Action Recommendation: Budget Impact:

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1 City of Fayetteville Staff Review Form Yolanda Fields 6/12/2018 COMMUNITY RESOURCES (642) Submitted By Legistar File ID 7/3/2018 City Council Meeting Date - Agenda Item Only N/A for Non-Agenda Item Submitted Date Action Recommendation: Division / Department Staff recommends approval to award Bid # to Grasshopper Construction LLC for a Community Development Block Grant (CDBG) Housing Rehabilitation project at 1235 S West Ave and to approve a purchase order in the amount of $22, Budget Impact: Account Number Project Number CDBG Fund 1235 S West Ave Project Title Budgeted Item? Yes Current Budget $ 89, Funds Obligated $ 8, Current Balance $ 81, Does item have a cost? Yes Item Cost $ 22, Budget Adjustment Attached? No Budget Adjustment Remaining Budget $ 58, Purchase Order Number: Must Attach Completed Budget Adjustment! Previous Ordinance or Resolution # V Change Order Number: Approval Date: Original Contract Number: Comments:

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3 CITY OF FAYETTEVILLE 113 W. Mountain St. Fayetteville, AR INVITATION TO BID Bid# Community Resources Division (479) BID#: DATE ISSUED: Monday, May 14, 2018 DATE & TIME OF OPENING: Tuesday, May 29, 2018, 4:00pm CONTACT: Cherrell Lee (479)

4 INVITATION TO BID DATE ISSUED: May 14, 2018 RECEIPT OF BIDS: Tuesday, May 29, 2018, 4:00pm Community Resources Division 125 West Mountain Street Fayetteville, AR COMMUNITY RESOURCES PROJECT COORDINATOR: Cherrell Lee 113 West Mountain Street Fayetteville, Arkansas Phone (479) BRIEF SCOPE OF PROJECT: Change out windows and some doors. New vinyl siding and gutters. Some electric, plumbing, and interior repairs. Floor insulation added. New roofing installed. PROJECT NUMBER: PROJECT LOCATION: 1235 S West Ave., Fayetteville, AR CITY OF FAYETTEVILLE: The City of Fayetteville encourages participation of small, minority and women owned business enterprises in the procurements of goods, services, and construction, either as a general contractor or subcontractor. The City is an affirmative action / equal opportunity employer. Section prohibits discrimination against qualified individuals because of their handicapped status. GENERAL: A copy of the full specifications is attached. ****** Attention! ****** Any bid of $20,000 or over must be accompanied by a certified check or bid bond in an amount not less than five percent (5%) of the amount bid. A one hundred percent (100%) performance and payment bond is required with a contract awarded amount of over $20,000 and filed with the Washington County Circuit Clerk. A State of Arkansas Residential Contractor s License is required for ALL bids.

5 Highland Home Builder, Inc. Bruce Kerr Community Resources Spec writer Community Resources Division MODERATE HOUSING REHABILITATION PROJECT Scope of Project: Change out windows and some doors. New vinyl siding and gutters. Some electric, plumbing, and interior repairs. Floor insulation added. New roofing installed. Owner s Name: Jodi & Justin Nimmo Phone: Project Location: 1235 S West Ave, Fayetteville AR Project # Project Coordinator: Cherrell Lee Phone: Fax: Contractors Description of Work: Minimum requirements for bidder: Proof of current Arkansas Residential Contractor s license (or Commercial Contractor s license if required by law) which is provided by the State of Arkansas Contractors Licensing Board, Certificate of Liability Insurance, and a statement of Completion of EPA/HUD Approved Lead Safety Training if applicable. GENERAL: The contractor will be responsible for all aspects of the construction, installation, repairs, and cleanup as stated in the Scope of Work and Specifics at the project location stated above. Each bidder will be responsible for a complete inspection of the property at the project location before submitting bid. Give occupant 24 hour notice before inspection. All the distances, measurements, procedures, and listed materials should be verified before submitting your bid to complete the work. The requirements listed here, in the description of work, are general requirements and it will be the responsibility of the winning bidder to assure the City of Fayetteville that the finished project is in compliance with all applicable codes and standards and achieves the goal of raising the efficiency of the building. The contractor s duties and responsibilities include, but are not limited to, the following: 1) Purchasing of all materials. 2) Supervision of all employees and subcontractors. 3) Coordination with the City of Fayetteville CDBG Project Coordinator, the City of Fayetteville Code Compliance Office and owners. 4) Project design. 5) Clean up and restoration of all lawns, planters, walking and driving surfaces to their original condition. 6) Keep job site safe for others and practice safe working practices as required.

