1-IFB PR2529-170-26 Residential Moving Services.pdf

Norfolk Redevelopment and Housing Authority

Invitation for Bid

# PR2529-170-26

for

Residential Moving Services

September 4, 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 757-724-9663.

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 PR2529-170-26

GENERAL INFORMATION FORM

QUESTIONS: All inquiries for information regarding this solicitation should be submitted through the Bonfire Interactive Portal. The deadline for questions is September 17, 2025 at 2:00 PM EST. No questions shall be answered after that date.

DUE DATE: Sealed Bids will be received until September 30, 2025, 2:00 PM Eastern Standard Time. Bid submissions will not be accepted once the due date and time has been reached.

ADDRESS: Proposals must be submitted through the Bonfire Interactive Portal (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 21

1. CONTRACT NUMBER

2. SOLICITATION NUMBER

PR2529-170-26

3. TYPE OF SOLICITATION

SEALED BID (IFB)

NEGOTIATED (RFP)

SOLE SOURCE

4. DATE ISSUED

9/4/2025

5. CHANGE/TASK NUMBER

6. ISSUED BY

Norfolk Redevelopment and Housing Authority Purchasing Services Office 555 East Main Street, 17th 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. RESIDENTIAL MOVING SERVICES

9. FOR

INFORMATION

CALL:

A. NAME

Brian White

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

Bwhite@nrha.us

AREA CODE

NUMBER

724-9663

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 6

V. PRICING SCHEDULE 16

VI. BILLING SPECIFICATIONS 17

VII. PROPOSAL PREPARATION AND SUBMISSION 18

VIII. SELECTION CRITERIA AND AWARD 19

IX. PRE-PROPOSAL CONFERENCE 19

X. AMENDMENTS 19

XI. SPECIAL CONTRACT REQUIREMENTS 20

XII. ATTACHMENTS 23

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)

Brian White, Vice President of Federal Programs

22. NORFOLK REDEVELOPMENT AND HOUSING AUTHORITY

(Signature of Contracting Officer)

23. AWARD DATE

NRHA FRM 25-009

PR2042-042-23

I. BID COVER SHEET

Norfolk Redevelopment and Housing Authority, hereafter referred to as NRHA, hereby seeks sealed bids for Residential Moving Services throughout the city of Norfolk, VA. Bids will be received through the Bonfire Interactive Portal until 2:00 PM Norfolk, Virginia local time on Tuesday, September 30, 2025. Bid submissions will not be accepted once the due date and time has been reached. Final date for questions is Wednesday, September 17, 2025, at 2:00 PM Norfolk, Virginia local time. After this date and time, questions will not be accepted.

For Information, please contact:

Name: Brian White

Email: bwhite@nrha.us

Bids must be submitted through

NRHA Bonfire Interactive Portal

Attachment A – HUD Form 5369 Instructions to Bidders for Non-Construction shall apply to this bid.

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. It is NRHA’s intention to award a contract to multiple contractors.

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 and/or services 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: it is the intent the period of performance is estimated for a four

(4) year period. 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; Contracting Officer

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. The following documents are applicable to this bid and are available for download at the below websites:

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

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. The selected contractor(s) will provide comprehensive, phased relocation services for elderly and disabled residents at two sites undergoing RAD/Section 18 blend conversions. The Contractor shall provide all supervision, personnel, labor, materials, tools, equipment, vehicles, and transportation necessary to move residential household furnishings, goods, and personal effects which may include fragile items.

Moving services may include packing, moving, and unpacking residents’ belongings from one public housing unit to another public housing unit or housing choice voucher unit, as needed, for the purpose of reasonable accommodation and/or unit modernization or demolition.

Scope of Work Includes:

The selected moving vendor will provide professional relocation services in coordination with the Norfolk Redevelopment and Housing Authority (NRHA) and its designated teams. Services will include:

• Packing, Transportation, and Unpacking

1. Safely pack, transport, and unpack household belongings for all leaseholders and authorized occupants, ensuring the protection of items during all phases of the move.

• Accessibility and Accommodation Sensitivity

1. Ensure that moving crews are sensitive to the needs of residents requiring mobility assistance, sensory accommodations, or other reasonable modifications.

2. At least one crew leader or vendor representative assigned to each move must be fluent in English.

3. Vendor staff must demonstrate awareness and responsiveness to diverse resident needs, including physical, sensory, and cognitive considerations, in compliance with ADA requirements and NRHA guidance.

