Norfolk Redevelopment and Housing Authority

Invitation for Bid

# PR2489-489-25

for

Cathodic Protection System Inspections, Gas

Surveys, and Related Services

(RE-BID)

November 6, 2025

Contracting Opportunities – BONFIRE

INTERACTIVE PORTAL

Contractors and Vendors, NRHA has partnered with Bonfire Interactive to create a new procurement portal that will allow you to receive notifications of business opportunities and submit bids and proposals to NRHA electronically.

Vendors and contractors are requested to visit the NRHA Purchasing Department website URL at https://nrha.us/ then follow the link to the Bonfire Vendor Registrations page to register your company. The direct link is also provided https://nrha.bonfirehub.com/portal/?tab=openOpportunities

Registration is free and easy. Please be sure to select NIGP codes associated with your type of business or organization. Our solicitations will be set up using those codes and will be matched to vendors and contractors with the same codes.

Norfolk Redevelopment and Housing authority is excited about the changes we are making to streamline our electronic bid process and we look forward to continuing our good relationship with your and appreciate your interest.

Should you have any questions, please contact Brian White at bwhite@nrha.us or 757-314-2082.

Thank you for doing business with the Norfolk Redevelopment and Housing Authority.

https://nrha.us/ https://nrha.bonfirehub.com/portal/?tab=openOpportunities mailto:bwhite@nrha.us

IFB PR2489-489-25

GENERAL INFORMATION FORM

QUESTIONS: All inquiries for information regarding this solicitation should be directed to: Monique Ward, e-mail: mward@nrha.us.

Deadline for questions is November 21, 2025 at 4:00PM EST. No questions shall be answered after that date.

DUE DATE: Sealed Bids will be received until December 5, 2025, at 3:00 pm Eastern Standard Time. Failure to submit proposals to the correct location by the designated date and hour will result in disqualification.

ADDRESS: Proposals must be submitted through the Bonfire Interactive Portal by the due date and time (see prior page for information).

In compliance with this Invitation for Bid and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the products and services in accordance with the attached signed proposal and as mutually agreed upon by subsequent negotiation.

PRE-PROPOSAL CONFERENCE: See Section IX for pre-proposal conference information.

TYPE OF BUSINESS: (Please check all applicable classifications). If your classification is certified by the Virginia Department of Minority Business Enterprise, provide your certification number: ___________. For certification assistance, please visit:

http:/www.dmbe.state.va.us.

Large

Small business – An independently owned and operated business which, together with affiliates, has 250 or fewer employees or average annual gross receipts of $10 million or less averaged over the previous three years. Department of Minority Business Enterprise (DMBE) certified women-owned and minority-owned business shall also be considered small business when they have received DMBE small business certification.

Women-owned business – A business concern that is at least 51% owned by one or more women who are U. S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest is owned by one or more women who are citizens of the United States or non-citizens who are in full compliance with the United States immigration law, and both the management and daily business operations are controlled by one or more women who are U. S. citizens or legal resident aliens.

Minority-owned business – A business concern that is at least 51% owned by one or more minority individuals (see Section 2.2-1401, Code of Virginia) or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest in the corporation, partnership, or limited liability company or other entity is owned by one or more minority individuals and both the management and daily business operations are controlled by one or more minority individuals.

COMPANY INFORMATION/SIGNATURE: In compliance with this Invitation to Bid (IFB) and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the services in accordance with the attached signed proposal and as mutually agreed upon by subsequent negotiation. Providing false data on this sheet is grounds for deciding that your company is non-responsive in regards to proposal submittal and may be removed from the competition.

FULL LEGAL NAME (PRINT) (Company name as it appears with your Federal Taxpayer

Number)

FEDERAL TAXPAYER NUMBER (ID#)

BUSINESS NAME/DBA NAME/TA NAME (If different than the Full Legal Name)

FEDERAL TAXPAYER NUMBER

(If different than ID# above)

BILLING NAME (Company name as it appears on your invoice)

IDENTIFICATION NUMBER issued by the State Corporation Commission

CONTRACT AND TASK ORDER ADDRESS PAYMENT ADDRESS

CONTACT NAME/TITLE (PRINT) SIGNATURE (IN INK)

DATE

E-MAIL ADDRESS

TELEPHONE NUMBER

TOLL FREE TELEPHONE NUMBER

FAX NUMBER TO RECEIVE

Table of Contents

Section Page

I. BID COVER SHEET

II. BID INSTRUCTIONS

III. CONTRACT TYPE AND ADMINISTRATION

IV. STATEMENT OF NEED / SPECIFICATIONS

V. PRICING SCHEDULE

VI. BILLING SPECIFICATIONS

VII. PROPOSAL PREPARATION AND SUBMISSION

VIII. SELECTION CRITERIA AND AWARD

IX. PRE-PROPOSAL CONFERENCE

X. AMENDMENTS

XI. SPECIAL CONTRACT REQUIREMENTS

XII. ATTACHMENTS

SOLICITATION, OFFER AND AWARD Page of Page

1 19

1. CONTRACT NUMBER

2. SOLICITATION NUMBER

PR2489-489-25

3. TYPE OF SOLICITATION

SEALED BID (IFB)

