THE HOUSING AUTHORITY OF THE CITY OF DURHAM

INVITATION FOR BIDS

Capital Construction Project – Calvert Place and Main Street Townhomes

BID #26-005

INVITATION FOR BIDS (IFB) NO. 26-005, CAPITAL CONSTRUCTION PROJECT – CALVERT & MAIN ST.

DURHAM HOUSING AUTHORITY

Table of Contents

[Table No. 1]

Section Description Page Introduction 3 BID Information at a Glance 3

1.0 The Agency’s Reservation of Rights 4

2.0 Scope of Work/Technical Specifications 5

2.1 Specific Scope of Work 5

2.2 Contractor Responsibilities (in alpha order) 13

3.0 Bid Format 20

3.1 Bid Documents to be Submitted 20

3.2 Entry of Proposed Fees 22

3.3 Bonds 24

3.4 Bid Submission Responsibilities 25

3.5 Proposer’s Responsibilities — Contact with the Agency 26

3.6 Recap of Attachments 27

4.0 Bid Evaluation 28

4.1 Public Opening 28

4.2 Responsive Evaluation 28

4.3 Responsible Evaluation 28

5.0 Contract Award 29

5.1 Contract Award Procedure 29

5.2 Contract Conditions 29

5.3 Contract Period 30

5.4 Licensing and Insurance Requirements 30

5.5 Contract Services Standards 31

5.6 Prompt Return of Contract Documents 31

INTRODUCTION

The Housing Authority of the City of Durham (DHA or Agency) is an autonomous, non-profit municipal entity created by the City of Durham in 1949 pursuant to state law and the National Housing Act of 1937. The Authority exists to provide safe, decent, and sanitary housing for low-income families in Durham in accordance with the rules and regulations prescribed by the U.S. Department of Housing and Urban Development (HUD) and other federal agencies. The mission of DHA is to be a leader for affordable housing in Durham County by serving as a housing safety net, promoting individual self-sufficiency, and leveraging core housing competencies. To support DHA’s mission, the agency manages real estate and participates in the development of mixed income housing.

DHA manages about 839 units of conventional public housing, 795 units of affordable housing and is authorized to provide rental assistance to about 2,427 residents through the Housing Choice Voucher Program. DHA is also invested in 4 Mixed Finance ventures.

The governing body of the Authority is its Board of Commissioners (Board) and is comprised of six members appointed by the City.

BID INFORMATION AT A GLANCE

[Table No. 2]

AGENCY CONTACT PERSON Roger Harding E-mail: rharding@dha-nc.org

HOW TO OBTAIN THE BID DOCUMENTS ON

THE EPROCUREMENT MARKETPLACE

1. Access ha.internationaleprocurement.com (no “www”).

2. Click on the “Login” button in the upper left side.

3. Follow the listed directions.

4. If you have any problems in accessing or registering on the eProcurement Marketplace, please call customer support at (866)526-9266.

PRE-BID CONFERENCE Monday, September 21, 2026 1:00 PM ET 705 E. Main, #7 Durham, NC 27701

The Pre-Bid conference will be held at Main Street Townhomes. Potential bidders will have the opportunity to walk the site and tour units in order to ensure a clear understanding of the proposed scope of work.

QUESTION SUBMITTAL DEADLINE Wednesday, September 23, 2026, by 3:00 PM ET

HOW TO FULLY RESPOND TO THIS BID BY

SUBMITTING A BID SUBMITTAL

As instructed within Section 3.4 of this IFB document, submit 1 copy of your “electronic” bid to procurement@dha-nc.org.

BID SUBMITAL RETURN & DEADLINE Monday, October 12, 2026, by 3:00 PM ET

1.0 THE AGENCY’S RESERVATION OF RIGHTS. The Agency reserves the right to:

1.1 Right to Reject, Waive, or Terminate the BID. Reject any or all bids, to waive any informality in the BID process, or to terminate the BID process at any time, if deemed by the Agency to be in its best interests.

1.2 Right to Not Award. Not to award a contract pursuant to this BID.

1.3 Right to Terminate. Terminate a contract awarded pursuant to this BID, at any time for its convenience upon a 10-day written notice to the successful proposer(s).

1.4 Right to Determine Time and Location. Determine the days, hours, and locations that the successful proposer(s) shall provide the services called for in this BID.

1.5 Right to Retain Bids. Retain all bids submitted and not permit withdrawal for a period of

60 days subsequent to the deadline for receiving bids without the written consent of the Agency Contracting Officer (CO).

1.6 Right to Reject any Bid. Reject and not consider any bid that does not meet the requirements of this BID, including but not necessarily limited to incomplete bids and/or bids offering alternate or non-requested services.

1.7 No Obligation to Compensate. Have no obligation to compensate any proposer for any costs incurred in responding to this BID.

