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WORCESTER HOUSING AUTHORITY CONTRACT FOR THE MAINTENANCE DEPT.

INVITATION FOR BIDS NO. 16-11

ANNUAL LOCKSMITH SERVICES

Release Date: 04/25/2016* Bid Opening: 10:00 A.M., 05/10/2016*

Issued by:

Worcester Housing Authority Purchasing Department

[email protected] 69 Tacoma St., Worcester, MA 01605 (508) 635-3202, TDD (508) 798-4530

Fax: (508) 635-3289

EXECUTIVE DIRECTOR, RAYMOND V. MARIANO

mailto:[email protected]

DRAFT - IFB #16-11 Annual – Locksmith Services 2 of 34

Worcester Housing Authority IFB #16-11

Annual Locksmith Services Table of Contents

Cover page 1 Table of Contents 2 Invitation For Bid 3 Section Page

1. Introduction 4

2. IFB Terms and Conditions 4-5

3. Bid Instructions 5-6

4. Withdrawal of Bids 6

5. Bid Submission 7

6. Contract Award 7 7. References 7 8. Bid Specification 8-25

a. Exhibits – SAMPLE only, do not return with bid.

A. Form of Contract B. Instructions to Offerors for Non-Construction HUD 5369 B C. General Contract Conditions (Non-Construction) HUD 5370 C

9. Appendix - (Note: All items here are to be submitted as part of the bid response.)

1. Certifications and Representations of Offerors HUD 5369 C 2. Certificate of Corporation Clerk 3. Non-Collusion Affidavit 4. Bidder Information Form 5. Certificate of Tax Compliance 6. Reference Form 7. Bid Form

End of Section


WORCESTER HOUSING AUTHORITY

INVITATION FOR BID #16-11 ANNUAL LOCKSMITH SERVICES

Bids will be received until: 10:00 A.M., 05/10/2016* At the Purchasing Department, 69 Tacoma St., Worcester, MA 01605. Immediately following the deadline for bids all bids received within the time specified will be publicly opened and read aloud. Contract documents will be available either by email or pick up at the Purchasing Department after 10:00 a.m. on 04/25/2016*. If you would like to inquire as to emailing capabilities, email your request to: [email protected] . The Purchasing Department is located at 69 Tacoma St., Worcester, MA 01605 and hours are 8:00 a.m. – 4:30 p.m. The contract term shall extend from August 12, 2016 through August 31, 2019 with no change to the contract terms and conditions and all pricing shall be reflected in the Bid Form. TIME IS OF THE ESSENCE for these services. Bidders must attest to employing a minimum of 3 employees so that a turnaround time of two (2) business days shall be met for all requested services for the life of this contract. The awarded contractor shall conduct these services within a 10 mile radius of Worcester City Hall, Worcester, MA due to the portion of this contract requiring a WHA employee to drop off and pick up keys and locks. Bidders outside of this 10 mile radius may bid but must provide drop off and pick up services, within 1 business day of WHA notification, and include all cost in their unit price for each line item listed in the Bid Form. The WHA has estimated the total cost for all purchases under this contract will be approximately $30,000 for each one year period. The WHA does not guarantee the purchase of any specific minimum quantities and reserves the right to increase/decrease quantities as needed. All bids are subject to the provisions of M.G.L. Chapter 30B, s5. Awarded vendor shall be required to provide a janitorial service bond in the amout of $20,000, the premiums for which are to be paid by the contractor and are included in the contract price. Key sequencing is an intrical part of this contract. The vendor shall provide a list of bitting codes to the contract manager, on a requested basis, at no cost to the WHA, which clearly shows the used and available bitting codes. All bids must be submitted with one ORIGINAL and one COPY. The Worcester Housing Authority reserve the right to cancel this IFB, or to reject, in whole or in part, any and all bids received in response to this IFB, upon its determination that such cancellation or rejection is in the best interest of the Authority. The Authority further reserves the right to waive any minor errors or nonconformance in the bids received. Award of the contract is subject to approval by the WHA Executive Director. Worcester Housing Authority Re Cappoli Chief Procurement Officer 04/25/2016* *PLEASE NOTE: Dates have changed from what was originally advertised.



