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General conditions for working with AHA

It is a responsibility of the contractor to fully inform all employees of all information in this document.

 BID PACKAGE REQUIREMENTS

 

  • Big package requirements for bid packages $1.00 - $19,000.00. Failure to include these items will result in the bid being deemed non-responsive and may be rejected.
    • ○ A sign bid on current company letterhead.
    • ○ A non-collusive affidavit, which must be notarized.
    • ○ Acknowledgement of HUD form EZ 5370. That acknowledgment can be made by signing the form itself and submitting it in the package, writing on the bid that the form is acknowledged, or a separate sheet in the bid package acknowledging the form
    • ○ The agent, phone number, and policy number of each type of insurance required by AHA.
  • Big package requirements for bid packages over $20,000. Failure to include these items will result in the bid being deemed non-responsive and may be rejected.
    • ○ The general contractor is responsible for all rules and regulations concerning the bidding process and the Arkansas State Contractor License.
    • ○ A signed bid on current company letterhead or the bid form in the package.
    • ○ The Agent, phone number, and policy number of each type of insurance required by AHA.
    • ○ A current State of Arkansas Contractor License with number listed on the envelope. The general contractors or subcontractors must have valid state certifications / licenses for each trade at time of bid opening.
    • ○ A signed HUD 5369 - A form
    • ○ A payment and performance bond
    • ○ A non-collusion affidavit, which must be notarized
    • ○ The contractor is to list all subcontractors and address and their Arkansas state Contractor's License number with the bid documents.
    • ○ If the subcontractor portion of a project is over $20,000 the general contractor must provide a copy of the current subcontractor State of Arkansas Contractor License at contract signing.
    • ○ AHA has the right to refuse any subcontractor listed as a part of the project.
  • All bids are to be delivered in a sealed envelope by stated bid time. Any bid submitted that is not in a sealed envelope or received later than the stated bid time will be rejected.
  • All state of Arkansas and HUD procurement regulations will guide any project with AHA.
  • AHA has the right to refuse any employee of the general or subcontractor from working on any PHA project.
  • Pay request/invoices are to be submitted to the office by noon on Wednesday. The pay request is to be submitted by the contractor on an invoice with company letterhead or one of the AHA pay request forms. If a pay request is submitted later than noon on Wednesday, it will be held into the next week and a check will be processed in the next week payable. NO EXCEPTIONS! AHA does reserve the right to function on a 30-day payment schedule. DO NOT call the office and ask personnel to submit a pay request for you because it will not happen. Each contractor is responsible to submit their own invoices for work completed.
  • All change orders are to be submitted in writing showing the actual labor and material cost with a 10% profit and a 10% overhead allowed. Copies of quotes for materials must be submitted with the change order request.
  • The contractor is responsible for a complete bid package of labor, and materials, tools equipment, etc.
  • The contractor is responsible for All city/state permits, inspections, licenses and fees.
  • All work shall be done between 8:00 a.m. and 4:30 p.m. on weekdays. No weekend or holiday work shall be permitted.
  • The contractor is responsible for removing all the debris and cleaning of the area on a daily basis. Contractor is responsible for disposal. The AHA dumpster is not for contractor use.
  • The contractor is responsible for all site verifications of units, locations, scope of work, field conditions, etc.
  • The contractor is to provide submittals of all materials for approval before any work begins.
  • All labor rates are to be in accordance with the Davis-Bacon Wage rates. Employee interviews will be conducted to ensure the Davis-Bacon Wage rates are being paid.
  • Any projects over $2,000 must have certified payrolls. The contractor must submit the applicable certified payrolls with each pay request. A pay request will not be processed without the certified payrolls.
  • The contractor is responsible for all safety aspects of the project.
  • All work is to be done in accordance with the city of Arkadelphia building standards.
  • The contractor is responsible for all Line locations, marking, calls, and scheduling of calls for line location. The contractor shall provide the AHA office with a confirmation number for each line location call.
  • Any water that has to be shut off, must be done between 8:30 a.m. and back on by 3:30 p.m. At no time can the water be left off past 3:30 p.m. If it is a scheduled water shut down, then all residents must be given a 24-hour written notice.
  • All projects will carry a one (1) year warranty from the date of completion unless otherwise specified.

 

All contractors must have a minimum of $500,000 General Liability Insurance that is in force and effective. We will call your agent to verify coverage.

