IFB 26-03 As Needed HVAC Maint. _ Repair Svc.pdf

Vineland Housing Authority

Invitation for Bids for

AS NEEDED HVAC

MAINTENANCE & REPAIR

SERVICES

IFB # 26-03

DUE: Tuesday, September 15, 2026 – 10:30 A.M

PREVAILING TIME

TABLE OF CONTENTS

INVITATION FOR BIDS 1

INSTRUCTIONS TO BIDDERS 2

SCOPE OF SERVICES 3

TERMS AND CONDITIONS 4

BID FORMS 5

SECTION 1

INVITATION FOR BIDS

Invitation for Bids

As Needed HVAC Maintenance & Repair

Services

The Vineland Housing Authority (“VHA” or the “Authority”) is requesting Bids for As Needed HVAC Maintenance & Repair Services.

The Housing Authority of the City of Vineland’s (VHA) mission is:

“The mission of the Vineland Housing Authority is to promote adequate and affordable housing, economic opportunity and a suitable living environment free from discrimination. The VHA shall service the housing and social needs of lower income, elderly, disabled and family households living and working in the operating jurisdiction of the VHA.”

Bid documents may be obtained through the Housing Agency Marketplace eProcurement website at ha.internationaleprocurement.com (no www.)

This contract shall be awarded through a fair and open process, pursuant to N.J.S.A. 19:44A-20.4.

All proposers are required to comply with the requirements of N.J.S.A. 10:5-31 and N.J.A.C. 17:27, and submit with their Bid all required affirmative action documentation.

The Authority reserves the right to reject all Bids or waive any informality in the Bid(s).

All Bids must be submitted through the Housing Agency Marketplace eProcurement website and shall be based upon and in conformity with the specifications attached.

Due: September 15, 2026 at 10:30 A.M. Prevailing Time

Instructions for Mailing/Delivery of Bid

An acceptable Bid shall consist of all required Bid documents as identified within the Invitation for Bids specifications. Bids, including all required forms, certifications, and fee Bid information, shall be submitted electronically through the Housing Agency Marketplace eProcurement website prior to the submission deadline.

The proposer shall be responsible for ensuring that all required documents have been properly uploaded and submitted through the portal prior to the deadline.

All questions regarding this Invitation for Bids shall be submitted through the Housing Agency Marketplace eProcurement website no later than:

Tuesday, September 8, 2026, 2:30 P.M. Prevailing Time.

SECTION 2

INSTRUCTIONS TO BIDDERS

I. IFB Contents

A. All Bids shall be submitted electronically through the Housing Agency Marketplace eProcurement system in accordance with the instructions provided in this solicitation. Bids must be submitted by an authorized representative of the Bidder and shall be deemed a binding offer upon submission. The Authority reserves the right to reject any Bid that is incomplete, non-responsive, altered in a manner inconsistent with the solicitation requirements, or not submitted in accordance with the required format or instructions.

B. A complete Bid package shall consist of all documents identified in the Bid checklist and any additional documents required by this solicitation. Failure to submit a complete package may result in disqualification at the sole discretion of the Authority.

C. Bids shall conform strictly to the requirements and specifications set forth in this IFB. Bidders may propose alternative approaches, methods, or enhancements; however, the Authority reserves sole discretion to accept or reject any such alternatives without obligation to negotiate or justify its decision.

D. All Bids shall be submitted electronically. Any required certifications or forms must be properly executed by an authorized official of the Bidder.

E. Only one (1) complete electronic submission is required unless otherwise specified in the solicitation.

II. Opening of Bids

A. All Bids submitted through the Housing Agency Marketplace eProcurement system prior to the submission deadline shall remain securely sealed and inaccessible to the Authority or any other party until the designated opening date and time established in this solicitation.

B. Bids will be opened in accordance with the procedures established by the Authority for IFB submissions. Late submissions shall not be accepted under any circumstances.

C. The Authority shall not be responsible for any Bid that is improperly submitted, misdirected, incomplete, or incorrectly identified by the Bidder, including any resulting inability to access, open, or evaluate the submission within the eProcurement system.

D. No responsibility shall be attached to any officer, employee, or agent of the Authority for the premature opening, inability to open, or failure to properly receive a Bid that is not correctly submitted in accordance with the requirements of this solicitation.

III. Interpretations

A. No oral interpretation, explanation, or representation shall be binding upon the Authority. Bidders rely on any oral statements at their own risk. No warranty, express or implied, is made regarding the accuracy or completeness of any information provided in this solicitation package.

B. All requests for interpretation or clarification must be submitted in writing to the individual designated in this solicitation.

C. Requests received after the established question deadline may not be considered.

D. Any interpretation, clarification, or modification to this solicitation will be issued only through written addenda via the

Housing Agency Marketplace eProcurement system. All addenda shall become part of this solicitation and shall be binding upon all Bidders. It is the sole responsibility of each Bidder to monitor the system for updates and addenda.

IV. Audits

A. The successful Bidder shall permit the Authority, the U.S. Department of Housing and Urban Development (HUD), and any other authorized governmental entity to examine, inspect, and audit all books, records, documents, and accounts related to performance under any resulting contract, to the extent permitted by law.

