DISTRICT OF COLUMBIA HOUSING AUTHORITY

PROCUREMENT AND CONTRACTS

INVITATION FOR BIDS (IFB)

PMO-Door and Window

Replacement and Repair Services

IFB #32-2026

Date of Issuance: August 5, 2026

Electronic bids must be submitted through the Housing Agency Marketplace at:

https://ha.internationaleprocurement.com/requests.html?company_id=506.

Submissions will be accepted until the date and time indicated below, after which no additional bids will be received.

All timely submitted bids will be publicly opened at the specified time and officially recorded via Microsoft Teams, using the access details provided in Section 1.9 below.

Contracts & Procurement

District of Columbia Housing Authority 300 7th Street, SW

10th Floor- Accounts Payable Washington, D.C. 20024 https://ha.internationaleprocurement.com/requests.html?company_id=506

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IFB No. 32-2026 Doors and Window Replacement and Repair Services

Table of Contents

Section Description Page Table of Contents

1.0 General Information

1.1 Introduction 4

1.2 Background 4

1.3 IFB Intent 4

1.4 Agency’s Reservation of Right 4

1.5 Schedule of Events 5

1.6 Proposal Audit 5

1.7 Contract Terms 6

1.8 Communications 6

2.0 Scope of Services

2.1 Scope of Works 7

3.0 Proposal Evaluation

3.1 Clean Hands Policy 9

3.2 Compliance with Bid Requirements 9

3.3 Bid Format 9

3.4 Bid Submission Deadline 11

3.5 Submittals 11

3.6 Manner of Award 12

3.7 Retention 12

3.8 Failure to Submit Response 12

3.9 Late Bids, Modifications and Withdrawal of bids 13

3.10 Responsibility Determination 13

3.11 Mistakes in Bids 14

3.12 Mistakes Discovered before Solicitations are Opened 14

3.13 Mistakes after Solicitations are Opened 14

3.14 DC Council Approval Mandate 15

4.0 General Conditions

4.1 Licenses, Permits and Certifications 16

4.2 DHA Section 3 Policy 16

4.3 Certification Regarding Debarment 16

4.4 Bidders’ Status 16

4.5 Funding Limitations 16

4.6 Government Restrictions 17

4.7 Insurance 17

4.8 Indemnification 18

4.9 Method of Compensation 18

4.10 Ceiling Price 19

4.11 Affirmative Action Program 19

4.12 Compliance with Laws 19

4.13 Davis Bacon and Related Acts Requirements 21

4.14 McNamara – O’Hara Services Contracts Act 21

4.15 Termination for Convenience and Default 22

4.16 Disputes 22

4.17 Examination and Retention of Contractor’s Records 23

4.18 Ownership Rights in Works 23

4.19 Intellectual Property 23

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4.20 Confidential Information 23

4.21 Conflicts of Interest 24

4.22 Prohibition against Gifts/Favors/Anything of Monetary Value 25

4.23 Assignment 25

4.24 Non-Exclusive Rights 25

4.25 Contract Modification 25

4.26 Governing Law 25

4.27 Required DCHA Vendor Registration 25

5.0 Form of Contract

5.1 Sample Agreement 27

5.2 Exceptions to Contract 27

5.3 Contract Terms and Conditions 27

5.4 Exceptions 27

5.5 Right to Negotiate 27

5.6 Right to Reject 27

6.0 Right to Protest

6.1 Protest 28

6.2 Definitions 28

6.3 Procedures 28

7.0 EXHIBITS, APPENDICES & ATTACHMENTS

7.1 Exhibits 1-4 30

7.2 Attachments A-N 30

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PART 1 – GENERAL INFORMATION

1.1 Introduction:

The District of Columbia Housing Authority (“DCHA”) is dedicated to enhancing the quality of life in the District of Columbia by providing and effectively managing affordable housing, which is diverse, well maintained, and aesthetically pleasing for those whose circumstances prevent them from competing in the general marketplace.

Besides operating over 7,937 units with public housing operating subsidy, DCHA also contracts over 13,000 private units through its Housing Choice Voucher Program (“HCVP”). DCHA has embarked on an ambitious program of development and redevelopment to create economically diverse communities and neighborhoods.

DCHA is one of the most innovative housing authorities in the nation and is actively pursuing non-governmental sources of financing to promote HCVP homeownership assistance programs, project-based public housing subsidies, and implement more creative uses of its authority through the United States Department of Housing and Urban Development (HUD)’s Move to Work (MTW) Demonstration Program.

1.2 Background:

The District of Columbia Housing Authority (DCHA) is soliciting proposals from qualified licensed contractors to provide door and window replacement, repair, installation, and emergency services at various public housing and affordable housing properties throughout the District of Columbia. The Selected contractor(s) shall furnish all labor, supervision, materials, tools, equipment, permits, transportation, and incidentals necessary to perform the work. DCHA seeks contractors with experience in occupied residential housing, HUD compliance, lead-safe work practices, and multi-family property modernization projects.

1.3 IFB Intent:

The DCHA intends to use this Solicitation to contract with a qualified licensed and insured entity(s) to provide the above noted services. Your response to the Scope of Work must be complete, as it will become part of any contractual agreement. We appreciate the investment of time and resources firms are making by participating in this process. All submitted s shall be evaluated for responsiveness to the requirements of the Invitation to Bid (“IFB”). Those submissions not in accordance with the IFB shall be deemed non-responsive and eliminated from further evaluation.

