INVITATION FOR BIDS (IFB)

No. 2026-11

Northwoods Lawn Care and Landscape Maintenance

ISSUED DATE

June 30, 2026 @ 2:00 p.m.

PROPOSAL DUE DATE

July 21, 2026 @ 2:00 p.m.

INVITATION FOR BIDS (IFB) No. 2026-11, Northwoods Lawn Care and Landscape Maintenance

HUNTSVILLE HOUSING AUTHORITY

Table of Contents [Table No. 1]

Section Description Page

Introduction 3

IFB Information at a Glance 3

1.0 The Agency’s Reservation of Rights 4

2.0 Scope of Work/Technical Specifications *See Separate Attachment* 1-6

2.1 Description of Site 7

2.2 Contractor’s responsibilities of Equipment and Labor 5-7

2.3 Service Location 8

2.4 Contractor’s Responsibilities 8-10

2.5 Previous/Current Contractor 10

3.0 Bid Format 10

3.1 Bid Documents to be Submitted 10-12

3.2 Entry of the Proposed Fees 13

3.3 Additional Information Pertaining to each Pricing Item 13

3.4 Submission Responsibilities 15

3.5 Proposer’s Responsibilities — Contact with the Agency 15

3.6 Proposer’s Responsibilities — Equal Employment Opportunity and

Supplier Diversity 16-18

3.7 Pre-bid Conference 18

3.8 Recap of Attachments 18-19

4.0 Bid Evaluation 20

4.1 Public Opening 20

4.2 Responsive Evaluation 20

4.3 Responsible Evaluation 20

4.4 Restrictions 20

5.0 Contract Award 21

5.1 Contract Award Procedure 21

5.2 Contract Conditions 21

5.3 Contract Period 22

5.4 Licensing and Insurance Requirements 22

5.5 Contract Services Standards 23

5.6 Prompt Return of Contract Documents 23

Index of Tables 24

INTRODUCTION

Huntsville Housing Authority (hereinafter, “HHA”) is a quas-municipal corporation authorized by the State of Alabama, Madison County, to operate in the City of Huntsville, Alabama. HHA is not an agency of the City of Huntsville. HHA is governed by a five-member Board of Commissioners (Board) that is appointed by the Mayor and serves staggered five-year terms. The Board is the policy-making body of HHA

Currently, HHA owns and/or administers 3 individual Asset Management Projects (AMPs), comprised of 600 public housing units. HHA also administers 34 apartment units and 40 scattered site single-family rental homes owned and rented by Huntsville Housing Development Corporation (hereinafter, “HHDC”). In addition, HHA administers 730 Section 8/Housing Choice Vouchers. HHA currently has approximately 92 full-time regular employees and 1 part-time employee.

Your response to the Scope of Services and/or Technical Specifications must be complete, as it will become part of any contractual agreement. We appreciate the investment of time and resources firms are making by participating in this process. All submitted bids shall be evaluated for responsiveness to the requirements of the Invitation for Bids (“IFB”). Those responses not in accordance with the Invitation for Bids shall be deemed non-responsive and eliminated from further evaluation.

IFB INFORMATION AT A GLANCE [Table No. 2]

HUNTSVILLE HOUSING

AUTHORITY CONTACT

Mrs. LaTonya Satcher-Brewton, Procurement Officer

Telephone: (256) 532-5676 Fax: (256) 533-6344

TDD: 1-800-545-1833, Ext. 903

HOW TO OBTAIN THE IFB

DOCUMENTS ON THE

APPLICABLE INTERNET SITE

1.To Access and Download Documents (no “www”) https://ha.internationaleprocurement.com/requests.html?company_id=978

2. Click on the “Login” or “Register your company button in the upper left side.

3. Follow the listed directions.

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

PRE-BID CONFERENCE A pre-bid conference will be held for this IFB on July 7, 2026 at 2:00 p.m. CST, at 200 Washington Street Huntsville, AL 35801. Attendance at this meeting is not mandatory but all potential bidders are strongly encouraged to attend.

QUESTION SUBMITTAL

DEADLINE no later than seven (7) business days before bidding due date.

All questions pertaining to this IFB must be submitted in writing.

Oral communications are discouraged and HHA will not be bound by any oral answers or interpretations of the IFB. Written questions may be submitted via the internet system or via email and will be answered in the form of an addendum.

BID SUBMITTAL RETURN &

DEADLINE

July 21, 2026 at 2:00 P.M. CST Sealed bids are due at the following location:

Huntsville Housing Authority 200 Washington Street Huntsville, AL 35801

The envelope must have the following notation on the bottom left-hand corner

“IFB 2026-11 Northwood Lawn Care and Landscape Maintenance, 2:00 p.m.-Enclosed.”

