THE HOUSING AUTHORITY OF THE CITY OF DURHAM

INVITATION FOR BIDS

Capital Construction Project – All Sites #6

BID #26-003

REQUEST FOR BID (IFB) No. 26-003, Capital Construction Project – All Sites #6

THE HOUSING AUTHORITY OF DURHAM, NC

Table of Contents [Table No. 1]

Section Description Page Introduction 3 BID Information at a Glance 3

1.0 The Agency’s Reservation of Rights 4

2.0 Scope of Work/Technical Specifications 5

2.1 Specific Scope of Work 5

2.2 Contractor Responsibilities (in alpha order) 10

3.0 Bid Format 18

3.1 Bid Documents to be Submitted 33

3.2 Entry of Proposed Fees 20

3.3 Bonds 24

3.4 Bid Submission Responsibilities 26

3.5 Proposer’s Responsibilities — Contact with the Agency 27

3.6 Proposer’s Responsibilities — Equal Employment Opportunity and Supplier Diversity

3.7 Recap of Attachments 29

4.0 Bid Evaluation 31

4.1 Public Opening 31

4.2 Responsive Evaluation 32

4.3 Responsible Evaluation 32

5.0 Contract Award 32

5.1 Contract Award Procedure 32

5.2 Contract Conditions 32

5.3 Contract Period 33

5.4 Licensing and Insurance Requirements 33

5.5 Contract Services Standards 34

5.6 Prompt Return of Contract Documents 34

5.7 Index of Tables 34

INTRODUCTION

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

DHA manages about 871 units of conventional public housing, 516 units of affordable housing and is authorized to provide rental assistance to about 2,427 residents through the Housing Choice Voucher Program. DHA is also invested in 4 Mixed Finance ventures.

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

BID INFORMATION AT A GLANCE

[Table No. 2]

AGENCY CONTACT PERSON (NOTE: Unless otherwise specified, any reference herein to “Contracting Officer” or “(CO)” shall be a reference to Ms. Ashanti Brown.)

Tiffany Evans E-mail: tievans@dha-nc.org

HOW TO OBTAIN THE BID DOCUMENTS ON THE

EPROCUREMENT MARKETPLACE

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

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

3. Follow the listed directions.

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

PRE-BID CONFERENCE Monday, July 6, 2026 9:30 AM ET QUESTION SUBMITTAL DEADLINE Friday, July 17, 2026 3:00 PM ET

HOW TO FULLY RESPOND TO THIS BID BY

SUBMITTING A BID SUBMITTAL

1. As instructed within Section 3.0 of the BID document, submit 1 copy of your “electronic” bid to the Agency Administrative Office.

BID SUBMITAL RETURN & DEADLINE *Friday, July 31, 2026 3:00 PM ET

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

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

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

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

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

1.5 Right to Retain Bids. Retain all bids submitted and not permit withdrawal for a period of 60 days subsequent to the deadline for receiving bids without the written consent of the Agency Contracting Officer (CO).

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

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

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

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

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

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

2.1 Specific Scope of Work. The project consists of the replacement or repair: Hoover Road:

New Walls and Ceiling Painting, Replacement of existing Floor Finish by new Vinyl Planks Flooring ; McDougald Terrace: Replacement of Fascia and Roof Gutter, Replacement of 8” diameter x 16 ft. height Downspout and Splash Block, Replacement of Subflooring, new Vinyl Planks Floor Finish, and White Paint High Gloss Paint Baseboard, Bathroom Louver Vent Wall Installation; Scattered Sites: Remove Existing Floor Finish and install new Vinyl Planks Flooring.

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

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

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

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

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

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

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

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

2.1.3.1 Arrange use of site and premises to allow:

Durham Housing Authority occupancy

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

Park only in parking lots

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

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

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

2.1.4 REGULATORY REQUIREMENTS:

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

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

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

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

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

2.1.5 Roof Gutter, Fascia, Downspout, and Splash Block (McDougald Terrace) Scope:

The work in this section includes removing and replacing the existing Roof Gutter and Fascia. Any damage to the exterior walls, roofing, soffit ceiling, windows, and other parts of the unit is required to be repaired by the contractor and cannot be a change order. The contractor needs to include the repair contingency cost in their cost bid.