6 SPECIFICS: A: WINDOWS AND DOORS A 1 Change out the front door to make it a 36 inch wide door. It should be a right hand door with a half-light window with internal blinds. The jamb will need to be a wider jamb than most. Investigate and order accordingly. Make all needed framing changes to accommodate new wider door. Use existing door hardware unless it is determined new ones will be needed. A 2 Replace the front storm door with a similar style door that has a screen. A 3 There is a window in the low ceiling room that overlooks the carport. Remove the window and instead install a 32 inch left hand 6 panel door. Include a deadbolt and a new door handle that matches the patina of the other handles. Make any needed framing modifications needed. A 4 Replace all the windows to the home with Energy Star rated vinyl windows in white. Make all the windows single hung except for the large living room windows and front window in the low ceiling room. They should be side slide windows. Ensure that the bedroom windows each have one egress rated window. B: SIDING AND GUTTERS B 1 The home currently does not have a fascia board except for the gables. Add new sub fascia board as needed on the home. It should be noted that some of the soffits and rafter ends have lead paint on them. Use lead safe practices if disturbed. See lead report. B 2 Remove any trim that is in the way and install new vinyl siding over the old siding on the home. Add vinyl soffits with metal fascia. Wrap any areas with metal that are needed including the front porch posts unless the homeowner would rather paint them themselves. Have the homeowner approve the siding colors. The color should not be a special order color. B 3 Install new seamless gutters and downspouts on the home after the siding and roofing is complete. Match the color to the color chosen for the fascia. C: INTERIOR REPAIRS AND FLOORING C 1 Caulk any needed areas on the doors and windows inside and out. C 2 Remove linoleum flooring from both baths and add new linoleum flooring. Have homeowner approve choice. Use new floor transitions as needed. C 3 Add any needed trim or make drywall repairs as needed when changing windows and doors. Paint any added trim or drywall repairs. C 4 In the low ceiling room cut in a roughly 2 ft by 2 ft attic access in the room for inspection of the ceiling. Trim out the access hole and insulate the attic access cover using weather stripping where it meets the trim. The access hole should be located where there will be sufficient headroom above it when it is entered. C 5 Inspect the low ceiling room drywall to be sure it is fastened well to the joists. Also inspect the joists to see if they have suffered damage beyond just sagging. Report the situation to the project coordinator, Cherrell Lee, with the City of Fayetteville. If the situation is serious a change order may need to be considered to make repairs. C 6 Scrape the ceiling in the low ceiling room to remove the acoustic ceiling texture. Add new orange peel texture and paint as needed.

7 C 7 A few areas have lead paint on the interior of the home. Paint over the affected areas with new paint to match. They are the exterior door trim surround and the attic entry in the laundry room and the interior door surround entering the kitchen from the living room. See lead report for locations. D: ELECTRIC D 1 At the outdoor meter box there is a yellow wire coming out of the breaker box. Add an exterior plug at that location and detach the wire. D 2 Update all the smoke detectors and Carbon Monoxide detectors to bring the home up to code. Add any missing detectors. D 3 Replace each bathroom vanity light with similar fixtures but without a plug in them. D 4 Replace the outlets in the kitchen on either side of the sink as needed so all the needed outlets are GFCI protected and meet code. D 5 Add a GFCI outlet by the sink in each bathroom. (There are no plugs at all now) D 6 Detach and reinstall electrical components to the home as needed when adding new siding or other work. E: PLUMBING E 1 Remove and reinstall the existing toilets in the home to accommodate the installation of the new flooring in the bathrooms. Use new wax rings and make sure the wax rings make proper contact. F: ROOFING F 1 Tear of the several layers of old shingles including the drip edge. Inspect the sheeting for plywood damage and make minor repairs using no more than one piece of plywood. (there is no known damage at this point) If more repairs are needed consider applying for a change order. F 2 Use new underlayment as needed and install new 3 tab shingles to the roof. Use new drip edge and new step flashings. Have the owner approve the single color and match the drip edge to the new fascia. F 3 Replace the plumbing vent boots on the roof with new ones. Caulk where needed. F 4 If there was roof venting out the top of the roof, replace it with new similar venting. G: INSULATION G 1 Add R-19 floor insulation batts to the home. G 2 Add vapor barrier as needed where missing. (may be a few spots) H: CLEANUP H 1 All new, used, and excess construction materials that relate to the job or a change order(s) belongs to the contractor and can be removed from the property by the contractor as needed during the project and shall be removed at completion. H 2 All trash shall be hauled off by contractor and preferably recycled if possible. H 3 All affected areas shall be left broom clean. H 4 If lead paint is present, cleanup, and removal of old materials with lead paint present will be compliant with EPA/HUD Approved Lead Safety standards.

