IFB FYE27-4412 Vacant Unit Painting updated.pdf

July 15, 2026

INVITATION FOR BIDS (IFB)

FYE27-4412

Painting of Vacant Units

Housing Authority of the City of Orlando, Florida (OHA) 390 N. Bumby Avenue Orlando, Florida 32803

407-895-3300

INVITATION FOR BIDS (IFB) FYE27-4412 PAINTING OF VACANT UNITS

THE ORLANDO HOUSING AUTHORITY

Table of Contents [Table No. 1]

Section Description Page

INTRODUCTION 4

IFB INFORMATION AT A GLANCE 5

1.0 THE AGENCY’S RESERVATION OF RIGHTS 6

2.0 INTENT 6

2.1 SCOPE OF WORK/TECHNICAL SPECIFICATIONS 6

2.2 PROTECTION OF WORK 8

2.3 SUPERVISION 8

2.4 SPECIFIC REQUIRED PAINTING SERVICES 8

2.5 LOCATIONS OF WORK 9

2.6 APPROXIMATE SQUARE FOOTAGE 9

2.7 RESPONSE TIME AND COMPLETION TIME 9

2.8 CONTRACTOR RESPONSIBILITIES 10

3.0 BID FORMAT 18

3.1 TWO-STEP BIDDING PROCESS 18

3.2 ENTRY OF PROPOSED FEES 21

3.3 ADDITIONAL INFORMATION PERTAINING TO THE PRECEDING

NOTED PRICING ITEMS

3.4 BONDS 23

3.5 BID SUBMISSION 25

3.6 BIDDERR’S RESPONSIBILITIES-CONTACT WITH AGENCY 26

3.7 BIDDER’S RESPONSIBILITIES — EQUAL EMPLOYMENT

OPPORTUNITY SUPPLIER DIVERSITY

3.8 PRE-BID CONFERENCE 29

3.9 RECAP OF ATTACHMENTS 29

4.0 BID EVALUATION 31

4.1 PUBLIC BID OPENING 31

4.2 RESPONSIVE EVALUATION 31

4.3 RESPONSIBLE EVALUATION 31

4.4 RESTRICTIONS 32

5.0 CONTRACT AWARD 32

5.1 CONTRACT AWARD PROCEDURE 32

5.2 CONTRACT CONDITIONS 32

5.3 CONTRACT PERIOD 33

5.4 LICENSING AND INSURANCE REQUIREMENTS 33

5.5 CONTRACT SERVICES STANDARDS 34

5.6 PROMPT RETURN OF CONTRACT DOCUMENTS 34

INDEX OF TABLES 35

INTRODUCTION

The Housing Authority of the City of Orlando, Florida (OHA) was established in January of 1938 under Chapter 421 of the State of Florida Statutes. A seven-member board of Commissioners, which includes an OHA resident, governs the Authority. The Mayor of the City of Orlando appoints board members. It is managed by a President/CEO and is subject to the requirements of Title 24 of the Code of Federal Regulations (hereinafter, “CFR”) and the Agency’s procurement policy. OHA is not a city Agency. OHA has been a Moving To Work (MTW) agency since 2011. The OHA manages and operates 11 traditional public housing developments (1315 units) in the City of Orlando and Orange County, providing quality housing to thousands of low-income residents. OHA oversees 207 tax credit units in three developments and 456 affordable non-public housing units. In addition, OHA administers the Section 8 program for approximately 4,500 vouchers for rental assistance.

The OHA manages and maintains 456 affordable market-rate units throughout Orange County, Florida. Services to all residents go beyond bricks and mortar as the OHA delivers a wide range of social services to enhance the quality of life and promote the self-sufficiency of its residents and clients.

Orlando Housing Authority Mission:

"To offer a choice of safe and affordable housing options and opportunities for economic independence for residents of Orlando and Orange County. "

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

https://www.orlandohousing.org/moving-to-work-demonstration-program https://www.orlandohousing.org/moving-to-work-demonstration-program

IFB INFORMATION AT A GLANCE

[Table No. 2]

HOW TO OBTAIN THE IFB DOCUMENTS

DOWNLOAD DOCUMENTS BY ACCESSING

1. The Housing Agency Marketplace-@ https://ha.internationaleprocurement.com

2. Euna OpenBids-@ https://network.demandstar.com/

PRE-BID CONFERENCE & WALKTHROUGH

OF SITE

Wednesday, July 22, 2026, 10:30 AM EST.

325 N. Hillside Avenue, Orlando, FL, 32803

DEADLINE TO SUBMIT QUESTIONS All questions pertaining to this IFB must be submitted in writing to Liza Martinez @ liza.martinez@orl-oha.org by Wednesday, July 29, 2026, 2:00 PM EST.