NEGOTIATED (RFP)

SOLE SOURCE

4. DATE ISSUED

11/7/2025

5. CHANGE/TASK NUMBER

6. ISSUED BY

Norfolk Redevelopment and Housing Authority Purchasing Services Office 555 East Main Street, 16th Floor Norfolk, VA 23510

7. SUBMIT INVOICES TO:

INVOICES@NRHA.US

NOTE: In sealed bid solicitations “offer” and “offeror” mean “bid” and “bidder”.

SOLICITATION

8. Cathodic Protection System Inspections, Gas Surveys, and Related Services

9. FOR

INFORMATION

CALL:

A. NAME

Monique Ward

B. TELEPHONE (NO COLLECT CALLS) C. EMAIL ADDRESS

mward@nrha.us

AREA CODE

NUMBER

314-2030

EXT

10. TABLE OF CONTENTS

SEC DESCRIPTION PAGE SEC DESCRIPTION PAGE

I. BID COVER SHEET 2

II. BID INSTRUCTIONS 2

III. CONTRACT TYPE AND ADMINISTRATION 4

IV. STATEMENT OF NEED / SPECIFICATIONS 7

V. PRICING SCHEDULE 11

VI. BILLING SPECIFICATIONS 11

VII. PROPOSAL PREPARATION AND SUBMISSION 13

VIII. SELECTION CRITERIA AND AWARD 14

IX. PRE-PROPOSAL CONFERENCE 14

X. AMENDMENTS 14

XI. SPECIAL CONTRACT REQUIREMENTS 14

XII. ATTACHMENTS 19

OFFER (Must be fully completed by offeror)

11. In compliance with the above, the undersigned agrees, if the offer is accepted within calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all terms upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

12. DISCOUNT FOR PROMPT PAYMENT 10 CALENDAR DAYS

20 CALENDAR DAYS

30 CALENDAR DAYS

CALENDAR DAYS

13. ACKNOWLEDGEMENT OF AMENDMENTS

(The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated):

AMENDMENT NO. DATE AMENDMENT NO. DATE

14A. NAME AND

ADDRESS OF

OFFEROR

SCC #: TAX ID: 15 NAME AND TITLE OF PERSON AUTHORIZED TO SIGN

14B. TELEPHONE NUMBER 14C. CHECK IF REMITTANCE ADDRESS IS

DIFFERENT FROM ABOVE – ENTER SUCH

ADDRESS IN SCHEDULE.

16. SIGNATURE

17. OFFER DATE

AREA CODE

NUMBER

EXT

AWARD (To be completed by NRHA)

18. AWARD AMOUNT:

Funded Incrementally Funded via Task Orders

19. PERIOD OF PERFORMANCE:

20. NRHA ACCOUNTING DATA:

21. NAME OF CONTRACTING OFFICER (TYPE OR PRINT)

22. NORFOLK REDEVELOPMENT AND HOUSING AUTHORITY

(Signature of Contracting Officer)

23. AWARD DATE

NRHA FRM 25-009

I. BID COVER SHEET

Norfolk Redevelopment and Housing Authority, hereafter referred to as NRHA, hereby seeks sealed bids to Cathodic Protection System Inspections, Gas Surveys, and Related Services. Bids will be received through the Bonfire Interactive Portal until 3:00 PM Norfolk, Virginia local time on December 5,2025. Bid submissions through the Bonfire Interactive Portal will not be accepted once the due date and time has been reached. Final date for questions is November 21, 2025 at 4:00 PM EST time. After this date, questions will not be accepted.

For Information, please contact:

Name: Monique Ward

Email: mward@nrha.us

Bids must be submitted through

NRHA Bonfire Interactive Portal

Attachment A – HUD Form 5369 Instructions to Bidders.

II. BID INSTRUCTIONS

A. Clarification of Terms:

If any prospective bidder has questions about the specifications or other solicitation documents, the prospective bidder must submit questions through the Bonfire Interactive Portal no later than the date listed in paragraph I above. Any revisions to the solicitation will be made only by an amendment and posted on the Bonfire Interactive Portal.

B. Corrections to the Bid:

Any bid submitted with corrections must have the corrections initialed by the person who signed the bid. No bid changes will be permitted after bid opening. The unit price will prevail in the event an error is made in computing totals.

