HACL-2026-013 Window and Vinyl Siding Replacement.pdf

Information for Bid (IFB), HACL-2026-013, Window and Vinyl Siding Replacement

307 Martin Luther King Jr. Drive

Lumberton, NC 28358

(910) 671-8200 www.lumbertonhousing.org

INVITATION FOR BID

VINYL SIDING AND WINDOW REPLACEMENT

HACL-2026-013

Issue Date: June 15, 2026

Pre-Proposal Meeting/Site Tour:

Thursday, June 25, 2026, at 3:00 PM

Deadline for Questions: Tuesday, June 30, 2026, at 12:00 PM

Bid Due Date and Time: Tuesday, July 14, 2026, at 2:30 PM

This communication serves to apprise you and your firm of the above-mentioned Invitation for Bid (IFB). We invite you and your firm to respond to this “Sealed” Information for Bid (IFB). Please carefully review all sections of the IFB, paying particular attention to the closing date and time listed above and within the body of the IFB. The IFB documents can be obtained from the eProcurement Marketplace located at ha.internationaleprocurement.com (no www.).

All Inquiries for Information Should Be Directed To:

Barbie J. Hunt, Capital Funds and Special Projects

IFB COVERSHEET

http://www.lumbertonhousing.org/

INVITATION FOR BIDS (IFB) HACL-2026-013, Window and Vinyl Siding Replacement

Issue Date: June 15, 2026

Title: Window and Vinyl Siding Replacement

Due Date: Tuesday, July 14, 2026, at 2:30PM

Issuing Agency: Housing Authority of the City of Lumberton

307 Martin Luther King Jr. Dr.

Lumberton, NC 28358

Period of Contract: The initial term or period of the contract shall be until project completion with the effective date to be determined at time of award.

All inquiries should be directed to Barbie J. Hunt, Capital Funds and Special Projects, by phone at 910-671-8213 or email bhunt@lumbertonhousing.org.

Bids should be directly sent to the Issuing Agency shown above and marked Attn: Barbie J. Hunt.

Emailed proposal shall not be accepted. The offeror is fully responsible to ensure that your proposals arrive in completion to the designated location.

In compliance with this Invitation for Bid and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the goods/services in accordance with the attached signed bid or as mutually agreed upon by subsequent negotiations. The undersigned further certifies that he/she is authorized to sign this document on behalf of the submitting firm.

______________________________________ Date: __________________________________ Name of Firm

______________________________________ By: ____________________________________ Address of Firm Signature

______________________________________ Name: _________________________________ City and State Zip Code Print Name and Title

Phone No.: _____________________________ Fax No.: ________________________________

Email: _________________________________ FEI/FIN No.: ____________________________

NOTE: Changes to this IFB may be issued in the form an addendum at any time prior to the due date and time for submitting proposals. The Contract Officer maintains a mailing list of all vendors that were provided copies of this solicitation (via vendor pickup, mail, fax, or email). The Contract Officer will send the addendum to any vendor who directly received a copy of the IFB from the Contract Officer. Any vendor who did not directly receive a copy of the IFB from HACL is encouraged to visit HACL’s web site regularly to learn of any changes to the solicitation (www.lumbertonhousing.org) and contact the Contract Officer to have their name added to the mailing list. HACL’s purchasing regulations require each offeror to submit a signed copy of the addendum to the above delivery address by the proposal due date and time or included with the firm's response to the solicitation.

