The guidelines under 2 CFR 200, Title 23, 23 CFR and Section 3 shall apply to this contract in order to be eligible for reimbursement under the Public Assistance Program.
- Vendor Questionnaire —
1. Respondents are solely responsible for ensuring that their submittals are complete, uploaded, and submitted in the City's e-Procurement Portal by the due date and time. *Response required*
- PURPOSE: —
The purpose of this solicitation is to establish a pool of qualified general contractors to provide comprehensive residential repair and rehabilitation services for projects administered by the City. General Contractors in the pool may be assigned work on an as-needed basis for specific projects.
The selected general contractors will be expected to provide a broad range of construction and rehabilitation services designed to correct deficiencies, address health and safety concerns, and improve the overall condition and performance of residential properties. Work required for any particular project may include, but is not limited to, the following:
- Eliminating building code violations
- Abating health and safety hazards within the home
- Repairing, upgrading, or replacing building systems as necessary, including structural, electrical, plumbing, mechanical, and sewer systems
- Stopping the intrusion of weather and moisture
- Improving energy efficiency
- Improving the general condition and habitability of the property
- Mold remediation and related corrective measures
Contractors may utilize licensed and qualified subcontractors for specialty trades. Such specialty work may include, but is not limited to, roofing, mechanical systems, electrical work, plumbing services, and mold remediation. The prime contractor shall remain responsible for the coordination, supervision, and quality of all subcontracted work.
- Submittal Content —
In accordance with Section 6. Submittal Content, please upload submittal package.
Respondents are expected to organize their submittals in such a manner as to facilitate the evaluation process. Submittals should be keyed or indexed to correspond with this solicitation. Responses should be correlated to the specific submittal, criterion, section or paragraph number of the solicitation being addressed.
Evaluators will make a reasonable effort to locate information in the responses; however failure to follow this suggested format may make location of critical submittal information difficult, possibly resulting in a loss of appropriate credit.
Additional documentation may be requested by the City to ensure contract compliance.
- CONTRACTOR MINIMUM QUALIFICATIONS: —
- Contractors must be licensed and insured to perform the required work in the State of Florida.
- All work must be performed by qualified professionals with relevant certifications and experience.
- Contractors must provide a detailed project plan, including timelines and milestones, for approval by the City of Homestead.
- Contractors must provide proof of adequate line of credit to access funds to carry out at a minimum of three (3) rehabilitation projects during the same period.
- Biweekly progress reports must be submitted to the City of Homestead, detailing the status of the project and any issues encountered.
- Contractors must provide proof of sufficient work force/subcontractors to meet strict deadlines for completion of each home. Contractors/subcontractors will be expected to perform quality construction work, organize and coordinate with construction tradesmen to complete work on time.
- Contractors must provide a ten (10) year warranty for new roofs, all work performed, covering a minimum period of one year from the date of completion.
- CONTRACTOR RESPONSIBILITIES IF AWARDED: —
General contractors selected for the pool will be responsible for performing comprehensive rehabilitation and construction services in accordance with project specifications, applicable regulations, and program requirements. The services required by a contractor for any particular project may include, but are not limited to, the following:
- Complete Rehabilitation:
- The general contractor shall perform full rehabilitation work in accordance with the detailed specifications, scope of work, and requirements provided by the City. All work must meet applicable local, state, and federal building codes, standards, and program guidelines to ensure safe, durable, and high-quality improvements.
- Permitting and Construction Documentation:
- The general contractor shall be responsible for preparing and submitting all required permit applications and construction drawings, when applicable, to the appropriate regulatory agencies. Contractors must secure all necessary permits and approvals prior to commencing work and ensure all inspections are completed as required.
- Compliance with Program Requirements:
- All work must comply with the requirements and regulations associated with federally and state-funded housing programs, including the Neighborhood Stabilization Program (NSP), the Community Development Block Grant (CDBG), the HOME Investment Partnerships Program (HOME), and the State Housing Initiatives Partnership Program (SHIP). Contractors must adhere to all applicable program rules, reporting requirements, and compliance standards throughout the duration of each project.
- Project Scheduling and Budget Management:
- Contractors shall complete all assigned projects within the approved project schedule and budget. Effective project management practices must be used to ensure timely completion of work while maintaining quality and compliance with contract requirements.
- Fiscal Responsibility:
- Contractors must maintain fiscal responsibility and follow sound financial and business practices during the term of the contract. This includes proper cost control, documentation of expenditures, and adherence to approved project budgets.