2.1.5.1 Materials: Amerimax Home Products Gutter System: 5 inches x

16 feet White Aluminum K-Style Gutter; 5 Inches K-Style Right and Left End Caps and 2-inch x 3-inch Drop Outlet; Hoover Dam 3 ft. Gray Metal Mesh Gutter Guard; 5-inch Aluminum Hidden Gutter Hanger with Screw; 5 in. White Aluminum Gutter Seamers; 5 in. White Aluminum K-Style Outside and Inside Gutter Miter (if needed); 2 in. x 3 in. Downspout; 24 in.

Black Vinyl Splash Block. Fascia – 6 inches to 8 inches, use the same color as existing or for approval of the Property Manager:

Trex; PrimeLinx. No alternates manufacturing brand and materials to be installed without the approval of the DHA Senior Capital Fund Program-Project Manager. Alternates manufacturing brand and materials will be approved with the following proof: Specified Materials and Manufacturing Brand are no longer in the market or stop production. Specified Materials and Manufacturing Brand will hinder the progress of the project due to number of weeks’ delivery or will cause delay of the project.

2.1.5.2 Execution: The contractor needs the 48 hours Tenant Notice before to start the project. The contractor needs to install the Yellow Caution Ribbon around the building perimeter for the safety of the tenants and other people. Use appropriate ladder to start the project. Remove the existing Gutter and Fascia. Install the Fascia Board and Gutter according to the manufacturer’s instruction. The contractor needs to ensure the lowest slope elevation where the downspout is located. Install 5 inches Aluminum Hidden Gutter Hanger with Screw every 18 or 24 inches. Install end cap gutters, install the seamers or joiners to connect gutters and secure topping screws. Install drop outlet and install downspout and secure the downspout by screw to the wall down to the bottom and attached the extender to the bottom away to the structure. Remove the Caution Ribbon as a sign the project was completed.

2.1.6 Bathroom Wall Louver Vent Installation (McDougald Terrace): The work in this section includes the installation of Wall Louver Ventilation at the bathroom exterior wall including the wiring to be connected to the switch light. The wiring will run either above the ceiling going to the light switch or will run between the walls and ceiling with wire moldings. Electrical Wiring is not allowed to install diagonally to the ceiling going down to the switch light. All damaged floors, walls, ceiling, windows, and doors due to the installation need to be repaired and painted by the contractor and cannot be changed order. The contractor needs to include the repair contingency cost in their cost bid.

2.1.6.1 Materials: 110 CFM Wall-Through Exhaust Fan - Garage Ventilation

Kit with 5 in. Duct, Wall and Ceiling Paint (the same color to the existing paint), Caulking, Drywalls, Electrical Wiring; No alternates manufacturing brand and materials to be installed without the approval of the DHA Senior Capital Fund Program-Project Manager. Alternates manufacturing brand and materials will be approved with the following proof: a. Specified Materials and Manufacturing Brand are no longer in the market or stop production. b. Specified Materials and Manufacturing Brand will hinder the progress of the project due to number of weeks’ delivery or will cause delay of the project.

2.1.6.2 Execution: Surface Preparation - The contractor will provide and spread floor protection before starting the project. Locate the center of the exterior wall above the bathroom tub surrounds, lay-out size of the wall to be cut and cut the wall all the way to the exterior brick wall. The contractor needs to ensure not hitting or cutting the wall studs to preserve the integrity of the wall structure.

2.1.6.3 Application: Use the manufacturing directions and especially instructions for installation of the Wall-Through Exhaust Fan. Wiring to be installed directly to the bathroom power switch light to synchronize the on and off. Wall needs to repair and paint and ensure to caulk all 4 sides of the exhaust fan inside and outside bathroom wall. The wall paint will be based on the existing color.