1.8 Right to Prohibit. At any time during the BID or contract process to prohibit any further participation by a proposer or reject any bid submitted that does not conform to any of the requirements detailed herein. By accessing the eProcurement Marketplace (hereinafter also the “Marketplace”) and by downloading this document, each prospective proposer is thereby agreeing to abide by all terms and conditions listed within this document and within the eProcurement Marketplace, and further agrees that he/she will inform the CO in writing within 5 days of the discovery of any item listed herein or of any item that is issued thereafter by the Agency that he/she feels needs to be addressed. Failure to abide by this timeframe shall relieve the Agency, but not the prospective proposer, of any responsibility pertaining to such issue(s).

1.9 Right to Reject – Obtaining Competitive Solicitation Documents. The eProcurement

Marketplace is the only official and appropriate venue to obtain the competitive solicitation documents (and any other information pertaining to the competitive solicitation such as addenda). Accordingly, by submitting a response to this competitive solicitation the respondent thereby affirms that he/she obtained all information on the eProcurement Marketplace. Any other group such as a bid depository that informs potential respondents of the availability of such competitive solicitations are hereby instructed to not distribute these documents to any such potential respondents, but to instruct the potential respondents to visit the eProcurement Marketplace to obtain the documents. The Agency will reject without consideration any response submitted from a firm that has not obtained the documents from the eProcurement Marketplace.

2.0 SCOPE OF WORK/TECHNICAL SPECIFICATIONS. The Agency is seeking bids from qualified, licensed, and insured entities to provide the following detailed services:

2.1 Specific Scope of Work. The project consists of replacement or repair: Calvert Place:

replacement of bathroom vanities including faucets and supply lines underneath and replacement of bathroom mirrors over vanities; replacement of kitchen countertops, sinks, faucets, plumbing pipes underneath, replacement of kitchen cabinet including replacement of handle or door hardware; wall repair and painting in kitchen and bath areas affected by work; replacement of exterior decks and rails, power washing existing balcony support structures and waterproofing new rails, deck boards and existing support structures. Main Street Townhomes: replacement of bathroom vanities including faucets and supply lines underneath and replacement of bathroom mirrors over vanities; replacement of kitchen countertops, sinks, faucets, plumbing pipes underneath, replacement of kitchen cabinets including replacement of handle or door hardware; wall repair and painting in kitchen and bath areas affected by work.

2.1.1 CONTRACT DESCRIPTION. Contract Type: A single prime contract based on a

Stipulated Price as described in the Form of Contract, General and Supplementary Conditions, Federal requirements and Technical Specifications.

2.1.2 OWNER OCCUPANCY. Durham Housing Authority and their residents intend to continue to occupy the existing buildings during the entire construction period.

2.1.2.1 Cooperate with Durham Housing Authority and their residents to minimize conflict and to facilitate Durham Housing Authority’s operations and conduct work to cause the least interference with their occupancy.

2.1.2.2 Schedule of Work to accommodate Durham Housing Authority and their residents’ occupancy.

2.1.2.3 If it becomes necessary for the Contractor to enter a unit, the

Contractor shall give each resident written notice forty-eight (48) hours prior to each time they enter a unit to perform work.

2.1.3 CONTRACTOR USE OF SITE AND PREMISES. Construction Operations: Limited to parking areas and areas immediately surrounding the building only as needed.

2.1.3.1 Arrange use of site and premises to allow:

Durham Housing Authority occupancy

Work by Others Work by Durham Housing Authority Use of site premises by the public

Park only in parking lots

2.1.3.2 Contractor shall not use toilet facilities or telephones in the units.

2.1.3.3 Existing building spaces may not be used for storage. Coordinate with the Owner for placement of storage trailer(s) on site. Provide secure storage for materials for which the Owner has made payment, and which are stored on site.

2.1.3.4 Limit access to the roof to persons involved in the Work.

2.1.3.5 Contractor shall be responsible for and shall immediately repair any damage to existing property to at least as good a condition prior to the damage, to the Owner’s satisfaction.

2.1.4 REGULATORY REQUIREMENTS:

North Carolina State Building Code, 2018 North Carolina State Building Code: Residential Code, 2018

National Emission Standards for Hazardous Air Pollutants (40 CFR, Part 61, Subpart M)

Occupational Safety and Health Act, current as of the Work Applicable Ordinances of the City of Durham Applicable Regulations of the Durham Housing Authority Regulations of the US Department of Labor Regulations of the US Department of Housing and Urban Development Other Regulations may also be applicable.

American Concrete Institute (ACI), current edition American Society for Testing and Materials (ASTM) ADA Standard for Accessible Design, current edition Concrete Reinforcing Steel Institute (CRSI) Manual of Standard Practices The 2024 National Design Specification for Wood Construction U.S. Environmental Protection Agency (US EPA)

HUD accepted green building certifications as identified in MAP Guide Chapter 6.3.1.B and 6.3.2.A

2.1.5 Bathroom Vanity Scope (Calvert Place and Main Street Townhomes): The work in this section includes the replacement of existing bathroom vanities, faucets and supply lines, minor plumbing repairs as needed, vanity mirrors and repair and painting of bathroom walls as needed due to Work.