C. Preparation and Submission of Bids:

1. Bids must give the full business address of the bidder and be signed by him/her with his/her usual signature. Bids by partnerships must furnish the full name of all partners and must be signed in the partnership name by one of the members of the partnership or any authorized representative, followed by the designation of the person signing. Bids by corporations must be signed with the legal name of the corporation followed by the name of the State in which it is incorporated and by the signature and designation of the president, secretary, or other person authorized to bind it in the matter. The name of each person signing shall also be typed or printed below the signature. A bid by a person who affixes to the signature the word “President,” “Secretary,” “Agent” or other designation without disclosing the principal, may be held to be the bid of the individual signing. When requested by NRHA, satisfactory evidence of the authority of the officer signing in behalf of the corporation shall be furnished.

2. All bids results will be publicly displayed on the Bonfire Interactive Portal. Request for information other than bid results shall be submitted to the buyer so named on the solicitation documents.

D. Bid Prices

Bid shall be in the form of a firm unit price for each line item. All items on this bid will be awarded to one vendor.

E. Bid Acceptance Period

Unless the bidder indicates a longer time on the Bid Cover Sheet, any bid in response to this solicitation shall be valid for 120 days. At the end of the 120 days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time, it remains in effect until an award is made or the solicitation is canceled.

F. Mistakes in Bids

Errors or mistakes in bids will be handled in accordance with the Commonwealth of Virginia Vendor's Manual.

G. Receipt and Opening of Bids

1. It is the responsibility of the bidder to assure that his/her bid is delivered to the place designated for receipt of bids and prior to the time set for receipt of bids. Bids received after the time designated for receipt of bids will not be considered.

a) If the deadline for the receipt of bids or proposals and/or public openings is scheduled during a period of suspended operations due to inclement weather or other conditions, the public opening will be rescheduled for processing at the same time on the next business day.

b) Bids offered by telephone, telegraph, e-mail, facsimile, or in any paper form will not be accepted.

2. Bids will be opened at the place stated in the advertisement, and their contents made public for the information of bidders and others interested who are registered with, and/or submitted a bid through the Bonfire Interactive Portal Interactive Site. The officer or agent of the owner, whose duty it is to open the bids, will decide when the specified time has arrived. No responsibility will be attached to any officer or agent for the premature opening of a bid not properly addressed and identified.

3. The provisions of Chapter 43, Article 2, §2.2-4342-C of the Code of Virginia, as amended, shall be applicable to the inspection of bids received.

4. Protection of any trade secrets for specific proprietary information must be requested prior to or upon submission of the data or materials. Bidders MUST identify the specific information to be protected and state the reasons why protection is necessary. Bidders may not claim the entire bid or bid prices as proprietary information to be protected. Bids that are marked confidential or proprietary, without the required explanation, may be rejected.

H. Withdrawal or Modification of Bids

Bids may be withdrawn or modified by written notice received from bidders prior to the deadline fixed for bid receipt. The withdrawal or modification may be made by the person signing the bid or by an individual(s) who is authorized by him/her on the face of the bid.

Written modifications may be made on the bid form itself or on a separate document. Written modifications, whether the original is delivered, or transmitted by facsimile, email, or uploaded to the Bonfire Interactive Portal, must be signed by the person making the modification or withdrawal.

III. CONTRACT TYPE AND ADMINISTRATION

This bid will result in a fixed quantity, firm fixed price contract to supply the items as listed on the bid. The NRHA Technical Representative or his/her designee will administer the contract and will be determined at contract award.

A. Contract Documents:

1. The contract entered into by the parties shall consist of the Invitation for Bids, the bid submitted by the bidder; General Terms and Conditions, the Additional Terms and Conditions; the Special Terms and Conditions; the drawings, if any; the specifications; and all modifications and addenda to the foregoing documents, all of which shall be referred to collectively as the contract documents, and incorporated by reference into the final contract.

2. All time limits stated in the contract documents, including but not limited to the time for completion of the work, are of the essence of the contract.

3. Anything called for by one of the contract documents and not called for by the others shall be of like effect as if required or called for by all, except that a provision clearly designed to negate or alter a provision contained in one or more of the other contract documents shall have the intended effect.

B. Period of Performance: The period of performance is for five (5) years; base year plus four one-year options. Awarded contractor will be required to start per the Notice to Proceed issued.

C. Contract Waiver: Any waiver of any provision of this contract shall be in writing and shall be signed by the duly authorized agent of the vendor/contractor or NRHA Contracting Officer. The waiver by either party of any term or condition of this contract shall not be deemed to constitute a continuing waiver thereof nor a waiver of any further or additional right that such party may hold under this contract.

D. Cancellation of Contract: NRHA reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the vendor/contractor. Any contract cancellation notice shall not relieve the vendor/contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

E. Disputes and Claims: The NRHA Contracting Officer shall review and decide disputes and claims arising during the performance of the contract, in writing, within thirty days of receipt of the dispute or claim. Contractual claims, whether for money or other relief, shall be submitted in writing no later than sixty days after final payment; however, written notice of the vendor/contractor's intention to file such claim shall have been given at the time of the occurrence of beginning of the work upon which the claim is based. The vendor/contractor may not institute legal action prior to receipt of the Director of Purchasing's decision on the claim, unless that office fails to render such decision within thirty (30) days. The decision of the Director of Purchasing shall be final and conclusive unless the vendor/contractor, within six months of the date of the final decision on the claim, institutes legal action as provided in the Code of Virginia, Section 11 70.

