AHA-2026-004 Unit Renovations IFB.pdf

IFB# AHA-2026-004 Unit Renovations Riviera & Brailsford

1149 E. South 11th Street • Abilene, Texas 79602

Invitation For Bids (IFB)

Unit Renovations 4 Units

Riviera & Brailsford

Date Issued

May 6, 2026

IFB # AHA-2026-004

Closes

June 5, 2026 @ 5:00 PM CDT

Meghan Monson, Special Projects Analyst

Prepared by

Patterson & Associates Consulting, LLC for the Abilene Housing Authority https://maps.app.goo.gl/M1LK6Y6gvpEY7cZu8

TABLE OF CONTENTS

TABLE OF CONTENTS 2

I. AHA Background, IFB Objective(s), Evaluation, and Information 3

A. AHA’s Background, Mission, and Impact 3

B. IFB Objective(s) 3

C. IFB Information and Timeline: 4

D. Bid Evaluation Process: 5

E. Submission Requirements 6

II. Scope of Work 10

A. General Scope of Work 10

B. Contractor Responsibilities 10

III. Exhibits & Attachments 17

A. HUD & Federal Form Exhibits 17

IV. Forms & Attachments 17

A. Federal 18

B. AHA and State of Texas Forms 18

I. AHA Background, IFB Objective(s), Evaluation, and Information

A. AHA’s Background, Mission, and Impact

(1) The Abilene Housing Authority (AHA) is committed to providing quality affordable housing in a suitable living environment to low- and moderate-income individuals and families without discrimination; and to creating economic opportunities for our customers to become self-sufficient.

(2) Our Mission and Impact: AHA is changing the face of affordable and attainable housing opportunities by providing low-income rental possibilities that enable our clients to flourish in the community. AHA accomplishes this by assisting our clients in elevating themselves to the next level of self-sufficiency and personal responsibility through life-changing programs. Through its real estate development program, AHA also delivers stable investment opportunities for our development partners. The Abilene Housing

Authority owns 213 Public Housing units and administers 1803 Housing Choice

Vouchers in 20 Counties across West Central Texas. AHA also owns a 48-unit Senior

Tax Credit property in conjunction with a developing partner that administers 19 Project

Based Vouchers (PBV's) and 3 market rate units within the 48 units.

B. IFB Objective(s)

(1) Objective of this Solicitation: The Abilene Housing Authority (AHA) is soliciting sealed bids from qualified contractors for the renovation of four (4) residential units located at AHA-owned properties in Abilene, Texas. The scope of work includes, but is not limited to, interior renovations necessary to restore units to rent-ready condition, including demolition, carpentry, plumbing, electrical, HVAC, flooring, painting, and installation of fixtures and appliances, in accordance with AHA specifications and construction drawings.

(2) Qualifications: All work must be performed in accordance with the specifications, plans, and unit scopes outlined in this IFB, including Attachment H – Unit Scopes of Work and

Specifications. The Contractor is expected to evaluate existing conditions and adapt construction methods as necessary to complete all unfinished and deficient work resulting from prior contractor abandonment. Work includes multiple trades and must be performed in a coordinated, professional manner to deliver fully functional, code-compliant, and move-in-ready units. The Contractor must demonstrate experience with residential renovation and rehabilitation projects of similar size and complexity and shall comply with all applicable federal, state, and local laws, codes, and regulations.

(3) Goal: This contract supports AHA’s mission to provide safe, sanitary, and decent housing environments for low-income individuals and families across Abilene and West

Central Texas. The goal of this project is to restore four (4) residential units to full occupancy-ready condition by completing previously abandoned renovation work and correction of any deficiencies. AHA intends to award a contract to a single responsive and responsible bidder; however, AHA reserves the right to make multiple awards or award in part if it is determined to be in the best interest of the Authority.

