1-PR2528-148-26 Pest Control Services.pdf

Norfolk Redevelopment and

Housing Authority

Request for Proposal

# PR2528-148-26

for

Pest Control Services

October 8, 2025

Contracting Opportunities – BONFIRE

INTERACTIVE PORTAL

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

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

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

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

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

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

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

RFP PR2528-148-26

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 Friday, October 24, 2025 at 3:00 PM. No question shall be answered after that date.

DUE DATE: Proposals must be submitted through the Bonfire Interactive Portal (see prior page for information). will be received until Friday, November 7, 2025, 2025, 2052 at 3:00 PM. Failure to submit proposals to the correct location by the designated date and hour will result in disqualification.

ADDRESS: Proposals must be submitted through the Bonfire Interactive Portal (see prior page for information).

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

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

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

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

Large

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

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

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

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

FULL LEGAL NAME (PRINT)

(Company name as it appears with your Federal Taxpayer Number)

FEDERAL TAXPAYER NUMBER (ID#)

BUSINESS NAME/DBA NAME/TA NAME

(If different than the Full Legal Name)

FEDERAL TAXPAYER NUMBER

(If different than ID# above)

BILLING NAME

(Company name as it appears on your invoice)

IDENTIFICATION NUMBER issued by the State Corporation Commission (See Section XI, paragraphs I through M of this RFP)

CONTRACT AND TASK ORDER ADDRESS

PAYMENT ADDRESS

CONTACT NAME/TITLE (PRINT)

SIGNATURE (IN INK)

DATE

E-MAIL ADDRESS

TELEPHONE NUMBER

TOLL FREE TELEPHONE NUMBER

FAX NUMBER TO RECEIVE

Table of Contents

Section Page

I. PURPOSE

II. CONTRACT PERIOD

III. BACKGROUND

IV. STATEMENT OF NEED

V. BILLING SPECIFICATIONS

VI. PROPOSAL PREPARATION AND SUBMISSION

VII. SELECTION CRITERIA AND AWARD

VIII. PRE-PROPOSAL CONFERENCE

IX. AMENDMENT

X. CONTRACT ADMINISTRATION

XI. GENERAL CONDITIONS OF THE CONTRACT

XII. SPECIAL CONTRACT REQUIREMENTS

XIII. ATTACHMENTS

SOLICITATION, OFFER AND AWARD Page of Page 1 19

1. CONTRACT NUMBER

2. SOLICITATION NUMBER

PR2528-148-26

3. TYPE OF SOLICITATION

SEALED BID (IFB)

NEGOTIATED (RFP)

SOLE SOURCE

4. DATE ISSUED

October 8, 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. Proposals must be submitted through the Bonfire Interactive Portal (see prior page for information).until Friday, November 7, 2025 at 3:00 p.m. local time. CAUTION: LATE Submissions, Modifications, Withdrawals: All offers are subject to all terms and conditions contained in this solicitation.

9. FOR

INFORMATION

CALL:

A. NAME

Roxanne Potts, VCA, A.P.P.

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

rpotts@nrha.us

AREA CODE

NUMBER

314-2044

EXT

10. TABLE OF CONTENTS

SEC DESCRIPTION PAGE SEC DESCRIPTION PAGE

I. PURPOSE 2

II. CONTRACT PERIOD 2

III. BACKGROUND 2

IV. STATEMENT OF NEED 2

V. BILLING SPECIFICATIONS 10

VI. PROPOSAL PREPARATION AND SUBMISSION 12

VII. SELECTION CRITERIA AND AWARD 14

VIII. PRE-PROPOSAL CONFERENCE 15

IX. AMENDMENT 15

X. CONTRACT ADMINISTRATION 16

XII. SPECIAL CONTRACT REQUIREMENTS 16

XIII. ATTACHMENTS 19

OFFER (Must be fully completed by offeror)

11. In compliance with the above, the undersigned agrees, if the offer is accepted within calendar days (120 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all terms upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

12. DISCOUNT FOR PROMPT PAYMENT

10 CALENDAR DAYS

20 CALENDAR DAYS

30 CALENDAR DAYS

CALENDAR DAYS

13. ACKNOWLEDGEMENT OF AMENDMENTS

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

AMENDMENT NO. DATE AMENDMENT NO. DATE

14A. NAME AND

ADDRESS OF

OFFEROR

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

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

DIFFERENT FROM ABOVE – ENTER SUCH

ADDRESS IN SCHEDULE.

