INVITATION FOR BIDS (IFB)

Installation of Digital Display Signage for All Sites

ISSUE DATE:

September 9, 2026

BID DUE DATE:

September 28, 2026

BY 10:00 AM EST

Alissa Stipa Capital Projects Coordinator astipa@pawthousing.org

The Housing Authority of the City of Pawtucket 214 Roosevelt Ave Pawtucket RI 02860 www.pawthousing.org mailto:your%20email@PROVHOUSING.ORG http://www.pawthousing.org/

The Housing Authority of the City of Pawtucket

TABLE OF CONTENTS

BID OVERVIEW AND INSTRUCTIONS

• INVITATION FOR BIDS

• PHA BACKGROUND

• HOLIDAY SCHEDULE

• PHA INSTRUCTIONS TO BIDDERS

• CONTRACTOR RESPONSIBILITIES

• BID PACKAGE REQUIREMENTS

• BID EVALUATION

• FORM HUD-5369: INSTRUCTIONS TO BIDDERS FOR CONTRACTS

• FORM HUD-5370: GENERAL CONTRACT CONDITIONS

• PHA SPECIAL INSTRUCTIONS THAT PERTAIN TO FORM HUD-5370

• PAWTUCKET HOUSING AUTHORITY INSURANCE SAMPLE

APPENDIX A: EEO AND DAVIS BACON REQUIREMENTS

• LAWS ENFORCED BY E.E.O.

• DAVIS-BACON ACT WAGE DECISION

• CERTIFIED PAYROLL FORM WH-347 {SAMPLE}

• INSTRUCTIONS FOR COMPLETING PAYROLL FORM, WH-347

• FORM HUD 11 - RECORD OF EMPLOYEE INTERVIEW INSTRUCTIONS {SAMPLE}

• DAVIS BACON ACT POSTER

APPENDIX B: FORMS TO BE SUBMITTED TO PHA WITH THE BID PACKAGE

• BID SUBMISSION FORM (NOTARIZED ORIGINAL)

• HUD FORM 5369-A: REPRESENTATION, CERTIFICATIONS, AND OTHER STATEMENTS OF BIDDERS, PUBLIC AND INDIAN HOUSING PROGRAMS

• COMPANY PROFILE FORM

• NON-COLLUSIVE AFFIDAVIT (NOTARIZED ORIGINAL)

• VENDOR DISCLOSURE AGREEMENT

• PREVIOUS PARTICIPATION - HUD FORM 2530

• CLIENT REFERENCES FORM

• LIST OF SUBCONTRACTORS

• CERTIFICATION FOR CONTRACT, GRANT, LOAN, AND COOPERATIVE AGREEMENT (NOTARIZED

ORIGINAL)

• FAIR EMPLOYMENT PRACTICE STATEMENT (NOTARIZED ORIGINAL)

• CERTIFICATION OF DAVIS BACON PREVAILING WAGE (NOTARIZED ORIGINAL)

• COPY OF RHODE ISLAND CONTRACTOR’S LICENSE

Appendix C: Scope of Work

• REFER TO DRAWINGS ON THE PAWTUCKET HOUSING

AUTHORITY'S WEBSITE AT:

https://www.pawthousing.org/bidding-opportunities/

INVITATION FOR BIDS

The Housing Authority of the City of Pawtucket (“PHA”) Rhode Island is accepting sealed bids from qualified vendors for I n s t a l l a t i o n o f D i g i t a l S i g n a g e D i s p l a y s f o r A l l S i t e s located in Pawtucket, RI. Detailed information regarding the work encompassed under this project is provided in the Scope of Work section of this Invitation for Bids.

The key milestone dates from the publication of the bid to the bid submission deadline are outlined below:

Invitation For Bids Issued September 9, 2026

Pre-Bid Meeting September 16, 2026 at 10:00 am

Deadline for Submitting Questions September 18, 2026, addendum issued September 21, 2026

Bid Submission Due Date September 28, 2026 by 10:00 am

Bid Opening Date September 28, 2026 at 10:00 am

Special Instructions (if needed) N/A

Details for each milestone date could be found under PHA INSTRUCTIONS TO BIDDERS.

It shall be the responsibility of any and all bidders to consult the Pawtucket Housing website at https://www.pawthousing.org/bidding-opportunities/ for the complete Invitation for Bids, to be aware of and to abide by all dates, times, conditions, requirements, and specifications set forth in this IFB and any addendum, RFI response, Pre-bid meeting agenda and notes issued by the PHA, prior to submitting their bids.

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. The PHA:

• Will not accept bids submitted by fax or email.

• Will not be responsible for the receipt of bids not properly submitted.

• Will not accept bids received after the above deadline.

Minority and Woman-Owned Businesses are encouraged to submit bids. Bidders will be required to make positive efforts to use small and minority-owned businesses and to offer employment, training, and contracting opportunities in accordance with Section 3 of the Housing and Urban Development Act of 1968 (24 CFR Part 75).

Individuals requiring interpreter services for the hearing-impaired should notify the Facilities Management Department by calling (401) 709-2201 seventy-two (72) hours prior to any event.

https://www.pawthousing.org/bidding-opportunities/ https://www.ecfr.gov/current/title-24/subtitle-A/part-75

PHA BACKGROUND

The Housing Authority of Pawtucket is a public entity that was formed in 1937 to provide federally subsidized housing and housing assistance to low-income families, within the City of Pawtucket, RI. The Agency is headed by an Executive Director (ED) and is governed by a seven-person board of commissioners and is subject to the requirements of Title 24 of the Code of Federal Regulations and the Agency’s procurement policy. Though brought into existence by a Resolution of the City of Pawtucket, it is a separate entity from the City.

