HACL-2026-039 3010-3020 Bakersfield.pdf

INVITATION FOR BIDS (IFB) HACL-2026-039, Fire Damaged Unit Rehabilitation

307 Martin Luther King Jr. Drive

Lumberton, NC 28358

(910) 671-8200 www.lumbertonhousing.org

INVITATION FOR BID (IFB)

FIRE DAMAGED UNIT REHABILITATION

3010-3020 BAKESFIELD DR. LUMBERTON, NC 28358

HACL-2026-039

Issue Date: June 15, 2026

Pre-Proposal Meeting/Site Tour:

Thursday, June 25, 2026, at 2:00 PM

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

Bid Due Date and Time: Tuesday, July 14, 2026, at 2:00 PM

This communication serves to apprise your firm of the above-referenced Invitation for Bid (IFB). We invite you to respond to this formal, sealed solicitation. Please carefully review all sections, paying close attention to the closing dates, times, and submission requirements.

IFB procurement documents must be obtained directly from the eProcurement Marketplace at: ha.internationaleprocurement.com (Note: do not use "www.").

All Procurement Inquiries Must Be Directed To:

Barbie J. Hunt, Capital Funds and Special Projects http://www.lumbertonhousing.org/

IFB COVERSHEET

Issue Date: June 15, 2026

Title: Window and Vinyl Siding Replacement

Due Date: Tuesday, July 14, 2026, at 2:00PM

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 for ensuring 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, WOMEN-OWNED, MINORITY-OWNED, AND SECTION 3 BUSINESS

PARTICIPATION

1. THE AGENCY’S RESERVATION OF RIGHTS

2. SCOPE OF WORK / TECHNICAL SPECIFICATIONS

3. BID FORMAT

4. BID EVALUATION

5. CONTRACT AWARD

6. ATTACHMENTS

LIST OF ATTACHMENTS

Attachment A – Scope of Work

• A-1. NCHARRP Proof of Loss Scope of Work

• A-2. Construction Plans – Tudor, Myers and Davis

• A-3. HACL Specifications

• A-4. EPA Clearance Report

Attachment B – Bid Bond

Attachment C – Performance Bond

Attachment D – Payment Bond

Attachment E – Bid Proposal Forms

Attachment F – Statement of Offeror’s Qualifications

Attachment G – NC Affidavit of Compliance (E-Verify)

Attachment H – HUD Form 5369: Instructions to Offerors

Attachment I – HUD Form 5369-A: Representations, Certifications, and Statements of Bidders

Attachment J – SAM.gov Registration Documentation

Attachment K – HUD Form 5370: General Conditions for Construction Contracts

Attachment L – Non-Collusive Affidavit

Attachment M – HUD Form 2992: Certification Regarding Debarment and Suspension

Attachment N – HUD Form 51000: Schedule of Amounts for Contract Payments

Attachment O – HUD Form 51001: Periodic Estimate for Partial Payment

Attachment P – HUD Form 51002: Schedule of Change Orders

Attachment Q – HUD Form 51003: Schedule of Materials Stored

Attachment R – HUD Form 51004: Summary of Materials Stored

Attachment S – HUD Form 50071: Certification of Payments to Influence Federal Transactions

Attachment T – HUD Form 5372: Construction Progress Schedule

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

Attachment V – HUD Form 2554: Supplementary Conditions of the Contract for Construction

Attachment W – HUD Form 4010: Federal Labor Standards Provisions

Attachment X – HUD Form 92010: Equal Employment Opportunity Certification

Attachment Y – HUD Form 11: Record of Employee Interview

Attachment Z – Standard Form LLL: Disclosure of Lobbying Activities

Attachment AA – Davis-Bacon Wage Decision

Attachment BB – U.S. Department of Labor Certified Payroll Form WH-347

Attachment CC – HACL Vendor Packet

Attachment DD – Section 3 Certification Packet

Attachment EE – HUD Form 2530: Previous Participation Certification

Attachment FF – Sample Contract Form

Attachment GG – HUD Form 50071: Certification of Payments to Influence Federal

Transactions

Attachment HH – Supplemental Instructions to Bidders and Contractors (SIBC)