Documentation must be received sealed, in-hand, and time-stamped by the

HHA no later than 2:00 pm CST on July 21, 2026 https://ha.internationaleprocurement.com/requests.html?company_id=978

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 a 10-day written notice to the successful bidder(s).

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

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

1.6 Right to Reject any Bid. Reject and not to 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.

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

1.8 Right to Prohibit. At any time during the IFB or contract process to prohibit any further participation by any bidder, or reject any bid submitted that does not conform to any of the requirements detailed herein. By accessing the (hereinafter, also the Marketplace”) and by downloading this document, each prospective bidder is thereby agreeing to abide by all terms and conditions listed within this document and within the eProcurement Marketplace, and further agrees that he/she will inform the CO in writing within 5 days of the discovery of any item listed herein or of any item that is issued thereafter by the Agency that he/she feels needs to be addressed. Failure to abide by this timeframe shall relieve the Agency, but not the prospective bidder, of any responsibility pertaining to such an issue.

1.9 Right to Reject – Obtaining Competitive Solicitation Documents. The eProcurement

Marketplace is the only official and appropriate venue to obtain the IFB documents (and any other information pertaining to the competitive solicitation such as addenda).

Accordingly, by submitting a response to this competitive solicitation the respondent thereby affirms that he/she obtained all information on the eProcurement Marketplace.

Any other group such as a bid depository that informs potential respondents of the availability of such competitive solicitations are hereby instructed to not distribute these documents to any such potential respondents, but to instruct the potential respondents to visit the eProcurement Marketplace to obtain the documents. The Agency will reject without consideration any response submitted from a firm that has not obtained the documents directly from the eProcurement Marketplace.

2.0 SCOPE OF WORK/TECHNICAL SPECIFICATIONS. HHA is requesting proposal from qualified, licensed and insured entities to provide lawn care and landscape maintenance services for our Northwoods Community. Although HHA has attempted to identify all of its needs; the following scope of services may or may not be all-inclusive. The attached scope of work gives a completed description and technical specifications for lawncare services for the following locations located in Huntsville, Alabama.

2.1 Description of Site: Northwoods Community located at 1402 Yukon Street, Huntsville, Alabama consists of approximately 52 acres. (This does not include Northwoods Addition)

2.2 Contractor’s responsibilities of Equipment and Labor

2.2.1 Equipment, Supplies, Materials: The contractor shall furnish all equipment, tools, transportation, supplies, insurance, taxes, licenses, permits and labor.

No cost may be billed as extra cost. All labor and materials (except as noted) shall be provided by the contractor.

2.2.2 Damage. Any damage to Agency-owned or tenant-owned property by the

Contractor from plowing or other services performed by the Contractor, or by any subcontractor retained by the Contractor, will be the Contractor’s sole responsibility to repair or replace in a timely manner.

2.2.3 Employee Appearance. The Contractor’s employees shall present a neat and clean appearance while on the Agency premises. Service personnel must always wear their company uniform or a name badge while on Agency property.

2.2.4 Ensuing Debris. The Contractor shall, as detailed herein, remove all ensuing debris from the Agency property daily. NOTE: Debris generated by the Contractor’s work shall NOT be placed in Agency dumpsters.

2.2.3 Equipment; Supplies. Unless otherwise stated herein, as a part of the proposed fees, the Contractor shall supply any and all such items needed to provide the services detailed herein; meaning, the Agency shall not pay any additional fees for such.

2.2.5 Labor. The Contractor shall employ only persons qualified for snow plowing services.

2.2.5.1 Minimum Acceptable Qualifications. The Contractor shall:

2.2.5.1.1 Possess and maintains a valid Contractor’s License, as applicable.

2.2.6 Materials. The Agency shall reimburse the Contractor for materials the Agency directs the Contractor to install.

2.2.7 Quality of Service. All work provided shall be performed in accordance with established lawn care practices, using modern techniques accepted by the property maintenance industry.

2.2.8 Regulations. The Contractor shall comply with any applicable City of

Huntsville State of Alabama, and federal laws, codes, and regulations regarding the application of any products.

2.2.9 Safety and Security. The Contractor shall, at all times, ensure that all work provided by the Contractor complies with all local, city, state, and Federal rules pertaining to work place safety; meaning, the Contractor shall, at all times, conduct business in such a manner as to protect its workers, Agency residents, Agency staff, and the public. Further, the Contractor shall have full and sole responsibility to correct any such condition found unsafe by any authorized entity (including the Agency), and, if such unsafe conditions result to any group named within this section, shall have full and sole responsibility to compensate such persons if ordered by an authorized agency or a court having jurisdiction.