16. SIGNATURE

17. OFFER DATE

AREA CODE

NUMBER

EXT

AWARD (To be completed by NRHA)

18. AWARD AMOUNT:

Funded Incrementally Funded via Task Orders

19. PERIOD OF PERFORMANCE:

20. NRHA ACCOUNTING DATA:

21. NAME OF CONTRACTING OFFICER (TYPE OR PRINT)

22. NORFOLK REDEVELOPMENT AND HOUSING AUTHORITY

(Signature of Contracting Officer)

23. AWARD DATE

NRHA FRM 25-009

I. PURPOSE

Norfolk Redevelopment and Housing Authority, hereafter referred to as NRHA, hereby seeks to obtain one qualified Contractor to provide Pest Control Services at four (4) NRHA public housing properties and three (3) Senior Midrise in the City of Norfolk, Virginia.

Final date for questions is Friday, October 24, 2025 at 3:00 PM via email at rpotts@nrha.us.

After this date, questions will not be accepted.

II. CONTRACT PERIOD

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

NRHA anticipates awarding a five (5) year contract, base plus four one-year options. Exercise of option years will be based on availability of funds and satisfactory performance of the contractor. The scope of this project may be extended to other NRHA Properties.

OPTION EXERCISE - The contractor will be notified within sixty (60) days prior to the end of the contract whether an option year will be exercised, or not. Option exercise is the sole right and prerogative of the Authority. The contractor shall be obligated by proposal submission for the base year and each option year.

III. BACKGROUND

Founded in 1940, NRHA is the largest redevelopment and housing authority in Virginia and is a national leader in real estate development and property management. NRHA currently serves 2,541 households and offers affordable quality apartment living opportunities throughout Norfolk.

IV. STATEMENT OF NEED

NIGP Commodity Code(s) for this effort are: 67554, 91059, 98872.

The Contractor shall provide all labor, equipment, tools, materials, supplies and incidentals to perform treatment and extermination services of all pests in accordance with all EPA, OSHA regulations, and U.S. Department of Housing and Urban Development’s Guidance on Integrated Pest Management (IPM) (Attachment A).

Contractor must provide services in a manner that demonstrates sensitivity to the fact that NRHA properties are primarily residential in nature and that the needs of the residents are the foremost priority. Contractor must follow IPM Pest Control Service Guidelines described in Attachment A, except where Contractor specifically identifies situations where it follows alternative guidelines.

A. Definitions:

1. CRO - Community Resource Officer space and “TMC” means Tenant Management Corporation space.

2. Common Areas - Lobbies, sitting areas, laundry rooms, stairwells, elevators, trash chute rooms, bathrooms, and hallways.

3. Management Spaces - Offices, staff kitchen areas or break rooms, storerooms, closets, and associated management area hallways.

4. Recreational Centers - Recreational spaces/rooms, gymnasiums, kitchens, meeting rooms, bathrooms, hallways, and any associated clinics, offices, lobbies, and sitting areas.

5. Maintenance - Maintenance offices, shops, kitchens, break rooms, storerooms, boiler rooms, HVAC equipment rooms, trash rooms, and associated hallways.

B. Communities/Buildings that require extermination service, definite Items of the contract:

1. Diggs Town:

Diggs Town (including the Learning Center), located at 1619 Vernon Dr, Norfolk, VA 23523, is a NRHA Family Community complete with a separate Learning and Recreational Centers. Areas to be treated include but are not limited to the following:

a. 44 – One-bedroom units

b. 99 – Two-bedroom units

c. 106 – Three-bedroom units

d. 74 – Four-bedroom units

e. Learning Center

f. Recreation Center

g. Office – Management and Maintenance

2. Young Terrace:

Young Terrace (including the Learning Center), located at 814 Whitaker Ln, Norfolk, VA 23510, is a NRHA Family Community complete with a separate Learning and Recreational Centers. Areas to be treated include but are not limited to the following:

a. 139 – One-bedroom units

b. 377 – Two-bedroom units

c. 228 – Three-bedroom units

d. 01 – Four-bedroom units

e. Learning Center

f. Recreation Center

g. Offices – Management and Maintenance

3. Calvert Square:

Calvert Square (including the Learning Center), located at 900 Bagnall Rd, Norfolk, VA 23504, is a NRHA Family Community complete with a separate Learning and Recreational Centers. Areas to be treated include but are not limited to the following:

a. 50 – One-bedroom units

b. 162 – Two-bedroom units

c. 92 – Three-bedroom units

d. 04 – Four-bedroom units

e. Learning Center

f. Recreation Center

g. Offices – Management and Maintenance

4. Oakleaf Forest:

Oakleaf Forest (including the Learning Center), located at 1701 Greenleaf Dr, Norfolk, VA 23523, is a NRHA Family Community complete with a separate Learning and Recreational Centers. Areas to be treated include but are not limited to the following:

a. 36 – One-bedroom units

b. 86 – Two-bedroom units

c. 92 – Three-bedroom units

d. 13 – Four-bedroom units

e. 27 – Five-bedroom units

f. 02 – Six-bedroom units

g. 01 – Seven-bedroom units

h. Learning Center

i. Recreation Center

j. Offices – Management and Maintenance

5. Hunter Square:

Hunter’s Square, located at 825 Goff St, Norfolk, VA 23504, is an NRHA Senior & Disabled Midrise community. Areas to be treated include but are not limited to the following:

a. 83 – One-bedroom units (5 ADA-accessible)

b. 08 – Two-bedroom units (4 ADA-accessible)

c. 06 – Two Laundry rooms on each floor

d. Community Room

e. Community Kitchen

f. Supply Closets in Hallways

6. Bobbitt:

Bobbitt, located at 5920 Poplar Hall Dr, Norfolk, VA 23502, is an NRHA Senior &

Disabled Midrise community. Areas to be treated include but are not limited to the following:

a. 74 – One-bedroom units (8 ADA-accessible)

b. 10 – Two-bedroom units (1 ADA-accessible)

c. 02 – Laundry rooms

d. Community Room

e. Lobby

f. Community Kitchen

7. North Wellington:

North Wellington, is 25 individual units located in close proximity of our Bobbitt midrise.

a. 20 – Three-bedroom units (2 wheelchair accessible)

b. 05 – Four-bedroom units

8. Sykes:

Sykes, located at 555 E. Liberty St, Norfolk, VA 23523, is an NRHA Senior & Disabled Midrise community. Areas to be treated include but are not limited to the following:

a. 77– One-bedroom units (7 ADA-accessible)

b. 07 – Two-bedroom units (1 ADA-accessible)

c. 02 - Community Kitchens

d. 03 – Laundry Rooms

e. Lobby/Sitting areas

f. Supply closets

g. Community Room

h. Offices – Management and Maintenance

C. Categories of Services: Contractor shall perform the following tasks for the buildings listed above.

1. Initial Inspection: Conduct an initial inspection during the first 30 days of the contract or when being assigned new properties. The initial inspection is for the contractor to evaluate the needs of the premises and to present findings to the NRHA Technical Contract Representative.

The following specific points shall be addressed;

a. Identification of problem areas in and around the building;

b. Discussions of effectiveness of previous efforts;

c. Contractor access and coordination to all necessary areas;

d. Establish locations for routine monitoring in common areas; and

e. Information for the contractor of any restrictions or special safety precautions.

2. Access: Escorts will not be available for Contractor work under this contract. For each day that site work is scheduled, at the beginning of the site visit, Contractor shall pick up a key, or keys, from the Property Management Office or designated point of contact for the property. Keys are to be turned back in at the end of the site visit on a daily basis.

At no time are keys to be kept with the Contractor personnel at the end of a day.

3. Responsibility: Contractor is responsible for keys in possession of Contractor personnel and shall ensure that such personnel exercise sound judgment and due care.

Contractor shall be responsible for any costs associated with lost keys.

4. Routine Inspection: On a quarterly basis, conduct regularly scheduled inspection services for cockroaches, ants and commensal rodents, set out or collect monitoring traps, set out and refresh bait stations and traps must be properly dated and initialed by tech, and determine need for treatment over and above traps and bait stations. Any identified need for treatment and recommendations shall be reported to the Technical Contract Representative on the same day as inspection. If a unit requires treatment after quarterly inspection the technician will return to re-inspect the conditions on the 1st and 2nd month to provide a status update on the pest log. The report shall be in accordance with the reporting requirements of paragraph IV.4.H.herein. Technician required to remove dead roaches during follow-up inspection.

