IFB 26-04 As Needed Electrical Maint. _ Repair Svc.pdf

Vineland Housing Authority

Invitation for Bids for

AS NEEDED ELECTRICAL

MAINTENANCE & REPAIR

SERVICES

IFB # 26-04

DUE: Tuesday, September 15, 2026 – 12:00 P.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 ELECTRICAL

MAINTENANCE & REPAIR

SERVICES

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

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 12:00 P.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 ELECTRICAL MAINTENANCE &

REPAIR SERVICES

IFB # 26-03

SCOPE OF WORK

The Vineland Housing Authority (VHA) is seeking bids from qualified and properly licensed electrical contractors to provide as-needed electrical maintenance, repair, troubleshooting, installation, and related services at VHA properties and facilities.

Services shall be performed on an as-needed basis through authorized work orders issued by VHA. The Contractor shall furnish all labor, supervision, tools, equipment, transportation, materials, and other resources necessary to complete the requested work in accordance with the requirements of this IFB, applicable codes and regulations, and the direction of VHA.

General Work Requirements

The Contractor shall be prepared to respond to requests for electrical service twenty-four (24) hours per day, seven

(7) days per week, 365 days per year, including weekends and holidays, when emergency service is required.

The Contractor shall maintain an adequate number of qualified and properly licensed personnel to perform the services required under this Contract in a timely and professional manner.

The Contractor's labor rates shall include all overhead, profit, administrative costs, insurance, vehicle expenses, transportation, mileage, workers' compensation, unemployment insurance, Social Security, and other ordinary operating expenses associated with providing the services. No additional charge shall be permitted for these costs.

VHA's normal business hours are 8:30 a.m. through 4:30 p.m., Monday through Thursday, unless otherwise established by VHA. Work performed during normal business hours shall be considered regular-hour work.

The Contractor shall not commence work without authorization from VHA through an approved work order, purchase order, or other written authorization issued by an authorized VHA representative, except as specifically permitted for emergency services under this Contract.

Routine Service Calls

The Contractor shall respond to routine electrical service requests within three (3) business days of notification, or within such other timeframe specified by VHA based upon the nature and urgency of the requested work.

When requested by VHA, the Contractor shall inspect the reported condition and provide a written estimate within three (3) business days.

Estimates shall include, as applicable:

• Estimated labor hours;

• Applicable labor rate;

• Description of the work to be performed;

• Estimated material costs;

• Applicable equipment costs;

• Required permits or inspection fees; and

• Estimated completion date.

The Contractor shall provide sufficient information to allow VHA to determine the anticipated cost and scope of the proposed work.

Emergency Electrical Services

Emergency electrical services shall include unforeseen conditions requiring immediate attention due to an actual or potential threat to the health, safety, welfare, property, or operation of VHA facilities.

Emergency service may include, but shall not be limited to:

• Loss of electrical service;

• Electrical hazards;

• Exposed or damaged wiring;

• Electrical fires or conditions presenting a fire hazard;

• Failed electrical panels, breakers, or disconnects;

• Loss of emergency lighting;

• Conditions affecting essential building systems;

• Electrical conditions affecting elevators, ELECTRICAL, plumbing, fire protection, or other critical systems; and

• Other electrical conditions determined by VHA to require immediate attention.

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

For emergency calls received outside of normal business hours, the Contractor shall maintain a telephone number monitored by an appropriate representative, answering service, or other reliable means of receiving emergency requests.

If an answering service, voicemail, or paging system is used, the Contractor shall initiate a return call to the VHA representative within fifteen (15) to twenty-five (25) minutes of receiving the emergency notification.

The Contractor shall take immediate reasonable measures to make the condition safe and prevent further damage.

Permanent repairs shall be completed upon authorization by VHA.

After-Hours and Emergency Labor

Work performed outside VHA's normal business hours, including evenings, weekends, and holidays, shall be billed at the applicable after-hours/emergency labor rate established in the Bid Form.

The after-hours/emergency labor rate shall not exceed one and one-half (1.5) times the regular-hour electrician labor rate, unless otherwise specifically established in the Bid Form.