2.2.9.1 All work provided by the Contractor shall be conducted with the utmost concern for the safety of the workers, Agency employees, Agency residents and the public in such manner as to cause the least possible interference with or annoyance to others.

2.2.9.2 The Contractor shall comply with all published Agency safety procedures and guidelines.

2.2.9.3 The Contractor shall, if appropriate, provide all barricades, warning signs, and other safeguards to protect its personnel, Agency employees and the public from hazardous situations arising out of the performance of the Work.

2.2.9.4 The Contractor’s employees shall follow all required or otherwise appropriate safety practices in handling chemicals and operating machinery. The Contractor shall ensure that eye protection, hearing protection, and foot protection are utilized when conditions, include any relevant local, city, state, or Federal OSHA codes, laws, rules, and regulations dictate. The Contractor shall not store any materials on site. All materials brought on site must be only for the daily requirements of the equipment used in the performance of work and shall always be kept in proper containers and secured.

2.2.9.5 Safety of residents and guests are the highest priority. Therefore, the contractor, before the award, will need to demonstrate a redundancy of equipment. All equipment used on Agency properties must have at the minimum back up alarms and flashing yellow safety lights.

2.2.9.6 Safety. The Contractor shall, at all times, ensure that all work provided by the Contractor comply with all local, city, state, and Federal rules pertaining to workplace safety; meaning, the Contractor shall, at all times, conduct business in such a manner as to protect its workers, Agency residents, Agency staff, and the public. Further, the Contractor shall have full and sole responsibility to correct any such condition found unsafe by any authorized entity (including the Agency), and, if such unsafe conditions result to any group named within this section, shall have full and sole responsibility to compensate such persons if ordered by an authorized agency or a court having jurisdiction.

2.2.9.7 Work Deficiencies. The Agency anticipates that it will closely observe the performance of the Contractor (see the immediate-following related Sections).

2.2.9.7.1 If the Agency Representative determines that work

by the Contractor was not performed as specified in the ensuing contract and was thereby deficient, the Contractor shall correct the deficiencies in a timely manner (NOTE: “timely,” as may be directed by the Agency Representative); and such shall be completed at the Contractor’s expense, not the Agency’s expense.

2.2.9.7.2 If the Agency Representative rightfully determines

that turf, plant life, ground cover, fixtures or equipment have been damaged, killed, or failed to retain healthy growth as a result of Contractor’s recommendations, operation, negligence, or chemicals, all aforementioned plant life, fixtures, or equipment shall be replaced at Contractor’s expense.

2.2.9.7.3 Failure on the part of the Contractor to fail to

correct work deficiencies shall be cause for termination of the Contract by the Agency.

2.3 Service Locations. Sites applicable to these services are identified following.

Northwoods.

2.4 Contractor’s Responsibilities.

2.4.1 Damage. Any damage to Agency-owned or tenant-owned property by the

Contractor from plowing or other services performed by the Contractor, or by any subcontractor retained by the Contractor, will be the Contractor’s sole responsibility to repair or replace in a timely manner.

2.4.2 Employee Appearance. The Contractor’s employees shall present a neat and clean appearance while on the Agency premises. Service personnel must always wear their company uniform or a name badge while on Agency property.

2.4.3 Ensuing Debris. The Contractor shall, as detailed herein, remove all ensuing debris from the Agency property daily. NOTE: Debris generated by the Contractor’s work shall NOT be placed in Agency dumpsters.

2.4.4 Equipment; Supplies. Unless otherwise stated herein, as a part of the proposed fees, the Contractor shall supply any and all such items needed to provide the services detailed herein; meaning, the Agency shall not pay any additional fees for such.

2.4.5 Labor. The Contractor shall employ only persons qualified for snow plowing services.

2.4.5.1 Minimum Acceptable Qualifications. The Contractor shall:

2.4.5.1.1 Posses and maintains a valid City of Huntsville/State of Alabama Contractor’s License, as applicable.

2.4.5.1.2 Be able to provide services for the Agency property listed.

2.4.4.1.3 Not be debarred by the Federal Government for participation in contracting with public agencies.

2.4.6 Quality of Services. All work provided shall be performed in accordance with established lawncare practices, using modern techniques accepted by the property maintenance industry.

2.4.7 Regulations. The Contractor shall comply with any applicable City of Huntsville, State of Alabama, and federal laws, codes, and regulations regarding the application of any products.