C. IFB Information and Timeline:

Table C-1: Solicitation Activity Date or Target Date

1. AHA Contact for this solicitation Meghan Monson, Special Projects Analyst meghan.monson@abileneha.org

2. Solicitation Issued May 6, 2026

3. How to Obtain the IFB

The IFB will be posted online at AHA’s website, as well as at Housing Agency

Marketplace

(https://ha.internationaleprocurement.com/)

4. Pre-Bid Conference (Pre-Bid

Walkthrough) May 8, 2026, at 10:30 AM

6001 N 6th St., Abilene, TX 79603

5. Question submittal deadline

May 21, 2026

Please submit questions at https://ha.internationaleprocurement.com/

6. Response Deadline: 5:00 PM CDT On: June 5, 2026

7. Proposal Submission

1. Updates and addenda, including responses to questions will be posted in the eProcurement Marketplace website;

And

2. All proposals to be submitted online as a

PDF document uploaded as part of the online form: CLICK HERE.

8. Post-Deadline Status Only Questions

(Available after Response Deadline only)

To submit questions regarding the status of the solicitation, CLICK HERE.

(1) AHA reserves the right to modify this schedule at its discretion. Notification of changes in connection with this solicitation will be made available to all interested parties via online notifications and/or an emailed Addendum.

mailto:meghan.monson@abileneha.org https://ha.internationaleprocurement.com/ https://ha.internationaleprocurement.com/ https://automate.pac-llc.net/261206498294969 https://app.smartsheet.com/b/form/42c8896f4c3e44e5b76214fce1076230

(2) This Invitation For Bids (IFB) contains specific submission requirements, a scope of work, as well as terms, conditions, and other pertinent information necessary for submitting a proposal.

D. Bid Evaluation Process:

(1) Public Opening: Each submission will be internally reviewed to establish responsiveness.

The reviewer will ensure that all required materials are included and that no obvious deficiencies are evident. AHA reserves the right, in its sole discretion, to waive any informalities or minor irregularities and/or permit the cure of such deficiencies if it serves its best interests to do so. Any submission that fails to include all materials requested under this solicitation may be deemed non-responsive and, if determined to be non-responsive by AHA, will not be rated or ranked.

a. AHA reserves the right to accept or reject in part or reject all proposals and to resolicit new proposals. AHA may also reject any proposals that are incomplete or non-responsive, or that are submitted after the deadline.

(2) Responsive Evaluation: After the public opening, the bid submittals received will be evaluated in private for responsiveness (i.e., meets the minimum requirements). Firms not meeting the minimums that are deemed to be non-responsive will be notified of such in writing by the AHA in a timely manner (in any case, in no less than 5 days after such determination is made).

(3) Responsible Evaluation: The AHA will evaluate each bid submitted as to responsibility

(i.e., a firm that is qualified, responsible, and able to provide the required services to the

AHA). If the AHA claims that such a firm has the required ability, capability, experience, knowledge, licensing, insurance, and resources to provide the required services, the AHA may proceed with an award as detailed herein. If the AHA determines that such a firm is deemed to be not responsible, such a firm will be notified of such in writing by the AHA in a timely manner (in any case, in no less than 5 days after such determination is made); in such case, the AHA may proceed with the noted Responsive and Responsible Evaluations with the next lowest bidder.

a. Depending on the amount of the award, it is possible that the AHA may take such contract award to the AHA Board of Commissioners (BOC) for approval of the award prior to executing a contract with the apparent successful bidder.

b. AHA reserves the right to accept or reject in part or reject all proposals and to resolicit new proposals. AHA may also reject any proposals that are incomplete or non-responsive, or that are submitted after the deadline.

E. Submission Requirements

(1) Proposal Submission (Upload a PDF version via AHA’s Online Submission Form)

a. The response to this IFB shall be submitted in the manner described in this Section.

Failure to submit the Proposal in the manner specified may be cause for elimination of that Respondent from consideration for the award.

b. Any submission received after the specified date and time will not be considered.

Submissions must be made electronically through the online submission form using the link provided above. It is the responsibility of the bidder to ensure successful submission prior to the deadline.

Tab # Description

Form of Bid (Attachment A). This Online Form is at the link to this IFB document. This form must be fully completed, executed where provided thereon and submitted online as a part of the proposal submittal. Use link above to access.

2 HUD 5369-A.

3 Bid Bond. If required, as detailed below under (3) Bid Bond.

4 Bid Tabulation Sheet (Attachment C).

Licensing. Submit under this tab, If applicable, a copy of the bidder’s business license allowing that entity to provide such services within the City of Abilene, the

County of Taylor, and/or the State of Texas. See the Attachment AHA Minimum

Insurance Requirements.

