1-PR2336-336-25 Elevator Maintenance and Repair Services - Midrises.pdf

Norfolk Redevelopment and Housing Authority

Request for Proposal

# PR2336-336-25

for

Elevator Maintenance and Repair Services - Midrises

October 17, 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

RFP PR2336-336-25

GENERAL INFORMATION FORM

QUESTIONS: All inquiries for information regarding this solicitation should be posted to the Bonfire Interactive Portal. The deadline for questions is Thursday, October 30, 2025 at 3:00 pm. No questions shall be answered after that date and time.

DUE DATE: Sealed Proposals will be received until Friday, November 14, 2025 at 3:00 PM. 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 (see prior page for information).

In compliance with this Request for Proposal 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.

PRE-PROPOSAL CONFERENCE: See Section VIII for information regarding a pre-proposal conference.

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 Request for Proposal 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

(See Section XI, paragraphs I through M of this RFP)

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. PURPOSE

II. CONTRACT PERIOD

III. BACKGROUND

IV. STATEMENT OF NEED

V. BILLING SPECIFICATIONS

VI. PROPOSAL PREPARATION AND SUBMISSION

VII. SELECTION CRITERIA AND AWARD

VIII. PRE-PROPOSAL CONFERENCE

IX. AMENDMENT

X. CONTRACT ADMINISTRATION

XI. SECTION H - SPECIAL CONTRACT REQUIREMENTS

XII. ATTACHMENTS

SOLICITATION, OFFER AND AWARD Page of Page

1 22

1. CONTRACT NUMBER

2. SOLICITATION NUMBER

PR2336-336-25

3. TYPE OF SOLICITATION

SEALED BID (IFB)

NEGOTIATED (RFP)

SOLE SOURCE

4. DATE ISSUED

10/17/2025

5. CHANGE/TASK NUMBER

6. ISSUED BY

Norfolk Redevelopment and Housing Authority

Purchasing Services Office

555 E. Main Street, 7th Floor

Norfolk, VA 23510

7. SUBMIT INVOICES TO:

INVOICES@NRHA.US

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

SOLICITATION

8.Proposals must be submitted through the Bonfire Interactive Portal (see prior page for information).until Friday, November 14, 2025 at 3:00 p.m.

local time. CAUTION: LATE Submissions, Modifications, Withdrawals: All offers are subject to all terms and conditions contained in this solicitation.

9. FOR

INFORMATION

CALL:

A. NAME

Roxanne M. Potts, VCA, A.P.P.

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

rpotts@nrha.us

AREA CODE

NUMBER

314-2044

EXT

10. TABLE OF CONTENTS

SEC DESCRIPTION PAGE SEC DESCRIPTION PAGE

I. PURPOSE 2

II. CONTRACT PERIOD 2

III. BACKGROUND 2

IV. STATEMENT OF NEED 3

V. BILLING SPECIFICATIONS 13

VI. PROPOSAL PREPARATION AND SUBMISSION 14

VII. SELECTION CRITERIA AND AWARD 18

VIII. PRE-PROPOSAL CONFERENCE 19

IX. AMENDMENT 19

X. CONTRACT ADMINISTRATION 20

XI. SECTION H - SPECIAL CONTRACT REQUIREMENTS 20

XII. ATTACHMENTS 22

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

PR2336-336-26

I. PURPOSE

A. The purpose of this Request for Proposal (RFP) is to establish a contract with one qualified Contractors to provide a full-service maintenance agreement, including repairs for elevators, as specified in Section V Statement of Need, for Norfolk Redevelopment and Housing Authority (NRHA) in Norfolk, Virginia, a political subdivision of the Commonwealth of Virginia.

B. The solicitation covers NRHA’s elevators listed below. Contractors shall have a minimum ten

(10) year record of successful experience in the business of installing and/or servicing elevators of the type covered in this RFP. The Contractor shall not subcontract any elevator services under this RFP and its resulting contract. Offerors shall have adequate staff to provide emergency callback service requests within one (1) hour of receipt of call by NRHA.