I. INTRODUCTION The purpose of this procurement is for the solicitation of bids for the purchase of Annual Locksmith Services as specified herein and currently being used at various Worcester Housing Authority residential properties. Bidders are invited to email all questions regarding products/ services/contract requirements to Re Cappoli, Chief Procurement Officer at [email protected]. Failure to do so will be no defense in the failure to perform contract terms. Failure to examine the bid package will not relieve the Bidder from any obligation under the bid as submitted. II. IFB TERMS AND CONDITIONS All bids must comply with the provisions of this Invitation for Bids (IFB). If it becomes necessary to revise any part of this IFB, then the WHA will issue an Addendum. Any Addendum issued will be provided in writing to all prospective Bidders that have requested a copy of this IFB package. Any and all Addenda issued will be incorporated within the IFB by reference. The Chief Procurement Officer will reject proposals that are incomplete, not properly endorsed or signed, or otherwise contrary to these instructions as being informal. Conditional proposals will not be accepted. Estimated quantities indicated on the Bid Form or elsewhere in the IFB or Drawings are estimates only and are given solely as a basis for the comparison of bids. WHA does not by implication or otherwise guarantee them to be even approximately correct. The Contractor shall have no claim for additional compensation, or refuse to do the work called for, by reason of the actual quantities involved being greater or lesser by any amount than those called for in the bid. The WHA reserves the right to rescind this IFB, if, in the judgment of the WHA, there are no bids responsive to this request, or should funding availability be less than anticipated. The WHA is not required to award the maximum funding amount requested to any or all Bidders. The selected bidder(s) agrees to provide annual locksmith services to the WHA as detailed in the bid and in accordance with the submitted bid documents. The WHA reserves the right to award the contract to the Bidder with the bid proposal that is most responsible and responsive. The WHA Executive Director will have final approval of all recommendations. The WHA further reserves the right to modify or amend contract terms during the term of the contract, should the successful Bidder fail to meet contract obligations. If the selected finalist(s) fail(s) to enter into a contract within five (5) days following the funding award announcement, then the WHA reserves the right to award the contract to the next most advantageous Bidder. The WHA is exempt from payment of Federal Excise Tax and from payment of Massachusetts Sale tax. Any prices quoted as part of the bid proposal should not include payment of these taxes. The Bidder will be required to indemnify and save harmless the Worcester Housing Authority, for all damages to life and property that may occur due to his negligence or that of his employees, etc. during this contract. Public Liability Insurance. The Bidder will provide the WHA with Certificates of Insurance covering public liability in an amount not less that $500,000.00 for damages to one person, and not less than $1M per accident. The Bidder will name the WHA as co-insured on said policy.



Property Damage Insurance. The Bidder will provide the WHA with Certificates of Insurance covering property damage in an amount not less that $500,000.00 for damages on account of one accident, and not less than $1M for all accidents. The Bidder will name the WHA as co-insured on said policy. Workers’ Compensation Insurance. Bidder will furnish the WHA with Certificates of Insurance covering all employees funded through contract with the WHA, as being protected under a worker’s compensation policy. It is understood and agreed that it shall be a material breach of any contract resulting from this proposal for the Bidder to engage in any practice that may violate any provisions of M.G.L. c. 151B, relative to discrimination in hiring, discharge, compensation, or terms, conditions or privileges of employment because of race, color, religious creed, national origin, sex age and ancestry. III. BID INSTRUCTIONS A. Bidder’s Representations: 1. Each Bidder, by making a bid represents:

a. The Bidder has read and understands the bid package and the bid is made in accordance therewith;

B. MBE and WBE Participation

Bidders should plan to establish a minimum goal of 20% of total supplies/services to be procured from SOWMBA Certified Minority and Women Business enterprises. C. Request for Interpretation

1. Bidders shall promptly notify the WHA of any ambiguity, inconsistency or error hich it may discover upon examination of the bid documents.

2. Bidders requiring a clarification or interpretation of the bid documents shall make a written request to the WHA. Questions maybe emailed to [email protected] or via facsimile (508) 635-3289. The WHA will answer such requests if received at least four (4) business days before the date bids are to be submitted to the WHA. Interpretation, correction or change in the bid documents will be made by Addendum which will become part of the Invitation for Bid package. The WHA will not be held accountable for any oral instructions. Addenda will either be emailed by the WHA or sent by facsimile transmission to every individual or firm on record as having taken /requested an IFB. Copies of Addenda will be made available for inspection at the location(s) listed in the Advertisement where bid documents are on file.

D. Preparation and Submission of Bids

Bids must be submitted on the Form of Bid Proposal. Bids should be typed or may be printed in ink.

A. Where indicated on the Bid form, sums must be expressed in both words and numerically. If there

is a discrepancy between the bid sum expressed in words and those expressed numerically, the words shall control.

2. If Bid Bonds are required as part of the Bid, then:

a. It must equal at least 5% of the greatest possible bid amount, considering all alternates; b. Made payable to the WHA and in the form of cash, certified check, treasurer’s or cashier’s

check issued by a responsible bank or trust company;



c. Issued by a surety company licensed to do business in the Commonwealth of Massachusetts; and

d. Shall be conditioned upon faithful performance by the principal of the agreements

contained in the bid.

e. Bid bonds of the three (3) lowest responsible and eligible Bidders shall be retained until the execution and delivery of the fully executed contract agreement.

3. Bidders should review their bid to ensure that it is complete, properly endorsed or signed. Incomplete bids will be rejected.

