It is a responsibility of the contractor to fully inform all employees of all information in this document.

 BID PACKAGE REQUIREMENTS

General Conditions for Contractors Working with the Arkadelphia Housing Authority

1.0 Introduction

These General Conditions are established for all contractors working with the Housing Authority of the City of Arkadelphia, Arkansas (the Agency). This document integrates the Agency's Procurement Policy with contractor requirements to ensure compliance with applicable Federal, State, and local laws, including HUD regulations. These General Conditions outline contractor responsibilities, insurance requirements, bonding standards, ethical conduct, and compliance obligations.

2.0 Bonding Requirements

Bonding requirements shall follow HUD and State of Arkansas standards. Construction contracts exceeding $100,000 shall require bonding in accordance with Section 9 of the Agency Procurement Policy.

3.0 Insurance Requirements

Contractors shall maintain a minimum of $1,000,000 General Liability Insurance and shall list the Arkadelphia Housing Authority as an additional insured. Proof of insurance and a completed W-9 form must be submitted prior to the commencement of work.

4.0 Procurement Thresholds

Procurement thresholds are as follows, consistent with the Agency Procurement Policy: - Micro-Purchases: Less than $3,000 ($2,000 for construction). - Small Purchases: $3,000 up to $50,000. - Sealed Bids: Exceeding $75,000 (State requirement) or $150,000 (Federal requirement).

5.0 Contractor Responsibilities

Contractors are required to: - Maintain valid licenses and certifications. - Submit certified payroll records when applicable. - Properly dispose of debris and maintain clean work sites. - Coordinate water shut-offs and utility disruptions with the Agency. - Provide all necessary materials, equipment, and labor to complete work. - Comply with all applicable Federal, State, and local laws.

6.0 Section 3 and Small/Disadvantaged Businesses

The Agency encourages compliance with Section 3 of the HUD Act of 1968 and requires contractors to make feasible efforts to provide opportunities for training, employment, and subcontracting to low-income residents, small businesses, minority-owned businesses, and women's business enterprises.

7.0 Appeals and Remedies

Contractors may protest solicitations or awards as follows: - Informal appeals apply to contracts of $100,000 or less. - Formal appeals apply to contracts exceeding $100,000. Bid protests against a solicitation must be received prior to the bid due date. Protests against an award must be submitted within 10 calendar days of award notification.

8.0 Ethics and Conflict of Interest

All contractors must adhere to the Agency's ethical standards: - No contractor shall offer gratuities, kickbacks, or favors of more than nominal value to Agency staff. - Contractors must avoid conflicts of interest, including financial interests involving Agency staff or board members. - Contractors shall not hire individuals to secure contracts through contingent fees.

9.0 Compliance with Procurement Policy

These General Conditions are to be read in conjunction with the Agency's Procurement Policy. Where inconsistencies arise, HUD and State requirements shall govern.