8 I: OTHER I 1 I 2 I 3 I 4 I 5 I 6 All work or materials which are not directly noted in the Scope of Work and Specifics, but are necessary for the proper carrying out of the obvious intentions thereof, are to be understood as implied work and will be provided for by the contractor as if specifically described or drawn. All work shall be performed in a workmanlike manner according to common construction practices, according to the specifications set forth in the Community Resources Program s General Specification Manual, and with adherence to city, state, and national codes. Any damage to the dwelling or property caused by the contractor, his/her worker(s) or delivery person, and/or their vehicles during the project shall be repaired to like new conditions. Where applicable, all plumbing work shall be performed by a Arkansas State licensed plumbing contractor with adherence to the current Arkansas Plumbing Code. Where applicable, all electrical work shall be performed by a Arkansas State licensed electrical contractor with adherence to the current National Electrical Code. Where applicable, all HVAC work shall be performed under the supervision of a licensed HVAC contractor with adherence to all codes.

9 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM SPECIAL TERMS AND CONDITIONS 1. All bids shall be submitted in a sealed envelope and must be submitted on forms provided by the city. No employees of the Community Resources Division are allowed to fill out bid sheets for Contractors. 2. The company or contractor name and project # shall be stated on the face of the sealed bid envelope. 3. Bidders shall include all applicable local, state, and federal sales tax in the bid. The responsibility of payment shall remain with the successful bidder. 4. Prices shall include all labor, materials, profit, insurance, etc., to cover the furnishing of the items of the bid. 5. Bids received after the date and time set for receiving bids will not be considered. 6. The Owner reserves the right to accept or reject any and all bids, waive formalities in the bidding and make a bid award deemed to be in the best interest of the Owner. The Owner shall be able to purchase more or less than the quantity indicated subject to availability of funds. 7. The bid price shall remain good and firm for a period of thirty (30) calendar days from bid opening date; however, the prices may remain firm for a longer period of time if mutually agreeable between bidder and the Owner. 8. All products delivered shall comply with applicable standards of quality. 9. Any exceptions to the requirements of the City of Fayetteville must be noted on the Bid Form or on an attached form. 10. In the event of two or more identical low bids, the contract may be awarded arbitrarily or for any reason to any such bidders, at the discretion of the Owner. 11. The Contractor is to supply the City with evidence of the following: 1) Current and valid Certificate of Liability Insurance that includes coverage for a) Workman s Compensation and Employer Liability in accordance with the laws of the State of Arkansas, b) Commercial General Liability that covers public liability and property damage and c) Automobile Liability, if applicable. All premiums and costs shall be paid by the Contractor. In no way will the Owner be responsible in case of accident. 113 W MOUNTAIN ST I FAYETTEVILLE AR I PHONE I FAX Form CR 117

