2011-2012

CITY OF DALLAS – HOUSING DEPARTMENT

CONTRACTOR GUIDELINES & SPECIFICATIONS

FOR THE HOME REPAIR PROGRAM

TABLE OF CONTENTS

SECTION 1 - HOME REPAIR PROGRAM AND GENERAL CONDITIONS

SECTION 2 - SITE WORK

SECTION 3 - CONCRETE

SECTION 4 - MASONRY

SECTION 5 - METALS

SECTION 6 - WOOD AND PLASTICS

SECTION 7 - THERMAL & MOISTURE PROTECTION

SECTION 8 - DOORS AND WINDOWS

SECTION 9 - FINISHES

SECTION 10 - SPECIALTIES

SECTION 11 - EQUIPMENT

SECTION 12 - RESERVED

SECTION 13 - RESERVED

SECTION 14 - RESERVED

SECTION 15 - MECHANICAL/ PLUMBING

SECTION 16 - ELECTRICAL

SECTION 17 - HANDICAP / ADA REQUIREMENTS

SECTION 18 - LEAD BASED PAINT GENERAL CONDITIONS & SPECIFICATIONS

SECTION 19 – REPLACEMENT/SHARE CONSTRUCTION REQUIREMENTS

APPENDIX I – DRAWINGS / APPLICATION / ENERGYSTAR
CITY OF DALLAS – HOUSING DEPARTMENT

HOME REPAIR PROGRAM & GENERAL CONDITIONS

SECTION 1

To provide qualified low-income homeowners within the city limits of Dallas 1) repairs and/or replacement of major systems in their homes; 2) repairs to major systems that have been determined to be an immediate threat to the life, health, or safety of the resident(s) and 3) “interim controls” of lead based paint when applicable, and 4) reconstruction of single-family homes on the homeowner’s lot subject to City Council approval. “Systems” available for repair or replacement are electric, gas, water, wastewater, HVAC and roof.

This guideline and Contractor specifications is established to provide information to Contractors (and other interested parties) on the Home Repair Program and on the standard for the performance of work under each type of assistance. This edition of the General Specifications will be followed by Contractors submitting bids on work to be financed wholly or in part by City of Dallas (City) or Federal funds in any Cityadministered Housing Repair Program. Conflicts in interpretation of construction work to be performed will be governed by the General Specifications contained herein. This does not preclude the right of the City to make changes to these specifications upon approval by the Home Repair Manager or the Director. The work write-up, Description of Services (DOS),specifications, Contractor bid, and loan closing documents constitute the basis of the contract for work. Legal loan closing documents will formalize the contract between the Homeowner and Contractor with the City of Dallas as a lender.

The Contractor Guidelines and Specifications set forth in this document will be followed by all staff assigned to the Home Repair Program and all eligible Contractors. Unless otherwise noted in the City Council approved program statements, subsequent City Council approved special

Home repair programs, or HUD regulations, the authority to waive, amend or otherwise interpret these policies and processes rests with the Housing Department Director or his designee.

CONTRACTOR QUALIFICATIONS

The Housing Department for the City of Dallas sets forth requirements and standards with respect to approving Contractors to be placed on a list of firms certified to bid on Home Repair Program projects. Because the City of Dallas seeks the highest quality work and performance from its Contractors, all Contractors on the Housing Department’s approved Contractors list will be required to renew their status on an annual basis. This will allow the City to monitor all Contractors to ensure that they continue to maintain expected quality of work and performance. A copy of the Contractor Certification Packet is included in the appendix.

Limited Status: New MSR Contractor

AContractor, when initially certified, must satisfactorily complete 1-2 projects before being approved to operate at full financial capacity. The Contractor may have no more than twojobs underway until full status is authorized. The Contractor may bid on multiple projects but will not beeligible to receive anysubsequent awardsuntil final payment request of a projectunderway has been approved by the Home Repair Inspection Manager and the Contractor Eligibility Committee approves the Contractor for Full Status.

