HomeMy WebLinkAbout20130692.tiffMEMORANDUM
DATE: March 9, 2013
TO: Commissioner Garcia
FROM: Tom Teixeira, Weld County Housing Authority
RE: March 11, 2013 Board Meeting
Neighborhood Stabilization Program Fort Lupton: The City of Fort Lupton
requested bids from five manufactured home builders for the replacement of
the house at 913 Elm Ct. This house has been empty and vacant for an extended
period of time. Prior to becoming vacant an active Meth Lab was found to be
operating in the house. Due to the high level of contamination the City has
determined that the appropriate action is to demolish the house and replace
with a modular / factory built home. The City of Fort Lupton requested bids
from five HUD approved firms. They requested bids on a three bedroom, two
bath house similar to the house on the site. Only one response was received.
Clayton homes of Evans responded with a bid and proposal for a three bedroom,
two bath home with garage at a cost of $177,500. This is a turnkey bid and
includes foundation, house, garage, fence, and seeded lawn.
We do have an expenditure requirement of 50% of the grant which we are
required to meet by March 15, 2013. Failure to meet this requirement puts
the grant funds in jeopardy. The need to rebid the rehabilitation contracts
has left the down payment for the manufactured house as the needed filler.
We currently have four other homes in this neighborhood and using the
purchase cost, environmental remediation cost and estimated rehabilitation
cost you will see that the cost for the replacement house is comparable to
what we are expending on other properties as show by the following table:
Pacific
Cottonwood
Longview
Fir
Elm
Purchase/Environmental
$79,162
$80,893
$105,217
$107,711
$6,289
Demolition
$10,000
Rehabilitation/ Const
$96,932
$115,299
$98,090
$124,200
$177,500
$176,094
$196,192.
$203,307
$197,038
$193,038
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We recommend that the bid in the amount of $177,500 be accepted.
Request Work Session
Approve BOCC Agenda
Sean Conway
Bill Garcia
Barbara Kirkmeyer
Mike Freeman
Doug Rademacher
r
Esther Gesick
From:
Sent:
To:
Cc:
Subject:
Monica Mika
Monday, March 11, 2013 9:20 AM
Barbara Kirkmeyer; Douglas Rademacher; Mike Freeman; Sean Conway; William Garcia
Esther Gesick
FW: Modular for Ft Lupton
This is the only written information from the City to officially accept the bid. I was under the impression that we were
getting something more formal, but this will have to work for now.
m
Monica Daniels -Mika
Director of Finance and Administration
1150 0 Street
Greeley, Co 80632
(970) 336 7205 ext. 4210
mmika@co.weld.co.us
Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed
and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please
immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents
of this communication or any attachments by anyone other than the named recipient is strictly prohibited.
From: Claud Hanes [mailto:CHanes@fortlupton.orgl
Sent: Friday, March 08, 2013 2:14 PM
To: Monica Mika; tom@oreelev-weldha.orq
Cc: Jeanelle Andersen; Leann Perino
Subject: Modular
I didn't know if Jeanelle let you know that we opened the ONLY bid for the modular home this morning from Clayton at a
price of $177,500. Leann has written the recommendation to accept the bid on behalf of the City, so you can take it to
the BOCC on Monday morning. Jeanelle is writing the necessary action item for Council to consider the item Monday
evening. I believe that with the drawdown's already in hand that we can pay a 50% down payment to cover the amount
necessary to NSP.
Claud W. Hanes
City Administrator
City of Fort Lupton
303-851-6694 X103 Work
303-994-2182 Cell
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CITY COUNCIL OF FORT LUPTON, STATE OF COLORADO,
BY AND THROUGH ITS FINANCE DIRECTOR
DATE: February 27, 2013
THIS DOCUMENT CONTAINS GENERAL INFORMATION FOR THE PURCHASING
PROCESS OF THE CITY OF FORT LUPTON. ALL ITEMS MAY NOT BE APPLICABLE.
ACTUAL BID SPECIFICATIONS WILL BE FOUND FOLLOWING PAGE 6-10.
I. NOTICE TO BIDDERS
A. The City of Fort Lupton of the County of Weld, State of Colorado, by and through its
Finance Director, wishes to purchase the following:
Single Family Home: Modular Construction
913 Elm Court
Neighborhood Stabilization Grant
B. Sealed or faxed bids the above stated merchandise, equipment, and/or services will be received at
the office of the City of Fort Lupton Finance Director, 130 South McKinley Avenue, Fort
Lupton, Colorado, 80621 until: Friday March 8'" 2013 (n, 10:00 A.M.
