HVAC System Replacement – Rowney Terrace Daycare



  • HUD 5369B Instructions to Offerors Non-Construction (Document does not require a signature but must be returned as acknowledgement of terms contained therein.)
  • MBE/WBE/VBE/DOBE Certification (if applicable)
  • MBE/WBE/VBE/DOBE Contractors Initial Response Form
  • Certificate of Non-Organizational Conflict of Interest
  • Non-Collusive Non-Identity Conflict of Interest
  • Non-Segregated Facilities
  • E-Verify Affidavit
  • Section 3 Contractor Initial Response Form
  • Certificate of Insurance
  • (3) References
  • Quote Tab Sheet(s)









Indianapolis Housing Agency (IHA), located at 1919 N. Meridian Street, Indianapolis, Indiana, owns and/or has certain jurisdiction over 22 Marion County affordable housing communities, 14 of which are managed by IHA directly.  Six of these communities are in Center Township, with the rest scattered throughout the rest of the county.  These sites comprise 2,624 total dwelling units, including public housing units, Low Income Housing Tax Credit units, Project Based Section 8 units and market-rate units.  Many of IHA’s communities operate under multiple state or federally-regulated programs.  IHA also administers 7,263 Section 8 units leased under HUD’s Housing Choice Voucher Program.

IHA is governed by a nine-member Board of Commissioners.  Five of the nine Board members are appointed by the Mayor of the City of Indianapolis, two Board members are appointed by the City/County Council and two members are elected as representatives for the Family and Senior community sites.  The Agency’s day-to-day operations are directed by the Agency’s Executive Director.  The Agency is primarily funded through the United States Department of Housing and Urban Development.

With approximately 145 employees, the Agency administers its programs with an operating budget of approximately $64 million per year and a total budget of approximately $68 million per year.


IHA invites competitive quotes from a contractor, or combination of contractors, for the replacement of four (4) furnaces and A/C units at the Rowney Terrace Day Care Center and is described in the Scope of Work located on the “Doing Business with IHA” page of the IHA website (www.indyhousing.org).  Rowney Terrace is located at 1353 S. Riley Place, Indianapolis, IN  46203.  The day care center is located at 1308-1323 s. Riley Place, Indianapolis, IN  46203.

Quote Due Date and Time

IHA will receive an original and one copy of the quote from qualified companies or combinations of qualified companies for day care HVAC replacement.  One quote shall be marked original. Quotes will be received at IHA Administrative Offices, 1919 N. Meridian Street, Indianapolis, IN 46204 on Friday, March 2, 2018 until 2:00 P.M. local time.
Quotes will not be accepted after 2:01 P.M. local timeFaxed or e-mail copies will not be accepted.

IHA reserves the right to waive any minor informalities, or irregularities in the ITQ and ITQ documents and to reject any and all responses. Lateness of response is not considered a minor informality or irregularity


There will not be a pre-quote conference.

Please contact Gene Dibbern at 317-281-6172 to schedule a walk through.


Deadline for questions is: Tuesday, February 27, 2018 at 11:00 A.M. local time. Questions must be submitted in by e-mail to Diane Padgett, Procurement Manager, dpadget@indyhousing.org. Questions not in writing will not be answered.  Questions and answers will be posted on IHA’s web site @ www.indyhousing.org, click on the “Doing Business With IHA” tab.  Contractors are strongly advised to monitor website for updates.



