City of New Bedford HOUSING REHABILITATION DEPARTMENT OF PLANNING, HOUSING & COMMUNITY DEVELOPMENT Patrick J. Sullivan Director

Topics for discussion: Housing Rehabilitation Process Selecting Quality Contractors Coordination of the Rehabilitation Process Agreements/Contracts Federal Requirements

Rehabilitation Process Consult with the applicant and prepare a preliminary scope of work Have established guidelines for eligible/ineligible rehabilitation components Prepare a detailed cost estimate Review to ensure rehabilitation meets program guidelines and program funding limits Prepare detailed plans and specifications

Housing Rehabilitation Process Site tour with owner and establish well defined scope of work Accurate cost estimation Detailed Performance Specifications Bid Process Selecting Contractors Contractor walk thru Responding to contractor questions Bid addendums /notification process Contract execution Project oversight – site visits – field reports Progress payment procedures Project closeout procedures Procedures for contingencies Procedures for change orders

City of New Bedford Housing Rehab Bid Process Invitation to bid is completed Includes specifications, bid forms, federal requirements Owner selects the contractors 30 day bid period Contractors “sign out” for bids in office Contractor qualification form must be completed Pre construction conference Contract execution Contractor selection *review debarred contractor list If bids exceed cost estimate – rebid – 2 weeks Maintain a listing of successful contractors if needed. Lowest qualified bid Bid opening public process

Housing Application Process Owner completes application Credit review and underwriting analysis completed Terms and conditions of loan/grant based on underwriting Bid Process Selecting Contractors Commitment letter issued with all terms and conditions . Owner reviews and approves contractor payments Construction begins Contract execution Mortgage and legal documents executed Loan closing Final inspection and contractor certifications Project closeout and final payments

City of New Bedford Housing Rehab Bid Packages Bid Cover Sheet Required Document Checklist - Copy of Contractor’s License   - Copy of Contractor’s Insurance Binder.   - Signed Form for Bid. Must include; price, time for completion, start and end date, - List of Subcontractors/MBE/WBE. - Section 3 forms completed (Contractors/Subcontractors exceeding $100,000)   - Signed and completed Statement of Proposed Progress Payments.   - Contractor Data Sheet. Only required for contractors that have not successfully completed a project with the DPHCD in the most recent 24-month period. - Copy of Contractor’s RRP Certificate from U.S. Environmental Protection Agency. Only required for projects where existing painted surfaces will be disturbed in structures built before 1978  

City of New Bedford Housing Rehab Bid Packages Instruction to Homeowners Instructions to Bidders Project Bidding Procedures Progress Payment Procedure Form for Bid General Requirements   Contractor Data Sheet

City of New Bedford Housing Rehab Bid Packages Federal Contract Requirements Equal Employment Opportunity Provisions – EO – 11246 Minority Business Enterprises (MBEs) and Women Business Enterprises (WBEs) Section 3 forms completed (Contractors/Subcontractors exceeding $100,000) HUD Lead Based Paint Safe Work Practices Listing of Local Licensed Lead Based Paint Clearance Inspectors   Instructions for Obtaining a DUNS Number   Work Write-Up Specifications, General Requirements & Provisions Work Description by Architectural Divisions

Attracting and retaining quality contractors Develop quality housing rehab programs Professional interactions with contractors Limit bureaucracy – simplify federal requirements Develop different guidelines based on level of program funding limits Be responsive to contractors Maintain consistency

Attracting and retaining quality contractors Written policies and procedures – Consistent and Concise Agent for the Owner – Spokesperson for the contractor Rehab staff develops mutual trust – owner – contractor - city Consistency in specifications Expedited Payment Requisitions Process Recognize contractors efforts through project signs – press events

Comprehensive checklist includes all program requirements Verification Process Necessary Documents Lead Paint requirements Construction Process Debarred Contractor Verification Environmental Review Bidding Process Loan Closing Process

OWNER LOAN CLOSING Loan Closing Cost Statement Amortization statement Non Collusion Affidavit Order to Proceed Owner/Contractor Agreement and Federal requirements Plans and Specifications and Bid Package approval certification Mortgage Deed Owner/Contractr Agreement Promissory Note Receipt of Lead paint Pamphlet Subordination Policy Rent/Income statement of compliance

CONTRACTOR AGREEMENT Completed as part of the closing documents City is a third party to the Agreement Articulates: Price Time of Performance Progress Payments * Time of performance very important. Need a contract addendum if circumstances do not allow for completion of original time specified

CONTRACTOR AGREEMENT Procedures for: Changes in scope Change orders Termination of Agreement

CONTRACTOR AGREEMENT Arbitration clause spells out the procedures in the event a dispute between owner and contractor develops

Federal Requirements – Contractors TITLE VI OF THE CIVIL RIGHTS ACT OF 1964 REHABILATATION ACT OF 1973 SECTION 202 OF EXECUTIVE ORDER 11246 (Applicable to Federally assisted construction contracts and related subcontracts of $10,000 and under.) SECTION 3 MINORITY BUSINESS ENTERPRISES THE AGE DISCRIMINATION ACT OF 1975 SECTION 109 OF THE HOUSING AND COMMUNITY DEVELOPMENT ACT OF 1974 LABOR STANDARDS A. Davis-Bacon Act B. Contract Work Hours and Safely Standards Act C. Copeland Anti-Kickback Act TITLE IV OF THE LEAD BASED PAINT POISONING PREVENTION ACT THE UNIFORM RELOCATION ASSISTANCE AND REAL PROPERTY ACQUISITION POLICIES ACT OF 1970 THE NATIONAL ENVIRONMENTAL POLICY ACT OF ARCHITECTURAL BARRIERS ACT