• Language Access

1. While NRHA will provide primary translation services when required, the vendor must cooperate with translators and be sensitive to residents with Limited English Proficiency (LEP).

2. Vendor staff should demonstrate patience and adaptability when interacting with LEP residents to ensure clear communication and understanding of moving procedures.

• Resident Communication and Complaint Resolution

1. Maintain a documented complaint resolution process, including:

1. Immediate logging of all complaints related to moving services.

2. Sharing complaint records and resolutions with NRHA’s Relocation Team within one (1) business day of receipt.

3. Coordinating with the Relocation Team on resolutions involving resident concerns, service delays, or property damage.

• Team Coordination

1. Collaborate with NRHA’s Relocation, Property Management, and Occupancy teams to ensure timely and efficient service delivery aligned with project timelines.

Performance Specifications

• Timeliness: Moves must be completed within the scheduled timeframe provided by NRHA’s Relocation Team.

• Quality of Service: No more than 5% of moves in a project phase may result in substantiated complaints regarding damage, delay, or staff conduct.

• Accessibility Compliance: 100% of moves requiring accessibility accommodations must be completed in accordance with documented needs.

• Complaint Reporting: All complaints must be logged and submitted to NRHA’s Relocation Team within one (1) business day of receipt.

• English Proficiency Requirement: At least one English-fluent vendor representative must be onsite during all moves.

Vendor Deliverables

The vendor will be responsible for providing the following to NRHA’s Relocation Team:

• Move Schedules – Weekly schedules of all planned moves, updated in real time for any changes.

• Resident Sign-Off Forms – Completed and signed move-in/move-out checklists for each household.

• Complaint Logs – Written log of all complaints received, including date, resident name, nature of complaint, and resolution status, submitted within one

(1) business day of receipt.

• Damage Reports – Documentation of any damages noted before or after the move, with photographs when applicable.

• Accessibility Accommodation Reports – Documentation of accommodations provided for residents with mobility, sensory, or other impairments.

B. Phasing and Timing – Sykes Midrise

Relocation activities for the Sykes Midrise property are anticipated to begin in November 2025 and will be executed in five (5) total phases:

• Phases 1–4: Each phase will include the relocation of approximately 24–28 occupied units.

• Phase 5: A final phase will address the relocation of approximately 7 units.

Move Type:

All moves will be temporary relocations, with each household relocated to an alternate unit for an estimated 4–6 month period while renovations are completed in their original unit.

Upon completion of renovation, households will return to their original or an equivalent renovated unit.

Unit Inspections:

• Unit inspections are a required part of the relocation process and will occur 20–30 days prior to each resident’s scheduled move date.

• Inspections will be coordinated by NRHA’s Relocation Team and conducted jointly with the moving vendor to:

o Identify potential moving challenges (e.g., excessive furniture, fragile items, accessibility needs).

o Document the condition of the unit and resident belongings prior to packing.

o Confirm any special accommodations or equipment needs for the move.

• Vendors must plan staff availability for these inspections as part of their resource allocation for each phase.

Overall Project Duration:

The phased relocation process will continue through final move-ins, with project completion projected for mid-to-late 2027. NRHA will coordinate phase start and end dates with the moving vendor to align with construction schedules and ensure minimal disruption to residents.

Operational Considerations:

• Moving vendors must be prepared to conduct moves on weekdays during normal business hours, with occasional weekend moves as required.

• Scheduled moves within each phase must be completed within the timeframe specified by NRHA’s Relocation Team to meet construction turnover deadlines.

• Temporary unit assignments will be confirmed prior to the start of each phase, with the vendor receiving move lists at least 10 business days in advance of the first scheduled move date for that phase.

Phasing and Timing – Partrea Midrise

Similar relocation services will be required for the Partrea Midrise property, with activities expected to begin in late 2026. The specific phasing, unit counts, and timing for this project will be finalized later in 2025 and communicated to the selected moving vendor with sufficient lead time for planning and resource allocation. Unit inspections for Partrea will follow the same 20– 30 day pre-move protocol as Sykes Midrise.

D. It is NRHA’s intention to award a contract to multiple contractors.

E. Contractors must comply with section XI. Special Contract Requirements – Section 3 Clause.

F. GENERAL CONTRACTOR REQUIREMENTS:

1. The Contractor must have a minimum of three years’ experience in providing professional moving services for residential properties.