No additional emergency, dispatch, mobilization, or minimum service-call charge shall be permitted unless specifically identified and accepted in the Bid Form.

Labor and Travel

Labor charges shall be based only upon productive labor performed at the VHA job site.

Travel time, transportation of employees, routine vehicle expenses, procurement of materials, handling and delivery of materials, and movement of Contractor-owned or rented equipment shall be considered overhead and shall be included in the applicable labor rates unless specifically identified as a separately payable item in the Bid

Form.

VHA shall not be responsible for minimum-hour charges unless specifically identified in the Bid Form and accepted as part of the Contract.

Materials and Parts

Materials and parts required to complete authorized work shall be billed in accordance with the pricing structure established in the Bid Form.

Unless otherwise specified in the Bid Form, materials shall be billed at the Contractor's actual documented cost with no markup.

VHA reserves the right to request copies of supplier invoices, receipts, or other documentation substantiating the actual cost of materials.

Materials shall be new and of suitable quality for the intended application unless otherwise approved in writing by

VHA.

Codes, Permits, and Inspections

All work shall comply with applicable federal, state, and local laws, regulations, codes, ordinances, and applicable industry standards.

The Contractor shall obtain all permits, inspections, approvals, and other authorizations required for the performance and completion of the work, unless otherwise directed by VHA.

If the Contractor identifies a conflict between the requested work, existing conditions, plans, specifications, or applicable code requirements, the Contractor shall notify VHA before proceeding.

The Contractor shall be responsible for correcting work that does not comply with applicable codes or the requirements of the Contract when such deficiency is attributable to the Contractor's work.

Work Area and Cleanup

The Contractor shall maintain the work area in a clean, orderly, and safe condition throughout the performance of the work.

The Contractor shall remove all debris, waste materials, discarded parts, packaging, and other materials generated by the Contractor's work at the completion of each workday or upon completion of the work.

Cleanup and removal of Contractor-generated debris shall be performed at no additional cost to VHA.

Safety Requirements

The Contractor shall comply with all applicable OSHA requirements and federal, state, and local safety laws and regulations.

The Contractor shall be responsible for the safety of its employees, subcontractors, VHA residents, VHA employees, visitors, and other persons who may be affected by the Contractor's operations.

The Contractor shall take appropriate measures to protect VHA property and prevent injury, property damage, electrical hazards, fire hazards, and other unsafe conditions.

Contractor Vehicles, Personnel, and Identification

Contractor vehicles used in the performance of services shall be properly maintained and, where commercially practical, clearly identified with the Contractor's company name or logo.

Contractor personnel shall wear appropriate personal protective equipment and safety equipment required by applicable laws, regulations, codes, and the nature of the work.

Contractor personnel shall conduct themselves in a professional and courteous manner when working at VHA properties.

Work Authorization

All routine work shall be performed only upon VHA's written authorization through an approved work order and/or purchase order issued in accordance with VHA's procurement and purchasing procedures.

Emergency electrical work necessary to protect health, safety, welfare, property, or essential building operations may be authorized by the VHA Purchasing Agent or the Purchasing Agent's designated representative in accordance with VHA's emergency procurement procedures.

The Contractor shall not perform additional work or incur costs beyond the authorized scope or amount without prior written authorization from VHA.

The issuance of a work order does not authorize the Contractor to perform work beyond the scope or dollar amount stated in the work order.

Electrical Maintenance and Repair Services

Work under this Contract may include, but shall not be limited to, the following:

• Troubleshooting, diagnosing, repairing, maintaining, replacing, and installing electrical systems and components.

• Service conduits, wiring, cables, pull strings, junction boxes, raceways, and related electrical components.

• Electrical distribution systems, including electrical panels, feeders, disconnects, meter centers, circuit breakers, fuses, branch circuits, and related components.

• Electrical baseboard heaters, thermostats, controls, and associated wiring.

• Emergency lighting, battery backup lighting, exit signs, and related components.