TABLE OF CONTENTS

PURPOSE

BACKGROUND

SMALL, HACL RESIDENT-OWNED, WOMEN-OWNED, MINORITY OWNED AND SECTION 3

BUSINESSES AND INDIVIDUAL PARTICIPATION

1. THE AGENCY’S RESERVATION OF RIGHTS

2. SCOPE OF WORK/TECHINCAL SPECIIFCATIONS

3. BID FORMAT

4. BID EVALUATION

5. CONTRACT AWARD

6. ATTACHMENTS

A. Scope of Work, Specifications and Plans

1. Construction Plans Eastwood Terrace

2. Construction Plans Weaver Court

3. Construction Plans Tudor, Myers and Davis

4. Construction Plans Lumbee and Rozier

5. Construction Plans Meadows Ext.

6. Construction Plans The Meadows

B. Bid Bond

C. Performance Bond

D. Payment Bond

E. Bid Proposal Forms

F. Statement of Offeror’s Qualification

G. NC Affidavit of Compliance E-Verify

H. HUD Form 5369 – Instructions to Offerors

I. HUD Form 5369-A Representation Certification Statement

J. SAM.gov Registration

K. HUD Form 5370 – General Conditions for Construction Contracts

L. Non-Collusive Affidavit

M. HUD Form 2992 – Certification Regarding Debarment and Suspension

N. HUD Form 51000 – Schedule of Amounts for Contract Payments

O. HUD Form 51001 - Periodic Estimate for Partial Payment

P. HUD Form 51002 - Schedule of Change Order

Q. HUD Form 51003 – Schedule of Materials Stored

R. HUD Form 51004 – Summary of Materials Stored

S. HUD Form 510071 – Certification of Payment to Influence Federal Transactions

T. HUD Form 5372 – Construction Progress Schedule

U. HUD Form 92554M – Supplementary Conditions to the Construction Contract

V. HUD Form 2554 - Supplementary Conditions of the Contract for Construction

W. HUD Form 4010 – Federal Labor Standards Provision

X. HUD Form 92010 - Equal Employment Opportunity Certification

Y. HUD Form 11 - Record of Employee Interview

Z. Form SFLLL – Disclosure of Lobbying Activities

BB. Davis Bacon Wage Decision

CC. US Department of Labor Certified Payroll Form WH-347

DD. HACL’s Vendor Packet

EE. Section 3 Certification Packet

FF. HUD Form 2530 Previous Participation Certification

GG. Sample Contract Form

HH. Hud Form 50071 Certification of Payments to Influence Federal

Transactions

II. Supplemental Instructions to Bidders and Contractors (SIBC)

JJ. Profile of Firm Form

PURPOSE

The Housing Authority of the City of Lumberton (HACL) is soliciting bids from qualified and licensed contractors for a comprehensive exterior improvement project. The scope of work includes the removal and replacement of windows, window security screens, and vinyl siding across seven (7) public housing sites, as well as vinyl siding replacement at two (2) additional sites. This project requires a highly coordinated approach; the successful bidder will be responsible for providing all labor, materials, equipment, and supervision necessary to ensure a professional and timely completion.

BACKGROUND

Housing Authority of the City of Lumberton (HACL) was chartered by the City of Lumberton, North Carolina in 1949 as a government unit to provide low-income citizens with safe, clean, and affordable housing and help improve their quality of life. The Mayor of Lumberton appoints the Board of Commissioners; we currently have a seven (7) member board. The Housing Board governs the hiring of the Executive Director and has ultimate responsibility to ensure that the agency operates in compliance with HUD and Federal Government policies. HACL is responsible for the administration of 729 public housing units dispersed in 12 communities throughout the city.

SMALL, WOMEN-OWNED, MINORITY OWNED AND SECTION 3 BUSINESSES AND

INDIVIDUAL PARTICIPATION

HACL is committed to providing quality housing and economic opportunities for our residents and the neighborhoods we serve. One of the major requirements for this is Section 3 of the HUD Act of 1968, which requires that HUD funds provide low-income individuals with a springboard for economic empowerment through direct participation in construction and other activities that are designed to physically improve and revitalize the communities in which they live.

It is the policy of the Housing Authority of the City of Lumberton to contribute to the establishment, preservation, and strengthening of small businesses, businesses owned by women, minorities and Section 3 businesses and individuals to encourage their participation in procurement activities. HACL encourages contractors to provide for the participation of small businesses, businesses owned by women, minorities, and Section 3 businesses and individuals through partnerships, joint ventures, subcontracts, or other contractual opportunities. If you are not a Section 3 business concern, then a plan for involvement of these types of businesses is required.

By submitting a proposal, the Offeror certifies that all information provided in response to this IFB is true and accurate.