1.4 Agency’s Reservation of Rights:

The DCHA reserves the following rights in association with the IFB process and upon contract award.

1) Right to Reject, Waive, or Terminate the IFB. Reject any or all bids, or terminate the IFB process at any time, if deemed by the Agency to be in its best interest.

2) Right to Not Award. Not to award a contract pursuant to this IFB.

3) Right to Terminate. Terminate a contract award pursuant to this IFB, at any time for the Agency’s convenience, upon 10 days written notice to the successful Bidder(s).

4) Right to Determine Time and Location. Determine the days, hours, and locations that the successful Bidder(s) shall provide the services called for in the IFB.

5) Right to Retain Proposals. Retain all bids submitted and not permit withdrawal for a period of 120 days subsequent to the deadline for receiving proposals.

6) Right to Negotiate. Negotiate the fees proposed by the Bidder(s).

7) Right to Reject Any Bid. Reject and not consider any bid that does not meet the requirements of

5 | P a g e this IFB, including but not necessarily limited to, incomplete bids and/or any Contractor biding alternate or non-request services.

8) No Obligation to Compensate. The DCHA will have no obligation to compensate any Bidder(s) for any costs incurred in responding to this IFB.

9) Unauthorized Sub-Contracting Prohibited. The successful Bidder(s)/contractor(s) shall not assign any right, nor delegate any duty for the work proposed pursuant to this IFB (including, but not limited to, selling or transferring the contract) without the prior written consent of the Agency.

Any purported assignment of interest or delegation of duty, without the prior written consent of the Agency shall be void and may result in the cancellation of the contract with the Agency or may result in the full or partial forfeiture of funds paid on the contract, as determined by the Agency.

10) Project Staffing Changes. Managers, other supervisory staff, and accountants may be changed if those personnel leave the firm, are promoted, or are assigned to another area. These personnel may also be changed for other reasons. However, in either situation, the Agency retains the right to approve or reject replacements.

1.5 Schedule of Events:

DCHA will endeavor to follow the schedule set forth below; however, the activities and timetable represented below are a guideline only and are subject to change at DCHA’s sole discretion and without prior notice:

IFB Advertise Date: August 9, 2026

Issuance of IFB: August 5, 2026

Pre-Bid Conference August 17, 2026 12:00 pm Pre-Bid Conference

Deadline for Submission of Inquires/Questions: August 24, 2026 by 12:00 pm

Bid Due Date: September 8, 2026 by 12:00 pm

Bid Opening: September 8, 2026 by 12:30pm Opening Bid Link: Join Here

DCHA Board Committee Review (if applicable):

Presentation of DCHA Board of Commissioners for Contract Approval (if applicable):

Contract Award:

NOTE: DCHA reserves the right, at its sole discretion, to adjust this Schedule of Events as it deems necessary. If necessary, DCHA will communicate adjustments to any event in the Schedule of Events in the form of an addendum to this IFB. Addenda to this IFB will only be issued and posted on ’s website at https://www.dchousing.org and Housing Agency Marketplace (e-procurement) Vendor Portal at https://ha.internationaleprocurement.com/requests.html?company_id=506 . Addenda will not be mailed to potential Bidders. It is the responsibility of the Bidder to monitor DCHA’s website and electronic sourcing tool, Housing Agency Marketplace, for any addenda issued. Each Bidder must acknowledge all addenda issued so as to ensure that addenda are considered in their proposal response by completing Addenda Acknowledgement Form. This Form must be submitted with the Bidders response to this Request for Proposals.

Failure to include the Form in the proposal response may subject your Firm to disqualification.

1.6 Proposal Audit:

https://teams.microsoft.com/meet/254740510428381?p=PjzQy3GadDfYOjY0cN https://teams.microsoft.com/meet/210373633564864?p=Jw6cNQLXNRAVAomLEU https://www.dchousing.org/

6 | P a g e considered. A Bidder submitting a late submission will be so notified. All material submitted in the bids becomes the property of DCHA and will not be returned.

1.7 Contract Term:

Contracts awarded from proposals received in response to this solicitation will have an initial term of one (1) year, with the option to extend, at the District of Columbia Housing Authority’s (DCHA) sole discretion, for two

(2) additional one (1) year option terms, for a potential total maximum term of three (3) years. Additionally, DCHA may, at its sole discretion, elect to extend the contract on a month-to-month basis under the same terms and conditions, in order to ensure continuity of services.

1.8 Communications:

In order to maintain a fair and impartial competitive process, DCHA and any outside consultants assisting AH with this solicitation, shall avoid private communication concerning this procurement with prospective Bidders during the entire procurement process. From the issue date of this IFB until the final award is announced, Bidders are not allowed to communicate about this IFB for any reason with any DCHA staff and/or outside consultants assisting DCHA with this solicitation except:

(1) through the IFB Point of Contact named below;

(2) as otherwise specified in this IFB; and / or

(3) as provided by existing work agreement(s) (if any)

Prohibited communication includes all contact, including but not limited to, telephonic communications, emails, faxes, letters, or personal meetings, such as lunch, entertainment, or otherwise. DCHA reserves the right to reject the quote of any Bidder violating this provision.