• Interior and exterior lighting fixtures, lamps, LED fixtures, controls, photocells, timers, and related components.

• Parking lot, site, pathway, exterior, and security lighting.

• Electrical outlets, switches, receptacles, GFCI devices, AFCI devices, and related components.

• Electrical boxes, junction boxes, covers, and related components.

• Smoke detectors, carbon monoxide detectors, and associated electrical connections and devices where electrical contractor services are required and permitted by applicable code.

• Electrical wiring and connections associated with mechanical, plumbing, ELECTRICAL, fire protection, and other building systems.

• Electrical connections and related work associated with elevators, where permitted and required.

• Electrical service equipment and components from the utility meter/service point through the building distribution system, as applicable.

• Generator, transfer switch, emergency power, and related electrical systems, where applicable.

• Electrical panels, breakers, disconnects, contactors, relays, transformers, and other electrical control components.

• Electrical repairs associated with common areas, dwelling units, offices, maintenance facilities, community spaces, and other VHA facilities.

• Installation, replacement, repair, and modification of electrical equipment and systems requiring the services of a properly licensed electrical contractor.

• Electrical testing, troubleshooting, diagnostics, and verification of electrical systems.

• Identification and correction of unsafe electrical conditions.

• Other electrical maintenance, repair, replacement, installation, and related services within the Contractor's licensed scope of work as requested and authorized by VHA.

Contractor Site Familiarization

The Contractor shall familiarize itself with the VHA properties, site conditions, access requirements, and general nature of the electrical systems and facilities covered by this Contract.

The Contractor shall notify VHA of any conditions that may materially affect the performance, cost, or completion of authorized work before commencing such work.

Applicable Laws and Requirements

The Contractor shall comply with all applicable federal, state, county, and local laws, regulations, codes, ordinances, and requirements applicable to the services performed under this Contract.

The Contractor shall maintain all licenses, permits, certifications, registrations, and insurance required to perform the work throughout the Contract term.

Where applicable, the Contractor shall comply with HUD requirements, Section 3 requirements, applicable federal labor standards, and other requirements identified in the solicitation.

Contract Funding and Maximum Contract Amount

Services under this Contract shall be performed on an as-needed basis and are subject to the availability of funds and VHA's issuance of authorized work orders and purchase orders.

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

The Contractor shall not perform work in excess of an authorized purchase order or work order without prior written authorization from VHA.

The total amount paid under the Contract shall not exceed the authorized contract amount unless modified in accordance with VHA's applicable procurement requirements and procedures.

VHA Property Names and Site Locations

The Contractor shall provide services at VHA properties and facilities, including, but not limited to, the following locations:

• D'Orazio Terrace

• Kidston Towers

• Olivio Towers

• Tarkiln Acres

• Asselta Acres

• Parkview

• Melrose Court Homes

• VHA Scattered Sites

VHA reserves the right to add or remove properties, facilities, buildings, dwelling units, common areas, and other locations during the Contract term as determined necessary by the Authority and subject to applicable procurement requirements.

The Contractor shall be responsible for becoming familiar with the general conditions and access requirements of each VHA property where services are to be performed.

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 electrical 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 electrical 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 electrical service calls within two (2) hours of notification by the VHA.

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

Emergency conditions shall include, but not be limited to, loss of electrical service, electrical outages, electrical hazards, exposed or damaged wiring, electrical arcing or sparking, failed electrical panels, breakers, disconnects, or other electrical equipment, electrical failures affecting essential building systems, emergency lighting failures, conditions presenting a fire or shock hazard, major electrical system failures, unsafe electrical operating conditions, or any condition affecting the health, safety, welfare, habitability, or preservation of VHA property.

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

5. VHA reserves the right to request supporting documentation, including material receipts, supplier invoices, service reports, photographs, and other records necessary to verify charges.

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 ELECTRICAL MAINTENANCE & REPAIR SERVICES” must be received no later than

12:00 P.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 contract.

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 ELECTRICAL MAINTENANCE & REPAIR SERVICES” must be received no later than 12:00 P.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 contract.

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…