TABLE OF CONTENTS INVITATION FOR BIDS Section Description Page 1.0 IFB Information At-A-Glance 2 2.0 Introduction and BHA Background 2 3.0 Project Background 3 4.0 Scope of Work / Technical Specifications 3 5.0 Salary Requirements for All Employees: State Prevailing Wages 3 6.0 Retainage 3 7.0 Progress Payments 3 8.0 Bonding Requirements 3 9.0 Information to be Provided in Bids 4 10.0 Bid Submission 5 11.0 Bid Review 6 12.0 Contract Award 6 13.0 Insurance and Licensing Requirements 7 14.0 Administrative Information 9 ATTACHMENTS: Please sign hard copies in BLUE ink. Return Attachment A Form of Proposal Attachment B Form HUD-5369: Instructions to Bidders for Contracts Public & Indian Housing Programs, Construction Contract (10/02) Attachment C Profile of Firm form Attachment D-1 OPTIONAL: Section 3 forms, including explanation (applies to Section 3 employers ONLY) (optional) Attachment D-2 Section 3 Business Preference Clause Attachment E Form HUD-5369A: Representations, Certifications, & Other Statements of Bidders, Public & Indian Housing Programs, Construction Contract (11/92) Attachment F Instructions to Proposers and Contractors Attachment G Sample Contract and Applicable HUD Provisions, Construction Services (please note that this contract is being given as a sample only. BHA reserves the right to revise any clause herein and/or to include within the ensuing contract any additional clauses that BHA believes it is in its best intention to do so.) Attachment H W-9: Request for Taxpayer and Identification Number Attachment I Project Plans for prepared by Rice Fergus Miller, last revised August 1, 2016 Attachment J Project Specifications for prepared by Rice Fergus Miller, dated August 1, 2016 Attachment K Davis Bacon Wage Rates Attachment L Pricing Form IFB Issued: Job Walk Questions Due: Bids Due: 08/22/16 MON 08/31/16 WED at 9:30 AM Park in the southern-most parking lot before the Bremerton School District Offices. 09/14/16 WED by 2:00 PM Readonly 09/28/16 WED by 2:00 PM
1.0 IFB INFORMATION AT-A-GLANCE: HOW TO OBTAIN THE IFB DOCUMENTS: INVITATION FOR BIDS (IFB) NO. 160001 Free-of-charge access to project bid documents (plans, specifications, addenda, and Bidders List) is provided to Prime Bidders, Subcontractors, and Vendors by going to www.bxwa.com and clicking on Posted Projects, Public Works, and Bremerton Housing Authority. This online plan room provides Bidders with fully usable online documents with the ability to: download, view, print, order full/partial plan sets from numerous reprographic sources, and a free online digitizer/takeoff tool. It is recommended that Bidders Register in order to receive automatic e-mail notification of future addenda and to place themselves on the Self- Registered Bidders List. Bidders that do not register will not be automatically notified of addenda and will need to periodically check the on-line plan room for addenda issued on this project. Contact Builders Exchange of Washington at (425) 258-1303 should you require assistance with access or registration. HOW TO ASK QUESTIONS: Any questions or requests for further information must be submitted in writing no later than the stated date to the following contacts: DEADLINE: *09/14/16, WED by 2:00 PM To PM/CO: Copy: Nancy Austin, Director - Asset Management & Real Estate Via email at: naustin@bremertonhousing.org Via Fax at: (360) 616-2835 Desktop Andi Reed, BHA Contracts & Procurement Via email at: areed@bremertonhousing.org Via fax at: (360) 616-2909 Desktop HOW TO SUBMIT A RESPONSIVE BID: Submit your firm s hard copy proposal. Pricing on the Pricing Form (Attachment L) and bid bond should be included in a separate sealed envelope to the contact below. BID SUBMITAL DEADLINE: *09/28/16, WED by 2:00 PM BID OPENING: *09/28/16, WED at 2:05 PM Hard Copy: Must be in-hand and time stamped by BHA. Bremerton Housing Authority (BHA) Attention: Andi Reed IFB: #160001 600 Park Avenue Bremerton, Washington 98337 BHA Administrative Office 600 Park Avenue Bremerton, WA 98337 2.0 INTRODUCTION AND BACKGROUND OVERVIEW The was formed on July 17, 1940 under the authority of the State Housing Authorities Law (RCW 35.82) and the Housing Cooperation Law (RCW 35.83). BHA is governed by a six (6) member Board of Commissioners appointed by the Mayor of the City of Bremerton. The area of operation Authority is contiguous with that of the Bremerton city limits and all of Mason County. BHA owns and operates 542 units in the City of Bremerton. BHA is also the Project-Based Contract Administrator for Washington, Nebraska, and Utah and a subcontractor work in Hawaii. BHA has oversight for over 1,700 Section 8 vouchers for Kitsap and Mason Counties. 08/16 Page 2 IFB No: 160001