HOW TO FULLY RESPOND TO THIS IFB BY

SUBMITTING A BID SUBMITTAL

. 1. As instructed within Section 3.0 of the IFB document, submit 1 copy of your "hard copy" bid to the Orlando Housing Authority.

BID SUBMITTAL RETURN & DEADLINE

August 17, 2026, at 2:00 P.M. EST.

Sealed bids are due at the following location:

The Orlando Housing Authority

Attention: Liza Martinez 390 North Bumby Avenue Orlando, Florida 32803

The sealed bid package must have the following notation on the bottom left-hand corner:

“BID FOR:

PAINTING OF VACANT UNITS”

BID OPENING TIME AND LOCATION

August 17, 2026, AT 2:30 PM EST.

BID OPENING WILL TAKE PLACE AT THE MATILDA

ROMAN CENTER LOCATED AT 325 NORTH HILLSIDE

AVENUE, ORLANDO, FL 32803

mailto:liza.martinez@orl-oha.org

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

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

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

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

1.4 Right to Determine Time and Location. Determine the days, hours, and locations where the successful bidder(s) shall provide the services in this IFB.

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

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

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

1.8 Right to make multiple awards. OHA reserves the right to make multiple awards(s)reject responses at its discretion, request additional information from proposers, and select the successful proposer(s) at its sole discretion.

2.0 INTENT

The Orlando Housing Authority seeks to establish a pool of contractors that the Housing Authority may draw from an indefinite quantities, to 1) make minor wall-surface repairs (i.e., spackling), and 2) properly prep and paint the interior walls & ceilings of vacant and occupied units located at ten (10) separate property sites owned by the Orlando Housing Authority.

2.1 SCOPE OF WORK/TECHNICAL SPECIFICATIONS

The Agency is seeking bids from qualified, licensed, and insured entities to provide the following detailed services:

A. Contractor(s) shall furnish all labor, materials, tools, equipment, and supervision to properly prep and professionally paint vacant apartment units, as needed, in preparation for occupancy. This contract is based on painting approximately 240 apartment units per year.

Timely completion of painting is critical. Timely completion is defined as two (2) business days for one to two-bedroom apartments, and three (3) to five (5) business days for all other bedroom sizes. All work shall be completed in a professional manner. Professional manner is defined as quality workmanship and move-in-ready.

Contractor shall not begin painting until properly authorized by the property manager.

Contractor shall notify the property manager immediately when work has been completed. A required walk-through inspection shall be conducted, and any deficiency corrected prior to acceptance of work performed.

B. The following Sherwin-Williams paint selections are to be used. Color deviation is not allowed.

• Ceilings: B31W02651-ProMar 200 Zero VOC High Performance (with primer)

Interior Latex Semi-Gloss

• Walls: B31W02651-ProMar 200 Zero VOC High Performance (with primer)

Interior Latex Semi-Gloss

• Doors & Trims: B53W02151-Pro Industrial WB Alkyd Urethane Semi-Gloss

Specifications are in a separate attachment.

C. Paint Additive: M-1 Advanced Mildew Treatment shall be used. This mildewcide provides broad-spectrum fungicidal capability without hurting the environment. An approved equal or better-quality additive may be added to all paints at the amounts recommended by the manufacturer.

D. All surfaces to be painted shall be dry and free of all dirt, grit, grease, and foreign substances. All loose, peeling, or scaling paint will be removed and appropriately patched. Cracks in moldings, windows, doors, railings, and casings shall be caulked throughout the apartment.

E. Cracked, bulging, or gouged wall or ceiling surfaces shall be spackled and sanded smooth.

Loose, peeling, blistering, and scaling paint shall be removed. All rough edges will be feathered into smooth walls or ceiling surfaces. All spackled and sanded areas will be primed before painting. Sand and paint drips from previous painted finishes on doors and cabinets to ensure smooth finish.

F. Paint is to be applied with brush and roller, carefully protecting floors, fixtures, cabinets, and windows. No spray painting of the interior apartment is allowed. The only exception to using a paint sprayer will be for painting ceilings with popcorn texture. When painting ceilings, the contractor shall mask all sprinkler heads to prevent paint from disabling them. It's a fire code violation, and OHA will issue a citation during its annual inspections.

Sprinkler heads with paint will need to be replaced at the contractor’s expense. It is a fire code violation, and OHA will issue a citation during inspections. Sprinkler heads with paint on them shall be replaced by a properly licensed technician, at the contractor’s expense.