IV. WITHDRAWAL OF BIDS

Prior to bid opening, any bid may be withdrawn, upon written request, prior to the time and date set for the bid opening. Withdrawal of bids must be confirmed over the Bidder’s signature. Requests to withdraw bids may be transmitted by first class mail, by facsimile transmission or by personal in-hand delivery. Bids may be re-submitted up to the time and date designated for the receipt of bids. Bidder may also modify a bid by written notice if received by the WHA prior to the time and date set for the bid opening. Bid modifications must be submitted in a sealed envelope clearly labeled “Modification No. __”. Each modification must be numbered in sequence and must reference the original IFB.

After the bid opening, a Bidder may not change any provision of the bid in a manner prejudicial to the interests of the WHA or fair competition. Minor informalities will be waived or the Bidder will be allowed to correct them. If a mistake and the intended bid are clearly evident on the face of the bid document, the mistake will be corrected to reflect the intended correct bid and the Bidder will be notified in writing. In such instance, the Bidder may not withdraw the bid.

Bidder may withdraw a bid if a mistake is clearly evident on the face of the bid document, but the intended correct bid is not similarly evident.

V. BID SUBMISSION Completed bids, including bid bonds or deposits and any other required documents should be enclosed in a sealed envelope and plainly marked as:

IFB #16-11 Annual Locksmith Services Worcester Housing Authority Bidder’s Name, Business Address and Phone Number

Timely delivery of completed bids is the responsibility of the Bidder.

VI. CONTRACT AWARD The contract award shall be made to the responsive and responsible Bidder who meets quality requirements and offers the lowest price. Award shall be made by the WHA Executive Director. In its discretion, the WHA may award a single contract for the items listed herein. All contracts will be awarded to the responsive and responsible Bidder offering the lowest prices and who meets quality requirements for each item. The WHA reserves the right to waive any informality in or to reject any or all bids if it be deemed by the WHA as in the public interest to do so.


The WHA will award the contract to the lowest responsible and eligible Bidder within thirty (30) days, Saturdays, Sundays and legal holidays excluded, after the opening of bids.

The final contract shall not be valid until fully executed by both parties. VII. REFERENCES Bidders must submit a complete list of customers whom they’ve provided Locksmith Services for in the past five (5) years. Please use the Reference Form attached hereto.

THIS SPACE INTENTIONALLY LEFT BLANK VIII. INVOICES:

Contractor shall invoice the WHA only for the product(s) or service(s) provided.

All invoices shall include the following:

1. Note the contract number/purchase order number on the first page of the invoice 2. List the item(s) or service(s) provided 3. List the quantity of each item or service 4. List the contract unit price for each 5. List the total for each line item 6. Invoices must show project number and material requisition number for each set of cores and keys. Further,

the invoice shall indicate the type of service performed, as described in paragraph 9 of the Scope-of-Work 7. Email invoices to: [email protected] or mail the invoices to:

Worcester Housing Authority Purchasing Dept. 69 Tacoma St. Worcester, MA 01605

IX. BID SPECIFICATIONS

BID SPECIFICATIONS AND REQUIREMENTS STATE AND FEDERAL PROJECTS

LOCKSMITH SERVICES KEYMAKING AND RECOMBINATING

Please provide bid based on the following information: 1. A Fiduciary Bond in the amount of $20,000, plus copy of current locksmith license, is required, the

premiums for which are to be paid by the general contractor and are included in the contract price. 2. WHA will, in most instances, supply used cores for re-combinating. 3. Vendor will supply key blanks, springs, caps, pins, and miscellaneous items as necessary. 4. Vendor shall complete all emergency call requests within four (4) hours of the call being made.


5. The awarded contractor shall be provided with a list of all current project key lists.

Vendor is to keep accurate bitting code lists by project (i.e. 1050 Main St., 40 Belmont St., etc.). These lists will show both used and available bitting codes

The updated list is to be sent as requested to: WHA Control Center Supervisor

69 Tacoma Street Worcester, MA 01605

No Invoices will be processed until these lists are received.

Vendor will perform quarterly audits of keying lists to make sure there is no corruption in the keying sequence. Key sequencing is an intrical part of this contract. The vendor shall provide a list of bitting codes to the contract manager, on a requested basis, at no cost to the WHA, which clearly shows the used and available bitting codes.

6. Invoices must show project number and material requisition number for each set of cores and keys. Further,

the invoice shall indicate the type of service performed, as described in paragraph 9 of the Scope-of-Work.

7. The awarded contractor shall conduct these services within a 10 mile radius of Worcester City Hall, Worcester, MA due to the portion of this contract requiring a WHA employee to drop off and pick up keys and locks.

Bidders outside of this 10 mile radius may bid but must provide drop off and pick up services, within 1 business day of WHA notification, and include all costs in their unit prices for each line item on the Bid Form. No other charges for services or expenses outside of the scope of services here will be paid to the contractor.

8. TIME IS OF THE ESSENCE for these services. Bidders must attest (see paragraph “E” of the Bid

Form) to employing a minimum of 3 employees so that a turnaround time of two (2) business days shall be met for all requested services for the life of this contract.

