IFB 26-BVUTS Vacant Unit Turnaround Services

IFB NUMBER: IFB 26-BVUTS
Date of Issuance: June 17, 2026
Section I - Introduction
Scope of Work
HA's Reservation of Rights
Bid Filing Instructions
General Requirements
Administrative Requirements
Section 3, MBE/WBE/DBE
Affirmative Action Contractors Agreement
Section II - Attachments
* Checklist
* Bid Form
* HUD 5369 B Instructions to Offerors
* HUD 5369-C Representation and Certifications
* HUD 5370-C Section I General Conditions for Non-
Construction Contracts
* HUD 5370-C Section II General Conditions for Non-
Construction Contracts
* Bidder's Qualifications Form
* Debarment Certification
* Non-Collusive Affidavit
* Section 3 Self-Certification Form
* Davis Bacon Wage Rates
* Maintenance Wage Job Descriptions

VACANT UNIT TURNAROUND SERVICES IFB 26-BVUTS
SECTION 1
1.0 INTRODUCTION
The Housing Authority of the City of East St. Louis (ESLHA) provides public affordable
housing and related services to eligible low-income families of East St. Louis, IL. ESLHA is
primarily funded by the U.S. Department of Housing and Urban Development ("HUD"), and
develops, maintains and manages low-rent public housing. ESLHA currently manages over
1,600 units of public housing. ESLHA is requesting bids for Vacant Unit Preparation/Unit
Turnaround Service at various locations throughout the agency. A brief summary scope of
work is presented below.
1.1 SCOPE OF WORK
SCOPE OF WORK (SOW)/PROJECT DESCRIPTION
Property Manager or designee shall provide a comprehensive scope of work to be priced by the
qualified contractor(s). Using the bid pricing sheet submitted by the Contractor(s), Contractor(s)
shall abide by the pricing agreement for the duration of the one-year contract period. Task orders
shall be offered to the qualified responsive and responsible bidder(s) conforming to the instructions
of the IFB. If for any reason a selected contractor cannot undertake an assignment within
reasonable time, or fails to complete an assignment in a timely manner, the next qualified
contractor may be used. Contractors are expected to have sufficient manpower to undertake
multiple assignments; however, the ESLHA has the right to award Task Orders to more than one
contractor working simultaneously at different units.
The Contractor shall honor any task order received, unless the task order (or orders) is returned to
the ESLHA Property Manager within two (2) days after issuance, with written notice stating the
Contractor's intent not to provide the services called for, and the reasons thereof. Upon receiving
this notice, ESLHA may pursue and acquire the services from the other contractor(s). Repeated
refusal or inability to undertake assignments will void contract agreement(s).
Work shall be performed only as authorized by Task Orders issued in accordance with the
ESLHA's Work Request. The contractor shall furnish ESLHA services specified in the scope to
the exact quantity and pricing designated by the Task Order. No other work shall be done, except
with the specific and written permission of the Authority.
ESLHA intends to create a "pool" of Contractors to provide Vacancy Unit Turnaround Services.
The Pool will consist of various Contractors which will be available on an as-needed basis to
provide Cleaning, Maintenance, and Painting Services. The actual number of Pool participants
chosen will depend on the number of awardees selected.
Contractors selected to participate in the Pool will be assigned work at the discretion of ESLHA
based on quality of work, availability, manpower and timeliness, and will serve in the Pool for a
period of one (1) year with the option, at ESLHA's sole discretion to extend the contract an
additional four (4) one-year (1 yr.) period for a maximum total of five (5) years. All contractors
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may not be selected for the extended year options. This decision may be solely based on the
contractor's performance. ESLHA will attempt to match each assignment to the Pool Participant
best suited for a given task, i.e. (when ESLHA has a need for minor renovations a contractor with
proven experience in renovations may be selected over a contractor that has little renovation
experience). Selection as a participant of the Pool is not a guarantee of the type or number of
tasks for which a participant may be selected.