2.4.8 Safety and Security. The Contractor shall, at all times, ensure that all work provided by the Contractor complies with all local, Commonwealth, and Federal rules pertaining to work place safety; meaning, the Contractor shall, at all times, conduct business in such a manner as to protect its workers, Agency residents, Agency staff, and the public. Further, the Contractor shall have full and sole responsibility to correct any such condition found unsafe by any authorized entity (including the Agency), and, if such unsafe conditions result to any group named within this section, shall have full and sole responsibility to compensate such persons if ordered by an authorized agency or a court having jurisdiction.

2.4.8.1 All work provided by the Contractor shall be conducted with the utmost concern for the safety of the workers, Agency employees, Agency residents and the public in such manner as to cause the least possible interference with or annoyance to others.

2.4.8.2 The Contractor shall comply with all published Agency safety procedures and guidelines.

2.4.8.3 The Contractor shall, if appropriate, provide all barricades, warning signs, and other safeguards to protect its personnel, Agency employees and the public from hazardous situations arising out of the performance of the Work.

2.4.8.4 The Contractor’s employees shall follow all required or otherwise appropriate safety practices in handling chemicals and operating machinery. The Contractor shall ensure that eye protection, hearing protection, and foot protection are utilized when conditions, include any relevant local, Commonwealth, or Federal OSHA codes, laws, rules, and regulations dictate. The Contractor shall not store any materials on site. All materials brought on site must be only for the daily requirements of the equipment used in the performance of work and shall always be kept in proper containers and secured.

2.4.8.5 Safety of residents and guests are the highest priority. Therefore, the contractor, before the award, will need to demonstrate a redundancy of equipment. All equipment used on Agency properties must have at the minimum back up alarms and flashing yellow safety lights. Debris is not to be piled up to hinder access to units or block viewing of the street when exiting the lot.

2.4.8.6 Safety. The Contractor shall, at all times, ensure that all work provided by the

Contractor comply with all local, Commonwealth, and Federal rules pertaining to workplace safety; meaning, the Contractor shall, at all times, conduct business in such a manner as to protect its workers, Agency residents, Agency staff, and the public. Further, the Contractor shall have full and sole responsibility to correct any such condition found unsafe by any authorized entity (including the Agency), and, if such unsafe conditions result to any group named within this section, shall have full and sole responsibility to compensate such persons if ordered by an authorized agency or a court having jurisdiction.

2.4.8.7 Work Deficiencies. The Agency anticipates that it will closely observe the performance of the Contractor (see the immediate-following related Sections).

2.4.8.7.1 If the Agency Representative determines that work by the Contractor was not performed as specified in the ensuing contract and was thereby deficient, the Contractor shall correct the deficiencies in a timely manner (NOTE: “timely,” as may be directed by the Agency Representative); and such shall be completed at the Contractor’s expense, not the Agency’s expense.

2.4.8.7.2 If the Agency Representative rightfully determines that turf, plant life, ground cover, fixtures or equipment have been damaged, killed, or failed to retain healthy growth as a result of Contractor’s recommendations, operation, negligence, or chemicals, all aforementioned plant life, fixtures, or equipment shall be replaced at Contractor’s expense.

2.4.8.7.3 Failure on the part of the contractor to fail to correct work deficiencies shall be cause for termination of the Contract by the Agency.

2.5 Previous/Current Contractor(s). The Agency’s current provider of these services is HHA in house lawn care team.

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 the following Table No. 4 herein. Then, the Agency anticipates that it will notify the apparent low bidder(s) 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(s) pursuant to a “Low Bid” basis by placing firms in a “Pool,” 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 via an addendum.

[Table No. 3]

(1)

IFB Section

(2) Tab No.

(3)

Description

3.1.1.1 Step #1: The following listed initial documentation/

information is to be completed and submitted where provided for within the eProcurement Marketplace 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 2-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the initial bid submittal.

INVITATION FOR BIDS (IFB) No. 2026-11 Northwoods Lawn Care and Landscape Maintenance

3.1.1.1.2 2 form HUD-5369-C (8/93), Certifications and Representations of Offerors, Non-Construction Contract. This Form is attached hereto as Attachment B to this IFB document. This 2-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the initial bid submittal.

3.1.1.1.3 NOTE: As directed within the following Section 3.2, bidders MUST NOT submit any pricing accompanying this above-required documentation; pricing shall be submitted online only, where provided for within the eProcurement Marketplace.

3.1.1.2 Step #2: Documentation/information to be submitted, within 5 days, only by the apparent low bidder(s) 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 herein.