3.0 PROJECT BACKGROUND: INVITATION FOR BIDS (IFB) NO. 160001 BHA is partnering with Kitsap Mental Health Services (KMH) to rehabilitate 3 buildings that are now known as The Cottages at Forest Park located at 3423 6 th Street, Bremerton, WA. When complete, this property will provide housing to KMH clients as well as office space for members of its staff. This project consists of rehabilitating three group homes which will be remodeled into 29 independent living apartments. 4.0 SCOPE OF WORK (SOW) / TECHNICAL SPECIFICATIONS: 4.1 Please see Attachments I and J. 4.2 Contract Period: BHA anticipates that it will initially award a contract for a period of one (1) year with the option for renewal of one (1) additional FY (+1/1) although no extensions are currently contemplated. 4.3 Current Contractor: BHA does not currently have a contractor performing this work. 5.0 SALARY REQUIREMENTS FOR ALL EMPLOYEES: 5.1 Davis Bacon Wage Rates: This is a federally funded project requiring all Contractor and subcontractor employees be compensated at not less than the applicable Davis Bacon prevailing wage rates which are in effect on August 22, 2016. Wage rates are attached to this document as Attachment K. 5.1.1 Classifications not listed must be requested from the Department of Labor and Industries through BHA. 5.2 The Contractor will pay all salaries and expenses of, and all federal, social security taxes, federal and state unemployment taxes, and any similar taxes relating to its employees used in the performance of the contract. The Contractor further agrees to comply with all federal, state, and local wage and hour laws and all licensing laws applicable to its employees or other personnel furnished under this agreement. 6.0 RETAINAGE: BHA shall withhold 10% retainage from all progress payments during the course of this project. Retainage must be approved for release by the Department of Revenue, Employment Security Department, and Department of Labor & Industries before BHA is authorized to pay retainage. Retainage shall not be paid until Contractor has achieved final completion of all work, submitted all materials and information required under this contract, and provided BHA with certification that all wages and taxes have been properly paid. 7.0 PROGRESS PAYMENTS: 7.1 Applicable 8.0 BONDING REQUIREMENTS: Required? B = With Bid C = During Contract Negotiations B 8.1.1 C Bid Bond/Guaranty: A) 5% of the bid price B) A certified check, bank draft, U.S. Government Bonds at par value, bid bond secured by an acceptable surety company or other negotiable instrument may be accepted as a bid guaranty. If a bid bond or guaranty is not submitted with the bid, the bid will be found non- 08/16 Page 3 IFB No: 160001
8.1.2 8.1.3 responsive and rejected. C) Ensures that if awarded the contract, the successful bidder will accept and perform the work under the contract. D) Ensures the bidder will not attempt to withdraw or otherwise not fulfill the contract. E) Ensures the successful bidder will execute the required contract documents. Performance Bond: A) Ensures the contract is successfully completed, guaranteeing that if the contractor is unable to complete the work the surety company will step in to finish the work. Payment Bonds: A) Ensure the contractor pays the subcontractors and suppliers. B) Often the Performance and Payment bonds are combined into a single document. C) Failure of the contractor to pay the subcontractors often leads to the sub filing a mechanic s lien against the property owners. Housing authorities are not subject to liens by any contractor, sub, or material supplier. 9.0 INFORMATION TO BE PROVIDED IN SUBMITTALS: 9.1 Tabbed Proposal Submittal: BHA intends to retain the responsive and responsible bidder whose bid, conforming with all the material terms and conditions of the IFB, is the lowest in price. 9.2 So BHA can efficiently evaluate all responses, proposals must be put together in the order below, divided by the numbered tab. 9.3 Bidders will submit their complete proposal including pricing by hard copy via the instructions on page 2. 9.4 Return one (1) original. Tab No. Description 1 Completed and signed Attachments. A: Form of Proposal C: Profile of Firm E: Form HUD-5369A: Representations, Certifications, and Other Statements of Bidders (11/1992) H W-9: Request for Taxpayer and Identification Number --- License Copy: State of Washington See Section 14.2 --- License Copy: City of Bremerton Licensing Requirements 2 Detailed Work Plan 3 Equal Employment Opportunity: A copy of the bidder s Equal Opportunity Employment policy. 4 Optional: Subcontractor/Joint Venture Information: Identify whether or not bidder intends to use any subcontractors for this job, if awarded, and/or if the bid is a joint venture with another firm. Please remember that all information required from the 08/16 Page 4 IFB No: 160001
