1-PR2343-253-25 Boiler Preventive Mainteance and Repairs.pdf

Norfolk Redevelopment and Housing Authority

Invitation for Bid

# PR2343-243-25

for

Boiler Preventive Maintenance and Repairs

December 12, 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, Vice President of Federal Programs at bwhite@nrha.us or 757-314-2082.

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

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

IFB PR2343-243-25

GENERAL INFORMATION FORM

QUESTIONS: All inquiries for information regarding this solicitation should be posted to the Bonfire Interactive Portal. Deadline for questions is December 30, 2025 at 3:00 PM Eastern Standard Time. No questions shall be answered after that date.

DUE DATE: Sealed Bids will be received until January 9, 2026 at 3:00 PM Eastern Standard Time. Failure to submit proposals to the correct location by the designated date and hour will result in disqualification.

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

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

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

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

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

Large

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

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

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

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

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

Number)

FEDERAL TAXPAYER NUMBER (ID#)

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

FEDERAL TAXPAYER NUMBER

(If different than ID# above)

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

IDENTIFICATION NUMBER issued by the State Corporation Commission

CONTRACT AND TASK ORDER ADDRESS PAYMENT ADDRESS

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

DATE

E-MAIL ADDRESS

TELEPHONE NUMBER

TOLL FREE TELEPHONE NUMBER

FAX NUMBER TO RECEIVE

Table of Contents

Section Page

I. BID COVER SHEET

II. BID INSTRUCTIONS

III. CONTRACT TYPE AND ADMINISTRATION

IV. STATEMENT OF NEED / SPECIFICATIONS

V. PRICING SCHEDULE

VI. BILLING SPECIFICATIONS

VII. PROPOSAL PREPARATION AND SUBMISSION

VIII. SELECTION CRITERIA AND AWARD

IX. PRE-PROPOSAL CONFERENCE

X. AMENDMENTS

XI. SPECIAL CONTRACT REQUIREMENTS

XII. ATTACHMENTS

SOLICITATION, OFFER AND AWARD Page of Page

1 23

1. CONTRACT NUMBER

2. SOLICITATION NUMBER

PR2343-253-25

3. TYPE OF SOLICITATION

SEALED BID (IFB)

NEGOTIATED (RFP)

SOLE SOURCE

4. DATE ISSUED

12/12/2025

5. CHANGE/TASK NUMBER

6. ISSUED BY

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

7. SUBMIT INVOICES TO:

INVOICES@NRHA.US

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

SOLICITATION

8. Boiler Preventive Maintenance and Repairs

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. BID COVER SHEET 2

II. BID INSTRUCTIONS 2

III. CONTRACT TYPE AND ADMINISTRATION 4

IV. STATEMENT OF NEED / SPECIFICATIONS 6

V. PRICING SCHEDULE 15

VI. BILLING SPECIFICATIONS 15

VII. PROPOSAL PREPARATION AND SUBMISSION 16

VIII. SELECTION CRITERIA AND AWARD 18

IX. PRE-PROPOSAL CONFERENCE 18

X. AMENDMENTS 18

XI. SPECIAL CONTRACT REQUIREMENTS 18

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)

22. NORFOLK REDEVELOPMENT AND HOUSING AUTHORITY

(Signature of Contracting Officer)

23. AWARD DATE

NRHA FRM 25-009

PR2343-243-25

I. BID COVER SHEET

Norfolk Redevelopment and Housing Authority, hereafter referred to as NRHA, hereby seeks the services of qualified contractors for Boiler Preventive Maintenance and Repairs. All locations are throughout the City of Norfolk, VA. Sealed bids will be received until 3:00 PM Norfolk, Virginia local time on January 9, 2026 at 3:00 PM. Late bids will not be accepted nor opened. Final date for questions is December 30, 2025 at 3:00 pm, after this date, questions will not be accepted.

For Information, please contact:

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

Email: rpotts@nrha.us

Bids must be submitted through

NRHA Bonfire Interactive Portal

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

Commodity Codes for this effort are: 94125 Boiler Maintenance and Repair, Steam (Including Testing Services - See 941-56 for Hydrostatic Testing)

II. BID INSTRUCTIONS

A. Clarification of Terms:

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

B. Corrections to the Bid:

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

C. Preparation and Submission of Bids:

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

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

D. Bid Prices

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

E. Bid Acceptance Period

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

F. Mistakes in Bids

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

G. Receipt and Opening of Bids

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

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

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

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

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

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

H. Withdrawal or Modification of Bids

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

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

III. CONTRACT TYPE AND ADMINISTRATION

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

A. Contract Documents:

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

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

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

B. Period of Performance: The period of performance is for five (5) years; base plus four (4) one-year options.

OPTION EXERCISE - The contractor will be notified approximately ninety (90) days prior to the end of the contract whether an option year will be exercised, or not. Option to exercise is the sole right and prerogative of the NRHA. The contractor shall be obligated by bid submission for the base year and each option year.

