Rice Terrace Roof Drain Repairs Building S-IFB Draft.pdf

INVITATION FOR BID

Issue Date: April 29, 2026

Title: Rice Terrace Roof Drain Repairs Building S

RFP Number: BH-1480.CFP25.RTSRoofDrainRepair.01.0326

Issuing Authority: Beyond Housing 120 Hope Lane Bristol, VA 24201

Period of Contract: One hundred and twenty (120) Consecutive Calendar Days

Pre-bid Conference: May 13, 2026 at 2:00 p.m. at Beyond Housing

Comments on specifications: May 20, 2026, by 4:00 p.m. in writing to:

Kris Littreal, BRHA, 120 Hope Lane Bristol, VA 24201 Email: klittreal@beyondhsg.com

Proposals Received Until: May 27, 2026, 3:00 p.m. local prevailing time

120 Hope Lane Bristol, Virginia 24201

INVITATION FOR BID

Beyond Housing (“BH”) (formerly Bristol Redevelopment and Housing Authority) will accept sealed Bids from qualified, licensed firms to provide roof drain repairs for a specified development of Beyond Housing located in Bristol, Virginia. Related work to include but be not limited to excavating and all associated work. Bids will be received until 3:00 p.m. local prevailing time on May 27, 2026, at Beyond Housing, 120 Hope Lane, Bristol, VA 24201.

The Bidder shall furnish all labor, materials and supplies, equipment, tools and any services, accessories and procedures necessary to perform under these specifications in an expeditious, substantial and workmanlike manner to the satisfaction and acceptance of the Bristol Redevelopment and Housing Authority.

The CONTRACT DOCUMENTS may be obtained at the office of Beyond Housing, 120 Hope Lane, Bristol, Virginia beginning April 29, 2026.

A pre-bid conference will be held on May 13, 2026, at 2:00 p.m. Prospective bidders will meet the Owner at Beyond Housing, Training Room, 120 Hope Lane, Bristol, Virginia.

Comments on specifications or other provisions in this Invitation for Bid may be submitted in writing by 4:00 p.m. on May 20, 2026, to Kris Littreal, Facilities Directors, Beyond Housing, 120 Hope Lane, Bristol, VA 24201, email klittreal@beyondhsg.com, or Fax 276-642-2009. The sender is responsible for confirming receipt of email by BH

BIDDERS are required to comply with all applicable state and local governments licensing and permit requirements as they may apply to this work. All sub-contractors of the successful bidder shall comply with this requirement as well.

If the Bid is in the amount of $10,000 or more, the BIDDER and its SUB- CONTRACTORS must comply with the provisions of Executive Orders 11246 and 11375, which prohibit discrimination in employment regarding race, creed, color, sex, or national origin.

Bidders must certify that they do not, and will not, maintain or provide for their employees any facilities that are segregated on a basis of race, color, creed, or national origin.

The work to be performed under this contract is on a project assisted under a program with direct financial assistance from the United States Department of Housing and Urban Development and is subject to the requirements of the Section 3 clause of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u. The parties of this contract will comply with the provisions of said Section 3 clause and the regulations issued pursuant thereto by the Secretary of Housing and Urban Development set forth in Title 24 of the Code of Federal Regulations. Compliance with the provisions for Equal Employment Opportunity is required on this project.

Beyond Housing reserves the right to reject any or all Bids and to waive any informality in proposals received whenever such rejection or waiver is in the best interest of Bristol Redevelopment and Housing Authority.

Lisa Porter

Executive Director

INSTRUCTIONS TO BIDDERS

1. A pre-bid meeting will be held on May 13, 2026, at 2:00 p.m. at Beyond Housing office located at 120 Hope Lane, Bristol, Va. All prospective bidders are urged to attend. Non-attendance on the part of the bidder shall not relieve the bidders of any responsibility for adherence to any of the provisions of this proposal.

