Guidance:

1. The use of  form HUD-5369B  is required for all contracts for non-construction work, reference the Procurement Handbook 7460.8, paragraph 6-3.

Other references include: 

1. Procurement Handbook Appendix 11
2. Procurement Handbook Appendix 26, Section C
3. Mandatory clauses  24 CFR 85.36 (i) 

Guidance:

1. The use of  form HUD-5369-C   is required for all contracts for non-construction work, reference the Procurement Handbook 7460.8, paragraph 6-3.

1. Procurement Handbook Appendix 11
2. Procurement Handbook Appendix 26, Section D
3. Mandatory clauses 24 CFR 85.36 (i) 

Guidance:

1. The use of  form HUD-5370-C   is required for all contracts for non-construction work, reference the Procurement Handbook 7460.8, paragraph 6-4.
2. Required fields within the general conditions need to be filled in by the contracting officer.  Minimum fields that require comments are paragraphs #1a (PHA Name).

1. Procurement Handbook Appendix 13
2. Procurement Handbook Appendix 26, Section C
3. Mandatory clauses  24 CFR 85.36 (i) 

Develop and insert a table of contents. Sample Table Of Contents

Develop and insert a Bid Form. Sample Bid Form 

Insert Instructions to Bidders for Contract. Guidance

Certifications and Representations of Offerors Non-Construction Contract, 
  form HUD-5369-C.    Guidance

Insert General Conditions. Guidance

Develop and insert the Contract Form of Agreement. Sample Agreement

Insert sample partial payment forms.   (optional)

1. form HUD-51000 - Schedule of Amounts for Contract Payment 
2. form HUD-51001 -  Periodic Estimate for Partial Payment 
3. form HUD-51002 -  Schedule of Change Orders 
4. form HUD-51003 -  Schedule of Materials Stored 
5. form HUD-51004 -  Summary of Materials Stored 

Insert technical specifications. 

1. 24 CFR85.36(c)1 requires that all procurement transactions will be conducted in a manner providing full and open competition.
2. 24 CFR85.36(d)2  requires that bids be both publicly advertised and bids shall be solicited from an adequate number of known suppliers, providing them sufficient time prior to the date set for opening the bids;"

Guidance:
 
1. Invitation for Bid - Sample Form 
2. Advertisement Procedures 
   • Time Period - Initial  
3. Solicitation Procedures
   • Our office recommends that a minimum of  three (3) sources be contacted to advise them of the pending bid and opening date. 
   • Solicitations may be obtained by phone or in writing. Documentation must be developed to support that bids were solicited from an adequate number of known sources.
   • Bid solicitation log -  Sample Log 
4. Bid Document Register - Sample Form 

1. Bids shall be received up until a defined date and time.
2. Bids shall be opened publicly.
3. All bids should be recorded in a bid tabulation log to document the status of bids received. 

Guidance:
 
• Procurement Handbook Requirements - paragraph 4-13 
• Bid tabulation log -  Sample Log 

1. All bids shall be reviewed to insure that all required documents are contained within and properly filled out including the "Certifications and Representations of OfferorsNon-Construction Contract, 
     form HUD-5369-C 
2. The Housing Authority will check to insure that the perspective bidder is responsible, reference 24 CFR 85.36 (b) 8 
3. Check and document that the contractor's name is not listed on the "List of Parties Excluded from Federal Procurement and Non procurement Programs." listing     documentation 
4. Verify that the required bid guarantee has been provided.
5. Check and document that the contractor's name is not listed on HUD's "Limited Denial of Participation" (LDP)    listing, documentation.  

Guidance:
• Mistakes, Withdraw and Changes In Bid - Procurement Handbook requirements -  paragraph 4-15 
• List of Parties Excluded from Federal Procurement and Non procurement Programs  - Procurement Handbook paragraph 5-2 .
• Limited Denial of Participation (LDP) - Procurement Handbook paragraph 5-3.   -   24CFR24.705

Guidance:
 
1. Federal Requirements  24 CFR 85.36(f) 
2. Procurement Handbook paragraph. 2-4 ; 4-31 ; 4-32 
3. If more than one bid is received than a cost or price analysis must be performed.    Sample Price Analysis 
4. If only one bid is received than a cost analysis must be performed. Sample Cost Analysis 

24CFR(b)9 states "Grantees and sub grantees will maintain records sufficient to detail the significant history of a procurement. These records will include, but are not necessarily limited to the following: rationale for the method of procurement, selection of contract type, contractor selection or rejection, and the basis for the contract price." 

Guidance:
 

1. Federal Requirements   24 CFR 85.35 (b) 9 
2. Determination & Finding for Contract Award -  Sample 
3. Determination & Finding - Content 

1. Award Letter   Sample Letter 
2. Obtain Performance and Payment Bonds
3. Notice to Proceed   Sample Letter 
4. Letter for non successful bids   Sample Letter 

    Guidance:

1. Procurement Handbook paragraph  4-16D , 4-16F

1. Retention of Construction Documents - Minimum of three (3) years after final payments and all other pending matters are closed.  Reference 24CFR85.36(i)11 and the HUD General Conditions paragraph #46 and #47.

 Housing Authorities  will maintain a contract administration system which ensures that contractors perform in accordance with the terms, conditions, and specifications of their contracts or purchase orders. (24CFR85.36(b)2)
1. Progress Payments  - 
   1. forms 
   2. checklist 
   3. Procurement Handbook 7460.8 paragraph 6-7 C 2.b  

Definition: A change order is a change issued by the Contracting Officer, after the award of a contract, in any of the contract terms, including specifications, completion time, description of work, etc., 
within the scope of the contract. 

 Sample Forms:

1. How To Issue a Change Order   Flow Chart 
2. Change Order Form  Sample Form 
3. Cost Analysis  Sample Form 
4. Determination & Finding -   Sample Form 
5. Change Order Register -  WORD, EXCEL 
6. Change Order Checklist - Checklist 
    
  Guidance:
1. Procurement Handbook 7460.8 paragraphs:
   1. Time extensions - 6-7C3
   2. Contract Modifications -  6-10 
   3. Limitations on change orders - 6-10C
2. Documentation - Determination & Finding

 
1. Final Inspection - procedures
2. Documentation  - Following final inspection the HA shall notify the contractor to submit the following documentation to the HA:

1. Procurement Handbook 7460.8 paragraphs:
   • Completion of work - Documentation -  6-7C6d

The Housing Authority is responsible for performing warranty inspections and promptly notifying the contractor in writing to remedy any defects. 
(Procurement Handbook 7460.8, paragraph 6-7 C 5)

Warranty Inspection Form   Sample Form