IFB 2026-15 Fire Panel Upgrade Bonansinga Hi-Rise -AMP 3.pdf

INVITATION FOR BIDS (IFB) NO 2026-15 – Fire Panel Upgrade Bonansinga Hi-Rise – AMP 3

Springfield Housing Authority, Springfield, IL

IFB Document

Table of Contents Section Description Page

Introduction 1 IFB Information at a Glance 1

1.0 SHA’S Reservation of Rights 2

2.0 Scope of Work/Technical Specifications 3

2.1 Specific Scope of Services 3

2.2 SHA Responsibilities 4

2.3 State Contractor’s License 4

3.0 Bid Format 4

3.1 Bid Submission 5

3.2 Bidder's Responsibilities--Contact With the SHA 6

3.3 Pre-bid Conference 7

4.0 Bid Evaluation 7

4.1 Public Opening 7

4.2 Responsive Evaluation 7

4.3 Responsible Evaluation 8

4.4 Restrictions 8

5.0 Contract Award 8

5.1 Lowest Responsive and Responsible Bidder 8

5.2 Contract Award Procedure 8

5.3 Contract Conditions 8

5.4 Licensing and Insurance Requirements 9

5.5 Contract Services Standards 10

5.6 Bid Required Forms 10

INTRODUCTION

he Springfield Housing Authority (hereinafter, “SHA”) is a public entity that was formed in 1937 to provide federally subsidized housing and housing assistance to low-income families, within the Springfield Area. The SHA is headed by an Executive Director (ED) and is governed by a five-person board of commissioners and is subject to the requirements of Title 24 of the Code of Federal Regulations (hereinafter, “CFR”) and the SHA’s procurement policy.

n keeping with its mandate to provide efficient and effective services, the SHA is now soliciting bids from qualified, licensed and insured entities to provide the above noted services to the SHA. All bids submitted in response to this solicitation must conform to all of the requirements and specifications outlined within this document and any designated attachments in its entirety.

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IFB INFORMATION AT A GLANCE

SHA CONTACT PERSON Ligia Anderson 217-753-5757 ext. 311 or

Troy Boyer 217-306-2807 or Alan Brinkoetter 217-753-5757 ext. 343

HOW TO OBTAIN THE IFB DOCUMENTS ON THE

APPLICABLE INTERNET SITE

1. Access nahro.economicengine.com (no “www”).

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

3. Follow the listed directions.

If you have any problems in accessing or registering on the system, please call customer support at 1-866-526- 9266.

PRE-BID CONFERENCE Wednesday, October 7,2026 at 10:00 am

HOW TO FULLY RESPOND TO THIS IFB BY

SUBMITTING A BID SUBMITTAL

As instructed within Section 3.0 of the IFB document, submit 1 copy of your hard copy bid to the SHA Truman Road office.

BID SUBMITAL RETURN & DEADLINE Thursday, October 22, 2026 at 2:30 pm Springfield Housing Authority 1910 Truman Road, Springfield, IL 62703 *(The hard copy bid must be received in-hand and time-stamped by the SHA by no later than 2:30 p.m. on this date).

ANTICIPATED APPROVAL BY SHA BOARD OF

COMMISSIONERS

Monday, October 26, 2026 5:00 pm Springfield Housing Authority 200 N. Eleventh Street, Springfield, IL 62703

1.0 SHA’S RESERVATION OF RIGHTS:

1.1 The SHA reserves the right to 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 SHA to be in its best interests.

1.2 The SHA reserves the right not to award a contract pursuant to this IFB.

1.3 The SHA reserves the right to 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 The SHA reserves the right to determine the days, hours and locations that the successful bidder(s) shall provide the services called for in this IFB.

1.5 The SHA reserves the right to 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 SHA Contracting Officer.

1.6 The SHA reserves the right to negotiate the fees proposed by the bidder entity.

1.7 The SHA reserves the right to reject and not consider any bid that does not meet the requirements of this IFB, including but not necessarily limited to incomplete bids and/or bids missing required information.

1.8 The SHA shall have no obligation to compensate any bidder for any costs incurred in responding to this IFB.

1.9 The SHA shall reserve the right to 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 nahro.economicengine.com Internet System (hereinafter, the “noted Internet System” or the “System”) 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 noted Internet System, and further agrees that he/she will inform the Contracting Officer in writing within 5 days of the discovery of any item listed herein or of any item that is issued thereafter by the SHA that he/she feels needs to be addressed. Failure to abide by this time frame shall relieve the SHA, but not the prospective bidder, of any responsibility pertaining to such issue.