G. All work shall be completed by experienced, properly supervised painters. Drop cloths shall be used to cover floors, and any spills will be promptly cleaned up. The contractor is responsible for leaving the unit free of all work-related debris upon completion of work.

H. Finished coats will be of the exact shade(s), texture, and consistency as approved by the agency. The Contractor shall not change the color of any paint previously approved by the agency, unless authorized to do so in a written memorandum.

I. Pricing, including material & labor, shall be by square-foot coverage. A surcharge is allowed for occupied apartments based on the number of bedrooms within the unit.

2.2 PROTECTION OF WORK

The contractor shall protect the floors and other finish work from damage during the execution of the work. The contractor shall be responsible for any damages to other items in the apartment (i.e. appliances, cabinets, etc.) and shall, at his own expense, replace any items or materials which, in the opinion of the agency, have become damaged to an extent that they cannot be restored to their original condition.

Material paint shall be applied evenly without runs or sags, avoiding air bubbles, crawls, or other defects. Paint shall be properly mixed to the proper consistency and brushed smooth, leaving a minimum of brush marks. Apply two (2) coats of OHA selected paint to walls with a brush or roller only. The products shall also comply with the applicable federal specifications and shall be equal to the product of one of the following manufacturers: Sherwin-Williams.

Protect adjacent surfaces from paint smears, splatter, or overspray.

Touching Up: All painting shall be free from blemishes. Damaged, defaced, or defective work shall be corrected within 24 hours of being identified during the walk-through inspection.

2.3 SUPERVISION

The Contractor will be required to meet with the Agency’s Property Manager as required in order to schedule and inspect all work. These meetings shall take place on an as-needed basis. The purpose of these meetings is to schedule the required workload. Once a work order schedule is set, strict adherence to that schedule will be crucial. Other tasks needed to complete and make the unit ready for rental depend on the contractor's quick entry and completion of work.

2.4 SPECIFIC REQUIRED PAINTING SERVICES

For each unit being painted, the Contractor shall:

1) Remove all electric cover plates and light fixtures before painting; 2) Remove any hardware on the doors or carefully mask prior to painting; 3) If not damaged, clean and reinstall switch/outlet plates and/or light fixture (NOTE: The Agency reserves the right to, at its option, require the Contractor to reinstall new plates and fixtures provided by the Agency).

a. Patch and sand small holes (“small,” meaning 1 inch or less). If the contractor finds a hole more than 1 inch, they must immediately notify management and not touch the hole unless authorized. OHA will not pay for work not previously approved.

Repair work must be pre-authorized via a pre-paint walk-through.

b. Thoroughly prepare all walls, ceiling, trim, and doors before painting, including, but not limited to, cleaning and bleaching all mildew areas, scraping away cracked and flaking paint, smoothing all bumps, dusting and cleaning painted surfaces.

c. Paint all interior doors, trim, walls, and ceiling, including the interior of closets, with two coats (or as many as directed), each as directed by the Agency.

2.5 LOCATIONS OF WORK

The painting services contract will include the following OHA Public Housing Complexes:

APARTMENT COMPLEX NAME ADDRESS

Meadow Lake Apartments 3456 Meadow Lake Lane, Orlando, FL 32808 Omega Apartments 2811 Gamma Drive, Orlando, FL 32810

Marden Meadows Apartments 1541 Marden Meadows Court, Apopka, FL 32703

Johnson Manor Apartments 4775 Curry Ford Road, Orlando, FL 32812 Reeves Terrace Apartments 200 Victor Ave., Orlando, FL 32801 Lake Mann Homes 624 Bethune Ave., Orlando, FL 32805 Murchison Terrace Apartments 3527 N. Wilts Circle, Orlando, FL 32805 Ivey Lane Homes 24 Fanfair Ave., Orlando, FL 32811 Lorna Doone Apartments 1617 W. Central Avenue, Orlando, FL 32805 The Villas at Hampton Park 301 N. Hillside Avenue, Orlando, FL 32803

2.6 APPROXIMATE SQUARE FOOTAGE (FLOOR AREA)

Efficiency Unit.............................................434 SF One Bedroom Unit.........................................545 SF Two Bedroom Unit.........................................730 SF Three Bedroom Unit.......................................930 SF Four Bedroom Unit......................................1,154 SF Five Bedroom Unit......................................1,418 SF Six Bedroom Unit.......................................1,642 SF

2.7 RESPONSE AND COMPLETION TIME

Once ordered by the Agency to proceed with work on a specific unit, the Contractor shall complete the painting of a unit in no more than three full workdays for units in the towers.

The contractor shall complete the painting unit in no more than 3-5 full workdays.