Proposed Services. As more fully detailed with Section II Scope of Services, and the specifications document Attachments H and H1. The bidder shall clearly detail within the information submitted under this tab documentation showing:

• A brief description of the proposed safety and quality assurance program

• Fully completed HUD-2530, Previous Participation Certification

• Fully completed HUD-51000, Schedule of Amounts for Contract Payments

Profile of Firm Form (Attachment D). The Profile of Firm Form is attached hereto as Attachment D to this IFB document. This 2-page Form must be fully completed, executed and submitted under this tab as a part of the proposal submittal.

https://automate.pac-llc.net/261206498294969

Tab # Description

Managerial Capacity/Financial Viability. The bidder/vendor company must submit a concise description of its managerial and financial capacity to deliver the proposed services, including brief professional resumes for the persons identified within areas (5) and (6) of Attachment D, Profile of Firm Form. Include the bidder’s qualifications to provide the services, including a description of the background and current organization of the firm.

Client Information & References. The proposer shall submit a listing of former or current clients, including Public Housing Authorities, for whom the proposer has performed similar or like services to those being proposed herein.

The listing shall, at a minimum, include:

Include a brief description of Respondent's business relationship with the reference.

Client Name, Contact Name, Telephone Number, and a brief narrative description relating the scope of work performed.

Subcontractor/Joint Venture Information (Optional Item). The bidder shall identify hereunder whether or not he/she intends to use any subcontractors for this job, if awarded, and/or if the bid is a joint venture with another firm. Such information pertaining to subcontractors shall include for each such firm the: firm name; name of contact person; telephone and email address; and the State of Texas contractor license number.

Payment & Performance Bonds. As detailed below under (4) Performance Bond;

(5) Payment Bond.

Insurance Certificates. The apparent successful bidder will also direct its insurance broker or carrier to deliver directly to the Agency (by email is preferred).

See the Attachment AHA Minimum Insurance Requirements.

13 Abilene Housing Authority/State of Texas Forms. As detailed below under (4)

Performance Bond; (5) Payment Bond.

Exhibits Respondent may include general information in this section the proposer believes it will assist AHA in evaluating their capabilities. (10-page limit)

(2) Entry of Proposed Fees. Unless otherwise stated herein, the proposed fees are all-inclusive of all related costs that the successful bidder will incur to provide, including, but not limited to: employee wages and benefits; clerical support; overhead; profit; licensing; insurance;

materials; supplies; tools; equipment; long-distance telephone calls; travel; and document copying not specifically agreed to by the AHA, etc.

a. Firm-fixed Fee to complete all the renovation work detailed and within Attachments H and H1at the 4 units of Riviera and Brailsford.

(3) Bid Bond. The bid bond or guarantee shall be included in the bid package submitted by each bidder for any proposed fee that is greater than $100,000 (please see Submission

Requirements, Tab 4). This bond ensures that if awarded the contract, the bidder will accept and perform the work under the contract. It also ensures that the bidder will not attempt to withdraw or otherwise not fulfill the contract. Finally, the bid bond ensures that the bidder will execute the contractual documents that are required within the time specified in the solicitation or forfeit all or part of the guarantee. A certified check, bank draft, U.S.

Government Bonds at par value, bid bond secured by an acceptable surety company, or other negotiable instrument may be accepted as a bid guarantee. If the successful bidder refuses to sign the contract after award, the bid bond is forfeited, and the award will then go to the next lowest responsive and responsible bidder. If a bid bond or guarantee is not submitted with the bid, the AHA will reject the bid as non-responsive. The AHA anticipates that it will not return any bid bonds until the contract has been awarded and the required performance and payment(s) bonds have been furnished, until all bids have been rejected, or the time specified for acceptance of bids has expired. In fairness to the other bidders, the AHA may also choose to return the bid bonds if the AHA has a firm and reasonable assurance that the responsive and responsible bidder who submitted the lowest cost will execute the contract.

(4) Performance Bond. The performance bond is meant to ensure that the contract is successfully completed. The performance bond guarantees that if the Contractor is unable to complete the contract, the surety company will step in to finish the work. In the case of a letter of credit or cash escrow, the AHA may use these funds to complete the contract work.