Pool Participant(s) are not expected to have expertise in all areas in which ESLHA may need
assistance. Rather, it is intended that the Pool be balanced, consisting of Participants with as
broad a range of expertise as possible in particular areas. Pool Participants may be asked to
perform some or all of the tasks described in the Scope of Services. Time is of the essence with
regard to Pool Participants' availability for and performance of the assignments.
If a Pool Participant is selected to perform one or more projects, work assignments or tasks,
ESLHA will formally request the Pool Participant to perform work by executing a task order.
The Contractor will be notified by the Property Manager or designee of when a unit is ready for
turnover. The staff will provide the scope of work to the contractor before work is to begin and
schedule a unit inspection walk thru to go over scope for needed estimate. Once the written
estimate is received and accepted, the contractor will be notified. Contractor is to start the unit
turnaround no later than the very next day of receiving a work permit and must complete the unit
within ten (10) calendar days which includes completing a punch list and final acceptance. The
task orders may be issued at any time during the term of the Contract and the assignment of work
projects will be made solely at the discretion of ESLHA. A Contractor's Performance
Evaluation form will be completed upon completion of each unit.
ESLHA seeks a formal response from Contactors as to qualification and experiences to perform
assignments within the scope of Services. Contractors selected by ESLHA for the pool will be
required to follow ESLHA procedures as specified in this IFB, the Contract and subsequent task
orders.
1.2 EXCERPTS FROM TASK ORDER PROCEDURES
(a) Any services to be furnished under this contract shall be ordered by issuance of Task
Order Requests by authorized personnel. ESLHA will provide a list of persons
authorized to issue such requests.
(b) Task orders may be issued after receipt of all required contract documents and issuance
of Notice to Proceed.
(c) All Task Order Requests are subject to the terms and conditions of this contract
except as modified by signed agreement of both parties.
(d) A Task Order is considered "issued" when the Authority delivers the request by mail,
fax, in person or e-mail and the contractor signs and returns the order before work starts
with written estimate for approval. All Task Orders shall be in writing and assigned a
Task Order number. Verbal requests/approvals are not allowable.
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1.3 GENERAL PERSONNEL PRACTICES
A. Contractor shall have in its employ, or under its control, sufficient qualified and
competent personnel to perform work promptly and in accordance with the Task Order
Request.
B. Contractor shall employ skilled workers as outlined in the task to which they are
assigned to perform work for this contract.
C. Contractor's employees shall follow all applicable safety standards including operating
all equipment in conformance with the manufacturer's operating instructions and in
compliance with OSHA standards and requirements.
D. Company uniform or shirts with company name displayed shall be worn at all times.
Badges (contractor or ESLHA provided) are acceptable in lieu of uniforms and shall be
worn at all times while on ESLHA premises.
E. Smoking, use of or under the influence of alcohol or drugs are prohibited in ESLHA
units. ESLHA is a smoke free and drug free workplace.
F. Workers must act appropriately and professionally at all times. Offensive language,
gestures or actions, while in buildings or on HA property, are not acceptable. ESLHA
may require the Contractor not to assign an employee ESLHA deems incompetent,
careless, insubordinate, or otherwise objectionable to work on this contract.
G. Contractor's personnel must immediately notify ESLHA's Property Manager of any safety
issue, both potential and realized, and including bodily injury or property damage.
H. Precaution must be exercised at all times for the protection of people (including
Authority employees, guests and the firm's employees).
I. Periodic inspection of work practices may be made by the ESLHA to ensure safety
operational tasks.
1.4 KEYS AND ACCESS
Contractor shall be provided with access keys for each unit scheduled for service and understands
the importance of keeping the keys in a secure place at all times. Contractor shall be responsible
for the unit/key and shall return to the Authority upon completion. Loss of keys may result in
action against the Contractor to recoup losses from ESLHA, including costs for lock change or
re-keying, etc. DUPLICATION OF KEYS IS STRICTLY PROHIBITED.
