Form HM-31D "Contract Package Check List" - New York

What Is Form HM-31D?

This is a legal form that was released by the New York State Homes and Community Renewal - a government authority operating within New York. As of today, no separate filing guidelines for the form are provided by the issuing department.

Form Details:

  • Released on March 1, 2010;
  • The latest edition provided by the New York State Homes and Community Renewal;
  • Easy to use and ready to print;
  • Quick to customize;
  • Compatible with most PDF-viewing applications;
  • Fill out the form in our online filing application.

Download a fillable version of Form HM-31D by clicking the link below or browse more documents and templates provided by the New York State Homes and Community Renewal.

ADVERTISEMENT
ADVERTISEMENT

Download Form HM-31D "Contract Package Check List" - New York

Download PDF

Fill PDF online

Rate (4.6 / 5) 19 votes
CONTRACT PACKAGE CHECK LIST
Housing Authority/Company _____________________________________________________________ DHCR # _____________________
Vendor ___________________________________________________________________________________________________________
Type of Work ____________________________________________________________
Amount of Contract $_______________________
Note: DHCR approval is required for the following: all contracts involving grant funds; all personal service contracts; and for the following
Housing Company contracts: professional service contracts of $25,000 or more; all contracts of $100,000 or more; where the integrity of the
building structure is involved (NYCRR 1728-4.6); where an identity of interest is involved (1727-4.7); or where DHCR determines that further
supervision is required (NYCRR 1727-4.8). For other Housing Authority contracts requiring DHCR approval refer to NYCRR 1628-3.1 and
budget approval letter.
1.
Form HM-23/HM-23AE, fully completed and signed. All contractors/consultants on the approved HM-180/ HM-180 AE and on the list
from the Office of Fair Housing and Equal Opportunity, whether they bid or not, must be listed as well as any additional bidders. The
amount of the bids/fees must be listed. If the contractor/consultant is a minority or woman-owned business, check the appropriate
column. Enter "no bid” if none was received. If any question under paragraph E (Statements of Qualifications of Bidders)
included in Form HM-31 has been answered “Yes”, include justification for selecting this contractor notwithstanding such
affirmative answer. (Bid solicitation letters and proof of mailing are to be retained in Housing Authority/Company files.)
2.
Funding Sources must be identified on Form HM-23/HM23AE, availability confirmed with HAA, and reserves encumbered by the
Housing Management Bureau, as applicable.
3.
Architecture & Engineering Bureau Recommendation (not required from Housing Authority/Company).
4.
Consultant’s Letter recommending award of contract to a specific contractor (not professional consultants) and stating amount of the
contract. If low bidder is not selected, full written justification must be provided.
5.
Form HM-180/HM-180AE, approved copy including the names of the additional contractors /consultants provided by DHCR.
6.
Form HM-31/AIA Contract for Consultants, executed for the recommended contractor/consultant, including the form of proposal.
All grant program contracts must have an Appendix A and those for which M/WBE goals have been assigned must have an Appendix
B. The face of the contract must be initialed by the Housing Authority/Company counsel to indicate review of bids and documents and
approval as to form.
7.
Payment & Performance (P&P) Bonds, for contracts over $100,000 (except service contracts), or commitment letter from insurance
company/broker to issue the bond upon award of contract. No work may begin, nor payments made to the contractor, until DHCR has
received and accepted the bond.
8.
Insurance Requirements (per HM-31 or, for consultants, RFP Guidelines, Attachment No.1):
(a)
General Liability insurance with minimum annual limits as follows:
• general aggregate ……………………..….$2,000,000
• completed operations aggregate ……......$1,000,000 (not required for consultants)
• personal injury .........................................$1,000,000 (not required for consultants)
• each occurrence ......................................$1,000,000
and with the following named as additional insureds:
• The Housing Authority/Company
• New York State
• NYS Division of Housing and Community Renewal
• Housing Company’s Mortgagee:
(i)
NYS Urban Development Corporation (UDC) and, where the NYS Project Finance Agency (PFA) was
formerly the mortgagee, Empire State Development Corporation (ESDC); or
(ii)
NYS Housing Finance Agency (HFA); or
(iii)
The private lender
DHCR and the Housing Authority/Company must be certificate holders with their addresses listed. Certificates must
indicate 30 days prior written notice of cancellation or material change.
(b)
Worker's Compensation and Disability Benefits coverage for all employees engaged under contract.
(c)
In addition, for Consultants, Professional Liability insurance of $1,000,000 per occurrence and $1,000,000 aggregate,
including Contractual Liability coverage. Evidence must indicate that the Housing Authority/Company, NYS, NYSDHCR and
Housing Company Mortgagee are indemnified from errors or omissions on the part of the consultant with respect to the
services provided under the contract.
9.
Copies of All Bids, with bid tabulation, and all alternates if included in the contract.
