Q26-67 - RFB-Notice to Bidders- Make-Ready Vacant Unit Turnover Services.pdf

RFB -Make Ready/Vacant Unit Turnover and Repair Services Bid: Q26-67, Town of Chapel Hill, NC September 2025 P a g e | 1 of 17

NOTICE TO BIDDERS

REQUEST FOR BIDS (RFB)

Make Ready/Vacant Unit Turnover and Repair Services for the Affordable Housing and Community Connections Department Chapel Hill, North Carolina

BID: Q26-67

CATEGORY: Repair and Painting PROJECT: Make Ready/Vacant Unit Turnover and Repair Services FROM: Zakia Alam, Purchasing and Contracts Manager NOTICE DATE: September 4, 2025 SUBMISSION DATE: October 3, 2025

**The work to be performed under the proposed Contract is subject to the requirements of HUD Section 3 (24 CFR Part 75)**

The Town of Chapel Hill, North Carolina, through its Affordable Housing and Community Connections Department, requests bids from qualified Contractors for Make Ready/Vacant Unit Turnover and Repair Services for vacant 1, 2, 3, 4, and 5-bedroom units within our public housing communities and transitional housing properties.

Given that these homes were built between 1934 and 1994, the Town is seeking Contractors who are knowledgeable about the potential risks associated with an aging housing stock and who have a demonstrated ability to deliver high-quality repairs and complete turnover services.

Complete turnover services will include cleaning, painting, minor repair services, and elective extraordinary repair services, as needed. The Town may choose to award multiple contracts to the most responsive and responsible bidder(s) who best meet the Town’s need for these services at a reasonable cost or within a competitive price schedule.

Please note that there will be a Mandatory Pre-bid Meeting held on September 16, 2025 at 10:00 AM at Town Hall, 405 Martin Luther King Jr. Blvd, Chapel Hill, NC, 27514, in the 1st floor conference room #102. A tour of one of the units close to Town Hall will follow the pre-bid meeting. All potential bidders are hereby notified that attendance at this Pre-bid Meeting is required for bids to be considered by the Town of Chapel Hill; failure to attend will disqualify submissions.

All questions about this bid package and its requirements must be emailed to Ryan Campbell, Assistant Director of Affordable Housing and Community Connections, at rcampbell@townofchapelhill.org by 3:00 PM September 22, 2025. Responses to questions received will be published as an addendum on the Town’s website www.townofchapelhill.org under the Notice to Bidders page by September 26, 2025.

Bid submittal questions should be directed to the Purchasing Division at (919) 969-5026.

Electronic Delivery: Bids must be submitted as an attachment to an e-mail message and sent to Purchasing and Contracts Manager, Zakia Alam, at zalam@townofchapelhill.org by 3:00 PM on October 3, 2025, with the following subject line: “Make Ready/Vacant Unit Turnover and Repair Services”.

Please do not submit paper copies. Bids received after this date and time will not be considered.

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.

mailto:rcampbell@townofchapelhill.org http://www.townofchapelhill.org/ https://www.townofchapelhill.org/government/departments-services/business-management/purchasing-and-contracts/notice-to-bidders mailto:zalam@townofchapelhill.org

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

The bidder’s attention is directed to the fact that the information submitted on the bid form will be considered an integral part of the Contract executed with the successful bidder(s).

All bids received will be examined promptly after the submission deadline, and an award will be made soon thereafter.

The submission of a bid from any interested Contractor is evidence that the Contractor has (a) examined the Contract and Bid Letting Documents thoroughly, and (b) attended the pre-bid meeting and familiarized themselves with all conditions affecting their bid and the possible performance of the work.

The bid of the lowest responsive/responsible bidder(s) will be accepted. The lowest responsive/responsible bidder(s) shall mean the bidder(s) who provide(s) the lowest bid, to render the services set forth in the agreement and who is known to be fit and capable of performing the services bid upon.

The Town specifically reserves the right to reject any and all bids, accept any or all parts of a bid, increase or decrease the quantity for required services to meet additional or reduced requirements, or 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 thereof.