Currently, the Agency owns, manages and/or is in partnership for: (a) 6 developments totaling 784 units of HUD Public Housing; and (b) administrates a total of 800 Section 8 Housing Choice Vouchers. The Agency currently has 50 employees.

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

Vision Statement: The Pawtucket Housing Authority serves as a facilitator in promoting the health, safety, and progress of our families and the overall community.

Mission Statement: The Mission of the Pawtucket Housing Authority is to provide safe, decent, and affordable housing and to establish programs that will educate, enhance, and empower the lives of all the people in the community we serve.

Pawtucket Housing Authority

2026 Holiday Schedule

Day Date Holiday

Thursday 01/01/2026 New Year’s Day

Monday 01/19/2026 Martin Luther King

Monday 02/16/2026 President's Day

Monday 05/25/2026 Memorial Day

Friday 06/19/2026 Juneteenth

Friday 07/03/2026 Independence Day

Monday 08/10/2026 Victory Day

Monday 09/07/2026 Labor Day

Monday 10/12/2026 Columbus Day

Wednesday 11/11/2026 Veteran's Day

Wednesday 11/25/2026 Thanksgiving Eve - 1/2 Day

Thursday 11/26/2026 Thanksgiving Day

Friday 11/27/2026 Day after Thanksgiving

Thursday 12/24/2026 Christmas Eve - 1/2 Day

Friday 12/25/2026 Christmas Day Thursday 12/31/2026 New Year's Eve - 1/2 Day

Project Location(s):

PHA INSTRUCTIONS TO BIDDERS

Installation of Digital Signage Displays for All Sites

• Fogarty Manor - 214 Roosevelt Ave. Pawtucket, RI

• Kennedy Manor – 175 Broad St. Pawtucket, RI

• Burns Manor – 95 Park St. Pawtucket, RI

• St Germain Manor – 401 Mineral Spring Ave. Pawtucket, RI

• Galego Court - 483 Weeden St. Pawtucket, RI

Pre-Bid Meeting:

Monday, September 16th, 10:00pm

• Address: The Housing Authority of The City of Pawtucket

Fogarty Manor, Kennedy Manor, Burns Manor, St Germain Manor, and Galego Court

• Site Visit to commence at Fogarty Manor, followed by Kennedy Manor, Burns Manor, St Germain Manor, and ending with Galego Court

• Nothing said at the pre-bid meeting will change the IFB requirements UNLESS an addendum is issued. Any questions raised at the pre-bid meeting must be submitted in writing by Friday, September 18, 2026 to be included in any issued addenda on Monday, September 21, 2026.

• Bidders are strongly encouraged to attend the Pre-Bid Meeting and the site visit. The PHA believes vendors who attended the Pre-Bid Meeting and the site visit are more likely to submit more responsible / responsive Bids.

RFI Deadline and Procedures:

Bids Due Date:

September 28, 2026, by 10:00 AM EST

• All bids must be received before the above deadline.

• The PHA will not be responsible for the receipt of bids not properly submitted.

• Bidders must deliver submissions in a sealed envelope, marked “Installation of Digital

Signage Displays for All Sites” and addressed to the attention of: The Housing Authority of The City of Pawtucket

214 Roosevelt Ave Pawtucket, RI 02860 ATTN: Alissa Stipa

• All bids received by the due date will be publicly opened and read aloud at the Fogarty Manor Community Room (214 Roosevelt Ave. Pawtucket, RI 02860) by Alissa Stipa, Chris Bostic, and Derek Ventura.

• Address all pre-bid questions or requests for information pertaining to this project and bid documents to Alissa Stipa, Capital Projects Coordinator, astipa@pawthousing.org

• Allow a minimum of 48 hours for a response to any RFI’s.

• No RFI’s will be addressed after the above deadline

• RFI responses will be posted to the PHA website and emailed to attendees of the Pre-Bid meeting and solicited contractors via an addendum.

Work Schedule:

• Daily Schedule: Monday – Thursday 8:00 AM to 3:30 PM and Friday 8:00 AM to 1:00 PM except for PHA holidays. Holiday schedule will be included in the bid package.

Logistics:

• Limited space for vehicles, storage, construction equipment

• Other details to be determined at pre-construction meeting

CONTRACTOR RESPONSIBILITIES

General:

• The contractor must be sam.gov certified and be able to provide an active UEI number in good standing.

• The Contractor shall supply all labor, materials, equipment, tools, construction equipment, machinery, water, heat, utilities, transportation and other facilities and services necessary for the proper execution and completion of the work.

• The Contractor shall obtain any permits required to perform work as outlined in the bid documents. The PHA does not pay / get charged permit fees by the city.

• Work is to be performed in accordance with this IFB, scope of work, specifications, and amendments, if any.

• The PHA only recognizes one contractor as party to this Contract.

• The Contractor shall promptly submit written notice, within five (5) business days of discovery, to the PHA of any observed variance of contract documents from legal requirements.

• The Contractor shall comply with all applicable laws, ordinances, and codes of the State and local governments, and shall commit no trespass on any public or private property in performing any of the work embraced by this Contract.