9. The requests for services include, but not limited to, the following:

a. Preparation of projected bitting lists for all projects b. Duplicating Non-IC type keys

i. Duplicating NA14, WR5, IN8, SCI, BOI, Etc. keys ii. Duplicating AR1, AM3, L1, WR3 keys

iii. Duplicating NA24, CO68, SC8, ES9, 62FS keys iv. Duplicating B102 (Van Keys) v. Duplicating 1181C, H75, CG1 keys

vi. Duplicating SC9, SC4, Corbin D1, AR4, RU46, H51, L4 keys c. Stamping of Non-IC type keys d. Duplicating IC type keys e. Duplicating W25 keys f. Padlocks – A3260WO g. Mailbox 670-08 h. Mailbox Best 8L i. Re-combinating a single Falcon/Arrow/Best type 6-pin core with 4 keys stamped with the key

code and 1 key stamped with the key code and bitting numbers. j. Re-combinating (alike) 2 Falcon/Arrow/Best type 6-pin cores with 5 keys stamped as in (h). k. Re-combinating (alike) 3 Falcon/Arrow/Best type 6-pin cores with 5 keys stamped as in (h). l. Re-combinating (alike) 4 Falcon/Arrow/Best type 6-pin cores with 5 keys stamped as in (h). m. Mailboxes - Re-key cylinders with out keys n. Re-key IC core with out keys o. New Rim shells.


p. New uncombined Falcon/Arrow/Best type core q. Mailbox cylinder units w/5 keys.

a. Upon the award of this bid, the vendor will review each current WHA project bitting list (23). The vendor

shall then prepare for submission and approval (to the director of Maintenance) the proposed future bitting lists for each project. Each project is to have a maximum of 600 proposed bitting combinations over the life (3 years) of the contract for future expansion. These new bitting combinations will be posted to the WHA record for the purpose of continuity and control of the keying system.

End of Section


EXHIBIT A Contract Documents

This section of the IFB is informational only, a sample of the contract documents that will be provided upon award.

DO NOT return with your bid.


WORCESTER HOUSING AUTHORITY AGREEMENT No. ____

ANNUAL LOCKSMITH SERVICES

THIS AGREEMENT is entered into this ( )day of ( ) 20( ), by and between the WORCESTER HOUSNG AUTHORITY, a body politic and corporate located at 40 Belmont Street, in the City and County of Worcester, Commonwealth of Massachusetts, (hereinafter referred to as “WHA”) and

Contractor Name Address City, State, Zip Email Phone/Fax

(hereinafter referred to as the “Contractor”)

This Agreement consists of four parts:

Section A. General Provisions; Section B. Scope of Work/Specifications/IFB; Section C. Bid Form/Budget/Compensation; and Conditions Thereof; Section D. All other referenced attachments. WITNESSETH

WHEREAS, the WHA has been authorized by its Board of Commissioners to enter into contracts on behalf of the WHA and funded under federal and/or state funding sources as identified herein; and

WHEREAS, the WHA is undertaking certain activities pursuant to grant or other funding source

requirements; and WHEREAS, the WHA and the Contractor do mutually agree as follows:

Section A: General Provisions:

The Contractor agrees to: provide Annual Locksmith Services as provided herein, and for items as

awarded by the WHA.

1. Work Statement All work to be performed as set forth in Section B, “Scope of Work” of this Agreement.

2. Term of Agreement

a. The contract term shall extend from:

August 12, 2016 through August 31, 2019

b. This period of performance may be amended, extended or renewed only by duly signed written agreement of the parties.


3. Obligational Amount

The WHA agrees to compensate the Contractor under this Agreement only for purchases made by the WHA during the term of the contract period. This contract does not guaranty an expenditure floor or minimum nor does it provide an expenditure ceiling.

4. Cost Limitations

Funds will be made available by the WHA to the Contractor consistent with Section C, “Budget/Compensation; and Conditions Thereof “, which defines as costs which are necessary and reasonable for the proper and efficient performance of services under this Agreement.

5. Availability of Funds

a. This Agreement is contingent upon the receipt of funds and continued authorization for program/project activities and services. In the event that such become unavailable for any reason, or authorization for the activities described herein is withdrawn or otherwise modified, the WHA has the unilateral right and discretion to terminate this Agreement upon five (5) days written notice. In the event of such termination, the procedures outlined under clause 10 “Conditions of Termination”, herein, shall become operative. b. In the event that funds are reduced, or authorization for program/project activities modified, the WHA also retains the unilateral right and discretion to modify this Agreement pursuant to clause 7 “Reduction of Contract Obligational Amount”.

6. Reduction of Contract Obligational Amount

a. In the event funds to the WHA are reduced for any reason, the WHA may unilaterally reduce funding of this Agreement upon five (5) days written notice to the Contractor. A reduction of services commensurate with reduction of funding will be determined by the WHA. b. The WHA reserves the right to reduce the obligational amount under this Agreement in the event that expenditure of funds by the Contractor for eligible activities is at such a rate as to likely result in a surplus at the termination date of this Agreement.