All prospective bidders are to take special notice that performing the work per specifications as well as cost will be an important factor in determining the selection of the Contractor(s).

Anticipated Timeline

September 4, 2025: Notice Date September 16, 2025: Mandatory Pre-bid meeting/unit tour at 10:00 AM EST September 22, 2025: Questions due from bidders by 3:00 PM EST September 26, 2025: Addendum posted to Town website by 5:00 PM EST October 3, 2025: Bids due by 3:00 PM EST (See Submission Requirements) October 2025: Bid reviews complete and Contract award by 5:00 PM EST October 2025: Notice to Proceed

Town of Chapel Hill Insurance Requirements

The successful bidder shall procure and maintain during the life of the Contract the following insurance coverages:

Worker’s Compensation: Coverage to apply for all employees for statutory limits in compliance with the applicable state and federal laws. The policy must include employer’s 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.

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 underground damage coverage, sudden and accidental pollution losses, and a contractual liability endorsement.

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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.

Special Insurance Requirements:

(1) The Town of Chapel Hill, 405 Martin Luther King, Jr. Blvd, Chapel Hill, NC, is to be named as the certificate holder and an additional insured on the Comprehensive General Liability policy.

(2) Current, valid insurance policies meeting the above requirements shall be maintained for the duration of the Contract. Renewal certificates shall be sent to the Town of Chapel Hill thirty (30) days prior to any expiration date. There shall also be a 30-day notification to the Town in the event of cancellation or modification of any stipulated insurance coverage. Certificates of Insurance on an Accord 25 (8/84) or similar form meeting the required insurance provisions shall be forwarded to the Town of Chapel Hill. Wording on the Certificate of Insurance which states that no liability shall be imposed upon the company for failure to provide such notice is not acceptable. Original policies or certified copies of policies may be required by the Town at any time.

(3) All insurance required under this Contract shall be written with a company licensed to do business in North Carolina.

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INSTRUCTIONS TO BIDDERS

Make Ready/Vacant Unit Turnover and Repair Services

Affordable Housing and Community Connections Department Chapel Hill, North Carolina

The documents listed below are included in this RFB. Documents indicated BOLD must be completed and submitted with the bid to be considered responsive:

A. Bid Form and Non-Collusive Affidavit B. Statement of Bidder’s Qualifications and References C. HUD Forms: HUD-2530, HUD 5369-A, HUD 5369-B D. Section 3 Compliance Checklist E. Section 3 Business Certification (optional) F. Public Housing Site Map G. Sample Contract with Federal Assistance Provisions H. Davis-Bacon Wage Determinations

The Affordable Housing and Community Connections Department is soliciting bids for Make Ready/Vacant Unit Turnover and Repair Services for public housing and transitional housing properties located in Chapel Hill and Carrboro, North Carolina. This project is funded with federal assistance provided by the U.S. Department of Housing and Urban Development (HUD).

Bids from Section 3 and disadvantaged business enterprises (DBEs) are encouraged.

I. BACKGROUND

The Town of Chapel Hill serves a diverse population and provides affordable housing for low-income individuals and families who cannot afford housing in the private market. The Town’s transitional housing program assists low-income individuals and families wanting to transition from the Town’s public housing to private market rental housing or homeownership.

The Town owns and manages 296 public housing properties located in 12 different communities and 16 transitional housing properties in Chapel Hill and Carrboro, North Carolina. The locations of the public housing communities are identified in Attachment F (Public Housing Sites Map) and the 16 transitional housing units included in this bid announcement are identified in Sec. III, Scope of Work.

The 12 public housing neighborhoods consist of one-, two-, three-, four- and five-bedroom duplexes, triplexes, row houses, and single-family dwellings, and transitional housing units consist of two- and three- bedroom duplexes, multi-family, and single-family dwellings.