2. Comments on specifications or other provisions in this invitation to bid may be submitted in writing before 4:00 p.m., May 20, 2026 to Kris Littreal, Beyond Housing, 120 Hope Lane, Bristol, VA 24201, email klittreal@beyondhsg.com, or Fax 276-642- 2009. The sender is responsible for confirming receipt of email by BH.

3. The bidder’s response must be submitted with original signature on ALL forms

(Certification Regarding Debarment and Suspension, Offeror Data Sheet, Non- Collusive Affidavit, Section 3 Business Self Certification, Financial Disclosure Form, Certificate as to Corporate Principal and HUD Form 5282) requiring signatures in a sealed envelope. The IFB Number: BH- 1480.CFP25.RTSRoofDrainRepair.01.0326 (BH and Bidder’s company name shall be shown on the top left corner of the envelope. All bids submitted must be addressed to Kris Littreal, Beyond Housing,120 Hope Lane, Bristol, VA 24201.

4. The bid must be received by Beyond Housing by the date and time shown on the

(IFB) document. The IFB forms must be completely filled out as instructed and must be signed in BLUE ink. A completed Proposal Form (Attachment A), shall be submitted with the Proposal.

5. Submit evidence that the firm is currently covered by insurance and has a City of

Bristol, Virginia business license or certification will be acquired if successful low proposer.

Please read this and all other sections carefully for further instructions.

No-Bid Response: If you do not wish to bid on this solicitation, return this page only via fax (276) 642-2009 or mail, after completing the information below.

Vendor Name: Phone/Fax:

Address:

Reason for No-Bid:

Do you wish to remain on the Bidder List for the service? YES NO

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TABLE OF CONTENTS

1. PURPOSE 5

2. SCOPE OF WORK 5-6

3. GENERAL TERMS AND CONDITIONS 6-12

4. SPECIAL TERMS AND CONDITION 12-13

5. SUPPLEMENTARY INSTRUCTIONS TO BIDDERS 13

6. ATTACHMENT “A” BID FORM 14-15

7. EXHIBIT “A” WAGE DETERMINATION RATES, FORM WH-347 WITH 16-30

INSTRUCTIONS, HUD 5282 AND DAVIS BACON JOB POSTER

8. EXHIBIT “B” SITE MAP 31

9. EXHIBIT “C” HUD 5369 32-36

10. EXHIBIT “D” HUD 5369-A 37-40

11. EXHIBIT “E” – HUD 5370-EZ 41-44

12. EXHIBIT "F” – Drawings 45-49

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INVITATION TO BID

1. PURPOSE:

The purpose of this Invitation for Bid (“IFB”) is to obtain bids from qualified and appropriately licensed Contractors to provide the labor, materials, equipment, and permits necessary for roof drain improvements for a specified development of Beyond Housing (“BH”). The work will include but be not limited to excavating, filling, cutting concrete and all associated work. Sole criteria for contract award are made to the responsive and responsible bid offering the lowest price. Project time is 120 calendar days from contract execution to final completion.

2. SCOPE OF WORK:

Contractor must provide all labor, materials, equipment, permits and other necessary resources to properly perform the services per the specifications as outlined herein:

A. The work consists of furnishing all labor, materials, equipment and services necessary to complete the repair of building downspout drainage system. The work shall include but not limited to pedestrian traffic control, saw cutting, excavation, backfilling, compaction, seeding & drain installation.

B. Locations are called out on attached drawings.

C. Contractor will be responsible for visiting site to determine preparation, materials, labor, and equipment required for completing quotation document.

D. Contractor will be responsible for the safety of the public and vehicles while performing work.

E. Contractor will be responsible for maintaining an entrance and exit way for foot traffic.

F. Contractor will be responsible for keeping work area safe and secure from the general public.

G. Contractor will be responsible for removing all job related trash and debris daily.

H. Contractor will be responsible for damage to utilities, yards, parking lots and manmade structures.

I. Owner (BH) reserves the right to stop or reschedule work due to unsafe conditions.

J. Contractor shall follow all applicable City, County, State and Federal codes and regulations, as well as proper safety requirements.