2.1.5.1 Materials: Plywood bathroom vanities stained a dark color to be selected by DHA, white cultured marble top, 4” center-set faucet (regular units), single-hole faucet (accessible units), brushed nickel finishes. Vanities ≤ 64” in width must be replaced with a vanities the same width as the original vanity. Vanities >64” in width may vary up to 2”in width from original vanity in order to allow for standard sizing. Mirrors should be frameless, tempered glass, 36- 42” tall. Mirror width should match the vanity width with the exception of vanities over 68” wide. In the case of vanities >68” wide, mirror width may be narrower than the vanity, but no narrower than 68”. All product selections must be approved by DHA project manager prior to purchase and installation. Walls damaged by work should be repainted with Sherwin Williams paint (color Swiss Coffee, eggshell).

2.1.5.2 Accessible Units: At least one bathroom vanity in accessible units must be accessible. If there are two bathrooms in a unit, the bathroom accessed from a common area should receive an accessible vanity.

2.1.5.3 Painting standard: All walls damaged by work should be cleaned, patched and sanded to prepare surface for repainting using the paint specified in Section 2.1.5.1. Floors, fixtures, cabinets, countertops and adjacent surfaces should be protected during painting and the work area cleaned upon completion.

2.1.5.4 Number of vanities to be replaced: 175, as described in Table 3.

Table 3: Number and Type of Bathroom Vanities to be Replaced

Vanity Width Total 30" 15 36" 21 48" 5 54" 3 58" 40 64" 3 68" 15 84" 42 90" 9 30" accessible 3 36" accessible 5 45" accessible 2 48" accessible 0 54" accessible 10 78" accessible 2 Total 175

2.1.5.5 Number of apartment units affected: Vanities will be replaced in 118 apartment units, including 17 accessible units.

2.1.6 Kitchen Cabinet Scope (Calvert Place and Main Street Townhomes): The work in this section include the replacement of existing kitchen cabinets and hardware and the repair and painting of kitchen walls as needed due to damage caused by work.

2.1.6.1 Materials: Plywood recessed panel cabinets stained a dark color to be approved by DHA, assembled and installed. Brushed nickel handles. All product selections must be approved by DHA project manager prior to purchase and installation. Walls damaged by work should be repainted with Sherwin Williams paint (color Swiss Coffee, eggshell).

2.1.6.2 Accessible Units: Kitchen cabinets in accessible units shall be installed as specified in the North Carolina Building Code for accessible units.

2.1.6.3 Painting standard: All walls damaged by work should be cleaned, patched and sanded to prepare surface for repainting using the paint specified in Section 2.1.6.1. Floors, fixtures, cabinets,

2.1.6.4 Number of cabinets to be replaced: 652 as described Table 4.

Table 4: Number and Type of Kitchen Cabinets to be Replaced

Cabinet Type Regular Accessible Total Bottom - single 149 34 183 Bottom - double 47 17 64 Kitchen sink cabinets 42 17 59 Top - single 98 27 125 Top - double 103 59 162 Top - 15" double (bridge) 42 17 59 Total 481 171 652

2.1.6.5 Number of units: Kitchen cabinets will be replaced in 59 apartments, including 17 accessible units.

2.1.7 Kitchen Sink Scope (Calvert Place and Main Street Townhomes): The work in this section includes the replacement of the existing old kitchen sinks and fixtures.

2.1.7.1 Materials:

2.1.7.1.1 Sink Manufacturing Brand: Transolid, Elkay, Kraus, Superior

Sink or approved equal product and color by the DHA Representative or Project Manager.

2.1.7.1.2 Fixtures Manufacturing Brand: Existing manufacturing brand or approved equal by the DHA Representative or the Project Manager.

2.1.7.1.3 Specification: Drop-in, Double Equal Bowl, Stainless Steel Sink with drain assembly or approved equal product and color by the DHA Representative or Project Manager.

2.1.7.2 Number of sinks to be replaced: 51 (including 17 accessible)

2.1.7.3 Number of apartment units affected: Kitchen sinks will be replaced 51 apartments, including 17 accessible units.

2.1.8 Kitchen Countertop Scope (Calvert Place and Main Street Townhomes): The work in this section includes replacement of damaged or old Kitchen Countertops and the repair and repainting of any walls damaged by the work.

2.1.8.1 Materials: Prefabricated Hampton Bay Laminate Countertop or the existing manufacturing brand or approved equal by the DHA Representative or the Project Manager. All product selections must be approved by DHA project manager prior to purchase and installation. Walls damaged by work should be repainted with Sherwin Williams paint (color Swiss Coffee, eggshell).