  1. It is the policy of the Indianapolis Housing Agency that Women’s Business Enterprises (WBE), Minority business Enterprises (MBE), Veteran Business enterprises (VBE), and         Disability-owned business enterprises (DOBE) shall have the maximum feasible                opportunity to     participate in the performance of contracts.  Consequently, the Owner   has established the following percentage goals for MBE, WBE, VBE, and DOBE       participation on this Project, based on the Contract Price as awarded to the successful Bidder:

MBE:  fifteen percent (15%)                                                                                                                                          WBE: eight percent (8%)                                                                                                                                      VBE: 3 percent (3%)                                                                                                                                                      DOBE one percent (1%)

  1. Initial evaluation and review of a Bidder’s compliance with the requirements set forth herein    in respect of MBE/WBE/VBE/DOBE participation, including review of                 documentation and           information submitted by Bidders, shall be undertaken by IHA.
  2. A Bidders shall complete the Bidders itemized Proposal and Declarations form for construction or goods & services to disclose the status of its ability to meet                                              the  MBE/WBE/VBE/DOBE goals as of the submittal due date.  Failure to do so                                    shall deem the response non-responsive.

B             Any Bidder who does not meet a project goal must petition IHA for relief from                                                           that goal by filing an application for a waiver, which application shall be                                                   submitted with the other required bid documents.  The application for the                                                       waiver shall show with detailed documentation all good faith efforts that were                                                       made by the Bidder for the purpose of fulfilling the project goal and to assure                                                     that MBE, WBE, VBE, and DOBE firms are used as sources of supplies,                                                                         equipment, construction and services.  The application for                                                                                                 MBE/WBE/VBE/DOBE program waiver form shall be requested by                                                                                 contacting IHA, Procurement Department, 1919 N. Meridian Street,                                                                              Indianapolis, IN  46202 or via phone at 317-261-7184.  The application shall be                                                        submitted as a 72 hour post-bid submittal.

C             Examples of good faith efforts for MBE/WBE/VBE/DOBE shall include, at a                                                              minimum, all of the following:

1              Documentation of any advertising that the Bidder performed in search                                                        for prospective MBE/WBE/VBE/DOBE for the contract in general                                                                 circulation, trade, and minority-focused media.

2              Documentation of any written notifications that the bidder provided to                                                                         MBE/WBE/VBE/DOBE firms notifying them of contracting                                                                                               opportunities in sufficient time to allow them to participate, and to                                                                                minority business assistance agencies for the purpose of locating                                                                  prospective MBE/WBE/VBE/DOBE for the contract.  Documentation                                                                    must also include written notification to IHA for                                                                                                       assistance in locating prospective MBE/WBE/VBE/DOBE firms for the                                                                           contract.

3              Documentation of the Bidder’s efforts t select portions of the work to                                                                             be performed by MBE/WBE/VBE/DOBE firms in order to increase the                                                                         likelihood of achieving the stated goals, including the division of                                                                  contracts into economically-feasible units to facilitate participation.

4              Documentation of direct contact and negotiations with                                                                                                       MBE/WBE/VBE/DOBE firms and/or partnerships for specific sub-bids,                                                     including at a minimum the following information;

A             The names, addresses and telephone numbers of                                                                                                  MBE/WBE/VBE/DOBE firms that were contacted;

B             A description of the information provided to                                                                                                                           MBE/WBE/VBE/DOBE firms regarding the plans and                                                                                                        specifications for portions of the work to be performed;

C             A statement of why prospective agreements with                                                                                                  MBE/WBE/VBE/DOBE firms were not reached.

5              Documentation of technical assistance provided to                                                                                                              MBE/WBE/VBE/DOBE firms for obtaining bonding, insurance                                                                                       or a needed line of credit for the project.

6              Documentation relevant to any other efforts the Bidder has made to                                                                               assist MBE/WBE/VBE/DOBE firms in overcoming the                                                                                                        traditional barriers of participation in the industry affected by                                                                                        the contract.

7              Documentation of efforts to research other possible areas of                                                                                             participation, including, but not limited to, any of the                                                                                                         following:

A             Suppliers;

B             Shipping or transport enterprises;

C             Engineering enterprises; and

D             Any other role that may contribute to the production and                                                                    delivery of the product or service specified in the contract.

D             The bidder shall maintain adequate records of all relevant data with respect to                                        the utilization and attempted utilization of MBE/WBE/VBE/DOBE firms and                                                     shall provide full access to these records to the owner upon its request to                                                     inspect them.