A. Inquires and /or questions must be submitted via the DCHA’s E-Procurement Vendor Portal at the following link: https://ha.internationaleprocurement.com/request.html?company id=506. DCHA will receive requests for additional information and/or clarification relative to this solicitation no later than _August 24, 2026 on or before 12:00 noon_.

B. Responses to these questions will be addressed in writing via the DCHA’s electronic procurement system. DCHA will not respond to questions and/or requests for information after the date stated above or received via e-mail or any other means.

C. It is the responsibility of the Bidder to monitor DCHA’s website and the E-Procurement Vendor

Portal for any addenda issued. All Bidders are encouraged to frequently check DCHA’s website/portal for additional information.

All requests for information or clarification pertaining to this solicitation must be addressed in writing.

IFB Point of Contact

Deborah Y. Barnes, Procurement Specialist dybarnes@dchousing.org District of Columbia Housing Authority Procurement & Contract Department 300 7th Street, SW 11th Floor Washington, DC 20024

[END OF PART 1 – GENREAL INFORMATON]

https://ha.internationaleprocurement.com/request.html?company

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PART 2 – SCOPE OF WORK

2.1 DESCRIPTION OF SERVICES

The work encompasses a full range of activities—from routine repairs and hardware replacement to full unit installations and emergency response—necessary to preserve the safety, security, energy efficiency, and habitability of DCHA housing stock. The Contractor is expected to perform all services in accordance with applicable building codes and regulatory standards, while maintaining consistent communication with DCHA property management to ensure minimal disruption to residents throughout the course of the work. The Contractor shall provide, but not be limited to, the following services:

2.2 Window Services

The Contractor shall address the full spectrum of door-related needs across DCHA properties, with particular attention to security and accessibility. Services shall include:

• Replacement of damaged or outdated windows

• Repair of broken window frames, balances, seals, locks, and glass

• Installation of energy-efficient windows

• Emergency board-up and glazing services

• Caulking and weatherproofing

• Screen replacement and repairs

2.3 Door Services

In performing all work under this contract, the Contractor shall adhere to applicable federal, state, and local regulations, maintain a safe and clean work environment, and coordinate closely with DCHA staff to minimize disruption to residents. Services shall include:

• Entry door replacement and installation

• Interior and exterior door repairs

• Security door installation

• Replacement of hinges, locks, closers, and hardware

• ADA-compliant door upgrades

• Weather stripping and threshold replacement

2.4 General Requirements

In performing all work under this contract, the Contractor shall adhere to applicable federal, state, and local regulations, maintain a safe and clean work environment, and coordinate closely with DCHA staff to minimize disruption to residents. Requirements shall include:

• Compliance with HUD and DC building codes

• David-Bacon prevailing wage compliance, where applicable

• OSHA safety compliance

• Daily cleanup and debris removal

• Coordination with DCHA property management staff

• Emergency response capability within 24 hours

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2.5 Contractor Responsibilities and Pricing Requirements

The Contractor shall furnish all labor, supervision, materials, equipment, transportation, permits, inspections, mobilization, demobilization, cleanup, debris removal, and all other incidental services necessary to satisfactorily complete each task order. These services are considered incidental to the work.

The Contractor is solely responsible for obtaining and paying for all required permits, inspections, licenses, disposal fees, and any other costs associated with completing each task order in compliance with all applicable federal, District of Columbia, and local laws, regulations, and codes.

All costs required to perform the work, including but not limited to labor, supervision, overhead, profit, equipment, transportation, mobilization, demobilization, permits, inspections, site cleanup, debris removal, emergency response, and disposal fees, shall be included in the unit prices submitted in Exhibit 1 – Cost Proposal.

DCHA will not make separate or additional payments for any incidental or associated costs, including those listed above. All such costs shall be deemed included in the Contractor’s unit prices, and no additional compensation will be provided.

2.6 Contractor Minimum Qualifications

• The contractor shall be licensed and insured in the District of Columbia

• The contractor shall have at least five (5) years of experience performing similar services

• The contractor shall demonstrate experience with multi-family residential properties

• The contractor shall provide at least three (3) references from comparable projects

• The contractor shall maintain bonding capacity appropriate for public sector contractors

• The contractor shall be compliance with OSHA and EPA lead-safe requirements

[END OF PART 2 – SCOPE OF WORK]

PART 3 – SUBMISSION REQUIREMENTS

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3.1 Clean Hands Policy:

Procurement actions shall be conducted only with responsible contractors who have the technical and financial competence to perform, who have fiscal responsibility in business dealings, and who have a satisfactory record of integrity. Before awarding a contract, DCHA shall review the proposed contractor’s ability to perform the contract successfully, considering factors such as the contractor’s integrity, compliance with public policy, record of past performance on DCHA and other jobs (including contacting previous clients of the contractor), and financial and technical resources. DCHA shall not award a new contract or conduct new business with a bidding contractor, vendor or applicant who (i) has past due financial obligations or indebtedness to DCHA pursuant to a contract or other transaction and has not fulfilled the obligation prior to submission of a bid, proposal or application for a contract, (ii) has an existing claim, demand, litigation action, investigation, hearing, or other legal, administrative, arbitral or similar proceeding or dispute against DCHA, whether civil or criminal (including any appeal or review of any of the foregoing) or (iii) in DCHA’s reasonable discretion, has taken action that may give rise to or threatened to assert a claim, demand, litigation action, investigation, hearing, or other legal, administrative, arbitral or similar proceeding or dispute against DCHA, whether civil or criminal (including any appeal or review of any of the foregoing) or other dispute against DCHA. The Executive Director may waive the requirements of this paragraph for good cause as determined to be in the best interest of DCHA best interests.

