telegraph company for transmission and addressed to the office of the Contractor indicated on the signature page of the contract or such other address as may be subsequently specified in writing to Opportunity Home.

3.20.3 Notice to Opportunity Home: All notification papers required to be delivered to Opportunity Home or its designated representative shall unless otherwise specified in writing to the Contractor, be delivered to attn. Procurement, Opportunity Home at 818 South Flores, San Antonio, Texas, 78204; and any notice to or demand upon Opportunity Home shall be sufficiently given if so delivered or deposited in the United States mail in a sealed, postage-prepaid envelope or delivered with charges prepaid to any telegraph company for transmission to Opportunity Home at the above address or to such other address as Opportunity Home may subsequently specify in writing to the Contractor for such purpose.

3.20.4 Receipt: Any such notice shall be deemed to have been given as of the time of actual delivery; or in the case of mailing, when the same should have been received in due course after the date of surrender to the Post Office; or in the case of telegrams, at the time of actual receipt, as the case may be.

3.21 Calculations: The Contractor is responsible for field verifying the conditions and quantities required to deliver a complete and functional project. This shall include but is not limited to: demolition, disposal, preparation, installation, overhead, profit, bonding, general liability, labor burden, weather conditions, field verified quantities, and encumbrances. All Bidders’ submitted Unit Price Items must include these variables. Opportunity Home shall not pay additional sums for a Bidder’s failure to factor these conditions into the Bids. Failure to consider any of the factors listed shall not negate the Contractor’s responsibility to perform if awarded a contract under this IFB.

3.21.1 Estimated Quantities: Any quantities provided herein are strictly estimates unless specified otherwise. It is the Bidder’s responsibility to determine the exact quantities required to provide a complete, finished, functional, and operational product. Unit prices, if requested, are to be utilized only for additional work requested by Opportunity Home.

3.22 Project Occupancy: For the purposes of this solicitation the developments shall be considered fully occupied.

3.23 Time for Completion: The Contractor shall immediately mobilize and commence work at the time stipulated by the Property Management and the Contractor shall be fully complete the work within 2 days unless otherwise agreed to by the Property Management.

3.24 Safety: Subject to prior approval by Opportunity Home as to size, design, type, and location, and to local regulations, the Contractor and his / her subcontractors shall erect Temporary Safety Signs for purposes of identification and controlling traffic. The Contractor shall furnish, erect, and maintain such signs as may be required by safety regulations and as necessary to safeguard life and property.

Covid safety precautions are heavily suggested such as wearing masks while inside the building.

3.25 Builders Risk: Contractor is required to acquire Builder’s Risk Insurance for any project or projects resulting from this solicitation. In any case, Opportunity Home will not be responsible for any loss to Contractor’s tools, materials, supplies, the building or project, or any other coverage normally covered under Builder’s Risk Insurance. See HUD form 5370 attached.

3.26 Storage: The Contractor and his/her subcontractors may maintain with approval by the Opportunity Home Property & Project Managers various Storage Facilities on the site as may be necessary in the proper conduct of the work. These shall be located to cause no interference with any work to be performed on the site by the Contractor or others. The Contractor shall consult with Opportunity Home regarding the location(s) of these facilities on each site.

3.27 Removal of Temporary Facilities: Upon completion of the project, or as directed by Opportunity Home, the Contractor shall remove all temporary structures and facilities they installed from the site and leave the premises in equal or better condition than it was at turnover.

3.28 Final Inspection:

3.28.1 Notice: The Contractor shall provide prompt written notification to Opportunity Home when all work is completed. A final project inspection shall be made when all work is completed. Until the final inspection has been made and project accepted by Opportunity Home, Opportunity Home shall not advance any of the retainages or make the final payment to the Contractor without the approval and concurrence of the Contracting Officer.

3.28.2 Inspection Date: Upon receipt of the Contractor’s notification of the date when the work has been completed, Opportunity Home shall conduct a final Inspection within 2 calendar days.

3.28.3 Inspection Participants: The final inspection shall be conducted by a Opportunity Home representative/s, any System Manufacturer’s Representative/s, and the Contractor’s representative/s at a minimum.

3.28.4 Inspection Conference: The inspection team shall meet after completing the final inspection to determine whether the work has been completed in accordance with these specifications and produce a Punch List Schedule that describes any minor items of incomplete or unsatisfactory work and documents if there are any major deficiencies which must be corrected by the Contractor and additional inspections scheduled prior to contract settlement.