2. The Contractor must be in-compliance with all laws and regulations in executing the work, including any Federal, State, or local Safety and Environmental law and regulations.

3. The Contractor must maintain and submit to NRHA, a Property Carrier Permit from the Virginia Department of Motor Vehicles (DMV) for residential moving services of 30 miles or less in the state of Virginia.

4. The Contractor shall obtain all necessary permits needed to perform the work under the resulting contract. The NRHA will not be responsible for the cost of permits.

5. For security measures, the Contractor’s employees shall wear uniforms, carry company identification badges, or provide other means, acceptable to the NRHA, that identifies authorized employees or subcontractor personnel at all times while working on NRHA properties.

6. The Contractor shall provide an onsite supervisor during all moves.

7. The Contractor shall attend all project briefings, pre-move orientations, and/or periodic check-ins with NRHA Property Management Staff and Relocation Specialist.

8. The Contractor shall receive written approval by the NRHA Contracting Officer prior to awarding any subcontractor agreements in the fulfillment of the contract resulting from this IFB.

9. The Contractor shall include the General Terms and Conditions, the Additional Terms and Conditions; the Special Terms and Conditions in every subcontract and ensure subcontractor compliance.

10. The Contractor’s employees shall be in good general health with at least one member of each moving crew being fluent in English and able to communicate effectively with residents, ensuring respectful, patient communication during walkthroughs and moves.

11. The Contractor shall immediately contact the resident’s Property Manager and/or Relocation

Specialist with 24 hours regarding incidents of poor resident interaction(s). The Contractor must provide the resident’s Property Manager and/or Relocation Specialist a copy of any complaints against the Contractor’s employees and/or the employees of any subcontractors, alleging poor resident interactions. All complaints shall be responded to within 72 hours of being notified by the resident’s Property Manager and/or Relocation Specialist.

G. LOCATIONS:

1. Moving services specified herein will be ordered via Task Orders on an as-needed basis.

Moving services may be ordered for any of the residential units. The properties that will be served by the resultant contract are as follows:

PROPERTY* ADDRESSES** Property Manager

Partrea Midrise 701 Easy Street Debra Miller – 314-4214

Sykes Midrise 555 East Liberty Street Cheryl Saunders– 314-1525

3. Addresses are, in some cases, general locations predominantly based on management office locations.

H. ESTIMATED SIZE OF UNIT SPACES:

1. It is estimated that the NRHA will require between 350-400 residential moves over an estimated four (4) year period. This is only an estimate and shall not be construed as specifying, implying and/or guaranteeing any specific quantity of moves during the estimated four (4) year period.

2. Below are the estimated square footages of the unit spaces:

a. One (1) bedroom – 601 Square Feet

b. Two (2) bedroom - 780 Square Feet

3. All units include a living room, kitchen, 1 to 2 bathrooms, and in some cases, dining rooms.

I. MOVING SERVICES ONLY:

1. Residential moving efforts will be coordinated by the resident’s current community Property Manager in coordination with Relocation Specialist J&G Workforce Development.

2. Some residents may prefer to pack and unpack their own goods for relocation. If packing materials are needed, the Contractor shall deliver the requested packing materials to the household being moved. If the resident is not at home, the Contractor shall leave notification on the door and deliver the packing materials to the resident’s rental office.

3. Moves may not begin before 8:00 a.m. and must be completed by 8:00 p.m. the same day, unless otherwise agreed to by the Property Manager or Relocation Specialist. All “move only” services must be completed the same day the move begins unless otherwise approved by the Property Manager and Relocation Specialist who coordinated the move.

4. The Contractor may be required to move appliances as needed, (refrigerators, freezers, stoves, window air conditioners, washers and/or dryers). NRHA or resident will be responsible for reconnecting all appliances.

5. All appliances being moved must be empty. The Contractor shall not be responsible for removing any items from refrigerators, freezers and/or washers and dryers.

6. The Relocation Specialist shall contact the Contractor at a minimum of five (5) days before the required move via telephone or email to schedule a walk-thru of the unit.

7. If the move is considered an emergency the Contractor shall visit the unit within 24 hours of the email or phone call request. Emergency moves shall be for situations that only involve loss of life, loss of property, or the immediate threat to the health and safety of the resident.