C. Final date for questions is Thursday, October 30, 2025 at 3:00 pm. After this date and time, questions will not be accepted.

II. CONTRACT PERIOD:

A. Any proposal submitted in response to this RFP shall be valid for (120) days. At the end of the (120), days the offer may be withdrawn at the written request of the offeror. If the offer is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

B. NRHA anticipates awarding a five (5) year contract, base plus four one-year options. Exercise of option years will be based on availability of funds and satisfactory performance of the contractor

C. OPTION EXERCISE - The Offeror will be notified within ninety (90) days prior to the end of the contract whether an option year will be exercised, or not. Option exercise is the sole right and prerogative of NRHA. A submission in response to this RFP will constitute acceptance of terms and conditions of the RFP. The Offeror shall be obligated by acceptance of an awarded contract for the base year and each option year.

III. BACKGROUND

A. The incumbent contractor is Atlantic Blue Ridge.

B. NRHA currently owns six elderly Midrise facilities which have a total of twelve (12) elevators.

Midrise Number

Elevators Year Overhauled

Year Rebuild

Type

Hunters Square 2 2002 and 2003 N/A General

Partrea 6 N/A 2002 Southeastern

Bobbitt 2 N/A 2002 Southeastern

Sykes 2 N/A 2002 Southeastern

V. STATEMENT OF NEED

The NIGP Commodity Code(s) for this effort are/is: 29500; Elevators, Escalators, and Moving Walks (Building Type), 29570 Passenger Elevators and Parts, 91000 BUILDING MAINTENANCE, INSTALLATION AND REPAIR SERVICES

A. GENERAL REQUIREMENTS:

The Contractor shall provide a full-service maintenance agreement, including repairs, and repair parts for elevators as specified as listed above. All materials must be new; repaired and/or refurbished parts and materials are not allowed under this contract.

1. The contractor shall furnish all material, labor, supervision, tools, supplies, and equipment necessary to provide full maintenance services, including inspections, adjustments, tests, parts replacement, and repairs necessary to keep the elevators in continuous use at their originally specified design and performance ability (speed, capacity, safety, efficiency, etc.)

as specified by the original equipment manufacturer (OEM) or to any enhancement provided by upgrade and/or refurbishment. All tests (safety and other), inspections, maintenance adjustments, repairs, and any enhancements or modifications to the elevators or associated equipment shall be performed as recommended and in compliance with the current editions of Uniform Statewide Building Code, ANSI/AASME A17.1, Safety Code for Elevators and Escalators, A17.2, Inspector’s Manual for Elevators and Escalators, and A17.3, Safety Code for Existing Elevators and Escalators. Contractor shall use new manufacturer's parts and manufacturer's lubricants or industry approved equivalent. All parts furnished under this Contract shall be new and genuine manufacturers recommended or authorized replacement parts and lubricants. Use of used parts is strictly prohibited.

2. The following is hereby excluded from this maintenance contract and may or may not be awarded under this contract:

a. Refinishing, repairing or replacement of car enclosure, gates and/or door panel hoist way enclosure, hoist way door panels, door frames and sills, hoistway gates, finished flooring, car light diffusers, light tubes/bulbs, power feeder switches, their wiring and fusing, hydraulic cylinder, underground piping, smoke or heat sensors, emergency car light and batteries, telephone/communication devices.

3. At a minimum, full service maintenance shall be provided once per month on all equipment.

Service shall include, but not be limited to, routine maintenance, testing, examining, cleaning, adjusting and lubricating all machines, motors, generator, and controller parts and all necessary equipment as necessary for the proper and safe operation of the elevators.

Service calls for unexpected problems shall be included under this maintenance contract at no extra cost to NRHA.

4. The contractor shall obtain all necessary licenses and/or permits required to perform this work. The contractor shall forward copies to NRHA for the contract files.

5. The contractor shall provide personnel fully trained, holding current journeyman's or permanent mechanic license and possessing minimum work-related experience in the elevator trade with at least four years of recent (within the last six years) experience in the operation and maintenance of the similar elevators as described in this solicitation. In addition, elevator mechanics shall be certified through the NEIEP (National Elevator Industry Education Program). An NEIEP certified elevator mechanic shall be present, supervise, and perform final inspection of any work performed under this contract. Employees shall be licensed to work in the Commonwealth of Virginia.