3.29 Settlement Documents: The settlement document shall state that the work was completed in accordance with the construction documents, including change orders except any minor items identified on Opportunity Home’s proposed certificate of completion, the total amount due to the Contractor, and a separately stated amount for each unsettled claim against Opportunity Home. It shall also state that Opportunity Home is released of all liens and all claims except those expressly stated in the Contractor’s release and that wages paid to laborers or mechanics were consistent with the wage rate requirements of the contract and there are no outstanding claims for unpaid wages, materials, or supplies.

3.30 Wage Rate: The HUD Maintenance Wage Rate will apply; Projects involving construction over $2,000 the Davis Bacon and Related Acts wage and reporting requirements will apply.

3.31 Other Products and Services: Should the awarded Vendor either now or in the future offer or provide other related products or services Opportunity Home reserves the right to obtain a quote for those products or services from the Vendor and if Opportunity Home deems the fees and the product or service fair and reasonable and of substantial benefit to Opportunity Home the product or service may be purchased under the terms of this solicitation and its subsequent contract as though the product or service was included in the solicitation and contract, or Opportunity Home may choose to procure through other methods.

4.0 CONDITIONS TO BID:

4.1 Pre-Qualification: Bidders will not be required to pre-qualify in order to submit a bid. However, all Bidders will be required to submit adequate information showing that the bidder is qualified to perform the required work (i.e. Profile of Firm Form, Attachment C). Failure by the prospective Bidder to provide the requested information may, at Opportunity Home’s discretion, eliminate that Bidder from consideration, provided that all Bidders were required to submit the same information.

4.2 IFB Forms, Documents, Specifications and Drawings:

4.2.1 It shall be each Bidder’s responsibility to examine carefully and, as may be required, properly complete all documents issued pursuant to this

IFB.

4.2.2 Unless otherwise instructed, specifications and drawings (if provided) do not purport to show all of the exact details of the work. They are intended to illustrate the character and extent of the performance desired under the proposed contract and may be supplemented or revised from time to time.

4.3 Submission and Receipt by Opportunity Home:

4.3.1 Time for Receiving Bids: Bids received prior to the submittal deadline shall be securely kept, unopened, by Opportunity Home. No bid received after the designated deadline shall be considered.

4.3.1.1 Bidders are cautioned that any bid submittal that is

time-stamped as being received by Opportunity Home after the exact time set as the deadline for the receiving of bids shall be returned unopened to the Bidder. Any such bids inadvertently opened shall not be considered, but shall be ruled to be invalid. No responsibility will attach to Opportunity Home or any official or employee thereof, for the pre-opening of, or the failure to open a bid not properly addressed and identified.

4.3.1.2 Bids are to be submitted using the Bonfire E-Procurement system portal:

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

4.3.5 Withdrawal of Bids: Bids may be withdrawn as detailed in the attached HUD Document (Attachment B). Negligence on the part of the Bidder in preparing his/her bid confers no right of withdrawal or modification of his/her bid after such bid has been received and opened.

4.3.5.1 Procedure to withdraw bid submittal: A request for

withdrawal of a bid due to a purported error need not be considered by Opportunity Home unless filed in writing by the Bidder within 48 hours after the bid deadline. Any such request shall contain a full explanation of any purported error and shall, if requested by Opportunity Home, be supported by the original calculations on which the bid was computed, together with a certification and notarization thereon that such computation is the original and was prepared by the Bidder or his/her agent, who must be identified on the notarized form. The foregoing shall not be construed that such withdrawal will be permitted, as Opportunity Home retains the right to accept or reject any proposed withdrawal for a mistake.

4.4 Questions/Inquires:

4.4.1 A Bidder may inquire or question any of the bid documents or any part of the information contained therein, by submitting, in writing to the contact person listed herein, prior to the question submission deadline specified herein, a complete and specific explanation as to what he/she is requiring clarification. Opportunity Home reserves the right to issue a revision to the applicable IFB requirements or may reject the Bidder’s request.

4.4.2 Bidders must propose services that meet the requirements of the IFB documents. Substitutions to the specification and/or approved "equal" requests may be discussed at the scheduled pre-bid conference (if scheduled). All verbal instructions issued by the Opportunity Home officers not already listed within the IFB documents shall only become official when issued as addenda or as a written answer issued pursuant to the receipt of a written question.

5.0 FORM OF BID: The bid shall be submitted in the following manner. Failure to submit the bid in the manner specified may result in a premature opening of, post-opening of, or failure to open and consider that bid and may be cause for elimination of that Bidder from consideration for the award.