3.2 Compliance with Bid Requirements:

The Contracting Officer will determine the competitive range of the bids. DCHA may reject any bid with missing information, incomplete responses or nonresponsive to the solicitation requirements. Minor omissions may be corrected subsequent to the bid submission, at the sole discretion of DCHA. Bids which do not comply with the bid format, may be rejected without further review.

3.3 Bid Format:

Bidders shall submit a completed bid in accordance with the bid format as outlined below. Please note that the bid format shall not exceed a maximum of twenty (20) pages. DCHA may reject any or all bids that are determined not to be in proper format. DCHA may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the services and/or furnish the goods and each bidder shall furnish DCHA such information and data for this purpose as may be requested.

Each bid shall be clearly marked to denote which scope of work bidder wishes to place a bid upon; bidding shall be divided into sections as follows:

a) Company Information and Experience with Comparable Work

b) Section 3 Agreement

c) Professional Licenses/Certifications

d) Insurance

e) Exhibit 1: Bid Form:

Bidders shall submit the Bid Form (Exhibit 1) to include their fixed unit prices to provide this service based on the specifications provided in Scope of Work. The fixed unit prices shall be the Contractor’s sole method of compensation for services. Bidders shall provide a bid on the Bid Proposal Form.

Award will be based upon the lowest responsive bid(s) received. At a minimum, these sections should contain the following:

A. Company Information and Experience with Comparable Work

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Provide general information about the organization or company to include:

(a) Location and size;

(b) Number of years in operation;

(c) Organizational structure and certificate(s) of good standing from the District of Columbia and/or the jurisdiction of organization or incorporation;

Provide four (4) examples of comparable work in size and the nature of the work described herein performed within the past five (5) years. Comparable work descriptions shall include:

(a) Client name

(b) Address

(c) Telephone number

(d) Description of work performed

(e) Dates of service

(f) Contract amount and status of contract (active or closed)

B. Section 3 Requirements

Describe the Respondent’s experience with compliance with HUD Section 3 requirements and the results achieved. Review Section 3 requirements outlined in Section D.11 of this Solicitation and complete the “Action Plan for Section 3 Commitment” and an “Estimated Project Workforce Breakdown” as outlined in that section. Minimally address the following: (1) Indicate whether the Respondent has a valid Section 3 Certificate (issued by the Department of Housing and Community Development); (2) Provide a detailed description of the hiring plan for DCHA program participants, including the number and type of jobs to be provided and the number and type of training opportunities to be provided; (3) Provide a detailed description of the training plan for DCHA program participants, including whether interns will be contracted or if funding will be provided for training; (4) Outline the Respondent’s proposal, if any, to subcontract to Section 3 businesses;

(5) Describe in detail the type of service to be provided, including a narrative clearly describing the results achieved in the Respondent’s experience in hiring and training Section 3 residents.

C. References

Provide a list of at least three (3) professional references for which the bidder has provided the services described herein, including company name and point of contact, email address, phone numbers. References may be contacted to verify project award, project performance and quality of work.

D. Professional Licenses/Certification

Provide copies of any trade and/or professional licenses and certifications for the work described herein and list the following information in the space below. Please include a clean hands and good standing certificate from the District of Columbia Department of Consumer and Regulatory Affairs.

E. Insurance

Provide a copy of any current certificates of insurance. Prior to contract award Contractors must provide a Certificate of Insurance, that meets or exceeds the stated Minimum Insurance Requirements.

F. Cost Bid Summary

Complete Exhibit 1 to submit Bids for each year of service.

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3.4 Bid Submission Deadline:

It shall be the responsibility of each bidder to be aware of and to abide by all dates, times, conditions, requirements and specifications set forth within all applicable documents issued by OHA, including the IFB document, the documents listed within the following section, and any addenda and required attachments submitted by the bidder. By virtue of completing, signing and submitting the completed documents, the bidder is stating his/her agreement to comply with all conditions and requirements set forth within those documents.

Written notice from the bidder not authorized in writing by the Contracting Officer (CO) to exclude any of the DCHA requirements contained within the documents may cause that bidder to not be considered for award.

So that DCHA can properly evaluate the bids received, all bids submitted in response to this IFB must be formatted in accordance with the following guidelines:

3.5 Submittals:

Bids will be submitted via DCHA E-Procurement electronic sourcing platform. DCHA will not accept any bid in part or in whole through any other means. The Contractors submitting responses (“Bidder”) shall be required to submit:

All Required Representations and Certifications and responses to Evaluation Questions are due by the IFB due date and time. No responses will be accepted by e-mail or received after the due date and time has passed.

a) Bids must be submitted on the Bid forms supplied in this IFB.

b) Bids will be received via the Housing Agency Marketplace link provided until the time specified in the schedule.

c) A responsive bid must include a price for all items listed on the bid form.

d) Electronic bids shall be uploaded to the Housing Agency Marketplace vendor portal at the following link: https://ha.internationaleprocurement.com/requests.html?company_id=506 and then selecting the IFB prior to the due date and time.

e) The receiving time in Housing Agency Marketplace will be the governing time for acceptability of Bids.