  1. The apparent successful Bidder shall, within three (3) business days after notification by the    Owner, provide the application for Program Waiver (if Bidder has not met all          goals as set out in section 1 above), and any supporting documentation deemed necessary by the owner to        demonstrate utilization of good faith efforts to achieve or maximize MBE/WBE/VBE/DOBE          firms, participation goal levels as set out in section 1 which shall serve as an additional            condition to the Bidder being found responsible and responsive.
  2. The decision of the Owner concerning whether or not a Bidder has satisfactorily demonstrated good faith efforts shall be conclusive and binding upon such Bidder.
  3. Where a Bidder proposes to utilize a MBE/WBE/VBE/DOBE firm that has not been certified as such by the City of Indianapolis, Office of Minority & Women Business        Development shall submit a completed certification application for such         MBE/WBE/VBE/DOBE.  The MBE/WBE/VBE/DOBE must become certified by OMWBD      to count toward attainment of the MBE/WBE/VBE/DOBE goals for the project.  Bidders             must obtain copies of the certification from OMWBD at Suite 1260, City-County        Building, 200 E. Washington Street, Indianapolis, IN  46204.  Phone is 317-327-5262;   Fax is     317-327-4482.
  4. For the purposes of determining the degree of participation for MBE/WBE/VBE/DOBE firms operating as participants in Joint Ventures, as Subcontractors or Suppliers, the following methodology shall be utilized:

A             A Joint Venture Bidder consisting of one or more MBE/WBE/VBE/DOBE                                                     parties will be credited with MBE/WBE/VBE/DOBE  participation on the basis                                                        of percentage of the dollar amount of the work to be performed by the                                                              MBE/WBE/VBE/DOBE.  For example, if such Joint Venture proposes to                                                       perform fifty percent (50%) of the dollar amount of the work quoted at                                                                  $1,000,000 and fifty percent 950%) of the work is to be                                                                                                              performed by the MBE/WBE/VBE/DOBE Joint Venture partner,                                                                        MBE/WBE/VBE/DOBE participation will be credited as twenty-five percent                                                     (25%) of the work or $250,000.

B             A Bidder will receive sixty percent (60%) toward goal attainment for the use                                                            of minority suppliers who are not manufacturers, i.e. where a Bidder proposes                                         to purchase $10,000 worth of construction materials from a minority Supplier                                                   who did not manufacture the materials, $60,000 will be credited toward the                                                      Bidder’s minority participation goal.  However, where the minority Supplier is                                      the manufacturer of the product supplied, the Bidder will receive                                                                 MBE/WBE/VBE/DOBE credit of one hundred percent (100%) of the dollar                                                                amount of the supply contract.

  1. The Owner may, at any time before or after award, require the Bidder/Contractor to submit   additional information to the owner regarding MBE, WBE, VBE, OR DOBE certification              and         utilization.  Such information may include but not be limited to: (i) Copies of all executed            agreements for each MBE/WBE/VBE/DOBE enterprise engaged to satisfy the participation           goals, showing (ii) the name and address of the MBE/WBE/VBE/DOBE, (iii) the scope of work     to be performed, (iv) the dollar value of work to be performed or furnished by each proposed                 MBE/WBE/VBE/DOBE   subcontractor or MBE/WBE/VBE/DOBE joint venture partner, (v) acknowledgment and acceptance of the agreement by the MBE/WBE/VBE/DOBE and    (vi)         monthly utilization payment reports with each monthly application for payment using the on-       line submittal process (MyLCM).
  2. Failure to comply with the MBE/WBE/VBE/DOBE provisions of the contract may result in one or more of the following sanctions:  cancellation, terminator or suspension of any                contracts, or any portion(s) thereof, including but not limited to withholding any               progress payment or any other monies payable or due under the contract, and/or   inclusion on the Owner’s list of     contractors or vendors who are non-responsible due to                 MBE/WBE/VBE/DOBE violations, meaning Bidder would not be eligible to do work for the                Owner for a specified period