6. The contractor shall have in its possession throughout the life of the contract all diagnostic equipment and an adequate supply of spare parts necessary to fully maintain, test, repair, adjust, or reprogram any of the elevator system(s). A list of the above shall be provided to NRHA within thirty (30) days after contract award.

7. The contractor shall be responsible for all items and/or equipment presently installed on and/or operating elevators.

8. The contractor shall perform all work and non-emergency tests, except for emergency callback service, during regular working hours of regular working days, which are 8:00 a.m.

to 4:30 p.m. Monday through Friday, excluding State holidays. All monthly maintenance work shall be performed between the first and fifteenth day of each month.

9. In order to confirm labor hours for service calls and inspections performed, the contractor and his/her personnel shall log in upon arrival and out after completion of each service call and/or inspection as follows:

Midrise Log In Time Log Out Time

Location (elevator)

Hunter Square

Partrea

Bobbitt

Sykes

10. Upon arrival at each Midrise, the contractor and his/her personnel shall be properly identified by means of a company picture identification card/badge. The contractor shall provide the Midrise Manager or Midrise Maintenance Mechanic and/or their designee at each Midrise a copy of their service acknowledgement form upon completion of service and logging out. The work order tickets or acknowledgement form shall furnish the following information;

a. Name and address of Contractor and Contract Number.

b. Name of Contractor's employee in charge of the work.

c. Dates work was performed and hours expended.

d. Description of work performed, equipment identification and campus location. Service ticket shall identify the problem, description of corrective measures taken and date and time unit was returned to regular service.

e. Signature of Contractor's employee and signature of Midrise maintenance staff.

f. FAILURE to turn in required maintenance and service tickets for each visit shall constitute a reason for non-payment and/or withholding of monthly maintenance funds.

11. The contractor shall provide an On-Call Duty Schedule List for after hour emergency contact.

12. The contractor shall immediately notify NRHA in writing of the existence or the development of any defects in, or repairs required to, the elevator which the Contractor considers are not his responsibility, and shall furnish a written estimate, when requested, of the cost. Final determination of responsibility shall be made by NRHA.

13. The contractor shall be responsible for all incidental charges including, but not limited to, parking, tolls, mileage, phone calls, etc., on all straight-time and on any overtime work.

14. The contractor shall correct equipment malfunctions the same day that the service call was issued. If circumstances preclude resolution of the problem that day, NRHA shall be notified with an explanation of the delay, followed by a written letter documenting the reasons for the delay.

15. Under no circumstances shall any shutdown or breakdown last longer than two (2) working days from initial notification to the Contractor, without prior approval of an NRHA representative.

16. Shutdowns at Partrea and Sykes Midrises must be corrected immediately.

17. The contractor shall within three (3) weeks after entering this contract, give written notice to NRHA of all defects found during inspection of this equipment. The discrepancy list must be separated by Midrise. After review and approval of the discrepancy list by an NRHA representative, the contractor shall correct all defects within thirty (30) calendar days and notify NRHA in writing that the deficiencies have been corrected. The NRHA Technical Representative will follow up with the contractor to inspect the corrected discrepancies.

18. The contractor shall maintain a complete set of current, legible schematic wiring diagrams in the elevator machine room for each elevator. If NRHA does not have the required schematic wiring diagrams available at the time of contract award, it shall be the responsibility of the Contractor to provide same at no cost to NRHA. Any and all schematic wiring diagrams provided by the Contractor shall become property of NRHA. All circuit changes made shall be clearly marked on each applicable wiring diagram.

19. The contractor shall assign the same technician (one regular and one substitute) for routine maintenance work. If either person leaves their employment, another person shall be assigned on the same basis and NRHA notified.

B. GUARANTEE:

All work under this contract shall be guaranteed against defects resulting from the use of substandard materials, equipment, or workmanship for one year from the date of final acceptance by NRHA. Any work that has to be corrected due to the Contractor's faulty workmanship, equipment, tools, or materials shall be done at no additional expense to NRHA.

