Indianapolis Housing Agency (IHA), located at 1919 N. Meridian Street, Indianapolis, Indiana, owns and/or has certain jurisdiction over 22 Marion County affordable housing communities, 14 of which are managed by IHA directly. Six of these communities are in Center Township, with the rest scattered throughout the rest of the county. These sites comprise 2,624 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 7,845 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 140 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.
IHA invites competitive quotes from qualified, licensed General Contractors for the automatic door replacement at Barton Annex and is described in the Scope of Work located on the “Doing Business with IHA” page of the IHA website (www.indyhousing.org). Barton Annex is located at 501 N. East Street, Indianapolis, IN 46204.
SCOPE OF WORK
The scope of work includes the replacement of the automatic door at Barton Annex. For specific project scope of work see the following documents available on the “Doing Business With IHA” page of the website (www.indyhousing.org):
PRE-QUOTE CONFERENCE & WALKTHROUGH
A pre-quote meeting has not been scheduled.
Please send questions via e-mail to: Diane Padgett, Procurement Manager (email@example.com). Telephone or faxed questions will not receive a response. Questions and answers will be posted on the website.
The deadline for questions is Friday, June 29, 2018 at 2:00 PM.
Please submit all ITQ responses to the Executive Offices of IHA, Attn: Diane Padgett, 1919 N. Meridian Street, Indianapolis, Indiana 46202-1303 by 2:00 P.M., Eastern Standard Time, Monday, July 9, 2018. IHA is the sole determinant of timeliness. Contractor is solely responsible for a timely delivery.
Please submit one original and three copies of the quote response in a sealed envelope and marked Barton Annex doors. Include the responder’s name and address on the envelope or box. Email or faxed responses are not acceptable. Submissions received after 2:00 PM will not be accepted.
All on-time quotes will be opened publicly and read aloud immediately following the quote deadline. The successful contractor will also be announced on the “Doing Business with IHA” page of the IHA website (www.indyhousing.org).
MBE/WBE/VBE/DOBE PARTICIPATION REQUIREMENTS
- It is the policy of the Indianapolis Housing Agency that Women’s Business Enterprises (WBE), minority business Enterprises (MBE), Veteran Business enterprises (VBE), and Disability-owned business enterprises (DOBE) shall have the maximum feasible opportunity to participate in the performance of contracts. Consequently, the Owner has established the following percentage goals for MBE, WBE, VBE, and DOBE participation on this Project, based on the Contract Price as awarded to the successful Bidder:
MBE: fifteen percent (15%) WBE: eight percent (8%) VBE: 3 percent (3%) DOBE one percent (1%)
- Initial evaluation and review of a Bidder’s compliance with the requirements set forth herein in respect of MBE/WBE/VBE/DOBE participation, including review of documentation and information submitted by Bidders, shall be undertaken by IHA.
- A Bidders shall complete the Bidders itemized Proposal and Declarations form for construction or goods & services to disclose the status of its ability to meet the MBE/WBE/VBE/DOBE goals as of the submittal due date. Failure to do so shall deem the response non-responsive.
B Any Bidder who does not meet a project goal must petition IHA for relief from that goal by filing an application for a waiver, which application shall be submitted with the other required bid documents. The application for the waiver shall show with detailed documentation all good faith efforts that were made by the Bidder for the purpose of fulfilling the project goal and to assure that MBE, WBE, VBE, and DOBE firms are used as sources of supplies, equipment, construction and services. The application for MBE/WBE/VBE/DOBE program waiver form shall be requested by contacting IHA, Procurement Department, 1919 N. Meridian Street, Indianapolis, IN 46202 or via phone at 317-261-7184. The application shall be submitted as a 72 hour post-bid submittal.
C Examples of good faith efforts for MBE/WBE/VBE/DOBE shall include, at a minimum, all of the following:
1 Documentation of any advertising that the Bidder performed in search for prospective MBE/WBE/VBE/DOBE for the contract in general circulation, trade, and minority-focused media.
2 Documentation of any written notifications that the bidder provided to MBE/WBE/VBE/DOBE firms notifying them of contracting opportunities in sufficient time to allow them to participate, and to minority business assistance agencies for the purpose of locating prospective MBE/WBE/VBE/DOBE for the contract. Documentation must also include written notification to IHA for assistance in locating prospective MBE/WBE/VBE/DOBE firms for the contract.