V. Time for Review

A. The Bidder acknowledges that the Authority shall have up to sixty (60) calendar days from the date of Bid opening to evaluate submissions, determine responsiveness and responsibility, and issue an intent to award or proceed to contract negotiation. This review period may be extended:

1. By mutual written agreement of the parties; or

Instructions to Bidders

2. Automatically, if required approvals, including HUD approvals where applicable, have not been obtained.

VI. Rejection

A. The Authority reserves the right to reject any or all Bids, waive minor informalities or irregularities, and accept or reject any

Bid deemed in the best interest of the Authority, in accordance with applicable law.

B. The Authority reserves the right to award contracts in whole, in part, by task, or to multiple Bidders, based on qualifications, capacity, expertise, and the Authority’s operational needs.

C. The Authority further reserves the right to limit any Notice to Proceed or Task Order to specific services, phases, or assignments, subject to available funding.

VII. Withdrawal of Bids

A. A Bidder may withdraw its Bid through the Housing Agency Marketplace eProcurement system prior to the submission deadline, or by written notice submitted in accordance with the instructions of this solicitation.

B. After the submission deadline, Bids may not be withdrawn except as permitted under applicable federal, state, and local law.

C. Negligence on the part of the Bidder in preparing its Bid shall not constitute grounds for withdrawal or modification after the submission deadline.

VIII. Mathematical Error

A. In the event of a discrepancy between unit prices and extended totals, unit prices shall govern.

IX. Trade Secrets

A. Trade secrets or proprietary information submitted by Bidders shall be protected from disclosure to the extent permitted under applicable law, including OPRA and other applicable public records statutes.

B. Bidders seeking protection must clearly identify and mark each page or section claimed as confidential at the time of submission and must provide a legal basis for such designation.

C. The Authority shall make the final determination regarding disclosure in accordance with applicable law. The Authority shall not be liable for disclosure required by law.

X. Ineligible Contractors

A. The Authority shall not award any contract to any Bidder or accept any subcontractor that is debarred, suspended, declared ineligible, or otherwise excluded from participation in federal, state, or local public contracting programs, including HUD-funded programs.

B. In determining responsibility, the Authority may consider prior contract performance, default history, compliance with applicable law, financial capacity, litigation history, and any record of suspension, debarment, or termination by any governmental entity.

C. The Authority may review federal exclusion databases and other publicly available records to verify eligibility prior to award.

SECTION 3

SCOPE OF SERVICES

AS NEEDED HVAC MAINTENANCE & REPAIR

SERVICES

The Vineland Housing Authority (“VHA” or “the Authority”) is requesting bids for AS NEEDED HVAC

MAINTENANCE & REPAIR SERVICES at the following locations:

Location(s):

Olivio Towers 1044 E Landis Ave Vineland, NJ 08360

Kidston Towers 1040 E Landis Ave Vineland, NJ 08360

Tarkiln Acres 191 W Chestnut Ave Vineland, NJ 08360

Asselta Acres 334 Axtell Ave Vineland, NJ 08360

D’Orazio Terrace 84 S West Ave Vineland, NJ 08360

Parkview Apartments 420 N 6th Street Vineland, NJ 08360

Scattered Site Homes Varies Varies

Melrose Court Homes 35 W Almond Street Vineland, NJ 08360

Scope of Work

The Vineland Housing Authority (VHA) is soliciting bids from qualified HVACR Contractors to provide as-needed heating, ventilation, and air conditioning (HVAC) maintenance, preventive maintenance, emergency service, repair, and authorized equipment and component replacement services at VHA properties and facilities.

The Contractor shall furnish all labor, supervision, tools, equipment, transportation, materials, parts, refrigerants, and other resources necessary to perform the required services. All work shall be performed safely, professionally, and in accordance with applicable federal, State of New Jersey, and local laws, codes, regulations, manufacturer requirements, and generally accepted industry standards.

1. SERVICE LOCATIONS AND EQUIPMENT

Services may be required throughout the VHA portfolio, including D'Orazio Terrace, Kidston Towers, Olivio

Towers, Tarkiln Acres, Asselta Acres, Parkview, Melrose Court Homes, scattered-site housing units, VHA administrative and maintenance facilities, community rooms, common areas, and other VHA-owned or operated facilities.

HVAC equipment may include:

• Gas-fired furnaces

• Heat pumps

• Split systems

• Packaged HVAC units

• Rooftop units

• PTAC units

• Air conditioning systems

• Boilers

• Chillers

• Air handlers

• Exhaust and ventilation systems

• Condensers

• Evaporator coils

• Blowers

• Motors

• Pumps

• Thermostats

• HVAC controls

• Related mechanical, electrical, and control components

Equipment may vary by property, building, dwelling unit, manufacturer, model, age, and capacity.