7. Termination of Agreement

a. Termination by the WHA i. Termination for Cause If the Contractor fails to perform in a timely and proper manner its obligations under this Agreement, or if the Contractor violates any of the terms, covenants and/or conditions of this Agreement, the WHA may terminate this Agreement, in whole or in part, by giving five (5) days written notice of termination to the Contractor of said termination, specifying the reason(s) thereof. ii. Termination for Fraud This Agreement will be terminated immediately in the event of fraud or program abuse. iii. Termination for Convenience The WHA may terminate this Agreement, in whole or in part, when such termination is deemed to be in the best interest of the WHA. In such case, the WHA may terminate this Agreement by giving thirty (30) days written notice of termination.


iv. Termination Due to Unavailability of Funds The WHA may terminate this Agreement, in whole or in part, upon five (5) days written notice of termination based upon funding availability as described in clause 6. b. Termination of Agreement by Contractor

1. In the event the WHA shall fail to fulfill its obligations under this Agreement, or in the event the WHA shall violate any of the terms, covenants and conditions of this Agreement, the Contractor shall, after an administrative hearing and determination that a breach exists, have the right to terminate this Agreement, by giving a thirty (30) day written notice of termination. 2. The administrative hearing shall be conducted by the WHA within fifteen (15) days of receipt of written hearing request.

8. Conditions of Termination a. In any and all cases of termination of Agreement, as described above, all records, documents, assets,

property and equipment purchased by the Contractor, on behalf of the WHA, with funds provided under this Agreement, shall at the option of the WHA become the property of the WHA. b. In case of termination, the Contractor shall be entitled to receive compensation for any work satisfactorily completed or shall be entitled to costs incurred to the date of termination. Such compensation shall be as described in Section C, “Conditions of Compensation”. c. The Contractor, in case of such termination, as outlined in Clause 7, shall not be relieved of liability to the WHA for damages sustained for personal injury, property damage and/or by virtue of any breach of the Agreement by the Contractor. d. Upon such termination, the WHA may withhold any payments to the Contractor for the purpose of set-off until such time as exact amount of damages to the WHA is determined.

9. Withholding of Payment

a. If the Contractor is found to be in non-compliance with any provision of this Agreement, the WHA will notify the Contractor in writing and the Contractor will be allowed fifteen (15) days to meet compliance requirements. b. If, after said fifteen (15) day period, the Contractor fails to comply, the WHA may reduce or withhold payment to the Contractor until such compliance is rendered.

10. Assurances

The Contractor accepts sole responsibility for ensuring that all activities undertaken pursuant to this Agreement comply with all applicable federal, state and local laws, rules and regulations.

11. Subcontracts

The Contractor shall not subcontract, assign or transfer any of the services provided under this Agreement without the prior written consent of the WHA.


12. Conflict of Interest

Issues of conflict of interest shall be resolved according to M.G.L. c. 268A and the requirements of any and all public funding source under this Agreement, whichever is more restrictive. It is the responsibility of the Contractor to ensure that all conflict of interest requirements are adhered to.

13. Reports and Record Keeping

a. The Contractor agrees to submit all written reports and financial invoices to the WHA as required and in accordance with all reporting formats provided and specified herein, if any.

b. The Contractor agrees to retain said reports, records and supporting documentation for six

(6) years, or until such time any issues in an open audit are resolved.

c. The Contractor agrees to comply with Massachusetts Public Records Law, M.G.L. c. 66, and relevant federal and/or local statutes, rules or regulations, whichever is more restrictive, regarding record retention.

14. Indemnification

a. The Contractor shall indemnify and hold harmless the WHA, and its officers or agents, from any and all third party claims arising from activities under this Agreement as set forth in M.G.L. c. 258, § 2 as amended.

b. The Contractor will hold harmless the WHA for damages arising from negligence, violation of the federal/state funding authority requirements, and/or failure to secure required and necessary insurance.

c. The Contractor upon execution of this Agreement and throughout its term, unless otherwise provided by law shall procure workers’ compensation, fire, theft, casualty, extended coverage, personal liability, and any other pertinent insurance for the purpose of insuring property purchased with public funds under this Agreement; for the protection of personnel employed by the Contractor as a result of this Agreement; and for individuals participating in agency activities as a result of this Agreement.