1.5 PROPERTY DAMAGE
A. If the Contractor, Contractor's employees, sub-contractor(s) or Contractor's personnel or
affiliate damages material, equipment or appurtenance of ESLHA's, the cost of repair or
replacement shall be charged to the Contractor. Items covered by this provision include,
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but are not limited to walls, carpets and other flooring, appliances, lighting fixtures,
kitchen and bathroom fixtures, countertops, siding and grounds.
B. Repair work due to damages caused by the Contractor shall be coordinated through, and
subject to the approval of ESLHA. Repairs shall be made with same or like materials
acceptable to ESLHA.
1.6 SERVICES TO BE PROVIDED
Services being requested may occur in three (3) steps. ESLHA may choose to select only one;
any combination of, or all services of the following to be performed by the contractor(s) at its
sole discretion.
* Cleaning Services
* Maintenance
* Painting
CLEANING SERVICES:
Contractor is required to provide complete cleaning services including removal of all trash and
personal belongings left behind in the apartment and patio area, as well as cleaning and
sanitizing. All surfaces must be wiped off or washed cleaned. This includes, but not limited to,
food, grease, webs, dust, dirt, insect eggs and feces. Cleaning of entire unit is optional at Property
Managers discretion. Cleaning shall be considered final when unit is determined complete and
ready for move-in. Special considerations for cleaning service include but not limited to:
BATHROOM:
Clean ceramic tile walls/tub enclosures,
Clean and disinfect all bathroom fixtures (faucets, sink, toilet, bathtub, handles, knobs, etc.),
Clean medicine cabinet/inside vanity.
Debris should not be washed in drains and/or bathtubs.
FLOORS:
Stripping/Cleaning Floors,
Use buffer to strip tile floors.
Clean stairs, stair treads, all corners, under and/or around heat registers and vents.
Clean baseboards and cove base throughout unit.
Sealing & Waxing- Apply 1 to 2 coats of sealer and 1 to 2 coats of wax with buffer to floors.
OTHER:
Fixtures & Globes - Clean all light fixtures, light shades, globes and switch plates.
Windows & Frames - Clean all windows, window ledges, doors, sweeps, frames and seals,
including front and back storm door.
Heater Registers - Remove excess debris and dust from heater registers.
KITCHEN:
Range - Clean the outside of the range with degreasing soap or all-purpose cleaner, clean/degreaser
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knobs and handles, Use oven cleaner for the inside of oven door, inside of broiler, the pan and the
oven interior. Clean range hood. Clean area behind the range.
Refrigerator - Clean refrigerator using an all-purpose cleaner or any other cleaner that does not
harm coating or gaskets. (including drip pan and excess dust from bottom of refrigerator).
Kitchen Walls - Wash walls in the kitchen due to excessive smoke or grease damage.
Cabinets/Sinks/Countertops - Clean all cabinets inside and outside, sink, countertops and outside
of water heater.
MAINTENANCE:
Contractor is required is to perform maintenance on the dwelling unit. The dwelling unit must
function as intended. Maintenance includes making necessary repairs to or replacement of
apartment fixtures. Special considerations for maintenance include but not limited to:
Leaking Faucets - All faucets should be operable (no leaks), toilet operable (no leaks).
All drains should be open and no leaking waste lines. Laundry station should be operable.
Windows - Make sure that all windows, storms door glass are in place properly and operable.
They should open and lock properly. Replace cordless window blinds and/or clean as needed, no
rips or holes. (Blinds should be in good condition and working properly)
Doors - All doors must be able to open and close properly without any missing hardware. Busted
doors need to be replaced. Replace mailbox slot as needed.
Cover Plates - Replace all cracked or damaged electrical cover plates interior and exterior. Cover
exposed outlet. Example: switches, receptacles, cable or telephone.
