Bid 26-01 Roof Replacement

BID DOCUMENTS
FOR
ROOF REPLACEMENT
FOR 20 BUILDINGS AT
ASSET MANAGEMENT PROPERTY 1
HOUSING AUTHORITY OF HENDERSON
BID DOCUMENTS AVAILABLE - March 27, 2026
BID OPENING DATE AND TIME - April 28, 2026, at 9:00 a.m.
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TABLE OF CONTENTS
Advertisement to Bid................................................................................. 3
Invitation to Bid....................................................................................... 4
Bid Specifications and Scope of Work.................................................see attached
Instructions to Bidders............................................................................... 7
Instructions to Bidders for Contracts Public and Indian Housing Programs HUD 5369.... 13
Representations, Certifications, and Other Statements of Bidders HUD 5369A............. 18
General Conditions for Construction Contracts-Public Housing Programs HUD 5370EZ... 22
Contractor Acknowledgement Form HUD 5370EZ.............................................. 29
Bid Form Check List.................................................................................. 30
Contractor Work Instructions............................................................................32
Schedule of Amounts for Contract Payments HUD 51000..................................... 34
Periodic Estimate for Partial Payment HUD 51001.............................................. 36
Schedule of Change Orders HUD 51002.......................................................... 38
Summary of Materials Stored HUD 51004......................................................... 39
Certified Payroll Report.............................................................................. 40
Davis-Bacon Wage Determination...................................................................42
Certification of Eligibility under the Davis-Bacon Act.......................................... 49
Equal Employment Opportunity Certification.................................................... 50
Section 3 Certification............................................................................... 51
Section 3 Business Qualification..................................................................... 53
Certification of Prohibition against Conflicts of Interest, Gratuities, Kickbacks, and Use of
Confidential Information.... 54
Form of Non-Collusive Affidavit.................................................................. 55
Drug Free Workplace Policy........................................................................ 56
Drug Free Workplace Contractor Acknowledgement Form.................................... 71
Previous Participation Certification................................................................ 72
References Form..................................................................................... 77
Sub-Contractor Form................................................................................. 78
Bid Form................................................................................................ 79,80
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ADVERTISEMENT TO BID
The Housing Authority of Henderson will accept Sealed Bids for Roof Replacement for 20 buildings at Asset
Management Property 1. This project will require Davis Bacon Act/Prevailing Wage Rates. Proposed
Contract Documents/Bid Packets will be available March 27, 2026, at the office of the Housing Authority, 111
S. Adams St., Henderson, KY 42420 or on the website at www.hahenderson.org. Bids will be accepted until
April 28, 2026, at 9:00 a.m. Bids will be publicly opened and read aloud at that time. Contract will be awarded
to best low bid.
The Gleaner Advertising
legal@thegleaner.com
Please run this legal notice (advertisement) on March 27, and April 2, 2026, in the Henderson Gleaner.
We will need tear sheets/affidavits of publishing for our records.
Please acknowledge receipt of this request.
Thank you.
Shannon Kavanaugh
Procurement, Housing Authority of Henderson
The CourierPress
legals@courierpress.com
Please run this legal notice (advertisement) on March 27, and April 2, 2026, in the Courier Press.
We will need tear sheets/affidavits of publishing for our records.
Please acknowledge receipt of this request.
Thank you.
Shannon Kavanaugh
Procurement, Housing Authority of Henderson
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INVITATION TO BID
The Housing Authority of Henderson will accept Sealed Bids for Roof Replacement for 20 buildings at Asset
Management Property 1. This project will require Davis Bacon Act/Prevailing Wage Rates. Proposed Contract
Documents/Bid Packets will be available March 27, 2026, at the office of the Housing Authority, 111 S. Adams
St., Henderson, KY 42420 or on the website at www.hahenderson.org. Bids will be accepted until April 28, at
9:00 a.m. Bids will be publicly opened and read aloud at that time. Contract will be awarded to best low bid.