F. Notices: All notices, requests, demands, and elections under this contract, other than routine operational communications, shall be in writing and shall be deemed to have been duly given on the date when hand-delivered, or on the date of the confirmed facsimile transmission, or on the date received when delivered by courier that has a reliable system for tracking delivery, or six (6) business days after the date of mailing when mailed by United States mail, registered or certified mail, return receipt requested, postage prepaid. All notices shall be addressed to the following individuals:

NRHA: Brian White; Director of Federal Programs

To the Vendor/Contractor: Account Executive as identified by the Vendor/Contractor.

All notices under this contract shall be submitted, either by fax or by certified mail, return-receipt requested, to the Contract Administrator or Account Executive, respectively. Either party may from time to time change the individual(s) who will receive notices and/or its address for notification purposes by giving the other party written notice as provided above.

G. Breach of Contract: The Vendor/Contractor shall be deemed in breach of this contract if the Vendor/Contractor:

1. Fails to comply with any terms of the resultant contract.

2. Fails to cure such noncompliance within ten (10) calendar days from the date of NRHA written notice or such other time frame specified by NRHA's Contract Administrator in the notice.

3. Fails to submit a written response to NRHA's notification of noncompliance within ten

(10) calendar days after the date of NRHA notice or such other time frame specified by NRHA Contract Administrator in the notice.

4. The Vendor/Contractor shall not be in breach of this contract as long as its default was due to causes beyond the reasonable control of and occurred without any fault or negligence on the part of both The Vendor/Contractor and its subcontractors.

Such causes may include, but are not restricted to, acts of God or of the public enemy, fires, floods, epidemics, strikes, freight embargoes, and unusually severe catastrophic weather such as hurricanes and floods.

H. Compliance with All Laws: The Vendor/Contractor shall comply with all federal, state and local statutes, ordinances, and regulations now in effect or hereafter adopted, in the performance of this contract. The bidder represents that it possesses all necessary licenses and permits required to conduct its business and will acquire any additional licenses and permits necessary for performance of this contract prior to the initiation of work. If the bidder is a corporation, the bidder further expressly represents that it is a corporation of good standing in the Commonwealth of Virginia and will remain in good standing throughout the term of the contract and any extensions. The Vendor/Contractor shall at all times observe all health and safety measures and precautions necessary for the sanitary and safe performance of the contract work. Any costs associated with violations of the law, including, but not limited to, re-mediation, clean-up costs, fines, administrative or civil penalties or charges, and third party claims imposed on NRHA by any regulatory agency or by any third party as a result of the noncompliance with Federal, state or local environmental laws and regulations or nuisance statutes by the Vendor/Contractor or by subcontractors, consultants, sub-consultants, or any other persons, corporations or legal entities retained by the Vendor/Contractor for this contract, shall be paid by the Vendor/Contractor.

I. Severability: If any provision of this contract is found by any court of competent jurisdiction to be invalid or unenforceable, the invalidity of such provision shall not affect the other provisions of this contract, and all other provisions of this contract shall remain in full force and effect.

J. § 2.2-4311.2. Compliance with state law; foreign and domestic businesses authorized to transact business in the Commonwealth.

1. A contractor organized as a stock or non-stock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 or as otherwise required by law.

2. A bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 shall include in your bid or proposal the identification number issued to it by the State Corporation Commission. Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law shall include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized.

3. Any bidder or offeror described in subsection B that fails to provide the required information shall not receive an award unless a waiver of this requirement and the administrative policies and procedures established to implement this section is granted by the Director of the Department of General Services or his designee or by the chief executive of a local governing body.

4. Any business entity described in subsection A that enters into a contract with NRHA pursuant to this law shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title

13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract.

5. NRHA may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section. (2010, c. 634.)

IV. STATEMENT OF NEED / SPECIFICATIONS

NRHA is a political subdivision, created under the laws of the State of Virginia to provide public and other affordable housing and related services to eligible low-income families of Norfolk, Virginia. NRHA, primarily funded by the U.S. Department of Housing and Urban Development (“HUD”), develops, maintains and manages low-rent public housing and other low-income housing. NRHA currently manages over 3,375 units of public housing.

A. GENERAL

1. Norfolk Redevelopment and Housing Authority (NRHA) is a political subdivision, created under the laws of the State of Virginia to provide public and other affordable housing and related services to eligible low-income families of Norfolk, Virginia.

NRHA, primarily funded by the U.S. Department of Housing and Urban Development (“HUD”), develops, maintains and manages low-rent public housing and other low-income housing.

