INVITATION FOR BID 19 0625 HAWS 19-0625 HAWS Addendum No. 3.pdfINVITATION FOR BID 19-0625 HAWS HOUSING AUTHORITY OF THE CITY OF WINSTON-SALEM Page 3 IV. Scope of Work (cont.) Carlos

INVITATION FOR BID 19-0625 HAWS

HOUSING AUTHORITY OF THE CITY OF WINSTON-SALEM Page 1

Addendum No. 3

DESCRIPTION OF ADDENDUM.

Enclosed herein are the minutes from the Pre-Bid Conference.

IFB 19-0625 HAWS INVITATION FOR BID

VACANT UNIT RENOVATIONS

July 9, 2019

I. Call to orderClinton Thomas called to order the regular meeting of the Pre-Bid Conference IFB 19-0625 HAWS at 10:10 AM on July 9, 2019 at the Loewy Building, 500 West Fourth Street, Suite 300, Winston-Salem, NC 27101.

II. Roll callClinton Thomas conducted a roll call. The following persons were present for HAWS: Clinton Thomas/Director of Procurement, Carlos Vazquez/Maintenance Project Manager, Kelly Church/VP of Operations, Kim Herrera/Procurement Officer

Guests: Duane Titus Gilmore/A R General Contracting LLC Alphonso/A R General Contracting LLCDionne Johnson/DWJ Services LLCJuan Vazquez/Buffalo Painting/Precision Flooring Fernando Zuniga/Buffalo Painting/Precision Flooring

III. Introduction & Agenda OverviewClinton Thomas

mailto:[email protected]



IV. Scope of Work

Carlos Vazquez & Kelly Churcha) The scope of work is broken down into general repairs, painting and cleaning. It starts

from the exterior, including porches, storm doors and front doors, to the interior. Some units may still have old radiator-style heaters that we no longer use. If you see that, let our management know and remove them. You will make any necessary repairs to the hardwood floor and the wall behind the radiator. There will be some dryness behind the wall where there may be cracks or plaster falling off the walls that need to taken care of it.

b) The electrical work is minor and nothing that will require an electrical license. Most electrical work are cover plates, light fixture globes, replacement of light fixtures, replacement of outlets or switches. If there is anything more extensive where electrical wiring may be touched, you will let management know so we can get an electrician to take care of it. If you have an electrician, you can give us a quote for it.

c) You will not install windows and doors, but you will need to make sure they are all operable and secure and that the windows lock and the doors latch close without jamming in the frame.

d) There are a lot of VCT tiles in our communities. You may have to replace up to 30 VCT tiles, which is included in the price of the main scope of work. Any amount over 30 is considered extra work, which is priced in the Extra General Repair Pricing bid form.

e) In the bathrooms, you will make sure the towel racks, soap dishes, toothbrush holders, shower rods and toilet paper holders are all there. The toilet seat may need replacing. Up to(30) pieces of 4x4 ceramic tiles on the shower walls may need to be replaced if there are broken or missing pieces. If the bathtub is stopped up or the sink is slow to drain, try to unstop simple issues. Otherwise for bigger plumbing repairs, you will let management know to get plumber for it. If you have an plumber, give us a price quote for the plumbing repair.

f) Before painting, all surfaces must be prepped completely and free of dust, hair and lint including the walls and ceilings. Not all the paint jobs will require 2 coats, but if they do, prime and paint 2 coats. Most of our paint is Sherwin-Williams Birch White so you will only use that paint so our Maintenance will have a matching wall color if we need to make a repair to the wall. We do have different paint schemes in the different apartment complexes, with some 3-tone and some 2-tone. You must keep any door and window hardware like hinges, doorknobs and peepholes free of paint.

g) For general cleaning, you will clean the floors and wax most units with a 25% solid wax for hardwood. Our newer communities have laminate flooring, which you will not wax. You will clean light fixtures, appliances, cabinets, closets, doors, porches and patios areas including ceilings, columns, floors, and any other items specified in the scope under cleaning. Anything that is hard to remove such as graffiti should be reported to management to take care of, or give us a quote to remove it.



IV. Scope of Work (cont.)

Carlos Vazquez & Kelly Church

h) Do not repair any appliances. Only clean them and make sure they are operable, otherwise if they are inoperable or missing parts, let management know so they can acquire the parts necessary for repair. If you can get those parts, you can give us a price quote for them.

i) There is a 10 business day period from the time a unit is assigned until the unit is ready. You will call Carlos Vazquez or the maintenance supervisor within the 10 days to let them know the unit is ready for a punch list.

j) On the bid price sheet on page 35, C1, C2 and C3 are the different possible paint schemes that we can choose from. The total price for a unit turn will be the price from A plus B plus whichever option C we use. Not all units will require all 3 categories of work to be done, so units may be charged for general repairs and cleaning only if painting is not needed for example. If all 3 categories are requested for a complete turnkey, the percentage of discount will be used to calculate the total unit turn cost. Prices (and percentages) for all categories, properties and unit sizes must be filled out for the bid to be deemed responsive.

k) The Extra General Repair Pricing bid sheet is for items that are uncommon that may need to be repaired and added to the total unit cost. We need the additional pricing to be included with the bid as part of the contract. The Qty is usually 1 and the UOM (unit of measure) can be units such as Per Sq. Ft.

l) For storm doors, you will use temper glass.m) The Contractor must accept credit card payments for all work that is part of the vacant unit

contract, as a requirement for this contract.