C. Bids will be presented to Weld County for final selection.
II. INVITATION TO BID
A. The City of Fort Lupton of the County of Weld, State of Colorado, by and through its
Finance Director, requests bids for the purchase of the above -listed merchandise,
equipment, and/or services.
B. Said product shall be for the benefit of: CITY OF FORT LUPTON, 130 S. McKinley Ave.
FORT LUPTON, COLORADO 80621.
C. Bids shall include any and all charges for freight, delivery, containers, packaging, less all
taxes and discounts, and shall, in every way, be the total net price which the bidder will
expect the City of Fort Lupton to pay if awarded the bid.
D. All bids must be sealed in envelopes that have the bid number and title of the bid typed or
printed in plain sight. One original and one copy of the Bid must be submitted at the time of the
bid opening. One complete bid document, which will be the only official copy of the bid, shall
be filed at the finance department. After certification of the bid, by finance, the other copy will
be sent to the applicable department(s) for review. Bids may be faxed to 303-857-6090 attention
finance; and the vendor must include the following statement on the facsimile "I hereby waive
my right to a sealed bid". (If faxing your bid, please send hard copy of bid for our files).
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III. INSTRUCTIONS TO BIDDERS
A. Bids shall be typewritten or written in ink on forms prepared by the City of Fort Lupton
Finance Department (Bid Certification page 11 & Certification of Illegal Aliens page 12).
Each bid must give the full business address of bidder and be signed by him with his usual
signature. Bids by partnerships must furnish the full names of all partners and must be
signed with the partnership name by one of the members of the partnership or by an
authorized representative, followed by the signature and title of the person signing. Bids by
corporations must be signed with the legal name of the corporation, followed by the name
of the state of the incorporation and by the signature and title of the president, secretary, or
other person authorized to bind it in the matter. The name of each person signing shall also
be typed or printed below the signature. A bid by a person who affixes to his signature the
word "president," "secretary," "agent," or other title without disclosing his principal, may be
held to be the bid of the individual signing. When requested by the Finance Director,
satisfactory evidence of the authority of the officer signing in behalf of a corporation shall
be furnished. All corrections or erasures shall be initialed by the person signing the bid.
All bidders shall agree to comply with all of the conditions, requirements, specifications,
and/or instructions of this bid as stated or implied herein. All designations and prices shall
be fully and clearly set forth. All blank spaces in the bid forms shall be suitably filled in.
B. Bids may be withdrawn upon written request to the Finance Director received from bidders
prior to the time fixed for opening. Negligence on the part of bidder in preparing the bid
confers no right for the withdrawal of the bid after it has been opened.
C. Bidders are expected to examine the conditions, specifications, and all instructions
contained herein. Failure to do so will be at the bidder's risk.
D. Bidders shall not stipulate in their proposals any conditions not contained in the instructions
and specifications herein unless specifically requested by the special instructions attached
hereto. Any proposal which fails to comply with the letter of the instructions and
specifications herein may be rejected.
E. Late or unsigned bids may not be accepted or considered. It is the responsibility of the
bidder to ensure that the bid arrives in the City of Fort Lupton Finance Department on or
prior to the time indicated in Section I., entitled "Notice to Bidders."
F. When approximate quantities are stated, the City of Fort Lupton reserves the right to
increase or decrease quantity as best fits its needs.
G. Whenever requested, samples or descriptive matter shall be filed prior to the opening of
bids.
H. Any item supplied to the City of Fort Lupton shall be new and of the manufacturer's current
model unless otherwise specified.
In accordance with purchasing procedures of the City of Fort Lupton, the Council will give
preference to residents of the City of Fort Lupton in all cases where said bids are
competitive in price and quality. It is also understood that the Council of the City of Fort
Lupton will give preference to suppliers from the State of Colorado, in accordance with
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Section 30-11-110, CRS, when it is accepting bids for the purchase of any books,
stationery, records, printing, lithographing or other supplies for any officer of the City.
J. All discounts shall be figured from the date of delivery and acceptance of the articles, or in
the case of an incorrect invoice, from the date of receipt of corrected invoice, if this be
subsequent to delivery and acceptance.
K. Substitutions or modifications to any of the terms, conditions, or specifications of this bid
package which are made by the City of Fort Lupton, after the bids have been distributed to
prospective bidders, and prior to the date and time of bid opening, will be made in writing
and signed by Finance Director. No employee of the City of Fort Lupton is authorized in
any way to modify any of the terms, conditions, or specifications of this bid without written
approval of said Finance Director. This is not to imply that bids will not be accepted or
considered with specifications which are different from those herein. Any item which does
not meet all the terms, conditions, or specifications of this bid, must be clearly indicated on
a separate sheet of paper, attached to the bid specification and proposal sheets and returned
with the bid.