“Covered pests” are all pests listed on pricing sheet, under non-routine services and treatments, item C through J. The following pests are excluded from this contract: 1) Birds, bats, snakes, and all other vertebrates other than commensal rodents 2) Subterranean termites and other wood destroying organisms 3) Mosquitoes 4) Plant-feeding pests.

5. Treatment: NRHA will verify and discuss the reported findings and reach an agreement with the contractor as to the treatment plan, pursuant to any report submitted. In accordance with IPM protocols, treatment methods are expected to be conducted in the least toxic manner possible for control or eradication of the infestation. Treatment shall begin immediately upon agreement.

6. Emergency Inspection: Contractor shall conduct emergency inspections and necessary treatment in response to requests by NRHA for corrective action. Emergency Inspections, when requested, are to be performed within eight (8) hours during normal working hours.

7. Call-Back Service: Contractor shall conduct follow-up inspections in response to resident or staff complaints. Routine call-back service shall be conducted within one (1) workday after receipt of notification by NRHA. Call-back service required by NRHA due to contractor need for continuation of a treatment plan that is not clearing a problem area, or areas, will be at no additional charge.

8. Unit Turnover Service: Contractor shall conduct vacant unit inspection and necessary treatment as ordered by NRHA when units are prepared for occupancy.

9. Special Service: Contractor shall conduct inspection and pest control as agreed to by the Contractor and NRHA for pests which includes termite swarmers, stinging insects, silverfish, arachnids, other arthropods, and snakes not covered by routine inspections as noted in paragraph IV.C.4.

10. Pre-Move/Post-Move Requirement:

a. All units scheduled for relocation must be inspected and treated (if necessary) within 5 days before resident move-in.

b. Vacated units must be inspected and treated within 2 days after move-out to prevent spread to adjoining units.

11. Specify Bed Bug Treatment Methods: Require vendors to describe their treatment protocol for bed bugs (chemical vs. thermal remediation). Thermal treatment is preferred for relocation/rehab projects

12. Resident Preparation Support: Vendor are to provide unit preparation instructions (e.g., laundering, decluttering)

D. Integrated Pest Management Plan

Contractor shall submit with its proposal the Integrated Pest Management (IPM) Plan. (see attachment A for guidance) The IPM Plan must be approved by NRHA prior to implementation and incorporation into the final contract. The Contractor shall have five (5) days after contract award to correct any deficiencies in the IPM Plan noted by NRHA. The Contractor shall be responsible for carrying out work according to the approved IPM Plan. At a minimum, the IPM Plan shall consist of the following:

1. Materials and Equipment for Service: The contractor must provide current labels and Safety Data Sheets (SDS) of pesticides to be used, and brand names of pesticides application equipment, rodent bait boxes, insect and rodent trapping devices, pest monitoring devices, pest surveillance and detection equipment, and any other pest IPM devices or equipment. All pesticides must be pre-approved by NRHA prior to use.

2. Method for Monitoring and Surveillance: The contractor shall describe methods and procedures to be used for identifying sites of pest harborage and access, and for making objective assessment of pest population levels throughout the term of the contract. The information must include general locations of common area monitoring traps and responsibilities for routinely checking the traps.

3. Service Schedule for Each Building or Site: The Contractor shall provide complete service schedules that include specific day(s) of the week of Contractor visits, and approximate duration of each visit. Contractor's proposal shall assume a monthly treatment per property. If more or less frequent visits may be needed based on inspections and trap results, Contractor shall explain the basis for adjusting the service schedule. Except as otherwise agreed, all work at properties under this contract shall be performed between the hours of 8:30 a.m. and 4:00 p.m., Monday through Friday, and shall not interfere with daily NRHA operations.

4. Description of any Structural or Operational Changes That Would Facilitate the Pest Control Effort: The Contractor shall describe site-specific solutions for observed sources of pest food, water, harborage, and access.

5. Commercial Pesticide Applicator Certificates or Licenses: The Contractor shall identify the personnel providing pest control, including the pest management supervisor.

Contractor shall provide photocopies of State-issued Commercial Pesticide Applicator Certificates or Licenses for every Contractor employee who will be performing on-site service under this contract.