1. Public Liability Insurance. The Contractor shall provide the WHA with Certificates of Insurance covering public liability in an amount not less than $1,000,000.00 for damages to one person and not less than $2 million per incident. 2. Property Damage Insurance. The Contractor shall provide the WHA with Certificates of Insurance covering property damage in an amount not less than $1,000,000.00 for one accident and not less than $2 million for all accidents. 3. Workers’ Compensation Insurance. The Contractor will furnish the WHA with Certificates of insurance covering all employees funded through this Agreement with the WHA, as being protected under the policy. 4. Upon execution of this Agreement, the Contractor shall submit a copy of the Certificates of Insurance identifying the WHA as co-insured.

d. If the Contractor self-insures, as provided by the laws of the Commonwealth, the Contractor will

provide certification of the value of said self-insurance, as well as certification that coverage is extended for the protection of personnel, program participants and property purchased with funds under this Agreement. e. If the Contractor under Section C herein is required to procure fiduciary insurance, then the Contractor shall procure such fiduciary insurance from a responsible bonding company authorized to do business within the Commonwealth. The Contractor shall bond all personnel employed with financial responsibilities.


15. Copyright

No reports, maps or other documents produced in whole or in part under this Agreement shall be subject to a copyright, patent by or on behalf of the Contractor, unless the WHA is given unlimited license to use such copyright or patent.

16. Title to Equipment

a. Title to any equipment purchased with funds under this Agreement, and on behalf of the WHA, for its exclusive use, and valued over two hundred fifty dollars ($250.00) shall be retained by the WHA. At the termination of this Agreement, and any subsequent Agreement regarding the continuation of program services, the WHA may take possession of the equipment to ensure its continued use in activities fully compatible with the goals and mission of the WHA. b. The Contractor shall establish and keep current an inventory of all non-expendable supplies and equipment purchased by funds provided under this Agreement and on behalf of the WHA.

17. Personnel Procedures

a. Personnel employed by the Contractor under this Agreement shall not be considered employees of the WHA. b. The Contractor shall not discriminate against any qualified employee or applicant for employment because of race, national origin, age, sex, religion or physical or mental handicap. The Contractor agrees to comply with all applicable federal and state laws, rules and regulations prohibiting discrimination in employment.

18. Amendments

a. From time to time, either party to this Agreement may request changes in the scope of services, operational plan, conditions of compensation, budget or term of the Agreement. Such changes, which are mutually agreed upon by the WHA and the Contractor, must be incorporated into this Agreement by written amendment and duly executed by both parties.

b. In the event that federal or state policies or procedures governing this Agreement are modified during the period of performance as described under clause 2, such modification shall be incorporated into this Agreement by reference to same.

19. Advertising

All advertising related to this Agreement, i.e. stationery, press releases, newspaper articles, pamphlets and flyers, must refer to the WHA as a funding source. Copies of such materials are to be sent to the WHA in advance of publication.

20. Severability


If any provision in this Agreement is determined to be illegal, unenforceable or void by a court of competent jurisdiction, then that provision shall be deemed severed from this Agreement. All other provisions of this Agreement shall continue in full force.

21. Governing Laws and Jurisdiction

The WHA and the Contractor do mutually agree that the laws of the Commonwealth of Massachusetts govern this Agreement, except as otherwise provided by federal law, rules and regulations with respect to federal funds. The parties further agree that jurisdiction over any dispute arising out of this Agreement shall be limited to any court of competent jurisdiction within the Commonwealth of Massachusetts.

IN WITNESS THEREOF the WORCESTER HOUSING AUTHORITY and CONTRACTOR have

executed this Agreement as of the Date first above written. Contractor Worcester Housing Authority By: ________________________________ By: Title: ______________________________ Raymond V. Mariano, Executive Director Date: Date:

END OF SECTION


ALL OTHER REFERENCED ATTACHMENTS

The Contractor hereby certifies and warrants the truth, accuracy and completeness of the following documents filed with the WHA in connection with this Agreement and incorporated by reference:

1. Certifications and Representations of Offerors (HUD 5369C) 2. Certificate of Corporation Clerk 3. Non-Collusion Affidavit 4. Bidder Information Form 5. Certificate of Tax Compliance 6. Reference Form 7. Debarment/Suspension Certification 8. Bid Form


Instructions to Offerors for Non-Construction Contract

(HUD 5369B)


END OF SECTION


Exhibit C

General Contract Conditions (Non-Construction) (HUD 5370 C2)


END OF SECTION

The above section of the IFB are informational only, a sample of the contract documents that will be provided upon award, and do not need to be returned with the bid.


IX. APPENDIX Note: All of the Items below are to be submitted as part of the Bid response.

1. Certifications and Representations of Offerors HUD 5369C 2. Certificate of Corporation Clerk 3. Non-Collusion Affidavit 4. Bidder Information Form 5. Certificate of Tax Compliance 6. Reference Form 7. Bid Form

Note: All of the above Items are to be submitted as part of the Bid response.