Only new parts may be applied under this contract. Used parts are strictly prohibited on federally funded contracts.

C. SPECIFIC REQUIREMENTS:

1. Performance: The following performance levels shall be maintained at all times by the Contractor at no extra cost to NRHA:

a. Contact speed and brake to brake flight time shall be maintained per manufacturer’s original specifications.

b. Leveling accuracy - Car level at each landing shall be maintained at all times; leveling to be corrected if necessary.

c. Door opening and closing times, door close torques of all cars shall at all times be maintained within the limits of Uniform Statewide Building Code, ANSI/AASME A17.1, Safety Code for Elevators and Escalators, A17.2, Inspector’s Manual for Elevators and Escalators, and A17.3, Safety Code for Existing Elevators and Escalators with minimum of stand open times consistent with traffic demands at each floor.

d. Door reversal on all elevators equipped with mechanical safety shoes shall always be initiated with the stroke of the shoe.

e. Door reversal on all elevators equipped with optical/electronic shall always be initiated when the "beam" is broken.

f. Variable car and hall door open times shall be maintained in accordance with manufacturer’s original specifications. Deviations from this shall not be permitted unless requested and/or approved by NRHA representative.

g. Minimum rated load.

h. Governor tripping speeds.

i. Stopping distance for car and counterweight safeties.

j. Factors of safety for suspension of wire ropes for power elevators.

k. Impact of buffer supports.

2. TESTS AND INSPECTIONS: The contractor shall be responsible for the following tests and inspections:

a. Elevators shall be examined monthly between the first and fifteenth day.

b. The Contractor shall provide NRHA a listing of all (i.e. local, state and federal) required inspections and safety checks with their frequency, within 30 days of the contract award.

c. This inspection shall be used to ensure a safe and efficient level of operation and all work relative to the cleaning, lubrication, adjustment and repair of equipment that is necessary for the desired level of operation that should be performed. NRHA representative will review and approve the initial checklist(s). All checklist revisions will also be reviewed and approved by NRHA prior to use (submitted with invoice).

d. The Contractor shall post a check chart as directed by NRHA representative. This check chart shall list each elevator component showing schedule of manufacturer's recommended frequency of inspection and Preventive Maintenance of each component on a weekly, monthly, quarterly, semi-annual, annual or other frequency. Entries shall be made to indicate the status of scheduled items of maintenance work performed. The check chart shall be kept up to date at all times and must be initialed and dated by the Contractor's employee to indicate that the work has been accomplished. Check chart shall remain on-site and available for NRHAs’ review.

e. The Contractor shall perform an annual safety test of all elevators. Safety tests and other tests and inspections shall be performed by the Contractor as recommended, required and in accordance with the Virginia Uniform Statewide Building Code, ANSI/AASME A17.1, Safety Code for Elevators and Escalators, A17.2, Inspector’s Manual for Elevators and Escalators, and A17.3, Safety Code for Existing Elevators and Escalators.

f. Contractor shall attach tags as required by Code after each test.

g. Upon award, contractor shall examine monthly all safety devices and governors and conduct an annual load safety test. Contractor shall perform a full load, full speed test on each passenger elevator to include the safety mechanism, overhead speed governors, car and counterweight buffers. Test the timing & operation of overload relays under simulated emergency conditions. Inspect and test safety switches and circuits in the machine room, hoist way, elevator car and pit. Perform buffer compression tests if an oil buffer is used. Inspect guide rails and fasteners. At no additional cost to NRHA, the Contractor shall provide a certified inspector, personnel, and equipment necessary to perform required safety tests for both geared and hydraulic elevators. The car balance shall be checked and the governor set. If required, the governor shall be recalibrated and sealed for proper tripping speed. A certificate of certification shall be delivered to NRHA representative within seven (7) days of each test.

h. The Contractor shall perform any repairs or adjustments to complete tests and return elevator(s) to service at no additional cost to NRHA.

i. The Contractor shall submit a document after completion of all required tests with the detailed test results to NRHA within seven (7) days of each test. The Contractor's standard form may be used with prior approval of NRHA if it contains all the information necessary.

j. All elevators provided with Firefighters' service shall be subjected monthly to Phase I recall and a minimum of one floor operation on Phase II to assure the system is maintained in proper operating order. A written record of findings on the operation shall be provided within seven (7) days by the Contractor and kept by NRHA representative.

k. All tests or inspections that will remove the elevators from normal operation shall be scheduled ten (10) working days in advance with NRHA representative.