Telegraphic and telephonic Bids will not be accepted. Late Bids will not be accepted by the Housing Agency Marketplace System.

f) Bids will be submitted electronically in the Housing Agency Marketplace System. Failure to register as a Bidder to this IFB process per the instructions in the Notice Inviting Requests for Bids (under “Obtaining IFB Documents”) may result in not receiving Addenda or other important information pertaining to this process. Failure to acknowledge Addenda may render a Bid as being non-responsive or negatively impact the evaluation of a bid.

g) Bids submitted may be withdrawn by removing them from the system before the hour set for the opening.

h) The price quoted by the Bidder in his/her bid shall include any and all applicable sales or use tax levied.

i) Bidders may submit only one bid in response to this IFB.

j) Bidders shall submit all required forms with the bid.

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k) Should discrepancies occur between unit prices and extended amounts the unit prices shall govern where applicable.

l) Bids not meeting the above criteria may be found to be non-responsive.

3.6 Manner of Award

DCHA may award a contract(s) upon the basis of the initial bids received, without discussion. Therefore, each initial bid should contain the Bidder’s best and final terms from a cost and technical standpoint. Bids shall represent the best effort of the Bidder’s and will be evaluated as such.

1) Form of Agreement: The selected Contractor will be required to enter into a contractual agreement, inclusive of insurance requirements, with DCHA in accordance with the standard Contract Services Agreement. Refer to Exhibit 3- “Sample Contract Services Agreement”. Please note that the language in the sample standard agreement is intentionally not complete. This language will be negotiated with the selected firm and will appear in the final Contract Services Agreement executed between the parties.

2) Failure or refusal to enter into an Agreement as herein provided or to conform to any of the stipulated requirements in connection therewith shall be just cause for an annulment of the award. If the highest ranked Bidder refuses or fails to execute the Agreement, or negotiations are not successful, or the agreement is terminated, DCHA may, at its sole discretion, enter negotiations with and award the Contract to the second highest ranked Bidder, and so on.

3) We specifically draw your attention to the language in the section of the sample standard contractual agreement attached as Exhibit 3 entitled “Article 4 – “Term and Compensation” and recommend all firms carefully consider these contractual requirements prior to submitting a proposal in response to this solicitation.

4) Signed Bid and Exceptions. Request for clarifications, questions, and exceptions regarding the sample standard agreement (Exhibit 3) must be submitted during the question-and-answer period of this solicitation (See Part 1 General Information – “Section 1.8 Communications”). Interpretations or clarifications considered necessary in response to such questions will be resolved by the issuance of formal Addenda to the solicitation. The deadline for all questions is as outlined in the schedule.

Questions received after this date and time may not be answered. Only questions that have been resolved by formal written Addenda via the department of Procurement and Contracting will be binding. Oral and other interpretations or clarifications will be without legal or contractual effect.

Submission of a signed bid will be interpreted to mean that the firm responding to this solicitation has hereby agreed to all the terms and conditions set forth in all of the sheets which make up this Request for Proposals, and any attached sample agreement. Exceptions to any of the language in either the solicitation documents or attached sample agreement, including the insurance requirements, must be requested under the request for clarifications/questions process by the deadline for questions. Any changes requested to the contract will be considered at that time and if changes are allowed, they will be sent out through an Addendum to all proposers. Exceptions to the DHCA’s solicitation document or standard boilerplate language, insurance requirements, terms, or conditions, etc. may only be considered during the early stage of the solicitation process; and shall not be included in the submitted proposals. DCHA makes no guarantee that any exceptions will be approved but will consider any requests put forward in the request for clarification/question process.

3.7 Retention:

All bids are the property of the DCHA, which should be retained by the DCHA, and therefore, will not be returned to the Bidder.

3.8 Failure to Submit Response:

Recipients of this solicitation not responding with a bid should not return this solicitation. Instead, they should advise the Contracting Officer, by letter or email, whether they want to receive future solicitations for similar

13 | P a g e requirements. It is also requested that such recipients advise the Contracting Officer, of the reason(s) for not submitting a bid in response to this IFB. If a recipient does not submit a bid and does not notify the Contracting Officer that future solicitations are desired, the recipient's name may be removed from the applicable mailing list for one year after the closing date of this IFB.

