Invitation to Bid
Corporate Office Renovation for the Indianapolis Housing Agency
Dated September 2, 2014 Responses Due By: 2:00 PM Eastern Daylight Time, September 25, 2014 Indianapolis Housing Agency 1919 N. Meridian Street Indianapolis, Indiana 46202
INTRODUCTION The Indianapolis Housing Agency (IHA), located at 1919 N. Meridian Street, Indianapolis, Indiana, owns and/or has certain jurisdiction over 18 Marion County affordable housing communities, 12 of which are managed by IHA directly. Six of these communities are in Center Township, with 12 scattered throughout the rest of the county. These sites comprise 2,385 total dwelling units, including public housing units, Low Income Housing Tax Credit units, Project Based Section 8 units and market-rate units. Many of IHA’s communities operate under multiple state or federally-regulated programs. IHA also administers 7,232 Section 8 units leased under HUD’s Housing Choice Voucher Program. IHA is governed by a nine-member Board of Commissioners. Five of the nine Board members are appointed by the Mayor of the City of Indianapolis, two Board members are appointed by the City/County Council and two members are elected as representatives for the Family and Senior community sites. The Agency’s day-to-day operations are directed by the Agency’s Executive Director. The Agency is primarily funded through the United States Department of Housing and Urban Development. With approximately 145 employees, the Agency administers its programs with an operating budget of approximately $64 million per year and a total budget of approximately $68 million per year. PURPOSE IHA is seeking bids from qualified, licensed contractors to perform improvements to IHA’s administration offices located at 1919 N. Meridian Street and as described in the Scope of work located on the “Doing Business with IHA” page of the IHA website (www.indyhousing.org). PROJECT DESCRIPTION IHA has approximately 100 employees from various departments located at the IHA administration office. These departments include Executive, Legal, Finance, Human Resources, Procurement, Section 8, Inspections, Call Center, Compliance, Planning, Development, and Resident Relations. The scope of work for this project includes renovation of the Section 8, Inspections and Call Center. For specific project and construction details see the Scope of work and Project Manual located on the “Doing Business with IHA” page of the IHA website (www.indyhousing.org). The renovation includes four separate phases to avoid and minimize interruption of staff work flow. The phases are described as follows: • • • •
Phase I: 1st Floor: Public Meeting Room Phase II: 1st Floor: Section 8 Waiting Area; 2nd Floor: Inspections (alternate #1), Public Meeting Room Phase III: 1st Floor: Section 8 Offices (1st Half) Phase IV: 1st Floor: Section 8 (2nd Half)
Renovation of the Inspections department is Alternate #1. Contractor and owner will coordinate timing and phasing of staff moves to limit disruption to owner’s workflow. Contractor will provide all barriers and take measures to protect occupants of adjacent areas. See Project Schedule and Phasing located at Exhibit A.
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ITEMS REQUIRED FOR SUBMITAL Respondents must complete and submit all of the following items. All forms, with the exception of the Certificate of Insurance, M/W/V/DOBE certification and references, are located on the “Doing Business with IHA” page of the IHA website (www.indyhousing.org): 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11.
Bid Tab Sheet (Located at Exhibit B), At least three references (do not include IHA employees), Form HUD-5369-A: Representation & Certifications of Bidders, Non-Collusive/Non-Identity of Interest Affidavit, Certificate of current insurance, MBE/WBE/VBE/DOBE certification if applicable, E-Verify Affidavit, Section 3 Contractor Initial Response Form Site Visitation Sheet (Exhibit C), and Bid bond in the amount of 5% of total bid Performance/Payment bond in the amount of 100% of the total bid amount will be required of the successful vendor
PRE-BID CONFERENCE & WALKTHROUGH IHA will conduct a pre-bid conference and site walk-through at 1919 N. Meridian Street on September 16, 2014 at 10:00 AM. All prospective bidders are encouraged to attend. Please bring the Site Visitation Sheet located at Exhibit C and include in the ITB (Invitation to Bid). QUESTIONS Please send questions via e-mail to: Diane Padgett, Materials and Contract Manager (
[email protected]). Telephone or faxed questions will not receive a response. Questions and answers will be posted on the website. The deadline for questions is September 18, 2014 at 4:30 PM. BID DEADLINE ITB responses will be accepted at the Executive Offices of IHA, Attn: Materials & Contracts Manager, 1919 N. Meridian Street, Indianapolis, Indiana 46202-1303 until 2:00 P.M., Eastern Standard Time, September 25, 2014. IHA is the sole determinant of timeliness. Contractor is solely responsible for a timely delivery. An original and three copies of the ITB response must be submitted in a sealed envelope and marked ITB IHA Office Renovation. Include the responder’s name and address on the envelope or box. Email or faxed responses are not acceptable. Submissions received after 2:01 PM will not be accepted. All on-time bids will be opened publicly and read aloud immediately following the bid deadline. The successful contractor will also be announced on the “Doing Business with IHA” page of the IHA website.