Attachment II – Profile of Firm Form

PURPOSE

The Housing Authority of the City of Lumberton (HACL) is soliciting competitive bids from qualified, licensed contractors for a comprehensive structural renovation project. The scope of work includes the rehabilitation of two dwelling units within one duplex building, complete roof replacement, and under-slab plumbing replacement. This project requires a highly coordinated approach, and the successful bidder shall provide all labor, materials, equipment, supervision, permits, and related services necessary to ensure the professional and timely completion of the work.

BACKGROUND

The Housing Authority of the City of Lumberton (HACL) was established by the City of Lumberton, North Carolina, in 1949 to provide safe, decent, sanitary, and affordable housing for low-income residents. HACL is governed by a seven-member Board of Commissioners appointed by the Mayor of the City of Lumberton and administered by an Executive Director in accordance with all applicable U.S. Department of Housing and Urban Development (HUD) regulations and federal requirements.

HACL currently owns, manages, and administers approximately 729 public housing units located throughout 12 residential communities within the City of Lumberton.

SMALL, WOMEN-OWNED, MINORITY-OWNED, AND

SECTION 3 BUSINESS PARTICIPATION

HACL is committed to promoting economic opportunities for residents and businesses within the local community. Pursuant to Section 3 of the Housing and Urban Development Act of 1968, as amended, and its implementing regulations, to the greatest extent feasible, employment, training, and contracting opportunities generated by this project shall be directed toward low-income persons and Section 3 business concerns.

It is the policy of HACL to encourage and support the participation of Small Business Enterprises (SBEs), Minority Business Enterprises (MBEs), Women-Owned Business Enterprises (WBEs), and Section 3 business concerns in all contracting opportunities. Prime contractors are strongly encouraged to include such entities through partnerships, joint ventures, subcontracting arrangements, supplier relationships, and workforce hiring initiatives.

Any bidder that is not a certified Section 3 business concern shall submit a Section 3 Utilization Plan with its bid package detailing the firm’s proposed efforts to comply with Section 3 requirements.

By submitting a proposal in response to this Invitation for Bids (IFB), the Offeror certifies that all statements, information, and representations provided are true, complete, and accurate to the best of the Offeror’s knowledge and belief.

1. THE AGENCY’S RESERVATION OF RIGHTS

HACL reserves the right to:

1.1 Reject, Waive, or Terminate

Reject any or all bids, waive informalities or minor irregularities in the bidding process, and/or cancel or terminate this solicitation if determined to be in the best interest of the Agency.

1.2 Cancel Award

Decline to award a contract pursuant to this Invitation for Bids (IFB).

1.3 Terminate for Convenience

Terminate any contract awarded pursuant to this IFB, in whole or in part, for the convenience of the Agency upon ten (10) calendar days’ written notice to the Contractor.

1.4 Determine Logistics

Establish and modify the specific days, hours, sequencing, and on-site locations for contract performance as necessary to support Agency operations and project requirements.

1.5 Retain Bids

Retain all submitted bids and prohibit the withdrawal of bids for a period of sixty (60) calendar days following the bid submission deadline without the written consent of the Contracting Officer (CO).

1.6 Negotiate Fees and Scope

Negotiate pricing, scope clarifications, schedules, and related contract terms with the apparent lowest responsive and responsible bidder, as permitted by applicable procurement regulations.

1.7 Reject Non-Responsive Bids

Reject or disqualify any bid determined to be non-responsive, including but not limited to bids containing incomplete submissions, unauthorized alterations, conditional pricing, or provisions not requested by the Agency.

1.8 No Compensation for Bid Costs

Assume no responsibility or liability for any costs incurred by bidders in the preparation, submission, presentation, or clarification of responses to this IFB.