3.9 Late Bids, Modifications and Withdrawal of Bids:

a) Bids and modifications to bids that are received in the designated DCHA office after the exact time specified in the IFB are “late” and shall be considered only if they are received before the award is made and one (1) or more of the following circumstances apply:

1. the bid or modification was sent by registered or certified mail not later than the fifth (5th) calendar day before the date specified for receipt of Bidder’s bid;

2. the bid or modification was sent by mail and it is determined by the Contracting Officer that the late receipt at the location specified in the IFB was caused by mishandling by DCHA after receipt; or

3. the bid is the only bid received.

b) The only acceptable evidence to establish the date of a late bid, late modification or late withdrawal sent either by registered or certified mail shall be a U.S. or Canadian Postal Service postmark on the wrapper or on the original receipt from the U.S. or Canadian Postal Service. If neither postmark shows a legible date, the bid, modification, or withdrawal shall be deemed to have been mailed late. When the postmark shows the date but not the hour, the time is presumed to be the last minute of the date shown. If no date is shown in the postmark, the proposal shall be considered late unless the respondent can furnish evidence from the postal authority of timely mailing.

c) Any request for withdrawal or request for modification received after the time and date set for submission of Bids at the place designated for submission shall be considered “late”.

d) A late bid, late request for modification, or late request for withdrawal shall not be considered, except as provided by this section.

e) A late modification of a successful bid, which makes its terms more favorable to DCHA, shall be considered at any time it is received and may be accepted.

3.10 Responsibility Determination:

The responsibility determination includes consideration of a Bidders record of integrity and business ethics, compliance with public policy, past performance with DCHA (if any) and other entities, financial capacity, and eligibility to perform government work (e.g., debarment/suspension from any Federal, State, or local government). DCHA reserves the right to perform whatever research it deems appropriate in order to assess the merits of any Bidders proposal and utilize the information gathered in the final evaluation of those firms in competitive range.

a) Financial Capacity Determination

DCHA shall make an assessment of the Bidders financial capacity, that is, whether in the sole opinion of DCHA, the Bidder is capable of undertaking and completing the IFB scope of work delineated within this IFB in a satisfactory manner. DCHA will award a contract only to the responsible bidder who, in DCHA’s sole opinion, has the financial ability to successfully perform under the terms of this IFB.

DCHA’s determination will include an assessment of the Bidders financial resources/ability to perform the scope of work in accordance with the IFB requirements.

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Bidders who make the competitive range may be asked to submit financial information. Failure by the Bidder to provide such information within the allotted time will render the Bidder ineligible for award.

b) Technical Capacity Determination

DCHA will conduct a survey relating to the Bidders record of performance on past and present projects that are similar to the scope of work identified in this IFB, which may include services/projects not identified by the Bidder. DCHA reserves the right to perform whatever research it deems appropriate in order to assess the merits of any Bidders proposal. Such research may include, but not necessarily be limited to, discussions with outside Bidders, interviews and site visits with the Bidders existing clients and analysis of industry reports. DCHA will make a finding of the Bidders Technical Resources/Ability to perform the IFB scope of work based upon the results of the survey.

A Bidder will be determined responsible if DCHA determines that the results of the Technical Resources/Ability survey reflect that the Bidder is capable of undertaking and completing the IFB scope of work in a satisfactory manner.

DCHA reserves the right to award this contract to one Bidder to make multiple awards and to award without discussions. DCHA may reject any or all bids if such action is in DCHA’s interest, award contract other than to the lowest Bidder, waive informalities and minor irregularities in bids received, and award all or part of the requirements stated. Bids that are considered non-responsive will not receive consideration. DCHA reserves the right at any time during the evaluation process to reconsider any bid submitted. It also reserves the right to meet with any Bidder at any time to gather additional information. Furthermore, DCHA reserves the right to delete, add or modify any aspect of this procurement through competitive negotiations up until the final contract signing.

3.11 Mistakes in Bids:

While proposers/bidders will be bound by their submittals (the “firm bid rule”), circumstances may arise where correction or withdrawal of their bid or proposal is proper and may be permitted. Correction or withdrawal of a bid or proposal will be done in a manner that will protect and maintain the integrity and fairness of the competitive solicitation process.

3.12 Mistakes Discovered before Solicitations are Opened:

a) Interested parties may modify or withdraw their bid prior to the bid opening.

b) After the bids are opened, DCHA will review all submittals to ensure there are no obvious mistakes, e.g., the sum of individual bid line items does not equal the total price. If a submittal appears to have a mistake, DCHA will notify the interested of any apparent mistake(s) in his/her submittal, and request verification of the total price as submitted.

3.13 Mistakes after Solicitations are Opened:

a) If this solicitation is soliciting bids, then in general, bidders will not be permitted to change a bid after the bid opening. In rare cases, DCHA may permit the revision of a bid if the bidder is able to present clear and convincing evidence, acceptable to DCHA, of a mistake and the intended bid price. Allowing changes to bids without appropriate evidence may compromise the integrity of the public bid process and serve to undermine public confidence in DCHA’s bidding process. Therefore, DCHA will request as much evidence as it deems necessary. Examples of evidence may include original work papers, bids from suppliers and subcontractors used to develop the bid, bonding or insurance evidence supporting a different bid price, etc. Failure or refusal by a bidder to provide adequate evidence shall result in the original bid remaining unchanged. Consultation with DCHA’s Legal Dept. will occur before authorization is given to change a bid. If justified, a low bidder can be replaced with the next lowest bidder.

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3.14 DC Council Approval Mandate:

In accordance with DC Council mandate, any contract(s) awarded by DCHA and meet the requirements listed below require DC Council Approval. The Council has two approval workflows. (1) Passive- contract is approved within 10 days of submittal; and (2) Active- contract may take up to 45 days after submittal. The proposed contract under this resolution is subject to DC Council approval based on the aggregate total and multi-year award requested above.