2.1.7 Vinyl Plank Flooring (Hoover Road, McDougald Terrace and Scattered Sites)

Scope for Scattered Sites: The work in this section includes the removal of the damaged and old resilient flooring or VCT Tiles and replacing it with approved Vinyl Planks Flooring. All damaged floors, walls, ceiling, windows, and doors due to the installation need to be repaired and painted by the contractor and cannot be changed order. The contractor needs to include the repair contingency cost in their cost bid.

Pertaining to Scope for McDougald Terrace: The work in this section includes the removal of the damaged and old resilient flooring or VCT Tiles, remove existing subflooring and replace with ¾” subfloor, and install new Vinyl Planks Flooring.

2.1.7.1 Materials: TrafficMaster Brand, 6 Mil x 6 in. W x 36 in. L Waterproof

Luxury Vinyl Plank Flooring with the following floor finish to be approved by the DHA Representative: Winding Brook; Breaksea Island; Oaxaca Valley Gray; Bighorn Trail Oak; ¾ inch thick OSB Plywood (Subflooring for McDougald Terrace); No alternates manufacturing brand and materials to be installed without the approval of the DHA Senior Capital Fund Program-Project Manager.

Alternates manufacturing brand and materials will be approved with the following proof: a. Specified Materials and Manufacturing Brand are no longer in the market or stop production. b. Specified Materials and Manufacturing Brand will hinder the progress of the project due to number of weeks’ delivery or will cause delay of the project.

2.1.7.2 Execution: Surface Preparation (Hoover Road, McDougald Terrace, and Scattered Sites) - Heat the damaged tiles with a heat gun, clothes iron, or hair dryer. Use a puffy knife to separate the tile from adjacent tiles in case some adhesives are holding them. Gently move the puffy knife underneath the edge of the tile, lift with a plier. Apply mineral spirits to soften the adhesives. Scrape the exposed floor surface interchangeably with stiff and sharp paint scraper. In case there are cracks or depressions on the floor, fill the cracks or depressions floors with a trowel and the type of gap filler or self-levelling compound recommended by the vinyl plank manufacturer or approved equal by the DHA Representative or the Project Manager. Sweep and vacuum the floor thoroughly to remove all debris before installation. Create a center guideline by measuring an equal distance from both ends of the longest wall to the center of the floor. Snap a chalk line between the two points.

2.1.7.3 Surface Preparation (McDougald Terrace): After removal of VCT

Tiles, remove the existing damage/old subflooring and install new ¾” OSB Plywood before installation of the new Vinyl Planks Flooring.

2.1.7.4 Application: Use the manufacturing directions and especially instruction for installation of the Vinyl Planks. Start laying the vinyl planks, whether they are peel-and-stick or glue-down, along the center chalk line and work your way to edges of the room.

2.1.8 Paint Interior Ceiling (Hoover Road) Scope: The work in this section includes interior ceiling paint. Any damage to the floors, walls, ceiling, windows, and doors due to the painting work needs to be repaired and painted by the contractor and cannot be changed order. The contractor needs to include the repair contingency cost in their cost bid.

2.1.8.1 Materials: Flat White Ceiling Paint by Sherwin Williams or approved of equal product and color by the DHA Representative or Project Manager. No alternates manufacturing brand and materials to be installed without the approval of the DHA Senior Capital Fund Program-Project Manager. Alternates manufacturing brand and materials will be approved with the following proof: a. Specified Materials and Manufacturing Brand are no longer in the market or stop production; b. Specified Materials and Manufacturing Brand will hinder the progress of the project due to number of weeks’ delivery or will cause delay of the project.

2.1.8.2 Execution: Surface Preparation: Remove all the furniture or move it to the center of the room to avoid any spatter or paint damage/stain. Remove any dust or grime to avoid poorly painted adhesion to the ceiling. Repair cracks or holes. Remove ceiling fixtures or put tape to avoid any paint stain. Lay clothes on the floor and tape them on the baseboard to ensure they stay in place. Put tape to protect the windows, doors and trim as needed. Put tape on the adjacent top wall to protect the wall.