• The Contractor shall not make any substitutions for materials without prior written authorization from the PHA.

• The Contractor shall be responsible for all their material, equipment, and other items onsite.

• The Contractor shall notify the PHA of any long lead time items that may impact completion dates.

• Contractor’s Project Manager or Site Supervisor shall participate in project meetings with the

PHA.

• The Contractor shall submit a “pencil requisition” on an AIA form to RGB Architects for approval.

Once the invoice is approved and signed, RGB Architects will send the form to the PHA, for review and approval prior to submitting an invoice for payment.

Personnel:

• All employees of the Contractor, subcontractors, or other representatives shall be skilled in the type of work for which they are employed on the project and shall work under the direction of a competent superintendent.

• All employees of the Contractor, subcontractors, and/or other representatives shall be licensed as required by local, state, and/or federal law and regulations to perform the type of work for which they are employed on the project.

• All employees of the Contractor, subcontractors, or other representatives shall be legally authorized to work in the United States.

• The Contractor is responsible for all personnel involved in the work, including those of its direct employ, its sub-contractors and suppliers of materials and equipment and/or labor.

• The Contractor shall enforce strict discipline and good order among employees.

• Should the PHA deem anyone employed in the work incompetent or unfit for their duties, the

Contractor shall remove such employee from the work and shall not re-employ them for work within the PHA on this project without prior written permission from the PHA. The Contractor shall select and employ the replacement personnel.

• All personnel shall be neat in appearance and shall conduct their work in a professional manner.

• The Contractor shall not park their vehicles on grassy areas of the properties without prior written authorization from the PHA.

Apprentices:

See attached HUD 5370 for additional detailed information regarding Apprentices.

• Apprentices will be permitted to work at less than the predetermined rate noted in Davis Bacon Wage Decision under specific circumstances:

1. They are employed pursuant to and individually registered in a bona fide apprenticeship program registered with the US Department of Labor (USDOL).

2. The allowable ratio of apprentices to journeymen shall not be greater than the ratio permitted to the employer as to the entire work force under the approved program.

3. If the State or USDOL withdraws approval of an apprenticeship program, the Contractor will no longer be permitted to utilize apprentices. All employees must then be paid the full Davis Bacon Wage Rate.

Site Safety & Precautions:

• All work performed pursuant to this Contract must conform and comply with all applicable local, state, and federal codes, statutes, laws, and regulations.

• The Contractor shall follow all applicable OSHA safety requirements.

• The Contractor shall supply all safety or warning signs, equipment, plastic covers, barricades, and any other specialty items that may be required.

• The Contractor shall provide adequate protection for all persons and all PHA personnel within the working area.

• The Contractor shall not, at any time, leave work in an unsafe condition or any conditions that might cause personal injury or property damage, but shall continue to work until work is in a safe space to stop.

• The Contractor shall keep the working area sufficiently clear of equipment, material, and implements of service to prevent endangering persons and damage to the PHA property and to avoid an unsightly condition. Removal of such items shall be performed promptly upon completion of work.

• The Contractor shall ensure that clear, safe, passage remains available for access of tenants in the building if applicable.

• The Contractor shall be responsible for removing and protecting any equipment that may interfere with construction operations. Immediately upon completion of construction activities in each area, the Contractor shall return the area to a pre-construction state satisfactory to the

PHA.

Damage to the PHA Property:

• The Contractor shall be responsible for repair of any damage to the PHA property and restoration of any area disturbed by Contractors or subcontractor’s work to the satisfaction of the PHA’s Authorized Representative prior to final payment.

• Any repair and/or restoration of the damaged area shall be performed at no cost to the PHA.

Debris Removal:

• The Contractor shall be responsible for the physical removal and lawful disposal of all debris generated during construction of this project in accordance with all local, state, and federal requirements. These costs shall be factored into the pricing submitted by the Contractor.

• The Contractor shall not use the PHA facilities for disposal of debris and waste material, whether hazardous or non-hazardous. The trash receptacles on site are not to be used for disposal of construction debris.

Sub-Contracting:

• Unauthorized sub-contracting is prohibited. The successful proposer 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 PHA.

• Any purported assignment of interest or delegation of duty without the prior written consent of the PHA shall be void and may result in the cancellation of the contract or may result in the full or partial forfeiture of funds paid to the successful proposer as a result of the proposed contract.

Delivery, Storage, and Handling:

• All materials shall be delivered to the jobsite in new, dry, unopened, and clearly marked containers with the product and manufacturer’s name.

• All materials shall be delivered in sufficient quantity to allow for continuity of work.

• All plastic packing shrouds must be removed.

• All materials shall be covered with a secure canvas tarp from top to bottom.

• All materials shall be handled to avoid bending, tearing, or other damage during transportation and installation.

• Equipment shall be selected and operated so it will not damage existing construction or any new materials.

• All materials and equipment shall be handled in accordance with the manufacturer’s guidelines.

• Any damage to materials or existing construction caused by the Contractor’s failure to protect such, shall be repaired or replaced at no additional expense to the PHA.

Keys And Access:

• The Contractor and a member of the PHA shall ensure all PHA facilities & materials are secured at the close of each day.

• The Contractor shall coordinate with the PHA a minimum of two (3) three days prior to any work performed for tenant unit access.

• The Contractor, if issued an electronic fob, shall maintain strict control of it for the duration of the project.

• The Contractor shall immediately notify the PHA if the key card has been lost.