K. Contractor will be responsible for weekly Davis Bacon Certified Payroll submittal, including any sub-contractor used.

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Contractors shall submit all products to BH for review and approval prior to starting work. Three (3) copies of each product shall be submitted using industry standards for product submission to BH. BH will return one (1) copy to the Contractor.

3. GENERAL TERMS AND CONDITIONS:

3.1 PROCUREMENT POLICY: This solicitation is subject to the provisions of the BH Procurement Policy, Virginia Public Procurement Act, Federal Procurement 2 CFR § 200.317 et. seq.; and the HUD Procurement Handbook and any revisions thereto, which are hereby incorporated into the contract in their entirety. A copy of the BH manual is normally available for review at 120 Hope Lane, Bristol, Virginia, in the reception area. A copy of the HUD Handbook, Handbook 7460.8 REV-2 can be obtained from the US Department of Housing and Urban Development.

3.2 APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia. Any litigation with respect thereto shall be brought in the courts of Virginia. The Contractor shall comply with all applicable Federal, state and local laws, rules and regulations.

3.3 ANTI-DISCRIMINATION: By submitting their bids, bidders certify to BH that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as Americans with Disabilities Act.

In every contract over $10,000, the provisions of 1 and 2 below apply:

A. During the performance of this contract, the Contractor agrees as follows:

1. The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, or disabilities, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause.

2. The Contractor, in all solicitation or advertising for employees placed by or on behalf of the Contractor, will state that said contractor is an equal opportunity employer.

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3. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting these requirements.

B. The Contractor will include the provisions of A. above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

3.4 ETHICS IN PUBLIC CONTRACTING: By submitting their bids, bidders certify that their bids are made without collusion or fraud and that they have not offered or received kickbacks or inducements from any other bidders, supplier, manufacturer or subcontractor in connection with their bid, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

3.5 IMMIGRATION REFORM & CONTROL ACT OF 1986: By submitting

their bids, bidders certify that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform & Control Act of 1986.

3.6 DEBARMENT STATUS: By submitting their bids, bidders certify that the

Contractor and subcontractor are not currently debarred by the Commonwealth of Virginia or by the federal government from submitting bids on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

3.7 STATE CORPORATION COMMISSIN NUMBER: Any offeror organized or authorized to transact business in the Commonwealth pursuant to Title

13.1 (stock corporations, nonstick corporations, cooperative associations, automobile clubs, professional corporations, industrial development corporations, limited liability companies, professional limited liability companies, and business trusts) or Title 50 (partnerships and limited partnerships) is required to include in its proposal the identification number issued to it by the State Corporation Commission. Any offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law shall include in its proposal a statement describing why the offeror is not required to be so authorized. See VA Code 2.2-4311.2(B).

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3.8 MANDATORY USE OF FORMS AND TERMS: Failure to submit a bid on the official form(s) provided for that bid may be a cause for rejection of the bid. Modification or additions to any portion of the IFB may be cause for rejection of the bid; however, BH reserves the right to decide on a case by case basis, in its sole discretion, whether to reject such a bid as non-responsive or non-responsible. As a precondition to its acceptance, BH may, in its sole discretion, request that the bidder withdraw or modify non-responsive/responsible portions of a bid which do not affect quality, quantity, price or delivery. No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties.

3.9 PAYMENT:

A. To Prime Contractor:

1. Invoices for items ordered, delivered and accepted or for services provided shall be submitted by the Contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the contract number and/or purchase order number; social security number (for individual contractors) or the Federal Employer Identification Number (for proprietorships, partnerships and corporations). Payment terms are net 30 days from receipt of invoice.

2. Any payment terms requiring payment in less than thirty (30) days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last.

3. All goods or services provided under this contract or purchase orders, that are to be paid for with public funds, shall be billed by the Contractor at the contract price.

4. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or the date of offset proceedings. Hand delivery of payment may also be considered payment date.