2.1.8.3 Application: Apply primer on the undercoat. Allow primer to fully dry according to the manufacturer’s instructions before applying the topcoat. Apply topcoat above the undercoat and allow the topcoat to fully dry according to the manufacturing instructions before applying the finish coat. Apply the finished coat. Once the finished coat has been applied, the contractor can begin to clean and clear the working area. Once the paint is fully dry, remove all the tape protection. Reinstall the ceiling fixtures and retouch any paint as needed.

2.1.9 Wall Surface Paint (Hoover Road): The work in this section includes interior walls paint. Any damage to the floors, walls, ceiling, windows, and doors due to the painting work needs to be repaired and painted by the contractor and cannot be changed order. The contractor needs to include the repair contingency cost in their cost bid.

2.1.9.1 Materials: Gray Matters (SW7066) Paint by Sherwin Williams or approved equal product and color by the DHA Representative or Project Manager. No alternates manufacturing brand and materials to be installed without the approval of the DHA Senior Capital Fund Program-Project Manager. Alternates manufacturing brand and materials will be approved with the following proof: a. Specified Materials and Manufacturing Brand are no longer in the market or stop production. b. Specified Materials and Manufacturing Brand will hinder the progress of the project due to number of weeks’ delivery or will cause delay of the project.

2.1.9.2 Execution: Surface Preparation - Remove all the furniture or move to the center of the room to avoid any spatter or paint damage/stain.

Remove any dust or grime to avoid poorly painting adhesion to the walls. Repair cracks or holes. Remove picture frames and other wall decorations. Lay clothes on the floor and tape them on the baseboard to ensure they stay in place. Put tape to protect the windows, doors and trim as needed. Put tape on the adjacent ceiling to protect the ceiling when painting the wall.

2.1.9.3 Application: Apply primer as the undercoat to the walls. Allow primer to fully dry according to the manufacturer’s instructions before applying the topcoat. Apply topcoat above the undercoat and allow the topcoat to fully dry according to the manufacturing -instructions before applying the finished coat. Apply the finish coat.

Once the finished coat has been applied, the contractor can begin to clean and clear the working area. Once the paint is fully dry, remove all the tape protection. Retouch any paint as needed.

2.2 Contractor Responsibilities (in alpha order).

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

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

2.2.2.1 If issued, maintain a clean, undamaged set of blue or black line white-prints of Contract Drawings and Shop Drawings. Mark-up these drawings to show the actual installation. Mark whichever drawing is most capable of showing conditions accurately. Give particular attention to concealed elements that would be difficult to measure and record at a later date.

2.2.3 Communication. The Agency shall be the primary on-site point of contact for the Contractor pertaining to this work. The Contractor shall be free to converse and communicate with the Agency during or between visits;

however, all requests for changes or decisions shall be submitted to the Agency and approved by the Executive Director after receipt and consideration of written request from the Agency. The Agency anticipates that it will typically make a decision in such matters within 3 workdays of receipt, though such response time-frame may be shorter or longer depending on the situation; accordingly, the Contractor shall be required to submit such written requests in as timely a manner as reasonably possible.

When construction commences, all communication must be directed to the designated Agency contact person only.

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

2.2.4.1 A separate payment request for the retainage;

2.2.4.2 A one-year warranty letter from the Contractor;

2.2.4.3 Consent of Surety to Final Payment;

2.2.4.4 Contractor’s Affidavit of Release of Liens;

2.2.4.5 Contractor’s Certificate and Release; and

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

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

2.2.5.1 The Agency is responsible for making progress payments.

Typically, progress payments for acceptable work and materials delivered and stored on the site will be made at 30-day intervals.

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

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

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

[Table No. 3] (1)

BID

Section

(2) Attachment

No.

(3)

Form Description

2.2.5.4.1 G-6 form HUD-51000 (1/2014), Schedule of Amounts

for Contract Payments; NOTE: The Agency also retains the right to require any proposer (but most likely the apparent low proposer) 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 proposer’s proposed cost to ascertain as to whether or not the proposer’s proposed cost is realistic, fair, and/or reasonable.