2. ON-CALL AND EMERGENCY SERVICES

The Contractor shall provide 24-hour, 7-day-per-week emergency HVAC service, including weekends and holidays. Emergency conditions may include:

• No heat

• Emergency no-cooling conditions

• Gas leaks associated with HVAC equipment

• Refrigerant leaks

• Carbon monoxide concerns

• Electrical or control failures

• Failed furnaces

• Failed boilers

• Failed heat pumps

• Failed compressors

• Failed blowers

• Major HVAC-related water leaks

• Unsafe operating conditions

• Other conditions designated by VHA as an emergency

The Contractor shall respond to emergency calls within two (2) hours of notification, promptly diagnose the condition, take appropriate measures to protect residents, property, and equipment, and restore service whenever reasonably possible. When permanent repairs cannot be completed during the initial response, the

Contractor shall take appropriate temporary measures when authorized and advise VHA of the additional work required.

3. ROUTINE MAINTENANCE AND REPAIR

The Contractor shall provide as-needed troubleshooting, maintenance, and repair services, including:

• Heating and cooling system troubleshooting

• Thermostat repair and replacement

• Electrical troubleshooting

• Control troubleshooting

• Motor repair and replacement

• Blower repair and replacement

• Belt and pulley replacement

• Compressor repair and replacement

• Capacitor replacement

• Relay and contactor replacement

• Control board replacement

• Condensate drain cleaning and repair

• Condensate pump repair and replacement

• Refrigerant leak detection and repair

• Refrigerant recovery and charging

• Furnace repair

• Boiler repair

• Heat pump repair

• PTAC repair

• Split-system repair

• Rooftop unit repair

• Air handler repair

• Exhaust and ventilation system repair

• Other HVAC-related maintenance and repair services authorized by VHA

The Contractor shall diagnose reported problems and, when required by VHA, provide an itemized estimate before proceeding with non-emergency work. Additional work beyond the authorized scope shall not be performed without VHA approval.

4. PREVENTIVE MAINTENANCE

The Contractor shall perform preventive maintenance to promote safe, efficient, and reliable operation of VHA

HVAC systems. Preventive maintenance shall generally be performed at least twice annually, during the heating and cooling seasons, unless otherwise directed by VHA.

Preventive maintenance shall include, as applicable:

• Inspecting and cleaning coils

• Inspecting burners

• Inspecting heat exchangers

• Inspecting and cleaning blower assemblies

• Cleaning or replacing filters

• Inspecting and clearing condensate lines and pans

• Testing thermostats and controls

• Testing safety devices

• Checking refrigerant pressures

• Checking operating temperatures

• Checking electrical connections and amperage

• Inspecting belts and pulleys

• Lubricating motors and moving parts, where applicable

• Inspecting motors and compressors

• Inspecting combustion systems

• Inspecting ventilation components

• Checking for refrigerant and gas leaks

• Performing manufacturer-recommended maintenance

The Contractor shall document preventive maintenance performed and identify equipment condition, deficiencies, parts replaced, and recommended corrective action.

5. EQUIPMENT AND COMPONENT REPLACEMENT

The Contractor may be required to replace HVAC equipment or components that are defective, obsolete, unsafe, beyond economical repair, or otherwise unsuitable for continued operation.

Equipment replacement may include:

• Furnaces

• Heat pumps

• Condensing units

• Air handlers

• PTAC units

• Rooftop units

• Boilers

• Chillers

• Air conditioning units

• Exhaust and ventilation equipment

Component replacement may include:

• Compressors

• Motors

• Blower assemblies

• Pumps

• Coils

• Heat exchangers

• Thermostats

• Control boards

• Relays

• Contactors

• Capacitors

• Belts

• Pulleys

• Valves

• Sensors

• Electrical components

• HVAC controls

• Condensate pumps and components

• Other HVAC components

Major equipment replacement shall require VHA authorization. When requested, the Contractor shall provide an itemized recommendation identifying the existing equipment, proposed replacement, manufacturer, model, capacity, efficiency rating, labor, equipment and material costs, applicable markup, removal and disposal costs, and warranty information. Replacement work shall comply with applicable codes and manufacturer requirements.

6. MATERIALS AND WORKMANSHIP

The Contractor shall provide new, suitable, and quality parts and materials unless otherwise approved by VHA.

Replacement components shall meet or exceed applicable manufacturer specifications. Used or salvaged parts shall not be installed without prior VHA approval.

The Contractor shall properly recover and dispose of refrigerants and remove and dispose of replaced components, debris, and other materials in accordance with applicable environmental requirements.

All work shall be performed in a clean, safe, professional, and workmanlike manner. The Contractor shall protect VHA and resident property and minimize disruption to residents and VHA operations.

7. SERVICE DOCUMENTATION

Each emergency, routine repair, and preventive maintenance visit shall be documented by a service report identifying:

• VHA property

• Building or dwelling unit

• Equipment or location serviced

• Work order number, when applicable

• Date and time of service

• Technician

• Reported problem

• Diagnosis

• Work performed

• Labor and materials used

• Equipment condition

• Recommended repairs

8. CODES, LICENSES, AND QUALIFICATIONS

The Contractor shall maintain all licenses, registrations, certifications, permits, and qualifications required to perform HVACR services in the State of New Jersey and shall be responsible for obtaining any permits or inspections required for the work.