B. To Subcontractors:

1. A Contractor awarded a contract under this solicitation is hereby obligated to take one of the two following actions within seven (7) days after receipt of amounts paid to the contractor by BH for work performed by the subcontractor under the contract:

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a. Pay the subcontractor(s) for the proportionate share of the total payment received from BH attributable to the work performed by the subcontractor(s) under the contract or:

b. Notify BH and the subcontractor(s) in writing, of the Contractor’s intention to withhold the subcontractor’s payment and the reason.

c. The Contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the Contractor that remain unpaid seven (7) days following receipt of payment from BH, except for amounts withheld as stated above. The date of mailing of any payment by US Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier Contractor performing under the primary contract. A Contractor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of BH.

3.10 QUALIFICATIONS OF BIDDERS: BH may make such reasonable

investigations as deemed proper and necessary to determine the ability of the bidder to perform the services and the bidder shall furnish to BH all such information and data for this purpose as may be requested. BH reserves the right to inspect bidder’s physical facilities prior to award to satisfy questions regarding the bidder’s capabilities. BH further reserves the right to reject any bids if the evidence submitted by, or investigations of, such bidders fails to satisfy BH that such bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

3.11 SECTION 3: If it is determined that the contract to be awarded hereunder would be covered by Section 3 (see Attachment “C”), the contract shall contain the “Section 3 clause” as required by 24 CFR § 135.38.

Contractor may be required to submit a BH Section 3 Report Form during the performance of the contract for purposes of reporting compliance with Section 3 requirements.

3.12 TESTING & INSPECTION: BH reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to specifications.

3.13 ASSIGNMENT OF CONTRACT: A contract shall not be assignable to a subcontractor by the Contractor in whole or in part without the written consent of BH.

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3.14 CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways:

A. The parties may agree in writing to modify the scope of the contract.

An increase or decrease in the price of the contract resulting from such modification shall be agreed to by both parties as a part of their written agreement to modify the scope of the contract.

B. BH may order changes within the general scope of the contract at any time by written notice to the Contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipping and the place of delivery and installation. The Contractor shall comply with the notice upon receipt. The Contractor shall be compensated for any additional costs incurred as a result of such order and shall give BRHA a credit for any savings. Said compensation shall be determined by one of the following methods:

1. By mutual agreement between the parties in writing; or

2. By agreeing upon a service call price set forth in the contract, if the work to be done can be expressed in service calls, and the Contractor accounts for the number of service calls of work performed, subject to BH’s right to audit the Contractor’s records and/or to determine the correct number of service calls independently;

3.15 DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, BH, after due oral or written notice, may procure them from other sources and hold the Contractor responsible for any resulting and additional purchase and administrative costs. This remedy shall be in addition to any other remedies which BH may have.

3.16 INSURANCE: By signing and submitting a bid under this solicitation, the bidder certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded and will provide proof of insurance coverage to BH. All insurance policies shall name BH as a Certificate Holder. The bidder certifies that the Contractor and any subcontractors will maintain these insurance coverage’s during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance under the auspices of the Virginia State Corporation Commission, Bureau of Insurance.

Insurance coverage’s and limits required are as follows:

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A. Worker’s Compensation – Required for all contractor/subcontractors, regardless of the number of employees. The workers’ compensation insurance will be limits as mandated by the State of Virginia.

B. Commercial General Liability - $1,000,000 combined single limit.

C. Automobile Liability - $1,000,000 – combined single limit.

D. The Contractor shall be required to provide Umbrella Excess Liability in the amount of $1,000,000.00 over primary insurance.

3.17 DRUG FREE WORKPLACE: If this contract is over $10,0000.00 during the performance of this contract, the Contractor agrees to (i) provide a drug-free workplace, as defined in the BH Procurement Policy, for the Contractor’s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Contractor’s workplace and specifying the actions that will be taken against employees for violation of such prohibition; (iii) state on all solicitations or advertisements for employees placed by or on behalf of the Contractor that the Contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provision will be binding upon each subcontractor or vendor.