END OF SECTION


CERTIFICATE OF CORPORATION CLERK (For use when Bidder is a Corporation)

The undersigned Clerk of ________________________ a corporation, duly organized and existing under the laws of the State of Massachusetts, hereby certifies that the following are true and correct copies of votes duly adopted by the Board of Directors of said corporation at a meeting thereof held on ____________________, at which meeting a quorum of said Board was present and voted in favor of said votes. VOTED: That__________________________________in his capacity as __________________________of this corporation be authorized, and he is hereby so authorized, to prepare and execute a proposal to the Worcester Housing Authority in response to its invitation for bid for Annual Locksmith Services ; and that such proposal may be submitted upon such terms and conditions as he shall decide. VOTED: That he be further authorized, and he is hereby so authorized, to execute and deliver the contract documents for such work upon such terms and conditions as he shall decide; VOTED: That he be further authorized, and he is hereby so authorized, to execute and deliver a janitorial service bond, in the amount of $20,000 with respect to said contract upon such terms and conditions as he shall decide: VOTED: Further, that his signatures on said documents shall constitute conclusive evidence that they have been authorized by this vote. IN WITNESS WHEREOF, I have hereunto set my hand and the seal of said _____________________________________________________________ (Name of Corporation) this _____ day of __________________, 20____.

_____________________________________ (Corporate Clerk)

CERTIFICATE OF NON-COLLUSION

The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

___________________________________________ Signature of individual submitting bid or proposal

___________________________________________ Name of business

COMMONWEALTH OF MASSACHUSETTS

County of _______________________________, ss. ___________, 20( ) On this ___ day of _____, 20( ) before me, the undersigned Notary Public, personally appeared the above-named __________________________________________________ and proved to me through satisfactory evidence of identification, which was _________________________________________, to be the person whose name is signed on this document, and acknowledged to me that he/she signed it voluntary for its stated purpose and that it is their free act and deed. ______________________________ Notary Public (Name and Seal) My Commission Expires: ______________________


WORCESTER HOUSING AUTHORITY

BIDDER INFORMATION SHEET

1. Kindly furnish the following information regarding the Bidder:

A. IF A PROPRIETORSHIP Firm Name____________________________________________________________________ Name of Owner_________________________________________________________________ Business Address______________ ___________________________ Tel.___________________ Home Address____________________________________ Tel.___________________________ B. IF PARTNERSHIP Full name and addresses of all partners: NAME ADDRESSES ________________________________ _________________________________________ ________________________________ _________________________________________ ________________________________ _________________________________________ Business address________________________________ Tel.__________________________ C. IF A CORPORATION Full Legal Name_________________________________________________________________ State of Incorporation_____________________________________________________________ Principal Place of Business_________________________________________________________ Qualified in Massachusetts? Yes ( ) No ( ) Place of Business in Massachusetts____________________________ Tel.___________________

2. Furnish the following information regarding Surety Company: Full Legal Name__________________________________________________________________ State of Incorporation______________________________________________________________ Principal Place of Business__________________________________________________________ Admitted to do business in Massachusetts? Yes ( ) No ( )

CERTIFICATE OF TAX COMPLIANCE REAP CERTIFICATION: Pursuant to M.G.L. c. 62 c, sec. 49 (a), The individual signing this Contract on behalf of the Contractor, hereby certifies, under the penalties of perjury, that to the best of their knowledge and belief the Contractor has complied with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support. _______________________________________ Name of Contractor ________________________________________ Street Address ________________________________________ City / State / Zip ________________________________________ Phone / Fax ________________________________________ Email Address By: _____________________________________

Signature ________________________________________ Print Name here


REFERENCE FORM ANNUAL LOCKSMITH SERVICES

List all contracts within the past five (5) years that are of similar size, scope and dollar amount to this contract. For each contract complete the following information: REFERENCE: ________________________________________________________________________ ADDRESS: ________________________________________________________________________ CONTACT: ________________________________________________________________________ PHONE/EMAIL: ________________________________________________________________________ Description and dates of service with contract $$ value. ___________________________________________________________________________________________________ ___________________________________________________________________________________________________ REFERENCE: ________________________________________________________________________ ADDRESS: ________________________________________________________________________ CONTACT: ________________________________________________________________________ PHONE/EMAIL: ________________________________________________________________________ Description and dates of service with contract $$ value. ___________________________________________________________________________________________________ ___________________________________________________________________________________________________

REFERENCE: ________________________________________________________________________ ADDRESS: ________________________________________________________________________ CONTACT: ________________________________________________________________________ PHONE/EMAIL: ________________________________________________________________________ Description and dates of service with contract $$ value. ___________________________________________________________________________________________________ ___________________________________________________________________________________________________

REFERENCE: ________________________________________________________________________ ADDRESS: ________________________________________________________________________ CONTACT: ________________________________________________________________________ PHONE/EMAIL: ________________________________________________________________________ Description and dates of service with contract $$ value. ___________________________________________________________________________________________________

USE ADDITIONAL SHEETS IF REQUIRED


Worcester Housing Authority Purchasing Department

Ms. Re Cappoli, Chief Procurement Officer [email protected]