1.9 Enforce Compliance Requirements

Disqualify or prohibit participation by any vendor whose submission, conduct, representation, or performance fails to comply with the requirements of this solicitation or applicable laws and regulations. By downloading or accessing these solicitation documents, prospective bidders agree to notify the Contracting Officer in writing within five (5) business days of discovering any ambiguity, discrepancy, error, or omission contained herein.

1.10 Reject Unofficial Documents

Require that all solicitation documents be obtained directly through the official eProcurement Marketplace designated by HACL. The Agency reserves the right to reject any bid submitted by a firm that failed to properly register or obtain official solicitation documents through the designated procurement platform.

2. SCOPE OF WORK / TECHNICAL SPECIFICATIONS

2.1 Specific Scope of Work

The Contractor shall furnish all labor, supervision, permits, materials, tools, equipment, transportation, and incidentals necessary to complete the fire damage rehabilitation and structural renovation work described in this IFB and the associated plans and specifications.

Work includes, but is not limited to, rehabilitation of two dwelling units within one duplex building, complete roof replacement, under-slab plumbing replacement, and all related restoration and construction activities required for a complete and operational project.

2.1.1 Project Schedule

• The Agency anticipates that all work associated with this project shall be substantially completed within sixty (60) calendar days from the issuance of the Notice to Proceed (NTP). The Agency reserves the right to negotiate the project schedule with the successful bidder.

• The Agency anticipates issuing the Notice to Proceed within approximately thirty

(30) calendar days following the bid submission deadline, barring unforeseen delays or administrative issues.

• Any bidder with concerns regarding the proposed project schedule shall submit such concerns in writing prior to the Deadline to Submit Questions identified in this IFB.

• Normal working hours shall be Monday through Friday, between 8:00 a.m. and 5:00 p.m. Eastern Time (ET). Any work outside these hours, including weekends or holidays, must receive prior written approval from the Agency. Contractors shall allow a minimum of five (5) business days for review and approval of any such request.

2.2 Contractor Responsibilities

2.2.1 Access for Emergency Vehicles

The Contractor shall ensure that all equipment, vehicles, materials, and temporary facilities placed on-site do not obstruct access for emergency vehicles, residents, staff, or the general public. The Agency reserves the right to require the relocation or removal of any equipment or vehicle that interferes with safe or reasonable access.

2.2.2 As-Built Record Documents

The Contractor shall maintain accurate as-built record documents throughout the project duration. Record documents shall not be used for construction purposes and shall be protected from damage or loss.

2.2.2.1

If issued, the Contractor shall maintain a clean and undamaged set of contract drawings and shop drawings. These documents shall be marked to reflect actual field conditions and installed work. Particular attention shall be given to concealed or inaccessible elements that may be difficult to identify after completion.

2.2.3 Communication

The Agency’s designated representative shall serve as the primary point of contact for all project-related communication. Contractors may communicate with Agency representatives regarding routine coordination matters; however, all requests for changes, substitutions, schedule modifications, or decisions affecting the work must be submitted in writing to the Agency for review and approval by the Executive Director or authorized representative.

The Agency will generally respond to such requests within three (3) business days, although response times may vary depending upon the complexity of the issue.

Contractors are responsible for submitting requests in a timely manner to avoid delays to the project schedule.

Once construction activities commence, all official communication shall be directed exclusively through the designated Agency contact person.

2.2.4 Contract Closeout Requirements

Upon completion of the project, the Contractor shall submit the following documents prior to final payment:

• Final request for payment, including retainage request;

• Two-year workmanship warranty letter;

• Consent of Surety to Final Payment;

• Contractor’s Affidavit of Release of Liens;

• Contractor’s Certificate of Completion and Release; and

• Complete as-built drawings and markups.

2.2.5 Contractor Requests for Payment

Progress payments shall be administered in accordance with applicable HUD requirements and Chapter 9 of HUD Handbook 7485.1, Procurement and Contract Administration.

2.2.5.1

Progress payments for acceptable work completed and approved materials properly stored on-site will generally be processed at thirty (30) day intervals.