The contractor is required to complete the entire work to the satisfaction of the Orlando Housing Authority. The contractor shall ensure that all his employees and subcontractors working on site are wearing shirts with visible company and employee names or name tags.

2.8 CONTRACTOR RESPONSIBILITIES

2.8.1 Labor Rates All-inclusive- Unless otherwise provided for herein, the labor fees bid shall be all inclusive of all other items, services, and costs that the Contractor needs to complete the work, including but not limited to: tools;

equipment; insurance; licensing; employee costs, including benefits; etc.

2.8.3 All current applicable OSHA rules and regulations must be followed. Security of the worksite area will be the responsibility of the Contractor. Extreme care is always to be taken regarding the safety of the residents residing in the immediate and surrounding work areas. The contractor shall complete work with as little inconvenience to the residents as possible.

2.8.4 Normal Agency Work Hours - The Agency’s typical work week is Monday through Friday, 8:00 a.m. to 4:30 p.m. Contractors must check in at the administrative office when on Orlando Housing Authority property and sign in.

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

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

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

2.8.7 Build America, Buy America (BABA) Act Requirements. If applicable, by receipt of a contract award, it shall be the responsibility of the successful bidder to agree, certify, and eventually show proof that the work and products provided and installed by the contractor are in full compliance with the requirements of the noted Act. More information can be obtained at the following link: https://www.hud.gov/baba.

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

however, all requests for changes or decisions shall be submitted to the OHA and approved by the President and CEO after receipt and consideration of written request from the OHA. The Agency anticipates that it will typically make a decision in such matters within five (5) workdays of receipt, though such response timeframe may be shorter or longer depending on the situation; accordingly, the Contractor shall be required to submit such written requests in as timely a manner as reasonably possible. When construction commences, all communication must be directed to the designated Agency contact person only.

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

2.8.9.1 A separate payment request for the retainage.

2.8.9.2 A one-year warranty letter from the Contractor;

2.8.9.3 Consent of Surety to Final Payment;

2.8.9.4 Contractor’s Affidavit of Release of Liens;

2.8.9.5 Contractor’s Certificate and Release;

2.8.9.6 As-built’s (Mark-ups delivered to Agency) and

2.8.9.7 Product Manufacturer’s Warranties

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

2.8.10.1 The Agency is responsible for making progress payments.

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

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

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

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

[Table No. 3] (1)

IFB

Section

(2) Attachment

No.

(3)

Form Description

2.8.11.1 G-4 form HUD-51000 (1/2014), Schedule of Amounts

for Contract Payments; NOTE: The Agency also retains the right to require any bidder (but most likely the apparent low bidder) to submit this fully completed form to the Agency at any point after the bid submittal deadline—this typically will occur when the Agency wishes to do an analysis of the bidder’s proposed cost to ascertain as to whether or not the bidder’s proposed cost is realistic, fair, and/or reasonable.

2.8.11.2 G-5 form HUD-51001 (1/2014), Periodic Estimate for

Partial Payment

2.8.11.3 G-6 form HUD-51002 (1/2014), Schedule of Change

Orders

2.8.11.4 G-7 form HUD 51003 (1/2014), Schedule of Materials

Stored

2.8.11.5 G-8 form HUD-51004 (1/2014), Summary of

Materials Stored

2.8.11.6 G-9 form HUD-5372(1/2014), Construction Progress

Schedule

2.8.11.7 G-10 All relevant Subcontractors Weekly Certified

Payrolls must accompany the payment request utilizing form WH-347

2.8.11.8 N/A Retainage. The Request for Payment form must

list and clearly identify the retainage in the amount of 10% as a deduction to the subtotal of charges on the Request for Payment.

2.8.12. Review and Approval. The Agency will review each such Contractor request for payment and will approve the payment only if the following listed conditions are met. If the Contractor requests payment items which have not been completed in a satisfactory manner (“satisfactory,” as determined at the sole discretion of the Agency), the Agency shall hold payment for the unsatisfactory items, and pay the balance of the request

(i.e., the undisputed portion). The Agency shall ensure:

2.8.12.1 The request for payment is consistent with the

Agency-approved schedule of amounts for contract payments;

2.8.12.2 As further detailed within the preceding Section

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

2.8.12.3 The work covered by the request for payment

has been performed in accordance with the construction documents;

2.8.12.4 The Periodic Estimate for Partial Payment has

been properly executed on all applicable supporting documentation submitted, and

2.8.12.5 The Contractor has submitted all required

reports, such as payroll reports.

2.8.12.6 Distribution of Documents. The Contractor shall

submit 2 original copies and 1 additional copy of all documentation required. The Agency shall retain the 2 original Periodic Estimate for Partial Payment requests and all applicable supporting documentation for its file and return 1 copy of all such forms to the Contractor.