(508) 635-3202

Date:______________________ Vendor/Contractor Name:____________________________________________ Subject: Debarment/Suspension Letter for Invitation For Bid #16-11 Locksmith Services As a potential vendor on the above contract, the City requires that you provide a debarment/suspension certification indicating that you are in compliance with the below Federal Executive Order. Certification shall be done by completing and signing this form and submitting with your bid. Debarment: Federal Executive Order (E.O.) 12549 “Debarment and Suspension” requires that all contractors receiving individual awards, using federal funds, and all sub-recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. I hereby certify under pains and penalties of perjury that neither I nor any principal(s) of the Company indentified below is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department of agency. Name: Please Print Clearly Signature: Company: Address: Address: Email Address: Phone/Fax #s / Date:



WORCESTER HOUSING AUTHORITY BID FORM

IFB #16-11 – Locksmith Services A. The undersigned proposes to furnish all labor, equipment, time, and materials to provide Locksmith Services in full accordance with the Contract Documents and Invitation for Bid supplied by the WHA. B. Bidder hereby acknowledges addenda number: _____, _____, _____, _____, C. Proposed firm fixed contract prices are as follows: Est. Description Unit price Qty. Total Preparation of projected bitting lists for all projects $ 23 $ Duplicating Non-IC Types of Keys Duplicating NA14, WR5, IN8, SCI, BOI, Etc. keys $ 10 $ Duplicating AR1, AM3, L1, WR3 keys $ 10 $ Duplicating NA24, CO68, SC8, ES9, 62FS keys $ 10 $ Duplicating B102 (Van Keys) $ 20 $ Duplicating 1181C, H75, CG1 keys $ 10 $ Duplicating SC9, SC4, Corbin D1, AR4, RU46, H51, L4 keys $ 90 $ Stamping of Non-IC Type Keys $ 20 $ Duplicating IC Type Key $ 1600 $ Duplicating W25 keys $ 10 $ Padlocks – A3260WO $ 20 $ Mailbox 670-08 $ 10 $ Mailbox Best 8L $ 10 $ Recombinating a single Falcon/Arrow/Best type core with key $ 300 $ Recombinating (alike) 2 Falcon/Arrow/Best type cores with keys $ 600 $ Recombinating (alike) 3 Falcon/Arrow/Best type cores with keys $ 60 $ Recombinating (alike) 4 Falcon/Arrow/Best type cores with keys $ 20 $ Mailboxes - Re-key cylinders with out keys $ 180 $ Re-key IC core with out keys $ 10 $ New Rim Shells $ 10 $ New uncombinated Falcon/Arrow/Best type core

$ 300 $

Mailbox cylinder units w/5 keys. $ 10 $ YEAR 1 TOTAL COST

$

YEAR 2 SHALL INCREASE BY __________% OVER YEAR 1 $ YEAR 3 SHALL INCREASE BY __________% OVER YEAR 2 $

Optional Hourly Rates (day and emergency work, including on-site recombinating) Standard Rate (M-F 8:00 a.m.-5:00 p.m.) $ per hr.

Premium Rate (any hour that is not Standard Rate) $ per hr.

Company: D. CERTIFICATES Attached hereto as a part hereof the following:

1. Representations, Certifications and Other Statements of Bidders (HUD 5369C) 2. Certificate of Corporation Clerk 3. Non-Collusive Affidavit 4. Bidder Information Form 5. Certificate of Tax Compliance 6. Reference Form 7. Debarment/Suspension Certification 8. Bid Form

E. The undersigned hereby certifies that he/she is able to furnish labor that can work in harmony with all other elements of

labor employed or to be employed on the work. The undersigned agrees that, if selected as contractor, s/he will within two


(2) days, Saturdays, Sundays and legal holidays excluded, after presentation thereof by the City of Newton, execute a contract in accordance with the terms of this bid. The undersigned hereby certifies that s/he is able to furnish labor that can work in harmony with all other elements of labor employed or to be employed on the work and that’s/he will comply fully with all laws and regulations applicable to awards made subject to M.G.L. Chapter 30B. The undersigned further certifies under the penalties of perjury that this bid has been made and submitted in good faith and without collusion or fraud with any other person. As used in this section the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club or other organization, entity, or group of individuals. The undersigned further certifies under penalty of perjury that the said undersigned is not presently debarred from public contracting or subcontracting in the Commonwealth under the provisions of M.G.L. Chapter 29, Section 29F or any other applicable debarment provisions of any other chapter of the General Laws or any rule or regulation promulgated thereunder. The undersigned further certifies that the number of employees on staff shall be a minimum of three (3) and shall remain at that level, to meet the minimum requirment within the specifications, through the life of this contract.

NOTE: The penalty for making false statements in offers is prescribed in 18 USC 1001. SUBMITTED this ( ) day of ( ), 20( ). Company Name: Company EIN# __________________ ________________________________________ Street Address ________________________________________ City / State / Zip ________________________________________ Email Address ________________________________________ Phone / Fax By: _____________________________________

Signature ________________________________________ Print Name here

End of Section