2.2.5.4.2 G-7 form HUD-51001 (1/2014), Periodic Estimate for

Partial Payment

2.2.5.4.3 G-8 form HUD-51002 (1/2014), Schedule of Change

Orders

2.2.5.4.4 G-9 form HUD 51003 (1/2014), Schedule of Materials

Stored

2.2.5.4.5 G-10 form HUD-51004 (1/2014), Summary of Materials

Stored

2.2.5.4.6 G-11 form HUD-5372(1/2014), Construction Progress

Schedule

2.2.5.4.7 G-12 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; and,

2.2.5.5.2 As further detailed within the preceding Section

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

2.2.5.5.3 The work covered by the request for payment has

been performed in accordance with the construction documents; and,

2.2.5.5.4 The Periodic Estimate for Partial Payment has

been properly executed on all applicable supporting documentation submitted; and,

2.2.5.5.5 The Contractor has submitted all required reports

such as payroll reports.

2.2.5.6 Distribution of Documents. The Contractor shall submit 1 original electronic copy. The Agency shall retain the Periodic Estimate for Partial Payment requests and all applicable supporting documentation for its file and return 1 copy of all such forms to the Contractor.

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

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

Debris from work must be removed from living areas.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

2.2.9 Lay-out and Dimensions. The Contractor and each Subcontractor shall verify, and field check, all plan dimensions, elevations, and quantities on both the existing building and the new work under their respective responsibilities before proceeding with work. Discrepancies must be brought to the attention of the Agency in writing for clarification or correction. Any Contractor failing to exercise such precautions shall be held responsible for the cost of correcting any resulting errors.

2.2.10 Maintenance Manuals (if applicable). Organize maintenance data into sets of manageable size. Bind in individual heavy-duty 2-inch, 3-ring vinyl-covered binders, with pocket folders for folded sheet information.

Mark identification on front and spine of each binder. Include the following information:

2.2.10.1 Maintain Emergency instructions;

2.2.10.2 Spare parts list;

2.2.10.3 Copies of warranties;

2.2.10.4 Wiring diagrams;

2.2.10.5 Recommended "turn around" cycles;

2.2.10.6 Inspection procedures; and

2.2.10.7 Shop Drawings and Product Data.

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

Include a detailed review of the following:

2.2.11.1 Maintenance manuals;

2.2.11.2 Spare parts and materials;

2.2.11.3 Tools;

2.2.11.4 Lubricants;

2.2.11.5 Control sequences;

2.2.11.6 Hazards;

2.2.11.7 Warranties and bonds;

2.2.11.8 Maintenance agreements and similar continuing commitments;

2.2.11.9 Start up and shutdown;

2.2.11.10 Emergency operations;

2.2.11.11 Noise and vibration adjustments; and,

2.2.11.12 Safety procedures.

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

2.2.13 Payroll Reports. The Contractor shall, during the term of the work, within

7 days of the end of any weekly payroll period, forward to the Agency a copy of the weekly payroll.

2.2.13.1 The Contractor is hereby made aware that the Agency will conduct periodic on-site wage surveys of the Contractor's staff working at the site. It is the responsibility of the Contractor to ensure that such work staff cooperate fully with the Agency interviewer. Relating to such interviews, please also see form HUD-11 (03/2025) Attachment G-13, 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 Retainage. Retainage for this work shall be in the amount of 10 percent, which shall be applied to each payment until final payment, at which time all retainage held will be paid by the Agency to the Contractor.

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

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

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

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

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

2.2.19 Temporary Facilities. It shall be the responsibility of the Contractor to provide any temporary facilities that may be required, including, but not limited to temporary toilets; water; fencing; barricades; lighting; planking;

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

2.2.20 Time of Completion. The Contractor shall commence work under the ensuing contract on a date to be specified within the Notice to Proceed (NTP) form issued by the Agency and shall fully complete all work thereunder within 120 calendar days of execution of the NTP. NOTE: Any proposer that may have any concerns pertaining to the noted time of completion may bring this up at the Pre-bid Conference. Normal working hours shall be Monday through Friday, 8:00 AM to 4:30 PM ET. All other working hours require pre-approval. Provide a minimum of five (5) working days for approval and planning.

