Q26-34-RFB South Estes Restoration.pdf

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NOTICE TO BIDDERS

REQUEST FOR BIDS (RFB) FOR

Restoration Services in South Estes Neighborhood for Chapel Hill Public Housing Chapel Hill, North Carolina

BID: Q26-34

CATEGORY: Restoration Services PROJECT: Restoration Services in South Estes Neighborhood FROM: Zakia Alam, Purchasing and Contracts Manager NOTICE DATE: July 14, 2025 SUBMISSION DATE: July 21, 2025

The Town of Chapel Hill, North Carolina, Affordable Housing and Community Connections Department requests bids from qualified Contractors for Restoration Services for its 19 public housing units and one community center located in the South Estes neighborhood. These units were affected by Tropical Storm Chantal.

Please note that there will be an optional pre-bid site visit on Wednesday, July 16, 2025, 11:30 AM at South Estes, 320 South Estes Drive Extension, Chapel Hill, NC 27514.

If you have any questions regarding the project sites, please call Ian Dalton at (919)240-3531.

All questions must be received in writing by Ryan Campbell, AHCC Assistant Director at rcampbell@townofchapelhill.org no later than 3:00 PM on Wednesday, July 16, 2025. If necessary, the Town will issue a written addendum to clarify any issues raised. The addendum will be posted on the town website, www.townofchapelhill.org, on July 17, 2025. Any oral explanations or instructions given by Town staff will not be binding on the Town.

If you should have any questions on the bidding procedures, please contact the Purchasing Division at (919) 969-5022.

Bids are due by 5:00 PM on Tuesday, July 21, 2025. Please email the bids as a pdf attached to the email to Zakia Alam, Purchasing and Contracts Manager, at zalam@townofchapelhill.org with “Restoration Services in South Estes Neighborhood” in the subject line. A contract will be awarded as soon as possible after the bid closing, and the awarded contractor is expected to start work immediately after receiving the notice to proceed.

The Town of Chapel Hill reserves the right to reject any and all bids for any reason or no reason and to accept the bid most favorable to the Town of Chapel Hill.

All bids received after 5:00 PM on July 21, 2025, will not be considered.

Attachments:

A. Sample Contract with additional provision for contracts funded through Federal assistance mailto:Ryan mailto:rcampbell@townofchapelhill.org http://www.townofchapelhill.org/ mailto:zalam@townofchapelhill.org

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B. Bid form and non-collusive affidavit

C. Statement of Bidder’s Qualifications

F. Previous Participation Certification (HUD 2530)

G. Representations, Certifications, and Other Statements of Bidders (HUD 5369-A)

H. Section 3 Affirmative Action Plan

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INSTRUCTIONS TO BIDDERS

RESTORATION SERVICES IN SOUTH ESTES NEIGHBORHOOD

CHAPEL HILL PUBLIC HOUSING

BID: Q26-34

The Town of Chapel Hill is soliciting bids for restoration services for 19 public housing units and one community center in the South Estes neighborhood in Chapel Hill, North Carolina. This project is funded with Federal funding provided by the U.S. Department of Housing and Urban Development. (See Attachment A – Exhibit B for further explanation)

A. BACKGROUND

Tropical Storm Chantal resulted in significant flood damage to 37 public housing units and one community center owned by the Town of Chapel Hill. This RFB covers time and materials restoration work for 19 of the affected housing units only all located in the South Estes neighborhood. All prior flood cuts, drying, and environmental remediation work have been completed.

B. SCOPE OF WORK

The contractor agrees to provide all labor, materials, equipment, machinery, storage, electricity, water, utilities, supervision, and services required to perform the restoration services at 19 public housing units located in the South Estes neighborhood.

Work shall be completed in compliance with all Federal, State, and local regulations, provisions, codes, and laws whether or not indicated in the specifications. The contractor is to perform and maintain a high level of professionalism in the performance of the following services on the housing units.