The Contractor shall have a minimum of five (5) years of experience providing comparable commercial, institutional, multifamily residential, or public-sector HVAC maintenance and repair services of similar size and complexity.

The Contractor shall demonstrate the following:

• Qualified HVAC technicians capable of servicing the equipment identified in this Scope of Services;

• EPA Section 608 certification for personnel handling regulated refrigerants;

• Manufacturer certifications where applicable to specialized equipment;

• Ability to provide the required 24/7 emergency response;

• Sufficient personnel to meet the required response and service requirements;

• Necessary diagnostic equipment, tools, recovery equipment, vehicles, and other resources;

• At least three (3) recent references for comparable HVAC maintenance and repair services performed within the past five (5) years.

References shall identify the client, contact person, telephone number, email address, contract period, and brief description of services provided.

VHA may contact references to verify the Contractor's experience, quality of work, emergency response capability, reliability, and successful completion of comparable services.

All services shall comply with:

• New Jersey Uniform Construction Code

• Applicable New Jersey HVACR requirements

• EPA refrigerant requirements

• OSHA requirements

• Applicable environmental regulations

• Manufacturer requirements

• Applicable federal, state, and local codes and standards

9. OCCUPIED HOUSING

Because services may be performed in occupied dwelling units, common areas, senior housing, community facilities, and administrative spaces, Contractor personnel shall:

• Conduct themselves professionally

• Follow VHA access and security procedures

• Maintain appropriate identification

• Protect resident and VHA property

• Maintain clean and safe work areas

• Minimize disruption to residents

• Properly secure work areas upon completion

• Remove debris and replaced materials

• Report unsafe conditions to VHA

10. PERFORMANCE REQUIREMENTS

The Contractor shall meet the following minimum performance requirements:

• Emergency response: Within two (2) hours of notification

• Routine repairs: Within forty-eight (48) hours of authorization, unless otherwise approved by VHA

• Preventive maintenance: At least twice annually, or as scheduled by VHA

• Workmanship: Safe, clean, professional, and code-compliant

• Resident disruption: Minimized to the greatest extent practicable

• Labor warranty: Minimum ninety (90) days

• Parts/material warranty: Minimum one (1) year or manufacturer's warranty, whichever is longer

VHA does not guarantee any minimum quantity of HVAC service calls, repairs, preventive maintenance, equipment replacements, labor, materials, or expenditures. Services shall be performed only as needed and as authorized by VHA.

Contract Term

The initial term of the contract shall be for a period of one (1) year commencing on the date of contract execution by the Vineland Housing Authority (VHA).

The VHA reserves the right, at its sole discretion, subject to the availability of funding, satisfactory contractor performance, and approval by the Board of Commissioners, to renew the contract for up to two (2) additional one-year terms under the same terms, conditions, specifications, and pricing established in the original contract.

The maximum total contract duration, including all renewal options, shall not exceed three (3) years.

The Housing Authority reserves the right not to exercise any renewal option and shall provide written notice to the contractor of its intent to renew prior to the expiration of the then-current contract term.

Labor Requirements

All labor shall comply with applicable federal, state, and local prevailing wage requirements, including Davis-

Bacon prevailing wage requirements when applicable to the specific work being performed and the source of funding.

In accordance with Section 10.10 of HUD Procurement Handbook 7460.8 REV 2, where applicable, the

Contractor will not be required to submit certified payrolls; however, the Contractor must maintain and make available all payroll records for inspection by the Vineland Housing Authority (VHA) or the U.S. Department of Housing and Urban Development (HUD) upon request.

Failure to comply with applicable payroll record requirements shall be the sole responsibility of the Contractor and may result in penalties, legal costs, back wages, or other remedies as required under applicable federal regulations.

Contractors shall comply with all applicable prevailing wage requirements and HUD Federal Labor Standards provisions when applicable to the work performed. Applicable wage determinations, HUD Federal Labor

Standards Provisions, and related HUD-required forms and documents shall be included as attachments to this solicitation, when applicable, and incorporated herein by reference as part of the contract documents.

Contractor Criteria / Qualifications

The contractor must have a minimum of five (5) years of experience in HVAC maintenance and repair and must possess all licenses, registrations, certifications, and qualifications required by the State of New Jersey and applicable law to perform the services required under this contract.

The contractor must maintain all required insurance coverage, including general liability and workers’ compensation insurance, with limits acceptable to the Housing Authority and naming the Authority as an additional insured where required.

The Contractor shall be capable of providing both routine and emergency HVAC maintenance and repair services on an as-needed basis. Emergency response services shall be available twenty-four (24) hours per day, seven (7) days per week, including weekends and holidays.

The Contractor shall respond to emergency HVAC service calls within two (2) hours of notification by the

VHA. Routine, non-emergency HVAC service requests shall be responded to within twenty-four (24) to forty-eight (48) hours, unless otherwise directed by the Housing Authority.

conditions shall include, but not be limited to, loss of heat, loss of required cooling, gas or refrigerant leaks, carbon monoxide concerns, failed heating or cooling equipment, electrical or control failures affecting HVAC operation, major HVAC-related water leaks, unsafe HVAC operating conditions, or any condition affecting health, safety, habitability, or property preservation.