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

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

2.2.23 Work Standards. It is the responsibility of the Contractor to ensure that each worker provided by the Contractor shall be fully trained and qualified to provide any assigned work. Accordingly, all work provided shall be guaranteed by the Contractor to be performed in a workmanlike manner and in accordance with all applicable laws, codes, and/or regulations, including those issued by, but not limited to, the County of Durham (and/or, if applicable, any city jurisdiction therein in which work will be performed), and/or the State of North Carolina, or any applicable Federal Agency. Smoking is prohibited within the building and within the building property boundaries.

3.0 BID FORMAT

3.1 Tabbed Bid Submittal. Tabbed Bid Submittal. The Agency intends to retain the Contractor pursuant to a “Best Value” basis, not a “Low Bid” basis (“Best Value,” in that the Agency will, as detailed within the following Section 4.0 herein, consider factors other than just cost in making the award decision). Therefore, so that the Agency can properly evaluate the offers received, all bids submitted in response to this IFB must be formatted in accordance with the sequence noted within the table below. Each category must be separated by 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

Tab No.

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

3.1.1.1.2 2 form HUD-5369-C (8/93), Certifications and Representations of Offerors, Non-Construction Contract. This Form is attached hereto as Attachment B 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.

3.1.1.1.3 3 form HUD-5369-A (11/92), Representations, Certifications, and Statements of Bidders, Public and Indian Housing Programs. This Form is attached hereto as Attachment B-1 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.

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

3.1.1.1.5 5 DHA Pricing Sheet. This form is attached hereto as Attachment J to this IFB document.

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

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

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

3.1.1.2.2.1 A brief description of the proposed safety and quality assurance program.

3.1.1.2.2.2 A complete description of the products and services the firm provides.

3.1.1.2.3 3 Profile of Firm Form. The Profile of Firm Form is attached hereto as Attachment C 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 C, 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 Public Housing Agency, 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 (e.g. 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 they intend to use any subcontractors for this job, if awarded, and/or if the bid is a joint venture with another firm. Such information pertaining to subcontractors shall include for each such firm the:

firm name; name of contact person; telephone and email address; and the State of Alabama contractor license number.

3.1.1.2.8 8 DHA Required Forms. Attached to this IFB Document are Attachments K-M: DHA Harassment Policy Certification, DHA Hold Harmless Agreement, & DHA Non-Collusive Affidavit.

3.1.1.2.9 9 Other Information (Optional Item). The bidder may include hereunder any other general information that the bidder believes is appropriate to assist the Agency in its evaluation.

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

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

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

equipment; long distance telephone calls; travel expenses; document copying not specifically otherwise agreed to by the Agency; etc.

[Table No. 5]

(1)

IFB Section

(2) Pricing Item

(3)

Qty

(4)

U/M

(5)

Description

3.2.2.1 Unit Painting Cleaning & Renovation Services

3.2.2.1.1 Site No. 1: Hoover Road

3.2.2.1.1.1 1 10043

.392 SF Walls and Ceiling

Painting

3.2.2.1.1.2 2 10931

.65 SF Resilient - Vinyl

Planks Flooring

3.2.2.1.2 Site No. 2: McDougald Terrace

3.2.2.1.2.1 3 2,180 LF Replacement of Fascia and Gutter

3.2.2.1.2.2 4 100 SET Replacement of 8"

Diameter x 16 Ft.

Height Downspout and Splash Block

3.2.2.1.2.3

5 8,000 SF Replacement of Subflooring, Vinyl Planks Flooring, and White High Gloss Paint Basebaord

3.2.2.1.2.4 6 150 EA Bathroom Louver Vent Wall Installation

3.2.2.1.3 Site No. 3: Scattered Sites

3.2.2.1.3.1 7 1,697.