Prospective responders are advised that the project is a “Section 3” covered project and described in 24 CFR 135, which implements Section 3 of the Housing and Urban Development Act of 1968, as amended (‘Section T). Without limitation of any other applicable affirmative action requirements, the successful bidder and any other subcontractor’s, such as, but not limited to, delivery, assembly and provision of raw materials, will also have an obligation to cause the work to be performed, to the greatest extent feasible, by business concerns located in or owned in substantial part by persons residing in the area of the project (i.e., City of Indianapolis), as those terms are defined in the documents. The employment of individuals residing in the communities or neighborhoods in which the project is located is considered as integral part of the Section 3 requirement. Admissions(s) to apprenticeship programs may also be considered as a fulfillment of the Section 3 requirement.  The form and further information on Section 3 are available on IHA’s website.  Failure to complete and include this form will disqualify a Contractor’s response.

Davis Bacon Maintenance Wage Rate Determination

Contractor shall comply with the Davis Bacon Building Rate IN180002, dated 02/09/2018, Mod 3.  Wage rates are also posted on IHA’s web under the “Doing Business With IHA” tab.


IHA has implemented an on-line process to submit documentation for various areas of contract compliance on all requiring wage rate determinations.  IHA encourages on-line submittal of M/W/V/DOBE participation, Section 3 hires and/or contribution, workforce utilization, and certified payrolls if applicable.  The contract monitor assigned to the project will make each contractor aware of the date, time, and location of training on this on-line submittal process.  Information on the process will also be provided at pre-construction meetings where applicable.


Pursuant to IC 22-5-1.7, Contractor shall enroll in and verify the work eligibility status of all newly hired employees of Contractor through the E-Verify Program (“Program”).  Contractor is not required to verify the work eligibility status of all newly hired employees through the Program if the Program no longer exists.

  • Contractor and its Subcontractors shall not knowingly employ or contract with an unauthorized alien or retain an employee or contract with a person that Contractor or its Subcontractor subsequently learns is an unauthorized alien. If Contractor violates this section, Owner shall require Contractor to remedy the violation not later than thirty (30) days after Owner notifies Contractor.  If Contractor fails to remedy the violation within the thirty (30) day period, Owner shall terminate the contract for breach of contract.  If Owner terminates the contract, Contractor shall, in addition to any other contractual remedies, be liable to Owner for actual damages.  There is a rebuttable presumption that Contractor did not knowingly employ an unauthorized alien if Contractor verified the work eligibility status of the employee through the Program.
  • If Contractor employs or contracts with an unauthorized alien but Owner determines that terminating the contract would be detrimental to the public interest or public property, Owner may allow the contract to remain in effect until Owner procures a new contractor.
  • Contractor shall, prior to performing any work, require each Subcontractor to certify to Contractor that the Subcontractor does not knowingly employ or contract with an unauthorized alien and has enrolled in the Program. Contractor shall maintain on file a certification from each Subcontractor throughout the duration of the Project.  If Contractor determines that a Subcontractor is in violation of this section, Contractor may terminate its contract with the Subcontractor for such violation.  Such termination may not be considered a breach of contract by Contractor or the Subcontractor.


Unless all responses are rejected, and subject to approval by IHA, and possible approval by the IHA Board of Commissioners and the U.S. Department of Housing and Urban Development

(HUD), an award or awards will be made to the most responsive and responsible quoter(s) for the quoted services. Contractors may quote on single AMP’s or multiples AMP’s or Agency

wide. IHA reserves the right to award the contract to multiple contractors all to the benefit of IHA.  In case of ties, IHA reserves the right to select a single contractor by means of drawing or other device, all to the benefit of IHA.  By submission of quote, all contractors agree to this decision process.

A contract will be required of the successful vendor. Please see sample posted on IHA’s Website www.indyhousing.org, click on the “Doing Business With IHA” tab.  Contract shall be for one year of duration with the option of renewal for another like period or periods

Complete and return the following:  The documents are also available on the IHA website:

At www.indyhousing.org, click on the “Doing Business With IHA” tab.