3 Documentation of the Bidder’s efforts t select portions of the work to be performed by MBE/WBE/VBE/DOBE firms in order to increase the likelihood of achieving the stated goals, including the division of contracts into economically-feasible units to facilitate participation.
4 Documentation of direct contact and negotiations with MBE/WBE/VBE/DOBE firms and/or partnerships for specific sub- bids, including at a minimum the following information;
A The names, addresses and telephone numbers of MBE/WBE/VBE/DOBE firms that were contacted;
B A description of the information provided to MBE/WBE/VBE/DOBE firms regarding the plans and specifications for portions of the work to be performed;
C A statement of why prospective agreements with MBE/WBE/VBE/DOBE firms were not reached.
5 Documentation of technical assistance provided to MBE/WBE/VBE/DOBE firms for obtaining bonding, insurance or a needed line of credit for the project.
6 Documentation relevant to any other efforts the Bidder has made to assist MBE/WBE/VBE/DOBE firms in overcoming the traditional barriers of participation in the industry affected by the contract.
7 Documentation of efforts to research other possible areas of participation, including, but not limited to, any of the following:
B Shipping or transport enterprises;
C Engineering enterprises; and
D Any other role that may contribute to the production and delivery of the product or service specified in the contract.
D The bidder shall maintain adequate records of all relevant data with respect to the utilization and attempted utilization of MBE/WBE/VBE/DOBE firms and shall provide full access to these records to the owner upon its request to inspect them.
- The apparent successful Bidder shall, within three (3) business days after notification by the Owner, provide the application for Program Waiver (if Bidder has not met all goals as set out in section 1 above), and any supporting documentation deemed necessary by the owner to demonstrate utilization of good faith efforts to achieve or maximize MBE/WBE/VBE/DOBE firms, participation goal levels as set out in section 1 which shall serve as an additional condition to the Bidder being found responsible and responsive.
- The decision of the Owner concerning whether or not a Bidder has satisfactorily demonstrated good faith efforts shall be conclusive and binding upon such Bidder.
- Where a Bidder proposes to utilize a MBE/WBE/VBE/DOBE firm that has not been certified as such by the City of Indianapolis, Office of Minority & Women Business Development shall submit a completed certification application for such MBE/WBE/VBE/DOBE. The MBE/WBE/VBE/DOBE must become certified by OMWBD to count toward attainment of the MBE/WBE/VBE/DOBE goals for the project. Bidders must obtain copies of the certification from OMWBD at Suite 1260, City-County Building, 200 E. Washington Street, Indianapolis, IN 46204. Phone is 317-327-5262; Fax is 317-327-4482.
- For the purposes of determining the degree of participation for MBE/WBE/VBE/DOBE firms operating as participants in Joint Ventures, as Subcontractors or Suppliers, the following methodology shall be utilized:
A A Joint Venture Bidder consisting of one or more MBE/WBE/VBE/DOBE parties will be credited with MBE/WBE/VBE/DOBE participation on the basis of percentage of the dollar amount of the work to be performed by the MBE/WBE/VBE/DOBE. For example, if such Joint Venture proposes to perform fifty percent (50%) of the dollar amount of the work quoted at $1,000,000 and fifty percent 950%) of the work is to be performed by the MBE/WBE/VBE/DOBE Joint Venture partner, MBE/WBE/VBE/DOBE participation will be credited as twenty-five percent (25%) of the work or $250,000.
B A Bidder will receive sixty percent (60%) toward goal attainment for the use of minority suppliers who are not manufacturers, i.e. where a Bidder proposes to purchase $10,000 worth of construction materials from a minority Supplier who did not manufacture the materials, $60,000 will be credited toward the Bidder’s minority participation goal. However, where the minority Supplier is the manufacturer of the product supplied, the Bidder will receive MBE/WBE/VBE/DOBE credit of one hundred percent (100%) of the dollar amount of the supply contract.