(5) Payment Bond. The payment bond is a method of ensuring that the Contractor pays the subcontractors and suppliers. By requiring payment bonds, the AHA avoids becoming entangled in disputes concerning payment of subcontractors and suppliers by the general contractor. The surety underwriting the payment bond ensures that the contractors and suppliers will be paid. Often, performance and payment bonds are combined into a single document. Failure to pay subcontractors for work performed in commercial contracts may often lead to the subcontractor filing a mechanic’s lien against the property owners to obtain payment for services rendered. The AHA contract requires the payment bond to prevent this problem and ensure that no lien will be filed against any AHA building or lot of ground. As a reminder, Clause 24 of form HUD-5370, General Conditions of the Contract for Construction

(Attachment G-1 attached hereto) clearly forbids the placement of any liens and is binding on any contractor, subcontractor, and material supplier.

(6) Bonding Companies. An acceptable surety (bonding) company is one that is authorized to do business in the State of Ohio and is acceptable to HUD and the Agency. The surety must be listed on the most recently published U.S. Treasury Circular 570 (often referred to as the

T-List). Individual sureties are not permitted. Circular 570 is available from the U.S.

Department of the Treasury, Financial Management Service, Surety Bond Branch, Room

#262C, 401 14th Street, S.W., Washington, D.C. 20227. The T-List may also be accessed on the Internet at: http://www.fms.treas.gov/c570/index.html .

(7) Bonding Requirements. In order to encourage participation by a broad range of competitors, including small and minority firms, HUD has provided for alternate bid and http://www.fms.treas.gov/c570/index.html contract guarantees. These apply to all construction projects greater than $100,000 (though, at the AHA’s discretion, may apply to smaller projects), whether development or modernization, funded pursuant to the U.S. Housing Act of 1937, as amended. As a result, the contractors for all construction projects shall be required to submit the following bid and contract guarantees. Please note that only the bid bond is required at the time of bid;

however, one of the purposes of the bid bond is to provide the AHA with assurance that the successful bidder will indeed obtain the necessary performance and payment bonds. The required bonds include a bid guarantee from each bidder, equivalent to 5% of the bid price and, from the successful bidder, one of the following:

a. A performance and payment bond for 100% of the contract price; or,

b. Separate payment and performance bonds each for 50% of more of the contract price;

or,

c. A 20% cash escrow; or,

d. A 25% irrevocable letter of credit.

(8) Inadequate Surety. If the low bidder fails to provide an acceptable assurance of completion

(payment and performance bonds) after the award of the contract, the AHA may consider the bid guarantee forfeited and notify the surety company. The contract is then terminated for default. The amount to be recovered from the bid bond or guarantee will typically equal at least the difference between the defaulted bid and the next higher acceptable bid or the amount by which the bid accepted by re-soliciting exceeds the defaulted contract.

(9) Prior AHA Approval Required. Please note that the successful bidder shall NOT conduct any additional work without the prior written authorization of the AHA representative (via delivery of a Task Order, which may take the form of an e-mail). Failure to abide by this directive shall release the AHA of any obligation to pay the successful bidder for any work conducted without the noted prior written authorization.

II. Scope of Work

Contractor shall provide all labor, materials, tools, supervision, permits, and incidentals required to renovate four (4) units to a rent-ready condition. Work includes, but is not limited to:

a. Demolition and removal of incomplete or defective work

b. Installation of cabinetry, doors, and hardware

c. Plumbing fixture replacement

d. Electrical upgrades and lighting replacement

e. Appliance installation

f. HVAC and ventilation work

g. Interior finishes, including flooring, wall repair, and painting

h. Final cleaning and preparation for occupancy

(1) The Contractor acknowledges that this project involves completion of previously abandoned work. The Contractor shall include all necessary costs to complete the project based on a reasonable inspection of existing conditions. Claims for additional compensation due to visible or reasonably discoverable conditions will not be accepted.

(2) The Contractor shall assume responsibility for the correction of defective or incomplete work identified during construction, regardless of whether such work was performed by a previous contractor.