E. Updates to IPM Plan

Contractor shall receive prior approval of the NRHA Contracting Officer prior to implementing any subsequent changes to the approved IPM Plan, including additional or replacement pesticides and on-site service personnel. Contractor shall provide licenses for every contractor employee who will be performing on-site services before the employee begins work on NRHA’s property. Any substitutions, additions, or replacement of personnel from those cited in the contractor's original proposal must be submitted to the NRHA for approval.

F. Contractor Personnel

Contractor shall provide qualified, professional pest management personnel who:

1. Understand current practices in the field of pest control and have experience providing pest control services in a residential environment.

2. Conduct themselves in a professional and workmanlike manner, with minimal noise and disruption.

3. Cooperate with the building occupants to assure the progress of this work.

4. Maintain current certification as Commercial Pesticide Applicators in the category of residential and institutional pest control services.

5. While working at NRHA-owned or leased properties, shall wear distinctive uniform clothing that has the contractor's name easily identifiable, affixed in a permanent or semi-permanent manner.

6. Use additional personal protective equipment required for safe performance of work as determined and provided by the contractor that, at a minimum, conform to Occupational Safety and Health Administration (OSHA) standards for products being used.

7. Use only contractor vehicles identified in accordance with state and local regulations.

8. Observes all safety precautions throughout the performance of this contract. Certain areas within some buildings may require special instructions for persons entering these areas.

9. Will comply with all government regulations as are applicable during the time spent on government property.

10. Obtain building passes, if needed, as supplied by the NRHA or appropriate property manager.

11. Contractor shall conduct criminal background checks on all employees prior to being assigned to the resultant contract.

NOTE: Contractor shall have access to a full-time Entomologist who has demonstrated expertise in structural pest control, especially for rodents, bedbugs and cockroaches.

Entomologist shall be available to the contractor for routine and emergency consultation.

G. Minimum Standards of Performance

The contractor's performance will be evaluated in accordance with the approved IPM Plan. If pests appear between scheduled treatment, the contractor shall be called back to treat the room(s), or building where the problem occurred.

If the contractor fails to arrive at NRHA installation within one (1) workday after the request for callback service, NRHA reserves the right to obtain the service elsewhere and the cost of such service shall be paid from the contractor's fee covering the period for which the outside service was obtained. This deduction will be supported by a copy of the invoice covering the emergency service obtained elsewhere.

H. Reporting

As part of the services provided under this contract, the collection and transmittal of data collected by the contractor during the work is crucial to the effectiveness in managing the IPM Plan. Contractor shall propose reporting and recordkeeping plans to enable NRHA to monitor Contractor’s work in a timely and efficient manner. As a minimum, Contractor is required to collect and submit the reports detailed below. NRHA will review and approve report format prior to contract award.

1. Individual Property Reporting (within one week): Upon completion of each inspection cycle at an NRHA property, Contractor must submit the extermination log with a spreadsheet summary highlighting troubled areas or units within one week after the inspection cycle. For troubled areas, the Individual Property Report shall include, but not be limited to, the following:

a. A brief narrative discussing the findings as they relate to an increase or new infestation by unit or apartment number, including recommendations for treatment or preventative measures.

b. A cost proposal in accordance with the contract line item(s) for the applicable pest treatment(s) for the affected areas.

c. Contractor must submit the report via email in electronic spreadsheet format. Within one week after the quarterly inspection cycle.

NOTE: Work that is not documented or signed by the NRHA Property Manager or designee shall not be invoiced by the Contractor.

2. Treatment Cycle Reporting (within one week): Upon completion of a treatment cycle, Contractor must submit by email a general summary report within one week. The treatment summary reports shall include, but not be limited to the following:

a. Brief narrative discussing the findings as they relate to an increase or new infestations by unit or apartment number, including recommendation for treatment or preventative measures.

b. Discuss any findings of deficiencies due to lack of access, inadequate or improper treatments, or recommendations of change to a more effective chemical.

NOTE: Contractor shall submit reports to the Contract Technical Representative. Failure to submit the above reports on time may be considered a material breach of the contract and may be used as basis for termination of the contract.

I. Optional Services: Additional Properties

Extermination services for other NRHA Properties may be required though out the life of the contract. The addition to the contract of any of the below listed properties, shall be via a modification to the contract, executed by the NRHA Contracting Officer.