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 , Vice President of Federal Programs

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

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

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

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

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

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

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

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

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

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

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

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 1781 units of public housing.

Norfolk Redevelopment and Housing Authority (NRHA) is currently seeking a qualified vendor to provide boiler and hot water tank services (emergency & non-emergency response). Detailed information regarding the work encompassed under this project is provided in the Scope of Work section of this Invitation For Bid. The intent of this proposal is to establish a relationship with a contractor that is capable of providing the full spectrum of services consisting of maintenance, repair and replacement of the heating, ventilating, subsystems, and components normally considered as part of a heating and hot water system and required for the proper functioning of that system according to standard industry practices and usage.

There are three different types of work anticipated under this contract:

1) Preventative Maintenance

2) General and emergency repairs to restore operation of the systems

3) Replacement of boilers and hot water tanks as the Authority requests

The Offeror shall visit the locations noted in this bid and submit, a response to this Invitation for Bid. Contractors shall address questions and concerns to the buyer so named on this solicitation.

General Contractor Requirements

The intent of this Request for Proposals (RFP) is to establish a relationship with a Contractor that is capable of providing the full spectrum of services consisting of maintenance, repair and replacement of the heat and hot water subsystems, and components normally considered as part of a heating and / or hot water system and required for the proper functioning of these system according to standard industry practices and usage.

The Contractor must be capable of making repairs or replacing equipment such as motors, pumps, pulleys, belts, compressors, gauges, instruments, air filters, H2O filters, valves, non-electric valves, aqua-stats, thermostats, piping, furnaces, boilers, or other appurtenances used to control the temperature, humidity, and air flow, and electrical lines, mechanical and control components are included.

Offerors are required to provide pricing for standard labor hours and premium labor hours

(7:30AM – 4:30PM, and weekends) and holidays for the performance of repairs that are necessary to ensure that the heat and hot water systems operate in accordance with the manufacturer’s specifications. It is expected that the general repair service will be available

24 hours a day, 7 days a week, year-round.

There are three different types of work anticipated under this contract:

1) Preventative Maintenance {annual and quarterly visits}

2) General and emergency repairs (24/7) as the Authority requests, to restore operation of systems

3) Replacement of boilers and hot water tanks as the Authority requests

All work shall be completed to industry standards and manufactures recommendations.

1. Preventative Maintenance

This service is designed to optimize the reliability and efficiency of the equipment, extend the useful life of the Authority’s equipment, and provide proactive indications of excessive wear and damage to the systems before a catastrophic failure occurs during the next operating season. Offeror will also provide recommendations for additional service(s) that will better enhance equipment performance. The Contractor shall furnish all labor, equipment, parts, and materials, to adjust, maintain and safely operate the respective heating and hot water systems in first class working order and operating condition at all times.

a. The Contractor shall provide the necessary transportation for workmen, materials, and equipment to fulfill the terms of the contract. All items installed must be new and equal to or exceed the manufacturer’s specifications.

b. Preventative Maintenance Services shall be performed annually plus four times per year during the hours of 7:30 am through 4:30 pm and must be pre-scheduled and coordinated with the Authority.

c. The quarterly inspection must be completed every 90 calendar days (+ or – five days).

Inspections are to be documented and submitted electronically to the Authority.

d. The inspection documents must be sent to the Authority’s designated personnel via email each quarter as documentation services covered in the contract are completed.

e. The inspection sheets shall be sent to the designated representative within seven (7) calendar days of the actual inspection.

1.1 Annual Preventative Maintenance Inspection

1. Annual Inspections shall be completed no later than June 20th.

2. Annual Inspection reports shall be submitted to the Authority within 7 days of completion.

3. Annual Inspection recommendations shall be submitted to the Authority no later than

July 20th.

4. Annual Inspections of equipment shall include but not be limited to the below items. All services are to be completed in workman like manor and to industry standards.