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MBE/WBE/VBE/DOBE IHA encourages MBE/WBE/VBE/DOBE contractors to respond to this ITB and general contractors to employ MBE/WBE/VBE/DOBE sub-contractors. IHA has established the following goals: 15% MBE, 8% WBE, 3% VBE, and 1% DOBE participation. Respondents registering as an MBE/WBE/VBE/DOBE vendor or using an MBE/WBE/VBE/DOBE classification that has not been certified as such by the City of Indianapolis, Division of Minority & Women Business Development (DMWBD) must submit a completed certification application for such MBE/WBE/VBE/DOBE. The MBE/WBE/VBE/DOBE must be certified by DMWBD for IHA to achieve the WBE/MBE/VBE/DOBE goals for the project. Bidders must obtain copies of the certification from DMWBD at Suite 1260, City-County Building, 200 E. Washington Street, Indianapolis, IN 46204. The business enterprise officer can also be reached at 317-327-5262 or
[email protected]. COMPLIANCE WITH E-VERIFY PROGRAM Pursuant to IC 22-5-1.7, Contractor must enroll in and verify the work eligibility status of all newly hired employees of Contractor through the E-Verify Program (“Program”). Contractor is not required to verify the work eligibility status of all newly hired employees through the Program if the Program no longer exists. •
•
•
Contractor and its Subcontractors may not knowingly employ or contract with an unauthorized alien or retain an employee or contract with a person that Contractor or its Subcontractor subsequently learns is an unauthorized alien. If Contractor violates this section, Owner will require Contractor to remedy the violation not later than thirty (30) days after Owner notifies Contractor. If Contractor fails to remedy the violation within the thirty (30) day period, Owner will terminate the contract for breach of contract. If Owner terminates the contract, Contractor will, in addition to any other contractual remedies, be liable to Owner for actual damages. There is a rebuttable presumption that Contractor did not knowingly employ an unauthorized alien if Contractor verified the work eligibility status of the employee through the Program. If Contractor employs or contracts with an unauthorized alien but Owner determines that terminating the contract would be detrimental to the public interest or public property, Owner may allow the contract to remain in effect until Owner procures a new contractor. Contractor will, prior to performing any work, require each Subcontractor to certify to Contractor that the Subcontractor does not knowingly employ or contract with an unauthorized alien and has enrolled in the Program. Contractor must maintain on file a certification from each Subcontractor throughout the duration of the Project. If Contractor determines that a Subcontractor is in violation of this section, Contractor may terminate its contract with the Subcontractor for such violation. Such termination may not be considered a breach of contract by Contractor or the Subcontractor.