II. CONTRACT PERIOD

The initial term of performance of this Contract will run through June 30, 2026. The Town of Chapel Hill will reserve the right to renew contracts for up to four (4) additional periods of one (1) year. Any changes in the terms and conditions of this Contract must be confirmed in the form of a written amendment, which is to be approved by the Town and signed by all parties.

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III. SCOPE OF WORK

The Contractor agrees to provide all labor, materials, equipment, machinery, storage, and supervision required to perform unit turn services at any of the 296 public housing units and 16 transitional housing units. The Town will provide a comprehensive scope of work for each unit to the selected vendor(s) to ensure the units are properly cleaned, repaired, and prepared for occupancy. Any supplies or replacement items furnished by the Town will be documented in the Scope of Work for that specific project.

Any adjustments, change orders, or additions to the scope of work must be submitted in writing to the Maintenance Supervisor (or designated representative) prior to the issuance of any Notice to Proceed, and work must not begin on any changed or additional scope until the change order is fully approved.

All work shall comply with applicable Federal, State, and Local regulations, codes, and laws, whether expressly stated in the specifications. Contractors must hold all required trade licenses and perform services with the highest level of professionalism.

Basic make ready unit turn services will consist of the following tasks:

• General cleaning

• Preparation and Painting

• Minor/Routine maintenance repairs or replacements

• Site clean-up

Extraordinary unit turn repairs are discretionary and may include, but are not limited to the following:

• Major appliance replacements or upgrades (e.g. HVAC systems, furnaces, water heaters, etc.)

• Flooring installation or replacement

• Full cabinet and countertop replacements

• Major plumbing repairs

• Full bathroom replacements (tub, shower, and vanity)

A Comprehensive Scope of Work, detailing all items in need of repair or replacement during the completion of the unit turn services, will be prepared and provided to the selected Contractor(s). This comprehensive scope of work will include specs for repairs and replacement work to the interior and exterior of units, porches, steps, and exterior storage structures. All work shall be performed in accordance with the manufacturer's recommendations, and the Contractor will be responsible for correcting any defects or errors in their work at no additional cost to the Town. Permit fees for work performed on Town-owned properties are waived by the Town, however the Contractor is still responsible for obtaining and/or providing all necessary drawings and permits.

The table below provides the average square footage of all Public Housing units according to bedroom size:

Bedroom Size Number of

Units Percentage of Total Units

Average Square Footage

Total Square Footage

One Bedroom 33 11.5 713 23,529 Two Bedroom 103 34.8 826 85,078 Three Bedroom 118 39.7 955 112,690 Four Bedroom 31 10.5 1,185 36,735 Five Bedroom 11 3.5 1,440 15,840

Totals 296 100.0 273,872

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The table below provides the bedroom size and approximate square footage of the Transitional Housing units:

Property Address Number of Bedrooms Sq. Footage

501 Sykes Street 2 900

624 Sykes Street, Apt. 110 2 750 624 Sykes Street, Apt. 120 2 750 625 Sykes Street, Apt. 130 2 750 624 Sykes Street, Apt. 140 2 750 6917 Millhouse Road 3 1,575 176 St. Andrews Lane 3 1,369 105 Zeiger Lane, Apt. 100 2 972 105 Zeiger Lane, Apt. 110 2 972 110 Umstead Drive 3 1,244 111 Ashley Forest Road 2 850 203 Ashley Forest Road 2 850 213 Ashley Forest Road 2 850 336 Ashley Forest Road 2 850 702 South Merrit Mill Road 2 882

110-A Weatherstone Drive 3 1,112

General Cleaning

The Contractor agrees to provide training to all personnel providing services under this Contract on the proper use of all cleaning supplies and equipment. Contractor shall take special care in selecting cleaning agents and equipment that will not damage coatings/gaskets on and in appliances, fixtures, and other surfaces.

1. Abandoned Items and Debris Removal

• Remove and dispose of all abandoned items and debris from interior and exterior areas of the unit (including storage rooms, patios, porches, and walkways).

• Properly containerize and dispose of both hazardous and non-hazardous materials off-site in accordance with local regulations.