bidder is also required for any major subcontractors (10% or more) or from any joint venture. 5 Optional: Section 3 Business Preference Documentation: Bidders claiming a Section 3 Business Preference are to include the fully completed and executed Section 3 Business Preference Certification form attached as Attachment D-1 and any documentation required by that form. 6 Optional: Other Information: Bidder may include any other general information that they believe is pertinent to the project. S E A L E D E N V E L O P E S Proposed Pricing: Complete Attachment L - Pricing Form and include in the sealed envelope with the bid bond/guaranty equivalent to 5% of the bid price. DO NOT mention bid pricing anywhere else in your submittal. Please see Section 10.1 Bid Pricing for more information on what to include in the bid. Please note especially the information related to sales tax and how to include sales tax on materials in the pricing. 9.5 If no information is being placed under any of the tabs, please insert a statement that says, THIS TAB LEFT INTENTIONALLY BLANK." DO NOT eliminate any of the tabs. 9.6 Submittals are to be easy to disassemble for copying. 9.7 Effort should be made to keep submittals concise. 9.8 The person signing the proposal must be authorized to commit the responder and to conduct negotiations or discussions if requested or required, or both. 9.9 None of the proposed services may conflict with any requirement BHA has published herein or has issued by addendum. 9.10 Omission of any of the aforementioned documents or certifications will render the proposal nonresponsive. 10.0 BID SUBMISSION: 10.1 Bid Pricing: DO NOT make any references to pricing in your submittal or you may be rejected without further consideration. Bid pricing shall be provided in sealed envelopes separate from the submittal. Unless otherwise stated, the bid pricing is to be all-inclusive of related costs that the successful bidder will incur to provide the noted services including, but not limited to the following: employee wages and benefits; clerical support; overhead; profit; sales tax; licensing; insurance; tools; equipment; long distance telephone calls; document copying; etc. 10.1.1 As per RCW 35.82.210, housing authorities are exempt from taxes including sales tax. BHA will exclude any tax amounts from payment that are noted on any billings. 10.1.1.1 Labor: Sales or use tax is not imposed on the purchases by the Proposer or sub(s) of labor or services in the performance of the contract to be executed based on this IFB. Therefore, the Washington State retail sales tax or the compensatory use tax se items should not be included in any invoice billings, and BHA will exclude any tax amounts from payments that are noted on any billings. 10.1.1.2 Material: All materials purchased by the Contractor in the performance of the work of the contract to be awarded based on this solicitation are subject to Washington State Use Tax (unless retail sales tax has been paid on the materials). When determining a contract bid to BHA, the cost of materials, 08/16 Page 5 IFB No: 160001
and the tax on said materials must be included in the total contract amount submitted for review and selection. 10.2 Submission Conditions: Do not alter the attachments or proposal requirements in any way unless you have received written approval from BHA. 10.3 Submission Responsibilities: It is each bidder s responsibility to be aware of and to abide by all dates, times, conditions, requirements, and specifications set forth within all applicable documents issued by BHA, including the IFB, Attachments, and any addenda. By virtue of completing, signing, and submitting the completed documents, the bidder is stating his/her agreement to comply with all the conditions and requirements set forth within those documents. 10.4 Bidder s Responsibilities-Contact with BHA: It is the responsibility of the bidder to address all communication and correspondence pertaining to this IFB process to the PM and CO noted on page 2. Bidders must not make inquiry or communicate with any other 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 BHA to reject that proposer s submittal. 