COMPLIANCE WITH SECTION 3 PROGRAM Respective responders are advised that this project is a Section 3 covered project and described in 24 CFR 135, which implements Section 3 of the Housing and Urban Development Act of 1968, as amended (“Section 3”). Without limitation of any other applicable affirmative action requirements, the successful bidder and any other subcontractors, such as, but not limited to, delivery, assembly and provision of raw Corporate Office Renovation, September 2, 2014 Indianapolis Housing Agency
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materials will also have an obligation to cause the work to be performed, to the greatest extent feasible, by business concerns located in or owned in substantial part by persons residing in the area of the project (i.e. City of Indianapolis), as those terms are defined in the documents. The employment of individuals residing in the communities or neighborhoods in which the project is located is considered an integral part of the Section 3 requirement. The response form and Section 3 policy are available on the “Doing Business with IHA” page of the website (www.indyhousing.org). All contractors are required to submit the Section 3 – Contractor Initial Response form that indicates their intention to hire and/or contribute to the training fund. The form is located on the IHA website. DAVIS BACON WAGE DETERMINATION All work performed will be governed by Davis Bacon Building Rate, Number IN140002, Mod 12, dated 07/25/2014. The wage determination is available on the “Doing Business with IHA” page of the website (www.indyhousing.org). Contractors are advised to review labor rates before preparing bids. Bids shall be submitted in accordance with the wage determination of the various classifications. Additional classifications may be required where a certain trade classification is not listed. Additional classifications are not issued by HUD Labor Relations until the award of the contract. Certified payrolls are required for each week of the project even if no work is performed. CERTIFICATE OF INSURANCE A current certificate of insurance is required with each bid submittal. The certificate must document that the contractor has at a minimum one million dollars general liability, one million dollars vehicular liability and workman compensation statutory limits. The successful contractor must provide a certificate of insurance showing the Indianapolis Housing Agency as additional insured. AWARD IHA will award a contract to the most responsible and responsive contractor and is contingent upon the approval of the Executive Director and may require an IHA Board of Commissioners resolution. IHA reserves the right to decline all bids if business conditions or budgetary restrictions warrant. IHA also reserves the right to issue a new ITB if the Agency is not satisfied with the prices and/or content submitted by any and all respondents.
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EXHIBIT A: PROJECT SCHEDULE Important Bidding Dates Item Issue Bid Package Pre-Bid Conference and Walkthrough Bidder Questions Due Answers and Scope Amendments Posted ITB Responses Due Public Bid Opening
Date 09/04/2014 09/16/2014 09/18/2014
Time 10:00 AM 10:00 AM 4:30 PM
Location www.indyhousing.org 1919 N. Meridian St.
[email protected]
09/22/2014 09/25/2014 09/25/2014
2:00 PM 2:00 PM 2:05 PM
www.indyhousing.org 1919 N. Meridian St. 1919 N. Meridian St.
Anticipated Construction Dates Item Construction Contract IHA Board Approval Notice to Proceed Pre-Construction Kick-Off Meeting Phase I – 1st Floor Public Meeting Room Phase II - Waiting Rm., Inspections, 2nd. Floor Meeting Rm. Phase III – Section 8 (1st Half) Phase IV – Section 8 (2nd Half) Project Completion
Start Date 10/14/2014 10/17/2014 10/21/2014 10/27/2014 11/17/2014 02/17/2015 04/24/2015 07/01/2015
Phasing Plan
First Floor
Second Floor
Phase IV
Section 8
Section 8
Phase III
Phase II – Alt #1
Phase II Waiting Room
Corporate Office Renovation, September 2, 2014 Indianapolis Housing Agency
Phase I Public Meeting Room
Inspections
Phase II
Public Meeting Room
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EXHIBIT B: BID TAB SHEET
TO:
Indianapolis Housing Agency, 1919 North Meridian Street, Indianapolis, IN 46202
FROM: Company Name:____________________________________________________________ Name of person preparing response:__________________________________________ Address: ___________________________________________________________________ Email Address:______________________________________________________________ Contact Phone Number:______________________________________________________ Date: ________________________________________
Project Total
$_____________________________________
Phase II, Alt #1
$_____________________________________
Addendum #1
$_____________________________________
Addendum # 2
$_____________________________________
Addendum # 3
$_____________________________________
______________________________________ PRINTED NAME
________________________________ PRINTED COMPANY NAME
______________________________________ SIGNATURE
________________________________ TITLE
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EXHIBIT C: SITE VISITATION FORM
INCLUDE COPY WITH BID RESPONSE Date: September 16, 2014 Company Name:_________________________________________________________________________ Name:___________________________________________________________________________ Contractor Signature:_________________________________________________________________ Location: 1919 N. Meridian St. Indianapolis, IN 46202 Certification of Visit:____________________________________________________ Gene Dibbern, Construction Project Manager or Designee Date:__________________________________
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