5.1 Tab 1, Form of Bid, Bid Fee Sheet, and Bidder’s Certification: These Forms are attached hereto as Attachment F to this IFB document. These forms must be fully completed and submitted under this tab. Any exceptions to the specifications or terms must be placed under this tab and “CLEARLY” labeled as such. Placement elsewhere shall render them null and void and they will not be considered.

5.2 Tab 2, HUD Forms and Conflict of Interest Questionnaire: These Forms are attached hereto as Attachment B to this IFB document and must be completed, executed where provided thereon, and submitted under this tab.

5.3 Tab 3, Profile of Firm Form: The Profile of Firm Form is attached hereto as Attachment C to this IFB document. This two-page form must be completed, executed, and submitted under this tab.

5.4 Tab 4, Client Information: The Bidder shall submit three former or current clients, preferably other than Opportunity Home, for whom the Bidder has performed similar or like services to those being proposed herein. The list shall, at a minimum, include for each reference:

5.4.5.1The client’s name;

5.4.5.2The client’s telephone number and address,

5.4.5.3 Description of services provided to the client, and

5.4.5.4 Date of services

5.5 Tab 5, Joint Venture/Partnerships: The Bidder shall identify if this bid is a joint venture or partnership with another entity. Please remember that all information required from the Bidder under the proceeding or subsequent tabs must also be included for any joint venture or partner. One entity must be designated as the primary contact for the joint venture or partnership in the bid. Include a Profile of Firm Form for each entity. If no joint venture or partnership exists or will not be utilized, please provide this statement, “NO JOINT VENTURE/ NO PARTNERS”

5.6 Tab 6, Subcontractors: Bidders must provide Opportunity Home with the name, contact information to include address, phone number, email address, core area of business, and years of expertise for each subcontractor and supplier and the minority status of each. A Profile of Firm Form must be completed for each subcontractor and included in this Tab. Bidder must realize that the actual usage of the subcontractor will be contingent upon Opportunity Home’s prior written approval, and Bidder remains responsible to Opportunity Home for any and all services and goods provided pursuant to this IFB and any resulting contract.

If no subcontractors will be utilized, please provide this statement, ““NO SUBCONTRACTORS.” Contractor intends to perform all work detailed in this IFB”.

5.7 Tab 7, Section 3 Business Preference: Any Bidder claiming a Section 3 Business Preference, shall under this tab include the fully completed and executed Section 3 applicant certification form for low-income employees for whom Bidder is seeking the preference, verification of total number of full-time employees, names and addresses of low-income residents who are Bidders employees. Note: If you qualify as a Section 3 Business Concern, your bid will receive a preference over other bids as specified in Attachment D.

5.8 Tab 8, Small/Minority/Disadvantaged/Veteran Business Enterprise Utilization Plan: The Bidder is required to include hereunder a plan to assist Opportunity Home in its responsibility to foster the development of small and historically under-utilized business enterprises by identifying subcontracting opportunities with SWMBE companies. Contractor is required to show a good faith effort to employ SWMBE firms in the execution of this project. FAILURE TO

PROVIDE A S/W/MBE PLAN MAY CAUSE THE RESPONSE TO BE

DISQUALIFIED AS NON-RESPONSIVE.

5.9 Tab 9, Section 3 Good Faith Effort Compliance Plan: Bidders are required to complete and submit the SECTION 3 PROGRAM GOOD FAITH EFFORT COMPLIANCE PLAN outlining their efforts to employ qualified Section 3 businesses or persons. The goal as stated in the Good Faith Effort Compliance Plan is thirty percent of new hires for Section 3 persons per contract. The subcontracting goal is ten percent for Section 3 Businesses for construction contracts and three percent for Section 3 Businesses for non-construction contracts. Opportunity Home will provide a listing of qualified Section 3 Businesses upon request. FAILURE TO PROVIDE THE SECTION 3 PROGRAM

GOOD FAITH EFFORT COMPLIANCE PLAN MAY CAUSE THE RESPONSE TO

BE DISQUALIFIED AS NON-RESPONSIVE

5.10 Tab 10, Financial Viability, Licenses, and Other Information: Financial ability to provide such services to include copies of most recent financial statements and most recent audit if available. The Bidder may also include hereunder any other general information and copies of any licenses held or required.

5.11 Bid Submittal Method: Bids are to be submitted using the Bonfire

E-Procurement system portal:

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

6.0 MISTAKE IN BID/DISQUALIFICATION

6.1 After a bid has been opened it may not be changed for the purpose of correcting an error in the pricing. This does not affect the common law right of the bidder to withdraw a bid due to a material mistake in the bid.