8. Property Maintenance Staff and The Relocation Specialist shall accompany the

Contractor during all walk-thrus.

9. The walk-thru of the unit shall establish the following:

a. Familiarity of the unit and its surroundings;

b. Address any safety issues or resident special needs;

c. Determination of services needed (i.e. move only or full service);

d. Estimated need of packing materials;

e. Moving date and time;

f. Resident involvement in the moving process; and

g. Submission of cost for task order.

J. PACKING, MOVING AND UNPACKING SERVICES:

1. Residential moving efforts will be coordinated by the resident’s current community

Property Manager in conjunction with Relocation Specialist J&G Workforce Development.

2. The Property Manager shall contact the Contractor at a minimum of thirty (30) days before the required move via telephone or email to schedule a walk-thru of the unit.

3. The Relocation Specialist shall accompany the Contractor during all walk-thrus.

4. The walk-thru of the unit shall establish the following:

a. Familiarity of the unit and its surroundings.

b. Address any safety issues or resident special needs.

c. Determination of services needed (i.e. move only or full service)

d. Estimated need of packing materials

e. Moving date and time

f. Resident involvement in the moving process

g. Submission of cost for task order

5. The Contractor may be required to move appliances as needed, (refrigerators, freezers, stoves, window air conditioners, washers and/or dryers). NRHA or the resident will be responsible for reconnecting all appliances

6. Packing, moving and unpacking services shall include:

a. Breaking down and setting up of beds, headboards, dressers and mirrors

b. Packing and unpacking of dry food goods

7. Packing, moving, and unpacking services shall not include:

a. Packing of perishable food items

b. Hanging of pictures or curtains rods and curtains

c. Appliance hook-ups/set ups such as washers and dryers and window air conditioners.

8. Packing, moving and unpacking services shall take no more than two days to complete.

Additional time must be approved by the NRHA Property Manager who coordinated the move.

K. MOVING SERVICES ORDER PROCESS:

1. Charges for cancellation of a scheduled move shall not apply if the Contractor is given at least a 24 hour-advance notice to cancel the move.

2. Unless otherwise approved by the NRHA Contracting Officer, no residential moving services shall commence without an executed task order signed by the NRHA Contracting Officer.

3. Within 24 hours of the walk-thru, the Contractor shall provide a written quote to the

Property Manager. If the quote is approved, the Property Manager shall submit the quote along with a request for a task order to the NRHA Procurement Department. The NRHA Procurement Department will process the task order and forward it to the Contractor for Contractor signature and NRHA Contracting Officer execution.

4. Request for residential moving services shall be provided to the Contractor via task orders. Task orders will contain the Contractor’s quoted cost, resident’s name, current address, contact number, property manager’s name and contact number, current unit’s bedroom size, move date, type of service required, the address to which the resident will move to, and its bedroom size. Only the NRHA Contracting Officer shall approve changes to executed task orders.

5. Situations may arise that will require less than a five (5) day notice, (i.e. emergency moves). The Contractor shall conduct a walk-thru and forward a quote to the resident’s property manager within 24 hours. A verbal or email notice to proceed from the NRHA

Contracting Officer or his approved administrator may be given to the Contractor to commence the move while the task order is being prepared for full execution.

6. When the move is completed, the Contractor shall obtain the signature and date on the bill of lading or move receipt from the resident in which the services were rendered. The signed and dated bill of lading or move receipt shall be submitted along with the Contractor’s invoice for payment.

7. Submitted invoices shall contain the following information:

a. Quoted cost;

b. The contract number;

c. Task order number;

d. The resident’s name;

e. Type of move;

f. The “move from” address and unit type;

g. The “move to” address and unit type;

h. The date of service(s); and I. Itemized list of packing materials used or provided to resident

L. PACKING MATERIALS:

The Contractor shall use and/or provide the below boxes and packing materials. For the purpose of this section, box sizes are estimated.

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

RESPONSE PRICING SCHEDULE.

a. Small Box 16”x12”x12”

b. Medium Box 18”x16”x16”

c. Large Box 24”x 18” x 18”

d. Roll of wrapping paper 10lbs.

e. Wardrobe with rod

f. Dish Pack

g. Tape

M. SAFETY:

1. The Contractor shall comply with all Occupational Safety and Health Administration (OSHA), City and State Occupational Health Standards and any other applicable rules and regulations.

