Norfolk Redevelopment and Housing Authority

Invitation for Bid

# PR2408-408-25

for

Foreign Language Translation Services and

American Sign Language Interpreter Services

December 18, 2025

IFB PR2408-408-25

GENERAL INFORMATION FORM

QUESTIONS: All inquiries for information regarding this solicitation should be directed to: Roxanne Potts, e-mail: rpotts@nrha.us.

Deadlines for questions are Tuesday, December 30, 2026, at 3:00 PM. No question shall be answered after that date.

DUE DATE: Sealed Proposals will be received until Thursday, January 15, 2026 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 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 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 III, paragraph 9)

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 15

1. CONTRACT NUMBER

2. SOLICITATION NUMBER

PR2408-408-25

3. TYPE OF SOLICITATION

SEALED BID (IFB)

NEGOTIATED (RFP)

SOLE SOURCE

4. DATE ISSUED

12/19/2025

5. CHANGE/TASK NUMBER

6. ISSUED BY

Norfolk Redevelopment and Housing Authority

Purchasing Services Office

555 E. Main Street, 17th Floor

Norfolk, VA 23510

7. SUBMIT INVOICES TO:

INVOICES@NRHA.US

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

SOLICITATION:

8. Foreign Language Translation and American Sign Language Interpretation Services

9. FOR

INFORMATION

CALL:

A. NAME

Roxanne M. Potts, Procurement Specialist

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 9

VI. BILLING SPECIFICATIONS 10

VII. PROPOSAL PREPARATION AND SUBMISSION 11

VIII. SELECTION CRITERIA AND AWARD 12

IX. PRE-PROPOSAL CONFERENCE 12

X. AMENDMENTS 12

XI. SPECIAL CONTRACT REQUIREMENTS 12

XII. ATTACHMENTS 15

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

PR2404-408-25

I. BID COVER SHEET

Norfolk Redevelopment and Housing Authority, hereafter referred to as NRHA, hereby seeks Foreign Language Translation Services and American Sign Language Interpreter Services in accordance with the terms and specifications, herein. Bids will be received through the Bonfire Portal until 3:00 PM Norfolk, Virginia local time on Thursday, January 15, 2026. The Bonfire Interactive Portal will not accept bids once the due date and time has been reached. Final date for questions is December 30, 2025, at 3:00 PM EST time. All questions must be submitted through the Bonfire Interactive portal. After this date, questions will not be accepted.

For Information, please contact:

Name: Roxanne M. Potts

Email: rpotts@nrha.us

Bids may be mailed or delivered to:

NRHA Bonfire Interactive Portal https://nrha.bonfirehub.com/portal/?tab=openOpportunities

Incumbent Contractor is Cal Interpreting & Translating, Volatria Language Network Inc

NIGP Commodity Code(s) for this effort are/is: 96146, 96175 - Interpreter Services (Foreign Language, Hearing Impaired, etc.) Translation Services

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. Contract Period:

1. The period of performance is for five (5) years; base year plus (4) one-year options.

2. Option Exercise - The contractor will be notified prior to the end of the contract whether an option year will be exercised, or not exercised. Option exercise is the sole right and prerogative of the Authority. The contractor shall be obligated by acceptance of a contract award, for the base performance period 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. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. 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. SCOPE OF WORK / 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 1,781 units of public housing.

The Contractor shall furnish all necessary material, equipment, transportation, and incidentals as may be required to provide Foreign Language Translation and/or American Sign Language Interpreter services in accordance with all requirements herein.

A. Minimum Contractor Qualifications:

1. The Contractor selected shall be an established company, or sole proprietorship, with not less than three (3) years in business and three (3) years experience in providing Foreign

Language Translation and/or American Sign Language Interpreter Services similar to the requirements identified herein.

2. The Contractor shall have sufficient, properly trained, experienced and dependable staff to meet the contract needs in a timely and technically acceptable manner.

3. The Contractor shall have sufficient transportation and equipment, in good repair, to meet the contract needs in a timely and technically acceptable manner.

4. The contractor shall have sufficient financial resources to successfully provide the scope of services identified herein, including the identified permissible billing frequency.

5. Contractors shall ensure that they are in compliance with all law and regulations in executing the work, including any Federal, State, or local Safety and Environmental law and regulations.