J. 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/2012/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

All products used on NRHA properties will be pre-approved in writing by the NRHA Contracting Officer.

V. BILLING SPECIFICATIONS

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

INVOICES@NRHA.US

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

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

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

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 Finance 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 http://www.fms.treas.gov/prompt/index.html do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

VI. PROPOSAL PREPARATION AND SUBMISSION

A. General Requirements:

1. In order to be considered for selection, Offerors must submit a complete response to this RFP. Proposals shall be submitted in two (2) separate volumes, Volume I, Pricing Proposal, and Volume II, Technical Proposal. Proposals shall be submitted electronically in Bonfire https://nrha.bonfirehub.com/portal/?tab=openOpportunities).

Contact the Buyer listed on the General Information Form for this solicitation to request approval to mail or deliver, a sealed envelope or package submission.

DO NOT RETURN THE SOLICITATION IN YOUR SUBMITTAL PACKAGE. ONLY

SUBMIT THE REQUIRED INFORMATION.

2. Proposal Preparation:

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

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

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

d. Additional information such as company brochures, literature, or other marketing material, will be discarded and not used in the evaluation process. Only the information requested under Section VI, B, Specific Proposal Requirements of this section, will be evaluated. Non-compliant proposals may be removed from the competitive range. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, subletter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and subletter should be repeated at the top of the next page. The proposal should contain a table of contents which cross references the RFP requirements.

Information which the offeror desires to present that does not fall within any of https://nrha.bonfirehub.com/portal/?tab=openOpportunities the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material.

Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

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

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

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

B. Specific Price Proposal (Volume I) Requirements - Up to 25 points

Price Proposal shall be submitted to bonfire and include the following elements:

1. A fully completed General Information form found on the back of the solicitation cover sheet

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

3. Attachment D, Pricing

4. Attachment G, Certifications and Representations of Offerors

5. Attachment H, Certificate of Compliance – Section 3

6. Attachment I, W9 form

7. Attachment J, Section 3 Compliance Forms

8. An electronic submission via bonfire of the proposal, including Volume I and

Volume II proposals

C. Specific Technical Proposal (Volume II) Requirements:

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

TAB A – Integrated Pest Management Plan – Up to 30 points

Offerors shall provide an Integrated Pest Management (IPM) Plan that complies with Attachment A. The IPM plan shall include, but not be limited to, all requirements of paragraph IV.4, herein. (No page limit)

TAB B – Sample Report – Up to 5 points

Offerors shall submit a sample of their report that will be utilized under the resultant contract. The sample report should include, but not be limited to, the elements required by paragraph IV.8, herein. (No page limit)

TAB C – Personnel – Up to 15 points

In addition to the personnel information included in Tab A, IPM Plan, Offerors shall describe their methods of ensuring that employees assigned to the resultant contract meet the minimum requirements as listed in paragraph IV.6 of this solicitation.

(Maximum 3 pages)

TAB D – Past Performance – Up to 10 points

Offerors shall complete Attachment C for no less than three (3) contracts of similar size and scope of this effort. Contracts shall have been completed or continued work, no older than five (5) years. Any contracts listed that are over five (5) years will not be considered. (Maximum 2 pages per write-up - maximum of 6 pages for this section)

TAB E – References – Up to 10 points

Offerors shall complete Attachment B for no less than three (3) references for satisfactorily work completed on project of similar size and scope as this effort. Offerors are cautioned to provide names of individuals who are willing to complete a short questionnaire that will be supplied to them by NRHA. Those questionnaires that are not returned will receive a zero score for this section. (Maximum 3 pages)

TAB F - Relocation or Renovation Project Experience – Up to 5 Points

Offerors should provide experience on relocation or renovation projects, not just pest control in residential settings. The treatment needs to be aggressive and persistent.

NOTE: The failure to not follow the instructions of this section of the solicitation may result in your proposal being removed from the competition for award of a contract.

Please review all sections of this solicitation, specifically Sections VI and VII to ensure total compliance.