ROOF REPLACEMENT FOR 20 BUILDINGS
AT ASSET MANAGEMENT PROPERTY 1
THE OUTSIDE OF ALL ENVELOPES MUST BE SEALED AND MARKED WITH:
a. Bidder's Name and Address on outside of envelope
b. Bid envelope marked - Bid Documents for Roof Replacements at AMP 1
c. Date and Time of Bid - April 28, 2026, at 9:00 a.m.
d. "Bid-Do Not Open"
Bids will be taken under advisement for review of requirements after satisfied that bidder is qualified and the
documents necessary have been provided. Best Low Bidder will then be notified for contract signing. All
unsuccessful bidders will be notified by mail.
Attention is called to the provisions for Equal Employment Opportunity and Section 3 Compliance.
Attention is also called to the provision of payment no less than the prevailing Davis-Bacon Wage
determinations set forth in the Bid Documents. Any prevailing wage rate (including basic hourly rate and any
fringe benefits) determined under state or tribal law to be prevailing with respect to an employee in any trade or
position employed under the contract is inapplicable to the contract and shall not be enforced against the
contractor or any subcontractor with respect to employees engaged under the contract whenever the following
occurs:
1. Such non-federal prevailing wage rate exceeds:
a) The applicable wage rate determined by the Secretary of Labor pursuant to the Davis-
Bacon Act (29 CFR 5.12) to the prevailing in the locality with respect to such trade.
b) An applicable apprentice wage rate based thereon specified in an apprenticeship program
registered with the Department of Labor or DOL recognized state apprenticeship agency;
or
c) An applicable trainee wage rate based thereon specified in a DOL certified trainee
program; or
2. Such non-federal prevailing wage rate, exclusive of any fringe benefits, exceeds the
applicable wage rate determined by the Secretary of HUD to be prevailing in the locality
with respect to such trade or position.
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All required Items to be included in the Bid shall be signed and dated as designated. Items to be included with
each Bid are listed on the Bid Form Checklist.
The Housing Authority of Henderson reserves the right to reject any or all bids or to waive any information in
the bidding.
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Contractor shall:
Be responsible for all material to complete job
Be responsible for any permits, if needed
Be responsible for all dump fees and keeping job site clean and free of debris
Comply with all Federal, State, and local safety regulations
Any other construction found to be necessary in addition to the scope of work attached would need to be
approved by the Housing Authority of Henderson for additional expense.
Upon completion of job, deliver to the Housing Authority a Written Warranty agreeing to replace work which
fails due to defective materials or workmanship.
Work to Begin/Conclude: To Be Finalized at the Contract Signing-ASAP
Bid shall be awarded to Best Low Bid of responsible Bidder submitting the lowest proposal complying
with the conditions of the Bid Solicitation.
Bid shall be valid for Thirty (30) days.
Proposed forms of Bid and Contract Documents are on file at the office of the Housing Authority of Henderson,
111 South Adams Street, Henderson, Kentucky 42420, and may be obtained from the office of the Housing
Authority of Henderson on or after March 27, 2026.
Submit bids by mail or in person to:
Housing Authority of Henderson
111 South Adams Street
Henderson, KY 42420
Attention: Shannon Kavanaugh, Procurement
Product and Labor Questions should be directed to:
Maintenance Supervisors
Troy Cox Amp 1- 270-860-3661 or 270-827-1294 extension 1270
Executive Director
Bobbie Jarrett - 270-827-1294 extension 1133
Architect
Axiom Architecture, Ben Grove - 270-663-1256
Bids must be received by April 28, 2026 at 9:00 a.m.
The Housing Authority of Henderson reserves the right to reject any or all Bids or to waive any formalities in
the bidding.
Housing Authority of Henderson
Bobbie W. Jarrett, Executive Director
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INSTRUCTIONS TO BIDDERS
ROOF REPLACEMENT
FOR 20 BUILDINGS AT
ASSET MANAGEMENT PROPERTY 1
Housing Authority of Henderson
111 South Adams Street
Henderson, KY 42420
INSTRUCTIONS TO BIDDERS
A. Review Property, Bid and Contract Documents and Verify Detail
1. The Bidder is responsible for reviewing all portions of the Bid and Contract Documents.
2. The Bidder is responsible for making an on-site visit or visits to verify the work, locations, quantities,
and sizes of material. The Housing Authority of Henderson is not liable for the failure of the Bidder
to verify the accuracy of said details nor for any costs incurred as a result of said failure.