4. All equipment is to be “locked out” prior to any maintenance being performed.

6. Once all Inspections steps are completed, return all equipment to operating condition.

7. Calibrate oxygen analyzer.

8. Perform combustion analysis of boilers and provide read out slip to the Authority.

9. Calibrate fuel to air mixture for maximum efficiency.

10. Record steam, oil, gas, and feed water pressure gauges.

11. Check safety lockout timing.

12. Adjust ignition electrode gap.

13. Check bearings.

14. Check for visible water leaks and notify the Authority. Provide pictures of the before and after conditions.

15. Leak test Gas Train Vent Valve, note condition.

16. Leak test Automatic Gas Shutoff Valves.

17. Inspect fuel-burning equipment, refractories, provide any recommendations

18. Calibrate all related sensors within the boiler proper.

19. Calibrate and cycle operating controls.

20. Calibrate and test safety controls.

21. Inspect for signs of degradation in insulating materials; underlying leaks, corrosion and / or scale buildup. Document all findings.

22. Clean the burner assembly, igniter, and flame sensors.

23. Make sure the heating system is working properly and water pH levels are correctly maintained. Note condition and PH levels in report

24. Annual cleaning of outside condenser units (coils and pans); to be completed late spring.

25. Mini-splits annual inspection with filter change, Filters provided by the Authority

1.3 Quarterly Preventative Maintenance Inspection

1. Inspect the entire system and provide a written report of findings

2. Check all controls including thermostats, and damper operators when necessary

3. Check and adjust: Gas fired unit heaters, gas fired boiler heating equipment controls

4. Check operation and condition of all components and note any anomalies for future repairs, note on report

5. Adjust and check motors, starters, valves, drives, and accessories

6. Lubricate all moving parts, motors, bearings, etc., add compressor oil as needed

7. Tighten all electrical connections

8. Inspect and clean condensation pans and lines on condensing boilers & cooling coils

9. Inspect and adjust tension on all belts and replace as necessary

10. Inspect and adjust all relays, contactors, switches, and controls as required

11. Conduct water sampling & testing; provide results and recommendations

12. Inspect equipment for rust and corrosion

13. Inspect the boiler hydronic piping for leakages and note areas effected

14. Ensure proper insulation on the pipes to avoid bursting; note any areas, that need repair replacement of insulation. Provide photos and specific locations.

15. Inspect electric wiring and switches for any loose connections or signs of overheating

16. Ensure that the machines are not vibrating, noisy, etc. Note all findings.

17. Test the boiler safety relief valves based on the manufacturer’s instructions.

18. Remove any debris or dust in the filter access panel on boilers and clean or replace the air filter as needed. The Authority will supply the filters (Combustion Air Filters).

19. Thoroughly examine the safety relief valve and relief valve discharge pipes for weeping or leaks.

20. Check the combustion air piping and flue gas vent stack for signs of CO2 leaks, deterioration, corrosion or leaks, clean out any blockages.

21. Inspect for condensate, on /in the piping, report any instances of corrosion immediately.

22. Inspect the fan, air pressure, and high pressure or temperature interlocks.

23. Observe the outside of your boiler for any hotspots, which show overheated areas.

24. Go through alarms and signal lights to make sure they’re functioning as expected.

25. Note any errors or service codes on the display panel and report these to the Authority immediately including building address, boiler number and name plate on equipment.

2. General & Emergency Service Call Parameters

1. The Contractor’s technician(s) shall be capable of correcting issues during the service call.

2. The Contractor shall have the ability to respond immediately to situations involving emergency no heat / hot water calls.

3. Immediately: Contractor shall have working personnel on-site within 2 hours of the callout or respond by telephone with updated time within 1 hour of initial service call.

4. If issues are not able to be corrected on the same day as services, then the technician(s) will need to be able to communicate with the designated facility representative and provide reason why issue(s) are not completed with anticipated date of correction(s).

5. Equipment shall be restored to full service the same day as arriving on the job site, barring extenuating circumstances. Full service means that defective parts have been replaced with parts that meet or exceed manufacturer's original specifications, meets

Authority’s expectations and that the equipment meets or exceeds the manufacturer's original performance specifications.

6. A detailed Statement of Work (SOW) shall be emailed to Sr. Project Manager within 24 hours of completion of Emergency Service Call Response. A copy of this SOW must be included with the invoice.

7. Response time for general repairs, service requests or other non-urgent tasks shall be completed by journey level staff within five (5) working days from the date of the request for service. This time may be adjusted for back-ordered materials or tenant notifications.

3. Boiler and Hot Water Tank Replacements

1. The Contractor shall review the specific equipment in question and provide a detailed quote to the Authority based on a mutually agreed upon Scope of Work. Quotes shall be submitted to the Authority within 3 business days of initial request.

2. The Contractor is responsible for obtaining and providing fully executed permits to the

Authority, when required by law.

3. The Contractor is responsible for obtaining final inspection and signed inspection

(permit) form upon completion of installation.

4. The Contractor’s quote shall include labor, ancillary materials, profit & overhead, estimated number of hours for the project completion.