• The Contractor shall return the key card to the PHA at the close of the project.

BID PACKAGE REQUIREMENTS

The The Housing Authority of The City of Pawtucket is seeking qualified vendors for the Digital Display Signage for Fogarty Manor, Kennedy Manor, Burns Manor, St Germain Manor, and Galego Court located in Pawtucket, RI.

The selected Contractor shall provide all labor and materials needed to complete the project in a workmanlike manner. Work shall be done in strict accordance with terms and conditions in this Invitation for Bids (IFB); and the Specifications included in this IFB.

Please refer to APPENDIX C: SCOPE OF WORK for project details.

Since the PHA will not be aware of all who may submit bids, it is the responsibility of all bidders to inquire after any amendment(s) issued to this bid solicitation prior to their bid submittal. Bidders are responsible for reviewing in-depth the entire bid package, scope of work, plans and specifications, amendments (if any), and any other information contained in the Invitation for Bids. All bids are considered final and must be submitted before the deadline.

The bid package, as submitted, shall include the following documents (as listed below). The PHA will not be responsible for the receipt of bids not properly submitted.

1. Bid Form (Notarized Original)

2. HUD Form 5369-A

3. Company Profile Form

4. Non-Collusive Affidavit (Notarized Original)

5. Vendor Disclosure Agreement

6. Client References Form, Minimum of three (3) references of similar projects

7. List of all Subcontractors (All subcontractors subject to review and approval by the PHA)

8. Certification for Contracts, Grants, Loan, and Cooperative Agreement (Notarized Original)

9. Contingent Fees Statement (Notarized Original)

10. Fair Employment Practice Statement (Notarized Original)

11. Certification of Davis Bacon Prevailing Wage Rates (Notarized Original)

12. Copy of Rhode Island Contractor’s License

Note: The "Previous Participation Certificate" indicated in Clause 12 of the Representations, Certifications, and Other Statements of Bidders (HUD Form 5369-A), need not be included.

By completing, executing, and submitting a bid, the bidder is thereby agreeing to abide by all terms and conditions pertaining to this IFB as issued by the PHA, including the contract Terms and Conditions included in APPENDIX A. Accordingly, the PHA has no responsibility to conduct after the submittal deadline any negotiations pertaining to the contract clauses already published.

Additional Bidder Credentials:

• Contractor shall be registered on Sam.gov ( https://sam.gov/content/home ) and provide an active UEI# in good standing.

• Contractor shall not be barred from doing business with HUD / receiving Federal Funds.

Insurance:

• The winning bidder will be required to name the PHA as an additional insured and maintain the insurance for the duration of the Contract.

• The winning bidder will be required to provide a certificate of comprehensive liability / auto / workers compensation insurance. Please refer to the Pawtucket Housing AuthorityyInsurance Sample provided in the Bidder Instructions Section for the required amounts, for coverage, and language.

• The winning bidder shall furnish the PHA a Certificate of Insurance evidencing that, Builder's Risk (Fire and Extended Coverage) Insurance on all work in place and / or materials stored at the construction site, including foundations, and building equipment, is in force.

• Proof of such coverage must be presented to the PHA upon request.

• Failure to maintain insurance as required during the term(s) of this Contract shall constitute a material breach thereof.

• The Contractor is responsible for the full cost of any loss.

Licenses & Permits:

• The Contractor will ensure all required licensing requirements are met.

• The Contractor and Contractor’s employees and agents shall secure and maintain in force such licenses and permits as are required by law and shall conform to all Federal, State, and local laws, ordinances, and regulations covering the work under the Contract.

• The Contractor shall provide to the PHA copies of these and any other required licenses.

• Failure to maintain licenses in current status during this Contract shall constitute a material breach.

• The Contractor is responsible for complying with all governmental licensing requirements and associated business regulations whether Local, State or Federal. It is the responsibility of the Contractor to determine the applicability of any rule, regulation or other training or certification requirement.

• The PHA is exempt from the payment of any and all taxes and fees to the State of Rhode Island and City of Pawtucket.

Wage Requirements:

• Davis Bacon prevailing wages apply on all phases of the project. The wages are as follows:

o Kennedy Manor and Fogarty Manor – Building Wages RI20260001 Mod 4 o Burns Manor, St Germain Manor, and Galego Court – Residential Wages RI20260002 Mod

• Wage determinations are effective by operation of law even where they have been mistakenly omitted from a contract.

o The PHA has the power to retroactively modify contracts to include missing or corrected

Davis Bacon Wage Decisions and contract clauses o The Contractor will have an opportunity to adjust their payroll fees, for AFFECTED wage classifications when the clauses and/or Davis Bacon Wage Decisions are retroactively incorporated. Changes must be submitted to the PHA by the deadline provided by the

PHA.

https://sam.gov/content/home

• The Contractor will be required to post the wage rates on jobsite, visible to all employees of the project.

• Wage Rate Interviews will be conducted with the workers to ensure Davis Bacon Wage Rate compliance.

• Compliance with Davis Bacon Wage Decision is required at time of Contract Execution and for full duration of the project.

• The Contractor is responsible for ensuring all subcontractors comply with Davis Bacon Wage Decisions.

• Failure to abide by Davis Bacon Prevailing Wage requirements shall constitute a material breach of contract.