10.5 Addenda: All questions and requests for information must be received in writing to the BHA representative as directed on page 2. Responses in writing will be posted on Builder s Exchange. Builder s Exchange will automatically email any addenda to those bidders who have registered in the system. Those who have not registered will need to check the Builder s Exchange website regularly to ensure that they have the latest addenda. During the IFB solicitation process, the CO will not conduct any ex parte conversations (a substantive conversation - substantive meaning, when decisions pertaining to the IFB are made - between BHA and a prospective bidder when other prospective bidders are not present) that may give one prospective bidder an advantage over other prospective bidders. 11.0 BID REVIEW: 11.1 All bids received by the stated deadline will be opened by BHA s PM and CO (or their designees) at the public bid opening addressed on page 2. 11.2 The public bid opening will then close, and the bids will be screened for eligibility. 11.3 The BHA CO and/or PM are the only people at BHA that bidders shall contact after the IFB has closed. Failure to abide by this requirement may (and most likely will) cause that bidder to be eliminated from consideration for award. 11.4 Notice of Award: If an award is completed, notification of the announcement of the awarded firm shall be sent to all bidders via e-mail. 12.0 CONTRACT AWARD: 12.1 Contract Award Procedure: If a contract is awarded from this IFB, the following detailed procedures will be followed: 12.1.1 It is anticipated that upon final completion of the verification of eligibility and determination of Section 3 preference per Attachment D-2, the CO will formulate and forward to the ED for approval a written award recommendation. If no responsible and responsive bid by a Section 3 business concern meets the requirements outlined in Attachment D-2, the CO will recommend that the lowest bidder who was responsible and responsive be awarded the contract. The ED will review the recommendation and, if in agreement, approve contract negotiations to begin with the awarded company. At the ED s discretion, the recommendation to award may also be presented to BHA s board of commissioners for final approval. 12.2 Contract Conditions: IMPORTANT: Please review. The following provisions are considered mandatory conditions of any contract award made by BHA pursuant to this IFB: 08/16 Page 6 IFB No: 160001
12.2.1 Contract Form: BHA will not execute a contract on the successful bidder s form as there are HUD requirements that must be included. BHA has incorporated those requirements in addition to BHA s insurance company coverage requirements into its contract form. (Attachment G). 12.2.2 Amending Contract Clauses: BHA may consider 1) additional clauses 2) removing clauses (due to inapplicability) 3) amending an existing clause and/or 4) including an additional attachment (provided by the prospective bidder) the bidder desires. 12.2.3 Request Process: 12.2.3.1 It is the responsibility of each prospective bidder to notify BHA, in writing, prior to submitting a proposal, of any contract clause that he/she is not willing to include in the final executed contract and abide by. BHA will consider and respond to such written correspondence. Submit requests via email to: Andi Reed BHA Contracts & Procurement areed@bremertonhousing.org 12.2.3.2 The decision of BHA not to include such clauses does not give the successful bidder the right to refuse to execute BHA's contract form. If the prospective bidder is not willing to abide by BHA's decision, then that prospective bidder shall be deemed ineligible to submit a proposal. 12.2.3.3 Contract clause requests, concerns, clarifications, etc. will only be accepted during the open solicitation period. Accordingly, BHA has no responsibility to conduct any negotiations after the submittal deadline pertaining to the contract clauses already published. Delays or refusal to execute BHA s contract upon contract award is not conducive to the SOW waiting to be performed. 12.2.4 By completing, executing, and submitting the Form of Proposal, Attachment A, the bidder is thereby agreeing to abide by all terms and conditions pertaining to this IFB as issued by BHA and agrees to sign BHA s contract attached as Attachment G. 12.2.5 Assignment of Personnel: BHA shall retain the right to demand and receive a change in personnel assigned to the work if BHA believes that such change is in the best interest of BHA and the completion of the contracted work. 12.2.6 Sub-Contracting: The successful bidder shall not assign any right, nor delegate any duty work proposed pursuant to this IFB (including, but not limited to, selling or transferring the contract) without the prior written consent of the CO. Any purported assignment of interest or delegation of duty without the prior written consent of the CO shall be void and may result in the cancellation of the contract with BHA or may result in the full or partial forfeiture of funds paid to the successful bidder as a result of the proposed contract; either as determined by the CO or the ED. 12.2.7 Contract Service Standards: All work performed pursuant to this IFB must conform and comply with all applicable local, state, and federal codes, statutes, laws, and regulations. 