The selected contractor will be responsible for completing all work necessary to restore each unit to a livable, move-in-ready condition. This includes, but is not limited to:

• Drywall repair or replacement

• Flooring repair or replacement

• Cabinet repair or replacement

• Interior doors, trim, baseboards, or other damaged fixtures

• Painting, caulking, or finishing as necessary

• Work must comply with applicable HUD habitability standards and local codes

All work must be completed on a time and materials basis. The selected contractor must be able to begin work promptly and coordinate with Town personnel minimize displacement.

C. PAINTING

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The Contractor shall paint all interior surfaces to provide a uniform finish and to produce a thoroughly complete and finished job. Paint will be applied to all interior surfaces throughout the units on walls, ceilings, doors, and wood trim using a roller or paint brush, spraying is not allowed. The Contractor shall sand, clean, and paint the exterior front and rear entrance doors. The exterior of the doors shall be color matched and painted with Sherwin Williams SuperPaint Exterior Acrylic Latex gloss finish paint (PN: A80W03151).

Work shall be performed in accordance with the manufacturer's recommendations. The Contractor will be responsible for correcting any work not accepted by Town's staff at no additional cost. Painting shall include enamels, paints, varnishes, stains, sealers, and other coatings, whether used as prime, intermediate, or finish coats.

Painting shall consist of prepping a room, unit, apartment, and/or structure for the complete application of paint. Unless specified or instructed otherwise by the Town, interior and exterior painting shall be a three-coat work in a color that matches the existing paint. All interior surfaces, other than bathroom and kitchen shall be painted with Sherwin Williams ProMar 200 Zero VOC Interior Latex flat paint (Pure White SW7005). The bathroom and kitchen areas shall be painted with ProMar 200 Zero VOC Interior Latex semi-gloss (Pure White SW7005). There will be no additional cost if more than three coats of paint are required. A complete paint job will consist of a primer coat, base coat, and finish coat. All painting shall be done according to the manufacturer's recommendations or as specified herein when in conflict.

Material provided will be used for their intended purpose only (i.e., interior paint for interior surfaces and exterior paint for exterior surfaces, etc.).

D. PAINT PREPARATION

1. Contractor shall scrape off all flaking and/or loose paint from ceiling, walls and trim, interior and exterior doors, and windowsill surfaces. Where chipped paint exists, sanding will be performed by use of various grades of sandpaper to featheredge chipped area to allow a smooth flow of paint and prevent further chipping.

2. Contractor shall perform surface prep throughout the unit on all walls and surfaces requiring painting for the application of paint. The Contractor shall repair all damaged sheetrock surfaces up to 4" in diameter or square. Contractor will paint the unit in accordance with the terms of this proposal and the Scope of Work.

3. Contractor will clean the unit, eliminating all excess or painted areas on fixtures and surfaces, such as vents, counters, electrical wall plates, switches, thermostats, light fixtures, appliances, mirrors, etc.

4. Before painting, all adjacent surfaces not being painted shall be carefully protected. Contractor shall remove all hardware, accessories, plates, switches, light covers, and similar items or covers to provide ample protection of such items. Contractor shall provide and use drop cloth in all areas where painting is being done.

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5. All nails, screws, brackets, debris, etc., shall be removed. All holes in the walls, ceilings, doors, trim, etc., as well as cracks, will be properly filled or caulked flush with existing surfaces. Finish will match all other existing finish work.

6. All bare wood shall receive a thorough primer coat prior to the application of any finish coats of paint. Under no circumstances shall a finish coat product be used as a suitable substitute for a primer product manufactured solely for that purpose.

7. New doors shall be primed or stained on all six (6) sides before final paint is applied.

8. The Contractor shall ensure sufficient drying time between primer and subsequent finish coats, as recommended by the manufacturer of the product.

9. Appropriate texture and primer products will be used where repairs are made on ceilings, walls, siding, or trim work.

10. In areas where exposed grain or transparent finishes exist, the Contractor will be required to use putty or other fillers to match the existing color shade.