All work shall be performed in a timely, professional, and workmanlike manner consistent with applicable

HVACR codes, mechanical and building codes, manufacturer requirements, industry standards, and all federal, state, and local regulations.

Safety and Property Protection

The contractor shall be solely responsible for complying with all applicable Occupational Safety and Health

Administration (OSHA) requirements and maintaining safe working conditions at all times while performing work on VHA property.

All contractor employees and subcontractors shall wear appropriate personal protective equipment (PPE) and safety devices as required for the work being performed, including but not limited to ANSI safety vests, eye protection, hearing protection, masks, respiratory protection, gloves, and other applicable safety equipment.

The contractor shall be responsible for any damage caused to Housing Authority property, buildings, grounds, utilities, or resident belongings resulting from the contractor’s operations, employees, subcontractors, or equipment. Any such damage shall be repaired or restored by the contractor at no additional cost to the

Housing Authority.

The Contractor must notify the VHA-designated representative within twenty-four (24) hours of any damage occurring during the performance of work.

PAYMENT TERMS

1. To receive payment for services performed pursuant to this contract, the contractor shall submit a fully completed invoice to the Vineland Housing Authority (VHA) for work previously performed and approved by the Authority.

2. Payment shall be made upon satisfactory completion of the assigned work and acceptance by the

VHA. Unless otherwise authorized by the VHA, there shall be one (1) payment issued per completed work assignment or service call.

3. At a minimum, each invoice shall include the following information:

a. Invoice number

b. Contractor’s name, address, and telephone number

c. Actual date(s) services were performed

d. Invoice date and/or billing period

e. Work order number

f. Purchase order or Blanket Purchase order number

g. Description and location of services performed

h. Itemized labor and material costs, if applicable

i. Total amount being billed

4. The VHA reserves the right to reject incomplete or inaccurate invoices until all required information is provided.

Questions:

All questions regarding this solicitation shall be submitted through the Housing Agency Marketplace eProcurement website.

Questions must be received no later than 2:30 p.m. on Tuesday, September 8, 2026.

Procurement Method

This contract shall be awarded through a public bidding process in accordance with the New Jersey Local

Public Contracts Law, N.J.S.A. 40A:11-1 et seq., and applicable rules and regulations. The award shall be made to the lowest responsive and responsible bidder meeting all specifications.

The Housing Authority of the City of Vineland reserves the right, at its sole discretion, to award contracts by item, in whole or in part, or to multiple bidders, whichever is in the best interest of the Authority.

The procurement shall also comply with applicable U.S. Department of Housing and Urban Development

(HUD) requirements and all applicable Vineland Housing Authority procurement policies governing public contracts.

Instructions for Delivery of Bid

All bids must be submitted electronically through the Housing Agency Marketplace eProcurement website at ha.internationaleprocurement.com — do not include “www”.

Registration on the Housing Agency Marketplace is free of charge.

To access and submit bids, vendors must follow the steps below:

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

2. Follow the listed directions.

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

All submissions shall be completed using blue ink where applicable.

Hard copy submissions will not be accepted.

Bids for “AS NEEDED HVAC MAINTENANCE & REPAIR SERVICES” must be received no later than

10:30 A.M. prevailing time on Tuesday, September 15, 2026.

Late submissions will not be accepted.

Disqualification Failure to meet the minimum qualifications or provide the required documentation may result in the Bidder being determined non-responsive or non-responsible, as applicable, and may result in rejection of the Bid.

Professional Standards The successful Bidder shall exercise reasonable care, professional judgment, and diligence in the performance of all legal services provided under this Agreement.

The Bidder shall:

1. Perform all services in accordance with applicable federal, state, and local laws, regulations, court rules, ethical requirements.

2. Maintain confidentiality of all Authority information obtained during the performance of services, except as otherwise required by law.

3. Promptly disclose any actual, potential, or perceived conflicts of interest that may affect the Bidder’s ability to provide legal services to the Authority.

4. Coordinate with the Authority’s designated representatives regarding assignments, documentation, and status updates.

5. Maintain all required licenses, certifications, and insurance coverage throughout the term of the

Award of Contract Award shall be made to the responsible bidder(s) whose bid(s) are determined to be lowest responsive and responsible, total evaluated bid price + responsiveness/responsibility are the determining factors for award.

VHA reserves the right to reject any or all Bids, waive minor informalities or irregularities, and make awards in the best interest of the Authority. VHA further reserves the right not to award a contract if deemed necessary.

Period of Contract October 1, 2026 to September 30, 2027

The VHA reserves the right, at its sole discretion, subject to the availability of funding, satisfactory contractor performance, and approval by the Board of Commissioners, to renew the contract for up to two (2) additional one-year terms under the same terms, conditions, specifications, and pricing established in the original contract.

The maximum total contract duration, including all renewal options, shall not exceed three (3) years.

Questions:

All questions regarding this solicitation shall be submitted in writing through the Housing Agency Marketplace eProcurement website.

Questions must be received no later than 2:30 p.m. on Tuesday, September 8, 2026.