2. All Rooms/Living Spaces

• Clean and sanitize all surfaces to remove dust, dirt, grease, cobwebs, insects, and other debris.

• Clean and dust all light fixtures (interior and exterior), globes, windows, window frames/sills/screens, smoke and carbon monoxide detectors, switches, cover plates, thermostats, and vents.

• Thoroughly clean all walls, carpets, flooring, and base boards to remove dirt, grime, grease, old wax, stains, food spatter, and debris. Flooring shall receive two coats of non-buffing, non-yellowing wax.

• All HVAC register vents and ductwork leading to supply and return shall be cleaned and free of rust, dust, and debris.

3. Kitchen

• Remove all items, dust, and debris from cabinets, shelves, drawers, and pantry areas.

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• Clean and degrease cabinets (interior and exterior), countertops, sinks, drawers, and pantry areas.

• Apply a light coat of furniture oil (e.g., Old English), scratch coat, or approved equivalent to all cabinets and chrome polish to chrome fixtures.

• Thoroughly clean and degrease all appliances (including ranges, range hoods/fans, refrigerators, and broilers) by removing burned food particles, residue, and grime. Detach and clean all removable parts, such as drip pans, oven bottoms, and broiler pans.

• Dry appliances, relight gas pilots, and replace filters in range hoods/exhaust fans.

4. Bathroom

• Remove items and debris from cabinets.

• Thoroughly clean and sanitize all surfaces and fixtures (including floors, faucets, sinks, toilets, tubs, showers, handles/knobs, vanities, and mirrors), removing any residue, soap scum, mildew, and calcium deposits.

• Clean and sanitize all fans, vents, and grills, removing dust and debris.

5. Exterior

• Clear all debris from the perimeter of the unit—including storage areas, stairs, and porches.

• Clean all doors, screen doors, windows, and lighting fixtures to remove cobwebs, insects, and other debris.

Preparation and Painting

The Contractors shall ensure that all walls and surfaces in the unit requiring paint are clean, dry, and properly prepared before painting. Preparation includes but is not limited to: thorough cleaning and sanding of surfaces to ensure proper adhesion and an even finish, caulking/cementing joints, filling defects and nail holes with putty, and adequately protecting any surfaces or materials not being painted.

The Contractor shall paint all interior surfaces to provide a uniform appearance in Sherwin Williams SW7005 (pure white) unless another color is notated prior to work beginning. Painting shall be done in a manner that creates a high-quality uniform finish. 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. Painting shall include enamels, paints, varnishes, stains, sealers, and other coatings, whether used as prime, intermediate, or finish coats.

1. Preparation

• Thoroughly clean all surfaces (metal, wood, drywall, etc.) to be painted to remove dirt, mildew, rust, grease, and grime—scraping off all flaking and/or loose paint from ceilings, walls and trim, interior and exterior doors, windowsills, etc.

• Remove all hardware, accessories, plates, switches, brackets, hooks, and light covers before painting and reinstall only after the paint is thoroughly dry.

• Where necessary, fill all holes and cracks in walls, ceilings, doors, trims, etc., with proper paintable material for that surface type, ensuring materials are flush and seamless with existing surfaces.

• Use drop cloths, plastic, painter’s tape, and other necessary protective materials in all painting areas to ensure non-painted surfaces are properly protected.

• Treat surfaces previously painted with a glossy finish with mild surface abrasion, solvent treatment, or other appropriate methods that do not damage the surface or compromise the performance of the new paint.

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2. Paint

• All painting shall be a three-coat work in Sherwin Williams SW7005 (pure white) paint unless otherwise noted and will consist of a primer coat, base coat, and finish coat ensuring each coat is dry before applying the next.

• Apply a stain killer, sealer, and /or primer, as appropriate, to prevent bleed-through.

• Paint all walls, ceilings, and trim with semi-gloss paint.

• All painting shall be done according to the manufacturer’s recommendations and materials used for their intended purposes only (i.e., interior paint for interior surfaces and exterior paint for exterior surfaces, etc.)