Electric Fixtures/Outlets - All light fixtures must be working and contain proper globe or light
shade. All receptacles must work. All GFCI outlets and switches must function properly. Exterior
fixtures, such as doorbell, lights, mailbox, etc., must be in place and operable.
Stair Treads - All stair treads must be down solid and flush without any cracks, chips or breaks to
prevent tripping hazards.
Handrail - Repair and/or replace handrails and/or brackets as needed.
Smoke Alarms/Carbon Monoxide Detectors - All smoke alarms and carbon monoxide detectors
provided by ESLHA must be properly installed and working properly. Replace old and dirty
smoke alarms and carbon monoxide detectors.
Floor - Remove and replace all bad tiles as determined. Install luan as needed. If the floor tile
terminates between rooms, there must be a transition strip installed. Install Floor Planks as needed.
Eliminate any possible trip hazards and replace any bad, damaged or missing baseboards, cove
base or toe strips. Install Baseboard and trim board.
Wall - Repair all holes in wall including mice holes. Contractor shall not change the texture of
the walls.
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Tub Enclosures - Repair and/or replace tub enclosures as needed. Replace drywall as needed.
Ceramic Tile - Replace any damaged drywall or green board behind tile. Repair or replace any
loose, broke or missing wall tile. Grout and caulk.
Water Heater - Report any problems with water heater to the Property Manager. Replace as
needed.
Furnaces (HVAC) - Check thermostat to make sure it works and confirm the furnace cycles
properly. Replace filters provided by ESLHA. Check vents for excess dust and vacuum.
Report any problems with the furnace or central air conditioner unit to the Property Manager.
Range - All burners must work including the oven. All knobs must be on and working.
Range must have all of its hardware. Report any problems with range to the Property Manager.
Refrigerator - Must operate properly with all parts and hardware on it. Gaskets must seal
properly. Report any problems with refrigerator to the Property Manager.
Range Hood - Rangehood must be working as well as the fan and light. Rangehood must have all
of its parts and hardware such as filters, knobs, bulbs, etc.
Exterior Storm Doors - Must open and close securely and not missing any hardware.
Check door sweeps and weather stripping and replace where needed.
Install doorstop (sav-a-wall) thru-out unit.
Closets - Make sure all closet poles and shelves are installed.
Stoppers/Strainers - All sinks must have some type of stopper or strainer installed.
Bathroom Fixtures - All fixtures must be properly in place, such as soap dishes, towel bars,
medicine cabinets, shelves, tissue holders, etc., replace if needed. Replace toilet seats.
Caulking - Caulk where needed on counter tops, window sills/frames, door frames, kitchen
cabinets, seal all opening, etc. Use clear silicone inside all cabinets, etc. Paintable caulking used
where cabinets meet wall. All caulking color should match surrounding surface.
Pipes - Replaced busted pipes as need.
Prep unit for painting - Contractor shall prep/finish the perimeter unit by sealing it, preparing the
unit for painting. Any voids larger than 14", cannot be caulked, additional support is needed,
examples:
* 14" round wood trim
* Luan board
* Expandable foam
* Various types of wood trim
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* Heat tape (range hoods)
PAINTING/PREPARATION AND FINISHING:
Remove all hangers, hoods, nails, tape, contact paper, wallpaper, borders, etc. Take out any
obvious imperfections in wall or ceilings. Take out any sort of imperfections around fixtures and
outlets. (DO NOT PAINT electrical fixtures, switches, cove base, trim boards, outlets cover
plates, or heat registers). Use caulk where needed on counter tops, window frames, door frames,
kitchen cabinet, etc. In apartments caulk the base. Inspect entire unit before you request approval
for painting.
Painting - Paint inside/outside of all exterior doors and trim. Paint interior doors upon approval as
needed. This is to include window trim, handrails and stair risers. DO NOT PAINT BUSTED
DOORS. Busted doors must be replaced as identified.
