INSTRUCTIONS TO BIDDERS

INSTRUCTIONS TO BIDDERS ALL CONTRACTORS SUBMITTING A RESPONSE TO THIS INVITATION TO BID MUST HAVE COMPLETED THE FORMS CONTAINED IN THIS INVITATION TO BID. FORMS SUBMITTED WHICH ARE NOT IN THE FORMAT OF THIS INVITATION TO BID MAY BE REJECTED WITHOUT CONSIDERATION. BIDDERS MUST EXECUTE AND RETURN EVERY DOCUMENT LISTED BELOW AS DIRECTED IN THE NOTIFICATION TO BIDDERS. PACKETS WITH ANY MISSING DOCUMENTATION WILL NOT BE CONSIDERED FOR CONTRACT. Bidders Certification Form (included in this packet) Bidders Qualification Form (found on Vendor RFP main page) Non Collusive Affidavit (found on Vendor RFP main page) Section 3 Certification Form (if applicable found on Vendor RFP main page) Complete and accurate bid form per Article 6 below (attached) ALL BIDS MUST BE RECEIVED BY 4:00 P.M., MONDAY SEPTEMBER 20, 2013 AT THE OFFICES OF THE LOVELAND HOUSING AUTHORITY IN AN ENVELOPE MARKED Annual Maintenance Contracts Bid Response Enclosed. BIDS RECEIVED WILL NOT BE PUBLICALLY OPENED. THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY HAS FULL DISCRETION TO ACCEPT OR REJECT ANY RECOMMENDATIONS OF THE HOUSING AUTHORITY STAFF AND MUST PROVIDE FINAL APPROVAL CONCERNING SELECTION OF A CONTRACTOR. ARTICLE 1 DEFINED TERMS 1.1 The term "Successful Bidder" means the lowest, qualified, responsive, responsible Bidder to whom Loveland Housing Authority (LHA) on the basis of LHA'S evaluation as hereinafter provided) makes an 1

award. The term "Bidding Documents" includes the Invitation to Bid, Instructions to Bidders, the Bid Form, and the Summary of the Work to be Completed (including all Addenda issued during bid process). ARTICLE 2 COPIES OF BIDDING DOCUMENTS 2.1 Complete sets of Bidding Documents shall be used in preparing Bids; LHA does not assume any responsibility for errors or misinterpretations resulting from the use of incomplete sets of Bidding Documents. 2.2 LHA, in making copies of Bidding Documents available on the above terms, does so only for the purpose of obtaining Bids on the Work and does not confer a license or grant for any other use. ARTICLE 3 QUALIFICATIONS OF BIDDERS 3.1 Each Bid must contain evidence of Bidder's qualifications to do business in the State of Colorado. 3.2 At Bid time, the Bidder shall provide the following information to LHA for consideration: 3.2.1 The address and description of the Bidder's place of business. 3.2.2 The number of years engaged in the contracting business under the present firm name, and the name of the State where incorporated. 3.2.3 The Bidder's performance record giving the description, location, and telephone numbers of similar projects completed in a satisfactory manner by the Bidder. 3.2.4 A list of officers of the firm who, while in the employ of the firm, or the employ of previous firms, were associated with a minimum of five (5) Contracts of like nature and magnitude or comparable difficulty at similar rate of progress. 3.2.5 A list of projects of personnel guaranteed to be employed in the responsible charge of the Work, stating the personnel have performed satisfactorily on a minimum of five (5) Contracts of like nature and magnitude or comparable difficulty at similar rate of progress. 3.2.6 Such additional information as will assist LHA in determining whether the Bidder is adequately prepared to fulfill the Bid. ARTICLE 4 EXAMINATION OF BID DOCUMENTS AND SITE 4.1 Before submitting a Bid, each Bidder must (a) examine all Bidding information thoroughly, (b) visit the sites to familiarize himself with local conditions that may in any manner affect cost, progress or 2