3.18 PRECEDENCE OF TERMS: Paragraphs 3.1 through 3.17 of these

General Terms and Conditions shall apply in all instances. In the event there is conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

3.19 SMOKE-FREE/TOBACCO-FREE PROPERTY: BH is a smoke-

free/tobacco-free work environment. Therefore, smoking and use of other tobacco products in and around Authority-owned buildings, occupied facilities or property is strictly prohibited. Smoking and use of other tobacco products is prohibited inside and within a twenty (20) foot perimeter on the exterior of all Authority-owned buildings, vehicles, and occupied facilities.

Smoking means inhaling, exhaling, burning or carrying any lighted smoking equipment for tobacco. Other tobacco products include but are not limited to “chewing tobacco,” “snuff,” “dipping,” “electronic cigarettes,” and similar products.

4. SPECIAL TERMS AND CONDITIONS:

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4.1 AWARD: An award will be made to the lowest responsive and responsible bidder. Evaluation will be based on net prices. Unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern. BH reserves the right to reject any and all bids in whole or in part, to waive any informality and to delete items prior to making an award.

4.2 AUDIT: The Contractor shall retain all books, records and other documents relative to this contract for five (5) years after final payment, or until audited by BH, whichever is sooner. BH, its authorized agents, or HUD auditors shall have full access to the right to examine any of said materials during said period.

4.3 AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that BH shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

4.4 BID ACCEPTANCE PERIOD: Any Bid response to this solicitation shall be valid for sixty (60) days. At the end of sixty (60) days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time, it remains in effect until an award is made or the solicitation is canceled.

4.5 CANCELLATION OF CONTRACT: BH reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon written notice to Contractor. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

4.6 WORK SITE DAMAGES: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to BH’s satisfaction at the Contractor’s expense.

4.7 CONTRACTOR/SUBCONTRACTOR LICENSE REQUIREMENT: By the

Contractor’s signature on this solicitation, the contractor certifies that the firm/individual and/or subcontractor is properly licensed for providing the services, as specified, in Virginia.

5.0 Supplementary Instructions to Bidders

5.1 These Supplementary Instructions to Bidders amend or supplement the Standard Instructions to Bidders of the Services Contract and other provisions of the Contract Documents are indicated below. All provisions which are not so amended or supplemented remain in full force and effect.

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A. Time:

1. Within five (5) business days of Bid Opening.

B. Who:

1. Apparent Low Bidder

C. Requirements:

1. List all key personnel of the Bidder, including their duties, responsibilities, and prior experience on similar projects.

2. List all subcontractors: include which portion of the work they will be responsible for, Contracting license number, key personnel with brief prior experience on similar projects.

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ATTACHMENT “A” (Page 1 of 2)

BID FORM

Rice Terrace Roof Drain Repairs Building S

The work to be performed by the Contractor shall include, but be not limited to, the supplying of all labor, materials and supplies, equipment, tools and any services, accessories and procedures necessary to perform under the specifications:

In compliance with the IFB and to all the conditions imposed therein, the undersigned offers and agrees to furnish the services in accordance with this signed bid or as mutually agreed upon.

Name and Address of Firm:

Telephone No:

Federal Tax No: State Corporation Commission No:

City of Bristol, Virginia License #:

Virginia Contractors License #:

1. BIDDER will complete the Work for the following price:

TOTAL LUMP SUM BID: $

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ATTACHMENT “A” (Page 2 of 2)

BID FORM

RICE TERRACE ROOF DRAIN REPAIRS BUILDING S

2. BIDDER agrees that the Work will achieve Substantial Completion within __120__ consecutive calendar days from the date of the Official Notice to Proceed. BIDDER accepts the provisions for liquidated damages in the amount of $120.00_ per day for each consecutive calendar day in excess.

AUTHORIZING SIGNATURE:

Signature also certifies they are authorized to comment and bid/provide proposals

PRINT NAME:

TITLE:

DATE:

Subscribed and sworn to before me

This ___________________________ day of _______________________, 2026

(Notary Public)

My Commission expires ________________________, ___________________.

Both Page 1 and Page 2 of Attachment “A” – Bid Form must be submitted with proposal.