2.1.8.2 Execution:

2.1.8.2.1 Preparation: Contractor needs to measure carefully before ordering the new prefabricated laminated kitchen countertops. Measure the hollow space underneath the new countertop for correct build-up height. Measure at least twice to locate the sink. Center the sink over the sink base cabinet. Set the sink back far enough to clear the cabinet front. Cut the hole smaller than the sink’s rim.

2.1.8.2.2 Application: Begin with longest corner section (if needed) because the other sections often join or relate to this piece.

Install miter bolts and then slide the top into the corner for a test fit. Before scribe, align the front edges of the countertop parallel to the cabinet fronts. Close gaps where the backsplash meets the wall if possible. Make sure the miter is flush on top and tighten the bolts. Once the bolts are tight and the top is flush, slide the countertop into the corner and examine the fit along each wall. Cut overhung countertop if needed, sand and install edging. Anchor the countertop to the cabinet using steel angle and screw. Clear and clean the working area. All debris will be removed from the jobsite and dispose of the proper dumpsite. The contractor is not allowed to use the community dumpster.

2.1.8.3 Accessible units: Countertops in accessible units shall be installed as specified in the North Carolina Building Code for accessible units.

2.1.8.4 Painting standard: All walls damaged by work should be cleaned, patched and sanded to prepare surface for repainting using the paint specified in Section 2.1.8.1. Floors, fixtures, cabinets,

2.1.8.5 Quantity of countertop to be replaced: 3,390 square feet

2.1.8.6 Number of units: Kitchen countertop will be replaced in 78 apartments, including 17 accessible units.

2.1.9 Appliances for accessible units (Calvert Place and Main Street Townhomes). The project consists of the replacement of refrigerators, dishwashers, stoves and range hoods in accessible units.

2.1.9.1 Appliance brand: GE, LG, Samsung, Whirlpool or approved equal brand. All appliances must the requirements of the Americans with Disabilities Act (ADA). All product selections must be approved by DHA project manager prior to purchase and installation.

2.1.9.2 Refrigerators: Black, bottom- freezer, minimum 22 cubic feet of capacity.

2.1.9.3 Stoves and range hoods: Black or black and silver. Stove 30” wide, slide-in. Range hoods under cabinet style, 30” wide.

2.1.9.4 Dishwashers: Black, 24” wide.

2.1.9.5 Number of appliances: 17 refrigerators, 17 stove and range hoods, 17 dishwashers.

2.1.9.6 Number of apartment units affected: Appliances will be replaced in

17 accessible units.

2.1.10 Deck repair and replacement scope (Calvert Place). The project consists of the repair of existing exterior decks, including, but not limited to: removal and replacement of existing deck boards and handrails; inspection of existing structural supports, ledger boards, beams, posts, joists, footings, and connections; replacement or repair of deteriorated structural framing and supports as needed; repair of adjacent siding, trim, wall sheathing, and other building components damaged or disturbed by the Work; power washing existing structural supports; waterproofing of decks, handrails and structural supports; and final cleanup and restoration of areas affected by the Work.

2.1.10.1 Decking: The work consists of replacement of all existing deck boards, and replacement of fascia, trim and related exterior finish components damaged by work.

2.1.10.1.1 Materials: Pressure-treated wood decking approved by the DHA Project Manager, matching fascia and trim, manufacturer-approved fasteners, Color-matched plugs or trim where required, approved edge, corner, and transition pieces, sealants compatible with the decking material.

2.1.10.1.2 Execution: Inspect the framing before installing decking.

Confirm that framing is properly spaced, level, aligned, and adequately supported. Install deck boards with consistent spacing and alignment. Provide spacing required by the decking manufacturer for drainage, expansion, and contraction. Maintain required clearances from walls, siding, doors, posts, and other obstructions. Install boards with the crown and fasteners oriented as recommended by the manufacturer. Pre-drill boards where required to prevent splitting. Do not use warped, split, damaged, excessively bowed, or rejected materials. Stagger joints where applicable and provide adequate support beneath all board ends. Install fascia and trim straight, plumb, level, and securely fastened. Sand or ease exposed edges where required. Replace any damaged or defective boards before final acceptance. Do not paint, stain, or seal decking until the material is sufficiently dry and the manufacturer’s requirements have been met. Obtain required inspections before the deck is placed into service.

2.1.10.1.3 Quantity of decking to be replaced: 2,462 square feet

2.1.10.2 Deck Handrails: The Work in this section includes the replacement or repair of deck guardrails.

2.1.10.2.1 Materials: Pressure-treated wood for deck handrails, corrosion-resistant fasteners, brackets, and connectors suitable for exterior use.

2.1.10.2.2 Execution: Remove existing guardrails and handrails designated for replacement. Inspect the supporting deck framing before installation. Provide additional blocking or framing necessary to securely support guardrail posts.

Ensure guardrails resist required loads and do not wobble, loosen, or deflect excessively. Provide continuous, graspable handrails with proper returns and extensions where required. Grind or cover sharp edges, exposed fasteners, and hazardous projections. Replace damaged, cracked, warped, or defective components. Obtain required inspections before the deck is placed into service.