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

1.1. Right to Reject, Waive, or Terminate the IFB. Reject any or all bids, to waive any informality in the IFB process, or to terminate the IFB 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 IFB.

1.3. Right to Terminate. Terminate a contract awarded pursuant to this IFB, at any time for its convenience upon 10 days written notice to the successful bidder(s).

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

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 Negotiate. Negotiate the fees proposed by the bidder entity.

1.7. Right to Reject any Bid. 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.

1.8. No Obligation to Compensate. Have no obligation to compensate any bidder for any costs incurred in responding to this IFB.

1.9. Right to Prohibit. At any time during the IFB or contract process to prohibit any further participation by a bidder 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 bidder is thereby agreeing to abide by all terms and conditions listed within this document and within the 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 bidder, of any responsibility pertaining to such issue.

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

2.1 Specific Scope of Work. The work shall consist of furnishing all permits, labor, materials, and equipment to provide the installation services detailed herein, especially as detailed within this scope of work.

2.1.1 Project Schedule. The Agency anticipates that the initial work pursuant to award of the bid will be completed within 60 days from the date of the Notice to Proceed (NTP). The Agency will consider negotiating these dates with the successful bidder.

2.1.1.1 The Agency anticipates, and intends, barring any

difficulties that may arise, that it will issue an NTP within 30 days after the bid submittal deadline.

2.1.1.2 NOTE: Any bidder that may have any concerns pertaining to this schedule may bring this up, in writing, at any time prior to the posted Deadline to Ask Questions.

2.1.1.3 Normal working hours shall be Monday through Friday, 8:00 AM to 5:00 PM CT. All other working hours require pre-approval. Provide a minimum five (5) working days for approval and planning.

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 timeframe 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 two-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 on the following forms, each as may be appropriate:

[Table No. 3] (1)

IFB

Section

(2) Attachment

No.

(3)

Form Description

2.2.5.4.1 N form HUD-51000, Schedule of Amounts for

Contract Payments; NOTE: The Agency also retains the right to require any bidder (but most likely the apparent low bidder) to submit this fully completed form to the Agency at any point after the bid submittal deadline—this typically will occur when the Agency 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.

2.2.5.4.2 O form HUD-51001, Periodic Estimate for

Partial Payment

2.2.5.4.3 P form HUD-51002, Schedule of Change

Orders

2.2.5.4.4 Q form HUD 51003, Schedule of Materials

Stored

2.2.5.4.5 R form HUD-51004, Summary of Materials

Stored

2.2.5.4.6 AA Form HUD-5372, Construction Progress

Schedule

2.2.5.4.7 CC All relevant Subcontractors Weekly

Certified Payrolls must accompany the payment request utilizing form WH-347

2.2.5.4.8 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.

2.2.5.5.2 As further detailed within the preceding

Section 2.2.5.4.8 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).

2.2.5.5.3 The work covered by the request for payment

has been performed in accordance with the construction documents.

2.2.5.5.4 The Periodic Estimate for Partial Payment 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 2 original copies and 1 additional copy of all documentation required. The Agency 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.

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, as allowed by law.

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. Advanced planning will be important to assure 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. If applicable, 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 bidder 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 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 Agency has identified, the Agency 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 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. Relating to such interviews, please also see form HUD-11, Attachment Y, attached hereto.

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 Required Licensing. The Contractor(s) shall be in possession of any current appropriate licensing that may be required by the County of DeKalb (and/or, if applicable, any city jurisdiction therein in which work will be performed) and/or the State of Missouri.

2.2.16 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 retainages held will be paid by the Agency to the Contractor.

2.2.17 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.

2.2.18 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.

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

2.2.19.1 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.

2.2.19.2 Additional site visits after the Pre-bid Conference may be scheduled. The Contractor must contact the Agency Contact Person listed within the IFB Coversheet herein to schedule a site visit. Allow a minimum three (3) business days to schedule an appointment. Unscheduled visits are prohibited.

2.2.20 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.

2.2.21 Time of Completion. The Contractor shall commence the installation work under the ensuing contract on a date to be specified within the Notice to Proceed form issued by the Agency.

2.2.22 Tools/Equipment/Materials. The Contractor shall always ensure that 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.

