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

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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

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

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

17. 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