2.8.12.8 Debris. The Contractor shall clean work areas

daily, at the end of the workday, of all work-generated debris which may endanger the safety of the others (the public; Agency residents;

etc.).

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

Debris from work must be removed from living areas.

2.8.12.10 The Contractor must examine the work area and determine any unsuitable work conditions.

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

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

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

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

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

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

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

2.8.14.3 All final inspections and permits have been closed and delivered to agency to agency.

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

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

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

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

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

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

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

2.8.15 Lay-out and Dimensions. The Contractor and each

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

2.8.16 Maintenance Manuals (if applicable). Organize maintenance data into sets of manageable size. Bind in individual heavy-duty 2-inch, 3-ring vinyl-covered binders, with pocket folders for folded sheet information. Mark identification on the front and spine of each binder. Include the following information:

2.8.16.1 Maintain Emergency instructions;

2.8.16.2 Spare parts list;

2.8.16.3 Copies of warranties;

2.8.16.4 Wiring diagrams;

2.8.16.5 Recommended "turn around" cycles;

2.8.16.6 Inspection procedures; and,

2.8.16.7 Shop Drawings and Product Data.

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

Include a detailed review of the following:

2.8.17.1 Maintenance manuals;

2.8.17.2 Spare parts and materials;

2.8.17.3 Tools;

2.8.17.4 Lubricants;

2.8.17.5 Control sequences;

2.8.17.6 Hazards;

2.8.17.7 Warranties and bonds;

2.8.17.8 Maintenance agreements and similar continuing

commitments;

2.8.17.9 Start up and shutdown;

2.8.17.10 Emergency operations;

2.8.17.11 Noise and vibration adjustments and

2.8.17.12 Safety procedures.

2.8.18 “Or Equal” Specifications. Herein, or within the attached specifications, whenever the Agency has listed a specific brand name the words “or equal” shall automatically apply thereto. This term “or equal” means that the apparent successful bidder may propose to provide an alternate product as long as such proposed alternate product, in the opinion of the Agency, meets the minimum specifications. As detailed within Section 9.3.B.3 of HUD Procurement Handbook 7460.8 REV 2, brand names are listed herein for “establishing design and quality standards” for the product identified. If a bidder wishes to provide a different product than the product the Agency has identified, the Agency will be pleased to respond to any specific written request from a bidder with a listing of the “essential characteristics” for any such product (the bidder may also, if he/she wishes, wait to see if the firm is the apparent successful bidder then submit such written request after the bid submittal deadline when the Agency will evaluate such alternate products, if submitted).

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

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

2.8.19.1 The Contractor is hereby made aware that the Agency will conduct periodic on-site wage surveys of the Contractor's staff working at the site. It is the responsibility of the Contractor to ensure that such work staff cooperate fully with the Agency interviewer. Relating to such interviews, please also see form HUD-11 (08/2004), Attachment G-13, attached hereto.

2.8.20 Permits. The Contractor shall obtain any and all required permits pertaining to any assigned work at his/her expense.

2.8.21 Required Licensing. The Contractor(s) shall be in possession of any current appropriate licensing that may be required by the State of Florida and Orange County and the City of Orlando, FL.

2.8.22 Retainage. Retainage for this work shall be in the amount of 10 percent, which shall be applied to each payment until the final payment, at which time all retainage held will be paid by the Agency to the Contractor.

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

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

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

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

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

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

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

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

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

2.8.29 Weekends. Unless otherwise approved by the Agency in writing, the

Contractor shall not perform work on Agency property during a holiday nor weekend days (Saturday or Sunday).

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

2.8.31 Liquidated Damages. The contractor must always maintain their construction schedule; if the Contractor fails to maintain this construction schedule, he/she will be charged with liquidated damages in the amount of $100.00 per day.

3.0 BID FORMAT.

3.1 TWO-STEP BIDDING PROCESS. All bidders will initially submit the documentation/ information detailed within the following listed Step #1 of Table No. 4. Then, the Agency anticipates that it will notify the apparent low bidder to submit within 5 days after being notified to do so the information detailed within the following detailed Step #2 within the same Table.

3.1.1 Tabbed Bid Submittal. As may be further described herein, the Agency intends to retain a Contractor pursuant to a “Low Bid” basis, also taking into consideration responsiveness and responsibility. Therefore, so that the Agency can properly evaluate the offers received, all bids submitted in response to this IFB must be formatted in accordance with the sequence noted within the table below. Each category must be separated by numbered index dividers, which number extends so that each tab can be located without opening the bid and labeled with the corresponding tab reference, also noted below. None of the proposed services may conflict with any requirement the Agency has published herein or has issued by addendum.