L. The successful bidder shall indemnify and hold harmless the City of Fort Lupton, against
all claims for royalties, for patents or suit for infringement thereon, which may be involved
in the manufacture or use of the material to be furnished.
M. All goods shall remain the property of the seller until delivered to and accepted by the City
of Fort Lupton.
N. Bids received prior to the time of opening will be kept unopened in a secure place. No
responsibility will attach to the Finance Director for the premature opening of a bid not
properly addressed and identified.
O. In submitting the bid, the bidder agrees that the acceptance of any and all bids by the
Council of the City of Fort Lupton within a reasonable time or period constitutes a contract.
The Fort Lupton City Council, reserves the right to reject any and all bids, to waive any
informalities in bids, and to accept the bid that, in the opinion of the Council, is to the best
interests of the Council and of the City of Fort Lupton.
P. No delivery shall become due or be accepted unless a purchase order shall first have been
issued by the Finance Director. It is understood that it is necessary for all invoices to be
made out to the City of Fort Lupton, not to the Department securing the merchandise. All
invoices should be sent to: Fort Lupton Finance Department, 130 South McKinley Avenue,
Fort Lupton, CO 80621.
These instructions, the proposal forms, and specifications have been developed with the
hope of raising the standard of purchasing negotiations to a level wherein all transactions
will be mutually satisfactory. Your cooperation is invited.
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IV. DEFINITIONS
A. "Standard": When the word "standard" is used in the specification to describe an item of
equipment or in assembly, it shall be construed to mean that item or assembly so described
shall be the latest regular product of the manufacturer thereof, identified by a model or
other designation, without the modification or omission of any of its usual parts or the
substitution of others therefore, except as hereafter specified, details, capacities and ratings,
conforming in every respect to the said manufacturer's catalog or other printed matter
describing the item or assembly. Standard subassemblies, accessories, fittings, and finishes
shall be construed to be those which are regularly furnished as part of the principle unit or
assembly and included in the selling price thereof.
B. "Reputable Manufacturer": A manufacturer who has been engaged in the business of
fabricating the equipment specified for a reasonable period of time prior to the date set for
opening of bids and who can demonstrate to the satisfaction of the City of Fort Lupton that
said manufacturer has successfully installed equipment of the type proposed to be furnished
in at least three (3) instances and the performance of such equipment has been satisfactory.
Manufacturers having been engaged in the business of manufacturing said equipment for a
period of one (1) year prior to the date affixed for opening bids shall, prima facie, be
deemed to have been engaged in such business a reasonable length of time.
C. "Or Equal": The specific equipment mentioned shall be understood as indicating the type,
function, minimum standard of design, efficiency, and quality desired and shall not be
construed in such a manner as to exclude manufacturer's equipment of comparable quality,
design, and efficiency.
V. GENERAL SPECIFICATIONS, CONDITIONS AND INFORMATION
A. Design: Any equipment to be purchased shall be the manufacturer's latest model of
production. Said equipment shall be of superior quality and suitable to the use for which it
is intended. The technical design shall be in line with the best practice in the industry and
the materials and workmanship entering into the construction shall be of the kinds and
qualities which will ensure long life, dependability, and low cost of maintaining and
repairing.
B. Pre -delivery Service: Office equipment is to be delivered, as directed, unpacked,
assembled, cleaned and adjusted for immediate use at a location designated by the Finance
Director of the City of Fort Lupton. Motor vehicles and other items of equipment shall be
ready for immediate use at the time of delivery to a designated location. The equipment
shall be clean and all instruments properly adjusted. The inflation of tires must be checked,
lubrication completed, the crank case checked for proper oil level, and any other servicing
normally provided by dealers shall be performed. Operating and maintenance manuals
shall be provided at the time of delivery. Parts and price lists shall be included when
special equipment is purchased or when requested by the City of Fort Lupton.
C. Acknowledgment and Delivery Schedule of Initial Order: Time is of the essence. Delivery
date will be noted on page 6 of the bid packet. The successful bidder shall acknowledge the
receipt of the order and certify delivery as scheduled.
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D. Warranty: The successful bidder shall warrant that:
1. The goods to be supplied pursuant to this bid are fit and sufficient for the purpose
intended;
2. The goods are merchantable, of good quality, and free from defects, whether patent
or latent, in material or workmanship; and
3. The goods sold to the City of Fort Lupton pursuant to this bid conform to the
minimum City specifications as established herein.