2.2.5.2

Payment amounts shall be based upon the percentage of completed work during the applicable payment period.

2.2.5.3

A retainage amount equal to ten percent (10%) shall be withheld from each progress payment until final completion and acceptance of the project.

2.2.5.4 Request for Payment Forms

The Contractor shall utilize the following forms, as applicable, when submitting requests for payment:

IFB

Section Attachment Form Description

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

2.2.5.4.2 O HUD Form 51001 – Periodic Estimate for Partial Payment

2.2.5.4.3 P HUD Form 51002 – Schedule of Change Orders

2.2.5.4.4 Q HUD Form 51003 – Schedule of Materials Stored

2.2.5.4.5 R HUD Form 51004 – Summary of Materials Stored

IFB

Section Attachment Form Description

2.2.5.4.6 T HUD Form 5372 – Construction Progress Schedule

2.2.5.4.7 BB WH-347 – Certified Payroll Reports

2.2.5.4.8 N/A Retainage shall be clearly identified as a 10% deduction from each payment request

The Agency reserves the right to require submission of a fully completed HUD Form 51000 from any bidder for cost analysis and verification purposes.

2.2.5.5 Review and Approval

The Agency shall review each payment request and approve payment only for satisfactory work completed in accordance with the contract documents. The Agency reserves the right to withhold payment for deficient or incomplete work until corrective action has been completed.

Approval of payment requests shall require:

• Consistency with the approved Schedule of Amounts for Contract Payments;

• Proper deduction of retainage;

• Verification that work has been completed in accordance with contract requirements;

• Proper execution of all required forms and supporting documentation; and

• Submission of all required certified payroll reports and related documentation.

2.2.5.6 Distribution of Documents

The Contractor shall submit two (2) original signed copies and one (1) additional copy of all payment documentation. The Agency shall retain the original documents for its records and return one copy to the Contractor.

2.2.6 Debris Removal and Site Cleanliness

The Contractor shall maintain a clean, safe, and orderly worksite at all times.

2.2.6.1

All work areas shall be cleaned daily and maintained free from trash, debris, and hazardous conditions.

2.2.6.2

The Contractor shall inspect the worksite for unsuitable or unsafe conditions prior to performing work.

2.2.6.3

Failure to identify unsuitable conditions prior to commencing work may result in the Contractor being responsible for associated corrective costs.

2.2.6.4

The Contractor shall provide dumpsters or debris containers necessary for lawful disposal of construction debris. Use of Agency dumpsters is prohibited.

2.2.7 Delivery and Storage of Materials

The Contractor shall coordinate all material deliveries and determine the availability of storage areas, staging locations, and site access routes prior to commencing work.

2.2.7.1

Long-lead materials shall be ordered promptly following contract execution to minimize delays to the project schedule.

2.2.8 Final Inspection and Punch List

The Agency shall conduct one final inspection for development of a punch list upon substantial completion of the work.

Substantial completion shall include:

• Completion and operation of all systems and installations;

• Completion of all required inspections and permit closeouts;

• Delivery of all required reports and documentation; and

• Completion of all required testing and balancing, if applicable.

The Contractor shall notify the Agency in writing when the project is ready for final inspection.

If punch list items remain incomplete or unsatisfactory, retainage may be withheld until all deficiencies are corrected and accepted by the Agency.

2.2.9 Layout and Dimensions

The Contractor shall verify all field dimensions, elevations, existing conditions, and quantities prior to commencing work. Any discrepancies shall be immediately reported to the Agency in writing. The Contractor shall be responsible for correcting errors resulting from failure to verify field conditions.

2.2.10 Maintenance Manuals (If Applicable)

The Contractor shall provide organized operation and maintenance manuals, warranties, product data, wiring diagrams, inspection procedures, spare parts lists, and related documentation in properly labeled binders.

2.2.11 Operating and Maintenance Instructions

Where applicable, the Contractor shall arrange for equipment manufacturers or installers to provide operational training and maintenance instruction to Agency personnel.