2.1.10.2.3 Quantify of deck handrails to be replaced: 393 linear feet

2.1.10.3 Power washing, structural support repair and waterproofing. The work includes power washing of the existing decks, inspection and repair of existing structural supports, and waterproofing of decks, rails and support structures once all repair and replacement work is completed.

2.1.10.3.1 Repair of existing support structures. Contractor will inspect existing structural supports, ledger boards, beams, posts, joists, footings, and connections and replace or repair deteriorated structural framing and supports as needed and approved by the DHA project manager.

2.1.10.3.2 Power washing. Contractor will powerwash all portions of the deck that will not be replaced, including but not limited to, existing support structures, deck posts, balusters and bottom rails.

2.1.10.3.3 Waterproofing. Once all repairs and replacement work have been completed, Contractor will seal all new and existing deck elements using an approved sealant.

2.1.11 Allowance for repairs. As shown in Attachment E: Pricing Sheet, all bidders must include an allowance for repairs in their bid submission. The amount of the allowance for repairs must be equal to 10% of the contractor’s bid for all other bid elements and will cover the following:

2.1.11.1 Minor plumbing repairs (Calvert Place and Main Street

Townhomes). The allowance for repairs will be used to cover any minor plumbing repairs identified during the replacement of bathroom vanities (Section 2.1.5) or kitchen sinks (Section 2.1.7) – for example, replacement of shutoff valves.

2.1.11.2 Repair of deck support structures (Calvert Place). The allowance for repairs will be used to cover any necessary repairs identified during the contractor’s inspection of existing support structures (Section 2.1.10.3.1).

2.1.11.3 Repair of any other existing deck elements identified during the completion of the work described in Section 2.1.10 (Calvert Place).

2.1.11.4 Use of the allowance for repairs must be approved by the DHA project manager before any expenditure is incurred or repair work completed.

2.2 Contractor Responsibilities (in alpha order).

2.2.1 Access for Emergency Vehicles. 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 Agency reserves the right to approve or reject (and demand the movement) of the placement of any such equipment or vehicles at any time during the performance of the contracted work if, in the opinion of the Agency, the placement of such equipment or vehicles does interfere with such traffic.

2.2.2 As-built Record Documents. Do not use Record Documents for construction purposes; protect from loss in a secure location; provide access to Record Documents for the Agency's reference.

2.2.2.1 If issued, maintain a clean, undamaged set of blue or black line white-prints of Contract Drawings and Shop Drawings. Mark-up 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.

2.2.3 Communication. The Agency 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 Agency during or between visits;

however, all requests for changes or decisions shall be submitted to the Agency and approved by the Executive Director after receipt and consideration of written request from the Agency. The Agency 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 Agency contact person only.

2.2.4 Contract End Items. Upon completion of the project the Contractor must submit the following:

2.2.4.1 A separate payment request for the retainage;

2.2.4.2 A one-year warranty letter from the Contractor;

2.2.4.3 Consent of Surety to Final Payment;

2.2.4.4 Contractor’s Affidavit of Release of Liens;

2.2.4.5 Contractor’s Certificate and Release; and

2.2.4.6 As- built’s (Mark-ups delivered to Agency).

2.2.5 Contractor’s Request for Payment. As detailed within Chapter 9, Procurement and Contract Administration, of Handbook 7485.1.

2.2.5.1 The Agency 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.

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

2.2.5.3 A 10% retainage will be held on each payment request. A separate payment request for the return of the retainage will be required at the completion of the work.

2.2.5.4 Request for Payment Forms. The Contractor shall submit a request for payment for this project including the following:

[Table No. 5] (1)

BID

Section

(2) Attachment

No.

(3)

Form Description

2.2.5.4.1 D-8 Form HUD-51001 (1/2014), Periodic Estimate for

Partial Payment or Contractor may propose to use an alternative Request for Payment form (in place of form HUD-51001), which must be approved by DHA in advance.

2.2.5.4.2 D-9 All relevant Subcontractors Weekly Certified Payrolls must accompany the payment request utilizing form WH-347 or comparable document approved in advance by DHA

2.2.5.4.3 Photographs of original condition, work in progress and completed work.

2.2.5.4.4 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.

2.2.5.5 Review and Approval. The Agency will review each such

Contractor request for payment and will approve the payment only if the following listed 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 Agency), the Agency shall hold payment for the unsatisfactory items, and pay the balance of the request (i.e., the undisputed portion). The Agency shall ensure:

2.2.5.5.1 The request for payment is consistent with the

Agency-approved schedule of amounts for contract payments; and,

2.2.5.5.2 As further detailed within the preceding Section

2.2.5.3 herein, the total of the request for payment does not include the amount to be retained by the Agency under the contract (retention or retainage); and,

2.2.5.5.3 The work covered by the request for payment

has been performed in accordance with the construction documents; and,

2.2.5.5.4 The Periodic Estimate for Partial Payment (Form

HUD 51001) has been properly executed on all applicable supporting documentation submitted; and,

2.2.5.5.5 The Contractor has submitted all required

reports such as payroll reports.