3. The Bidder agrees that he will contract with the Housing Authority of Henderson to provide all
necessary materials listed in the contract in the manner and time therein prescribed, and that he will take
in full payment the amount set forth hereon.
4. All required Bid Documents must be signed and dated as designated. Required Bid Documents listed on
Bid Form Checklist.
References in the specifications or in describing the material, supplies, or services required of a particular trade
name, manufacturer's catalog or model number are made for descriptive purposes to guide the bidder in
interpreting the type of material or supplies or nature of the work described. They should not be construed as
excluding proposals on other types of materials and supplies or of performing the work in a manner other than
specified.
B. Housing Authority Contacts
Troy Cox, Project 1 Maintenance Supervisor
Phone: cell-270-860-3661 or 270-827-1294 extension 1270
Bobbie Jarrett, Executive Director
Phone: 270-827-1294 extension 1133
Shannon Kavanaugh, Procurement
Phone: 270-827-1294 extension 1136
Fax: 270-631-0765
C. Legal Requirements
All federal, state, and local law requirements shall be met.
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D. Bid Form Complete & Signed
1. Bid Form must contain individual price per building based on the Scope of Work. As well as total
overall price for 20 buildings.
2. Each bid must be signed by the Bidder with his/her usual signature. Bids by partnership 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.
3. Bids by corporations must be signed with the name of the corporation, followed by the signature and
designation of the president, secretary, or person authorized to bind it in the matter.
E. Certification of Eligibility Under the Davis Bacon Act
Must submit a signed Certification of Eligibility Under the Davis Bacon Act with Bid.
F. Drug Free Workplace Certification
Must submit a signed Drug Free Workplace Certification with Bid.
G. Section 3 Acknowledgement Statement and Section 3 Business/Employee Certification
Must submit a signed Section 3 Acknowledgement Statement and signed Business/Employee Certification
with Bid.
H. Prohibition Against Conflicts of Interest, Gratuities, Kick Backs, and Use of
Confidential Information Certification
Must submit a signed Prohibition against Conflicts of Interest, Gratuities, Kick Backs, and Use of
Confidential Information Certification with Bid.
I. Equal Employment Opportunity Statement
(HUD 5370) Must submit a signed Equal Opportunity Statement with Bid.
J. Form of Non-Collusive Affidavit
Each person submitting a bid shall execute an affidavit, in the form provided by the Housing Authority, to
the effect that the Bidder has not colluded with any other person, firm, or corporation in regard to any bid
submitted. Such affidavit shall be attached to the bid.
K. References
At least three references should accompany this bid.
L. Complaints
Bids shall include procedures for dealing with complaints and response time. This component of the bid
will be given equal consideration to the price.
M. Number in Crew
State number in Crew dedicated to this contract.
N. Bid Documents Submittal
1. Bid documents shall be submitted by sealing in an envelope which shall be clearly labeled
with the words, "Bid Documents for" and show the name and address of the Bidder and date and
time of bid opening.
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2. Proposals should be mailed to or delivered to the office of the Housing Authority of
Henderson, 111 South Adams Street, Henderson, Kentucky 42420.
O. Time for Receiving Bids
Bids received prior to the time of opening will be securely kept, unopened. The officer whose duty it is to
open them will decide when the specified time has arrived, and no bid received thereafter will be
considered, except when a bid arrives by mail after the time fixed for opening, but before award is made,
and it is shown to the satisfaction of the officer authorized to make the award that the non-arrival on time
was due solely to delay in the mails for which the Bidder was not responsible; such bid will be received
and considered. No responsibility will attach to an officer for the premature opening of a bid not properly
addressed and identified.
P. Withdrawal of Bids
Bids may be withdrawn on written or telegraphic request dispatched by the Bidder in time for delivery in
the normal course of business prior to the time fixed for opening, provided that written confirmation of any
telegraphic withdrawal over the signature of the Bidder is received prior to the time set for bid opening.
Negligence on the part of the Bidder in preparing his bid confers no right of withdrawal or modification of
his bid after such bid has been opened.