• All employees performing labor at the project jobsite(s) must be paid wages no lower than found in the most recent prevailing wages decision of the U.S. Department of Labor (DOL), Davis-Bacon Act Wage Decision No. RI20260001, Modification 04, Dated 07.30.2026 and Davis- Bacon Act Wage Decision No. 20260002, Modification 2, Dated 05.18.2026 or as amended ten

(10) days prior to bid opening.

Change of Davis Bacon Wage Determination {October 2023}:

Davis Bacon Wage Determinations shall be updated after signing the contract under the below circumstances:

• The contract was changed to include additional, substantial construction not within the original scope of work.

• The contract was changed to require the contractor to perform work for an additional time period not originally obligated, including when an option is exercised on a contract.

• Long-term contracts requiring construction over a period of time, that are not tied to the completion of any particular project, long-term operations and maintenance contracts wage decisions shall be updated annually.

Certified Payroll Requirements:

• Certified payroll documents must be submitted weekly to the PHA via certified mail to:

o Alissa Stipa

Pawtucket Housing Authority 175 Broad St.

Pawtucket, RI 02860

• Certified Payroll must be completed using the latest U.S. DOL Form WH-347.

• Contractor shall be responsible for compliance by any subcontractors, agents or assigns to

Davis-Bacon and Related Acts (“DBRA”) requirements.

o Contractor shall confirm all proper wages and benefits are being paid correctly and in accordance with DBRA requirements.

o Contractor shall be liable for the non-compliance of its employees, subcontractors, agents, and assigns.

o Contractor shall be required to pay back wages on behalf of their subcontractors, agents, and assigns.

o Contractor may be subject to debarment in appropriate circumstances due to subcontractor’s violations.

• Contractor and its subcontractors shall maintain DBRA contracts, subcontracts, and related documents, as well as worker telephone numbers and email addresses.

• Contractor and its subcontractors shall maintain all required records for a minimum of three (3) years after all the work on the Contract and Project is completed.

• Statements or notices containing a breakdown of the fringe benefit rate(s) without sufficient supporting documentation are not acceptable forms of verification.

o Contractor’s own administrative costs are not creditable as fringe benefits even when the Contract pays a third party to perform such tasks. However, costs incurred by third parties directly related to administration and delivery of bona fide fringe benefits to Contractor’s laborers and mechanics may be creditable. If uncertain, the Contractor shall contact the U.S. Dept. of Labor’s Wage and Hour Division (“WHD”) for review.

• All Contractors who have apprentices on the job will be required to provide WHD verification and any other verification required by WHD or HUD regulations.

o Any apprentices noted on payroll forms in excess of the allowable ratio permitted under the registered program shall be paid NOT less than the applicable Davis Bacon Wage Rate.

o Every apprentice must be paid no less than the rate specified in the registered program for the apprentice’s level of progress.

o Apprentices shall be paid fringe benefits in accordance with the provisions of the apprenticeship program.

If the program does NOT specify fringe benefits, apprentices must be paid the full amount of fringe benefits listed on the Davis Bacon Wage Rate All apprenticeship programs must follow the ratio and wage rate standards established for Rhode Island, regardless of where their company’s main office is located.

• Failure to provide payroll reports and benefit statements on a weekly basis shall constitute a material breach of the Contract.

• Refer to the following website for a video demonstrating the process of filling out a certified payroll report https://www.youtube.com/watch?v=7IyNLL7wgBY.

Labor Violations:

• Contractors submitting a bid shall provide with the bid on the company letterhead a list of any work practice and/or labor violations received by OSHA, EPA, U.S. Dept. of Labor, and state departments of labor and/or Attorneys General within the last five years, for all States where the Contractor is registered.

• Contractors failing to disclose violations with the bid will have their bid rejected.

• The PHA reserves the right to reject any bid based on the severity and number of violations received.

Cost Incurred in Responding:

• All costs directly or indirectly related to preparation of a response to this Invitation for Bids, or any oral presentation required to supplement and/or clarify the submittal which may be required by the PHA shall be the sole responsibility of and shall be borne by the Offeror.

• By submitting their bid, each firm waives any claim for liability against the PHA as to loss, injury and costs or expenses, which may be incurred as a consequence of its response to this document.

Contract Compliance Statement:

• The Bidder shall state their compliance with all applicable laws, rules and regulations of Federal, State and Local governing entities and that they are not excluded from Federal procurement programs. Bidders must state compliance with the terms of this Invitation for Bids (see attachments).

https://www.youtube.com/watch?v=7IyNLL7wgBY

• The Bidder must demonstrate that the bid meets all applicable laws, rules, regulations, permitting, registration, and licensing requirements, whether Local, State or Federal. It is the responsibility of the Bidder to determine the applicability of any law, rule, regulation, or other requirement.

Equal Employment Opportunity:

• The Bidder shall affirm that it does not have or subscribe to any personnel policy which permits or allows for discrimination in the employment promotion, demotion, dismissal or laying off of any individual due to their race, creed, color, national origin, age, gender, gender identity, disability, or any other protected class, and that it has not been charged or found guilty of such discriminatory practices.