Provide a written proposal and pricing as outlined:

2.0 SCOPE OF WORK (SOW)/TECHNICAL SPECIFICATIONS (T/S): The SHA is seeking bids from qualified, licensed and bonded entities to provide the following detailed services:

2.1 Specific Technical Scope of Work:

1. Main Fire Panel:

• Replace the main fire panel in the Engineering room with an Emergency Voice/Alarm Communication (Evac) system.

• All Replacement panels and components must be nonproprietary.

2. Wiring:

• Existing wiring may be reused; however, SHA does not guarantee the condition or integrity of existing wire.

3. Duct Sensors:

• Install new monitors for the two main ducts.

• A Room Temperature Switch (RTS) system must be used, set for a 130 degree Fahrenheit eight rate-of-rise.

• Install (RTS) test stations for duct detectors.

4. Common Areas:

• Replace all smoke detectors and detector bases in all common areas.

• Replace all rate of rise detectors and bases.

5. Sprinkler System:

• Tie into existing sprinkler system – flows, tampers, and modules.

The contractor supplies all materials

• Contractor shall comply with manufacturer's written installation instructions.

• Contractor will be responsible for keeping the site free of debris, and hazardous materials. Site should be cleaned at the end of each work period.

• Contractor shall accomplish the scope of work herein as indicated.

• All codes must be followed.

• OSHA rules and regulations must be observed.

• All dumpsters supplied by contractors.

2.1.1 The Bid Proposal should provide Springfield Housing Authority sufficient detail to allow it to properly evaluate one’s bid. More specifically, the bid should identify the size and type of produce and equipment being proposed, methodology for installation, scope of work provided, and qualifications, if any.

Permits: The contractor is responsible for all permits, payment of fees and expenses that may be mandated requirement for this project.

Davis-Bacon and/or State Prevailing Wage: Attention is called to the fact this is a Davis Bacon and/or State Prevailing Wage project, wage report attached. (Wages are to include fringe benefits).

Bonds: A Performance Bond and Payment Bond; or 20% cash escrow; or 25% irrevocable letter of credit will be required for the amount of the contract should the contract exceed $25,000.00. A 5% Bid Bond will be required for all projects of $25,000.00 or more.

OSHA: OSHA rules and regulations must be observed.

Time and Order of Work: To ensure the prompt and continuing prosecution of the assigned work, the Contractor and SHA shall agree upon a schedule of time and order of work for the development of each project and the performance of the Contractor’s services. Such shall be based upon reasonable times for review, approval and return of the documents. SHA estimates that this job should take 120 days from award of contract.

Attendance at Conferences: As directed by SHA, the Contractor or his/her representative shall attend conferences involving matters related to the design and construction of the project. It may be required of the Contractor to present a visual representation of the project.

2.2 SHA Responsibilities: The SHA shall, as expeditiously as necessary for the orderly progress of the work, provide and/or designate:

2.2.1 All necessary information regarding the SHA’s requirements.

2.2.2 A representative authorized to act on behalf of the SHA with respect to the work. The SHA and its representative shall examine documents submitted by the Contractor and shall promptly render decisions pertain thereto to avoid unreasonable delay in the progress of the Contractor's work.

2.2.3 Information on any previously obtained waivers of local codes or regulations affecting the design of the work.

2.2.4 Instructions concerning room distribution of dwelling units, building types, and non-dwelling facilities (management; maintenance; community) to be provided in the project.

2.2.5 A statement of any work to be performed by others at the project site.

2.2.6 All current governmental issuance's pertinent to the applicable work.

2.2.7 Legal, accounting and insurance counseling services as may be necessary for the project.

2.2.8 Assurance that the Contractor shall be entitled to rely upon the accuracy and completeness of the information furnished by the SHA.

2.3 State Contractor’s License: As required by State of Illinois law, the contractor shall have an Illinois license.

3.0 BID FORMAT:

3.0.1 Bid Submittal Binding Method: It is preferable and recommended that the bidder bind the bid submittals in such a manner that the SHA can, if needed, remove the binding (i.e. “comb-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.