2.2.23 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).

2.2.24 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 DeKalb (and/or, if applicable, any city jurisdiction therein in which work will be performed), and/or the State of Missouri, or any applicable Federal Agency. Smoking is prohibited within the building and on the within the building property boundaries.

2.3 Special Conditions pertaining to the specifications detailed herein. It shall be the responsibility of each prospective bidder to advise the Agency, in writing, prior to the posted Deadline to Ask Questions, of any issue or language or requirements detailed herein (especially within the specifications, this Section 2.0) that the prospective bidder wishes the Agency to consider as a revision or addition to the requirements of this IFB. The Agency is willing to solicit and receive this information because this is the first time the Agency has conducted a bid for these services and the Agency wishes to ensure that it receives information and recommendations from prospective bidders pertaining to these services. If the eventual successful bidder attempts to revise these conditions after the submittal deadline (i.e. during or after contract award) with conditions that the Agency deems should have been submitted prior to the aforementioned Question Deadline, the Agency may utilize such issue to terminate that firm and move on to the next low responsive and responsible bidder.

3.0 BID FORMAT.

3.1 Two-step Bidding Process. All bidders will initially submit the documentation/ information detailed within the following listed Step #1 of Table No. 3. Then, the Agency anticipates that it will notify the apparent low bidder to submit, within 5 days after being notified to do so, the information detailed within the following detailed Step #2 within the same Table.

3.1.1 Tabbed Bid Submittal. As may be further described herein, the Agency intends to retain a Contractor pursuant to a “Low Bid” basis, also taking into consideration responsiveness and responsibility. 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 numbered index dividers, which number extends so that each tab can be located without opening the bid 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. 4]

IFB

Section

(2) Tab No.

(3)

Description

3.1.1.1 Step #1: Initial documentation/information to be

submitted unfolded within a sealed envelope by 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 E 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 Form HUD-5369-A, Representations, Certifications, and Statements of Bidders, Public and Indian Housing Programs. This Form is attached hereto as Attachment I to this IFB document. This 4-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the bid submittal.

3.1.1.1.3 3 Bid Bond. If applicable, the required Bid Bond as detailed within the following Section 3.4.1 herein.

3.1.1.1.4 4 Section 3 Business Preference Documentation (Optional Item). For any bidder claiming a Section 3 Business Preference, he/she shall under this tab include the fully completed and executed Section 3 Business Preference Certification Form attached hereto as Attachment EE and any documentation required by that form.

3.1.1.1.5 NOTE: As directed within the following Section 3.2, bidders MUST NOT submit any pricing accompanying this above required documentation; pricing shall be submitted online only.

3.1.1.2 Step #2: Documentation/information to be submitted, within 5 days, only by the apparent low bidder 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 5.4.4 herein.

3.1.1.2.2 2 Proposed Services. As more fully detailed within Section 2.0, Scope of Work/Technical Specifications, of this document.

3.1.1.2.2.1 A brief description of the proposed safety and

quality assurance program.

3.1.1.2.2.2 Fully completed forms: (a) form HUD-51000, Schedule of Amounts for Contract Payments, Attachment N1, attached hereto; and (b) HUD-2530, Previous Participation Certification, Attachment FF, attached hereto.

3.1.1.2.2.3 A full listing of all subcontractors that will perform work at the site, including, but not limited to the following for each subcontractor: firm name;

owner’s name; full address; telephone; number;

email address.

3.1.1.2.3 3 Profile of Firm Form. The Profile of Firm Form is attached hereto as Attachment JJ 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 Managerial Capacity/Financial Viability. The bidder entity must submit under this tab 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 JJ, Profile of Firm Form. Such information shall include the bid’s qualifications to provide the services, including a description of the background and current organization of the firm.

3.1.1.2.5 5 Client Information. The bidder shall submit a listing of former or current clients, including multi-family housing (i.e., apartment complexes of a similar nature), 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.

3.1.1.2.6 6 Equal Employment Opportunity/Supplier Diversity.