3.1.1.2.2 2 Proposed Services. The bidder shall place under this tab documentation further explaining the bidder’s services and showing how the bidder intends to fulfill the requirements of the preceding Section 2.0 herein, including, but not limited to: (NOTE: Though the bidder is not limited by such, the Agency anticipates that the total documentation submitted under this Tab will be at a maximum of 1-2 pages.)

3.1.1.2.2.1 A brief description of the proposed safety and quality assurance program.

3.1.1.2.2.2 A complete description of the products and services the firm provides.

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 Client Information. The bidder shall submit a listing of former or current clients, including multi-family housing (i.e., apartment complexes of a similar nature), for whom the bidder has performed similar or like 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 3.6 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 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. NOTE: The apparent successful bidder will NOT deliver these certificates to the Agency—the firm’s insurance broker or carrier will do so.

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.

3.1.1.2.11 Bid Submittal Binding Method. It is preferable and recommended that the bidder bind the bid submittals in such a manner that the Agency can, if needed, remove the binding (i.e. “spiral-type” etc.) or remove the pages from the cover (i.e. 3-ring binder; etc.) to make copies, then conveniently return the bid submittal to its original condition.

3.2 Entry of the Proposed Fees.

3.2.1 The proposed fees shall be submitted by the bidder and received by the HHA on the Bid Cost Form provided only. A bidder must enter a proposed fee for each item (failure to provide a bid fee may deem your bid to be unresponsive. “No Bid” will be allowed for any item, though a “No Charge” will be allowed for certain items.

3.2.2 Pricing Items. The proposed fees (Pricing Items) shall be submitted by the bidder and received by the Agency where provided within the Bid Cost Form only. Unless otherwise stated, 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.

3.3 Additional Information Pertaining to each Pricing Item.

3.3.1 Entry of the Fees. Bidders are required to enter where provided within the

Bid Cost Form a reasonable and realistic cost for the required work listed within the Pricing Item Description within Table 4.

3.3.2 Review of the Entry of Proposed Fees. After a bidder has entered where provided within the Bid Cost form his/her proposed unit costs for the Pricing Items, the HHA will automatically multiply the proposed unit costs (if applicable) by the listed quantities. The HHA strongly recommends that each bidder, after entry of these proposed fees review the entry to ensure that the bidder has entered the proposed fees correctly. The bidder will NOT be able to correct this entry after the posted deadline has expired, which means that the HHA 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 the HHA.

3.3.3 Davis-Bacon Prevailing Wage Rates. As may apply by statute, regulation or law, if, at any time during the ensuing contract period(s), the Agency needs the successful bidder to provide services that require the successful bidder to pay Davis-Bacon for a specific task order pertaining to the ensuing contract, then to compensate the successful bidder for any amount that the applicable Davis-Bacon rates are greater than the portion of the applicable hourly fees listed within the Pricing Items identified within the preceding Table No. 3 herein that the Contractor actually pays to each such person performing the work, as verified by payroll records (or any similar hourly fee that is increased as a result of Section 3.3.3 herein), the Agency shall:

3.3.3.1 Ascertain the applicable portion of the hourly wage

rate(s) that is actually paid to the Contractor’s employee; then,

3.3.3.2 Ascertain the current applicable Davis-Bacon or

Commonwealth thatRate(s)WagePrevailing applies; then,

3.3.3.3 Ascertain the difference between the two rates, which amount the Agency will pay to the successful bidder for that task order only to compensate the Contractor for the difference in pay between the rate the Contractor normally pays the employee and the rate the Contractor is required to pay the employee as the result of the Davis-Bacon law.

3.3.3.4 Prior Agency Approval Required. Please note that

the successful bidder shall NOT conduct any additional work without the prior written authorization of the HHA 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.

3.3.3.5 No Deposit/No Retainer. HHA will NOT pay any

deposit or retainer fees at any time as a result of award of the ensuing contract (though the HHA may consider, under certain circumstances, a reasonable and justified payment for mobilization).

3.4 Bid Submission. A total of 1 original signature copy of the forms detailed within the preceding Section 3.1.1. Bid submittals shall have a cover and extending tabs and shall be placed unfolded in a sealed package. All bid documents will be submitted and time-stamped received in the designated Agency office by no later than the submittal deadline stated herein (or within any ensuing addendum) in a sealed package and addressed to:

Huntsville Housing Authority Attention: LaTonya Satcher-Brewton 200 Washington Street NE

Huntsville, AL 35801

The package exterior must clearly denote the IFB number and must have the bidder’s name and return address. Bids received after the published deadline will not be accepted.