- Professional Coordination and Communication:
- Contractors shall establish and maintain professional, cooperative, and courteous working relationships with City staff, program administrators, and any consultants involved in the project. Clear and consistent communication will be required to ensure project coordination, progress monitoring, and compliance with program requirements.
- BIDDING PROCEDURES FOR INDIVIDUAL REHABILITATION OR CONSTRUCTION PROJECTS: —
The following procedures shall be used in the bidding process for individual rehabilitation or construction projects performed under the City’s general contractor pool. These procedures apply to projects associated with the scope of work and may be modified as necessary to comply with specific funding source requirements.
- Bidding Process:
- Project Inspection and Scope Preparation
- Each property will be inspected by the City’s Housing Inspector. During the inspection process, photographs of existing conditions will be taken and a detailed scope of work, including work specifications and cost estimates, will be prepared.
- Approval of Work Specifications
- All work specifications and cost estimates must be reviewed and approved by City staff and/or the City’s consultant prior to scheduling the pre-bid meeting.
- Invitation to Bid
- All responsive and responsible general contractors who have been pre-qualified and approved through the City’s Request for Qualifications (RFQ) process and included in the City’s Contractor Pool shall be invited to submit bids for individual rehabilitation or construction projects. The invitation to bid will be issued by City staff, the City’s consultant, or the Housing Inspector.
- Mandatory Pre-Bid Meeting
- A mandatory pre-bid meeting will be conducted at the project address with the Housing Inspector and all invited contractors. A sign-in sheet documenting contractor attendance will be maintained and submitted to City staff or the City’s consultant. Only contractors who attend the pre-bid meeting will be eligible to submit a bid for the project.
- Scope Clarification
- Contractors are responsible for reviewing the project scope of work and obtaining clarification on any specifications or requirements during the pre-bid meeting.
- Bid Requirements
- Contractors must submit bids covering all items listed in the scope of work. Contractors who choose not to submit a bid for a project may submit a written “No Bid” response on company letterhead in accordance with the instructions provided in the bid package.
- Sealed Bid Submission
- Bids must be submitted in a sealed envelope clearly marked as a bid with the name and address of the project on the exterior of the envelope and delivered to the location specified in the bid documents. All bids must be submitted using the original work specification form provided in the bid package, with all items completed.
- Any addenda issued by the Housing Inspector must be acknowledged and included in the sealed bid submission. Bids that are incomplete, contain unauthorized changes to the work specifications, or fail to include required addenda will be deemed non-responsive.
- Bid Bond (if applicable)
- If the base Bid or the base Bid plus the sum of any alternates exceed $100,000.00, Bid must be accompanied by a Bid Bond in the amount of 5% of the total bid submitted, to be in the form of Cashier's Check (which shall be tantamount to a Bid Bond) made payable to the City of Homestead; a bond written by a surety company authorized to do business in the State of Florida and shall comply with State Statue 287.0935. The bond of all unsuccessful bidders will be returned after bid award. The bidder shall not withdraw their Bid after Bid Opening for the period stipulated as the Bid guaranty period. Bidders will give the these assurances that all bids offered will be held open and are not revocable for lack of consideration during the time stipulated herein. Attorneys-in-fact, who sign the Bid Bond, Performance Bond and Payment Bond, must file with such Bonds, certified copies of their current power of attorney to sign such Bonds. All Bonds must be countersigned by an agent of the Surety licensed in the state of Florida, with a copy of the agent's current identification card, as issued by the State of Florida Insurance Commissioner, attached thereto.
Failure to submit a Bid Bond will result in disqualification.
- Payment & Performance Bond (if applicable)
- All task orders that exceed $200,000.00 will require 100% Payment and Performance Bond will be required and will be issued within ten (10) days upon issuance of a notice of award. The Payment and Performance Bond can be in the form of a Cashier’s Check, made payable to the City of Homestead (Please note that cashier’s checks will be deposited into an escrow account for the term of the bid); a bond written by a surety company authorized to do business in the State of Florida and shall comply with State Statute 287.0935; or an Irrevocable Letter of Credit. If the latter is chosen, it must be written on a bank located in Miami-Dade County, be in the amount of the contract and should clearly and expressly state that it cannot be revoked until express written approval has been given by the City of Homestead. The City, to draw on same, would merely have to give written notice to the bank with a copy to the successful contractor.
- Late Bids
- Bids received after the date and time specified in the bid documents will not be accepted or opened. Any late bids will be returned unopened to the bidder.
- Minor Irregularities
- The City reserves the right to waive minor irregularities in bid submissions after consultation with the City’s Procurement Department.
- Funding Source Requirements
- The City reserves the right to modify bidding procedures when required to comply with additional requirements associated with specific funding sources.
