Contractor Information

Background:

The Syracuse Housing Authority (SHA) is one of the largest landlords in Onondaga County. Its mission is to provide safe, clean affordable housing to approximately 2,500 public housing households that are located throughout the city of Syracuse. The SHA currently owns and operates twelve federally subsidized public housing developments, one privately owned and two city owned developments. The SHA’s income is derived from tenant rents and federal subsidies. Operations of the SHA are independent of the city, county, and the state, but are guided by New York State Law, and Federal Laws and regulations. 

Doing Business

Any vendor may contact the SHA and request to be placed on the General Contractor List and the Bid list. The SHA also utilizes the City of Syracuse’s MBE/WBE Directory, the telephone directory and online directory listings to locate area contractors when soliciting price quotes for work.

Contract administration within the SHA is divided between two Contract Coordinators: David Fickenscher in the Modernization Department and Susan Biel in the Purchasing Department, depending upon the contract funder.

For purchases of goods or services costing $5,000 or less, the SHA solicits two (2) quotes by contacting area contractors. For purchases $5,000 to $25,000 level, a minimum of three quotes are solicited. For purchases $25,000 to $50,000, three to five quotes are solicited and must be received in writing. In order to explain the extent of work, often a Request for Proposal is sent out, detailing the work and/or specifications. RFPs are a more informal process, without a set timeframe for response, necessity of bonding, etc. than with the formal Bid process.

For projects of $50,000 and above, the SHA issues a formal bid solicitation. (The SHA Board of Commissioners must also approve any contract for $50,000 or above). Notice of the bid is published in the Syracuse Post Standard, on this website and mailed to vendors/contractors on the SHA bid list, as listed in the telephone yellow pages, or other known trade publications. Large construction project bids are also listed with the Builder’s Exchange. The formal bid process allows for at least 21 days from the date of publication to the opening of the bid. Bids must be submitted in sealed envelopes before the advertised hour on the date stipulated.

The SHA reserves the right to reject any or all bids, to waive minor irregularities in any bid, or to make award in its best interest. Conditional bids and partial bids are usually not accepted. Each bidder must submit a completed Contractor’s Certification form, noting references, etc. All bids must be accompanied by a bid guarantee in the amount of five percent (5%) of the amount of the bid (in some instances, this would be an annual amount for a long term contract) certain bids may also require Labor and Material, or Performance bonds.

When a job is over $2,000, and the labor portion of the work is 17% or greater, HUD determined Prevailing Wage rates may be required. The wage rates are attached to the RFP/Bid, and the contractor needs to submit certified payroll sheets with their invoice (if you have questions regarding this, please call and ask for a copy of the HUD brochure: “Making Davis Bacon”).

Once the contract is awarded and the forms are signed, and before work may commence, the contractor must submit a Certificate of Insurance (with the coverage stipulated in Article 8 of the contract), naming the SHA as “additional insured”, with endorsements, noting all exceptions.

All of the contractor’s employees who will be working on the site must submit completed SHA Identification Check forms; once approved, contractor ID badges are issued, to be worn at all times while on the SHA’s property.

Upon contract award, a Purchase Order will be issued with a unique number assignment. This Purchase Order number must be referenced in all correspondence and invoicing related to the job. Contractor’s invoices are matched to the Purchase Order, then signed and approved for payment by the SHA’s Field/Job supervisor (as required, Certified Payroll sheets must be submitted with the invoice). The Accounting Department requires that all invoices are numbered, and clearly state the Contractor’s remittance address. Invoices are paid within 30 days of receipt.