3. FULL SERVICE ELEVATOR MAINTENANCE:

a. Preventive Maintenance: Contractor shall provide all labor, tools, equipment, and materials necessary for the satisfactory performance of regularly scheduled preventive maintenance servicing. At a minimum, elevator maintenance shall be provided once per month on all elevators and shall include, but not be limited to, routine service maintenance, testing, examining, cleaning, adjusting, and lubricating all machine, motor, generator, and controller parts, and all accessory equipment as necessary for the proper and safe operation of the elevators.

b. The Contractor shall examine the equipment at each interval. The examination shall be designed to identify equipment conditions for the purpose of determining corrective actions that may be required to maintain the normal and safe operation of the equipment. If at any time during the Contractor's examination any elevator is found to be unsafe, the Contractor shall be responsible to discontinue elevator operation and notify NRHA immediately followed by a written report of the conditions encountered, This routine examination shall be in accordance with the Virginia Uniform Statewide Building Code, ANSI/AASME A17.1, Safety Code for Elevators and Escalators, A17.2, Inspector’s Manual for Elevators and Escalators, and A17.3, Safety Code for Existing Elevators and Escalators.

c. The Contractor shall regularly perform the following maintenance on all elevators:

(1) Monthly and systematically clean, examine, adjust, lubricate as required and if conditions warrant, repair and replace: machine, worm gear, thrust bearings, drive sheave, drive sheave shaft bearings, brake pulley, brake coil, brake contact, brake linings and component parts.

(2) Machine motor, motor windings, rotating element, and bearings.

(3) Controller, selector and dispatching equipment, all relays, solid state components, resistors, condensers, transformers, contacts, leads, dashpots, time devices, computer devices, CRT devices, selector tape or wire and mechanical and electrical driving equipment.

(4) Governor, governor ropes, governor sheave and shaft assembly, bearings, contacts and governor jaws.

(5) Deflector or secondary sheave, bearings, car and counterweight buffers, car and counterweight guide rails, top and bottom limit switches, governor tension sheave assembly, compensating sheave assembly, counterweight and counterweight guide shoes including rollers or gibs.

(6) Hoist way door interlocks, hoist way door hangers, bottom door guides and auxiliary door closing devices. Clean hoistway including all equipment located in or moving through the hoistway, car top, car sling, safeties, appliances, pits, sills, door tracks, and hangers.

(7) Automatic power operated door operator, car door hanger, car door contact, door protective devices, load weighting equipment, car frame, car safety mechanism, platform, car guide shoes including gibs and rollers.

(8) Car operating panel(s) and equipment, hall lanterns, hall buttons and signal devices.

(9) Furnish lubricants specified for the various lubrication needs.

(10) Maintain a supply of parts and materials in each machine room for the performance of routine preventative maintenance.

(11) Check all indicator lights and call buttons and relamp.

(12) Check oil level and add oil when necessary.

(13) Check and repair if necessary; alarm bell, emergency lights, and telephone and note this test on check chart.

(14) Empty drip pans and discard oil in compliance with all environmental laws.

(15) Check and repair if necessary; door reopening devices, and car ventilation.

(16) Clean pit and machine room floor as well as car doors, car and hatch door tracks and all visible equipment.

(17) Keep car emergency light units in an operable condition at all times, test special emergency (fireman's) service and emergency power circuits, where provided in accordance with Code requirements.

d. The contractor shall notify the NRHA representative by telephone or in person before beginning maintenance work. Failure to notify the NRHA representative prior to beginning work shall result in violation of security procedure and also shall result in the Contractor repeating their maintenance requirements at no charge to NRHA.

e. For Hydraulic Elevators: The Contractor shall also maintain:

(1) Cylinder head, plunger exposed surfaces, plunger gland and packing, pump, exposed piping, fittings and flexible pipe connections, operating controls, solenoids, check and relief valves, valves, gauges and tanks.