11. Any loose, cracked, or chipped filler materials shall be completely removed and redone prior to any application of primer or finish coat products.

12. Unfinished walls and ceiling surfaces due to repairs will be textured with matching texture and painted (to include new and old patches and /or repairs).

13. All old caulking material will be removed and replaced with new caulking around tubs, fixtures, countertops, and other surfaces as required. New caulking around tub and sink areas shall be DAP Kitchen & Bath 100% Silicone (color white) or an approved equal.

14. Surface preparation (Interior and Exterior); Intercoat Adhesion: Previously painted areas having a glossy surface which detrimentally affects the adhesion of the subsequent coat shall be treated by mild surface abrasion, solvent treatment, or other suitable processes which will not cut through or detract from the performance of the paint. All foreign substances such as oils, greases, waxes, or dust shall be removed to ensure proper adhesion of the new coat.

15. Plaster Surfaces: Plaster shall have all loose and scaling paint removed. All depressions and cracks shall be routed out to a minimum of ½ inch width, filled with patching plaster, and sanded smooth to produce a uniform homogenous surface. All dirt and grease shall be removed from the surface prior to any application of paint. If existing paint has a hard, glossy finish, the surface shall be lightly sanded or treated with a wash as recommended by the manufacturer of the new paint to be applied.

16. Gypsum Wallboard: All gypsum wallboard surfaces shall have all dirt, dust, oil, grease stains, and loose and scaling paint removed. All cracks shall be struck with a knife or other suitable tool to

P a g e 6 | 10 remove loose gypsum and paint and filled with joint cement. The joint cement shall be forced into the open joint and bonded to both edges of the separated wallboard. After the cement has dried, the area shall be sanded smooth and shall blend with adjacent surfaces.

17. Wood Surfaces: Wood surfaces to be painted shall be prepared by the Contractor in accordance with standard practices of the trade. Wood or hardboard surfaces shall be cleaned. All loose paint, dirt, oil, or other foreign substances shall be removed. Finished surfaces exposed to view shall, if necessary, be made smooth by planning and/or sanding. All split, dented, warped, or decayed trim wood shall be replaced; loose pieces shall be secured. All non-structural nails and fasteners shall be removed, and all voids in and between finished woodwork shall be filled with wood filler by the Contractor. All protruding nails shall be set, and the holes shall be filled with wood filler. Decayed wood shall be replaced. Existing paint build-up on edges of doors shall be removed prior to applying a new coat. The Contractor shall leave painted doors open for a sufficient time to allow the paint to dry.

18. Treatment of Mildew and Greasy Areas Requiring Washing: Mildew and grease on painted surfaces shall be cleaned by the Contractor before painting. After scrubbing, the surface shall be rinsed with clean water and allowed to dry. When applicable, a stain killer, sealer, and /or primer shall be applied to the affected area to prevent bleed-through.

E. CLEAN UP

1. Contractor shall remove all debris from the work site on a daily basis, with exception of items approved for re-use. This will apply to all trades.

2. The Contractor shall remove all equipment and debris from the exterior grounds and will not leave cleanup tools or any other equipment on any grass areas. Residual buildup on yard surfaces, sidewalks, or streets is strictly prohibited.

3. Contractor shall be responsible for any damage to the property and shall take remedial action at their own expense to correct such issues.

4. All floors, cabinets, fixtures etc., that require cleaning as a result of repairs made shall be cleaned, leaving the apartment ready for occupancy.

5. Contractor shall replace all missing, cracked, and broken electrical outlet covers and light switch covers throughout the apartment. All outlet and switch covers shall be ivory color. All outlet covers shall be EASLE ELECTIC jumbo size: ¾" longer and wider than standard or approved equal.