Properly use drop cloths. Improper use could lead to termination of the contract and Contractor
will also be held liable for costs to restore floors, cove-base, stairs, hardwood floors, VCT tile,
ceramic tile, etc. - Properly clean paint equipment and wall repair materials. Protect all drains
from clogging. Contractor must restore sinks/drains to clean condition. Otherwise, Contractor
may be held accountable for plumbing costs. Upon completion of painting install all outlet
covers, light fixtures and light switches.
1.7 GENERAL REQUIREMENTS
Trash - The contractor is responsible for cleaning all trash, debris, and materials created while
working inside and outside (front and rear) of vacant units.
Liquidated Damages - The Contractor(s) shall be obligated to pay ESLHA the sum of $100,
$200, or $250 per day for each day the Contractor(s) fails to complete services within the ten
(10) calendar days standard completion period for unit turnaround work unless conditions
beyond the control of the Contractor(s) exist and mutual agreement with the property manager
has been obtained. Per day rates are based on security deposits in three categories:
1. Elderly/Disabled units $100
2. Family Developments $200
3. Single Family Houses $250
Physical Security - The Contractor shall be responsible for safeguarding all ESLHA property
provided to Contractor for use. At the close of each workday, ESLHA facilities, property and
materials shall be inspected and secured. Contractor shall establish and implement methods of
ensuring that all keys issued to Contractor by ESLHA are not lost or misplaced and are not used
by unauthorized persons. No keys issued to the Contractor by ESLHA shall be duplicated. If
the Contractor loses the keys to the lock, ESLHA will replace the lock and bill the Contractor for
the cost to replace the locks.
Conservation of Utilities - The Contractor shall practice utility conservation in all ESLHA
facilities. The Contractor shall be responsible for operation under conditions, which prevent
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the waste of utilities, which shall include:
- Lights shall be used only in areas where and when work is actually being performed.
- Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not
be adjusted by the Contractor or by Contractor's employees.
- Water faucets or valves shall be turned off after the required usage has been accomplished.
Materials and Supplies will be provided by ESLHA. (The contractor will be required to
purchase cordless window blinds.)
The Contractor must provide at Contractor's own expense, all supervision, equipment, labor,
tools/supplies, etc. necessary to perform all of required services under this IFB and any resulting
contract. ESLHA will furnish all maintenance materials (i.e. paint, flooring, doors, countertops,
etc.) with the exception of the following items, unless authorized by Property Manager:
* Paint brushes, rollers, drop cloths, buckets and necessary tools/supplies.
In some instances, the maintenance materials furnished by ESLHA may be out of stock, and
items will need to be purchased directly by the contractor in order to complete the allotted time
for completion of the units. These expenses must be approved by the Property Manager or
designee prior to purchase, and must be incurred by the contractor to be reimbursed with proof
of receipt.
ESLHA reserves the right, if in its best interest to do so, to request a change in products (i.e.
brand or type of product) used by the contractor, shall the product be deficient and/or not in
accordance with ESLHA's standards.
1.8 INSPECTION OF WORK
Contractor will coordinate inspection of any damaged items with ESLHA Property
Management or Designee. All work is subject to inspection by Property Management or other
designated party at all times, but such inspection shall not relieve the Contractor from any
obligation to perform said work in accordance with the specifications or any other modification
thereof, as hereby provided. Work not strictly performed in accordance with the specifications
shall be corrected and made good by the Contractor whenever so ordered by the ESLHA without
reference to any previous oversight or error in inspection and at no additional cost to ESLHA. All
work will be subject to Contractor's Performance Evaluation upon completion.
1.9 EXPERIENCE
List and provide written "Professional References" other than ESLHA (minimum of three (3) and
maximum of five (5)) of previous work, similar to the services being requested by ESLHA.
* Identify the individual/company for whom the work was completed
* Provide contact's name, address, telephone, and email address
* Identify the type of work (VUP -Cleaning, Maintenance, or Painting) and provide a
brief description of the services performed.
* The Dollar amount for the work completed.
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