(2) Belts, pulleys and bearings.

(3) Repair and replace conductor cables and hoist ways and machine room wiring.

4. FULL SERVICE REPAIRS: The Contractor shall provide all labor, tools, equipment, materials and parts for the satisfactory performance of elevator repairs, to keep the elevators in accordance with the Performance Levels and Standards as specified herein.

Schedule of repair work shall be approved by NRHA representative prior to its commencement. All labor, materials, and parts required for the performance of this work shall be included in the lump sum price for Full Service Maintenance.

a. The Contractor shall have repair service available to NRHA 24 hours per day, 7 days per week. For all repair calls, the Contractor shall be on the job within one (1) hour of notification.

b. All wiring and circuit changes and modifications made by the Contractor during his work shall be clearly indicated on the schematic wiring diagram for that elevator.

c. The contractor shall to provide an emergency phone number that is answered 24 hours a day, 365 days a year and shall forward elevator emergencies to the appropriate technician for response.

5. REPAIR SERVICES OUTSIDE THE FULL-SERVICE MAINTENANCE REQUIREMENTS:

a. Repairs that are not included in Full Service Maintenance (see paragraph 6 below) may be paid for on an as needed hourly labor rate basis according to the unit prices included in Section V. PRICING SCHEDULE. Transportation, travel time, and other expenses will not be paid for separately, therefore must be included in the hourly labor rates.

b. Materials, parts and supplies required in the performance of Extra Repair Services may be provided by the contractor and shall be billed at the contractor’s actual supplier invoiced cost. No mark-up will be allowed. The contractor shall submit, as back up to its invoices, copies of supplier invoices as proof of cost for parts.

c. The Contractor shall be required to provide a not-to-exceed estimate of the cost and descriptive information of the necessary repairs to include number of labor hours for each trade, estimated material’s cost, and equipment rental cost. NRHA reserves the right to bid separately any extra repair service to the elevators and reserves the right to purchase repair parts and materials from other sources, as long as they meet the elevator manufacturers recommended parts. A minimum 2 (two) hours service shall be allowed and no overtime rates shall apply for these repairs. The contractor will be required to submit daily timesheets to NRHA and all work will be paid for according to the actual labor hours expended. Use of labor off site must be approved in advance by NRHA representative, with the estimated labor hours necessary to complete the off site repair work.

d. If the estimate for repair work is approved, a task order executed by the NRHA Contracting Officer will be sent to the contractor to sign and return to the NRHA Procurement Department. Once the task order is received by NRHA Procurement, the contractor shall coordinate service work with the NRHA representative. Services deemed by NRHA to be of an emergent nature may commence while the task order process is being completed. However, to avoid payment delays, it is imperative that the appropriate documents are completed and submitted to the NRHA Procurement Office as soon as possible.

6. WORK EXCLUDED:

a. The following work for all elevators is specifically excluded from the full maintenance service contract. However, this work may be negotiated under this contract as extra work, as needed, for repairs, replacement, and enhancement/upgrades to elevator equipment to meet all applicable Local, State and/or Federal codes and requirements, beyond the maintenance services provision of the contract. NRHA reserves the right to bid separately any Extra Repair Service to the elevators and reserves the right to purchase repair parts and materials from other sources.

(1) Repair or replacement made necessary due to obvious negligence or misuse of the equipment by persons other than the Contractor, its representatives or its employees.

(2) Installation of new attachments that may be required or recommended by insurance agencies or government authorities.

(3) Repair or replacement of cab enclosures, hoistway enclosures, door frames and seals, cab lighting, machine room lighting, cab tile or carpet.

(4) Replacement of underground hydraulic piping or hydraulic cylinders.