10 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM 2) Current and valid license from the State of Arkansas Contractors Licensing Board. 3) EPA/HUD Approved Lead Safety Training Program certification. 12. Specifications furnished with this invitation are intended to establish a desired quality or performance level, or other minimum dimensions and capacities, which will provide the best product at the lowest possible price. Other than designated brands and/or models approved as equal to designated products shall receive equal consideration. 13. The City reserves the right to request any additional information it deems necessary from any or all bidders after the submission deadline. 14. Quality, time and probability of performance may be factors in making an award. 15. Any ambiguity in any bid as a result of omission, error, lack of clarity or non-compliance by the bidder with specifications, instructions, and all conditions of bidding shall be construed in the light most favorable to the Owner. 16. Bidders must provide the City with their bids signed by an employee having legal authority to submit bids on behalf of the bidder. 17. The request for bid is not to be construed as an offer, a contract, or a commitment of any kind; nor does it commit the city to pay for any costs incurred by bidder in preparation of bid. 18. Bids must be hand delivered or received by mail in the Community Resources Office, 125 West Mountain St. Fayetteville, and AR , on or before the time of closing listed on the Bid Form. Under no circumstances will ed or faxed bids be allowed. 19. The successful bidder will be required to enter into a contract with the Owner and shall provide a certificate of insurance to the Community Resources Division within ten (10) days of notice of bid award. 20. In the event a contract is entered into pursuant to the Invitation to Bid, the bidder shall not discriminate against any qualified employee or qualified applicant for employment because of race, sex, color, creed, national origin, or ancestry. The bidder must include in any and all subcontracts a provision similar to the above. 21. The contractor must be prepared to commence work on start date per Notice to Proceed issued by the City Community Resources Division, and must complete the work within Thirty (30) calendar days. Exceptions as noted in the Rehabilitation Contract. 22. A Maximum of three payments may be made on each Housing Rehabilitation Project. Upon satisfactory completion of 40% of the work and submission of proper documentation, 30% of the contract amount may be released to the contractor with 10% being held as retainer. Upon satisfactory completion of 70% of the work and submission of proper documentation, 60% of 113 W MOUNTAIN ST I FAYETTEVILLE AR I PHONE I FAX Form CR 117

11 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM the contract amount may be released to the contractor with 10% being held as retainer. Final payment shall be made after satisfactory completion and acceptance of the project. Retainers shall be released with the final payment. 23. A certificate of final inspection by the City of Fayetteville s Building Safety Division must be performed before the release of the final check. 24. Any construction material containing Lead-Based Paint (LBP) shall be removed by workers certified in LBP Interim Controls and with adherence to the current HUD Regulation on LBP Hazards. 25. The City of Fayetteville reserves the right to exercise the following Deductive Alternate(s) from all complete bids submitted that will result in the lowest bid to meet the project budget if necessary: a. The home currently does not have a fascia board except for the gables. Add new sub fascia board as needed on the home. It should be noted that some of the soffits and rafter ends have lead paint on them. Use lead safe practices if disturbed. See lead report. (B-1) b. Remove any trim that is in the way and install new vinyl siding over the old siding on the home. Add vinyl soffits with metal fascia. Wrap any areas with metal that are needed including the front porch posts unless the homeowner would rather paint them themselves. Have the homeowner approve the siding colors. The color should not be a special order color. (B-2) c. Install new seamless gutters and downspouts on the home after the siding and roofing is complete. Match the color to the color chosen for the fascia. (B-3) 113 W MOUNTAIN ST I FAYETTEVILLE AR I PHONE I FAX Form CR 117

12 STANDARD BID PROPOSAL FORM PROJECT NUMBER: DATE ISSUED: DATE AND TIME OF OPENING: Tuesday, May 29, 2018, 4:00PM OWNER S NAME: City of Fayetteville PROJECT ADDRESS: 1235 S West Ave., Fayetteville, AR ATTENTION The City has the right to select which of the items listed below will be completed based on the amount of funds available. In blanks below please quote price for each item and the total for project at the bottom. A) Windows and Doors: B) Siding and Gutters: B 1 B 2 B 3 C) Interior Repairs & Flooring: D) Electric: E) Plumbing: F) Roofing:

13 G) Insulation: H) Cleanup: I) Other: MY TOTAL BID PRICE FOR THIS PROJECT IS $ Upon signing this Bid, the bidder certifies that they have viewed the property, read and agree to the requirements set forth in this bid proposal, including specifications, terms and standard conditions, and pertinent information regarding the articles being bid on, and agree to furnish these articles at the prices stated. Complete Business Address: Name of Firm: Phone # Residential Contractor s License number Street address or P.O. Box City / State/ Zip Code Printed Name: Signature: Title: 2

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