I. Multi-year contracts;

II. Aggregate total is equal to or greater than $1,000,000.00;

III. Or both 1 and 2.

[END OF PART 3 – SUBMISSION REQUIREMENTS]

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PART 4 – GENERAL CONDITIONS

4.1 Licenses, Permits and Certifications

Before a contract pursuant to this IFB is executed, the apparent successful Bidder(s) must hold all necessary, applicable professional licenses required by the State and all other regulatory agencies necessary to complete the Services. The Bidder shall obtain, at the Service Provider’s expense, any permits, certificates and licenses as may be required in the performance of the work specified. All required licenses shall remain active and valid during the entire duration of the subsequent contract. DCHA may require any or all Bidders to submit evidence of proper licensure.

4.2 DCHA Section 3 Policy

Section 3 of the Housing and Urban Development Act of 1968, as amended (12 U.S.C. 1701u), requires that DCHA ensure that employment and other economic opportunities generated by HUD financial assistance, to the greatest extent feasible, are directed to public housing residents and other low-income persons, particularly recipients of government housing assistance, and business concerns that provide economic opportunities to low- and very-low-income persons.

This contract is for professional or non-construction services; therefore, the labor hour benchmarks of 25% Section 3 workers and 5% Targeted Section 3 workers (24 CFR § 75.23) do not apply. Contractors providing professional or non-construction services shall:

(1) Comply with HUD’s Section 3 regulations found at (24 CFR Part 75).

(2) Subcontract at least 3% of non-construction subcontracting dollars to certified Section 3 Business

Concerns.

(3) Provide meaningful alternative economic opportunities to Section 3 residents (e.g., internships, apprenticeships, workforce training).

(4) Submit quarterly reports detailing subcontracting activities and alternative economic opportunities within 30 days of quarter-end to DCHA’s Section 3 Compliance Specialist.

(5) Demonstrate best efforts consistent with HUD’s “greatest extent feasible” standard in achieving

Section 3 goals.

(6) Provide notifications to labor organizations or worker representatives, as applicable, regarding

Section 3 obligations.

(7) Certify that no employment positions were filled to circumvent Section 3 requirements.

(8) Understand that failure to meet Section 3 requirements may result in corrective actions, withholding of payments, contract suspension or termination, and possible debarment consistent with (24 CFR Part 75).

4.3 Certification Regarding Debarment

The Bidder certifies by submission of its bid, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by a Federal department or agency. All Bidders are required to submit a Disclosure Statement if this is not the case.

4.4 Bidders’ Status

Bidders and their agents will be held to be independent contractors and will not be an employee of DCHA.

4.5 Funding Limitations

This procurement may be funded, in whole or in part, by grant funds provided by the U. S. Department of Housing and Urban Development. DCHA will not be bound to any contract if funding has been disallowed by HUD.

https://www.ecfr.gov/current/title-24/section-75.23 https://www.ecfr.gov/current/title-24/subtitle-A/part-75#p-75.23(b) https://www.ecfr.gov/current/title-24/subtitle-A/part-75#p-75.23(b) https://www.ecfr.gov/current/title-24/subtitle-A/part-75#p-75.23(b)

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4.6 Government Restrictions

In the event any governmental restrictions may be imposed which would necessitate alteration of the material, quality, workmanship or performance of the goods or the material, quality, workmanship or performance of the goods or services bided, it shall be the responsibility of the successful Bidder to immediately notify DCHA in writing specifying the regulation which requires an alteration. DCHA reserves the right to accept any such alteration, including any reasonable price adjustments occasioned thereby, or to terminate the contract at no expense to DCHA.

4.7 Insurance

Contractors will be required to obtain and maintain the following insurance coverages during the entire contract period:

A. Minimum Limits and Coverage

I. Worker’s Compensation and Employer’s Liability with the following minimum limits and coverage:

a. Workers Compensation- Statutory Limit in accordance with the laws of the State of

Washington

b. Employer’s Liability:

$500,000 bodily injury for each accident $500,000 bodily injury by disease for each employee $500,000 bodily injury disease aggregate

II. Commercial General Liability with the following minimum limits and coverage:

a. $1,000,000 combined single limit for each occurrence for bodily injury/property damage

b. Aggregate: $2,000,000

c. Products and Completed Operations: $2,000,000

d. Personal/Advertising Injury: $2,000,000

e. DCHA must be listed as an additional insured

III. Automobile Liability with the following minimum limit and coverage:

a. $1,000,000 combined single limit each accident.

b. Coverage shall be for any auto (including owned, hired, and non-owned autos)

c. DCHA must be listed as an additional insured

IV. Contractors Professional and Pollution Liability

a. Professional Liability / Errors & Omissions insurance in the amount of not less than

$2,000,000 per claim, unless otherwise required by DCHA.

b. Aggregate: $2,000,000

V. Umbrella or Excess Liability: $2,000,000

VI. Employee Dishonesty: $250,000

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The Contractor shall provide certificates of insurance to DCHA prior to execution of the contract and at the beginning of each option term.

B. Additional Requirements

DCHA reserves the right to require the Contractor to provide certified copies of such policy or policies.