13.0 INSURANCE & LICENSING REQUIREMENTS: 13.1 Required Insurance Coverage: Prior to award (but not as a part of the proposal submission) the successful bidder will be required to provide BHA with evidence of insurance coverage. The following are the types and amounts of insurance coverage to meet a variety of BHA s contract requirements. Acceptable evidence of the following coverage must be provided prior to 08/16 Page 7 IFB No: 160001
beginning work under this contract. Evidence shall be in the form of a certificate with an endorsement, as described and when indicated below. Commercial General Liability Insurance: An original certificate evidencing General Liability coverage, naming the Bremerton Housing Authority, Kitsap Mental Health Services, and the State of Washington Department of Social and Health Services as additional insured, together with the appropriate endorsement to said policy reflecting the addition of the Bremerton Housing Authority, Kitsap Mental Health Services, and the State of Washington Department of Social and Health Services as additional insured under said policy noting the limits below (together with damage to premises and fire damage of $50,000 and medical expenses any one person of $5,000). Typically the following minimum coverage is required: $1 million each occurrence, and $2 million aggregate Workers Compensation Coverage: Unless the bidder is registered and files taxes as a sole proprietorship, provide an original certificate evidencing the bidder s current industrial (workers compensation) insurance carrier and coverage amount. Automobile Insurance: An original certificate showing the awarded firm s automobile insurance coverage in a combined single limit of $1,000,000. For every vehicle utilized during the term of this program, when not owned by the entity, each vehicle must have evidence of automobile insurance coverage with the limits below and medical pay of $5,000. An endorsement to the General Liability policy provides coverage for non-owned and hired automobiles. Typically the following minimum coverage is required: $50K each occurrence, and $100K aggregate Builder s Risk Insurance: A certificate evidencing Builder s Risk coverage, together with the appropriate endorsement reflecting the Bremerton Housing Authority, Kitsap Mental Health Services, and the State of Washington Department of Social and Health Services as insured entities. The following minimum coverage is required: Coverage is written completed value of the building(s) The broadest form of coverage is desired which includes soft costs such as design costs, architect and engineer fees, loss of income, and additional costs of financing due to delays. Upon contract award the successful respondent shall forward the above to: Andi Reed BHA Contracts & Procurement Bremerton Housing Authority 600 Park Avenue Bremerton, WA 98337 Email Preferred: areed@bremertonhousing.org (360) 616-2909 Fax (Desktop) 08/16 Page 8 IFB No: 160001
13.2 Licensing Requirements: Copies of the following license(s) shall be provided under the specified Tab #. City of Bremerton: A copy of the contractor s business license allowing that entity to provide such services within the City of Bremerton. State of Washington Master Business License: A copy of the Contractor s license issued by the State of Washington Secretary of State allowing the Contractor conduct business in the State of Washington. If the City of Bremerton Business license has been applied for, but not yet received, the successful bidder shall forward a copy upon receipt to: Andi Reed BHA Contracts & Procurement Bremerton Housing Authority 600 Park Avenue Bremerton, WA 98337 Email Preferred: areed@bremertonhousing.org (360) 616-2909 Fax (Desktop) 14.0 ADMINISTRATIVE INFORMATION 14.1 BHA S Reservation of Rights: 14.1.1 While HUD Handbook No. 7460.8 REV 2 is not law, it is intended to and will serve as guidance for BHA s procurement activities as required for federally assisted projects. 14.1.2 BHA reserves the right to reject any or all proposals, to waive any informality in the IFB process, or to terminate the IFB process at any time, if deemed by BHA to be in its best interests. 14.1.3 BHA reserves the right not to award any contracts pursuant to this IFB. 14.1.4 BHA reserves the right to terminate a contract awarded pursuant to this IFB, at any time for its convenience upon ten (10) days written notice to the successful bidder(s). 