The successful bidder shall further warrant that he has title to the goods supplied and that
the goods are free and clear of all liens, encumbrances, and security interests. All
warranties made by the successful bidder, together with service warranties' and guarantees
shall run to the City of Fort Lupton and its successors and assigns.
E. Service Calls in the First One Year Period: The successful bidder shall bear all costs for
mileage, travel time, and service trucks used in the servicing (including repairs) of any of
the goods to be purchased by the City of Fort Lupton, pursuant to this bid for as many
service calls as are necessary for the first one (1) year period after said goods are first
supplied to the City of Fort Lupton.
F. General Information: Bidder shall submit with their bids the following information
pertaining to the equipment upon which the bids are submitted:
1. Detailed equipment specifications to include the warranty.
2. Descriptive literature.
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Single Family Home: Modular Construction
New Construction under the Neighborhood Stabilization Program
City of Fort Lupton
Introduction and Background of Project
The City of Fort Lupton is seeking proposals and qualifications from builders to construct one modular
home as a part of the Neighborhood Stabilization Program (NSP 3). The Neighborhood Stabilization
Program (NSP 3) is Title III of the Housing and Economic Recovery ACT of 2008, H.R. 3221 and
provides emergency assistance to states, local government, and their subcontractors to redevelop
abandoned and foreclosed homes.
Project Location
As a recipient of NSP3 funds, Weld County Housing Authority together with the City of Fort Lupton is
redeveloping abandoned and foreclosed homes. This project consists of constructing a modular home
on a County owned lot where an existing home will be demolished. The lot is located at 913 Elm
Court, east of downtown Fort Lupton (see attached maps). The lot possesses proper zoning and all
necessary utility hookups. Prior to demolition, this lot was the site of a single family property.
Project Specifications
The City is requesting builders to submit their best proposal given the listed constraints and
specifications:
• Lot size: 100'x60'
• Required City:
o Height: Shall not exceed 35' or two(2) stories above foundation or basement ceiling
level
o Rear yard setback: 20'- Patios, covered, enclosed or uncovered may extend not more
than 10' into the rear yard setback.
o Side yard setback: 5'
o Front yard setback: 25'
o For more information: http://www.colocode.com/ftlupton/ftlupton l6.pdf
• Style: two story or split level
• Desired square footage: 1,600-1,800
• Rooms: 3 bedrooms, 2 bathrooms, with unfinished basement (or on slab)
• Flooring: carpet throughout with sheet vinyl in kitchen and bathrooms
• Central Air
• Garage: one car attached
• Landscaping: lot to be graded and seeded following construction
• Energy Star certified
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Finished product must be Energy Star certified. The proposed bid is to reflect all costs associated with
building the home to meet Energy Star requirements. The process and cost of hiring the required
energy consultant is to be handled by the builder. The target goal for project completion is 16 weeks
from the City issuing the Notice to Proceed.
Payments will be on a reimbursement basis with invoices processed monthly and up to 90 percent of
the contract paid under progress payments. The final 10 percent will be held as the final payment. Final
payment of the contract is contingent on all inspections being passed and certifications received
(including Energy Start). Work shall be inspected by the City of Fort Lupton inspection staff and
approved before each progress payment is issued to the contractor. A onetime materials draw may be
made prior to beginning construction if supported by an itemized invoice from suppliers. If alternative
payment arrangements are required, that must be specific in the project proposal.
General Contractor Selection Process
To be considered for the project, you must send your bid, plans, and qualifications to the City of Fort
Lupton by MARCH 8, 2013 (ii 10:00AM. Following the submission deadline all proposals will be
reviewed by City staff. The City of Fort Lupton will contact qualified builders after reviewing the
submitted information. Selection is made by the City of Fort Lupton, independent of any other party.
The proposal must include the Certification of Illegal Aliens (last page of this document) as well as the
following information:
1. Building Plans
Floor plans and elevations for the plan(s) that best fits the City specifications listed on page
one. Include a description of the types of materials to be used, being as specific as possible.
Diagrams including the design of the kitchen and baths should be included if available.
2. Price and Time Frame for Completion (page 11 mandatory)
Include a budget for the plans that have been proposed. Specify the schedule for completion of
the home.
3. Residential Construction Experience
Describe your experience performing new construction of single family housing. Specifically
make note of experience working with Energy Star and meeting their New Home performance
standards. Please include any experience working under federal, state, and municipal contracts.