Site Visit No site visit is scheduled for this Invitation for Bids.

Procurement Method This contract shall be awarded through a competitive Invitation for Bids (IFB) process conducted in accordance with the New Jersey Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.), including all applicable provisions governing the procurement of professional services.

This procurement shall also be conducted in compliance with applicable U.S. Department of Housing and Urban

Development (HUD) procurement requirements and all applicable Vineland Housing Authority procurement policies and procedures.

Instructions for Delivery of Bid All Bids, including fee Bids, must be submitted electronically through the Housing Agency Marketplace eProcurement website at ha.internationaleprocurement.com. Proposers shall not include “www” when accessing the website.

Registration on the Housing Agency Marketplace is free of charge.

To access and submit Bids, vendors must follow the steps below:

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

5. Follow the listed directions.

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

All submissions shall be completed using blue ink where applicable.

Hard copy submissions will not be accepted.

Bids for “As Needed HVAC Maintenance & Repair Services” must be received no later than 10:30 A.M.

prevailing time on Tuesday, September 15, 2026.

Late submissions will not be accepted.

SECTION 4

TERMS AND CONDITIONS

Vineland Housing Authority General Conditions

The Vineland Housing Authority (hereinafter referred to as VHA).

1. Organization

a. Contractor must be organized under the laws of the State of New Jersey or licensed to do business in the state. The VHA may request a copy of documents evidencing such organization or license prior to the execution of a contract.

b. NJ Business Registration Certificate

i. Effective September 1, 2004, P.L. 2004, C. 57 expands the State Contractor

Business Registration Program to contracting units as defined in the Local Public Contracts Law. This means that all firms (and their subcontractors) competing for VHA Contracts must provide a copy of their valid Business Registration Certificate PRIOR to entering into a contract with the VHA. The failure to provide a copy of the Business Registration Certificate PRIOR to award will result in removal of your Bid from consideration. Questions regarding this law shall be directed to the New Jersey Department of Taxation.

2. Cancellation by Contractor

a. Contractor must give a ninety-day (90-day) written notice prior to cancellation of the

3. Board Approval

a. Any contract is subject to cancellation and rejection by the members of the Vineland Housing Authority Board of Commissioners without liability. Therefore, at their next regularly scheduled, properly convened meeting following the date hereof, notwithstanding any contrary statements or representations of any member, officer, or employee of the Vineland Housing Authority, the Board of Commissioners has the power or authority to waive or limit the effect of this paragraph nor the control of the members of the Vineland Housing Authority over the approval of any contract. In the event that the members of the VHA Board of Commissioners cancel or reject this contract at their aforesaid meeting, this contract shall be null and void and of no effect as to the Vineland Housing Authority; and there shall be no liability on the part of the Vineland Housing Authority hereunder.

4. Changes

a. No changes, additions, or deletions shall be made to the contract without prior written consent of the VHA. All amendments must be signed by both parties.

b. Any changes in the Scope of Services agreed to by the parties shall not invalidate the contract, nor shall it release the contractor from any guaranty given by him pursuant to the contract, or release the contractor from any other obligations of the contract. All such work shall be executed under the conditions of the contract for an amount agreed to by the VHA and the contractor.

5. Insurance

a. Contractor shall procure and require its agents, contractors, and subcontractors to procure and maintain, at their own cost and expense, during the entire period of performance/guarantee (including the maintenance/guarantee period or other applicable warranty period) the types of insurance specified below. All insurance shall be procured from reputable insurers authorized to do business in the State of New Jersey. In no event shall work be performed until the required evidence of insurance has been furnished. The insurance shall provide for at least thirty (30) days prior written notice to be given to the VHA in the event coverage is materially changed, canceled, or not renewed. Prior to the inception of work, contractor shall provide to the Executive Director or his designee a Certificate of Insurance evidencing the following coverage’s:

i. Additional Insured Requirement

a. The Vineland Housing Authority is to be named as additional insured on all policies required hereunder except for Workers Compensation and Employers Liability.

ii. Workers Compensation and Employers Liability

a. Workers Compensation – Statutory Limits

b. Employers Liability

i. Bodily Injury by Accident -- $100,000 each accident

ii. Bodily Injury by Disease -- $500,000 policy limit

iii. Bodily Injury by Disease -- $100,000 each employee

iii. General Liability

a. Limit of Liability -- $1,000,000 per occurrence, combined single limit for bodily injury (including death) and property damage liability

b. Coverage

i. Premises operation

ii. Blanket contractual liability

iii. Personal injury liability

iv. Products and completed operations

v. Independent contractors

iv. Automobile Liability

a. The contractor shall provide, at no expense to the VHA, an automobile policy, naming VHA as additionally insured, covering any automobile accidents involving the contractor and its employees for any accident occurring during the term of this contract. The coverage which shall be provided, shall not be less than Five Hundred Thousand ($500,000.00) Dollars per occurrence and not less than One Million ($1,000,000.00) Dollars in the aggregate

6. Equal Opportunity

a. The contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice advising the labor union or workers’ representative of the contractor’s commitments under this Equal Opportunity clause, and shall post copies of the notice in conspicuous places available to employees and applicants for employment.