2. NRHA currently operates five (5) Public Housing Communities which have underground utilities that are protected from corrosion processes by Impressed Current Cathodic Protection Systems. Five communities are provided heat and domestic hot water from centrally located boiler rooms. A network of steel and copper piping transports the heating and domestic hot water, underground, surrounded by an insulating material which is encased in a concrete vault approximately 3' x 3' located at various depths running the length of the required piping. Three (3) communities’ gas lines are polyethylene plastic pipe; the cathodic protection remains operational to protect the other underground structures, i.e. heat pipes for Grandy Village, VA6-8, Diggs Town, VA 6-6; Young Terrace VA6-10 and Calvert Square, VA 6-11. Oakleaf Forest, VA6-12 has a plastic gas infrastructure but no underground heat delivery system or CP system. Steel and/or copper water mains and laterals service each building within five (5) communities and also have cathodic protection. All the aforementioned metallic piping within each community is bonded together and is electrically continuous. Rectifiers, which are either pole or wall mounted, are approximately 10' high.

3. Cathodic Protection/Gas line location drawings and address maps are provided as Attachment J.

4. SITE MATRIX

SITE

NUMBER

RECTIFIERS GAS LINES HEAT PIPES

Diggs VA6-6 5 Plastic Yes

Grandy VA6-8 6 None Yes

Young VA6-10 8 None Yes

Calvert VA6-11 5 Plastic Yes

Oakleaf VA6-12 0 Plastic No

Total 30

B. SCOPE OF SERVICES

1. All work herein shall be conducted in accordance with Code of Federal Regulation CFR Title 49 Parts 191 (Annual Reports, Incident Reports, and Safety-Related Condition Reports); and 192 (Minimum Federal Safety Standards) are code requirements specific to the transportation of natural gas.

2. Furnish all labor, materials, and equipment necessary to perform cathodic protection system inspections, gas survey services and related services on six (6) NRHA operated systems per CFR 49, NACE, and other references prescribing sound engineering operations and maintenance to protect underground gas, heat trench and other metallic piping systems. A detailed site survey shall consist of detailed engineering evaluation to the existing cathodic protection systems to determine the adequacy of the protection being afforded the structures under consideration. The survey shall also include a Gas Leakage Survey complete with survey report.

Detailed testing to be conducted shall consist of, but not be limited to, the following:

3. Annual Structures to Soil Potential Measurements:

a. Annual Surveys to be performed scheduled during the months of June through August of each contract year.

b. Through the use of a copper/copper sulfate reference half-cell, pulse generators/current interrupters, and a wave form analyzer to record on and instant off, structure-to-soil potential measurements shall be obtained at the gas risers and water lines throughout five (5) of the communities being investigated.

CFR 49 Part 192 is the criteria that shall be used to evaluate potential readings and establish personnel qualifications. If any potential readings do not meet the established criteria, the cathodic protection system for the affected area will be adjusted so that the readings meet established criteria. Conduct rectifier meter reads, and analysis of previous 11 month reads. NRHA shall provide escort staff and system guidance to contractor throughout survey.

c. Using various electrical test methods (three 3), the effectiveness of the existing pipe insulators at each of the gas master meters shall be determined. Tests will be conducted to determine the integrity of existing insulators. Schedule cooperative interference testing at all properties with VNG to determine detrimental effects from both parties’ cathodic protection systems.

d. Upon completion of the site survey, the data will be compiled, analyzed and incorporated into a single hardbound written report that shall include the following:

• Description of all structures surveyed.

• Description of all test methods employed during the survey.

• Tabulation of all data including gas leak classification and repair actions required.

• Engineering analysis of collected data and results, including any adjustments to rectifiers made so that potentials meet established criteria.

• All monthly rectifier reports and data files provided by NRHA for the previous 12 months.

• Engineering recommendations for correction of deficiencies found, including a turnkey cost proposal to make repairs to include technical oversight, materials, labor and subcontractor cost (if any).

• Recommendations for continuing maintenance of the cathodic protection system.

• Summary of conclusions and recommendations.

• Personnel information including qualifications for conducting the survey and data/report evaluation.

• Reports shall be submitted within 30 days of each survey concluded.

• NRHA authorized/ordered repairs to any deficiencies identified in d. 6, above shall be accomplished within six (6) months of Report.

4. Conduct Annual Gas Leakage Survey (Annual Surveys, Scheduled concurrently with Paragraph 2 scheduled work):

a. Leakage survey each of five (5) communities shall be performed utilizing NRHA provided equipment including a Bascom-Turner Model RG1-201 Natural Gas Detector and a Southern Cross Corporation Flame-Pack 400. Tests of the atmosphere in gas, electric, telephone, sewer and water system manholes, cracks in pavement and sidewalks, along the pipelines to include risers and gas meter sets, manifolds, and at other locations providing an opportunity for finding gas leaks will be conducted.

b. This survey includes the requirements to conduct “patrolling gas mains,” “valve maintenance,” “evaluate exposed piping,” and “sniff test.” All tests, inspections, evaluations, and personnel qualifications shall conform to the requirements of CFR 49 and industry best practices. The NRHA Technical Representative shall be notified immediately of any leakage found and advised as to the seriousness of the hazard.

c. NRHA shall provide staff to escort and conduct on the spot minor leak repairs during the survey.

d. Upon completion of the site survey, the data will be compiled, analyzed and incorporated into a single hardbound written report that shall include the following:

• Description of all systems/components surveyed.