3.4.1 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 changes 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 may be considered by the Agency as if those additional marks, notations, or requirements were not entered on such. By accessing the eProcurement Marketplace, registering and downloading these documents, each prospective bidder that does so thereby agrees 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.

3.4.2 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 HHA, including the IFB document, and the documents listed within the IFB, and any addenda, and required attachments submitted by the bidder. By virtue of completing, signing and submitting the completed documents, the bidder is stating his/her agreement to comply with all conditions and requirements set forth within those documents. Written notice from the bidder not authorized in writing by the ED to exclude any of HHA requirement contained within the documents may cause that bidder to bot be considered for an award.

3.5 Proposer’s Responsibilities — Contact with HHA. It is the responsibility of the bidder to address all communication and correspondence pertaining to this IFB process to the ED only. Bidders must not make inquiry or communicate with any other Agency staff member or official (including members of the Board of Commissioners) pertaining to this IFB. Failure to abide by this requirement may be cause for the Agency to not consider a bid submittal received from any bidder who may not have abided by this directive.

3.5.1 Addenda/Addendums. All questions and requests for information must be addressed in writing to the ED. The ED will respond to all such inquiries in writing by addendum to all prospective bidders (i.e. firms or individuals that have obtained the IFB Documents). During the IFB solicitation process, the CO will NOT conduct any ex parte (a substantive conversation—”substantive” meaning, when decisions pertaining to the IFB are made—between the HHA and a prospective bidder when other prospective bidders are not present) conversations that may give one prospective bidder an advantage over other prospective bidders. This does not mean that prospective bidders may not call the CO—it simply means that, other than making replies to direct the prospective bidder where his/her answer has already been issued within the solicitation documents, the CO may not respond to the prospective bidder’s inquiries but will direct him/her to submit such inquiry in writing so that the CO may more fairly respond to all prospective bidders in writing by addendum.

3.6 Proposer’s Responsibilities — Equal Employment Opportunity and Supplier Diversity.

Both the Contractor and the Agency have, pursuant to HUD regulation, certain responsibilities pertaining to the hiring and retention of personnel and subcontractors.

3.6.1 Within 2 CFR §200.321 it states:

3.6.1.1 Contracting with small and minority businesses, women's business enterprises, and labor surplus area firms.

3.6.1.2 (a) The non-federal entity must take all necessary affirmative steps to ensure that minority businesses, women's business enterprises, and labor surplus area firms are used when possible.

3.6.1.3 (2) Affirmative steps must include:

3.6.1.3.1 (1) Placing qualified small and minority businesses and women's business enterprises on solicitation lists;

3.6.1.3.2 (2) Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources;

3.6.1.3.3 (3) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority business, and women's business enterprises;

3.6.1.3.4 (4) Establishing delivery schedules, where the encouragewhichpermits,requirement participation by small and minority business, and women's business enterprises;

3.6.1.3.5 (5) Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and

3.6.1.3.6 (6) Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (1) through (5) of this section.

3.6.2 Within HUD Procurement Handbook 7460.8 REV 2 it states:

3.6.2.1 Section 15.5.A, Required Efforts. Consistent with Presidential Orders 11625, 12138, and 12432, HHA shall make every effort to ensure that small businesses, MBEs, WBEs, and labor surplus area businesses participate in HHA contracting.

3.6.2.2 Section 15.5.B, Goals. HHA is encouraged to establish goals by which they can measure the effectiveness of their efforts in implementing programs in support of . . . contracting with disadvantaged firms. It is important to ensure that the means used to establish these goals do not have the effect of limiting competition and should not be used as mandatory set-aside or quota, except as may otherwise be expressly authorized in regulation or statute. Some localities have adopted minority contracting set-aside policies or geographic limitations, which may be in conflict with Federal requirements for full and open competition.

3.6.3 Within our HHA Procurement Policy it states that our Agency will:

3.6.3.1 Assistance to Small and Other Business, Required Efforts:

3.6.3.1.1 Including such firms, when qualified, on

solicitation mailing lists;

3.6.3.1.2 Encouraging their participation through direct

solicitation of bids or bids whenever they are potential sources;

3.6.3.1.3 Dividing total requirements, when economically

feasible, into smaller tasks or quantities to permit maximum participation by such firms;

3.6.3.1.4 thewhereschedules,deliveryEstablishing encouragewhichpermits,requirement participation by such firms;

3.6.3.1.5 Using the services and assistance of the Small

Business Administration, and the Minority Business ofDepartmenttheofAgencyDevelopment Commerce;

3.6.3.1.6 Requiring prime contractors, when subcontracting

is anticipated, to take the positive steps listed above.