2.2.12 “Or Equal” Specifications

Whenever a specific manufacturer, product, or brand name is referenced in the specifications, the term “or equal” shall be implied. Proposed substitute products must meet or exceed the quality, function, durability, and performance standards established by the specified product and shall be subject to Agency approval.

2.2.13 Payroll Reports

The Contractor shall submit weekly certified payroll reports within seven (7) calendar days following the end of each payroll period.

2.2.13.1

The Agency may conduct periodic wage interviews and labor compliance reviews.

Contractor personnel and subcontractors shall cooperate fully with all such reviews and interviews.

2.2.14 Permits

The Contractor shall obtain and pay for all permits, inspections, licenses, and approvals necessary for completion of the work.

2.2.15 Required Licensing

Contractors and subcontractors shall possess all licenses required by the State of North Carolina, Robeson County, and the City of Lumberton for the performance of the work described herein.

2.2.16 Retainage

Retainage shall be withheld at a rate of ten percent (10%) from each progress payment until final completion and acceptance of the project.

2.2.17 Safety

The Contractor shall comply with all applicable OSHA requirements and all federal, state, and local safety laws and regulations. The Contractor shall be solely responsible for maintaining a safe worksite and protecting residents, staff, visitors, subcontractors, and the public.

2.2.18 Security During Work

The Contractor shall maintain adequate site security throughout the duration of the project, including during non-working hours.

2.2.19 Site Assessment

Prospective bidders are strongly encouraged to visit and inspect the project site prior to submitting a bid.

2.2.19.1

A pre-bid conference and site walkthrough shall be conducted as identified in the IFB schedule. Attendance is strongly encouraged but not mandatory.

2.2.19.2

Additional site visits may be arranged through the Agency Contact Person identified in the IFB. Contractors shall provide a minimum of three (3) business days’ notice for scheduling purposes.

2.2.20 Temporary Facilities

The Contractor shall provide and maintain all temporary facilities necessary for performance of the work, including temporary utilities, sanitation facilities, barriers, fencing, signage, lighting, and related safety measures.

2.2.21 Time of Completion

The Contractor shall commence work upon issuance of the Notice to Proceed and shall prosecute the work diligently to achieve completion within the approved contract period.

2.2.22 Tools, Equipment, and Materials

The Contractor shall ensure that all tools, equipment, and materials are safely handled, secured, and stored at all times. Special care shall be exercised to maintain safe access for residents, including elderly and disabled individuals.

2.2.23 Weekend and Holiday Work

Unless otherwise approved in writing by the Agency, work shall not be performed on weekends or recognized holidays.

2.2.24 Work Standards

All work shall be performed by qualified personnel in a professional and workmanlike manner and in compliance with all applicable federal, state, and local laws, codes, regulations, and industry standards.

Smoking shall be prohibited within buildings and throughout Agency property.

2.2.25 Concealed Conditions

2.2.25.1 Should the Contractor encounter concealed, latent, or differing site conditions materially different from those ordinarily encountered or indicated within the Contract Documents, the Contractor shall immediately stop work in the affected area and notify the Agency in writing within twenty-four (24) hours.

2.2.25.2 The Contractor shall not disturb the condition further until directed by the Agency.

2.2.25.3 Upon review, the Agency may issue written direction regarding any necessary modifications to the scope of work, Contract Sum, or Contract Time.

2.2.25.4 Failure of the Contractor to provide timely written notice of concealed conditions shall constitute a waiver of any claim for additional compensation or time related thereto.

2.3 Special Conditions

Prospective bidders are responsible for reviewing all specifications, drawings, and solicitation requirements and for notifying the Agency in writing, prior to the Deadline to Submit Questions, of any ambiguity, discrepancy, omission, or requested clarification.

The Agency encourages constructive recommendations and clarification requests to ensure a complete and competitive solicitation process. Failure by the successful bidder to raise concerns prior to bid submission may waive the Contractor’s ability to later object to or request revisions to the specifications or requirements.