• Remove all excess paint from fixtures and surfaces, including vents, countertops, electrical wall plates, switches, thermostats, light fixtures, appliances, mirrors, and similar surfaces to leave the unit clean.

Paint found to be running, dripping, or not adhering shall be repainted by the Contractor at no additional expense to the Town.

Minor and Routine Repairs

The Contractor may perform a variety of minor repairs and general maintenance work throughout the interior and exterior of housing units to restore them to an occupancy-ready condition, including but not limited to the following*:

1. Doors and Windows

• Replace damaged interior and exterior doors, screen/storm doors, and window screens

• Repair or replace all hardware, knobs, pulls, striker plates, door stops, and locks, ensuring doors and windows open, close, seal, and lock properly

2. Walls

• Repair holes up to and smaller than 4”x 4”

• Repair or replace damaged trim, molding, and drywall

• Repair loose handrails

3. Cabinets, Drawers, and Shelving

• Repair or replace hinges, guides, and hardware, as necessary, to assist in proper operation

• Repair or replace shelving and shelf brackets

• Repair or replace damaged bathroom medicine cabinets

4. Plumbing

• Repair or replace damaged or clogged shower heads, faucets, and spray hose assemblies

• Repair minor leaks and unclog minor drain clogs

• Replace toilet seat to match existing (standard or elongated)

5. Smoke and Carbon Monoxide Detectors

• Ensure all detectors are properly installed and functioning

• Install new batteries in detectors, as needed

6. Weatherstripping and Caulking

• Replace damaged or deteriorated, weatherstripping and caulk, as needed, on window/door frames and

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Scrape and remove all old caulk from vanity tops, tub and tub surround, countertops, and commode bases. Apply new 100% silicone caulk with a seamless, consistent bead once all caulk is removed.

7. Flooring

• Patch damaged VCT, ceramic, and vinyl flooring and repair missing floor tile

*Replacements shall match existing items in color and function, or be of an equivalent quality and appearance, unless otherwise specified in the comprehensive scope of work.

Site Clean-Up

The Contractor shall be responsible for all clean-up after work is completed and take special care to remove all debris, waste, surplus materials, tools, and equipment from the work site and all exterior grounds at the end of each workday, except for items explicitly approved for re-use. Under no circumstances shall cleanup tools or equipment be left on grass areas, and residual buildup on lawns, sidewalks, streets, or adjacent surfaces is strictly prohibited. This obligation applies to all trades and must be performed in a manner that ensures safe, orderly, and unobstructed conditions at all times.

1. All floors, cabinets, fixtures, and any other surfaces impacted by repairs performed under the Contract should be thoroughly cleaned to restore the unit to a condition fit for immediate occupancy.

2. All paint or chemical spills will be cleaned immediately in accordance with health and safety guidelines; no paint or washout is to be poured down drains at any time.

3. Both hazardous and non-hazardous materials must be properly containerized and disposed of off-site in accordance with local regulations.

Any items damaged by the Contractor during the performance of this Contract shall be repaired or replaced at the Contractor’s expense.

IV. TIME AND SCHEDULING

As residents vacate, time is of the essence, and quick turnover of the unit is critical for the Town to continue providing affordable housing to individuals and families.

The Contractor is expected to complete basic turnover services—including punch list items and final inspection— by the completion date specified in the Notice to Proceed. This is typically four (4) calendar days, unless otherwise noted.

Selected Contractors will be assigned work at the discretion of the Town based on experience, work quality, availability, workforce capacity, and timeliness. The Contractor shall have an opportunity to perform a walkthrough of the unit to assess whether the scope of work can be completed within the four (4) calendar days allocated. If it is determined by mutual agreement that the work exceeds the scope of basic turnover services, the Town reserves the right to adjust the project timeline accordingly.

Any reasonable requests for time extensions or change orders must be submitted in writing to the Maintenance Supervisor (or designated representative) before a Notice to Proceed is issued. If an extension is approved, the revised timeline will be reflected in the Notice to Proceed.

