1-Unit Turnover Services IFB2530-530-26-FINAL.pdf

Norfolk Redevelopment and Housing Authority

Invitation for Bid

# PR2530-530-26

for

Unit Turnover Services

March 18, 2026

IFB PR2530-530-26

GENERAL INFORMATION FORM

QUESTIONS: All inquiries for information regarding this solicitation should be directed to: Monique Ward, e-mail: mward@nrha.us.

Deadlines for questions is April 1, 2026 at 3:00pm EST. No questions shall be answered after that date.

DUE DATE: Sealed Proposals will be received until Friday, April 17, 2026 at 3:00pm EST. Failure to submit proposals to the correct location by the designated date and hour will result in disqualification.

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

In compliance with this Invitation for Bid and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the 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

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 17

1. CONTRACT NUMBER

2. SOLICITATION NUMBER

PR2530-530-26

3. TYPE OF SOLICITATION

SEALED BID (IFB)

NEGOTIATED (RFP)

SOLE SOURCE

4. DATE ISSUED

5. CHANGE/TASK NUMBER

6. ISSUED BY

Norfolk Redevelopment and Housing Authority

Purchasing Services Office

555 East Main Street, 16th Floor

Norfolk, VA 23510

7. SUBMIT INVOICES TO:

INVOICES@NRHA.US

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

SOLICITATION

8. Unit Turnover Services

9. FOR

INFORMATION

CALL:

A. NAME

Monique Ward, Procurement Specialist

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

mward@nrha.us

AREA CODE

NUMBER

314-2030

EXT

10. TABLE OF CONTENTS

SEC DESCRIPTION PAGE SEC DESCRIPTION PAGE

I. BID COVER SHEET 2

II. BID INSTRUCTIONS 2

III. CONTRACT TYPE AND ADMINISTRATIONError! Bookmark not defined.

IV. STATEMENT OF NEED / SPECIFICATIONS 7

V. PRICING SCHEDULE 11

VI. BILLING SPECIFICATIONS 12

VII. PROPOSAL PREPARATION AND SUBMISSION 13

VIII. SELECTION CRITERIA AND AWARD 14

IX. PRE-PROPOSAL CONFERENCE 14

X. AMENDMENTS 14

XI. SPECIAL CONTRACT REQUIREMENTS 15

XII. ATTACHMENTS

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

I. BID COVER SHEET

Norfolk Redevelopment and Housing Authority, hereafter referred to as NRHA, hereby seeks sealed bids for Unit Turnover Services for lease up of all Public Housing and Midrise Apartment Building Units. Due to the emergent nature of work to be performed, awarded contractors will need to begin services right after contract execution. Bids will be received through the Bonfire Interactive Portal until 3:00 PM Norfolk, Virginia local time on April 17, 2026 Bid submissions through the Bonfire Interactive Portal will not be accepted once the due date and time has been reached. Final date for questions is April 1, 2026 at 3:00pm EST time. After this date, questions will not be accepted.

For Information, please contact:

Name: Monique Ward

Email: mward@nrha.us

Bids may be mailed or delivered to:

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

There is no incumbent Contractor for this effort.

II. BID INSTRUCTIONS

A. Clarification of Terms:

If any prospective bidder has questions about the specifications or other solicitation documents, the prospective bidder should contact the buyer whose name appears on the face of the solicitation no later than the date listed in paragraph I above. Any revisions to the solicitation will be made only by an amendment issued by the buyer. All questions must be submitted via 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 on behalf of the corporation shall be furnished.

2. All bids 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 scenarios on the pricing sheet are for bidding purposes only. Actual contract/task order cost may be more or less depending on the required work per task order. Hourly rates submitted on the pricing sheet will become part of the awarded contract. NRHA reserves the right to make multiple awards under this IFB.

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 receipt of bids or public opening will be rescheduled for processing at the same time on the next business day.

c) Bids offered by telephone, telegraph, e-mail, or facsimile will not be accepted.

2. Bids will be opened at the time and place stated in the advertisement, and their contents made public for the information of bidders and others interested who may be present either in person or by representative. The officer or agent of the owner, whose duty it is to open them, 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, on the envelope in which the bid is enclosed, 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 buyer or his/her designee will administer the contract and will be determined at contract award.

A. Contract Documents:

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

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

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

B. Period of Performance: The period of performance is for two (2) years; base plus a one (1) year option. Awarded contractor will be required to start per the Notice to Proceed issued.

C. Contract Waiver: Any waiver of any provision of this contract shall be in writing and shall be signed by the duly authorized agent of the vendor/contractor or NRHA Contracting Officer. The waiver by either party of any term or condition of this contract shall not be deemed to constitute a continuing waiver thereof nor a waiver of any further or additional right that such party may hold under this contract.