V. Overview of Bid Response Instructions

Kim Herrera

• All questions and concerns about the bid must be submitted in writing to only Kim Herrera. Contact information is listed on page 1.

• The important deadlines are listed on page 1 and recapped on the solicitation schedule on page 25. The last day to submit questions is July 12 at 5:00pm. The final Q&A will be released in an addendum to be issued on July 16. Any and all changes will be issued in an addendum posted to the HAWS website.

• The bid submittal deadline is July 23 at 2:00pm. The bid must be sealed, labeled with the bid number, addressed to my attention and date/time-stamped when submitted. No late bids will be accepted. Bids will be publicly opened and read after 2:00pm.

• Bidders must be licensed by North Carolina to do the type of work in the project. An EPA Renovation, Repair and Painting Certification is required at the time of the contract execution.



3:00pm will not be accepted.

• No bonds, including bid bonds and payment and performance bonds, are required for this bid or contract.

• The contract will be awarded to the lowest bidder if the company is responsive and responsible. Responsive means that the submitted bid includes all the required documents. To be deemed responsible, the company must be qualified to perform the contract and cannot be debarred by HUD.

• Under Section V Additional Terms and Conditions, the insurance requirements are listed.

• There will be liquidated damages assessed at a rate of $25.00 per day for each day exceeding the (10) business days alloted for each renovation job. Any extensive jobs that require additional work above the normal renovations will be given more time by the project manager.

• Section VI lists the Bid Documents that must be returned in the bid submittal.

• Section VII lists the Exhibits for Reference.

• Attachment A is the Bid Form with the first page providing a checklist of what forms must be submitted with the bid. The next page is the main bid price sheet which will be revised to include 2 additional properties, the Oaks at Tenth and Camden Station, in an addendum. The following bid price sheet has also been revised to add an additional line item.

• Exhibit K is the HAWS Property Profile with each property's address, units and occupancy year.

• Review Exhibit I for an explanation of what Section 3 is, its requirements and about claiming a preference if you qualify. If you will be claiming a preference, submit a completed Section 3 Submittal Form in Exhibit J with your bid. If you will not claim a Section 3 preference, submit a signed Section 3 Certification Statement (Attachment I). You will still be required to, to the greatest extent feasible, implement a plan to consider hiring Section 3 persons if you will have a need for additional employees to complete the contract. You must document your attempt if you are unable to

• This contract is not subject to Davis Bacon, but it is subject to the HUD maintenance wage rate requirements. The minimum hourly wages are listed in Exhibit D. The Contractor will use the Unit Turnaround (Excluding Painting) and Painter work classifications. If you need a different work classification that is not listed, let us know what that is so we can request the wage rate from HUD.

• Certified payroll forms must be filled out weekly and turned in to Carlos Vazquez, even for non-work weeks. Exhibit F is the payroll form for your reference.

• Exhibit L is a HAWS sample contract form that the ensuing contract will be executed with.



VI. Questions & Answers

1. The glass for the storm doors have to be tempered glass, but is the screen nylon or metal?Nylon

2. Do the stove filters or drip pans need to be a specific brand or something comparable?50% of our units are natural gas and do not have drip pans. Only our electric stoves have drip pans and they are the common, silver drip pans.

3. In the bathrooms, if the towel rack is missing, do you just want something comparable to match the soap dish and toothbrush holder or do you want everything replaced?It doesn't have to be a full set. Most of our stuff is common, blank items with no designs, such as square bars and simple soap dishes and toothbrush holders.

4. On the bid price sheet on page 35, how do we know which properties and units use which paint schemes?All units vary, regardless of the property. We have done some upgrades in Cleveland Avenue and Piedmont Park this year, so it really varies by the unit and not the property.

VII. Adjournment

Clinton Thomas adjourned the meeting at 11:02 AM

Minutes submitted by: Kim Herrera

Minutes approved by:



Thank you for your interest in doing business with our Agency and we look forward to receiving a proposal submittal from your firm.

Clinton Thomas, Director of Procurement

Addendum No. Three

It is the responsibility of all proposers to acknowledge addendums. Failure on the part of any proposer to acknowledge this addendum by the deadline may, at the HA’s discretion, deem that proposer as non-responsive and may eliminate such proposer from consideration for award. Please return this document with your qualification response.

ACKNOWLEDGED BY:

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Signature

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Printed Name

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Date

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Company