2. The Contractor shall be held responsible for the safety of its employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and/or around the work site area under the resulting contract.

3. The Contractor shall be responsible for the security of all materials, tools, and equipment used in the conduct of the work while on NRHA properties.

4. The Contractor shall observe all safety precautions as not to endanger tenants, the public in general and/or damage NRHA property.

N. DAMAGES:

1. The Contractor shall notify the NRHA Property Manager of any damage to NRHA property or private property caused by performance of work under this contract including, but not limited to, damage to grounds, trees, shrubbery, beds, sidewalks, driveways, parking lots, vehicles, building exteriors, floors, walls, doorways, or elevators during the work.

2. The Contractor shall be responsible for repairs to, or replacement of, damaged property, and timely remediation of any water damage, at no additional cost to the

NRHA.

3. At no time, (without prior permission from the NRHA Property Manager responsible for the move or the NRHA Contracting Officer), is the Contractor allowed to park vehicles on NRHA grass or sidewalks. Any damage to NRHA property or private property as a result of improperly parked vehicles will be the responsibility of the Contractor.

O. DELAYS:

In the event of any delays in service, the Contractor shall give immediate notice via email or phone call to resident’s current property manager and Relocation Specialist. Multiple late arrivals, no-shows, poor resident interactions or unresolved complaints constitutes a default in promised services. Default in promised services, (without accepted reasons), authorizes the NRHA to purchase services elsewhere and charge the full increase in cost and handling to the defaulting Contractor.

P. INSURANCE:

1. The Contractor shall have and maintain appropriate and applicable insurance coverage.

The required insurance are as follows:

a. Worker’s Compensation Insurance

b. Automobile Liability Insurance of not less than $1,000,000.00 per occurrence

c. General Liability Insurance of not less than $1,000,000.00 per occurrence

d. Cargo Insurance at the minimum of $.60 per pound per item

2. The Contractor must submit certificate of insurance to NRHA showing proof that the required insurance is in force before performance on the contract begins.

3. NRHA reserves the right to terminate the contract if the Contractor fails to maintain the required insurance. It is recommended that the Contractor instructs its insurance provider to automatically email updated certificates of insurance to the NRHA buyer named on the contract before the current certificate expires.

Q. CONTRACTOR INSURANCE CLAIMS:

Per the Virginia Division of Motor Vehicles (DMV) if the contractor receives a claim for damages resulting from providing services, the contractor shall:

1. On the claim itself, write the date you received it.

2. Within 30 days, send the claimant a written acknowledgement of receipt of the claim.

3. Within 120 days, you must:

a. Pay the claim, or

b. Send written notification that you decline to pay the claim, or

c. Make a firm compromise settlement offer in writing.

4. If the claim is not processed or disposed of within 120 days, send the claimant a written report of the status of the claim every 30 days, along with the reasons for the delay.

5. You may not, by contract or otherwise, shorten the length of time a person has for filing a claim to less than 30 days or shorten the time for filing a suit to less than two years.

R. 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 labor, equipment, materials, transportation, incidentals, and permits to provide comprehensive, phased relocation services for elderly and disabled residents at two sites undergoing RAD/Section 18 blend conversions.

A. Bidder shall complete and submit Attachment B – Pricing Schedule.

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

RESPONSE.

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

http://www.greenseal.org/

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.

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

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 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 comply with Attachment A - HUD Form 5369 Instructions to Bidders for Non-Construction

b. Bidders shall complete and submit Pricing Schedule Attachment B.

c. Bidders shall complete and submit Attachment C – W9.

d. Bidders shall complete and submit Attachment D for three (3) past performance write-ups for work of similar and size as stated in the specifications.

e. Bidders shall complete and submit Attachment E – Certifications and Representations.

f. Bidders shall complete and submit Attachment F – Certificate of Compliance Section 3.

g. Bidders shall complete and submit Attachment G – Bidder Qualifications

h. Bidders shall complete and submit Attachment H – Non-Collusion Affidavit.

i. Bidders shall submit proof of insurance per paragraph P of section IV Statement of Need/Specifications.

j. Bidders shall submit the completed General Information Form.

k. Bidders shall complete and submit the SOLICITATION, OFFER AND AWARD form.

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

m. 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.

n. 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.

o. 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.