Limited Status: New Reconstruction General Contractor

A General Contractor, when initially certified, must satisfactorily complete 1 to 2 projects before being reviewed to operate at full financial capacity. The General Contractor may have no more than one job underway until full status is authorized. The General Contractor will be eligible for full certification review when the initial project has achieved final draw approval and Energy Star Certification. Full Certification is reviewed and approved by the Contractor Eligibility Committee.

Limited or Suspended Status: Existing Contractor

An existingContractor’s eligibility statuswill be reviewed by the Eligibility Committee and the Contractor may be recommended for limited or suspended status when the quality of work needs to be reestablished,for failure to follow Contractor Guidelines, or when financial capacity needs to be reassessed. Limited status requires the Contractor to contract one MSRP or Reconstruction/SHARE project at a time. If good performance is established within two to four jobs, the Eligibility Committee will review the Contractor for full certification. If good performance is not established within two to four jobs, the Housing Committee will review the Contractor’s certification for further action.

AContractorwillbe eligible to bid on MSRP projects or be listed as an approved Reconstruction/SHARE General Contractorif all applicablecriteria are met:

  • Approved as eligible contractor for the current fiscal year
  • No listing of debarment or suspension by the City of Dallas or the U.S. Department of Housing and Urban Development
  • Current City of Dallas Home Repair License. This license is obtainable through City of Dallas Protection Division, located at DallasCity Hall, 1500 Marilla Street, 2 D North, Dallas, Texas (214) 670-3438
  • Registered as a Contractor with the City of Dallas
  • Licensed Plumbing, Electrical & HVAC Contractors: Current copy of State license
  • MSRP Contractors: EPA Renovators and Firm Certification
  • Current insurance as specified in the contractor application
  • Consistent evidence of compliance with local, state and/or federal requirements and/or guidelines pertaining to the City of Dallas Housing Department Home Repair Program
  • Consistent evidence of compliance with required warranty requirements
  • Consistent evidence of compliance to begin and end construction per contractual agreement

INSURANCE

It will be the Contractor’s responsibility to maintain appropriate insurance for the erection and construction of improvements including all materials on the property, insured against loss or damages by fire, windstorm, tornado, theft and other perils in an amount equal to the contract value. Losses, if any, will be payable to the parties and the holder of the note until all improvements have been completed and delivered to the Homeowner. The proceeds of such insurance may at the option of the Homeowner be used for restoring the property destroyed or damaged without affecting the liens filed by the City of Dallas. If the Contractor fails to maintain insurance on the property and a loss should occurs, the Contractor will file a claim to replace all damages or losses. The Contractor will maintain following coverage:

A)Commercial General Public Liability Insurance. Combined single limit for bodily injury & property damage of not less than $500,000.00 per occurrence or its equivalent and $1,000,000.00 annual aggregate

B)Comprehensive automobile & truck liability insurance, including coverage for loading and unloading hazards for: owned/leased, non-owned, and hired vehicles. Combined single limit for bodily injury & property damage of not less than $500,000.00 per occurrence or its equivalent

C)Worker’s Compensation and Employers Liability $100,000/500,000/100,000. If the general contractor has no employees, they must submit a Worker’s Compensation Exemption form

(D) New Construction Only: All Risk Builder’s/Installation Floater Risk Insurance covering materials, supplies and equipment with an insured value equal to eighty percent (80%) of insurable value of the Contract. Covered perils shall include, but not be limited to, Fire, Extended Coverage, Vandalism, and Malicious Mischief, and Theft. The City of Dallas will be shown as a loss payee, as their interest may appear.

Current certificates of insurance coverage in force must be provided to the City of Dallas and remain current at all times to maintain eligibility. Reconstruction/SHARE General Contractors shall submit the most current Builders Risk report at 2nd, 3rd, 4th,5th and final draw requests. The City of Dallas must be listed as a certificate holder and be provided thirty (30) days notice prior to termination or material change in coverage. The certificate must waive subrogation rights against the City of Dallas for loss or damage to the extent covered by insurance. Contractor agrees to maintain on file current and valid copies of all the required insurance certificates for coverage as listed above, for his/her Sub-Contractors, and for major suppliers.