(5) Refinishing, repairing or replacement of car enclosure, gates and/or door panels, Hostway enclosure, hoistway door panels, door frames and sills, hoistway gates, finished flooring, car light diffusers, light tubes/bulbs, power feeder switches, their wiring and fusing, hydraulic cylinder, underground piping, smoke or heat sensors, emergency car light and batteries, telephone/communication devices.

7. EQUIPMENT OUT OF SERVICE:

a. All tests, inspections, or maintenance repairs that will remove an elevator from service shall be scheduled in advance with NRHA representative. The Contractor shall comply with the following procedures when an elevator is removed from service for any reason.

b. Notify NRHA representative either by telephone or in person, at least two (2) working days in advance, before removing the elevator from service (If work requires more than one day, daily notification shall be made to NRHA representative).

c. When an elevator is taken out of service, a neat, professional, typed sign must be placed at each opening notifying the building occupants that the elevator is being serviced.

8. CALLBACKS: The Contractor shall provide callback services as follows: Callback service is defined as requests for service from NRHA to correct any elevator problem or condition which needs attention before the Contractor's next scheduled preventative maintenance visit. The one (1) hour response time entails from the time of NRHA contact to Contractor’s response in their physical report to work site ready to perform service.

a. Callback service during regular working hours shall be provided within a maximum of one (1) hour from the time of request, at no additional charge.

b. Emergency callback service after normal working hours shall be provided within a maximum of one (1) hours from time of request.

c. Emergency callback service or repairs falling outside of full service maintenance and repairs shall be accomplished at the overtime hourly rates specified in Section V, PRICING SCHEDULE.

9. REPORTS: A written report shall be submitted to NRHA Representative upon the completion of, and on the same day as, Full Service Elevator Maintenance and/or Extra Repair service call. The report may be made on the Contractor's form, to be approved by NRHA Representative and shall include the following:

a. Company Name; Mechanic(s) Name(s); Assistant(s) Name(s) (if applicable); Time and Date of Service or Repair Work.

b. Identification of Elevator Serviced or Repaired; Checklist of Examinations Made and Work Performed; Time Worked; Type and Quantity of Material and Parts Used.

c. Certification that work was performed in accordance with the specifications, signed by the Mechanic.

d. Needed repair work, problems, failures or malfunctions discovered during repair work.

e. Recommendations for extra inspection and testing if required by Uniform Statewide Building Code, ANSI/AASME A17.1, Safety Code for Elevators and Escalators, A17.2, Inspector’s Manual for Elevators and Escalators, and A17.3, Safety Code for Existing Elevators and Escalators.

f. Each calendar year quarter, the Contractor shall submit a consolidated report of the previous three (3) months service for maintenance and repairs. The report is to be submitted to NRHA representative no later than two weeks after the concluding quarter based on commencement date of agreement/contract. The report shall contain and be summarized by campus, building name, elevator, dates of service, name of service, mechanics/assistants, service actions, repair parts and consumables and charges. Upon submittal by Contractor, the report format shall be approved by NRHA Representative within thirty (30) days of the contract award.

10. RECORDS: The Contractor shall keep and maintain a file on each elevator to contain accurate records of all maintenance work, repairs, including trouble calls, parts used, and all wiring and circuit changes and modifications made. These records are to be made available upon request by NRHA.

11. PERFORMANCE IMPROVEMENT PROGRAM: At no additional cost, the Contractor shall establish and follow a performance improvement program for the purpose of identifying and correcting deficiencies in the quality of services performed before the level of service becomes unacceptable. This program may involve periodic inspections or supervision of work performed by the Contractor, or any other program to insure a sufficient level of service. This program shall be submitted by the Contractor and approved by NRHA Representative within thirty (30) days of the contract award.

If examination determines that repairs are required before the contractor will service the unit, the contractor shall submit a separate itemized proposal indicating the cost of the repairs.