- DAVIS-BACON ACT COMPLIANCE (IF APPLICABLE): —
- When the project requires compliance with Davis-Bacon Act regulations, the contractor will be required to submit certified weekly payrolls for contractor and all subcontractors performing working on the project.
- Payrolls will be verified with field inspections.
- Failure to submit payrolls for required projects will result in a delay in payment.
- AWARD PROCESS FOR INDIVIDUAL REHABILITATION OR CONSTRUCTION PROJECTS: —
- Award of individual projects shall be made to the lowest responsive and responsible bidder who is determined to be capable of meeting the requirements of the bid specifications, as determined by the City and/or its designated consultant.
- The contractor will be notified of the award by City staff or the City’s consultant. The contractor shall have fourteen (14) calendar days from the date of award notification to obtain a signed original construction contract from the property owner/applicant.
- The contractor must submit the fully executed contract to City staff or the City’s consultant within the specified timeframe. Failure to provide the signed contract within the fourteen (14) day deadline may result in the project being reassigned to the next lowest responsive and responsible bidder.
- Exceptions to the fourteen (14) day requirement may be granted by the City in circumstances where the property owner/applicant is unavailable during the specified timeframe or where the contractor notifies City staff upon assignment that additional time may be required to obtain the necessary signatures. Any such exception must be approved by the City prior to the expiration of the fourteen (14) day period.
- NOTICE TO PROCEED PROCESS: —
- Once the fully executed contract and all required documentation have been received and approved by City staff and/or the City’s consultant, a Notice to Proceed (NTP) may be issued to the Contractor.
- The Notice to Proceed authorizes the Contractor to begin pre-construction activities associated with the project. From the date of issuance of the NTP, the Contractor shall have up to thirty (30) calendar days to apply for and secure all required construction permits for the awarded project.
- Within this thirty (30) day period, the Contractor must submit documentation to City staff or the City’s consultant demonstrating that the required permits have been applied for with the appropriate permitting authority. Acceptable documentation may include copies of permit applications, receipts, or other official confirmation from the permitting agency.
- If the Contractor fails to submit proof that permits have been requested by thirty (30) days after the issuance of the Notice to Proceed, City staff and/or the City’s consultant reserve the right to cancel the Notice to Proceed and reassign the project to the next lowest responsive and responsible bidder.
- The Contractor shall commence construction activities forty-five (45) calendar days of the issuance of the Notice to Proceed, unless otherwise authorized by the City. Contractors are expected to perform the work in accordance with the approved construction schedule and complete the project within the timeframe specified in the contract documents.
- Repeated failure by a Contractor to adhere to approved project schedules may result in removal from the City’s contractor pool and disqualification from future bidding opportunities. Exceptions may be considered when delays are caused by circumstances beyond the Contractor’s control, such as material shortages, supply chain disruptions, or other documented unforeseen conditions.
- General Contractors will be expected to complete rehabilitation project within ninety (90) days following the issuance of the Notice to Proceed (NTP).
- A penalty of $100 a day will be imposed, unless otherwise approved by the City, for any rehabilitation project that exceeds the ninety (90) day completion schedule respectively, imposed by the City.
- Contractors must ensure minimal disruption to the residents during the execution of the work.
- All waste and debris must be properly disposed of in accordance with local regulations.
- FINAL INSPECTIONS PROCESS: —
- Upon completion of the project, the Contractor shall notify the City and/or the City’s consultant that the work has been completed and is ready for final inspection. The City or its consultant will provide the Housing Inspector with copies of all contractor-submitted documentation, including building permits reflecting approved final inspections and any approved change orders associated with the project.
- The Housing Inspector will schedule and conduct a final inspection of the property to verify that all work has been completed in accordance with the approved scope of work and contract specifications. During this inspection, the Housing Inspector will take “after” photographs documenting the completed improvements.
- Following the inspection, the Housing Inspector will prepare a detailed report identifying whether each line item in the work specifications has been completed satisfactorily. This report, along with the inspection documentation and “after” photographs, will be submitted to the City for review and processing.
- If any items are determined to be incomplete or unsatisfactory, the Contractor shall be responsible for correcting all deficiencies identified by the Housing Inspector. Once the corrective work has been completed, the Contractor must submit a written statement confirming that all items listed on the final inspection punch list have been addressed.
- A final re-inspection will then be scheduled to verify that all punch list items have been satisfactorily completed. Any additional inspections required beyond this final re-inspection, due to the Contractor’s failure to properly complete the required corrections, may result in inspection costs being billed to the Contractor. Such costs may be deducted from the Contractor’s final payment.