Assistance to Small and Other Businesses:

Required Efforts

Consistent with Presidential Executive Orders 11625, 12138, and 12432, and Section 3 of the HUD Act of 1968, all feasible efforts shall be made to ensure that small and minority-owned businesses, women’s business enterprises, and other individuals or firms located in or owned in substantial part by persons residing in the area of the AHA project are used when possible. Such efforts shall include, but shall not be limited to:

• Including such firms, when qualified, on solicitation mailing lists;

• Encouraging their participation through direct solicitation of bids or proposals whenever they are potential sources;

• Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by such firms;

• Establishing delivery schedules, where the requirement permits, which encourage participation by such firms;

• Using the services and assistance of the Small Business Administration and the Minority Business

• Development Agency of the Department of Commerce;

• Including in contracts, to the greatest extent feasible, a clause requiring contractors, to provide opportunities for training and employment for lower income residents of the project area and to award subcontracts for work in connection with the project to business concerns which provide opportunities to low-income residents, as described in 24 CFR Part 75 (so-called Section 3 businesses); and

• Requiring prime contractors, when subcontracting is anticipated, to take the positive steps listed above.

Goals shall be established periodically for participation by small businesses, minority-owned businesses, women-owned business enterprises, labor surplus area businesses, and Section 3 business concerns in AHA prime contracts and subcontracting opportunities.

The PHA’s Reservation of Rights:

• Right to retain all bids submitted in response to this IFB, and no firm shall be allowed to withdraw said bid after the deadline for receiving bids without the written consent of the PHA’s Project Manager.

• Right to Reject, Waive, or Terminate this IFB. Reject any or all bids, waive any informality in this IFB process, or terminate the IFB process at any time, if deemed by the PHA to be in its best interests.

• Right to Not Award. Not to award a contract pursuant to this IFB.

• Right to Terminate. Terminate a contract awarded pursuant to this IFB, at any time for its convenience upon ten (10) days written notice to the successful Bidder(s).

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

• Right to Negotiate. Negotiate the fees proposed by the Bidder’s entity.

• Right to Reject Any Proposal. Reject and do not consider any bid that does not meet the requirements of this IFB, including but not necessarily limited to incomplete bids and / or bids offering alternate or non-requested services.

• No Obligation to Compensate. Have no obligation to compensate any Bidder for any costs incurred in responding to this IFB.

BID EVALUATION

All bids received by the date and time of receipt specified in this solicitation will be publicly opened and read aloud by Alissa Stipa, Capital Projects Coordinator of the PHA. The time and place of opening will be as specified in this solicitation. Bidders and other interested people may be present.

• At the bid opening day the PHA will only disclose company name of each bidder; and calculated total bid amount as well as any deduct alternates specified in the bid specifications.

• A copy of the bid tabulation or recap recorded will be made available to each member of the public attending such opening and to anyone who requests such afterwards.

• The bids will not be made available for inspection by anyone at this time. The PHA will, at a later time, review all bids in detail and will, in a timely manner (typically within 5 days), notify all bidders of any bidder that is, as a result of the more detailed inspection of bids submitted, ruled to be non-responsive or not-responsible. Bidders who are not awarded will receive a formal regret letter within 5 (five) days of the bid submission.

• Award of a contract will be to the lowest responsible and responsive bidder.

• Bidders must meet the qualifications stated in the bid package and Scope of Work.

• Bidders will be required to demonstrate their ability to perform the work based on their understanding of the project’s requirements – including seeing first-hand existing conditions at the Pre-Bid Meeting, prior work history, previous experience, satisfactory references, technical proficiency, and ability to provide qualified manpower.

• The PHA reserves the right to reject the low bid price, if, in the opinion of the PHA, that bidder is determined not to be the best-qualified bidder or to be deficient in experience, understanding of the project’s requirements, technical proficiency or unable to provide qualified manpower to meet the specification.

• The PHA may waive any informalities in the bids and may reject any or all bids.

• All prices are considered firm.

• No bid may be withdrawn after the date of the bid opening.

• The final determination of the winning bidder will be at the sole discretion of the PHA.

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

• Depending on the amount of the award, it is possible that the PHA may take such contract award to the PHA’s Board of Commissioners (BOC) for approval of the award prior to executing a contract with the apparent successful bidder.

• The PHA considers all amounts final. Change Orders will be scrutinized and will not be considered for existing conditions that are known or that Bidder should have known. This includes but is not limited to conditions present at the Pre-Bid Meeting.

Responsive Evaluation:

After the public opening, the “hard copy” bid submittals received will be evaluated in private for responsiveness (i.e., meets the minimum of the requirements). Firms not meeting the minimum that are deemed to be non-responsive will be notified of such in writing by the PHA in a timely manner (in any case, in no less than 5 days after such determination is made).

Responsible Evaluation:

The PHA will evaluate each bid submitted as to responsibility (i.e., a firm that is qualified, responsible and able to provide to the PHA the required services). If the PHA ascertains that such firm has the required ability, capability, experience, knowledge, licensing, insurance and resources to provide the required services, the PHA may proceed with award.

If the PHA determines that such firm is deemed to be not responsible, such firm will be notified of such in writing by the PHA in a timely manner (in any case, in no less than 5 days after such determination is made); in such case the PHA may proceed with the noted Responsive and Responsible Evaluations with the next lowest bidder.