6. In accordance with the manufacturer's recommendations, all tile floors, whether repaired or not, shall be properly and thoroughly cleaned and free from any old wax, dirt, or stains and shall receive two coats of non-buffing, non-yellowing wax, and the baseboard/quarter-round should be caulked

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7. As applicable, all cabinets shall receive a light coat of furniture oil (e.g., Old English) scratch coat or approved equal, and wiped down and cleaned free of any heavy oil residue, grease, grime, dirt, stains, etc.

F. TIME FRAME

Due to the displaced nature of the residents of these units and the importance of the work the Town intends to proceed as soon as possible. A proposed completion schedule must be submitted with the response. The respondent must also design a project not to exceed the approved budget.

G. BID SUBMISSION REQUIREMENTS AND INSTRUCTIONS

All bids submitted pursuant to this Request shall include the following information and comply with the following instructions and procedures:

1. Bids will be accepted until 5:00 p.m. July 21, 2025, for the furnishing of all labor, materials, equipment, storage, supervision, electricity, and services required to perform professional Restoration Services. Please email bids to zalam@townofchapelhill.org.

2. All bids received after the time and date specified will not be considered.

3. All bids must be submitted on the attached Contractor's Bid Form and Non-Collusive

Affidavit and included herein and identified as Attachment B.

4. Any bid may be withdrawn up until the time set for the opening of bids. Any bid not so withdrawn shall constitute an irrevocable offer to provide the services set forth in the Contract for Restoration Services until one or more of the bids have been duly accepted.

5. The bidder's attention is directed to the fact that the information submitted on the bid form will ultimately be considered as an integral part of the Contract executed with the successful bidder.

A copy of the Contract for Restoration Services is attached for your review.

6. The submission of a bid from any interested Contractor is in and of itself evidence that the

Contractor has examined the Contract for Restoration Services and Bid Letting Documents thoroughly. The Contractor should have taken the time to familiarized them(selves) with all conditions affecting their bid and the best performance of the work.

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7. Bid forms must be completed in ink or typewritten. If necessary, additional copies can be obtained from our website at www.townofchapelhill.org. Under the Businesses Tab, scroll down to Bid Notices and the name of this project.

8. Bids shall be emailed to zalam@townofchapelhill.org with " Restoration Services in South

Estes Neighborhood " in the subject line.

9. All bids received will be examined promptly, and the award will be made at the earliest possible date thereafter.

10. The bid of the lowest responsive and responsible bidder(s) will be accepted. The lowest responsive and responsible bidder(s) shall mean the bidder(s) who make(s) the lowest bid, to provide the services set forth in the agreement and who is known or has demonstrated that they are fit and are capable of performing the services bid upon.

11. The Town specifically reserves the right to reject any and all bids, to accept any or all parts of a bid, to increase or decrease the quantity for required services to meet additional or reduced requirements or to re-solicit bids on the required services, or to reject any and all bids and formally advertise for bids on the required services or portions hereof.

12. All prospective bidders are to take special notice that completion time, as well as cost, will be important factors in determining the selection of the contractor. Only contractors with a demonstrated ability for Restoration Services will be awarded this contract.

13. All required services shall be performed by the contractor in compliance with all applicable

State and Federal laws, local codes, and ordinances. In addition, the services shall comply with the Federal Labor Standards Provisions furnished by the U. S. Department of Housing and Urban Development, which will be attached and included as an integral part of the Agreement for restoration services.

14. The contractor must satisfy the following minimum requirements before being awarded contracts under the above program (s):

• Must complete and return Attachment B; Bid Form and Non-Collusive Affidavit along with the following attached documents:

• Statement of Bidder's Qualifications (Attachment C)

• Previous Participation Certification (HUD2530) (Attachment F)

• Representations, Certifications, and Other Statement of Bidders

(HUD 5369-A) (Attachment G)

• Section 3 Affirmative Action Plan (Attachment H)

• Must have the necessary city and state licenses that are applicable to the company performing business in the State of North Carolina and the Town of Chapel Hill.

mailto:zalam@townofchapelhill.org

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15. Contractor shall perform the services in compliance with all applicable state and local codes and ordinances and shall be expected to examine the specifications and all instructions as outlined.