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V. PERFORMANCE STANDARDS

1. The Contractor(s) shall perform the services in compliance with all applicable State and Federal laws, local codes, and ordinances, and is expected to examine the specifications and instructions as outlined. Additionally, 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 this Contract.

2. The Contractor(s) must have the necessary state licenses that are applicable to the company performing business in the State of North Carolina.

3. 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 this Contract.

4. The Contractor(s) fee shall be reduced by the sum of fifty dollars ($50.00) per day for each day that the Contractor(s) fails to complete services beyond the completion date specified in the Notice to Proceed. Unless conditions beyond the Contractor(s) control exist and a waiver of the reduction is obtained from the Maintenance Supervisor (or designated representative) prior to the completion date for the unit. Any waivers are limited to the specific unit and do not affect other unit assignments.

5. The Contractor(s) fee shall be reduced by fifty dollars ($50.00) per day for each day that a failed inspection results in a delay beyond the completion date specified in the Notice to Proceed.

6. Any reasonable requests for time extensions or change orders must be submitted in writing to the Maintenance Supervisor (or designated representative) before a new Notice to Proceed is issued. If an extension is approved, the revised timeline will be reflected in the new Notice to Proceed.

7. The Maintenance Supervisor (or designated representative) may waive fee reductions at his/her discretion after discussing extenuating circumstances with the Contractor. Such waivers shall be in writing at the time of the service.

8. The successful bidder shall agree, if his/her bid is accepted, to contract with the Town of Chapel Hill, in the form of Contract provided, to furnish all necessary materials, equipment, machinery, apparatus, means of transportation, and labor necessary to complete Make Ready/Unit Turn Repair 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.

VI. BID SUBMISSION REQUIREMENTS AND DOCUMENTATION

Electronic Delivery: Bids must be submitted as an attachment to an e-mail message and sent to Purchasing and Contracts Manager, Zakia Alam, at zalam@townofchapelhill.org with the following subject line:

“Make Ready/Vacant Unit Turnover and Repair Services”

Please note that emailed bids must be received by the specified deadline according to the internal clock of the Town of Chapel Hill’s server receiving the bid. Bids received after the deadline will not be considered and no paper copies will be accepted. Submittals must include the documentation below to be rendered responsive:

mailto:zalam@townofchapelhill.org

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Bid Form and Non-Collusive Affidavit Statement of Bidder’s Qualifications and References HUD Forms: HUD-2530, HUD 5369-A, HUD 5369-B Section 3 Compliance Checklist Section 3 Business Certification (optional) - businesses seeking preference must prove Section 3 status and/or qualitative efforts to meet Section 3 initiatives (refer to the “Section 3 Compliance Checklist).

Bid forms must be completed in ink or typewritten. If necessary, additional copies can be obtained from our website at www.townofchapelhill.org on the Notice to Bidders page by scrolling to the bid number and name of this project.

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 Make Ready/Vacant Unit Turnover and Repair Services until one or more of the bids have been duly accepted.

The submission of a bid from any interested Contractor(s) is evidence that the Contractor:

a) has examined the sample Contract for Make Ready/Vacant Unit Turnover and Repair Services and Bid Letting Documents thoroughly, and;

b) had an opportunity to visit a public housing community and tour a unit similar in nature to where their work will be performed, and;

c) has taken the time to familiarize themselves with all conditions affecting their bid and the best performance of the work, and;

d) understands that the information submitted on the bid form will be considered a fundamental part of the Contract

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

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 Contract and has demonstrated that they are fit and are capable of performing the services bid upon.

VII. VENDOR SELECTION

The Section 3 regulation at 24 CFR Part 135.36 provides preference to Section 3 businesses that submit responsive and responsible bids for Contracts, but does not guarantee the award of Contracts. The Town will grant preferential consideration to Section 3 and disadvantaged businesses that provide evidence of their status or qualitative efforts to meet Section 3 initiatives.