VII. SELECTION CRITERIA AND AWARD

A. Selection Criteria:

Proposals will be evaluated by NRHA using the following:

Criteria Value Maximum Point

1. Integrated Pest Management Plan 30

2. Sample Report 05

3. Personnel 15

4. Past Performance 10

5. References 10

6. Pricing 25

7. Relocation or Renovation Experience 05

Total 100

B. Award:

Selection may be made without discussions with one offeror deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposal. However, if it is deemed in the best interest of the agency, NRHA reserves the right to select and invite two or more offerors to return to present oral proposals. Price shall be considered, but need not be the sole determining factor. NRHA may cancel this Request for Proposal or reject proposals at any time prior to an award. Should NRHA determine in writing and in its sole discretion that only one offeror has made the best proposal, a contract may be negotiated and awarded to that offeror without discussions. The award document will be a contract incorporating by reference all the requirements, terms and conditions of this solicitation, and the Contractor's proposal as negotiated.

VIII. PRE-PROPOSAL CONFERENCE

A. A Pre-Proposal conference will be conducted at Grandy Village Learning Center, 2971 Kimball Loop, on Thursday, October 16, 2025 at 9:00 a.m. The solicitation requirements will be discussed and any questions or concerns of Offerors will be addressed.

B. Immediately following the Pre-Proposal conference, a walk-through inspection of properties will begin on Thursday, October 16 and Friday October 17, 2025. The inspection will encompass the all definite item properties. Walk-throughs of the additional properties will be performed when the needed for services arises. The following schedule is set forth; Offerors are encouraged to allow sufficient time to allow proper inspection of each property in order to develop the necessary pricing based on the areas to be covered at each property:

PROPERTY ADDRESS INSPECTION TIME

Thursday, October 16, 2025 Bobbitt Midrise 5920 Poplar Hall Drive 10:00 a.m.

Oakleaf Forest 1701 Greenleaf Drive 11:00 a.m.

Diggs Town 1619 Vernon Drive 12:00 p.m.

Hunter Square Midrise 825 Goff Street 1:00 p.m.

Friday, October 17, 2025 Calvert Square 900 Bagnall Road 10:00 a.m.

Young Terrace 816 Whitaker Drive 11:00 a.m..

Sykes Midrise 555 E. Liberty Street 12:00 p.m.

North Wellington TBD 1:00 p.m.

IX. AMENDMENT

Any amendment issued for this solicitation may be accessed at:

www.nrha.norfolk.va.us/opportunities/solicitations/open and www.eVA.virginia.gov

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

X. CONTRACT ADMINISTRATION

A. For all residential properties, the NRHA Director of Property Management, or the location Property Manager or designee shall be identified as the Technical Contract Administrator and shall use all powers under the contract to enforce its faithful performance.

B. The Technical Contract Administrator, or designee, shall determine the amount, quantity, acceptability, and fitness of all aspects of the services and shall decide all other questions in connection with the services. The Technical Contract Administrator, or designee, shall not have authority to approve changes in the services which alter the concept or which call for an extension of time for this contract. Any modifications made must be authorized by the NRHA Contracting Officer through a written amendment to the contract.

XI. GENERAL CONDITIONS OF THE CONTRACT

Attachment F, form HUD 5370-C; General Conditions for Non-Construction Contracts applies to this solicitation.

XII. SPECIAL CONTRACT REQUIREMENTS

A. Section 3 Clause

1. 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.

2. 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.

3. The parties to this contract agree to comply with HUD’s regulations in 24 CFR Part 75, which implement Section 3. As evidenced by the execution of this contract, the http://www.nrha.norfolk.va.us/opportunities/solicitations/open http://www.eva.virginia.gov/ parties to this contract certify that they are under no contractual or other impediment that would prevent them from complying with the part 75 regulations.

4. 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.

5. The contractor agrees to include this Section 3 clause in every subcontract subject to compliance with regulations in 24 CFR Part 75, 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 75. 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 75.

6. 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 75 require employment opportunities to be directed, were not filled to circumvent the contractor’s obligations under 24 CFR Part 75.

7. Noncompliance with HUD’s regulations in 24 CFR Part 75 may result in sanctions, termination of this contract for default, and debarment or suspension from future HUD assisted contracts.

8. 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).

B. § 2.2-4311.2 – Virginia Public Procurement Act; Compliance with state law; foreign and domestic businesses authorized to transact business in the Commonwealth.

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

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

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

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

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

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

C. 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, engineering services and construction, if agreed to by the Contractor(s), Supplier(s) or Contractor(s), henceforth referred to as the Contractor, other public bodies may utilize the resultant contract(s), henceforth referred to as the contract.