2.2.5.6 Distribution of Documents. The Contractor shall submit 1 original electronic copy. The Agency shall retain the 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.

2.2.6 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 the others (the public; Agency residents; etc.).

2.2.6.1 All work areas must be kept sanitary and clean of any trash.

Debris from work must be removed from living areas.

2.2.6.2 The Contractor must examine the work area and determine any unsuitable work condition.

2.2.6.3 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 Agency’s representative in written form.

2.2.6.4 The Contractor shall provide a construction dumpster as needed to dispose and removal all debris. The use of the Agency dumpsters is prohibited.

2.2.7 Delivery of Materials. The Contractor and each Subcontractor shall inspect the site and determine the availability of storage space and trucking facilities to bring material or equipment into the building, or any other factors affecting the work under this Contract.

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

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

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

2.2.8.2 A test and balance report have been completed and delivered to the Agency for review.

2.2.8.3 All final inspections and permits have been closed and delivered to the Agency and Agency.

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

2.2.8.5 When the Contractor has completed all the punch list items, the

Contractor shall document and request a final re-inspection by the Agency.

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

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

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

2.2.8.9 If the final punch list items are not complete at the time of the final the retainage will be withheld until final acceptance by the Agency.

2.2.9 Lay-out and Dimensions. The Contractor and each Subcontractor shall verify, and field check, all plan dimensions, elevations, and quantities on both the existing building and the new work under their respective responsibilities before proceeding with work. Discrepancies must be brought to the attention of the Agency 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.

2.2.10 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 front and spine of each binder. Include the following information:

2.2.10.1 Maintain Emergency instructions;

2.2.10.2 Spare parts list;

2.2.10.3 Copies of warranties;

2.2.10.4 Wiring diagrams;

2.2.10.5 Recommended "turn around" cycles;

2.2.10.6 Inspection procedures; and

2.2.10.7 Shop Drawings and Product Data.

2.2.11 Operating and Maintenance Instructions. Arrange for the installer of equipment that requires regular maintenance to meet with the Owner's personnel to provide instruction in proper operation and maintenance.

Include a detailed review of the following:

2.2.11.1 Maintenance manuals;

2.2.11.2 Spare parts and materials;

2.2.11.3 Tools;

2.2.11.4 Lubricants;

2.2.11.5 Control sequences;

2.2.11.6 Hazards;

2.2.11.7 Warranties and bonds;

2.2.11.8 Maintenance agreements and similar continuing

commitments;

2.2.11.9 Start up and shutdown;

2.2.11.10 Emergency operations;

2.2.11.11 Noise and vibration adjustments; and,

2.2.11.12 Safety procedures.

2.2.12 “Or Equal” Specifications. Herein, or within the attached specifications, whenever the Agency has listed a specific brand name the words “or equal” shall automatically apply thereto. This term “or equal” means that the apparent successful proposer may propose to provide an alternate product as long as such proposed alternate product, in the opinion of the Agency, meets the minimum specifications. As detailed within Section 9.3.B.3 of HUD Procurement Handbook 7460.8 REV 3, brand names are listed herein for “establishing design and quality standards” for the product identified. If a proposer wishes to provide a different product than the product the Agency has identified, the Agency will be pleased to respond to any specific written request from a proposer with a listing of the “essential characteristics” for any such product (the proposer may also, if he/she wishes, wait to see if the firm is the apparent successful proposer then submit such written request after the bid submittal deadline when the Agency will evaluate such alternate products, if submitted).

2.2.13 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 Agency a copy of the weekly payroll.

2.2.13.1 The Contractor is hereby made aware that the Agency 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 Agency interviewer.

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

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

2.2.16 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 Agency residents and staff, the Contractor's staff, and subcontractors, and the public. This shall include, but not be limited to, compliance with all OSHA-related Federal and local laws, codes, and regulations.

2.2.17 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 the normal work hours.

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

2.2.18.1 A Pre-bid Conference and walk-through is scheduled as noted within the preceding Table No. 2 herein. Due to the complexity of the project attendance is strongly encouraged, although not mandatory.

2.2.18.2 Additional site visits after the Pre-bid Conference may be scheduled. The Contractor must contact the Agency Contact Person listed within the preceding Table No. 2 herein to schedule a site visit. Allow a minimum of three (3) business days to schedule an appointment. Unscheduled visits are prohibited.

2.2.19 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; guardrails; etc. Accordingly, it shall be the responsibility of the Contractor to secure and maintain such items during the term of the work.

2.2.20 Time of Completion. The Contractor shall commence work under the ensuing contract on a date to be specified within the Notice to Proceed (NTP) form issued by the Agency and shall fully complete all work thereunder within 150 calendar days of execution of the NTP. NOTE: Any proposer that may have any concerns pertaining to the noted time of completion may bring this up at the Pre-bid Conference. Normal working hours shall be Monday through Friday, 8:00 AM to 4:30 PM ET. All other working hours require pre-approval. Provide a minimum of five (5) working days for approval and planning.