16. The successful bidder shall agree, if his/her proposal is accepted, to contract with the Town of

Chapel Hill, in the form of contract provided, to furnish all necessary materials, equipment, machinery, apparatus, water, electricity, means of transportation, and labor necessary to complete Restoration Services in full and to complete in accordance with instructions, specifications, and contract documents to the full and entire satisfaction of the Town of Chapel Hill with a definite understanding that no money will be allowed for extra work except as set forth in the Contract documents. In return for the services accomplished pursuant to the Contract, upon receipt of notice that the work is ready for inspection and acceptance, the Town shall promptly make such inspection. When the Town finds the work acceptable under the Contract and the Contractor fully performed, including punch list items, the Town shall authorize the payment to the Contractor less a 5% retainage fee. The retainage fee will be held up to forty-five (45) days after the final inspection.

B. PROCESS FOR SELECTION OF VENDOR

Each proposal will be evaluated based on the following factors:

1. Adherence to requirements listed in the “Scope of Work.”

2. Qualifications for contractor or company, both in terms of documented experience, and professional background of past performance, and experience and the ability to perform the services determined by the proximity to work area, current workload, and organizations for providing services, including experience with similar work and with governmental entities.

3. Evidence of the contractor and/or company's ability to perform the work, as indicated by professional and technical competence, technical expertise and experience and their past work history, and financial stability and insurability.

4. Past performance in terms of cost control, quality of work, and compliance with performance schedules;

5. Provide at least three references. Please include the company name and the name, title, phone number, and email address of the contact person.

6. Knowledge of Federal, State, and Local building codes, regulations and provisions, Federal

Labor and Wages Standards, and Section 3 provisions;

7. Confirmation that the contractor or company is not debarred, suspended, or otherwise prohibited from professional practice by any Federal, State, or local agency.

8. Cost of service, time of response, and completion time.

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C. INSURANCE PROVISIONS

1. Workers' Compensation: Coverage to apply for all employees for statutory limits in compliance with the state and federal laws. The policy must include employers' liability with a limit of $100,000 for each accident, $ 100,000 bodily injury by disease each employee and $500,000 bodily injury by disease policy limit.

2. Commercial General Liability: Shall have minimum limits of $1,000,000 per occurrence combined single limit for bodily injury liability and property damage liability. This shall include premises and/or operations, independent contractors, products and/or completed operations, broad form property damage and explosion, collapse, and under-ground damage coverage, and a contractual liability endorsement.

3. Business Auto Policy: Shall have minimum limits of $1,000,000 per occurrence combined single limit for bodily injury liability and property damage liability. This shall include: owned vehicles, hired and non-owned vehicles and employee non-ownership.

4. The Town of Chapel Hill, 405 Martin Luther King, Jr. Boulevard, Chapel Hill, North

Carolina, is to be named as the certificate holder and an additional insured on the Commercial General Liability policy.

5. Current and valid insurance policies meeting the above requirements shall be maintained for the duration of the project. Renewal certificates shall be sent to the Town 30 days prior to any expiration date. There shall also be a 30-day notification of any stipulated insurance coverage.

Certificates of insurance on an Acord 25 Form meeting the required insurance provisions shall be forwarded to the Town of Chapel Hill's Purchasing Agent. Wording on the Certificate that states that no liability shall be imposed upon the company for failure to provide such notice is not acceptable. The Town may require original policies or certified copies of policies at any time.

6. Certificates of Insurance for all the insurance coverage described herein shall be submitted to the Town upon execution of this contract.

7. If the Contractor does not meet the insurance requirements of the specifications, alternate insurance satisfactory to the Town of Chapel Hill may be considered.

8. All insurance required under this agreement shall be written with a company licensed to do business in North Carolina. Certified copies of insurance policies may be requested by the Town.

Statement of Bidder's Qualifications (Attachment C)