(3) The Contractor shall not rely solely on the drawings or scopes provided and shall verify all quantities, conditions, and requirements prior to submitting a bid.

A. General Scope of Work

(1) The work shall consist of, as detailed herein and within Attachment H, to perform the required unit renovation work at the following units:

a. 2250 Vogel St. Unit B25, Abilene, TX

b. 2250 Vogel St. Unit D6, Abilene, TX

c. 3001 N. 6th St. Unit 102, Abilene, TX

d. 3001 N. 6th St Unit 208, Abilene, TX

B. Contractor Responsibilities

(1) Access for Emergency Vehicles. al The Contractor shall ensure that any equipment and/or vehicles that he/she places on the work site shall not be placed in such a position to interfere with access by any emergency vehicles or traffic by the public at large. The AHA reserves the right to approve or reject (and demand the movement) of the placement of such equipment or vehicles at any time during the performance of the contracted work if, in the opinion of the AHA, the placement of such equipment or vehicles does interfere with such traffic.

(2) As-built Record Documents. Do not use Record Documents for construction purposes; the documents shall be protected from loss in a secure location; provide access to Record

Documents for the AHA’s reference.

a. If issued, maintain a clean, undamaged set of blue or black line white-prints of

Contract Drawings and Shop Drawings. Markup these drawings to show the actual installation. Mark whichever drawing is most capable of showing conditions accurately. Give particular attention to concealed elements that would be difficult to measure and record at a later date.

(3) Build America, Buy America (BABA) Act Requirements. If applicable (meaning for construction projects greater than $250,000), by receipt of a contract award, it shall be the responsibility of the successful bidder to agree, certify, and eventually show proof that products provided and installed by the contractor are in full compliance with the requirements of the noted Act. More information is available at the following link:

https://www.hud.gov/baba.

(4) Communication. The AHA shall be the primary on-site point of contact for the Contractor pertaining to this work. The Contractor shall be free to converse and communicate with the

AHA during or between visits; however, all requests for changes or decisions shall be submitted to the AHA and approved by the Executive Director after receipt and consideration of a written request from the AHA. The AHA anticipates that it will typically make a decision in such matters within 3 workdays of receipt, though such response time frame may be shorter or longer depending on the situation; accordingly, the Contractor shall be required to submit such written requests in as timely a manner as reasonably possible. When construction commences, all communication must be directed to the designated AHA contact person only.

(5) Contract End Terms. Upon completion of the project, the Contractor must submit the following:

a. A separate payment request for retainage

b. A one-year warranty letter from the Contractor

c. Consent to Surety to Final Payment

d. Contractor’s Affidavit of Release of Liens

e. Contractor’s Certificate and Release

f. As-built’s (Mark-ups delivered to AHA)

(6) Contractor’s Request for Payment. As detailed within Chapter 9, Procurement and

Contract Administration, of Handbook 7485.1.

a. The AHA is responsible for making progress payments. Typically, progress payments for acceptable work and materials delivered and stored on the site will be made at 30-day intervals.

b. Payment will be based on the percentage of work completed during a one-month period.

c. A 10% retention will be withheld on each payment request. A separate payment request for the return of the retention will be required at the completion of the work.

d. Request for Payment Forms. The Contractor shall submit a request for payment for this project on the following forms, each as may be appropriate:

Attachment No. Form Description

III.A.8

Form HUD-51000 (1/2014), Schedule of Amounts for Contract Payments;

NOTE: The AHA also retains the right to require any bidder (but most likely the apparent low bidder) to submit this fully completed form to the

AHA at any point after the bid submittal deadline—this typically will occur when the AHA wishes to do an analysis of the bidder’s proposed cost to ascertain as to whether or not the bidder’s proposed cost is realistic, fair, and/or reasonable.