Each such policy will not be canceled or materially changed or altered without first giving 30 days' written notice thereof to DCHA’s Director, Contracts & Procurement, 10th Floor, Washington, D.C. 20024, sent by certified mail, return receipt requested.

Certificate(s) of Insurance shall be provided to DCHA, evidencing that all coverage, limits and endorsements required herein are maintained and in full force. DCHA shall be listed on the Certificate as an additional insured as noted in the above coverage requirements.

The insurance carrier shall be licensed to transact business in the State of Washington and shall carry a current A.M. Best’s rating of no less than B+ VI.

The Contractor agrees, and hereby authorizes its insurer, to notify DCHA of any substantial change in such insurance coverage described herein. Substantial change includes, but is not limited to, events such as cancellation, non-renewal, reduction in coverage, or receipt of a claim against such coverage with a potential recovery in excess of 20% of available coverage.

The premium cost of all insurance purchased by the Contractor for protection against risks assumed by virtue of the contract shall be borne by the Contractor and is not reimbursable by DCHA.

DCHA reserves the right, but not the obligation, to review and revise any insurance requirements, including limits, coverages and endorsements, based upon insurance market conditions affecting the availability and affordability of coverage. Additionally, DCHA reserves the right, but not the obligation, to review and reject any insurance policies, certificates of insurance or insurers failing to meet the criteria stated herein.

4.8 Indemnification

DCHA is defined in this section to include DCHA Commissioners, employees, agents and/or assigns. Contractor agrees to indemnify DCHA and hold it harmless from and against any and all claims, liabilities, damages, loses, costs or expenses, including, without limitation, reasonable attorney fees arising out of or related to (a) a breach of the contract by Contractor or (b) the performance of the Services, whether by Contractor, a subcontractor, or anyone directly or indirectly employed by them or anyone for whose acts they may be liable, regardless of whether or not such claim, liability, damage, loses, cost or expense is caused by the gross negligence or willful misconduct of a party indemnified hereunder. Contractor’s indemnification obligation shall not be limited by a limitation on amount or type of damages, compensation or benefits payable by or for Contractor or subcontractor under any insurance required by the contract, including workers’ compensation acts, disability benefit acts, other employee benefit acts, or any other insurance. The Contractor shall not settle or compromise any indemnifiable claims hereunder without the prior written consent of DCHA.

DCHA cannot and does not agree to indemnify, hold harmless, exonerate or assume the defense of Contractor or any other person or entity whatsoever, for any purpose whatsoever.

4.9 Method of Compensation

Monthly Payment of Services:

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DCHA shall pay for services on a monthly basis (Net 30)

a) All payment requests must be addressed as follows and forwarded to:

District of Columbia Housing Authority

300 7th Street, SW 10th Floor- Accounts Payable

Washington, D.C. 20024 Email: DCHApayments@dchousing.org

b) Proper invoices shall contain the following information:

i. Contract Number

ii. Purchase Order Number

iii. Task Order Number

iv. Identification of matters/services performed consistent with the contract requirement and supporting documentation.

c) Failure to provide all documentation as outlined in item “b” above may delay payment of invoices.

d) DCHA’s Office of Financial Management and DCHA’s Accounts Payable Division processes checks for payment every Thursday. When that date falls on a weekend or observed holiday, checks will be processed on the next business day.

4.10 Ceiling Price

The DCHA shall not be obligated to pay the Contractor any amount in excess of the ceiling price (also referred to as the contract total price), and the Contractor shall not be obligated to continue performance if to do so would exceed the ceiling price set forth, unless and until the Contracting Officer shall have notified the Contractor in writing that the ceiling price has been increased and shall have specified in the notice a revised ceiling that shall constitute the ceiling price for performance under this contract. When and to the extent that the ceiling price set forth in the Schedule(s) has been increased, any hours expended, and material costs incurred by the Contractor in excess of the ceiling price before the increase shall be allowable to the same extent as if the hours expended and material costs had been incurred after the increase in the ceiling price.

4.11 Affirmative Action Program

Bidder shall submit two (2) copies of an Affirmative Action Plan (AAP) and Goals and Timetables (G&T) “Compliance with Equal Opportunity Obligations in Contracts” and the Office of Human Rights Regulations, Chapter 11, “Equal Employment Opportunity Requirements in Contracts” promulgated August 15, 1986.

4.12 Compliance with Laws

a) DCHA is legally obligated, as applicable, to require these provisions in its contract.

Contractor and its employees, agents, and subcontractors shall comply with all applicable Federal, State, and local laws, rules, ordinances, regulations and orders applicable to the work described herein, including, but not limited to, those applicable laws, regulations and requirements governing equal employment opportunity strategies, subcontracting with small and minority firms, women's business enterprise, and labor surplus area firms, equal opportunity for businesses and unemployed and underemployed persons (as referenced in Section 3 of The Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u (“Section 3”), the Americans with Disabilities Act, Section 504 of the Rehabilitation Act of 1973, the Davis-Bacon Act, and those laws and regulations concerning the abatement and remediation of asbestos and lead-based paint, and shall provide for such compliance in the contract documents. To the extent the work required under this contract is related to development, Contractor mailto:DCHApayments@dchousing.org

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b) HUD Section 3 Compliance:

1) The services to be performed under the contract are subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u (“HUD Section 3”) (if applicable).