Bid documents and order of information

This invitation, the final drawings and specifications or written work schedule, all written addenda, the applicable Hamilton County Building wage determination and its modifications, Exhibit C Davis-Bacon Provisions and Requirements, and Form HUD-4010 (October 2023) form the bid set. PFCA will provide the wage determination as an actual attachment upon request for bids are requested. All bidders must acknowledge receipt of every addendum. The successful contractor’s construction agreement and applicable lower-tier agreements will incorporate the required federal and City provisions. PFCA must obtain the City’s written consent before signing the construction agreement and send the City the executed agreement and procurement record.

2  Work to be priced

Provide all supervision, labor, materials, equipment, permits, protection, demolition, installation, testing, inspections, cleanup and closeout necessary for the issued specifications. Work is in an occupied shelter; coordinate access and phasing with PFCA to preserve safe resident operations. No physical work or other choice-limiting activity may begin until PFCA issues written authorization after the City has confirmed environmental clearance and completion of contract prerequisites.

• Renovate former office space into two crisis rooms and two shelter rooms; renovate two shelter bathrooms. Follow the final room-by-room plans, dimensions, finish schedule and code requirements supplied by addendum.
• Selective demolition; replace two vanities; install wood base trim, joint sealants and waterproofing, LVP flooring, new acoustic ceiling tile systems, paint, mirrors, restroom toilets, sinks and valves, HVAC grilles and required duct changes, and replacement lighting, to the final specifications.
• Include construction supervision, dumpsters, temporary sanitary facilities where required, safety measures, general liability and builder’s risk coverage as specified in the final bid conditions, and a written warranty. Include legally required taxes and all incidental consumables in the price.

Do not assume quantities, brands, dimensions, hazardous material conditions, or change order allowances from PFCA’s grant budget. Report conflicts or omissions before the question deadline; only written addenda alter this bid set. Existing conditions may be verified at the controlled site visit. Work involving pre-1978 housing or regulated materials must follow the City’s applicable lead and environmental requirements; any required assessment or abatement method must be established before pricing or work.

3  Labor and grant requirements

• Davis-Bacon and Related Acts apply as specified in Exhibit C. Price at least the applicable Building wage determination rates and fringe benefits for work actually performed. Include the wage determination and Form HUD-4010 in every covered construction subcontract and lower-tier subcontract.
• Submit signed weekly certified payrolls and statements of compliance for the prime and each subcontractor, maintain required records, post the wage determination and WH-1321 poster, and cooperate with worker interviews and compliance review. PFCA’s City agreement calls for a certified electronic signature.
• Comply with the City agreement’s Section 3 requirements and reporting directions as confirmed by the City, and provide information reasonably required for minority- and women-owned business reporting. PFCA will issue City-approved Section 3 clauses and forms with the final bid set.
• Provide all required licenses, permits, inspections, code-compliant work, certificate of completion or occupancy as applicable, warranties and lien releases.
• PFCA will document inspections and approve payment requests under the agreed draw schedule.
• The contractor must attend a pre-construction meeting with the City of Chattanooga.

4  Bonding, insurance and contract administration

• For a construction contract exceeding $25,000, submit a bid guarantee equal to 5% of the bid price with the bid, in the form of a bid bond, certified check or other City-accepted negotiable instrument. The selected contractor must furnish a performance bond for 100% of the construction contract price and a payment bond for 100% of that price before execution, from an acceptable surety. Confirm form, obligee and return procedure in the final bid instructions.
• Maintain adequate contractor liability insurance and workers’ compensation coverage, and provide certificates before work begins. The City agreement states insurance minimums for PFCA as subrecipient; contractor-specific coverage, additional insured wording, builder’s risk allocation and limits must be approved for the final construction contract.
• Preserve project records, including plans, specifications, submittals, correspondence, invoices, labor and material records, payrolls and subcontract records, for at least seven years after project completion or longer if required by a pending claim, audit or applicable rule. Permit the City and authorized state and federal reviewers access and audit rights. Incorporate the City audit and records obligations in applicable subcontracts and supplier agreements. HUD-4010’s three-year payroll minimum does not shorten this longer City project record period.
• Submit a schedule of values and proposed payment milestones for PFCA approval. Payment applications must support actual completed work and eligible costs with invoices, inspection evidence and payroll compliance. Do not begin changes or additional work without a written PFCA-approved change order and any required City approval. Provide final inspections, certificates, warranties and lien releases for closeout.
• Follow applicable civil rights and nondiscrimination, labor anti-retaliation, conflict-of-interest, anti-lobbying and debarment requirements that PFCA and the City incorporate in the final construction agreement. Report suspected fraud, bribery or gratuity violations affecting CDBG funds promptly to PFCA. Protect all shelter and client information accessed during the work.
• Build America, Buy America obligations for covered infrastructure or multifamily housing are subject to City determination for this specific shelter renovation. PFCA will include applicable domestic-content terms, waivers and documentation in an addendum if the City determines that they apply. Any public construction sign or site publicity requires PFCA approval for shelter confidentiality and must carry the funding acknowledgment required by the City.