3.6.4 Requirements. Accordingly, please see document regarding Equal

Employment Opportunity, which details the information pertaining to this issue that the proposer must submit in response to this bid showing compliance, to the greatest extent feasible, with these regulations.

3.7 Pre-bid Conference. The scheduled pre-bid conference identified on Page 3 of this document is, pursuant to HUD regulation, not mandatory. Many prospective bidders have previously responded to an IFB with a multi-tabbed submittal and feel comfortable in doing so without attending the pre-conference. Typically, such conferences last 1 hour or less (not including the ensuing walk-through of the properties, if the bidder chooses to do so), though such is not guaranteed. The purpose of this conference is to assist prospective bidders in having a full understanding of the IFB documents so that he/she feels confident in submitting an appropriate bid; therefore, at this conference the Agency will conduct an overview of the IFB documents, including the attachments.

Prospective bidders may also ask questions, though the ED may require that some such questions are delivered in writing prior to a response. Whereas the purpose of this conference is to review the IFB documents, attendees should bring a copy of the IFB documents to this conference; however, the Agency will not distribute at this conference any copies of the IFB documents.

3.8 Recap of Attachments. It is the responsibility of each bidder to verify that he/she has downloaded and thoroughly reviewed each of the following attachments pertaining to this IFB, which are also hereby by reference included as a part of this IFB:

[Table No. 4]

(1)

IFB

Section

(2) Document

No.

(3)

Attachment

(4)

Attachment Description

3.8.1 1.0 This IFB Document

3.8.2 2.0 A Form of Bid

3.8.3 3.0 B form HUD-5369-C (8/93), Certifications and Representations of Offerors, Non- Construction Contract

3.8.4 4.0 C Profile of Firm Form

3.8.5 5.0 D Section 3 Explanation

3.8.6 6.0 E form HUD-5369-B (8/93), Instructions to Offerors, Non-Construction

3.8.7 7.0 F Agency Supplemental Instructions To Bidders & Contractors (SIPC)

3.8.8 8.0 G Sample Contract Form (please note that this contract and the listed appendices are being given as a sample only—the Agency reserves the right to revise any clause herein and/or to include within the ensuing contract any additional clauses that the Agency feels it is in its best interests to do so)

3.8.8.1 8.1 G-1 Sample Contract Appendix No. 1: form HUD- 5370-C (01/2014), General Conditions for Non-Construction Contracts Section I (With or without Maintenance Work)

3.8.8.2 8.2 G-2 Sample Contract Appendix No. 2: form HUD- 5370-C (10/2006), General Conditions for Non-Construction Contracts Section II (With Maintenance Work)

3.8.8.3 8.3 G-3 Sample Contract Appendix No. 3: form HUD 50071 (01/14), Certification of Payments to Influence Federal Transactions (NOTE: This form will only be completed and included as a part of the ensuing contract if the Agency anticipates that total awards pursuant to the ensuing contract may or will exceed $100,000.)

3.8.8.4 8.4 G-4 Sample Contract Appendix No. 4: Standard Form LLL (Rev. 01/14), Disclosure of Lobbying Activities (NOTE: This form will only be completed and included as a part of the ensuing contract if the Contractor designates an affirmative answer to Item No. (2) within the immediate identified form 50071.)

3.8.8.5 8.5 G-5 Sample Contract Appendix No. 5: Form HUD 52158 (04/2005), Maintenance Wage Rate Determination.

3.8.8.6 8.6 G-6 Sample Contract Appendix No. 6: Low-income Resident Hiring Plan

3.8.8.7 8.7 G-7 Sample Contract Appendix No. 7: Task Order Form

3.8.9 9.0 H Landscaping Maintenance Procedures

3.8.10 10.0 I Northwoods Profile of Properties

3.8.11 11.0 J Proposal Cost Form

4.0 BID EVALUATION.

4.1 Public Bid Opening. At the set date and time, all bids received will be opened and publicly read aloud by the ED, including the company name of the bidder and the total calculated costs proposed. At the bid opening the Agency will only disclose the following information: (a) The company name of each bidder; and (b) the calculated total amount bid. 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 Agency 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 (please remember, as detailed within Section 8(d) of form HUD-5369 and Section 7(b)(3) of form HUD-5369-B, the Agency reserves the right to, as determined by the Agency, “waive informalities and minor irregularities” in the offers received. Bids will be available for inspection by the public after the award has been completed.