b. In the event of the contractor’s non-compliance with the Equal Opportunity clause of the contract, this contract may be canceled, terminated, or suspended in whole or in part; and the contractor may be declared ineligible for further government contracts.

c. The contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The contractor will take affirmative action to insure that applicants are employed, and that employees are treated during employment, without regard to their race, color, religion, sex, and national origin. Such action shall include, but not be limited to, the following:

employment, upgrading, demotion, or transfer; recruitment or recruitment advertising;

layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the Local Public Agency setting forth the provisions of the nondiscrimination clause.

d. The contractor will, in all solicitations or advertisements for employment placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin.

e. The contractor will cause the foregoing provisions to be inserted in all subcontracts for any work covered by this contract so that such provisions will be binding upon each subcontractor provided that the foregoing provisions shall not apply to contracts or subcontracts for standard commercial supplies or raw materials.

7. Substitution of Personnel

a. The contractor shall not replace key personnel assigned to this contract and listed in the Bid submitted by the contractor without the prior written consent of the VHA.

8. Records

a. The contractor shall keep adequate records of direct labor costs and other costs of performance of this contract and shall maintain such records for three (3) years after the VHA makes final payments and all other pending matters are closed.

9. Audit

a. Records of the contractor shall be subject to audit by a Certified Public Accounting firm designated by the VHA in the event of termination for convenience or if any payment is based on time or cost of materials.

b. Because funds for this contract are provided by the federal government, contractor agrees to allow the federal agency, which provided funds, the Comptroller General of the United States, the VHA, or any of their duly authorized representatives to have access to any books, documents, papers, and records of the contractor, which are directly pertinent to this contract, for the purpose of making audit, examination, excerpts, and transcriptions.

10. Bankruptcy

a. The VHA may terminate this contract by written notice or telegraphic notice:

a. If the contractor shall become insolvent or make a general assignment for the benefit of creditors; or

b. If a petition under any bankruptcy act or similar statute is filed by or against the contractor and is not vacated within ten (10) days after it is filed.

c. Termination under this clause shall be in accordance with the “Termination of Default” clause.

11. Calendar Dates

a. Time shall be measured in calendar days.

12. Clause Headings

b. The headings contained herein are for ease of reference and shall not limit the scope of intent of the clause.

13. Hold Harmless

c. Contractor shall be considered an independent contractor in respect to the work covered by this Agreement and shall assume all risk and responsibility for casualties of every description in connection with the work, which can be attributed either directly or indirectly to the contractor. Contractor, for itself, its successors, assigns, heirs, executors and administrators, agrees to indemnify, defend and save harmless the VHA, all its officers, and subordinates.

d. From all suits and actions of every nature brought against the VHA or any of them for or on account of any damage or loss sustained by the VHA and does agree to pay any and all such damages including costs of litigation and counsel fees whether defended by the VHA or contractor, and

e. If the contractor is required to enter premises owned, leased, or occupied by or under the control of the VHA during the performance of this contract, the contractor shall indemnify and hold harmless the VHA, its officers, and employees, from any loss, cost, damage, expense, or liability by reason of property damage, or personal injury, including death, of whatsoever nature or kind arising out of or as a result of such performance, whether arising out of actions of the contractor or any of its employees, subcontractors, and lower-tier subcontractors. It is not the intention of this contract to confer third-party beneficiary right or action upon any person whatsoever and nothing herein before or herein after set forth shall be construed so as to confer upon any person other than the VHA a right of action either under this contract or in any manner whatsoever.

14. Taxes, Industrial Laws, and Benefits

a. Contractor shall be acting as an independent contractor. Neither the contractor nor any of the persons furnishing materials or performing work or services, which are required by this contract, are employees of the VHA within meaning of or the application of any federal or state unemployment insurance law, or other social security, or any workmen’s compensation, industrial accident law, or other industrial or labor laws. At its own expense, the contractor shall comply with such law and assume all obligations imposed by any one or more of such laws with respect to this contract. Contractor shall be liable for all federal, state, local taxes, and any special assessments.

15. No Waiver of Conditions

a. Failure of the VHA to insist on strict performance shall not constitute a waiver of any of the provisions of this contract or waiver of any default of the contractor.

16. Severability

a. If any provision of this contract or any application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications of this contract, which can be given effect without the invalid provision or application and to this and the provisions of this contract are severable.

17. HUD

a. The term “HUD” means the United States of America (acting through the Department of Housing and Urban Development) which, subject to the provision of a contract for financial aid with the VHA, has agreed to purchase certain obligations of the VHA to aid in financing the work to be performed under the contract. However, nothing contained in the contract shall be construed to create any contractual relationship between the contractor and HUD.