2.2.21 Tools/Equipment/Materials. The Contractor shall ensure that at all times during the work tools, equipment, and material 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, Agency 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.

2.2.22 Weekends. Unless otherwise approved by the Agency in writing, the Contractor shall not perform work on Agency property during a holiday, nor weekend days (Saturday or Sunday).

2.2.23 Work Standards. It is the responsibility of the Contractor to ensure that each worker provided by the Contractor shall be fully trained and qualified to provide 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 County of Durham (and/or, if applicable, any city jurisdiction therein in which work will be performed), and/or the State of North Carolina, or any applicable Federal Agency.

Smoking is prohibited within the building and within the building property boundaries.

3.0 BID FORMAT

3.1 Bid Submittal. The Agency intends to retain the Contractor pursuant to a “Best Value” basis, not a “Low Bid” basis (“Best Value,” in that the Agency will, as detailed within the following Section 4.0 herein, consider factors other than just cost in making the award decision). Therefore, so that the Agency can properly evaluate the offers received, all bids submitted in response to this IFB must be formatted in accordance with the sequence noted within the table below. Each category must be separated by dividers and labeled with the corresponding tab reference also noted below. None of the proposed services may conflict with any requirement the Agency has published herein or has issued by addendum.

[Table No. 6]

IFB Section

Tab No.

Description

3.1.1.1 Step #1: Initial documentation/information to be submitted all bidders prior to the posted bid submittal deadline.

3.1.1.1.1 1 Form of Bid. This Form is attached hereto as Attachment A to this IFB document. This 2-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the initial bid submittal.

3.1.1.1.2 2 Section 3 Business Preference Documentation (Optional Item).

For any bidder claiming a Section 3 Business Preference, they shall under this tab include the fully completed and executed Section 3 Business Preference Certification Form attached hereto as Attachment C and any documentation required by that form.

3.1.1.1.3 3 DHA Pricing Sheet. This form is attached hereto as Attachment E to this IFB document.

3.1.1.2 Step #2: Documentation/information to be submitted, within 5 days, only by the apparent low bidder(s) when directed to do so by the Agency.

3.1.1.2.1 1 Licensing. Submit under this Tab the license(s) detailed within the following Section 5.4 herein.

3.1.1.2.2 2 Proposed Services. The bidder shall place under this tab documentation further explaining the bidder’s services and showing how the bidder intends to fulfill the requirements of the preceding Section 2.0 herein. (NOTE: Though the bidder is not limited by such, the Agency anticipates that the total documentation submitted under this Tab will be at a maximum of 1-2 pages.)

3.1.1.2.3 3 Profile of Firm Form. The Profile of Firm Form is attached hereto as Attachment B to this IFB document. This 2-page Form must be fully completed, executed and submitted under this tab as a part of the bid submittal.

3.1.1.2.4 4 Project Team. Brief professional resumes for the persons identified within areas (5) and (6) of Attachment C, Profile of Firm Form.

3.1.1.2.5 5 Client Information. The bidder shall submit a listing of former or current clients, including Public Housing Agencies, for whom the bidder has performed similar or like services to those being proposed herein. The listing shall, at a minimum, include:

3.1.1.2.5.1 The client’s name;

3.1.1.2.5.2 The client’s contact name;

3.1.1.2.5.3 The client’s telephone number and e-mail address;

3.1.1.2.5.4 A brief narrative description and scope of the service(s) and the dates the services were/are provided.

3.1.1.2.7 6 Subcontractor/Joint Venture Information (Optional Item). The bidder shall identify hereunder whether or not they intend 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 North Carolina contractor license number.

3.1.1.2.8 7 DHA Required Forms. Attached to this IFB Document are Attachments F-H: DHA Harassment Policy Certification, DHA Hold Harmless Agreement, & DHA Non-Collusive Affidavit.

3.1.1.2.9 8 Other Information (Optional Item). The bidder may include hereunder any other general information that the bidder believes is appropriate to assist the Agency in its evaluation.

3.1.1.2.10 Insurance Certificates. The apparent successful bidder will also direct its insurance broker or carrier to deliver directly to the Agency (by email is preferred) the insurance certificates detailed within the following Sections 5.4.1 through 5.4.3 herein. NOTE: The apparent successful bidder will NOT deliver these certificates—the insurance broker or carrier will do so.

3.1.1.2.11 Optional Tabs. If no information is to be placed under any of the above noted tabs (especially the “Optional” tabs), please place there under a statement such as “NO INFORMATION IS BEING PLACED UNDER THIS TAB” or “THIS TAB LEFT INTENTIONALLY BLANK.” DO NOT eliminate any of the tabs.