BID PROCESS AND SELECTION OF CONTRACTORS

The bid process allows eligible contractors to competitively bid on major system components of Major System Repair Program projects. Each Major System Repair project will be subject to a pre-bid walk-through at the property. The City of Dallas prepares a bid tab for each major system repair component from lowest to highest bid. The lowest most responsive, responsible bid(s) (see definitions) are provided to the Inspector. The Homeowner selects the Contractor. If the Homeowner does not wish to select the contractor deemed most responsive and responsible by the City, the Homeowner may select the Contractor of their choice but must pay the difference if the Contractor’s bid is higher. The City may withdraw bids at any time prior to the signing of the project contract by both Homeowner and Contractor. Contractors who are awarded a bid (Homeowner selection process completed) may withdraw that bid at any time prior to the signing of the contract. Upon the signing of the contract, should either Homeowner or Contractor wish to terminate the contract, the Contract Termination guidelines will be followed.

MSRP Bid Process

  • Eligible contractors will receive emailbid solicitation notification from the Department of Business Development and Procurement. Housing Inspectors will prepare a scope of work write-up for each major system. A copy of the scope of work write-up, Description of Services (DOS), System Specifications and Contractor Application will be attached to the notification.
  • There will be a mandatory scheduled walk-through for each major system repair bid at the respective client’s home. The walk-through allows the Inspector to thoroughly explain the scope of work write-up to the Contractors and provides an opportunity for the Contractors to ask questions, meet the Homeowner and present a business card. To be considered an eligible bidder, a Contractor, or a Contractor’s documented representative, must attend the bid walk-through and sign the walk-through attendance sheet. Once the Inspector completes the work write-up scope of work review, the Inspector will sign and note the walk-through attendance sheet as complete and document the time. Contractors whose signatures are not reflected above the Inspector’s signature will not be considered eligible bidders.
  • Contractors are encouraged to ask questions and presentconcerns that they feel need further explanations or possible changes to the DOS. A major revision or addition in a major system repair scope of work prior to a bid opening will result in the posting of an addendum. An addendum will be posted and the bid due date may be extended. Unless explicitly indicated in the bid and approved by the Home Repair Program Manager (or designee), the referenced General Specifications for each line item in the scope of work write-up will be followed without variation. No changes in the scope of the work as bid by the contractor will be considered valid without an approved change order (see further information under “Construction”). The Housing Inspections Manager or the designee may allow minor changes to the scope of work. A new DOS will be emailed to all the contractors that participated in the walk-through and are eligible to bid.
  • Prior to the Walk-Through and after the Walk-Through, all questions must be directed to the Purchasing Department representative.
  • Contractors may revisit the job site by contacting the Homeowner prior to bid closing.
  • Each major system repair DOS (description of service)must be completed with the units of measure and the price to complete the workand must be attached to the bid
  • The Office of Business Development will prepare the bid tab and provide the bid tab to the Housing Department.

Bids are opened and reviewed by the Housing Inspection Manager on the 3rd day (if available by the Purchasing Department) following bid due date(s). Bid tabs are prepared for each major system repair

  • Contractors are invited to attend bid openings.
  • Two or more competitive bids must be received for each major system repair.

If only one bid is received, or if a bid is not “responsive or reasonable” the bid will be re-posted. Contractors who attended the 1st bid walk-through are not required to attend subsequent walk-throughs unless a change in the scope of work has been made. If one competitive bid is received and all the system contractors participated in the walk through, the homeowner will have the choice to accept the one bid or request a re-bid.