3. BID FORMATING

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] (1)

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 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 http://www.fms.treas.gov/c570/index.html 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-2026-039 307 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. Failure to abide by this requirement may be cause for the Agency to not consider a bid submittal received from any bidder who may not have abided by this directive.

3.6.1 Addenda. All questions and requests for information must be addressed in writing to the Agency Contact. The Agency Contact will respond to all such inquiries in writing by addendum to all prospective 9103183414Documents).

During the IFB solicitation process, the Agency Contact will NOT conduct any ex parte (a substantive conversation—”substantive” meaning, when decisions pertaining to the IFB are made—between the Agency and a prospective bidder when other prospective bidders are not present) conversations that may give one prospective bidder an advantage over other prospective bidders. This does not mean that prospective bidders may not call the Agency Contact—it simply means that, other than making replies to direct the prospective bidder where his/her answer has already been issued within the solicitation documents, the Agency Contact may not respond to the prospective bidder’s inquiries but will direct him/her to submit such inquiry in writing so that the Agency Contact may more fairly respond to all prospective bidders in writing by addendum.

3.7 Bidder’s Responsibilities — Equal Employment Opportunity and Supplier

Diversity. Both the Contractor and the Agency have, pursuant to HUD regulation, certain responsibilities pertaining to the hiring and retention of personnel and subcontractors.

3.7.1 Within 2 CFR §200.321 it states:

3.7.1.1 Contracting with small and minority businesses, women's business enterprises, and labor surplus area firms.

3.7.1.2 (a) The non-federal entity must take all necessary affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area firms are used when possible.

3.7.1.3 (2) Affirmative steps must include:

3.7.1.3.1 (1) Placing qualified small and minority businesses and women's business enterprises on solicitation lists.

3.7.1.3.2 (2) Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources.

3.7.1.3.3 (3) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority business, and women's business enterprises.

3.7.1.3.4 (4) Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority business, and women's business enterprises.

3.7.1.3.5 (5) Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and

3.7.1.3.6 (6) Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (1) through (5) of this section.

3.7.2 Within HUD Procurement Handbook 7460.8 REV 2 it states:

3.7.2.1 Section 15.5.A, Required Efforts. Consistent with Presidential

Orders 11625, 12138, and 12432, the [Agency] shall make every effort to ensure that small businesses, MBEs, WBEs, and labor surplus area businesses participate in [Agency] contracting.

3.7.2.2 Section 15.5.B, Goals. [The Agency] is encouraged to establish goals by which they can measure the effectiveness of their efforts in implementing programs in support of . . . contracting with disadvantaged firms. It is important to ensure that the means used to establish these goals do not have the effect of limiting competition and should not be used as mandatory set-aside or quota, except as may otherwise be expressly authorized in regulation or statute. Some localities have adopted minority contracting set-aside policies or geographic limitations, which may be in conflict with Federal requirements for full and open competition.

3.7.3 Within our Agency Procurement Policy it states that our Agency will:

3.7.3.1 Support for Small, Minority, and Section 3 Business

Concerns HACL is committed to ensuring maximum participation from Small Business Enterprises (SBE), Minority Business Enterprises (MBE), and Section 3 business concerns.

To fulfill this commitment, the following efforts are mandated:

• 3.7.3.1.1 Inclusion: Qualified firms shall be included on all solicitation mailing lists to ensure maximum exposure to contracting opportunities.

• 3.7.3.1.2 Outreach: HACL will utilize direct solicitation to encourage participation from these firms whenever they are identified as potential sources.

• 3.7.3.1.3 Scoping: When economically feasible, project requirements will be divided into smaller tasks or quantities to facilitate participation by smaller firms.

• 3.7.3.1.4 Scheduling: Delivery and completion schedules will be established in a manner that encourages participation by diverse business entities.

• 3.7.3.1.5 Agency Collaboration: HACL will leverage the…