• Description of all test methods employed during the survey.

• Tabulating of all data including gas leak classification and required repair actions.

• Engineering analysis of collected data and results, including any noted deficiencies or potential for failure prior to next annual testing and inspection.

• Engineering recommendations for correction of deficiencies found, including a turnkey cost proposal to make repairs to include technical oversight, materials, labor and subcontractor cost (if any).

• Recommendations for continuing maintenance of the gas distribution system.

• Summary of conclusions and recommendations.

e. Reports shall be submitted within 30 days of each survey concluded.

d. NRHA authorized/ordered repairs to any deficiencies identified in 4.vi, above shall be accomplished within six (6) months of Report.

4. Additional Services on an “As-Needed’ Basis:

a. Additional testing will be conducted, if required, to establish the cause of any deficiencies and to furnish recommendations for the most technically and economically feasible method of implementing remedial measures.

b. The following services may be required on the as needed basis to include but not be limited to the following;

• Pinpoint leaks during gas leak survey or as needed;

• Corrosion control;

• Evaluation of existing physical plant and corrosion control system performance;

• Corrosion control system design for buried and submerged metallic structures;

• Construction, installation, and inspection;

• Management and compliance audits;

• Stray current evaluations;

• Material and coating evaluation and inspection;

• Cathodic protection (CP) field evaluations;

• Troubleshooting ineffective CP systems, anode and cable repair or replacement;

• Induced AC effects testing on CP systems;

• Coating condition testing;

• Close-interval structure-to-soil potential surveys;

• Underground pipe and structure locating;

• Design, specification and related services;

• Sacrificial-anode CP system design;

• Impressed-current CP system design;

• CP material specifications for purchase;

• Preparation of CP system specifications and CAD drawings;

• Preparation of life-cycle cost analyses of engineering alternatives;

• Generation of operation and maintenance manuals and/or gas emergency plans;

• Objective audits and/or development of operations maintenance and documentation procedures used for compliance with DOT requirements;

• Project Management;

• Feasibility studies;

• Needs assessment;

• Test and acceptance criteria;

• Installation oversight; acquisition support;

• Staff augmentation; and

• NRHA staff training.

5. Contractor shall respond with qualified personnel on-site within 24 hours of a call for emergency service needs by the NRHA Technical Contract Administrator or designee.

6. For each “as-requested need for services,” contractor shall submit a proposal complete with personnel required to perform the task, rates, materials, and/or other expenses that may be allowable under the contract. Proposal may be negotiated as fixed price and/or not to exceed cost based on services requested.

7. Green Adherence Standards:

The awardees of contracts under this solicitation will be required to supply products that adhere to and comply with the Commonwealth of Virginia’ Executive Order 19. EO 19 requires conservation and efficiency in the operation of state government. Information on EO 19 can be found at:

http://www.governor.virginia.gov/Issues/ExecutiveOrders/2010/EO-19.cfm

Awardees must have comprehensive understanding of available green materials and energy efficient products. All products provided under this solicitation must be earth-friendly, sustainable products that not only save significant amounts of water and power but also allow for a more energy efficient living environment. Products provided under this contract, shall whenever possible, adhere to Green Seal criteria for “green products” compliance. Vendors shall offer energy efficient light bulbs, fixtures including but not limited to: CFL, Cold Cathode, LED and Solar LED whenever possible. All products must meet or exceed green cleaning criteria such as being biodegradable and hypoallergenic, using recycled packaging, and containing no phosphates. Information on Green Seal may be found at:

http://www.greenseal.org

V. PRICING SCHEDULE

The Bidder agrees to provide all material, equipment, transportation and incidentals in accordance with the conditions of the bid and specifications for items (see Attachment A).

ALL DEVIATIONS FROM THE SPECIFICATIONS ARE TO BE NOTED IN THE BID

RESPONSE.

If no equals or substitutes are submitted, the bidder assures NRHA of full compliance with the specifications and conditions contained herein.

VI. BILLING SPECIFICATIONS

A. The contractor shall provide monthly invoices in electronic format; both in PDF and/or Excel. Invoices shall be in accordance to the requirements listed in this IFB. Electronic format shall be emailed to:

INVOICES@NRHA.US

B. Electronic invoicing is compliant with the Paper Reduction Act of 1995. However, if a contractor can show that the utilization of electronic means for invoicing is causing a hardship, a waiver may be granted. If you are a small business, you must contact the NRHA Small Business Representative prior to proposal submittal to register as a small business and complete the applicable paperwork.