The Town of Chapel Hill’s Affordable Housing & Community Connections selection committee will perform a review of all submissions to evaluate the Bidder’s ability to perform successfully under the terms and conditions of the proposed Contract.

Each bid will be evaluated based on the following criteria:

https://www.townofchapelhill.org/government/departments-services/business-management/purchasing-and-contracts/notice-to-bidders/subscribe-to-bid-notices

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Criteria Maximum Points

A. Cost Competitiveness 50 B. Responsiveness to RFB Requirements 35 C. Quality of References 25 D. Experience and Qualifications 25 E. Capacity/Readiness to Proceed 15

Total Points 150 Section 3 Business Concern 5 M/W/DBE Designation 5

Total Points with Preference 160

A. Ability to provide quality services at the lowest and most reasonable cost.

B. Submission is complete, accurate, organized, and adheres to the instructions outlined in the bid package.

C. References are credible, relevant to the services requested, and the information provided is complete.

D. Evidence of the Contractor’s and/or company’s ability to perform the work, demonstrated through professional and technical competence, relevant expertise, past performance, financial stability, and insurability. Proven knowledge of industry standards, regulations, and best practices and has the necessary certifications, licensure, and skilled personnel to provide quality service.

E. Ability to begin work promptly and complete the project within established timelines. Has adequate resources, qualified staff, equipment, and workload capacity to ensure timely performance.

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ATTACHMENT A

BID FORM AND NON-COLLUSIVE AFFIDAVIT

BID: Q26-67

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The undersigned, as Bidder, hereby declares that the only person(s) interested in this bid as principals are named herein and that no other person than herein mentioned has interest in this bid or in the Contract to be entered into; that this bid is made without connection with any other persons, company or parties making a bid or proposal and that it is in all respects fair and in good faith without collusion or fraud.

The undersigned acknowledges receipt of the following addenda, which will be considered an integral part of the Contract documents:

Addendum No. __________ Dated __________

1. The undersigned further declares that he has examined the site of the work and informed himself fully in regard to all conditions pertaining to the place where the work is to be done; that he has examined the specifications of the work and Contract documents relative hereto, and has read all special provisions furnished prior to the due date and time of the bids and that he has satisfied himself relative to the work to be performed.

2. The Bidder further declares that he has received and examined the Make Ready/Vacant Unit Turnover and Repair Services Contract, Bid Letting Documents, and Specifications, and will abide by these requirements in performing the contracted services.

4. The undersigned further agrees to begin the work promptly upon receipt of the Notice to Proceed order.

5. The undersigned acknowledges and accepts that actual project requirements may vary and that the proposed prices are good faith estimates inclusive of all related costs, labor, overhead, and applicable fees.

6. The undersigned hereby agrees that the Town of Chapel Hill reserves the right to reject any and all bids when such rejection is in the best interest of the Town of Chapel Hill

Please provide pricing according to bedroom size and estimated square footage in the table below:

Service

1-BDR

600 – 850 Sq. Ft.

2-BDR

750 – 975

Sq. Ft.

3-BDR

955 – 1,575

Sq. Ft.

4-BDR

1,150 – 1,200

Sq. Ft.

5-BDR

1,350 - 1,440

Sq. Ft.

General Cleaning

Prep & Painting

TOTAL $ $ $ $ $

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Category UOM Price Doors & Hardware

Install Exterior Fiberglass Pre-hung Door 36" x 80" Ea.

Install Exterior Fiberglass Pre-hung Door 32" x 80" Ea.

Replace Wood Interior Door 18" Solid Ea.

Replace Wood Interior Door 24" Solid Ea.

Replace Wood Interior Door 28" Solid Ea.

Replace Wood Interior Door 30" Solid Ea.

Replace Wood Interior Door 30" Solid Ea.

Replace Wood Interior Door 32" Solid Ea.

Replace Wood Interior Door 36" Solid Ea.

Interior Door Jambs Ea.

Install Thresholds Ea.

Screen Door 36" Ea.

Screen Door 32" Ea.