 

  • A Certificate of Insurance with AHA as an additional insured and a W-9 will need to be presented at the contract signing and be on file before any pay request can be processed.
  • AHA has a right to refuse all bids. All bids awarded will be based on price, contractor experience, contractor professionalism, valid licenses and certifications, and the ability to complete the project in a timely manner or by the specified time.
  • All contractors must have Workman's Comp insurance in accordance with State of Arkansas workers compensation regulations.
  • The contractor must be financially able to fund the project until sufficient work has been performed to submit a pay request. AHA will not do a material or label draw at the onset of the project to fund it for the contractor.
  • AHA will pay stored materials for a project over $20,000 provided the contractors submits original quotes from the supplier, signed bill of laden, the materials are stored in an insured secure location, and a copy of the invoice is submitted after payments have been made for materials. AHA and the project must be listed as a job location on all quotes and invoices.
  • AHA is not responsible for any materials, tools, equipment, etc., left overnight or during the day that are not completely installed and left in an unfinished state.
  • Since all work is done in or around occupied homes, all contractors, subcontractors, and their employees must be willing to submit to and be able to pass a criminal background check and/or drug test if requested. It is not mandatory but all Personnel working on AHA properties are subject to a random check and test. Any persons convicted of a sexually related offense is banned from all AHA property. Any contractor knowingly employing a person with a sexually related conviction must ensure that employees do does not enter any AHA property for any reason.
  • Each contractor is responsible to provide their own tools, equipment material, ice etc. AHA does not have ice machines, nor loan tools, material or equipment.
  • The contractor is responsible for all damages caused to AHA property, equipment, sites, yards, etc., as well as resident's properties, or any property adjoining AHA property.
  • Section 3 contractors are encouraged to bid on all AHA work. Contractors are encouraged to use Section 3 employees if possible.
  • Concerning Air Conditioning and heat in all apartments, the utility bills are paid by the tenant if the apartment is occupied and by the Housing Authority if the apartment is empty. Do not adjust the thermostat then go off and leave them down. Do not leave doors open all day with the A/C running, Close doors! If AHA receives an unreasonable electric bill where work is being done on an empty apartment, we may disconnect the A/C or heat for the duration of the job. AHA does not have to provide A/C and heat in unoccupied apartments. You abuse it and you will lose it and/or pay the utility bill for that month. If the contractor stores material and uses one of the apartments for storage/headquarters, etc., they will be responsible for the utility bills for the use of that apartment.
  • As a contractor, your employees and subcontractors will be in people's homes. DO NOT, for any reason, touch their stereos, computers, thermostats, setting on the A/C, or personal belongings in any way. It is your responsibility to instruct and supervise your people accordingly. Any person accused of such will be immediately terminated from the project and banned from all AHA properties and if it is a criminal matter, it will be turned over to the police for the legal system to take care of from there. The contractor could be responsible for all costs, legal fees, tenant reimbursements, etc. In the event that does happen.
  • Section 3 contractors are encouraged to bid on all AHA projects. If a contractor is going to claim a Section 3 status, all accompanying documentation such as certifications, the eligibility for Preference and Certification for Business Concerns Seeking Section 3 Preference in Contracting and Demonstrating of Capability forms found in the bid package must be submitted to the AHA office three (3) business days before the schedule bid opening date for all paperwork to be verified before the bid opening. If a contractor requests a Section 3 status after the scheduled bid opening or the necessary documentation has not been submitted three (3) business days before the scheduled bid opening, that bid will be considered non-responsive and will be rejected.
  • There may be times a person working on AHA project is approached by a tenant, non-tenant etc., to buy some type of goods, equipment, jewelry, tools, sex, drugs, etc. Nor is a contractor, subcontractor, or any employees of such to bring illegal substances or alcohol, for themselves or anyone else, on any AHA properties, during contractual working hours. The contractors must understand that if any of his/her employees put themselves in a contractor/company in that situation, the contractor/company who signs the contract will be held responsible. The situation will be turned over to the police and the matter will be settled by the police. Any person working on an AHA project as part of a contract of employment situation must immediately report the incident to his/her supervisor in AHA personnel. If a person does engage in such activity, that person will be banned from working on any AHA property, and if the person is found guilty of criminal conduct, then the legal system will take its due process toward the person(s) involved. If such action does occur, the contractor/company could be liable for all damages, fees, cost, etc. Incurred as a result of such action.
  • The contractor is to carry all insurances throughout the entire project as specified in # 6 of HUD form 5370 EZ and # 36 of HUD form 5370, whichever is applicable. If any insurance is about to lapse, terminate, or become non effective, the contractor is to notify AHA within 24 hours before the loss of insurance. If a contractor does not notify AHA of a situation in continuous work without insurance, the contractor may be removed immediately from the job and AHA will have the project completed at the contractor's expense. If a contractor does not notify AHA of pending or termination of any type of insurance within 24 hours of loss of insurance, that contractor is subject to being deemed non-responsive contractor and barred from any future AHA projects.
  • All employees of a contractor or subcontractor must have their current and appropriate State and City licenses, apprentice cards, certifications, etc. necessary for work in that trade.