C. All invoices shall show the contract number and/or purchase order number; and the federal employer identification number (for proprietorships, partnerships, and corporations).

D. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

E. All goods or services provided under this contract or purchase order, that are to be paid for with public funds, shall be billed by the contractor at the contract price, regardless of which public agency is being billed.

F. NRHA adheres to the prompt payment regulations as listed under 5 CFR Part 1315. The due date for making an invoice payment is as follows:

(1) The later of the following two events:

a) The 30th day after the NRHA Purchasing Department receives a proper and payable invoice from the contractor/vendor.

b) The 30th day after NRHA's acceptance of supplies delivered or services performed issued under a signed NRHA Purchase Order.

(2) For a final invoice, when the payment amount is subject to contract settlement actions, acceptance is deemed to occur on the effective date of the contract settlement.

Please refer to the following website for more information on submitting a proper and payable invoice, and when an invoice is considered late:

http://www.fms.treas.gov/prompt/index.html

G. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or the date of offset when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act.

H. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges.

Charges which appear to be unreasonable will be researched and challenged, and that portion of the invoice held in abeyance until a settlement can be reached. Upon determining that invoiced charges are not reasonable, NRHA shall promptly notify the contractor, in writing, as to those charges which it considers unreasonable and the basis for the determination. A contractor may not institute legal action unless a settlement http://www.fms.treas.gov/prompt/index.html cannot be reached within thirty (30) days of notification. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

VII. PROPOSAL PREPARATION AND SUBMISSION

A. General Requirements:

1. IFB Response: In order to be considered for selection, Offerors must submit a response to this bid through the Bonfire Interactive Portal. Registration is required and free.

https://nrha.bonfirehub.com/portal/?tab=openOpportunities

DO NOT RETURN THE SOLICITATION IN YOUR SUBMITTAL. ONLY SUBMIT

THE REQUIRED DOCUMENTS AND INFORMATION.

2. Proposal Preparation:

a. Bidders shall complete and submit the General Information form at the front of this solicitation.

b. Bidders shall complete blocks 12 through 17, including an affixed authorized signature, on the Solicitation, Offer, and Award form, page 1 of this solicitation, and submit with the Bid.

c. Bidders shall complete and submit the following attachments

Attachment B, Pricing Schedule Attachment C, Bidder’s Qualifications Attachment D, Non-Collusion Attachment E, Past Performance Write-Ups (three (3) must be submitted) Attachment F, Certifications and Representations Attachment G, Certificate of Compliance – Section 3 Attachment H, W9 Form Attachment I, Contractor License/Proof of Insurance Attachment J, Cathodic Protection/Gas line location

d. Offeror shall submit data/specification sheets for each product offered (if applicable).

e. Proposals should be prepared simply and economically providing a straightforward, concise description of capabilities to satisfy the requirements of the IFB. Emphasis should be on completeness and clarity of content.

f. Additional information such as company brochures, literature, or other marketing material, will be discarded and not used in the evaluation process. Non-compliant proposals may be removed from the competitive range.

g. Ownership of all data, material, and documentation originated and prepared for NRHA pursuant to the IFB shall belong exclusively to NRHA and be subject to public inspection in accordance with the Virginia Freedom of Information Act.

Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act.

However, to prevent disclosure the Offeror must invoke the protections of Section 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other materials is submitted. The written request must specifically identify the data or other materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable and may result in rejection of the proposal.

h. Failure to submit any of the required information may result in your bid being considered non-responsive and being removed from the competition.

VIII. SELECTION CRITERIA AND AWARD

A. Selection Criteria:

Selection shall be made without discussions with one responsive and qualified contractor who offers the lowest responsible price and who's offer totally complies with all required solicitation requirements.

IX. PRE-PROPOSAL CONFERENCE

No Pre-Bid Conference will be held for this effort. Bidders are strongly encouraged to submit all questions, comments, or concerns to the buyer so named at the top of this IFB before the question and answer deadline.

X. AMENDMENTS

Any AMENDMENTS issued for this solicitation may be accessed at:

https://nrha.bonfirehub.com/portal/?tab=openOpportunities

Since a paper copy of the amendments will not be mailed to you, we encourage you to check the web site regularly.

XI. SPECIAL CONTRACT REQUIREMENTS

Section 3 Clause

A. The work to be performed under this contract is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 170lu (Section 3). The purpose of Section 3 is to ensure that employment and other economic opportunities generated by HUD assistance or HUD-assisted projects covered by

Section 3, shall, to the greatest extent feasible, be directed to low and very low-income persons, particularly persons who are recipients of HUD assistance for housing.

B. The Contractor is responsible for making every effort to ensure that employees from NRHA Section 3 residents have first right of refusal when hiring new employees under this contract.