The bidder must submit under this tab a copy of its Equal Opportunity Employment Policy and a complete description of the positive steps it will take to ensure compliance, to the greatest extent feasible, with the regulations detailed within the following Section 3.6 herein pertaining to supplier diversity (i.e., small, minority-, and women-owned businesses).

3.1.1.2.7 7 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 North Carolina contractor license number.

3.1.1.2.8 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.

3.1.1.2.9 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 directly to the Agency, as the insurance broker or carrier will be required to do so.

3.1.1.2.10 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.

3.1.1.2.11 Bid Submittal Binding Method. It is preferable and recommended that the bidder bind the bid submittals in such a manner that the Agency can, if needed, remove the binding (i.e. “spiral-type” etc.) or remove the pages from the cover (i.e. 3-ring binder; etc.) to make copies, then conveniently return the bid submittal to its original condition.

3.2 Entry of Proposed Fees.

3.2.1 The proposed fees shall be submitted by the bidder and received by the Agency, where provided for on the eProcurement Marketplace only. Do not submit, enter, or refer to any fees or costs within the 4-tab “hard copy” bid submittal detailed within Section 3.0—any bidder that does so may, at the Agency’s discretion, be rejected without further consideration.

3.2.2 Pricing Item(s). The proposed fees (Pricing Items) shall be submitted by the bidder and received by the Agency where provided within the eProcurement Marketplace only. Do not submit, enter or refer to any fees or costs within the 4-tab “hard copy” bid submittal detailed within Section 3.0—any bidder that does so may be rejected without further consideration. Unless otherwise stated, the proposed fees are all-inclusive of all related costs that the successful bidder 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.

3.3 Additional Information Pertaining to the preceding detailed Pricing Items.

3.3.1 IMPORTANT NOTICE!!! Entry of the Fees. Bidders are required to enter where provided within the eProcurement Marketplace a reasonable and realistic cost for the firm-fixed fee Pricing Item listed within the preceding Table No. 4 herein.

3.3.2 Review the Entry of Proposed Fees. After a bidder has entered where provided within the eProcurement Marketplace his/her proposed unit cost for the Pricing Item, the Marketplace will automatically multiply the proposed unit costs by the listed quantity.

The Agency strongly recommends that each bidder, after entry of these proposed fees within the eProcurement Marketplace, print the receipt provided and review the entry to ensure that the bidder has entered the proposed fees correctly (the Marketplace will allow the bidder to immediately re-enter the Marketplace at any time prior to the posted deadline to correct any such entry). The bidder will NOT be able to correct this entry after the posted deadline has expired, which means that the Agency will utilize such entry, correct or incorrect, to determine the apparent low bidder.

3.3.2.1 Unit Pricing Items. These Pricing Items are Unit Price

Items, meaning the Agency may or may not choose to award either of these Pricing Items during the ensuing contract period (on-site conditions may eventually dictate that either or both of the Pricing Items are awarded on an as-needed basis). The listed quantity is for calculating purposes only. As may be further detailed herein, the Agency does not guarantee any minimum or maximum amount of work for these Pricing Item but shall retain the right to order from the Contractor, on a change order basis, any number of services for this Pricing Items that the Agency requires. NOTE: All amounts entered on the Marketplace in response to these Pricing Items shall, after the submittal deadline, stand as entered—meaning, a bidder will NOT be allowed to claim after the submittal deadline that he/she made a mistake and now wishes to adjust the amount entered (however, please note that bidders may, at any time prior to the submittal deadline, re-enter the eProcurement Marketplace and adjust his/her pricing).

3.3.3 Firm-fixed Fee for the Base Bid. The proposed fee entered for this

Pricing Item shall be for all the complete work detailed within the specifications. The Agency reserves the right to not complete an award with any firm that submits, in the opinion of the Agency, a cost that is either too low or a cost that is too high.

3.3.4 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.

3.3.5 Prior Agency Approval Required. Please note that the successful bidder 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 bidder for any work conducted without the noted prior written authorization.

3.3.6 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).

3.3.7 Davis 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 BB. 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.).

3.4 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):

3.4.1 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 the preceding Section 3.1.1.1.3 herein).