[Table No. 4] (1)

IFB

Section

(2) Tab No.

(3)

Description

3.1.1.1 Step #1: Initial documentation/information to be

submitted unfolded within a sealed envelope by all bidders prior to the posted bid submittal deadline.

3.1.1.1.1 1 Form of Bid. This Form is attached hereto as Attachment A to this IFB document. This 1-page Form must be fully completed, executed where provided thereon, and submitted under this tab as a part of the initial bid submittal.

3.1.1.1.2 2 form HUD-5369-A (11/92), Representations, Certifications, and Statements of Bidders, Public and Indian Housing Programs. This Form is attached hereto as Attachment B to this IFB document. This 4-page Form must be fully completed, executed where provided thereon, and submitted under this tab as a part of the bid submittal.

3.1.1.1.3 3 Bid Bond. If required, the Bid Bond is detailed in Section 3.4.1 herein.

3.1.1.1.4 4 Addendum (if applicable when an addendum has been issued. This includes the Q&A if issued)

3.1.1.1.5 5 Bidder Price From

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

3.1.1.2.1 1 Licensing. Submit under this Tab the license(s) detailed within the following Section 5.4.4 herein.

3.1.1.2.2 2 Proposed Services. As more fully detailed within Section 2.0, Scope of Bid/Technical Specifications, of this document, and the Specifications and Drawings. The bidder shall, at a minimum, clearly detail within the information submitted under this tab documentation showing:

3.1.1.2.2.1 A brief description of the proposed safety and

quality assurance program.

3.1.1.2.2.2 Fully completed form HUD-2530 (02/2013), Previous Participation Certification, Attachment I, attached hereto.

3.1.1.2.2.3 Fully completed form HUD-51000 (/2014), Schedule

of Amounts for Contract Payments, Attachment G-6 attached hereto, one completed for each site (i.e., each Pricing Item as detailed within the following Table No. 4 herein).

3.1.1.2.3 3 Profile of Firm Form. The Profile of Firm Form is attached hereto as Attachment C to this IFB document. This 2-page Form must be fully completed, executed, and submitted under this tab as a part of the bid submittal.

3.1.1.2.4 4 Managerial Capacity/Financial Viability. The bidder entity must submit under this tab a concise description of its managerial and financial capacity to deliver the proposed services, including brief professional resumes for the persons identified within areas (5) and (6) of Attachment C, Profile of Firm Form. Such information shall include the bid’s qualifications to provide the services, including a description of the background and current organization of the firm.

3.1.1.2.5 5 References. The bidder shall submit a listing of four (4) former or current clients, including multi-family housing (i.e., apartment complexes of a similar nature), for whom the bidder has performed similar or similar services to those being proposed herein. The listing shall, at a minimum, include:

3.1.1.2.5.1 The client’s name;

3.1.1.2.5.2 The client’s contact name;

3.1.1.2.5.3 The client’s telephone number and e-mail address;

3.1.1.2.5.4 A brief narrative description and scope of the

service(s) and the dates the services were/are provided.

3.1.1.2.6 6 Equal Employment Opportunity/Supplier Diversity. The bidder must submit under this tab a copy of its Equal Opportunity Employment Policy and a complete description of the positive steps it will take to ensure compliance, to the greatest extent feasible, with the regulations detailed within the following Section 3.7 herein pertaining to supplier diversity (i.e., small, minority-, and women-owned businesses).

3.1.1.2.7 7 Subcontractor/Joint Venture Information (Optional Item). The bidder shall identify hereunder whether or not he/she intends to use any subcontractors for this job if awarded and/or if the bid is a joint venture with another firm. Such information pertaining to subcontractors shall include for each such firm the firm name, name of contact person, telephone and email address, and the State of Missouri contractor license number.

3.1.1.2.8 8 Other Information (Optional Item). The bidder may include hereunder any other general information that the bidder believes is appropriate to assist the Agency in its evaluation.

3.1.1.2.9 Insurance Certificates. The apparent successful bidder will also direct its insurance broker or carrier to deliver directly to the Agency (by email is preferred) the insurance certificates detailed within the following Sections 5.4.1 through 5.4.3 herein.

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

3.1.1.3.11 All required signature forms that are included in the attachments C-H

3.2 ENTRY OF PROPOSED FEES

3.2.1 The proposed fees shall be submitted by the bidder and received by the Agency as part of the “hard copy” bid submittal.