Previous edition is obsolete form HUD-5369 (10/2002)

Instructions to Bidders for Contracts Public and Indian Housing Programs

U.S. Department of Housing and Urban Development Office of Public and Indian Housing

Instructions to Bidders for Contracts Public and Indian Housing Programs

Table of Contents Clause Page

1. Bid Preparation and Submission 1

2. Explanations and Interpretations to Prospective Bidders 1

3. Amendments to Invitations for Bids 1

4. Responsibility of Prospective Contractor 1

5. Late Submissions, Modifications, and Withdrawal of Bids 1

6. Bid Opening 2

7. Service of Protest 2

8. Contract Award 2

9. Bid Guarantee 3

10. Assurance of Completion 3

11. Preconstruction Conference 3

12. Indian Preference Requirements 3

1. Bid Preparation and Submission

(a) Bidders are expected to examine the specifications, drawings, all instructions, and, if applicable, the construction site (see also the contract clause entitled Site Investigation and Conditions Affect-ing the Work of the General Conditions of the Contract for Construc-tion). Failure to do so will be at the bidders’ risk.

(b) All bids must be submitted on the forms provided by the Public Housing Agency/Indian Housing Authority (PHA/IHA). Bidders shall furnish all the information required by the solicitation. Bids must be signed and the bidder’s name typed or printed on the bid sheet and each continuation sheet which requires the entry of information by the bidder. Erasures or other changes must be initialed by the person signing the bid. Bids signed by an agent shall be accompanied by evidence of that agent’s authority. (Bidders should retain a copy of their bid for their records.)

(c) Bidders must submit as part of their bid a completed form HUD- 5369-A, “Representations, Certifications, and Other Statements of Bidders.”

(d) All bid documents shall be sealed in an envelope which shall be clearly marked with the words “Bid Documents,” the Invitation for Bids (IFB) number, any project or other identifying number, the bidder’s name, and the date and time for receipt of bids.

(e) If this solicitation requires bidding on all items, failure to do so will disqualify the bid. If bidding on all items is not required, bidders should insert the words “No Bid” in the space provided for any item on which no price is submitted.

(f) Unless expressly authorized elsewhere in this solicitation, alter-nate bids will not be considered.

(g) Unless expressly authorized elsewhere in this solicitation, bids submitted by telegraph or facsimile (fax) machines will not be considered.

(h) If the proposed contract is for a Mutual Help project (as de-scribed in 24 CFR Part 905, Subpart E) that involves Mutual Help contributions of work, material, or equipment, supplemental informa-tion regarding the bid advertisement is provided as an attachment to this solicitation.

2. Explanations and Interpretations to Prospective Bidders

(a) Any prospective bidder desiring an explanation or interpretation of the solicitation, specifications, drawings, etc., must request it at least 7 days before the scheduled time for bid opening. Requests may be oral or written. Oral requests must be confirmed in writing.

The only oral clarifications that will be provided will be those clearly related to solicitation procedures, i.e., not substantive technical information. No other oral explanation or interpretation will be provided. Any information given a prospective bidder concerning this solicitation will be furnished promptly to all other prospective bidders as a written amendment to the solicitation, if that information is necessary in submitting bids, or if the lack of it would be prejudicial to other prospective bidders.

(b) Any information obtained by, or provided to, a bidder other than by formal amendment to the solicitation shall not constitute a change to the solicitation.

3. Amendments to Invitations for Bids

(a) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged.

(b) Bidders shall acknowledge receipt of any amendment to this solicitation (1) by signing and returning the amendment, (2) by identifying the amendment number and date on the bid form, or (3) by letter, telegram, or facsimile, if those methods are authorized in the solicitation. The PHA/IHA must receive acknowledgement by the time and at the place specified for receipt of bids. Bids which fail to acknowledge the bidder’s receipt of any amendment will result in the rejection of the bid if the amendment(s) contained information which substantively changed the PHA’s/IHA’s requirements.

(c) Amendments will be on file in the offices of the PHA/IHA and the Architect at least 7 days before bid opening.

4. Responsibility of Prospective Contractor

(a) The PHA/IHA will award contracts only to responsible prospec-tive contractors who have the ability to perform successfully under the terms and conditions of the proposed contract. In determining the responsibility of a bidder, the PHA/IHA will consider such matters as the bidder’s:

(1) Integrity;

(2) Compliance with public policy;

(3) Record of past performance; and

(4) Financial and technical resources (including construction and technical equipment).

(b) Before a bid is considered for award, the bidder may be re-quested by the PHA/IHA to submit a statement or other documenta-tion regarding any of the items in paragraph (a) above. Failure by the bidder to provide such additional information shall render the bidder nonresponsible and ineligible for award.

5. Late Submissions, Modifications, and Withdrawal of Bids

(a) Any bid received at the place designated in the solicitation after the exact time specified for receipt will not be considered unless it is received before award is made and it:

(1) Was sent by registered or certified mail not later than the fifth calendar day before the date specified for receipt of offers (e.g., an offer submitted in response to a solicitation requiring receipt of offers by the 20th of the month must have been mailed by the 15th);

(2) Was sent by mail, or if authorized by the solicitation, was sent by telegram or via facsimile, and it is determined by the PHA/IHA that the late receipt was due solely to mishandling by the PHA/IHA after receipt at the PHA/IHA; or

(3) Was sent by U.S. Postal Service Express Mail Next Day Service - Post Office to Addressee, not later than 5:00 p.m. at the place of mailing two working days prior to the date specified for receipt of proposals. The term “working days” excludes weekends and observed holidays.

(b) Any modification or withdrawal of a bid is subject to the same conditions as in paragraph (a) of this provision.