- The Owner may, at any time before or after award, require the Bidder/Contractor to submit additional information to the owner regarding MBE, WBE, VBE, OR DOBE certification and utilization. Such information may include but not be limited to: 9i) Copies of all executed agreements for each MBE/WBE/VBE/DOBE enterprise engaged to satisfy the participation goals, showing (ii) the name and address of the MBE/WBE/VBE/DOBE, (iii) the scope of work to be performed, (iv) the dollar value of work to be performed or furnished by each proposed MBE/WBE/VBE/DOBE subcontractor or MBE/WBE/VBE/DOBE joint venture partner, (v) acknowledgment and acceptance of the agreement by the MBE/WBE/VBE/DOBE and (vi) monthly utilization payment reports with each monthly application for payment using the on-line submittal process (MyLCM).
- Failure to comply with the MBE/WBE/VBE/DOBE provisions of the contract may result in one or more of the following sanctions: cancellation, terminator or suspension of any contracts, or any portion(s) thereof, including but not limited to withholding any progress payment or any other monies payable or due under the contract, and/or inclusion on the Owner’s list of contractors or vendors who are non- responsible due to MBE/WBE/VBE/DOBE violations, meaning Bidder would not be eligible to do work for the Owner for a specified period.
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 respondent and any other subcontractors, such as, but not limited to, delivery, assembly and provision of raw 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 attached located on the IHA website.
DAVIS BACON WAGE DETERMINATION
Davis Bacon Wage Determination Building Rate IN180002, dated 06/15/2018, Mod 13 applies to this project. The wage determination is attached and may also be found on the “Doing Business With IHA” page of the agency’s website (www.indyhousing.org). Weekly certified payrolls will be required and will be submitted thru the on-line tracking program referenced below.
WORK FORCE DEVELOPMENT GOALS
Indianapolis Housing Agency has established goals for improving minority and women participation in the skilled construction trades by establishing goals of 12.6% minority participation for skilled trades and 6.9% female participation in skilled trades through the framework of general, prime, and sub-contractors. The reporting of participation will be accomplished through IHA’s on-line program tracking process. The contract monitor assigned to the project will make each contractor aware of the date, time, and location of training on this on-line submittal process. Information on the process will also be provided at pre-construction meetings where applicable.
ON-LINE PROGRAM TRACKING
IHA has implemented an on-line process to submit documentation for various areas of contract compliance on all construction and renovation projects. IHA encourages on-line submittal of M/W/V/DOBE participation, Section 3 hires and/or contribution, workforce utilization and certified payrolls if applicable. The contract monitor assigned to the project will make each contractor aware of the date, time, and location of training on this on-line submittal process. Information on the process will also be provided at pre-construction meetings where applicable.
CERTIFICATE OF INSURANCE
IHA requires a current certificate of insurance with each quote. 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 certificate of insurance must show the Indianapolis Housing Agency as additional insured.
ITEMS REQUIRED FOR SUBMITAL
Respondents must complete the following certifications, affidavits, assurances. All forms are included in this ITQ and are located on the “Doing Business With IHA” page of the IHA website (www.indyhousing.org):
- Quote Form (Exhibit A)
- Form HUD-5369-B: Representation & Certifications of Bidders (This form does not require a signature but must be submitted as acknowledgement of the terms contained therein.)
- At least three references (do not include IHA employees)
- Non-Collusive/Non-Identity of Interest Affidavit
- Certificate of Non-Organizational Conflict of Interest
- Certificate of Non-Segregated Facilities
- Certificate of current insurance
- M/W/V/DOBE certification if applicable
- Section 3 Contractor Initial Response Form
- E-Verify Affidavit
- MBE/WBE/VBE/DOBE Bidder’s Initial Response Form Construction, Form #1119
- Form HUD 5370EZ General Conditions
- Top 3 successful bidders will be required to provide a supplemental Bid Form within 24 hours if requested by IHA
Quote Form provided (Exhibit A) is the only acceptable document for pricing submittal.
All of the above required documents, with the exception of the Certificate of Insurance, M/W/V/DOBE certification, if applicable, and references, are available on the Doing Business With IHA page of the Agency’s website (www.indyhousing.org).
At the time of quote, only the quote form is required. All remaining documents may be submitted at the time the bid is due or may be submitted as 48 hour post bid submittals. Failure to submit the above referenced documents within the 48 hour post bid submittal timeframe will cause your firm’s bid to be deemed non-responsive and will not be considered for award.
IHA will award a contract to the lowest most responsible and responsive respondent. The award may be contingent on the approval by 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.