3.0.2 Entry of Proposed Fees: The proposed fees submitted by each bidder are inclusive of all necessary costs to provide the proposed services not otherwise provided for herein, including, but not limited to: employee costs and benefits; clerical support; overhead; profit; supplies; materials; licensing;

insurance; etc.

3.0.3 Overtime: Pursuant to the Contract Work Hours and Safety Standards Act, overtime shall be not less than time and one half for hours worked in excess of 40 hours per week. The SHA shall consider regular-time to be Monday- Friday (excluding holidays), 8:00am – 5:00pm.

3.0.4 Davis-Bacon (D/B) and/or State Prevailing Wage Rates: As may apply by statute, regulation or law, if, at any time during the ensuing contract period(s), the SHA needs the successful proposer to provide services that require the successful proposer to pay Davis-Bacon or State Prevailing Wages Rates for a specific task order pertaining to the ensuing contract, then the SHA shall:

3.0.4.0 Ascertain the applicable hourly wage rate(s), as listed within the contract that applies;

3.0.4.1 Ascertain the current applicable Davis-Bacon or State Prevailing

Wage Rate(s) that applies;

3.0.4.2 Locating Applicable Wage Rates: There is a D/B or State Wage Rate General Decision attached to this IFB. If, as detailed within 24 CFR 85.36(h) (5), the SHA is required to pay Davis-Bacon wage rates (for all “construction contracts in excess of $2,000”), and for similar State requirements, the SHA will then issue a General Decision as it applies to that work. Current Davis-Bacon wages rates may be viewed by following the following listed steps:

Step No.

Description

1 Enter www.wdol.gov 2 Select DBA WDS 2 Select a State 3 Enter a County 4 Construction Type: Enter “Residential”

(single family home) or “Building”(larger than 3 stories)

5 WD’s: Leave “All WDs” 6 Click on “Search” 7 View the wage rate applicable to the service(s)

3.1 Bid Submission: All hard copy bids must be submitted and time-stamped received in the designated SHA office by no later than the submittal deadline stated herein (or within any ensuing addendum). The bid submittal, with 1 original signature copy (marked “ORIGINAL”), shall be placed unfolded in a sealed package and addressed to:

Springfield Housing Authority

Attn: Ligia Anderson 1910 Truman Road

Springfield, IL 62703 IFB 2026-15 Fire Panel Replacement Bonansinga Hi-Rise – AMP 3

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 considered.

3.1.1 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 http://www.wdol.gov/ if any such additional marks, notations or requirements are entered on any of the documents that are submitted to the SHA by the bidder, such may invalidate that bid. If, after accepting such a bid, the SHA decides that any such entry has not changed the intent of the bid that the SHA intended to receive, the SHA may accept the bid and the bid shall be considered by the SHA as if those additional marks, notations or requirements were not entered on such. By accessing the noted Internet System, registering and downloading these documents, each prospective bidder that does so is thereby agreeing to confirm all notices that the SHA 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.

3.1.2 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 SHA, including the IFB document, the documents listed within the following Section 5.6, 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 the all conditions and requirements set forth within those documents. Written notice from the bidder not authorized in writing by the Contracting Officer to exclude any of the SHA requirements contained within the documents may cause that bidder to not be considered for award.

3.2 Bidder’s Responsibilities—Contact With the SHA: It is the responsibility of the bidder to address all communication and correspondence pertaining to this IFB process to the Contracting Officer only. Bidders must not make inquiry or communicate with any other SHA 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 SHA to not consider a bid submittal received from any bidder who has not abided by this directive.

3.2.1 Addendums: All questions and requests for information must be addressed in writing to the Contracting Officer. The Contracting Officer will respond to all such inquiries in writing by addendum to all prospective bidders (i.e. firms or individuals that have obtained the IFB Documents). During the IFB solicitation process, the Contracting Officer will NOT conduct any ex parte (a substantive conversation— “substantive” meaning, when decisions pertaining to the IFB are made—between the SHA 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 Contracting Officer — 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 Contracting Officer may not respond to the prospective bidder’s inquiries but will direct him/her to submit such inquiry in writing so that the Contracting Officer may more fairly respond to all prospective bidders in writing by addendum.