  • If the 2nd bid posting does not have 2 or more competitive bids, the 2nd bid posting will be considered the sole bid and the process will proceed as due process was followed to obtain competitive bids.
  • Bid packages meeting the above competitive bid procedure will be reviewed by the Inspection Manager or designee for responsive and responsible bids. If a bidpackage is determined to be non-responsive or responsible, the bid package will be withdrawn and a new bid process will begin.

Responsive Definition: contractor meets all requirements pertaining to bid submission requirements

Responsible Definition: contractor meets all “eligible to bid” requirements, has adequate available financial capacity, and their bid is no more than 20% above or below the City’s estimated cost of the project, unless the contractor can substantiate the variance. The bid take-off is no more than 5% above or below the city estimated take-off.

  • If Housing Inspections Manager or designee will determine the lowest most reasonable “responsive/responsible” bid from the bid results submitted to Purchasing.
  • Upon determination of most responsive, responsible contractor, the Housing Inspection Manager provides a copy of the bidopening results to a Housing Inspector. The Inspector notifies the Contractor(s). The Contractor(s) will indicate whether they wish to accept or reject the bid.
  • If necessary, the bid tab is modified based on the Contractors decision.
  • The Housing Inspector will contact the homeowner to schedule appointment to review eligible bid(s).
  • Based on the number of bids per project the Homeowner will select a single Contractor or multiple Contractors. Once the Homeowner has made their selection(s), the Home Repair Manager will approve the award. The Inspector will then notify the Contractor(s) of the award
  • A bid award may be withdrawn by the City of Dallas, Contractor, or Homeowner at any time prior to the signing of the contractual agreement.
  • Contract termination procedures must be followed should a contractor or homeowner decide to cancel their contract after the loan closing. See Appendix for Termination procedures.
  • The total cost to repair and/or replace a maximum of four (4) systems will not exceed $17,500.

Reconstruction / SHARE Program Contractor Selection Process

If a home has been determined to be eligible for the Reconstruction / SHARE Program, a bid process is not utilized. Homeowners will be provided a list of eligibleReconstruction/Share Contractors (Contractors who have available financial capacity equal). The Homeowner will contact the General Contractors to schedule an appointment and obtain references to visit completed homes and select a floor plan. Thehomeowner will complete a contractor selectionform. The forms are included in their Homeowner Orientation notebook. Reconstruction/SHARE Program Contractors must adhere to new construction Specifications, Section 19, and theSection 1 General Conditions provided by the Home Repair Program. House plans utilized may be the property of the City of Dallas or the General Contractor. The Home Repair Program Housing Inspection Manager must approve all house plans utilized prior to closing. The City of Dallas will not reimburse the Contractor for the use of house plans. The General Contractor must have a set of plans on file with the Home Repair Program for the type of home(s) they plan to build. If the homeowner request something other than what is on file the General Contractor will provide a competed set to the Housing Inspections Manger or designee prior to closing for review.

All Reconstruction/SHARE ProgramGeneral Contractors, including subcontractors who are interested in the project will visit the site and examine the property and all conditions that may impact the project. A Lot Acceptance Form must be signed at closing. Execution and start of work will be interpreted and represented with the understanding the General Contractor has visited the site, became familiar with all local conditions under which the work is to be performed, and correlated personal observations with requirements to the specifications and the work plan. The cost of the construction of the home will not exceed $103,000and the amenities package selections (as selected by the homeowner) will not exceed $5,900. A copy of the amenities package is included in Section 19 specifications. The Homeowner and General Contractor will complete two (2) forms that identify the scope of work, plan selection, cost, and product selections.

The Home Repair Program requires qualified Reconstruction / SHARE Program homeowners to attend a class to explain homeowner maintenance responsibilities, loan and construction processes. Eligible Reconstruction / SHARE General Contractors are invited and encouraged to set-up display information and meet the Homeowners at the conclusion of the class.

NOTE: Prior communication with the homeowner to the conclusion of the Homeowner’s Orientation and the offering of “Side Deals” by the contractor are strictly prohibited. Contractors discovered to be offering side deals will be removed from the Home Repair Program.