performance of the Work, (c) familiarize himself with Federal, State, and local laws, ordinances, rules, and regulations that may in any manner affect the cost, progress or performance of the Work, and (d) study and carefully coordinate Bidder's observations with the Bid Documents. 4.2 Before submitting a Bid, each Bidder shall, at own expense, make such investigations and tests as the Bidder may deem necessary to determine Bid for performance of the work in accordance with the time, price, and other terms and conditions of the Contract Documents. 4.3 On request, LHA will provide each Bidder reasonable access to the site to conduct such investigations and tests necessary for submission of Bid. All Bidders are responsible for measurements and calculations of materials. 4.4 The land upon which the work is to be performed, rights of way for access thereto, and other lands designated for use by Bidder in performing the Work are the managed properties of LHA. Bidder shall be held responsible for any damages resulting there from. 4.5 The submission of a Bid will constitute a representation by the Bidder that he has complied with every requirement of this Article 4. ARTICLE 5 INTERPRETATION 5.1 All questions about the meaning or intent of the Bid Documents shall be submitted to LHA in writing. Replies will be issued by Addenda posted on LHA s website prior to Bid closing. Only answers to questions issued by formal written Addenda will be with legal effect. ARTICLE 6 BID FORM 6.1 The Bid Forms attached shall be required format. LHA may reject any other format submitted. 6.1.1 Bidder is required to bid on all alternatives as called for on Bid Form. Bidder shall state amount to be added to or deducted from Base Bid. If alternate price does not involve a change in price, Bidder shall indicate by writing the words, "No Change". 6.2 Only Bids which are made out on the Bid Forms attached will be considered. 6.3 The Bidder, when signing the Bid, shall meet the following requirements: 6.3.1 The full name, telephone number, fax number, email address and business address of each Bidder must be entered on the Bid submitted. The Bid shall be signed in the space provided by the person or persons properly authorized to sign it. All names must be typed or printed below the signature. 6.3.2 A Bid submitted by an individual shall be signed by the Bidder or an authorized agent. 3

6.3.3 A Bid submitted by a partnership must be executed in the partnership name and signed by a partner, whose title must appear under the signature. 6.3.4 A Bid submitted by a corporation must be executed in the corporate name by the president, or corporate officer and the corporate seal must be affixed and attested. Such corporation must be licensed to do business in the State of Colorado before a Contract can be signed. 6.3.5 A bid which is signed by an attorney in fact for an individual, firm, partnership or joint venture shall have attached thereto a power of attorney evidencing authority to sign the Bid. 6.4 The Bid shall contain an acknowledgment of receipt of all Addenda, the numbers and dates of which shall be filled in on the Bid Form. 6.5 It is the responsibility of the Bidder to submit a neat, accurate and complete Bid. ARTICLE 7 SUBMISSION OF BIDS 7.1 Bids shall be submitted at the time and place indicated in the Official Notice to Bidders and shall be in an opaque envelope marked according to the Bid Document with name and address of the Bidder, and other required documents. If the Bid is sent through the mail or other delivery system, the envelope shall be enclosed in a separate envelope with the notation "Bid Enclosed" on the face thereof. ARTICLE 8 MODIFICATION OR WITHDRAWAL OF BID 8.1 Bids may be modified or withdrawn by written notice to LHA. Such notice shall be in writing via mail, fax or email. 8.2 A withdrawn Bid may be resubmitted up to the time designated for the receipt of Bids provided that they are then fully in conformance with these Instructions to Bidders. ARTICLE 9 RIGHT TO ACCEPT OR REJECT BIDS 9.1 In evaluating Bids, LHA shall consider the (1) response to Invitation to Bid in a professional and informative manner (2) experience and qualifications of Bidders (3) references, (4) site visits if necessary, (5) price, and (6) qualifications of workers. 4

9.2 LHA may conduct such investigations as he deems necessary to assist in the evaluation of any Bid and to establish the responsibility, qualifications, and financial ability of the Bidders, proposed Subcontractors, and other persons and organizations to do the Work. 9.3 LHA reserves the right to reject any and all bids. 9.4 The Contract shall be awarded by LHA as defined in the Invitation to Bid. 9.5 LHA shall have the right to accept or reject alternatives in any order or combination, unless specifically otherwise provided, and to determine the low Bidder on the basis of the sum of the base Bid and the Alternates accepted. 9.6 A Bid which has not been prepared according to the instructions contained herein may be considered irregular and subject to rejection. Unbalanced Bids which cannot be resolved by mathematical correction without resorting to information not contained in the Bid, are subject to rejection. 9.7 Award of Contract will be made to the Bidder who best meets the five requirements of the LHA as outlined in this Article 9. All final selections will be subject to the approval of the Board of Commissioners. ARTICLE 10 INSURANCE REQUIREMENTS 10.1 When the successful Bidder delivers the executed Contract to LHA, it shall be accompanied by evidence of both Worker s Compensation Insurance Coverage and General Liability Insurance Coverage. 1. Worker s Compensation Insurance Coverage shall be as prescribed by Colorado State Statue; 2. General Liability Insurance Coverage shall be $1,000,000 for injuries, accidental death, or property damages for each individual and occurrence. 3. Automobile Insurance Liability Coverage for any vehicles used at the Work site and registered to the CONTRACTOR, the CONTRACTOR S sub contractors, or any of their employees shall be a minimum of $300,000/$500,000. CONTRACTOR shall provide OWNER with General Liability Certificates of Insurance naming the Loveland Housing Authority, and the Property Owner as both Certificate Holders and Additional Insured. ARTICLE 11 SIGNING OF CONTRACT 11.1 LHA will give Notice of Award to the successful Bidders pending final approval by the Board of Commissioners. Final Contracts will be provided to approved Contractor for signature. ARTICLE 12 FEDERAL & STATE COMPLIANCE REQUIREMENTS 5