3.3 Pre-bid Conference: Wednesday, October 7, 2026 at 10:00 am

4.0 BID EVALUATION:

4.1 Public Opening: At the set date and time, all bids received will be opened and publicly read aloud by the Contracting Officer, including the company name of the bidder and the total calculated costs proposed. At the bid opening the SHA will only disclose the following information: (a) The company name of each bidder; (b) the calculated total amount bid; and (c) the identity of the apparent lowest bidder. A copy of the bid tabulation or recap recorded will be made available to each member of the public attending such opening and to anyone who requests such afterwards.

The bids will not be made available for inspection by anyone at this time; the SHA will, at a later time, review all bids in detail and will, in a timely manner (within 5 days), notify all bidders of any bidder that is, as a result of the more detailed inspection of bids submitted, ruled to be non-responsive or not-responsible (please remember, as detailed within Section 8(d) of form HUD-5369 and Section 7(b)(3) of form HUD-5369-B, the SHA reserves the right to, as determined by the SHA, “waive informalities and minor irregularities” in the offers received. Bids will be available for inspection by the public after the award has been completed.

4.1.1 Ties: In the case of bids, the award shall be decided as detailed within

Section 6.12.C of HUD Procurement Handbook 7460.8 REV 2, by “drawing lots or other random means of selection.”

4.2 Responsive Evaluation: After the public opening the hard copy bid submittals received will be evaluated in private for responsiveness (i.e. meets the minimum of the requirements). Firms not meeting the minimum that are deemed to be non-responsive will be notified of such in writing by the SHA in a timely manner (in any case, in no less than 10 days after such determination is made).

4.3 Responsible Evaluation: The SHA will evaluate the apparent lowest responsive bidder to ensure that he/she is responsible (i.e. a firm that is qualified, responsible and able to provide to the SHA the required services). If the SHA ascertains that such firm SHAs the required ability, capability, experience, knowledge, licensing, insurance and resources to provide the required services, the SHA may proceed with award. If the SHA determines that such firm is deemed to be not responsible, such firm will be notified of such in writing by the SHA in a timely manner (in any case, in no less than 5 days after such determination is made); in such case the SHA may proceed with the noted Responsive and Responsible Evaluations with the next lowest bidder.

4.3.1 Depending on the amount of the award (awards greater than $50,000) the

SHA will take such contract award to the SHA Board of Commissioners for approval of the award prior to executing a contract with the apparent successful bidder.

4.4 Restrictions: Any and all persons having ownership interest in a bidder entity or familial (including in-laws) and/or employment relationships (past or current) with principals and/or employees of a bidder entity will be excluded from participation in the evaluation of the bid.

5.0 CONTRACT AWARD:

5.1 Lowest Responsive and Responsible Bidder: Award of an IFB is made to the responsive and responsible bidder that submits the lowest cost; in this case, the lowest calculated cost.

5.2 Contract Award Procedure: If a contract is awarded pursuant to this IFB, the following detailed procedures will be followed:

5.2.1 By completing, executing and submitting the Form of Bid, Attachment A, the bidder is thereby agreeing to “abide by all terms and conditions pertaining to this IFB as issued by the SHA, including an agreement to execute the attached Sample Contract form.” Accordingly, the SHA has no responsibility to conduct after the submittal deadline any negotiations pertaining to the contract clauses already published; and in any case the SHA has no power or authority to negotiate any clauses contained within any attached HUD documents.

5.3 Contract Conditions: The following provisions are considered mandatory conditions of any contract award made by the SHA pursuant to this IFB:

5.3.1 Contract Form: The SHA will not execute a contract on the successful bidder's form--contracts will only be executed on the SHA form and by submitting a bid the successful bidder agrees to do so (please note that the SHA reserves the right to amend this form as the SHA deems necessary). However, the SHA will during the IFB process (prior to the submittal deadline) consider any contract clauses that the bidder wishes to include therein and submits in writing a request for the SHA to do so;

but the failure of the SHA to include such clauses does not give the successful bidder the right to refuse to execute the SHA’s contract form.

It is the responsibility of each prospective bidder to notify the SHA, in writing, prior to submitting a bid, of any contract clause that he/she is not willing to include in the final executed contract and abide by. The SHA will consider and respond to such written correspondence, and if the prospective bidder is not willing to abide by the SHA’s response (decision), then that prospective bidder shall be deemed ineligible to submit a bid.