III.A.9 Form HUD-51001 (1/2014), Periodic Estimate for Partial Payment

III.A.10 Form HUD-51002 (1/2014), Schedule of Change Orders

III.A.11 Form HUD 51003 (1/2014), Schedule of Materials Stored

III.A.12 Form HUD-51004 (1/2014), Summary of Materials Stored

III.A.13 Form HUD-5372 (1/2014), Construction Progress Schedule

III.A.14

All relevant Subcontractors Weekly Certified Payrolls must accompany the payment request, utilizing form WH-347

N/A

Retainage. The Request for Payment form must list and clearly identify the retainage in the amount of 10% as a deduction to the subtotal of charges on the Request for Payment.

e. Review and Approval. The AHA will review each such Contractor request for payment and will approve the payment only if the following conditions are met. If the

Contractor requests payment items which have not been completed in a satisfactory manner (“satisfactory,” as determined at the sole discretion of the AHA), the AHA shall hold payment for the unsatisfactory items, and pay the balance of the request

(i.e., the undisputed portion). The AHA shall ensure:

a. The request for payment is consistent with the AHA-approved schedule of amounts for contract payments; and,

b. As further detailed within the preceding Section III.B.5.c herein, the total of the request for payment does not include the amount to be retained by the

AHA under the contract (retention or retainage); and,

c. The work covered by the request for payment has been performed in accordance with the construction documents; and,

d. The Periodic Estimate for Partial Payment has been properly executed on all applicable supporting documentation submitted; and,

e. The Contractor has submitted all required reports, such as payroll reports.

e. Distribution of Documents. The Contractor shall submit 2 original copies and 1 additional copy of all documentation required. The AHA shall retain the 2 original

Periodic Estimate for Partial Payment requests and all applicable supporting documentation for its file and return 1 copy of all such forms to the Contractor.

(7) Debris. The Contractor shall clean work areas daily, at the end of the workday, of all work-generated debris which may endanger the safety of others (the public, AHA residents, etc.).

a. All work areas must be kept sanitary and clean of any trash. Debris from work must be removed from living areas.

b. The Contractor must examine the work area and determine any unsuitable work conditions.

c. Any required removal or replacement of this work caused by unsuitable conditions will be just cause for the Contractor to bear the expense. Notice of unsuitable conditions shall be brought to the AHA’s representative in written form.

d. The Contractor shall provide a construction dumpster as needed to dispose of and remove all debris. The use of the AHA dumpsters is prohibited.

(8) Delivery of Materials. The Contractor and each Subcontractor shall inspect the site and determine the availability of storage space and trucking facilities for bringing materials or equipment into the building, as well as any other factors affecting the work under this

Contract.

a. Long-lead items should be ordered as soon as possible after contracts are signed to expedite shop drawings and the delivery of materials to the site. Advance planning will be important to ensure the timely delivery of materials.

(9) Final Inspection and Punch List. AHA shall provide one (1) final inspection site visit to develop the final Punch List when the following are completed:

a. All new construction and installations are 100% complete and operational.

b. A test-and-balance report has been completed and delivered to the AHA for review.

c. All final inspections and permits have been closed and delivered to the Contractor and AHA.

d. When the Contractor has completed all the required work and feels substantial completion has been achieved, the Contractor must document and request a final inspection and punch list be performed by the AHA. This will document the one (1) final inspection and punch list by AHA.

e. When the Contractor has completed all the punch list items, the Contractor shall document and request a final re-inspection by the AHA.

f. The AHA will provide one (1) final site visit for re-inspection of the punch list items.

g. If the AHA feels the punch list items have not been completed satisfactorily, notice will be given to the Contractor.

h. All punch list items must be completed at the time of substantial and final acceptance.

i. If the final punch list items are not complete at the time of the final inspection, the retention will be withheld until final acceptance by AHA.

(2) Layout and Dimensions. The Contractor and each Subcontractor shall verify and field-check all plan dimensions, elevations, and quantities for the existing building units within their respective responsibilities before proceeding with work. Discrepancies must be brought to the AHA's attention in writing for clarification or correction. Any Contractor failing to exercise such precautions shall be held responsible for the cost of correcting any resulting errors.