Q. Opening of Bids
At the time and place fixed for the opening of bids, every bid received within the time fixed for receiving
bids will be opened and publicly read aloud, irrespective of any irregularities therein. Bidders and other
persons properly interested may be present, in person or by representative.
R. Erasures or Corrections
Bid documents having any erasures or corrections thereon will be rejected unless explained or noted over
the signature of the Bidder.
S. Sales Tax Exemption
Sales tax will not be applicable, and all bids received which include sales tax will be corrected at the time
of the bid opening or returned to the Bidder.
T. Protect, Defend, and Save Harmless
The Bidder, if awarded an order or contract, agrees to protect, defend, and save harmless the Housing
Authority of Henderson against any demand for payment for the use of any patented material, process,
article or device, that may enter into the manufacture, construction, or form a part of the work covered by
either order or contract; and the Bidder further agrees to indemnify and save harmless the Housing
Authority of Henderson from suits or actions of every nature and description brought against it, for or on
account of any injuries or damages received or sustained by any party or parties, by or from any of the acts
of the contractor, his servants, or agents.
U. Bid Valid for Thirty (30) Days
All bids submitted shall be valid for thirty (30) days after being received by the Housing Authority of
Henderson.
V. Award of Contract; Rejection of Bids
1. The contract will be awarded to the responsible Bidder submitting the lowest proposal complying
with the conditions of the Invitation to Bid, provided his bid is reasonable and it is to the interest of
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the Local Housing Authority (LHA) to accept it. The Bidder to whom the award is made will be
notified at the earliest practicable date. The LHA, however, reserves the right to reject any or all bids
or to waive any formality in bids received whenever such rejection or waiver is in the interest of the
LHA.
2. The LHA is prohibited from making any awards to Contractors or accepting as Subcontractors any
individuals or firms which are on the list of Contractors ineligible to receive awards from the United
States.
3. In case of default by the Bidder or contractor, the Housing Authority of Henderson may procure the
articles or services from other sources by awarding the bid to the next responsible Bidder or re-
advertise for bids and hold the Bidder or contractor responsible for any excess cost occasioned
thereby.
W. Insurance
The successful Bidder shall provide the following proofs of insurance:
1. Workers' Compensation insurance, in accordance with State or Territorial Workers' Compensation
laws, for all employees engaged under the contract.
2. Commercial General Liability which is comprehensive general liability insurance with bodily injury
and property damage. The minimum amount of required coverage is one million dollars (1,000,000)
per occurrence to protect the Contractor and each subcontractor against claims for bodily injury or
death and damage to the property of others. This shall cover the use of all equipment, hoists, and
vehicles on the site(s) not covered by Automobile Liability under 3 below. If the Contractor has a
"claims-made" policy, then the following additional requirements apply: the policy must provide a
"retroactive date" which must be on or before the execution date of the Contract; and the extended
reporting period may not be less than five years following the completion date of the Contract.
3. Automobile Liability on owned, non-owned, and hired motor vehicles used on the site(s)
or in connection therewith for a combined single limit for bodily injury and property damage
of not less than five hundred thousand dollars ($500,000) per occurrence.
The Housing Authority of Henderson shall be named as an additional insured party on all insurance.
The successful Bidder must furnish the Housing Authority of Henderson with a certificate of
insurance within 10 working days after bid acceptance. All insurance shall be carried with
companies which are financially responsible and admitted to do business in the State in which the
project is located. Any changes, additions, or deletions in insurance coverage shall be submitted, in
writing, to the Housing Authority of Henderson within 10 days prior to the effective date of such
change, addition, or deletion. Such insurance shall remain in effect for the full term of the contract.
If any such insurance is due to expire during the period, the contractor (including subcontractors, as
applicable) shall not permit the coverage to lapse and shall furnish evidence of coverage to the Housing
Authority. All Certificates of Insurance, as evidence of coverage, shall provide that no coverage may be
canceled or non-renewed by the Insurance company until at least 30 days prior written notice has been
given to the Housing Authority of Henderson. This statement is added to your Certificate of Insurance
by your provider
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