4. Experience working with LBEs, SBEs, DBEs, MBEs, and WBEs/Section 3 compliance:
• Local Business Enterprise (LBE)
• Small Business Enterprise (SBE)
• Disadvantaged -owned Business Enterprise (DBE)
• Minority -owned Business Enterprise (MBE)
• Women -owned Business Enterprise (WBE)
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As is feasible, the City of Fort Lupton is seeking to provide ample opportunity to LBEs, SBEs,
DBEs, MBEs, and WBEs. Specific targets have not been established, but a suitable plan for
inclusion of such entities will be required under the terms of the contract. A builder's track
record of providing opportunities for such businesses will be considered in the final selection of
the contractor. The contractor is required to comply with Section 3 Equal Opportunities for
Business and Lower Income Persons of the 1998 HUD Act.
If applicable the proposal should address the contractor's experience with Section 3 compliance
and describe your approach to inclusion of LBEs, SBEs, DBEs, MBEs and WBEs. Please
provide specific examples that cite the level and nature of participation achieved on previous
projects.
5. References — Customer, Trade and Bank
Please include at least three references that speak to relevant work performed within the last
two years.
6. Insurance
Please provide all relevant information concerning the type of insurance carried by your
company.
Deadline for Submission of Proposals:
The deadline for submission of proposals is 10:00am on March 8`h 2013.
Plans, pricing and qualifications are to be delivered by email to jandersen(dfortlupton.org or by mail:
City of Fort Lupton
130 S. McKinley
Fort Lupton, CO 80621
Attn: Jeanelle Andersen
Contact Information:
Requests for information and clarification can be directed to Jeanelle Andersen by email to
janderscn(rcfortlupton.org
*Note: The City reserves the right to reject any proposals and to waive informalities
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Ms. Leann Perino
Finance Director
130 South McKinley Avenue
Fort Lupton, Colorado 80621
Dear Ms. Perino:
The undersigned having become familiar with the specifications for Housing Rehabilitation Services and
deliver to the City of Fort Lupton as set forth in the following schedule:
913 Elm Court $
DELIVERY DATE/COMPLETION DATE:
I certify that the above quotation is exclusive of any federal excise taxes and all other state and local taxes, and
includes any applicable permits and fees for installation. I further certify that the items offered for intended
use by the City of Fort Lupton will meet all specifications is has so indicated in this bid form. The Council of
the City of Fort Lupton reserves the right to reject any or all bids, to waive any informality in bids, and to
accept the bid that, in the opinion of the Council, is to the best interests of the Council and of the City of Fort
Lupton. The Council of the City of Fort Lupton shall give preference to residents of Fort Lupton bidders in all
cases where the bids are competitive in price and quality.
FIRM BY
BUSINESS ADDRESS TITLE
CITY, STATE, ZIP CODE DATE
TELEPHONE NO.
FAX NO. TAXPAYER I.D.#
DOES YOUR BID MEET OUR SPECIFICATIONS? YES NO
CITY OF FORT LUPTON IS EXEMPT FROM COLORADO SALES TAXES. CERTIFICATE OF EXEMPTION
NO.98-02812-0000. CITY OF FORT LUPTON FAX NUMBER IS #303-857-609
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CITY OF FORT LUPTON
CERTIFICATION STATEMENT REGARDING ILLEGAL ALIENS
The Vendor, whose name and signature appear below, certifies and agrees as follows:
1. The Vendor shall comply with provisions of CRS 8-17.5-101 et seq.
2. The Vendor shall not knowingly employ or contract with an illegal alien to perform work under this
purchase order or enter into a contact with a subcontractor that knowingly employs or contracts
with an illegal alien.
3. The Vendor represents, warrants, and agrees that it (i) has verified that it does not employ any
illegal aliens, through participation in the Basic Pilot Employment Verification Program administered
by the Social Security Administration and Department of Homeland Security, or (ii) otherwise shall
comply with the requirements of CRS 8-(2)(b)(I).
4. The Vendor shall comply with all reasonable requests made in the course of an investigation by the
Colorado Department of Labor and Employment. If the Vendor fails to comply with any
requirement of this provision or CRS 8-17.5-101 et seq., the City may terminate the above
referenced purchase order for breach and the Vendor shall be liable for actual and consequential
damages to the City.
CERTIFIED and AGREED to this day of , 200_.
VENDOR:
(Full Legal Name)
BY:
Signature of Authorized Representative(s)
VENDOR(S) CANNOT BEGIN WORK UNTIL THIS COMPLETED FORM IS RETURNED TO THE CITY
OF FORT LUPTON.
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