4.1.1 Ties. In the case of bids, the award shall be decided as detailed within

Section 6.12.C of HUD Procurement Handbook 7460.8 REV 2, by “drawing lots or other random means of selection.”

4.2 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 Agency in a timely manner (in any case, in no less than 5 days after such determination is made).

4.3 Responsible Evaluation. The Agency will evaluate each bid submitted as to responsibility (i.e., a firm that is qualified, responsible and able to provide to the Agency the required services). If the Agency ascertains that such firm has the required ability, capability, experience, knowledge, licensing, insurance and resources to provide the required services, the Agency may proceed with award as detailed herein. If the Agency determines that such firm is deemed to be not responsible, such firm will be notified of such in writing by the Agency in a timely manner (in any case, in no less than 5 days after such determination is made); in such case the Agency may proceed with the noted Responsive and Responsible Evaluations with the next lowest bidder.

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

4.4 Restrictions. 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.

5.0 CONTRACT AWARD.

5.1 Contract Award Procedure. If a contract is awarded pursuant to this IFB, the following detailed procedures will be followed:

5.1.1 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 Agency, either in hard copy or on the Marketplace” including the contract clauses already attached as Attachments G and G-1 through G-7, each attached hereto. Accordingly, the Agency has no responsibility to conduct after the submittal deadline any negotiations pertaining to the contract clauses already published.

5.1.2 Contract Period: HHA anticipates that it will initial award a contract for the period of one-year with the option, at HHA’s discretion to award or extend for a specified time period not to exceed 5-years.

5.2 Contract Conditions. The following provisions are considered mandatory conditions of any contract award made by the Agency pursuant to this IFB:

5.2.1 Contract Form. The Agency will not execute a contract on the Contractor’s form—contracts will only be executed on the Agency form (please see Sample Contract, Attachments G and G-1 through G-7, each attached hereto), and by submitting a bid the Contractor agrees to do so (please note that the Agency reserves the right to amend this form as the Agency deems necessary). However, the Agency will during the IFB process (prior to the posted question deadline) consider any contract clauses that the bidder wishes to include therein and submits in writing a request for the Agency to do so; but the failure of the Agency to include such clauses does not give the Contractor the right to refuse to execute the Agency’s contract form. It is the responsibility of each prospective bidder to notify the Agency, in writing, prior to submitting a bid, of any contract clause that he/she is not willing to include in the final executed contract and abide by. The Agency will consider and respond to such written correspondence, and if the prospective bidder is not willing to abide by the Agency’s response (decision), then that prospective bidder shall be deemed ineligible to submit a bid.

5.2.1.1 Mandatory HUD Forms. Please note that the Agency has no legal right or ability to (and will not) at any time negotiate any clauses contained within ANY of the HUD forms included as a part of this IFB.

5.2.1.2 E-Verify Affidavit. The Contractor must certify compliance with Alabama E-Verify requirements, in that the contractor is registered, uses, and will continue to use the E-Verify, Federal Work Authorization Program throughout the contract period. This form is attached hereto as an Attachment to this IFB document. This -page form will be fully completed and executed where provided thereon by the successful proposer and will be a part of ensuing contract.

5.2.2 Assignment of Personnel. The Agency shall retain the right to demand and receive a change in personnel assigned to the work if the Agency believes that such change is in the best interest of the Agency and the completion of the contracted work.

5.2.3 Unauthorized Sub-contracting Prohibited. The Contractor 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 ED. Any purported assignment of interest or delegation of duty, without the prior written consent of the ED shall be void and may result in the cancellation of the contract with the Agency, or may result in the full or partial forfeiture of funds paid to the Contractor as a result of the proposed contract; either as determined by the ED.

5.3 Contract Period. The Agency anticipates that it will initially award a contract for the period of 1 year with the option, at the Agency’s sole discretion, of 4 additional one-year option periods, for a total maximum contract period of 5 years.

5.4 Licensing and Insurance Requirements. Prior to award (but not as a part of the bid submission) the successful bidder will be required to provide:

5.4.1 Workers Compensation Insurance. An original certificate evidencing the bidder’s current industrial (worker’s compensation) insurance carrier and coverage amount (NOTE: Workers Compensation Insurance will be required of any Contractor that has employees other than just the owner working on-site to provide the services);

5.4.2 General Liability Insurance. An original certificate evidencing General

Liability coverage, naming the Agency as an additional insured, together with the appropriate endorsement to said policy reflecting the addition of the Agency as an additional insured under said policy (minimum of $1,000,000 each occurrence, general aggregate minimum limit of $1,000,000, together with damage to…