B. Detailed Requirements – Translation Services; Foreign Language Translation and/or American Sign Language Interpreter Services:

1. The contractor shall provide Foreign Language Translation and/or American Sign Language Interpreter Services on an as-needed, as-ordered basis when ordered by and scheduled with authorized NRHA personnel.

2. The contractor shall respond to scheduling inquiry within 48 hours of inquiry.

3. The contractor shall provide NRHA with a preferred method of contact for ordering and scheduling inquiries in order to maximize timely receipt of notification, (i.e. telephone, facsimile transmission (fax), or email message).

4. Foreign Language Translation Services; The contractor may be required to perform services in a face- to- face setting at any NRHA location, via conference calls, or at any NRHA Special Event.

5. American Sign Language Interpreter; The contractor may be required to perform services in a face to face setting at any NRHA location or at any NRHA Special Event.

4. Services may be required, as ordered, at the following locations:

• NRHA Administration, 555 E. Main Street, Norfolk, VA 23510

• Bobbitt Midrise, 5920 Poplar Hall Drive, Norfolk, VA 23502

• Calvert Square, 900 Bagnall Road, Norfolk, VA 23504

• Diggstown, 1619 Vernon Drive, Norfolk, VA 23523

• Franklin Arms, 2500 Princess Anne Road, Norfolk, VA 23504

• Grandy Village, 3151 Kimball Terrace, Norfolk, VA 23504

• Hunter Square, 825 Goff Street, Norfolk, VA 23504

• Oakleaf Forest, 1701 Greenleaf Drive, Norfolk, VA 23523

• Partrea Midrise, 701 Easy Street, Norfolk, VA 23505

• Sykes Midrise, 555 E. Liberty Street, Norfolk, VA 23523

• Young Terrace, 816 Whitaker Lane, Norfolk, VA 23510

• NRHA Scheduled Events

*NRHA reserves the right to add additional locations, if the need arises, but all work will be in Norfolk, Virginia.

C. Work Hours:

1. Normal work hours for NRHA are from 7:30 a.m. to 4:30 p.m., Monday through Friday, except holidays. Except for NRHA Special Events, services will normally be required during NRHA normal work hours.

2. NRHA holidays are as follows:

D. Insurance:

The contractor awarded this contract shall maintain adequate liability insurance, which shall protect and save harmless NRHA and its officials from all suits and actions of every kind and description arising from injury or damage to persons and property in the persecution of said work or in failure to properly safeguard same, and from all claims arising under the workmen’s compensation laws. The Contractor shall provide insurance documentation to NRHA within 10 days of the contract award and upon renewal of all policies and coverage.

1. At the minimum the awarded shall acquire and maintain insurance in the types and amounts of coverage, as detailed below:

i) Worker’s Compensation – Statuary 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 worker’s compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

ii) Automobile insurance $1,000,000.00 (per occurrence)

iii) Employer’s liability insurance $1,000,000.00

• 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

iv) Commercial General Liability Insurance of not less than $1,000,000.00 - Commercial General Liability is to include bodily injury, property damage, personal injury and advertisement injury, products and completed operations coverage.

2. NRHA must be named as an additional ensured and so endorsed on the policy.

3. The contractor must maintain the minimum required insurance coverage throughout the entire contract period which includes all option years.

E. Green Adherence Standards:

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

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

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

http://www.greenseal.org

V. PRICING SCHEDULE

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

Unit cost shall include travel to and from Norfolk, VA and the hourly rate of service for the type of interpretation service being bid.

Note: The number of referrals for Foreign Language Translation and/or American Sign Language Interpreter may vary significantly over the term of the contract awarded as a result of this IFB. NRHA does not guarantee a minimum number of referrals for services or a minimum amount to be paid under any contract resulting from this IFB. The following information is being provided so interested parties can better prepare a responsive bid which meets the needs of NRHA and our clients.

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

RESPONSE.

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

VI. BILLING SPECIFICATIONS

A. The contractor shall provide 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.

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

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

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

VII. PROPOSAL PREPARATION AND SUBMISSION

A. General Requirements:

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

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

DO NOT RETURN THE SOLICITATION IN YOUR SUBMITTAL. ONLY SUBMIT

THE REQUIRED DOCUMENTS AND INFORMATION.

DO NOT RETURN THE SOLICITATION IN YOUR SUBMITTAL PACKAGE. ONLY

SUBMIT THE REQUIRED INFORMATION/DOCUMENTS.