3.2 Entry of Proposed Fees.

3.2.1 Pricing Item(s). Unless otherwise stated, the proposed fees on the Pricing Sheet are all-inclusive of all related costs that the successful proposer will incur to provide the noted services, including, but not limited to: employee wages and benefits; clerical support; overhead; profit; licensing; insurance; materials;

supplies; tools; equipment; long distance telephone calls; travel expenses;

document copying not specifically otherwise agreed to by the Agency; etc.

3.2.1.1 Allowance for repairs. As shown in Attachment E: Pricing Sheet, all bidders must include an allowance for repairs in their bid submission.

The amount of the allowance for repairs must be equal to 10% of the contractor’s bid for all other bid elements. The Allowance for Repairs will be used to cover the cost of repairs described in Section 2.1.11.

3.2.2 Review the Entry of Proposed Fees.

3.2.2.1 Realistic Cost Proposed for each Pricing Item. Each bidder is strongly encouraged to enter where provided within the Pricing Sheet a realistic cost for each Pricing Item. Accordingly, it is the Agency's opinion that it is very much in the best interests of the bidder to propose a realistic cost for each and every Pricing Item. If, despite this warning, the successful bidder proposes a fee that the Agency deems is not realistic, then the Agency reserves the right to require the successful bidder to, at contract execution, present a cash bond in a suitable amount which the Agency will hold during the term of the ensuing contract period to ensure that the successful bidder will fulfill his/her obligation in this matter.

3.2.2.2 Determination of the Lowest Calculated Costs. After a bidder has entered where provided within the pricing sheet his/her proposed unit costs for the Pricing Items, the HA will calculate unit costs by the listed quantities. The total sum of all the line items will determine the lowest bidder and/or the ranking order for placement within the ensuing pool of contractors that may be formed.

3.2.2.3 Also, the Agency reserves the right to:

3.3.2.2.1 Require the Contractor to garner such needed supplies directly from the Agency; and/or

3.3.2.2.2 Procure directly from a supplier of the Agency's

choosing any supplies/materials that the Contractor may require to be able to provide the listed services.

3.3.2.2.3 In any case, the Agency anticipates (and shall require) that the Contractor will procure such supplies/materials from suppliers at a fair and reasonable "market rate" cost. The Agency reserves the right to not reimburse the Contractor for any portion of any such costs that are deemed by the Agency to be unfair and unreasonable ("deemed," meaning in the opinion of the Agency, based on a comparison of such costs with costs for similar items that may have been or could have been procured as detailed within the immediate-preceding Section 3.3.2.5.1.2).

3.2.3 Price Escalation. Pertaining to the ensuing contract, there shall be no escalation of the proposed costs allowed at any time during the awarded contract except for any legitimate change orders that may be approved by the Agency.

3.2.4 Prior Agency Approval Required. Please note that the successful proposer shall

NOT conduct any additional work without the prior written authorization of the Agency representative. Failure to abide by this directive shall release the Agency of any obligation to pay the successful proposer for any work conducted without the noted prior written authorization.

3.2.5 No Deposit/No Retainer. The Agency will NOT pay any deposit or retainer fees at any time as a result of award of the ensuing contract (though the Agency may consider, under certain circumstances, a reasonable and justified payment for mobilization).

3.2.6 is Bacon Federal Wage Rates. As detailed within pertinent HUD and Federal regulation, the Contractor is required to pay Davis-Bacon wage rates (for all “construction contracts in excess of $2,000”). The applicable Wage Rates pertaining to the work detailed herein is attached hereto and detailed within Attachment D-6. 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; certified payrolls; etc.).

3.3 Bonds. As this solicitation pertains to public works or construction, the bonds that are required include (each required for construction bids and/or contracts in excess of $100,000):

3.3.1 Bid Bond. The bid bond or guarantee shall be included in the bid package submitted by each proposer for any proposed fee that is greater than $100,000 (please see the preceding Section 3.1.3 herein). This bond ensures that if awarded the contract, the proposer will accept and perform the work under the contract. It also ensures that the proposer will not attempt to withdraw or otherwise not fulfill the contract. Finally, the bid bond ensures that the proposer 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 proposer refuses to sign the contract after award, the bid bond is forfeited, and then award will be made, if appropriate, to the next-lowest responsive and responsible proposer. If a bid bond or guarantee is not submitted with the bid, the Agency will reject the bid as non-responsive.

The Agency anticipates that it will not return any bid bonds until the contract has been awarded and the required performance and payments 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 proposers, the Agency may also choose to return the bid bonds if the Agency has a firm and reasonable assurance that the responsive and responsible proposer who submitted the lowest cost will execute the contract.

3.3.2 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 Agency may use these funds to complete the contract work.

3.3.3 Payment Bond. The payment bond is a method of ensuring that the Contractor pays the subcontractors and suppliers. By requiring payment bonds, the Agency avoids becoming entangled in disputes concerning payment of subcontractors and suppliers by the general contractor. The surety underwriting the payment bond ensures 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.