(c) The only acceptable evidence to establish the date of mailing of a late bid, modification, or withdrawal sent either by registered or certified mail is the U.S. or Canadian Postal Service postmark both on the envelope or wrapper and on the original receipt from the U.S.

or Canadian Postal Service. Both postmarks must show a legible date or the bid, modification, or withdrawal shall be processed as if mailed late. “Postmark” means a printed, stamped, or otherwise placed impression (exclusive of a postage meter machine impres-sion) that is readily identifiable without further action as having been supplied and affixed by employees of the U.S. or Canadian Postal Service on the date of mailing. Therefore, bidders should request the postal clerk to place a hand cancellation bull’s-eye postmark on both the receipt and the envelope or wrapper.

(d) The only acceptable evidence to establish the time of receipt at the PHA/IHA is the time/date stamp of PHA/IHA on the proposal wrapper or other documentary evidence of receipt maintained by the PHA/IHA.

(e) The only acceptable evidence to establish the date of mailing of a late bid, modification, or withdrawal sent by Express Mail Next Day Service-Post Office to Addressee is the date entered by the post office receiving clerk on the “Express Mail Next Day Service-Post Office to Addressee” label and the postmark on both the envelope or wrapper and on the original receipt from the U.S. Postal Service.

“Postmark” has the same meaning as defined in paragraph (c) of this provision, excluding postmarks of the Canadian Postal Service.

Therefore, bidders should request the postal clerk to place a legible hand cancellation bull’s eye postmark on both the receipt and Failure by a bidder to acknowledge receipt of the envelope or wrapper.

(f) Notwithstanding paragraph (a) of this provision, a late modifica-tion of an otherwise successful bid that makes its terms more favorable to the PHA/IHA will be considered at any time it is received and may be accepted.

(g) Bids may be withdrawn by written notice, or if authorized by this solicitation, by telegram (including mailgram) or facsimile machine transmission received at any time before the exact time set for opening of bids; provided that written confirmation of telegraphic or facsimile withdrawals over the signature of the bidder is mailed and postmarked prior to the specified bid opening time. A bid may be withdrawn in person by a bidder or its authorized representative if, before the exact time set for opening of bids, the identity of the person requesting withdrawal is established and the person signs a receipt for the bid.

6. Bid Opening All bids received by the date and time of receipt specified in the solicitation will be publicly opened and read. The time and place of opening will be as specified in the solicitation. Bidders and other interested persons may be present.

7. Service of Protest

(a) Definitions. As used in this provision:

“Interested party” means an actual or prospective bidder whose direct economic interest would be affected by the award of the contract.

“Protest” means a written objection by an interested party to this solicitation or to a proposed or actual award of a contract pursuant to this solicitation.

(b) Protests shall be served on the Contracting Officer by obtaining written and dated acknowledgement from —

[Contracting Officer designate the official or location where a protest may be served on the Contracting Officer]

(c) All protests shall be resolved in accordance with the PHA’s/ IHA’s protest policy and procedures, copies of which are maintained at the PHA/IHA.

8. Contract Award

(a) The PHA/IHA will evaluate bids in response to this solicitation without discussions and will award a contract to the responsible bidder whose bid, conforming to the solicitation, will be most advan-tageous to the PHA/IHA considering only price and any price-related factors specified in the solicitation.

(b) If the apparent low bid received in response to this solicitation exceeds the PHA’s/IHA’s available funding for the proposed contract work, the PHA/IHA may either accept separately priced items (see 8(e) below) or use the following procedure to determine contract award. The PHA/IHA shall apply in turn to each bid (proceeding in order from the apparent low bid to the high bid) each of the separately priced bid deductible items, if any, in their priority order set forth in this solicitation. If upon the application of the first deductible item to all initial bids, a new low bid is within the PHA’s/IHA’s available funding, then award shall be made to that bidder. If no bid is within the available funding amount, then the PHA/IHA shall apply the second deductible item. The PHA/IHA shall continue this process until an evaluated low bid, if any, is within the PHA’s/IHA’s available funding. If upon the application of all deductibles, no bid is within the PHA’s/IHA’s available funding, or if the solicitation does not request separately priced deductibles, the PHA/IHA shall follow its written policy and procedures in making any award under this solicitation.

(c) In the case of tie low bids, award shall be made in accordance with the PHA’s/IHA’s written policy and procedures.

(d) The PHA/IHA may reject any and all bids, accept other than the lowest bid (e.g., the apparent low bid is unreasonably low), and waive informalities or minor irregularities in bids received, in accordance with the PHA’s/IHA’s written policy and procedures.

(e) Unless precluded elsewhere in the solicitation, the PHA/IHA may accept any item or combination of items bid.

(f) The PHA/IHA may reject any bid as nonresponsive if it is materially unbalanced as to the prices for the various items of work to be performed. A bid is materially unbalanced when it is based on prices significantly less than cost for some work and prices which are significantly overstated for other work.

(g) A written award shall be furnished to the successful bidder within the period for acceptance specified in the bid and shall result in a binding contract without further action by either party.

9. Bid Guarantee (applicable to construction and equip-ment contracts exceeding $25,000)

All bids must be accompanied by a negotiable bid guarantee which shall not be less than five percent (5%) of the amount of the bid. The bid guarantee may be a certified check, bank draft, U.S. Government Bonds at par value, or a bid bond secured by a surety company acceptable to the U.S. Government and authorized to do business in the state where the work is to be performed. In the case where the work under the contract will be performed on an Indian reservation area, the bid guarantee may also be an irrevocable Letter of Credit (see provision 10, Assurance of Completion, below). Certified checks and bank drafts must be made payable to the order of the PHA/IHA.