18. Subcontractors

a. Any proposed subcontractor shall be disclosed in contractor’s Bid. Contractor shall furnish such written information as the VHA may require concerning the proposed subcontractor, together with the proposed subcontractor’s Non-Collusive Affidavit and Affidavit of Non-Default in the form prescribed by the VHA. Any objection shall be expressed in writing by the VHA effective if/when the VHA responds to contractor’s Bid.

b. The VHA may, without claim for extra cost by the contractor, disapprove any subcontractor for cause on the basis of its own determination or because the proposed subcontractor is listed as ineligible to receive awards of contracts from the United States on a current list or list furnished by HUD or if the subcontractor is on the ineligible list maintained by the VHA.

c. The contractor shall cause provisions to be inserted in all subcontracts to bind subcontractors to the terms of the HUD Terms and Conditions, VHA General Conditions, and other documents comprising the contract insofar as they are applicable to the work of the subcontractor.

d. Nothing contained in the contract shall create any contractual relation between any subcontractor and the VHA.

19. Withholding for Liquidated Damages

a. The VHA may withhold from any monies due to the contractor or subcontractor such sums as may administratively be determined to be necessary to satisfy any liabilities of such contractor or subcontractor for liquidated damages. The amount to be withheld as liquidated damages is $300 per day.

20. Royalties and Patents

a. The contractor shall pay all royalties and license fees. Contractor shall defend all suits or claims for infringement of any patent, trademark, or copyright, and shall save the VHA from loss on account thereof.

21. Permits and Licenses

a. If any permits, licenses, or other approvals are necessary for the performance of this contract, then the contractor shall obtain all such permits, licenses, or approvals at no extra charge to the VHA.

22. Affirmative Action

a. This contract is subject to compliance with HUD Minority and Women’s Business

Enterprise Opportunity goals. A minimum goal of 20% of the total dollar amount of all prime contracts, and/or materials and supplies purchased, should be awarded to minority business concerns. A minimum goal of 10% of the total dollar amount should be awarded to Women’s Business concerns. These goals are not mandatory set-asides.

23. Work Product

a. All files and work product, finished and unfinished documents, data, studies and reports prepared by the contractor under this contract shall become the property of the VHA when created and shall be given to the VHA when requested by the VHA.

24. Termination of Contract for Cause

a. If, through any cause, the contractor shall fail to fulfill in timely and proper manner, his obligations under this contract, or if the contractor shall violate any of the covenants, agreements, or stipulations of this contract, the Local Public Agency shall thereupon have the right to terminate this contract by giving written notice to the contractor of such termination and specifying the effective date thereof, at least five days before the effective date of such termination. In such event, all finished or unfinished documents, data, studies, and reports prepared by the contractor under this contract shall, at the option of the Local Public Agency, become its property; and the contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents.

b. Notwithstanding the above, the contractor shall not be relieved of liability to the Local Public Agency for damages sustained by the Local Public Agency by virtue of any breach of the contract by the contractor; and the Local Public Agency may withhold any payments to the contractor for the purpose of setoff until such time as the exact amount of damages due the Local Public Agency from the contractor is determined.

25. Termination for Convenience of Local Public Agency

a. The Local Public Agency may terminate this contract any time by a notice in writing from the Local Public Agency to the contractor. The VHA reserves the right to terminate this contract at any given time by giving written notice to the contractor of such termination and specifying the effective date thereof, at least thirty (30) days prior to the effective date of such termination. The VHA and contractor may mutually agree to terminate the contract at an earlier time if so desired. If the contract is terminated by the VHA as provided herein, the contractor will be paid for the services actually performed.

26. Anti-Kickback Rules

a. Salaries of architects, draftsmen, technical engineers, and technicians performing work under this contract shall be paid unconditionally and not less often than once a month without deduction or rebate on any account except only such payroll deductions as are mandatory by law or permitted by the applicable regulations issued by the Secretary of Labor pursuant to the “Anti-Kickback Act” of June 13, 1984 (48 Stat. 948, 62 Stat. 740, 63 Stat. 108, Title 18 U.S.C. 874, and Title cable “Anti-Kickback” regulations) and shall insert appropriate provisions in all subcontracts covering work under this contract to insure compliance by subcontractors with such regulations and shall be responsible for the submission of affidavits required of subcontractors thereunder except as the Secretary of Labor may specifically provide for variations of or exemptions from the requirements thereof.

27. Withholding of Salaries

a. If, in the performance of this contract, there is any underpayment of salaries by the contractor or by any subcontractor thereunder, the Local Public Agency shall withhold from the contractor out of payments due to him an amount sufficient to pay to employees underpaid the difference between the salaries required hereby to be paid and the salaries actually paid such employees for the total number of hours worked. The amounts withheld shall be disbursed by the Local Public Agency for and on account of the contractor or subcontractor to the respective employees to whom they are due.

28. Claims and Disputes Pertaining to Salary Rates

a. Claims and disputes pertaining to salary rates or to classifications of employees and\or contractors performing work under the contract shall be promptly reported in writing by the contractor to the Local Public Agency for a wage rate decision, which shall be final with respect thereto.

29. Compliance with Local Laws

a. The contractor shall comply with all applicable laws, ordinances, and codes of the state and local governments, and shall commit no trespass on any public or private property in performing any of the work embraced by this contract.

30. Assignability

a. The contractor shall not assign any interest in this contract, and shall not transfer any interest in the same (whether by assignment or notation) without the prior written approval of the Local Public Agency provided, however, that claims…