3.2.2 Pricing Item(s). The proposed fees (Pricing Items) shall be submitted by the bidder and received by the Agency, where provided for within the unless otherwise stated, and the proposed fees are all-inclusive of all related costs that the successful bidder will incur to provide the noted services, including, but not limited to employee wages and benefits; clerical support; overhead; profit; licensing; insurance;

materials; supplies; tools; equipment; long-distance telephone calls;

travel expenses; document copying not specifically otherwise agreed to by the Agency; etc.

[Table No. 5] (1)

IFB Section

(2) Pricing Item No.

(3)

Qty

(4)

U/M

(5)

Description

3.2.2.1 1 1 Each Firm-Fixed Fee to Paint Vacant Units.

3.3 ADDITIONAL INFORMATION PERTAINING TO THE PRECEDING NOTED PRICING ITEMS.

3.3.1 Entry of the Fees. Bidders are required to enter where provided within a reasonable and realistic cost for the required work listed within the Pricing Items Description with the immediate-preceding Table No. 4.

3.3.1.1 Description of the Unit Pricing Item (Pricing Item No. 2): As this Pricing Item is a Unit Price Item, meaning the Agency may or may not choose to award services pertaining to this Pricing Item during the ensuing contract period (however, working in conjunction with the awarded contractor, on-site conditions may eventually dictate that this Pricing Item is awarded on an as-needed basis). The listed quantity is for calculating purposes only. As may be further detailed herein, the Agency does not guarantee any minimum or maximum amount of work for this Pricing Item but shall retain the right to order from the Contractor, on a change order basis, any quantity of services for this Pricing Item that the Agency may eventually deem it requires.

3.3.2 Review Proposed Fees. The bidder will NOT be able to correct this entry after the posted deadline has expired, which means that the Agency will utilize such entry, correct or incorrect, to determine the apparent low bidder.

3.3.3 Price Escalation. Pertaining to the ensuing contract, there shall be no escalation of the proposed costs allowed at any time during the awarded contract except for any legitimate change orders that may be approved by

3.3.4 Prior Agency Approval Required. Please note that the successful bidder shall NOT conduct any additional work without the prior written authorization of the Agency representative. Failure to abide by this directive shall release the Agency of any obligation to pay the successful bidder for any work conducted without the noted prior written authorization.

3.3.5 No Deposit/No Retainer. The Agency will NOT pay any deposit or retainer fees at any time as a result of an award of the ensuing contract (though the Agency may consider, under certain circumstances, a reasonable and justified payment for mobilization).

3.3.6 Davis Bacon Federal Wage Rates. As detailed within pertinent HUD and

Federal regulations, the Contractor is required to pay Davis-Bacon wage rates (for all “construction contracts in excess of $2,000”). The applicable Wage Rates pertaining to the work detailed herein are attached hereto and detailed within Attachment G-16. This work will be subject to all the requirements pertaining to Davis-Bacon work, including the applicable Federal forms and procedures (i.e., on-site interviews, certified payrolls, etc.).

3.4 BONDS. As this solicitation pertains to public works or construction, the bonds that are required include (each required for construction bids and/or contracts in excess of $100,000):

3.4.1 Bid Bond. The bid bond or guarantee shall be included in the bid package submitted by each bidder for any proposed fee that is greater than $100,000 (please see the preceding Section 3.1.1.1.3 herein). This bond ensures that if awarded the contract, the bidder will accept and perform the work under the contract. It also ensures that the bidder will not attempt to withdraw or otherwise not fulfill the contract. Finally, the bid bond ensures that the bidder will execute the required contractual documents within the time specified in the solicitation or forfeit all or part of the guarantee. A certified check, bank draft, U.S. Government Bonds at par value, bid bond secured by an acceptable surety company, or other negotiable instrument may be accepted as a bid guarantee. If the successful bidder refuses to sign the contract after the award, the bid bond is forfeited, and the award will go to the next lowest responsive and responsible bidder. If a bid bond or guarantee is not submitted with the bid, the Agency will reject the bid as non-responsive. The Agency anticipates that it will not return any bid bonds until the contract has been awarded and the required performance and payments bonds have been furnished, until all bids have been rejected, or until the time specified for acceptance of bids has expired. In fairness to the other bidders, the Agency may also choose to return the bid bonds if the Agency has a firm and reasonable assurance that the responsive and responsible bidder who submitted the lowest cost will execute the contract.

3.4.2 Performance Bond. The performance bond is meant to ensure that the contract is successfully completed. The performance bond guarantees that if the Contractor is unable to complete the contract, the surety company will step in to finish the work. In the case of a letter of credit or cash escrow, the Agency may use these funds to complete the contract work.