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 award will go to the next lowest responsive and responsible bidder. 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 bidders, the Agency may also choose to return the bid bonds if the Agency has a firm and reasonable assurance that the responsive and responsible bidder who submitted the lowest cost will execute the contract.

3.4.2 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.

3.4.3 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 property owners to obtain payment for services rendered. The Agency contract requires the payment bond to prevent this problem and ensure that no liens will be filed against any Agency building or lot of ground. As a reminder, Clause 24 of form HUD-5370, General Conditions of the Contract for Construction (Attachment K, attached hereto) clearly forbid the placement of liens and is binding on any contractor, subcontractor, and material supplier.

3.4.4 Bonding Companies. An acceptable surety (bonding) company is one that is authorized to do business in the State of North Carolina 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.

3.4.5 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 contract guaranties. These apply to all construction projects greater than $100,000 (though, at the Agencies 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 time of bid; however, one of the purposes of the bid bond is to provide the Agency with assurance that the successful bidder will indeed obtain the necessary performance and payment bonds. 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:

3.4.5.1 A performance and payment bond for 100% of the contract price; or

3.4.5.2 Separate payment and performance bonds each for 50% or more of the contract price; or

3.4.5.3 A 20% cash escrow; or

3.4.5.4 A 25% irrevocable letter of credit.

3.4.6 Inadequate Surety. If the low bidder fails to provide an acceptable assurance of completion (payment and performance bonds) after http://www.fms.treas.gov/c570/index.html award of the contract, the Agency 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.

3.5 Bid Submission. All proposed pricing must be entered where provided for within the eProcurement Marketplace and all “hard-copy” bids must be “sealed” and submitted with time-stamped received in the designated Agency office by no later than the submittal deadline stated herein (or within any ensuing addendum). A total of 1 original signature copy of the Step #1 bid submittal detailed within the preceding Table No. 3 herein, shall be placed unfolded in a sealed package and addressed and delivered to:

Lumberton Housing Authority

Attention: Barbie Hunt – HACL-2026-013 307 Martin Luther King Jr. Drive, Lumberton, NC 28358

3.5.1 Exterior of Submittal Package. The package exterior must clearly denote the above noted IFB number and must have the bidder’s name and return address. Bids received after the published deadline will not be accepted.

3.5.2 Submission Conditions. DO NOT FOLD OR MAKE ANY ADDITIONAL

MARKS, NOTATIONS OR REQUIREMENTS ON THE DOCUMENTS TO BE

SUBMITTED! Bidders are not allowed to change any requirements or forms contained herein, either by making or entering onto these documents or the documents submitted any revisions or additions; and if any such additional marks, notations or requirements are entered on any of the documents that are submitted to the Agency by the bidder, such may invalidate that bid. If, after accepting such a bid, the Agency decides that any such entry has not changed the intent of the bid that the Agency intended to receive, the Agency may accept the bid and the bid shall be considered by the Agency as if those additional marks, notations, or requirements were not entered on such. By accessing the eProcurement Marketplace, registering, and downloading these documents, each prospective bidder that does so is thereby agreeing to confirm all notices that the Agency delivers to him/her as instructed, and by submitting a bid, the bidder is thereby agreeing to abide by all terms and conditions published herein and by addendum pertaining to this IFB.

3.5.3 Submission Responsibilities. It shall be the responsibility of each bidder to be aware of and to abide by all dates, times, conditions, requirements, and specifications set forth within all applicable documents issued by the Agency, including the IFB document, the documents listed within the following Section 3.9, and any addenda and required attachments submitted by the bidder. By virtue of completing, signing, and submitting the completed documents, the bidder is stating his/her agreement to comply with all conditions and requirements set forth within those documents. Written notice from the bidder not authorized in writing by the CO to exclude any of the Agency requirements contained within the documents may cause that bidder to not be considered for award.

3.6 Bidder’s Responsibilities — Contact with the Agency. It is the responsibility of the bidder to address all communication and correspondence pertaining to this IFB process to the Agency Contact listed within the IFB Coversheet. Bidders must not make inquiry or communicate with any other Agency staff member or official (including members of the Board of Commissioners) pertaining to this IFB.