C. The parties to this contract agree to comply with HUD’s regulations in 24 CFR Part 135, which implement Section 3. As evidenced by the execution of this contract, the parties to this contract certify that they are under no contractual or other impediment that would prevent them from complying with the part 135 regulations.

D. The contractor agrees to send to each labor organization or representative of workers with which the contractor has a collective bargaining agreement or other understanding, if any, a notice advising the labor organization or workers’ representative of the contractor’s commitments under this Section 3 clause, and will post copies of the notice in conspicuous places at the work site where both employees and applicants for training and employment positions can see the notice. The notice shall describe the Section 3 preference, shall set forth minimum number and job titles subject to hire, availability of apprenticeship and training positions, the qualifications for each; and the name and location of the person(s) taking applications for each of the positions; and the anticipated date the work shall begin.

E. The contractor agrees to include this Section 3 clause in every subcontract subject to compliance with regulations in 24 CFR Part 135, and agrees to take appropriate actions, as provided in an applicable provision of the subcontract or in this Section 3 clause, upon a finding that the subcontractor is in violation of the regulations in 24 CFR Part

135. The contractor will not subcontract with any subcontractor where the contractor has notice or knowledge that the subcontractor has been found in violation of the regulations in 24 CFR Part 135.

F. The contractor will certify that any vacant employment positions, including training positions, that are filled: 1) after the contractor is selected but before the contract is executed, and 2) with persons other than those to whom the regulations of 24 CFR Part 135 require employment opportunities to be directed, were not filled to circumvent the contractor’s obligations under 24 CFR Part 135.

G. Non-compliance with HUD’s regulations in 24 CFR Part 135 may result in sanctions, termination of this contract for default, and debarment or suspension from future HUD assisted contracts.

H. With respect to work performed in connection with Section 3 covering housing assistance, section 7(b) of the Indian Self-Determination and Education Assistance Act (25 U.S.C. 450e) also applies to the work to be performed under this contract. Section 7(b) requires that to the greatest extent feasible (I) preference and opportunities for training and employment shall be given to Indians, and (ii) preference in the award of contracts and subcontracts shall be given to Indian organizations and Indian-owned Economic Enterprises. Parties to this contract that are subject to the provisions of Section 3 and Section 7(b) agree to comply with Section 3 to the maximum extent feasible, but not in derogation of compliance with Section 7(b).

§ 2.2-4311.2. Compliance with state law; foreign and domestic businesses authorized to transact business in the Commonwealth.

I. A contractor organized as a stock or non-stock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 or as otherwise required by law.

J. A bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 shall include in your bid or proposal the identification number issued to it by the State Corporation Commission. Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law shall include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized.

K. Any bidder or offeror described in subsection B that fails to provide the required information shall not receive an award unless a waiver of this requirement and the administrative policies and procedures established to implement this section is granted by the Director of the Department of General Services or his designee or by the chief executive of a local governing body.

L. Any business entity described in subsection A that enters into a contract with NRHA pursuant to this law shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract.

M. NRHA may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section. (2010, c. 634.)

Cooperative Procurement (Contract Available For Use By Other Public Entities)

N. This procurement is being conducted by Norfolk Redevelopment and Housing Authority (NRHA or the Authority) in accordance with the provisions of Virginia Code § 2.2-4304.

Except for contracts for architectural and engineering services, if agreed to by the Contractor(s), Supplier(s) or Vendor(s), henceforth referred to as the Contractor, other public bodies may utilize the resultant contract(s), henceforth referred to as the contract.

Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor, the resultant contract will be extended to the public bodies indicated above to purchase at contract prices in accordance with contract terms.

O. The Contractor shall notify NRHA in writing of any such institutions accessing the contract. No modification of this contract or execution of a separate contract is required to participate. The Contractor will provide semi-annual usage reports for all entities accessing the Contract.

P. Participating entities shall place their own orders directly with the Contractor and shall fully and independently administer their use of the contract to include contractual disputes, invoicing and payments without direct administration from the lead-issuing institution. NRHA shall not be held liable for any costs or damages incurred by any other participating public body as a result of any authorization by the Contractor to extend the contract. It is understood and agreed that the Authority is not responsible for the acts or omissions of any entity and will not be considered in default of the contract no matter the circumstances. Use of this contract does not preclude any participating entity from using other contracts or competitive processes as the need may be.

Q. Reference Documents: The following documents shall form a part of this solicitation and are available for download at the below sites:

1. The Commonwealth of Virginia Vendors Manual http://www.eva.virginia.gov/learn-about-eva/vendors-manual.htm

2. NRHA’s Terms and Conditions http://www.nrha.us/opportunities

3. Attachment J – HUD Form 5370 General Conditions Non-Construction work

R. Nondiscrimination of Contractors: A bidder, offeror, or contractor shall not be discriminated against in the solicitation/contract or award of this contract because of race, religion, color, gender, national origin, age, disability, faith-based organizational status, any other basis prohibited by Federal and state law relating to discrimination in…