3.4.3 Payment Bond. The payment bond is a method of ensuring that the

Contractor pays the subcontractors and suppliers. By requiring payment bonds, the Agency avoids becoming entangled in disputes concerning payment of subcontractors and suppliers by the general contractor. The surety underwriting the payment bond ensures the contractors and suppliers will be paid. Often, performance and payment bonds are combined into a single document. Failure to pay subcontractors for work performed in commercial contracts may often lead to the subcontractor filing a mechanic’s lien against property owners to obtain payment for services rendered. The Agency contract requires the payment bond to prevent this problem and ensure that no liens will be filed against any Agency building or lot of ground. As a reminder, Clause 24 of form HUD- 5370, General Conditions of the Contract for Construction (Attachment G- 1, attached hereto) clearly forbid the placement of liens and is binding on any contractor, subcontractor, and material supplier.

3.4.4 Bonding Companies. An acceptable surety (bonding) company is one that is authorized to do business in the State of Florida and is acceptable to HUD and the Agency. The surety must be listed on the most recently published U.S. Treasury Circular 570 (often referred to as the T-List).

Individual sureties are not permitted. Circular 570 is available from the U.S. Department of the Treasury, Financial Management Service, Surety Bond Branch, Room #262C, 401 14th Street, S.W., Washington, D.C.

20227. The T-List may also be accessed on the Internet at:

http://www.fms.treas.gov/c570/index.html.

3.4.5 Bonding Requirements. In order to encourage participation by a broad range of competitors, including small and minority firms, HUD has provided for alternate bid and contract guaranties. These apply to all construction projects greater than $100,000.00 (though, at the Agencies discretion, may apply to smaller projects), whether development or modernization, funded pursuant to the U.S. Housing Act of 1937, as amended. As a result, the contractors for all construction projects shall be required to submit the following bid and contract guarantees. Please note that only the bid bond is required at the time of bid; however, one of the purposes of the bid bond is to provide the Agency with assurance that the successful bidder will indeed obtain the necessary performance and payment bonds. Required bonds include a bid guarantee from each bidder, equivalent to 5% of the bid price, and, from the successful bidder, one of the following:

http://www.fms.treas.gov/c570/index.html

3.4.5.1 A performance and payment bond for 100% of the contract price or

3.4.5.2 Separate payment and performance bonds each for 50% or more of the contract price or

3.4.5.3 A 20% cash escrow; or

3.4.5.4 A 25% irrevocable letter of credit.

3.4.6 Inadequate Surety. If the low bidder fails to provide an acceptable assurance of completion (payment and performance bonds) after award of the contract, the Agency may consider the bid guarantee forfeited and notify the surety company. The contract is then terminated for default.

The amount to be recovered from the bid bond or guarantee will typically equal at least the difference between the defaulted bid and the next higher acceptable bid or the amount by which the bid accepted by re-soliciting exceeds the defaulted contract.

3.5 BID SUBMISSION. All Sealed “hard-copy” bids must be submitted and time-stamped and received in the designated Agency office by no later than the submittal deadline stated herein (or within any ensuing addendum). A total of 1 original signature copy of the Step #1 bid submittal detailed within the preceding Table No. 3 herein shall be placed unfolded in a sealed package and addressed and delivered to:

The Orlando Housing Authority

Attention: Liza Martinez 390 North Bumby Avenue

Orlando, FL 32803

3.5.1 Exterior of Submittal Package. The package exterior must clearly denote the above-noted IFB number and must have the bidder’s name and return address. Bids received after the published deadline will not be accepted.

3.5.2 Submission Conditions. DO NOT FOLD OR MAKE ANY ADDITIONAL MARKS, NOTATIONS, OR REQUIREMENTS ON THE DOCUMENTS TO BE SUBMITTED!

Bidders are not allowed to change any requirements or forms contained herein, either by making or entering onto these documents or the documents submitted any revisions or additions, and if any such additional marks, notations or requirements are entered on any of the documents that are submitted to the Agency by the bidder, such may invalidate that bid. If, after accepting such a bid, the Agency decides that any such entry has not changed the intent of the bid that the Agency intended to receive, the Agency may accept the bid, and the bid shall be considered by the Agency as if those additional marks, notations, or requirements were not entered on such. By accessing and downloading these documents, each prospective bidder that does so is thereby agreeing to confirm all notices that the Agency delivers to him/her as instructed, and by submitting a bid, the bidder is thereby agreeing to abide by all terms and conditions published herein and by addendum pertaining to this IFB.

3.5.3 Submission Responsibilities. 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 the Agency, including the IFB document, the documents listed within the following Section 3.9, and any addenda and required attachments submitted by the bidder.