Bidder acknowledges the Work to be performed pursuant to this Agreement is funded in whole or part by funds secured through the assistance of federal and/or state agencies. Therefore Bidder agrees to comply with all of the terms and conditions required of those agencies concerning the Work including, but not necessarily limited to: 1. Copeland Act 29 CFR Part 3 prohibiting the kickback of wages or benefits earned by employees. 2. Lead Based Paint Poisoning Prevention Act Title IV prohibiting the use of lead based paint in residential structures. 3. Executive Order 11246, As Amended, prohibiting discrimination from employment based on race, color, religion, national origin or sex. 4. Age Discrimination Act of 1975, As Amended, providing that no person shall be discriminated against from employment based on age. 5. HUD 24 CFR Part 135, As Amended, providing employment preferences to low and very low income families, women s businesses, minority owned businesses, area small businesses, and labor surplus area businesses. 6. Genetic Non discrimination Act 2008, As Amended, prohibiting employment discrimination based on genetic information. 6

BID CERTIFICATION THIS COMPLETED PAGE MUST BE RETURNED WITH PROPOSAL THE UNDERSIGNED BIDDER, having familiarized himself with the Work required by this Invitation to Bid, the site where the Work is to be performed, local conditions, laws, regulations and other factors affecting the performance of the Work, and having satisfied himself of the completeness and adequacy of the information contained in the Invitation to Bid, and the expense and difficulties attending the performance of Work, HEREBY PROPOSES AND AGREES, if this Bid is accepted, to enter into an Agreement to perform all Work as described in the Invitation to Bid, or as may be required by the Owner or the City of Loveland; and to assume all obligations, duties and responsibilities necessary to the successful completion of the Work; for the UNIT PRICED FEE defined herein: THE UNDERSIGNED BIDDER hereby certifies (a) that this Bid is genuine and is not made in the interest of, or in behalf of, any undisclosed person, firm or corporation, and is not submitted in conformity with any agreement or rules of any group, association, organization or corporation; (b) that he has not directly or indirectly induced or solicited any other Bidder to put in a false or sham Bid; (c) that he has not solicited or induced any person, firm or corporation to refrain from bidding; (d) that he has not sought by collusion to obtain for himself any advantage over any other Bidder or over Owner; and (e) that the price or prices quoted in the Bid are fair and proper and are not tainted by a collusion, conspiracy, connivance or unlawful agreement on the part of the Bidder. THE UNDERSIGNED BIDDER acknowledges the bid price is a UNIT PRICED FEE inclusive of all professional services, materials, labor, travel, and incidental costs to (Provide HVAC Maintenance and Repair) THE UNDERSIGNED BIDDER understands additional costs for Work will not be allowed under the terms of the agreement between the Bidder and the Owner, except as specifically requested and approved by the Owner. Lack of coordination between the Bidder and any other consultant, lack of knowledge concerning the requirements of the City of Loveland to achieve an approved work product, lack of information to produce an approved work product and/or the incorporation or lack of incorporation of any information from any relative source which may cause additional work on the part of the Bidder shall not be a condition for assessing additional charges to the Owner. This does not prevent the Bidder from claiming reimbursement from any other consultant whose information may have resulted in additional costs to the Bidder in the performance of his/her responsibilities. THE UNDERSIGNED BIDDER acknowledges the right of the Owner to reject any or all Bids submitted, and to waive any informalities and irregularities therein. This Bid shall remain open and shall not be withdrawn for a period of sixty (60) days from the due date of the Invitation to Bid. Submitted on this day of, 20 BY: TITLE: COMPANY NAME:

HVAC Maintenance & Repair Bid Pricing SMALL PURCHASE & INDEPENDENT SERVICE AGREEMENT (Contracts Less Than $100,000 When Davis-Bacon Doesn t Apply) EXHIBIT A SCOPE OF WORK TO BE PERFORMED Property: Properties as Listed Contract Start Date: Contract Completion Date: Contracted Amount: See Below HVAC MAINTENANCE & REPAIRS BID PRICING Bid Item: Licensed Contractor agrees to provide HVAC maintenance & repairs for all properties owned and/or managed by the Loveland Housing Authority. This Bid excludes taxes. All work shall comply with all local, State and Federal Laws including the Environmental Protection Agency (EPA). Scheduled work shall have a response requirement of 24 hours and emergency work shall have a response time of 2 hours. All material, labor and equipment supplied under this Bid shall be warranted for a period of not less than one (1) year. Contractor shall provide all materials necessary for HVAC repairs. These prices include all labor, material and equipment cost as may be required to complete the work, as well as, a one (1) year warranty on all material and labor. Contractor shall leave property clean and free of debris after completion of said work. Contractor shall notify the maintenance department when work is complete. If delays are expected the contractor shall notify the maintenance department with an expected completion date. Prices for the repairs shall be as follows: Service Call (Monday-Friday 8 am to 5 pm) $ per manhour Service Call (After Hours, Holidays, Weekends) $ per manhour 1

HVAC Maintenance & Repair Bid Pricing Repair Parts as Needed - Cost of part + % markup Trip Charge (Estes Park) $ Trip Charge (Milliken) $ Furnace tune-up with Filter $ Average Furnace Replacement $ Based on 85,000 BTU 80% Energy Efficient (Furnace replacements exceeding this cost must be pre-approved by the Loveland Housing Authority Maintenance Department) HVAC repair exceeding One Hundred Dollars ($100.00) which includes materials will require approval from Maintenance Supervisor or Maintenance Coordinator. This does not include diagnostic or trip charges. HVAC PREVENTIVE MAINTENANCE SCOPE OF WORK FOR ADMINISTRATION BUILDING, MIRASOL EVENT CENTER, AND MIRASOL TAX CREDIT APARTMENTS, MIRASOL PAIRED HOMES: NOTE: All model and serial numbers, age, voltage, amp draws, C.O. readings, condition, gas pressures and any other notes are logged by Contractor and recorded on work order submitted to Owner with invoice. ALL NECESSARY LABOR AND MATERIAL TO PERFORM THE FOLLOWING: Furnace Fall Tune-up Check all electrical components for wear and strength, check all connections, and meter all components for proper voltage and amp draw. Check all limits and safeties for proper operation. Check heat exchanger for cracks and carbon monoxide leaks to be performed with a C.O. meter. Check flu s for condition, wear and venting. Clean & meter flame sensors. Check igniters for condition and wear. Clean burner and blower compartments. Check blower assembly, air flow (both supply and return). Check temp splits. Change Filter. Air Conditioners (A/C) Check all electrical components for wear & strength. Check all connections. Meter all components for proper voltage and amp draw. Check all safeties for proper operation. Visually inspect all units and coils for leaks and signs of wear. Check refrigerant levels. Clean condenser coils. Check air flow (both supply & return). Check temp splits and check condenser fan blades for balance and condition. Check & clean condensate lines for proper drainage. 2

HVAC Maintenance & Repair Bid Pricing Controls Check all controls for proper operation and condition. Rooftop Units (RTU s) All work as listed under Furnaces and Air Conditioners with the addition of belts and pulleys, cabinet and economizer. Administration/Maintenance Building Only 2 Rooftop units, 3 Split Systems, 3 Unit Heaters $ per year 4 visits per year includes all filters Scheduled February, May, August, November Mirasol Event Center Only 5 furnaces and 5 Air Conditioners $ per year 2 visits per year includes all filers Scheduled October and April Mirasol Paired Homes 31 furnaces and Air Conditioners $ per year 2 visits per year includes all filers Scheduled October and April Mirasol Tax Credit Apartments Only 1 Rooftop Unit, 56 fan coils with hot water and Air Conditioner coils $ per year 2 visits per year includes all filters Scheduled October and April Mirasol Phase II Apartments 68 fan coils. $ per year 2 visits per year includes all filters Scheduled October and April 3

HVAC Maintenance & Repair Bid Pricing Company Name: Address: Phone Number: Fax Number: E-mail Address: (Bidder s Signature, if Bidder is an Individual) (Partner s Signature, if Bidder is a Partnership) (Officer s Signature, if Bidder is a Corporation) Subscribed and sworn to before me this day of, 20. My Commission Expires: (Notary Public s Signature) M:\TNT Share\Contracts\Bid Forms and SCOPE OF WORKS\2014 Contract Scope of Work\HVAC Maintenance & Repairs.docx 4