5. Labor costs shall be based on the hourly rate quoted on bid sheet and incorporated into executed contract.

4. Staffing:

1. All calls placed from the Authority to the Contractor shall be deemed a priority call.

2. The Contractor shall provide 24-hour emergency service as needed for all aspects of heat / hot water emergency repairs for the properties included in this RFP.

3. The contractor’s staff shall contact the Authority’s Dispatch Center upon arrival and an

Authority employee will meet them.

4. The contractor’s staff shall contact NRHA staff upon completion of repair work when l leaving the premises.

5. Staffing levels shall include staff that are certified and proficient in the complete maintenance and repair of a variety of heating and hot water systems contained in this

RFP.

6. Staffing levels shall include employees with a Journeyman status license for pipe fitter, plumber, air conditioning, & electrical.

2) General and Emergency Repairs

a. Compensation for general and emergency repairs to the systems will be on a time and material basis, with the scope of work to be mutually agreed upon by the Authority and the

Contractor prior to commencing work.

b. Labor rates shall be calculated using the rates provided in the response to this proposal and incorporated into the contract.

c. All labor shall be Prevailing Wage. At no time shall any person assigned to an Authority project be paid less than the current Davis Bacon Wage for their job classification.

3) Replacement of Boilers and Hot Water Tanks

a. Compensation for replacement of boilers and hot water tanks shall be for labor and ancillary materials based on the scope of work mutually agreed upon by the Authority and the Contractor.

b. Labor rates shall be calculated using the rates provided in the response to this proposal and incorporated into the contract.

5. Project Location:

• All Authority Properties Boiler Information listed below

NRHA BOILER INFO

606 Diggs Town Unit # Manufacturer Model Number Serial Number Boiler #1 Hurst S5-X-200-125W S1000-125-34 Boiler #2 Hurst S5-X-200-125W S1000-125-32 Boiler #3 Hurst S5-X-200-125W 1000-125-33

608 Grandy Boiler #1 PK Boiler #2 PK

610 Young’s Terrace Boiler #1 Hurst S1250-1007 Job # 04-00110 Boiler #2 Hurst S1250-1009 Job # 4-00112 Boiler #3 Hurst S1250-1008 Job # 4-00111

611 Calvert Square Boiler #1 gas/oil Hurst S5-X-125-125W S625-125-5 Boiler #2 gas/oil Hurst S5-x-125-125W S625-125-6

619 Hunters Square Boiler #1 PK N-1000-MFD FX-38-08-32920 Boiler #2 PK N-1000-MFD Fx37-08-32873 Boiler #3 PK C-1050 W847-08-3417

620 Bobbitt Midrise Boiler #1 Lochinvar PBN2001 F07H00198022 Boiler #2 Lochinvar PBN2001 F07H00198023

621 Sykes Midrise Boiler #1 PK C-1050 W834-06-1369 Boiler #2 PK N1500 FY-35-06-29939 Boiler #3 PK C450 M712-05-0622

618 Partrea Boiler #1 Lochinvar WHN285 3815102002438 Boiler #2 Lochinvar WHN285 3915102037301 Boiler #3 Lochinvar WHN285 3815102002437 Boiler #4 Lochinvar WHN285 3815102002443 Boiler #5 Lochinvar WHN285 3915102037303 Boiler #6 Lochinvar WHN285 3915102037304 Boiler #7 Lochinvar WHN285 3815102002440 Boiler #8 Lochinvar WHN285 3815102002441 Boiler #9 Lochinvar WHN285 3815102002442 Boiler #10 Lochinvar WHN285 3815102002439 DWH #1 Lochinvar AWH201PM 231713377883 DWH #2 Lochinvar AWH201PM 2317132810681 DWH #3 Lochinvar AWH201PM 2314133601328 DWH #4 Lochinvar AWH201PM 2328134789971 DWH #5 Lochinvar AWH201PM 2335135435808 DWH #6 Lochinvar AWH201PM 2335135435807

Grandy Village Rec Center Boiler #1 PK C-450 M747-05-1217

Oak Leaf Boiler #1 - Boiler #32 Lochinvar KHB199N (1-32)

*NRHA retains the right to seek quotes from other sources for additional services*

D. Working Hours

1.Services shall be provided between 7:30pm and 4:30pm, Monday through Friday.

2. Holidays observed by NRHA.

• New Year’s Day

• Martin Luther King Jr. Day

• President’s Day

• Memorial Day

• Juneteenth

• Independence Day

• Labor Day

• Veteran’s Day

• Thanksgiving Day

• The day after Thanksgiving

• Christmas Eve

• Christmas Day

E. Contractor Equipment

1. All equipment utilized in the performance of the awarded contract must be furnished by the contractor and shall be in good mechanical and safe condition.