10. Advertisements, for Housing Authority construction contracts over $50,000 and purchase contracts over $25,000 a copy of notice
advertised at least once in the official municipal publication (or, if none exists, in a newspaper circulating in the municipality) at least
20 days (10 days for purchase of materials and supplies) before the bid due date.
11. Board Resolution for Housing Authorities and Mutual Companies.
HM-31d (3/10)
CONTRACT PACKAGE CHECK LIST
Housing Authority/Company _____________________________________________________________ DHCR # _____________________
Vendor ___________________________________________________________________________________________________________
Type of Work ____________________________________________________________
Amount of Contract $_______________________
Note: DHCR approval is required for the following: all contracts involving grant funds; all personal service contracts; and for the following
Housing Company contracts: professional service contracts of $25,000 or more; all contracts of $100,000 or more; where the integrity of the
building structure is involved (NYCRR 1728-4.6); where an identity of interest is involved (1727-4.7); or where DHCR determines that further
supervision is required (NYCRR 1727-4.8). For other Housing Authority contracts requiring DHCR approval refer to NYCRR 1628-3.1 and
budget approval letter.
1.
Form HM-23/HM-23AE, fully completed and signed. All contractors/consultants on the approved HM-180/ HM-180 AE and on the list
from the Office of Fair Housing and Equal Opportunity, whether they bid or not, must be listed as well as any additional bidders. The
amount of the bids/fees must be listed. If the contractor/consultant is a minority or woman-owned business, check the appropriate
column. Enter "no bid” if none was received. If any question under paragraph E (Statements of Qualifications of Bidders)
included in Form HM-31 has been answered “Yes”, include justification for selecting this contractor notwithstanding such
affirmative answer. (Bid solicitation letters and proof of mailing are to be retained in Housing Authority/Company files.)
2.
Funding Sources must be identified on Form HM-23/HM23AE, availability confirmed with HAA, and reserves encumbered by the
Housing Management Bureau, as applicable.
3.
Architecture & Engineering Bureau Recommendation (not required from Housing Authority/Company).
4.
Consultant’s Letter recommending award of contract to a specific contractor (not professional consultants) and stating amount of the
contract. If low bidder is not selected, full written justification must be provided.
5.
Form HM-180/HM-180AE, approved copy including the names of the additional contractors /consultants provided by DHCR.
6.
Form HM-31/AIA Contract for Consultants, executed for the recommended contractor/consultant, including the form of proposal.
All grant program contracts must have an Appendix A and those for which M/WBE goals have been assigned must have an Appendix
B. The face of the contract must be initialed by the Housing Authority/Company counsel to indicate review of bids and documents and
approval as to form.
7.
Payment & Performance (P&P) Bonds, for contracts over $100,000 (except service contracts), or commitment letter from insurance
company/broker to issue the bond upon award of contract. No work may begin, nor payments made to the contractor, until DHCR has
received and accepted the bond.
8.
Insurance Requirements (per HM-31 or, for consultants, RFP Guidelines, Attachment No.1):
(a)
General Liability insurance with minimum annual limits as follows:
• general aggregate ……………………..….$2,000,000
• completed operations aggregate ……......$1,000,000 (not required for consultants)
• personal injury .........................................$1,000,000 (not required for consultants)
• each occurrence ......................................$1,000,000
and with the following named as additional insureds:
• The Housing Authority/Company
• New York State
• NYS Division of Housing and Community Renewal
• Housing Company’s Mortgagee:
(i)
NYS Urban Development Corporation (UDC) and, where the NYS Project Finance Agency (PFA) was
formerly the mortgagee, Empire State Development Corporation (ESDC); or
(ii)
NYS Housing Finance Agency (HFA); or
(iii)
The private lender
DHCR and the Housing Authority/Company must be certificate holders with their addresses listed. Certificates must
indicate 30 days prior written notice of cancellation or material change.
(b)
Worker's Compensation and Disability Benefits coverage for all employees engaged under contract.
(c)
In addition, for Consultants, Professional Liability insurance of $1,000,000 per occurrence and $1,000,000 aggregate,
including Contractual Liability coverage. Evidence must indicate that the Housing Authority/Company, NYS, NYSDHCR and
Housing Company Mortgagee are indemnified from errors or omissions on the part of the consultant with respect to the
services provided under the contract.
9.
Copies of All Bids, with bid tabulation, and all alternates if included in the contract.
10. Advertisements, for Housing Authority construction contracts over $50,000 and purchase contracts over $25,000 a copy of notice
advertised at least once in the official municipal publication (or, if none exists, in a newspaper circulating in the municipality) at least
20 days (10 days for purchase of materials and supplies) before the bid due date.
11. Board Resolution for Housing Authorities and Mutual Companies.
HM-31d (3/10)