  1. HUD-5369-B Instructions to Offerors Non-Construction (Does not require a signature but must be returned as acknowledgement of the terms contained therein.)
  2. MBE/WBE/VBE/DOBE Contractors Initial Response Form
  3. MBE/WBE/VBE/DOBE Certification; where applicable
  4. Certificate of Non-Organizational Conflict of Interest
  5. Non-Collusive Non-Identity of Interest Affidavit
  6. Non-Segregated Facilities form
  7. Affidavit of E-Verify Compliance
  8. Section 3 Contractor Initial Response Form
  9. A current certificate of insurance is required with each quote. The successful contractor must be able to supply certificates of insurance for the following: Minimum of one million dollars in general liability, one million dollars vehicular liability, and statutory requirements for worker’s compensation naming the Indianapolis Housing Agency as additional insured.
  10. Three references to include names, addresses, primary contact and primary contacts’ telephone numbers. References shall include apartment complexes that approximate the size of IHA communities and unit sizes. References shall not be IHA employees.
  11. Quote tab

At the time of bid, only the bid tab sheet is required.  All remaining documents may be submitted at the time the bid is due or may be submitted as 48 hour post bid submittals.  Failure to submit the above referenced documents within the 48 hour post bid submittal timeframe will cause your firm’s quote to be deemed non-responsive and will not be considered for award.

All of the above required documents, with the exception of the MBE/WBE/VBE/DOBE certification, Certificate of Insurance and references can be found on the “Doing Business With IHA’ page of the agency’s website (www.indyhousing.org).







Rowney Terrace is located at 1353 S. Riley Place, Indianapolis, IN 46203

The Day Care is located at 1308 – 1312 S. Riley Place, Indianapolis, IN  46203

This is an active daycare.  Contractor may be required to do installation work evenings and weekends.  At no time after normal business hours shall building be left without minimal heat.

This Scope of Work includes the following:

The current furnaces are 75,000 BTU furnaces and shall be replaced with energy-star rated, hi efficiency units.

  1. Replace gas furnaces, cooling coils, condensers, line sets, exterior disconnect and wiring from disconnect to condenser unit.
  2. Install programmable thermostats and new filter boxes and filters.
  3. Clean all ductwork and vent grills (existing duct work is to remain).  Contractor shall vacuum all underground ducts using a Hepa Vac that does not sand, grind or otherwise abrade or any other method that may break, crumble or disintegrate any possible ACM duct work.
  4. All work shall comply with all EPA rules. All employees shall be EPA HVAC certified.  Environmental report shall be provided upon request
  5. Contractor shall leave area clean and free of debris at end of each day. Contractor is responsible for the removal and disposal of all removed equipment.
  6. Contractor is required to pull and properly post all required building permits.
  7. Contractor is responsible for any damage related to replacement of equipment including the repair of drywall and painting of all replaced drywall.
  8. All equipment shall be tested and functioning per manufacture specifications
  9. Contractor shall provide a complete minimum two year parts and labor warranty.
  10. Contractor shall provide a one year maintenance contract to begin after installation this includes all required filter changes, maintenance and after hours service calls.
  11. All work shall be complete within 30 days of Notice to proceed.


End of Scope of Work


Contractor’s Price – Tab Sheet

By submission of this quote document, Vendor certifies that it has the staffing, materials, equipment and expertise necessary to perform the tasks as outlined in the Scope of Services. Contractor agrees to perform the work in accordance with the Scope of Services.

$_____________________                                   Each unit – (4) units


_________________________________________                                _______________________________       

Company Name                                                                              Telephone Number                       

_________________________________________                 _______________________________

Address                                                                                               Representative’s Name             

_________________________________________                                _______________________________

City, State and Zip                                                                       Signature

Date:___________________        e-mail_______________________________________________

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