12. AGENCY CONTACTS: Contact names and phone numbers of Midrise Maintenance Supervisors to call to schedule inspections are as follows:

Midrise Name ADDRESS/PHONE

Hunter Square Robert Foreman 825 Goff Street Norfolk VA 23504

(757) 314-2065

Partrea Honore Sileu 701 Easy Street Norfolk VA 23505

(757) 314-2035

Bobbitt Muraad Simmons 5920 Poplar Hall Drive Norfolk VA 23502

(757) 314-2028

Sykes Rodney Carter 555 E Liberty Street Norfolk VA 23523

(757) 314-2034

NRHA Contact – Julie Montalbano, Portfolio Maintenance Supervisor 757-737-3326

13. INSURANCE REQUIREMENTS: By signing and submitting a proposal under this solicitation/contract, the Contractor certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded.

a. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer. Contractors who fail to notify NRHA of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

b. Employer’s Liability - $1,000,000.

c. Commercial General Liability - $1,000,000 per occurrence. Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. NRHA must be named as an additional insured and so endorsed on the policy.

d. Automobile Liability - $1,000,000 per occurrence (if applicable).

14. 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. 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 RFP. Electronic format shall be emailed to:

INVOICES@NRHA.US

B. Electronic invoicing is in compliance 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 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).

VI. PROPOSAL PREPARATION AND SUBMISSION

A. General Requirements:

1. In order to be considered for selection, Offerors must submit a complete response to this

RFP. Proposals shall be submitted in two (2) separate volumes, Volume I, Pricing

Proposal, and Volume II, Technical Proposal. Proposals shall be submitted electronically in

Bonfire https://nrha.bonfirehub.com/portal/?tab=openOpportunities). Proposals must be submitted, not later than the date and time set forth in Block 8 of Solicitation, Offer and

Award form, page 1 of this solicitation: .

DO NOT RETURN THE SOLICITATION IN YOUR SUBMITTAL PACKAGE. ONLY

SUBMIT THE REQUIRED INFORMATION.

2. Proposal Preparation:

a. Proposals shall be signed by an authorized representative of the Offeror. Blocks 14 A thru Block 17 of the Solicitation, Offer, and Award must be completed by Offeror. All information requested must be submitted. Failure to submit all information requested may result in NRHA requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack http://www.fms.treas.gov/prompt/index.html key information may be rejected by NRHA at its discretion. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

b. Proposals should be prepared simply and economically providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content. Each volume shall be separately bound and original shall be bounded separately from the copies.

c. NRHA encourages the use of recycled paper in proposal preparation.

d. Do not use color or expensive stock in preparing proposal.

e. All past performance shall not be older than five (5) years. Any past performance submitted that is older than five years will not be counted as experience.

f. Additional information such as company brochures, literature, or other marketing material, will be discarded and not used in the evaluation process. Only the information requested under Section VI, B, Specific Proposal Requirements of this section, will be evaluated.

Non-compliant proposals may be removed from the competitive range.

g. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, subletter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and subletter should be repeated at the top of the next page. The proposal should contain a table of contents which cross references the RFP requirements. Information which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

h. Ownership of all data, material, and documentation originated and prepared for NRHA pursuant to the RFP 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.

B. Proposal Content and Format

1. Specific Price Proposal (Volume I) Requirements: (maximum value of 20 points)

Offerors shall submit one (1) original of the Price Proposal to include the following

Documents

a. A fully completed General Information Form

b. Solicitation, Offer and Award form, page 1 of the solicitation, with applicable blocks 11 through 17 completed by the Offeror.

c. Attachment A, Schedule of Prices.

d. Attachment B, NRHA Certifications and Representations of Offerors.

e. Attachment C, Certificate of Compliance – Section 3.

f. Attachment D, W9 Form

g. Attachment I, Section 3 Compliance Forms

2. Specific Technical Proposal (Volume II) Requirements (maximum value of all components summed: 80 points)

Offerors shall provide Technical Proposal. Proposals should be as thorough and detailed as possible so that NRHA may properly evaluate your capabilities and product(s) offered to provide the required services. Each of the elements detailed below should be thoroughly covered by the submitted proposal in order to maximize the evaluation potential. Offerors are required to submit the following information/items as a complete proposal:

TAB A – Past Performance – Up to 15 Points

Contractor shall submit Attachment E for three (3) contracts performed within the last five

(5) years that are similar in scope and…