Glass Storm Door 36" Ea.

Full Glass Storm Door 32" Ea.

Install Hardware (Hinges, Latches, Knobs) Ea.

Windows Window Trim/Casing Ln. Ft.

Drywall & Trim Drywall Replacement Sq. Ft.

Baseboard/Trim (Wood) Ln. Ft.

Rubber Wall Base Cove Ln. Ft.

Acoustical (Popcorn) Removal and Repair Sq. Ft.

Electrical Install LED Light Fixtures Ea.

Replace Switches Ea.

Replace Receptacles Ea.

Replace GFCI's Ea.

Install through-the-wall exhaust fan Ea.

Replace Range Hood Ea.

Plumbing Replace Sink (Kitchen) Ea.

Replace Sink (Bathroom Lavatory) Ea.

Replace Commode, Complete Ea.

Replace Commode Flange Ea.

Replace washer box Ea.

Install Hose Bibs Ea.

September 2025 P a g e | 15 of 17

Install new Delta Classic 500 60"x30” tub & FRP surround Ea.

HVAC

Replace supply register Ea.

Replace return air filter grill Ea.

Cabinets Remove/Replace Countertop Ln. Ft.

Remove/Replace Wall Hung Cabinets Ln. Ft.

Remove/Replace Base Cabinets Ln. Ft.

Stain/Varnish/Clear Coat Sq. Ft.

Install Hardware (Hinges, Latches, Knobs) Ea.

Floor Covering Install VCT Sq. Ft.

Install Ceramic Tile Sq. Ft.

Install Luxury Vinyl Plank Flooring Sq. Ft.

Fences Replace Wood Fence Ln. Ft.

SUBMITTED BY THE FOLLOWING BUSINESS ENTITY:

Name of Business Entity: _________________________________________

By: _________________________________________

Printed Name: _________________________________________

Title: ___________________________________________

Business Entity Address: _________________________________________

ATTACHMENT B

September 2025 P a g e | 16 of 17

STATEMENT OF BIDDER'S QUALIFICATIONS

All questions must be answered, and the data given must be clear and comprehensive. If necessary, questions may be answered on additional sheets and attached to this statement.

1. Name of Business:

2. Business Address:

3. Business Telephone No.:

4. Contact Person(s) and Title(s):

5. Business Tax ID No.: NC General Contractor License No.:

6. Date Organized/Incorporated: Where:

7. List current workload or contracts scheduled for the next six (6) months (provide approximate start dates and anticipated completion dates):

8. Is the company represented and certified as a: (select all that apply)

Women-owned business enterprise Minority business enterprise

Section 3 business concern Historically Underutilized business

9. List the important projects completed in the last three (3) years by your company:

Project Name Client / Organization Contact Amount Month & Year Completed

10. General character of work performed by your company (i.e., trade specialty):

11. Have you ever defaulted on or failed to complete any work awarded to you? No Yes

If yes, please explain:

12. Has the company ever been party to or involved in any action related to discrimination based upon race, color, creed, nationality, sex, age, familial status, or religion? No Yes If yes, please explain:

ATTACHMENT B

Bid: Q26-67, Town of Chapel Hill, NC September 2025 P a g e | 17 of 17

13. Has the company ever caused a lien for material or mechanical work default payment to be placed against a homeowner? No Yes If yes, please explain:

14. Has the company ever been debarred, suspended, or otherwise prohibited from professional practice by any federal, state, or local agency? No Yes If yes, please explain: ______________________

15. Please provide the names and contact information for three (3) references for whom your company has performed work of a similar nature, scope, or size:

Company Name

Address

Contact Person

Contact Number

Contact e-mail

Contract Period

Contact Person

Contact Number

Contact Person

Contact Number

Signature & Certification

I certify that the information provided above is true and accurate to the best of my knowledge.

Name of Business Entity: ____________________________________________________

Authorized Signature: ____________________________________________________

Printed Name: ____________________________________________________

Title: ____________________________________________________

Date: ____________________________________________________