6.2 Irregular Bid Submittal: A bid shall be considered irregular for any one of the following reasons, any one or more of which may be reason for rejection:

6.2.1 If the forms furnished by Opportunity Home are not used or are altered or if the bid costs are not submitted as required and where provided.

6.2.2 If all requested completed attachments do not accompany the bid submittal.

6.2.3 If there are unauthorized additions, conditional or alternate bids, or irregularities of any kind which may tend to make the bid incomplete, indefinite or ambiguous as to its meaning or give the Bidder submitting the same a competitive advantage over other Bidders.

6.2.4 If the Bidder adds any provisions reserving the right to accept or reject any award or to enter into a contract pursuant to an award.

6.2.5 If the individual cost bid items submitted by a specific Bidder are unbalanced in the sense that the listed price of any cost item departs by more than 25% from Opportunity Home’s cost estimate for that item.

6.3 Disqualification of Bidders: Any one or more of the following shall be considered as sufficient for the disqualification of a prospective Bidder and the rejection of his/her bid:

6.3.1 Evidence of collusion among prospective Bidders. Participants in such collusion will receive no recognition as Bidders or Proposer for any future work with Opportunity Home until such participant shall have been reinstated as a qualified Bidder or Proposer. The names of all participants in such collusion shall be reported to HUD and any other inquiring governmental agency.

6.3.2 More than one bid for the same work from an individual, firm, or corporation under the same or different name(s).

6.3.3 Lack of competency, lack of experience and/or lack of adequate machinery, plant and/or other resources.

6.3.4 Unsatisfactory performance record as shown by past work for Opportunity Home or with any other local, state or federal agency, judged from the standpoint of workmanship and progress.

6.3.5 Incomplete work, which in the judgment of Opportunity Home, might hinder or prevent prompt completion of additional work, if awarded.

6.3.6 Failure to pay or satisfactorily settle all bills due on former contracts still outstanding at the time of letting.

6.3.7 Failure to comply with any qualification requirements of Opportunity Home.

6.3.8 Failure to list, if required, all subcontractors (if subcontractors are allowed by Opportunity Home) who will be employed by the successful Bidder(s) to complete the work of the proposed contract.

6.3.9 As required by the IFB documents, failure of the successful Bidder to be properly licensed by the City, County and/or the State of Texas and/or to be insured by a commercial general liability policy and/or worker's compensation policy and/or business automobile liability policy, if applicable. If a Bidder receives an award unless otherwise waived in the Contract, the Contractor will be required to provide original certificates of the following insurance requirements to Opportunity Home within 10 days of contract signature.

6.3.10 Any reason to be determined, in good faith, to be in the best interests of Opportunity Home.

7.0 Award of Bids(s): Bidders shall be recommended for award if they are deemed responsive and responsible and provide the “Best Value” to Opportunity Home. In determining the best value Opportunity Home may consider:

7.0.1 The purchase price;

7.0.2 The reputation of the bidder and his goods or services;

7.0.3 The quality of the goods or services, including past performance;

7.0.4 The extent to which the goods or services meet Opportunity Home’s needs;

7.0.5 The total long term cost;

7.0.6 Any relevant criteria listed herein;

8.0 INSURANCE: If a Bidder receives an award and unless otherwise waived in the Contract, the Contractor will be required to provide an original Certificate of Insurance confirming the following minimum requirements, including Builders Risk to Opportunity Home prior to contract signature: Exhibit I

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9.0 INVOICING:

9.1 Contractor(s) will only be allowed to invoice for the cost of services/goods in compliance with his/ her bid or best and final offer as accepted by Opportunity Home.

9.2 Invoices must contain a complete description of the work or service that was performed, the contract price for each service, the purchase order number, contract number (if applicable), date of service, and address of service location or delivery address.

9.3 Contractor(s) must submit a separate invoice for each purchase order issued by Opportunity Home unless prior approval is obtained from Opportunity Home.

9.4 If applicable, Opportunity Home may make progress payments approximately every 30 days as the work proceeds if work meets owner’s standards, as approved by the Contracting Officer. Opportunity Home may, subject to written determination and approval of the Contracting Officer, make more frequent payments to contractors which are qualified small businesses in accordance with HUD documents.

9.5 Upon the Award of Contract, Contractor shall complete the direct deposit form from Opportunity Home to process all payments electronically to ensure prompt and efficient payment of all invoices.