(10) Maintenance Manuals (if applicable). Organize maintenance data into sets of manageable size. Bind in individual heavy-duty 2-inch, 3-ring vinyl-covered binders, with pocket folders for folded sheet information. Mark identification on the front and spine of each binder. Include the following information:

a. Maintenance Emergency Instructions

b. Spare parts list

c. Copies of warranties

d. Wiring diagrams

e. Recommended “turn around” cycles

f. Inspection procedures

g. Shop Drawings and Product Data

(11) Operating and Maintenance Instructions. Arrange for the installer of equipment requiring regular maintenance to meet with the Owner’s personnel to provide instruction on proper operation and maintenance. Include a detailed review of the following:

a. Maintenance manuals

b. Spare parts and materials

c. Tools

d. Lubricants

e. Control sequences

f. Hazards

g. Warranties and bonds

h. Maintenance agreements and similar continuing commitments

i. Start up and shutdown

j. Emergency operations

k. Noise and vibration adjustments

l. Safety procedures

(12) “Or Equal” Specifications. Herein, or within the attached specifications, whenever the

AHA has listed a specific brand name, the words “or equal” shall automatically apply thereto. This term “or equal” means that the apparent successful bidder may propose to provide an alternate product as long as such proposed alternate product, in the opinion of the

AHA, meets the minimum specifications. As detailed within Section 9.3.B.3 of HUD

Procurement Handbook 7460.8 REV 2, brand names are listed herein for “establishing design and quality standards” for the product identified. If a bidder wishes to provide a different product than the product the AHA has identified, the AHA will be pleased to respond to any specific written request from a bidder with a listing of the “essential characteristics” for any such product (the bidder may also, if he/she wishes, wait to see if the firm is the apparent successful bidder then submit such written request after the bid submittal deadline when the

AHA will evaluate such alternate products, if submitted).

(13) Payroll Reports. The Contractor shall, during the term of the work, within 7 days of the end of any weekly payroll period, forward to the AHA a copy of the weekly payroll.

a. The Contractor is hereby made aware that the AHA will conduct periodic on-site wage surveys of the Contractor's staff working at the site. It is the responsibility of the Contractor to ensure that such work staff cooperate fully with the AHA interviewer. Relating to such interviews, please also see form HUD-11 (08/2004), Attachment G-13, attached hereto.

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

(15) Required Licensing. The Contractor(s) shall be in possession of any current and appropriate licensing, registrations, and permits that may be required by the City of Abilene, Taylor County, and/or the State of Texas for the performance of the Work. The Contractor shall be duly registered and authorized to conduct business in the State of Texas and shall comply with all applicable provisions of the Texas Occupations Code, including but not limited to Chapter 1305 (Electrical Work Licensing), Chapter 1301 (Plumbing Licensing), and any other applicable state and local regulations governing general construction, HVAC, and related trades, as well as applicable provisions of the Texas Local Government Code.

The Contractor will be required to provide the AHA with proof of such current licensing, registrations, and authorizations prior to contract execution.

(3) Retainage. Retainage for this work shall be in the amount of 10 percent, applied to each payment until final payment, at which time all retainage held will be paid by the AHA to the

Contractor.

(4) Safety. It shall be the responsibility of the Contractor to ensure, at all times during the performance of the work, to the maximum extent feasible, to protect the safety of AHA residents and staff, the Contractor's staff, subcontractors, and the public. This shall include, but not be limited to, compliance with all OSHA-related Federal and local laws, codes, and regulations.

(5) Security during Work. The Contractor shall take all means necessary to maintain the security of the area in which they are working. These security measures must be carried out on a twenty-four-hour basis, not just during normal work hours.

(16) Site Assessment. The Contractor and contracted subcontractors are strongly encouraged to examine the project site before submitting a bid.

a. A Pre-bid Conference and walk-through is scheduled as noted within C. IFB

Information and Timeline. Due to the project's complexity, attendance is strongly encouraged but not mandatory.

b. Additional site visits after the Pre-bid Conference may be scheduled. The Contractor must contact the AHA Contact Person listed within C. IFB Information and Timeline to schedule a site visit. Allow a minimum of three (3) business days to schedule an appointment. Unscheduled visits are prohibited.

(17) Temporary Facilities. It shall be the responsibility of the Contractor to provide any temporary facilities that may be required, including, but not limited to, temporary toilets, water, fencing, barricades, lighting, planking, signage, and guardrails, etc. Accordingly, it shall be the responsibility of the Contractor to secure and maintain such items during the term of the work.