2. Proposal Preparation:

a. Bidders shall complete and submit pricing schedule in Attachment A – Foreign Language Translation Services and/or Attachment B – American Sign Language Interpretation Services.

b. Bidders are not required to complete both pricing sheets. Bidders may complete and submit the pricing schedule for the service it intends to provide.

c. Bidders shall complete and submit Attachment C for three (3) references for work of similar and size as stated in the specifications.

d. Bidders shall submit proof of any certification for services requested herein.

e. Bidders shall complete and submit Attachments E, F, G, and H.

f. Bidders 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. Non-Compliant bids may be removed from competition.

g. Additional information such as company brochures, literature, or other marketing material, will be accepted.

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

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

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

VIII. SELECTION CRITERIA AND AWARD

Selection Criteria:

Selection shall be made without discussions with one or multiple bidders deemed responsive and qualified, who offers the lowest responsible price and whose offer totally complies with all required solicitation requirements.

IX. PRE-PROPOSAL CONFERENCE

A pre-proposal conference will not be held.

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

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

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

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

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

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

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

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

http://www.nrha.us/opportunities

N. COOPERATIVE PROCUREMENT (Contract available for use by other public entities)

1. This procurement is being conducted by Norfolk Redevelopment and Housing

Authority (NRHA or the Authority) in accordance with the provisions of Virginia Code § 2.2-4304. Except for contracts for architectural and engineering services, if agreed to by the Contractor(s), Supplier(s) or Vendor(s), henceforth referred to as the Contractor, other public bodies may utilize the resultant contract(s), henceforth referred to as the contract. Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor, the resultant contract will be extended to the public bodies indicated above to purchase at contract prices in accordance with contract terms.

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

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

http://www.nrha.us/opportunities

O. The following documents are available for download at the NRHA website:

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

2. NRHA’s Terms and Conditions

XII. ATTACHMENTS

Attachment A – Pricing Schedule – Foreign Language Translation Services

Attachment B- Pricing Schedule – American Sign Language Interpretation

Attachment C - Reference Sheets (3)

Attachment D - HUD 5369-B Instructions to Offerors

Attachment E - Certifications and Representation of Offerors

Attachment F - Section 3 Compliance Forms

Attachment G - W9 Form

Attachment H – Bidder Qualifications http://www.eva.virginia.gov/learn-about-eva/vendors-manual.htm

Attachment A - Pricing Schedule

Foreign Language Translation Service

Attachment D - HUD 5369-B Instructions to Offerors

Attachment E - Certifications and Representation of Offerors

Attachment F - Certificate of Compliance – Section 3

Section 3/Targeted Section 3 Worker Self-Certification

The purpose of the Norfolk Redevelopment and Housing Authority’s (NRHA) Section 3 Program is to provide employment, training, and contracting opportunities to low-income individuals, particularly those who are recipients of government assistance for housing or other public assistance programs.

Any construction firm performing on a Section 3 Covered Project must submit this Section 3 / Targeted Section 3 Worker Self-Certification for each employee working on site of the Section 3 Covered Project, regardless of the employee’s Section 3 / Targeted Section 3 Worker status.

Employee responses are confidential and shall NOT have an adverse effect on the construction firm’s offer of employment to the employee.

Worker Employment Status (Check only one)

□ New Hire □ Current Employee Date Hired: / /

Contact Information

Employer Employee

Company Name:

DBA:

Permanent Address:

Street Line 2:

City: State:

Zip Code:

Mailing Address: □ Same as Physical Address

Street Line

2:

City: State:

Zip Code: Phone: ( )

Employee Name:

Employee SSN (Last Four):

Physical Address:

City:

State:

Zip Code:

Mailing Address: □ Same as Physical Address

Street Line

2:

City: State:

Zip Code: Phone: ( ) -

Employment Details

Worker Classification:

(Carpenter, Laborer, Painter, Plumber, Roofer, etc... For additional classifications, see associated DBA Wage Determination if, applicable.)

Base Hourly Rate of Pay: $ (Total dollar amount paid to the worker for every hour worked.)

Pay Cycle:

(Weekly, bi-weekly, semi-monthly, or monthly. Different pay cycles may be established for different employees or groups of employees but pay cycles may not be changed without providing notice to the worker(s) at least 1 pay period in advance.)

Designated Pay Day:

(Day of week when wages are paid/available to the worker: Monday, Tuesday, Wednesday, etc...