5.3.1.1 Please note that the SHA has no legal right or ability to (and will not) at any time negotiate any clauses contained within ANY of the HUD forms included as a part of this IFB.

5.3.2 Assignment of Personnel: The SHA shall retain the right to demand and receive a change in personnel assigned to the work if the SHA believes that such change is in the best interest of the SHA and the completion of the contracted work.

5.3.2.1 The Workforce Projection form must be completed to

determine employment opportunities for compliance with Section 3 Policy. This form is required with the bid proposal.

5.3.2.2 A list of qualified Section 3 residents is available by contacting the Section 3 Compliance Manager at 217-753-5757 ext. 315.

5.3.3 Subcontractor Information: If applicable; a list of subcontractor(s) that will be used for the project is required with bid proposal.

5.3.3.1 Subcontractors must be approved by the SHA and will be verified to ensure that they have not been Debarred or Suspended from doing work for HUD.

5.3.3.2 A list of pre-approved Section 3 business concerns available for sub-contracting work is available by contacting the Section 3 Compliance Manager at 217-753-5757 ext. 315.

5.3.4 Unauthorized Sub-Contracting Prohibited: The successful bidder shall not assign any right, nor delegate any duty for the work proposed pursuant to this IFB (including, but not limited to, selling or transferring the contract) without the prior written consent of the Contracting Officer.

Any purported assignment of interest or delegation of duty, without the prior written consent of the Contracting Officer shall be void and may result in the cancellation of the contract with the SHA, or may result in the full or partial forfeiture of funds paid to the successful bidder as a result of the proposed contract; either as determined by the Contracting Officer.

5.4 Licensing and Insurance Requirements: Prior to award (but not as a part of the bid submission) the successful bidder will be required to provide:

5.4.1 An original certificate evidencing the bidder’s current industrial (worker’s compensation) insurance carrier and coverage amount;

5.4.2 An original certificate evidencing General Liability coverage, naming the

SHA as an additional insured, together with the appropriate endorsement to said policy reflecting the addition of the SHA as an additional insured under said policy (minimum of $1,000,000 each occurrence, general aggregate minimum limit of $5,000,000, together with damage to premises and fire damage of $50,000 and medical expenses any one person of $5,000), with a deductible of not greater than $1,000. There should also be an endorsement that adds that the SHA will be given a thirty (30) days notice in writing if the policy is changed or cancelled;

5.4.3 An original certificate showing the bidder's professional liability and/or

"errors and omissions" coverage (minimum of $1,000,000 each occurrence, general aggregate minimum limit of $5,000,000), with a deductible of not greater than $1,000;

5.4.4 An original certificate showing the bidder's automobile insurance coverage in a combined single limit of $1,000,000. For every vehicle utilized during the term of this program, when not owned by the entity, each vehicle must have evidence of automobile insurance coverage with limits of no less than $50,000/$100,000 and medical pay of $5,000.

5.4.5 A copy of the bidder’s business license allowing that entity to provide such services within the Sangamon County.

5.4.6 If applicable, a copy of the bidder's license issued by the State of Illinois licensing authority allowing the bidder to provide the services detailed herein.

5.5 Contract Service Standards: All work performed pursuant to this IFB must conform and comply with all applicable local, state and federal codes, statutes, laws and regulations.

5.6 Required forms for bid. To comply with bidding requirements, the following information must be completed and returned with the hard copy bid.

5.6.1 SHA Form of Bid - Bidding and Contract Requirements.

5.6.2 Proposal outlining method and cost to complete project.

5.6.3 Representations, Certifications and Other Statements of Bidders Form HUD-

5369a. Please mark the appropriate boxes on all three (3) pages and complete signature page.

5.6.4 Previous Participation Certification Form HUD 2530.

5.6.5 Non-Collusive Affidavit.

5.6.6 Statement of Bidders Qualifications.

5.6.7 Contract Compliance Attachment.

5.6.8 SHA Hold Harmless Agreement.

5.6.9 SHA Special Contract Requirements.

5.6.10 SHA Affidavit for Davis Bacon Wage Exclusion.

5.6.11 Springfield Housing Authority Section 3 Clause.

5.6.12 Section 3 Certification Forms.

5.6.13 List of subcontractors for this project (if applicable).