SF Vinyl Planks Flooring

Installation

3.3 Additional Information Pertaining to the preceding noted Pricing Items.

3.3.1 Quantities. All quantities entered by the Agency herein and within the corresponding Pricing Items on the Pricing Sheet are for calculating purposes only. As may be further detailed herein, the Agency does not guarantee any minimum or maximum amount of work as a result of any award ensuing from this IFB, as the Agency anticipates that the ensuing contract may be a Requirements Contract, in which case the Agency shall retain one contractor only and shall retain the right to order from that contractor (successful bidder), on a task order basis, any amount of services the Agency requires. Please note the immediate following exception to the aforementioned “Requirements Contract” language.

3.3.1.1 Exception to 3.3.1. Though the Agency anticipates that it might make award to one firm only, the Agency retains the right to, at any time during the ensuing contract period(s), complete award to more than one contractor if the Agency determines that such is in its best interests. If such occurs, the ensuing contract(s) awards shall become an Indefinite Quantities Contract (IQC), and the following clause shall apply:

3.3.1.1.1 Guaranteed Contract Minimum Amount and Not-to-

exceed Maximum Amount. As may be further detailed herein, most specifically within the preceding Section 3.3.1.1, if the ensuing contract becomes an Indefinite Quantities Contract (IQC), which, pursuant to HUD regulation, requires the Agency to award to each responsive and responsible contractor a Guaranteed Contract Minimum Amount (GCMA) and a Not-to-exceed Maximum Contract Amount (NMCA) of work, those required minimum and maximum contract levels are: (a) GCMA: $2,000; (b) NMCA: $200,000 (each shall be annual amounts).

3.3.1.1.2 Exceptions Pertaining to the GCMA.

3.3.1.1.2.1 The noted GCMA (but not the entire

Contract, only the restrictions pertaining to the set GCMA) will be null and void for any firm that chooses to reject a total of 3 requests from the Agency to be available for work during the contract period.

3.3.1.1.2.2 (PLEASE NOTE: This clause does not pertain to any firm that, as detailed within the preceding Section 3.3.1.1.2.1, has had the GCMA declared null and void during the current contract period). If, during the final 3 months of the contract period, the Agency has not made a task order award to any Contractor(s) in the pool that would ensure that award(s) to the Contractor reaches the $2,000 GCMA, the Agency shall retain the right to suspend the process detailed within Section 2.5 herein and complete an award directly to any such Contractor, thereby reaching the GCMA (once the GCMA has been met, this exception is no longer available during that contract period and the procedure set within Section 2.5 is again in affect).

3.3.2 Review the Entry of Proposed Fees.

3.3.2.1 Realistic Cost Proposed for each Pricing Item. Each bidder is strongly encouraged to enter where provided within the Pricing Sheet a realistic cost for each Pricing Item, especially the hourly fees required. For example, if the successful bidder enters $1.00 for an hourly Pricing Item (bidders typically do so in an effort to improve their position in regards to the rank of bidders), then the $1.00 is what the successful bidder will charge the Agency for any work that the Agency may retain the successful bidder to provide related to that Pricing Item if the Agency deems such retention is in the Agency's best interests to do so. Accordingly, it is the Agency's opinion that it is very much in the best interests of the bidder to propose a realistic cost for each and every Pricing Item. If, despite this warning, the successful bidder proposes a fee that the Agency deems is not realistic, then the Agency reserves the right to require the successful bidder to, at contract execution, present a cash bond in a suitable amount (e.g. $5,000.00, which the Agency will hold during the term of the ensuing contract period) to ensure that the successful bidder will fulfill his/her obligation in this matter.

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

3.3.2.3 Also, the Agency reserves the right to:

3.3.2.4.1.1 Require the Contractor to garner

such needed supplies directly from the Agency; and/or

3.3.2.4.1.2 Procure directly from a supplier of

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

3.3.2.4.1.3 In any case, the Agency anticipates

(and shall require) that the Contractor will procure such supplies/materials from suppliers at a fair and reasonable "market rate" cost.