All equipment shall meet minimum OSHA Standards.

2 The Contractor shall not store equipment or materials at the work site overnight.

3 The Contractor shall not leave machinery unattended during work hours.

4. The Contractor is responsible for the security of all materials, tools, and equipment used in the performance of work while on NRHA properties whether the Contractor’s personnel or subcontractor personnel are present, or not.

F. Insurance Requirements

The contractor shall have and maintain throughout the life of the contract, the following insurance coverage. All insurance coverage shall be provided by insurance companies authorized to sell insurance in the State of Virginia by the Virginia State Corporation Commission.

Minimum Insurance Requirements and Limits Required:

a. Worker’s Compensation – Statutory requirements and benefits. Coverage is compulsory for employees of three or more employees, to include the employee, Offerors 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 non-compliance with the contract.

b. Employer’s Liability - $100,000.00

c. Commercial General Liability - $1,000,000.00 per occurrence and $2,000,000.00 in aggregate. Commercial General Liability is to include bodily injury and property damage. Personal injury and advertisement injury, products and completed operations coverage. NRHA must be named as an additional insured and so endorsed on the policy.

d. Automobile Liability - $1,000,000.00 per occurrence

e. NRHA must be noted as an additional insured and so noted on the policy.

f. The contractor shall maintain the required insurances throughout the contract which includes the base year, all option years and any contract term extensions.

V. PRICING SCHEDULE

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

B. Deviations from the specifications or terms and conditions may result in the bid submission being non-responsive.

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

VI. BILLING SPECIFICATIONS

A. The contractor shall provide 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 task 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).

VII. BID 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.

DO NOT RETURN THE SOLICITATION IN YOUR SUBMITTAL PACKAGE. ONLY

SUBMIT THE REQUIRED INFORMATION/DOCUMENTS.

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

B. Bid Preparation:

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

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

3. Bidders shall complete and/or submit the following attachments

Attachment B, Pricing Schedule Attachment C, References Attachment D, Past Performance Write Up Attachment E, Bidder Qualification Sheet Attachment F, W9 Attachment G, Certificate of Compliance – Section 3 Forms Attachment H, Non-Collusion Affidavit Attachment I, Submit Contractor Business / Trade License a Failure to submit any of the required information may result in your bid being considered non-responsive and being removed from the competition.

b Bids 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.

c. Additional information such as company brochures, literature, or other marketing material, will be discarded and not used in the evaluation process. Non-compliant bids may be considered non-responsive..\

d. 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 a Bidder 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 bid document, line item prices and/or total bid prices as proprietary or trade secrets is not acceptable and may result in rejection of the bid.

VIII. SELECTION CRITERIA AND AWARD

A. Selection Criteria:

NRHA reserves the right to award multiple contractors under this IFB. Selection shall be made without discussions with one or more responsive and qualified contractors who offers the lowest responsible price and who's offer totally complies with all required solicitation requirements.

IX. PRE-PROPOSAL CONFERENCE

A pre-proposal conference will be held on Thursday, December 18, 2025 at 9:30 a.m. at the Grandy Village Learning Center located at 2971 Kimball Loop, Norfolk, Virginia 23504 followed by a site visit to each location. The purpose of this conference is to allow potential Offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

Due to the importance of all Offerors having a clear understanding of the specifications/scope of work and requirements of this solicitation, attendance is strongly encouraged.

Bring a copy of this solicitation with you. Any changes resulting from this conference will be issued in a written amendment to this solicitation.

X. AMENDMENTS

Any AMENDMENTS issued for this solicitation may be accessed at:

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

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

XI. SPECIAL CONTRACT REQUIREMENTS

Section 3 Clause

A. The work to be performed under this contract is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 170lu (Section 3). The purpose of Section 3 is to ensure that employment and other economic opportunities generated by HUD assistance or HUD-assisted projects covered by Section 3, shall, to the greatest extent feasible, be directed to low and very low-income persons, particularly persons who are recipients of HUD assistance for housing.

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

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

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

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

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

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

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

H. With respect to work performed in connection with Section 3 covering housing assistance, section 7(b) of the Indian Self-Determination and Education Assistance Act (25 U.S.C. 450e) also applies to the work to be performed under this contract. Section 7(b) requires that to the greatest extent feasible (I) preference and opportunities for 9training and employment shall be given to Indians, and (ii) preference in the award of contracts and subcontracts shall be given to Indian organizations and Indian-owned Economic Enterprises.