(18) Time Completion. The Contractor shall commence work under the ensuing contract on a date to be specified in the Notice to Proceed (NTP) form issued by the AHA and shall fully complete all work thereunder within 180 calendar days of execution of the NTP. NOTE:

Any bidder with concerns regarding the noted time of completion may raise them at the Pre-bid conference. Normal working hours shall be Monday through Friday, 8:00 AM to 5:00

PM. All other working hours require pre-approval. Provide a minimum of five (5) working days for approval and planning.

(19) Tools/Equipment/Materials. The Contractor shall ensure that at all times during the work, tools, equipment, and materials are handled, placed, and stored in a secure and safe manner so as to protect all parties, including, but not limited to, the Contractor's workers, AHA tenants and staff, and the public at large. The Contractor shall ensure that during non-working hours, such items are not left unattended on the job site when such safety may be compromised. If applicable, as the building the Contractor will be working in is occupied by housing tenants, including a number of elderly/disabled or special needs persons, it will be especially important that traffic areas are clear for access and egress.

(20) Weekends. Unless otherwise approved by the AHA in writing, the Contractor shall not perform work on AHA property during a holiday or weekend days (Saturday or Sunday).

(21) Work Standards. It is the Contractor's responsibility to ensure that each worker provided by the Contractor is fully trained and qualified to perform any assigned work.

Accordingly, all work provided shall be guaranteed by the Contractor to be performed in a workmanlike manner and in accordance with all applicable laws, codes, and/or regulations, including those issued by, but not limited to, the Taylor County (and/or, if applicable, any city jurisdiction therein in which work will be performed), and/or the State of Ohio, or any applicable Federal AHA. Smoking is prohibited within the building and on the building's property boundaries.

III. Exhibits & Attachments These forms and attachments do not need to be returned as part of the response package.

A. HUD & Federal Form Exhibits

1. HUD Form 5369, Instructions to Bidders for Contracts

2. HUD-5370, General Conditions for Construction Contracts

3. HUD Form 5370-C, General Conditions for Non-Construction Contracts (W/O Maintenance)

4. HUD Form 5370-C, General Conditions for Non-Construction Contracts (with Maintenance)

5. HUD-92554M, Supplementary Conditions to the Construction Contract

6. HUD-2554, Supplementary Conditions of the Contract for Construction

7. HUD-4010, Federal Labor Standards Provisions

8. Form HUD-51000 (1/2014), Schedule of Amounts for Contract Payments

9. Form HUD-51001 (1/2014), Periodic Estimate for Partial Payment

10. Form HUD-51002 (1/2014), Schedule of Change Orders

11. Form HUD 51003 (1/2014), Schedule of Materials Stored

12. Form HUD-51004 (1/2014), Summary of Materials Stored

13. Form HUD-5372 (1/2014), Construction Progress Schedule

14. Form WH-347, Davis-Bacon and Related Acts Weekly Certified Payroll

15. HUD-11, Record of Employee Interview

16. 2025 Davis-Bacon Wage Rate

17. Standard Form 24, Bid Bond

18. Standard Form 25A, Payment Bond

19. Standard Form 25, Performance Bond

B. Scope of Work and Unit Information

1. Unit Scopes of Work Specifications (Attachment H)

2. Riviera and Brailsford Unit Renovation Construction Drawings (Attachment H1)

IV. Forms & Attachments These forms and attachments must be returned with the proposal response.

A. Federal

1. HUD Form 5369-A Representations, Certifications, and Statements of Bidders

3. Certificate of Insurance (AHA Minimum Insurance Requirements are attached)

4. Form SF-LLL, Disclosure of Lobbying Activities

5. HUD Form 50071 Certificate of Payments to Influence Federal Transactions

B. AHA and State of Texas Forms

1. Form of Bid (Attachment A, eForm)

6. Bid Tabulation Sheet

7. Certificate of Interested Parties Form 1295 https://www.ethics.state.tx.us/filinginfo/1295

8. Conflict of Interests Questionnaire Form CIQ

9. Profile of Firm Form

10. Company Biography

11. Listing of Proposed Subcontractors

12. Section 3 Statement

13. Respondent s Certification

14. Acknowledgment of Addendum s

15. Business References

16. Form of Non-Collusive Affidavit https://www.ethics.state.tx.us/filinginfo/1295