Different pay days may be established for different employees or groups of employees but pay days may not be changed without providing notice to the worker(s) at least 1 pay period in advance.)

Designated Work Week:

(An employee's workweek is a fixed and regularly recurring period of 168 hours — seven consecutive 24-hour periods. It need not coincide with the calendar week and may begin on any day and at any hour of the day (i.e., Sun.- Sat, or Mon. – Sun., or Wed. – Tue, etc.). Different workweeks may be established for different employees or groups of employees, but work weeks may not be changed without providing notice to the worker(s) at least 1 pay period in advance.)

Section 3 and/or Targeted Section 3 Worker Status Select the appropriate designation to declare the employee’s Section 3 Worker and/or Targeted Section 3 Worker status as defined in 24 CFR Part 75. HUDs Income Limits can be found by visiting:

https://www.huduser.gov/portal/datasets/il.html.

Select from ONE of the following options below as the basis for the Section 3 Worker designation:

☐ The worker is employed by a Section 3 Business Concern

☐ The worker is a low or very low-income resident (the worker’s income for the previous or annualized calendar year is below the income limit established by HUD)

☐ The worker is a YouthBuild participant

Select from ONE of the following options below as the basis for the Targeted Section 3 Worker designation:

☐ The worker is employed by a Section 3 Business Concern

☐ The worker is a YouthBuild participant

☐ The worker currently meets or when hired met at least one of the following categories, as documented within the past five years:

☐ A resident of public housing or Section 8-assisted housing

☐ A resident of other public housing development or Section 8-assisted housing managed by the PHA that is providing the assistance

☐ Living within the service area or the neighborhood of the project, as defined in 24 CFR Part 75.5 https://www.ecfr.gov/current/title-24/subtitle-A/part-75 https://www.huduser.gov/portal/datasets/il.html

Employer and Employee Attestation

I hereby affirm and certify, under penalty of law, that the above statements on this form are true, complete, and correct to the best of my knowledge and belief.

Employer Employee

Name of Contracting Firm: ___________________

Name & Title of Authorized Representative:

Signature of Authorized Representative:

Date: ______________________

Employee Name (Print): _________________________

Employee Signature: ____________________________

Date: ______________________________

STOP HERE! END OF SELF-CERTIFICATION!

FOR ADMINISTRATIVE USE BY NRHA STAFF ONLY

Is the employee a Section 3 worker based upon their self-certification? □YES □NO

Is the employee a Targeted Section 3 worker based upon their self-certification? □YES

□NO

Was the worker hired as a result of this particular Section 3 covered project? □YES

□NO

Name of NRHA Authorized Representative: Signature of NRHA Authorized Representative:

Title of NRHA Authorized Representative: Date:

EMPLOYERS MUST RETAIN THIS FORM IN THEIR SECTION 3 COMPLIANCE

FILE FOR FIVE (5) YEARS FROM THE DATE OF EXECUTION.

Definitions:

Section 3 Business Concern:

• Is at least 51 percent owned and controlled by low- or very low-income persons;

• Over 75 percent of the labor hours performed for the business over the prior three-month period are performed by Section 3 workers; or

• Is a business at least 51 percent owned and controlled by current public housing residents or residents who currently live in Section 8-assisted housing.

Section 3 Worker:

• A low or very low-income resident (the worker’s income for the previous or annualized calendar year is below the income limit established by HUD), or

• Employed by a Section 3 Business Concern, or

• A YouthBuild Program Participant.

Targeted Section 3 Worker:

• Employed by a Section 3 Business Concern, or

• Currently meets or when hired met at least one of the following categories as documented within the past five years:

• A resident of public housing, or

• A resident of other public housing projects or Section 8-assisted housing, or

• Living within the service area or the neighborhood of the project, as defined in

24 CFR 75.5, or

• (Housing and Community Development funding only)

• A YouthBuild Program Participant

Youth Build Program:

• Community-based apprenticeship program administered by the U.S. Department of

Labor that provides job training and educational opportunities for at-risk youth ages 16-

24 who have previously dropped out of high school

Section 3 Covered Project:

• Pursuant to 24 CFR PART 75.3 – Section 3 Covered Projects Includes:

1. Development assistance provided pursuant to section 5 of the United States

Housing Act of 1937 (the 1937 Act);

2. Operations and management assistance provided pursuant to section 9(e) of the 1937 Act;

3. Development, modernization, and management assistance provided pursuant to…