- PROGRESS BILLING: —
Progress payments may be permitted for certain projects at the discretion of the City and/or the City’s consultant. Any progress payment will be subject to satisfactory inspection and verification of completed work by the Housing Inspector.
The Contractor must request a progress inspection prior to submitting a progress payment request. Payment will only be made for work that has been completed and verified as satisfactory by the Housing Inspector and approved by City staff or the City’s consultant.
The City reserves the right to withhold payment if the work performed does not meet the required specifications, quality standards, or approved scope of work.
- CHANGE ORDERS: —
If conditions arise during construction that require work outside the original scope of work, the Contractor must contact City staff or the City’s consultant to request approval for a change order prior to performing any additional work.
All change orders must be submitted in writing and must receive written approval from the City before the additional work is performed. No change order will be approved or paid unless the written authorization is documented in the project file.
All change orders will be reviewed and approved by City staff, the City’s consultant, and the Housing Inspector. Approval of change orders is subject to the availability of funds, grant program limitations, and the City’s rehabilitation standards.
- INVOICES: —
The Contractor shall submit invoices and all supporting documentation to City staff or the City’s consultant for processing. The following documentation must accompany each invoice submission:
- Invoice clearly identifying the invoice number
- The invoice amount must match the approved and signed proposal unless an approved change order has been issued
- Warranty of workmanship and all applicable product warranties
- Unconditional Final Releases of Lien from the Contractor and any subcontractors, with amounts consistent with the invoice
- Copies of building permits showing approved final inspections
- Final inspection report and photographs documenting completed work prepared by the Housing Inspector
Incomplete invoice submissions or missing documentation will result in delays in payment processing.
- PERFORMANCE: —
The City's program administrator will maintain a contractor performance file. Contractor's performance and workmanship are monitored by City's program administrator from bidding to job completion for each project. All work performed under prepared specifications must be done in compliance with local governmental ordinances and Florida Building Code. All applicable State and Federal statutes must be followed (i.e. Davis-Bacon, Child Labor Law, etc.); failure to fully comply with general conditions can cause suspension or removal from the program.
- PROTECTION OF PROPERTY: —
The Contractor shall take all necessary precautions to protect the property, surrounding structures, and individuals present at or near the work site during the performance of the work.
The Contractor shall be responsible for any damage or loss to the property or adjacent property caused by the Contractor, its employees, or subcontractors during the course of the project. Any such damage must be reported immediately to the homeowner and to City staff or the City’s consultant.
The Contractor shall begin repair or replacement of the damaged property within five (5) calendar days of the incident. All repairs or replacements must be completed to the satisfaction of the City at no additional cost to the homeowner or the City.
The Contractor and any subcontractors shall clean, repair, or replace any item damaged during the performance of services.
- QUALITY ASSURANCE: —
The Contractor shall ensure that all employees and subcontractors assigned to the project are qualified, competent, and experienced in the type of work they are performing.
The Contractor shall be responsible for maintaining a high standard of workmanship and ensuring that all materials used in the project meet applicable quality standards and project specifications.
The Contractor shall monitor and maintain the quality of both materials and workmanship throughout the duration of the project and remain responsible for the performance and quality of all work until final acceptance by the City.
- Respondents are solely responsible for ensuring that their submittals are complete, uploaded, and submitted in the City's e-Procurement Portal by the due date and time* (required) —
Respondents are expected to organize their submittals in such a manner as to facilitate the evaluation process. Submittals should be keyed or indexed to correspond with this solicitation. Responses should be correlated to the specific submittal, criterion, section or paragraph number of the solicitation being addressed.
Evaluators will make a reasonable effort to locate information in the responses; however failure to follow this suggested format may make location of critical submittal information difficult, possibly resulting in a loss of appropriate credit.
Additional documentation may be requested by the City to ensure contract compliance.
- Tab 1: Title Page and Table of Contents: (required) —
The table of contents should outline in sequential order the major areas of the submittal, including enclosures. All pages must be consecutively numbered and correspond to the Table of Contents.
- Tab 2: Cover Letter (required) —
Providing an introduction and description of the firm, including the size, range of activities, financial history, strength, stability, and experience. The cover letter shall be signed by a person authorized to make a proposal by the Contractor’s company.
- Tab 3: Experience of Firm: (required) —
- Indicate the Contractor's number of years of experience providing General Contractor Services for similar type public projects. Qualifications shall include the firm's experience with similar projects. Particular emphasis should be given as to how the firm-wide experience and expertise in completion of similar work will be directly beneficial to the City in the completion of this program.