9.6 If offered by Contractor, Opportunity Home seeks a discount for early payment.

Opportunity Home shall only take such a discount if earned.

9.7 To ensure prompt and timely payment of invoices unless utilizing a progress payment schedule, invoices shall be sent to the following address:

Email invoices to: Accounts_Payable@homesa.org

If the contractor does not have the capability to email invoices they may be sent to the following address:

Opportunity Home San Antonio Finance and Accounting

P.O. Box 830428 San Antonio, TX 78283-0428

9.8 Contractor shall invoice Opportunity Home within 60 days after the delivery of the goods or service. If contractor fails to invoice within 60 days Opportunity Home reserves the right to not pay the invoice.

mailto:Accounts_Payable@saha.org

10.0 RIGHT TO PROTEST:

10.1 Rights: Any prospective or actual proposer or contractor, who is allegedly aggrieved in connection with the solicitation of a proposal or award of a contract, shall have the right to protest. Such right only applies to deviations from laws, rules, regulations, or procedures. Disagreements with the evaluators’ judgments as to the number of points scored are not reasons for an appeal. An alleged aggrieved protestant claiming this right is hereby informed that these regulations do not provide for administrative appeal as a matter of right for that alleged aggrieved protestant.

10.1.1 Definition: An alleged aggrieved “protestant” is a prospective proposer or proposer who feels that he/she has been treated inequitably by Opportunity Home and wishes Opportunity Home to correct the alleged inequitable condition or situation.

10.1.2 Eligibility: To be eligible to file a protest with Opportunity Home pertaining to an IFB or contract, the alleged aggrieved protestant must have been involved in the IFB process in some manner as a prospective proposer (i.e. recipient of the IFB documents) when the alleged situation occurred. Opportunity Home has no obligation to consider a protest filed by any party that does not meet these criteria.

10.1.3 Procedure: Any actual or prospective contractor may protest the solicitation or award of a contract for material violation of Opportunity Home’s procurement policy. Any protest against an Opportunity Home solicitation must be received before the due date for receipt of Proposals or proposals and any protest against the award of a contract must be received within ten calendar days after contract award or the protest will not be considered.

All protests must be in writing and submitted to the Director of Procurement for a written decision. The Director of Procurement shall make a recommendation to the Contracting Officer who shall issue a written decision and findings to the Contractor within 30 days from receipt of the written protest. This decision is then appealable to the Board of Commissioners within 30 days of receipt of the written decision. Appeals which are not timely filed will not be considered and the decision becomes final. All appeals shall be marked and sent to the address as listed in the example below:

APPEAL OF IFB NO. {xxxx-xxxx} Opportunity Home San Antonio

Procurement Department 818 South Flores, San Antonio, TX 78204

11.0 ADDITIONAL CONSIDERATIONS:

11.1 Government Standards: It is the responsibility of the prospective Bidder to ensure that all items and services proposed conform to all local, state and federal law concerning safety (OSHA) and environmental control (EPA and Bexar County Pollution Regulations) and any other enacted ordinance, code, law or regulation. The successful Bidder shall be responsible for all costs incurred for compliance with any such possible ordinance, code, law or regulation. No time extensions shall be granted or financial consideration given to the successful Bidder for time or monies lost due to violations of any such ordinance, code, law or regulations that may occur.

11.2 Work on Opportunity Home Property: If the successful Bidder’s work under the contract involves operations on Opportunity Home premises, the successful Bidder shall take all necessary precautions to prevent the occurrence of any injury to persons or property during the progress of such work and shall immediately return said property to a condition equal to or better than the existing condition prior to the commencement of work at the site at no cost to Opportunity Home.

11.3 Estimated Quantities: Unless otherwise indicated, any quantities shown are estimates only and are used to evaluate the responses and may or may not reflect anticipated purchases. Opportunity Home does not guarantee any minimum purchase quantity.

11.4 Official, Agent and Employees of the Opportunity Home Not Personally Liable: It is agreed by and between the parties hereto that in no event shall any official, officer, employee, or agent of the Opportunity Home in any way be personally liable or responsible for any covenant or agreement herein contained whether expressed or implied, nor for any statement, representation or warranty made herein or in any connection with this agreement.

11.5 Subcontractors: Unless otherwise stated within the IFB documents, the successful Bidder may not use any subcontractors to accomplish any portion of the services described within the IFB documents or the contract without the prior written permission of Opportunity Home. Also, any substitution of subcontractors must be approved in writing by Opportunity Home prior to their engagement.

11.6 Salaries and…