14.1.5 BHA reserves the right to determine the days, hours and locations that the successful bidder(s) shall provide the services called for in this IFB. 14.1.6 BHA reserves the right to retain all proposals submitted and not permit withdrawal for a period of 60 days subsequent to the deadline for receiving proposals without the written consent of the BHA CO. 14.1.7 BHA reserves the right to negotiate the fees proposed by the bidder entity. 14.1.8 BHA reserves the right to reject and not consider any proposal that does not meet the requirements of this IFB, including but not necessarily limited to incomplete proposals and/or proposals offering alternate or non-requested services. 14.1.9 BHA shall have no obligation to compensate any bidder for any costs incurred in responding to this IFB. 14.1.10 BHA shall reserve the right at any time during the IFB or contract process to prohibit any further participation by a bidder or reject any proposal submitted that does not conform to any of the requirements detailed herein. Bidder agrees that he/she will inform the CO in writing within five (5) days of the discovery of any item listed herein or 08/16 Page 9 IFB No: 160001
of any item that is issued thereafter by BHA that he/she believes should be addressed. Failure to abide by this timeframe shall relieve BHA, but not the prospective bidder, of any responsibility pertaining to such issue. 14.1.11 BHA reserves the right to review and inspect the awarded contractor s activities throughout the contract term. 14.2 Equal Opportunity Employment: BHA will not discriminate on the basis of race, color, gender, sexual preference, religion, age, disability, national origin, marital or familial status, or any other legally protected status. 14.3 Section 3 Requirements: Section 3 of the Housing and Urban Development Act of 1968 (hereinafter S3 ) requires BHA to the greatest extent feasible to provide employment opportunities to S3 residents. S3 residents include residents of BHA communities and other low-income residents of Bremerton. Bidders wishing to claim a S3 preference should refer to Attachment D-1 for instructions. Bids will be reviewed with Section 3 Requirements per Attachment D-2. If no responsible and responsive bid by a Section 3 business concern meets the requirements outlined in Attachment D-2, the contract shall be awarded to the lowest responsive and responsible bidder. 14.4 Basic Eligibility: The successful respondent must be licensed to do business in the State of Washington and must have a state Unified Business Identifier (UBI) number and a DUNS number. In addition, they must not be debarred, suspended, or otherwise ineligible to contract with BHA, and must not be included on the General Services Administration s List of Parties Excluded From Federal Procurement and Non-procurement Programs or HUD s Limited Denial of Participation list. 14.5 Payment Requirements: Respondents should be aware that BHA will only make payments on the contract issued under this IFB after the work being billed has been completed and will pay reimbursable expenses (if applicable to the particular contract) to the respondent only upon receipt of an invoice reimbursable expenses. No advance payments will be made to the selected respondent, who must have the capacity to meet all project expenses in advance of payments by BHA. 14.6 Documents Produced: All construction drawings, reports, specifications, and other documents produced under contract to BHA must be submitted to BHA in both hard copy and a digital format that meets BHA s requirements, using Microsoft Office or AutoCad products in an IBMcompatible format. All documents and products created by the awarded firm and their subcontractor(s) shall become the exclusive property of BHA. 14.7 Other Contracts: During the original term and all subsequent renewal terms of the contract resulting from this IFB, BHA expressly reserves the right, through any other sources available, to pursue and implement alternative means of soliciting similar or related services as described in this IFB. BHA may award contracts to other vendors such as designers, consultants, or contractors. 14.8 Funding Availability: By responding to this IFB, the respondent acknowledges that any contract signed as a result of this IFB and the authority to proceed with the work is contingent upon the availability of funding. 14.9 Acronyms: A.M. Best Alfred M. Best (founder) Insurance Rating Guide BHA Housing Authority of the City of Bremerton CO Contract Officer HUD (U.S. Department of) Housing and Urban Development IFB Invitation for Bid PM Project Manager SOW Scope of Work 08/16 Page 10 IFB No: 160001