- A Company Profile should be provided and include evidence and all necessary information to certify that the Contractor:
- Maintains a permanent place of business (i.e. length of time of business)
- Has technical knowledge and practical experience included in this scope of work (i.e. any certifications, or training that your company goes through, along with years of experience providing these services)
- Resume and experience of those individuals who will be assigned to this project and Project Manager and/or Project Team.
- Staffing levels and ability to handle multiple projects.
- Contractor should be established as a legal entity in the State of Florida and found with an active registration on Sunbiz;
- Must not be listed in the System for Award Management (SAM) as an excluded party (https://sam.gov)
- Provide all licenses required for General Contractors whose business and professions are related by the Florida Department of Business and Professional Regulation must be active and current; must include general contractors licenses; and any other pertinent information shall be submitted.
- Proof of adequate line of credit to access funds to carry out a minimum of three (3) rehabilitation projects during the same period;
- Has not had just or proper claims pending against him or his work.
- List of any pending or past litigation including all its principals and officers with the City.
- Tab 4: General Contractors Experience with Community Development Funded Projects: (required) —
- Provide a list of relevant Community Development/Community Redevelopment Agency (CRA) Funded projects completed within the last 5 years:
- Project Name
- Client/Governmental Agency
- Project Description
- Project Type (rehab, new construction, planning, etc.)
- Scope of services provided by your general contractors
- Regulatory compliance responsibility, how your firm ensured compliance (i.e. Section 3, SAM, Davis Bacon, etc)
- Funding Source (i.e. CDBG, HOME, SHIP, etc.)
- Completion Date
- Tab 5: Client References (required) —
- Submit at least four (4) references including one (1) municipal client references with the project description from within the last five (5) years with similar scope as indicated herein. Information should include:
- Client Name, address, phone number.
- Description of work.
- Year the project was completed.
- Total cost of the construction.
- Tab 6: Evidence/Sample Insurance Certificate: (required) —
Completely filled out listing the Insurance Companies names for both Professional Liability and General Liability and the dollar amounts of the coverage.
- Tab 7: COH Forms to Submit: (required) —
Please download the below documents, complete, and upload.
The following items must be completed and uploaded as part of your electronic submittal. Failure to complete and return required forms may result in your submittal being deemed non-responsive and not considered for award. These forms must be downloaded, completed, and uploaded as a part of the submittal.
- AMERICANS WITH DISABILITIES ACT (ADA) DISABILITY NONDISCRIMINATION STATEMENT
- BUSINESS ENTITY AFFIDAVIT/CONFLICT OF INTEREST
- CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS PRIMARY COVERED TRANSACTIONS
- DRUG-FREE WORKPLACE PROGRAM AFFIDAVIT
- SCRUTINIZED COMPANIES FORM
- E-VERIFY
- SWORN STATEMENT PURSUANT TO SECTION 287.133 (3) (a), FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES
- PERFORMANCE SURVEYS
- NOTIFICATION OF SOCIAL SECURITY NUMBER COLLECTION AND USAGE
- W-9 FORM
- AFFIDAVIT ATTESTING TO NONCOERCIVE CONDUCT FOR LABOR OR SERVICES
- AFFIDAVIT REGARDING PROHIBITION ON CONTRACTING WITH ENTITIES OF FOREIGN COUNTRIES OF CONCERN
- PROPOSER’S CERTIFICATION
- SMALL AND MINORITY AND WOMEN’S BUSINESS ENTERPRISE
- CERTIFICATION REGARGING LOBBYING
- PROTEST PROCEDURES
- Explain in detail the purpose of this solicitation: (required)
- Estimated Project Value: (required)
- Solicitations need to be advertised a minimum of 12 days and typically do not to exceed 30 days. How long would you like your bid advertised for? FL State Statute 255.0525-Construction over $200K, 21 day state statute requirement/Construction over $500K, 30 day state statute requirement) (required)
- Project Location(s): (required)
- Funding Source (required) —
Goods and services to be procured, which are funded by a Federal Grant Program, must be procured in accordance with 2 CFR §200.317 through §200.327 (aka Federal Super Circular), as may be amended by the Federal government.
- Description & Grant Number (required)
- Timeline, substantial completion, expiration dates, other milestones, etc.: (required)
- Is this projected expected to be encumbered and completed prior to the end of the current Fiscal Year?: (required)
- Do you want a pre-proposal meeting? (required)
- Is there an outside entity assisting with this solicitation (ex: Architect, engineer, consultant)? (required)
- Are there plans associated with this solicitation? (required)
- Does this solicitation work in conjunction with or will it impact any other Dept? (required)