D. Cancellation of Contract: NRHA reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the vendor/contractor. 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: Roxanne Potts, Interim Procurement Manager

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

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

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

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

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

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

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

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

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

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

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

J. § 2.2-4311.2. 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.)

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

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

NRHA’s Terms and Conditions http://www.nrha.us/opportunities

IV. STATEMENT OF NEED / SPECIFICATIONS

Norfolk Redevelopment and Housing Authority (NRHA) is a political subdivision, created under the laws of the State of Virginia to provide public and other affordable housing and related services to eligible low-income families of Norfolk, Virginia. NRHA, primarily funded by the U.S. Department of Housing and Urban Development (“HUD”), develops, maintains, and manages low-rent public housing and other low-income housing. NRHA currently manages over 3,375 units of public housing.

The purpose of this IFB is to create a pool of qualified, licensed, and bonded contractors that NRHA may draw from to contract for services to restore vacant units for immediate lease-up of new tenants. Unit turnover services will be conducted on an as needed basis. N R H A is seeking these services for all of its NRHA communities.

W ork will include, but is not limited to, d e e p c l e a n i n g o f a l l s u r f a c e s , electrical maintenance, plumbing maintenance, flooring installation, hardware installation, HVAC, painting, and any other as needed repairs. The NRHA anticipates approximately 15 to 30 unit-turns per month.

NRHA is seeking to contract with at least four (4) contractors to fulfil unit turn obligations.

Turn work assigned will depend on the number of anticipated units to be serviced and the availability of inhouse staff. Contractors awarded a contract under this IFB will be assigned work at the discretion of NRHA based on quality of work, availability, manpower, and timeliness.

As tenants move out, the requirement for unit turnover must happen swiftly. Time is of the essence and quick turnover on vacant units is critical for operations to provide affordable housing. Unit turnover time will depend on the number of bedrooms and the extent of work required. Historically unit turnovers are typically done in 3 – 5 days.

A. General Requirements:

1. Contractor(s) shall comply with all applicable federal, state, and local laws, rules, regulations, ordinances, and codes, OHSA regulations, and obtain Class A licenses or permits required to provide the services under this IFB.

2. For the purposes of this bid and its impending contract, “Working Day” shall be defined as Monday through Friday, 8:00 a.m. to 4:30 p.m.

3. N R H A communities are designated Smoke Free Communities. This smoke free policy extends to all out-door areas up to 25 feet from the NRHA owned buildings.

4. Upon completion of daily work, Contractor(s) shall clean the area where the work was performed and Contractor shall remove any waste, paint, chemicals, and debris generated by the work under this proposal and dispose of off-site. At no time, will Contractor discard waste or debris into any N R H A Refuse container.

5. NRHA will provide materials that shall be picked-up and returned to the site’s maintenance shop at the beginning and ending of each unit turnover service.

6. Contractor(s) shall practice acceptable safety precautions, follow industry safety standards, and use only industry approved safety equipment in the performance of all duties. Contractor shall maintain at all times all equipment in proper and safe operating conditions in accordance with the manufacturer’s specifications.

Contractor must be cognizant of safety at all times and take necessary safety precautions, so as to not cause harm to any persons or property while performing services under this RFP or any resulting contract. Contractor(s) shall exercise extreme caution around pedestrians and parked cars.

7. NRHA shall retain salvage rights on any replaced equipment. However, if the replaced equipment is of no value to the NRHA, it will be the responsibility of the Contractor to dispose of the equipment.

8. Contractor shall pay all of its employees, including any and all approved subcontractors, the prevailing wage for maintenance as determined by the United States Department of Labor and the United States Department of Housing and Urban Development. Wages have been included as attachment E. Contractor(s) must provide supervision and other items, at Contractor’s own.

9. Contractors shall be responsible for the conduct and performance of its employees at all times while on NRHA property. Employees shall wear badges and/or uniforms that visibly identify them as employees of the contractor.

10. NRHA will not pay trip service charges.

11. Contractors shall not be relieved from assuming all responsibility for properly estimating the difficulties and the cost of performing services as required.

12. All work shall be performed in accordance with industry standards, according to the material/manufacturer specifications and recommendations and to the satisfaction of NRHA.

B. Service Requirements and Specifications: See Attachment A for Scope of

Services.

C. Insurance Requirements:

Before commencing work, the Contractor and each subcontractor shall furnish NRHA with Certificates of Insurance, showing the following insurance is in force and will insure all operations under the Contract:

1. Workers' Compensation, in accordance with State Workers Compensation Laws.

2. Commercial General Liability with a combined single limit for bodily injury and property damage of not less than $1,000,000.00 per occurrence to protect the Contractor and each subcontractor against claims for bodily injury or death and damage to the property of others.

3. Automobile liability on owned and non-owned motor vehicles used on the site(s) or in connection therewith for a combined single limit for bodily injury and property damage of not less than $500,000.00 per occurrence.

4. NRHA shall be specifically named as an additional insured on the certificate of insurance.

5. The contractor shall maintain current and valid insurance policies throughout the contract period. Renewal certificates shall be automatically emailed to the NRHA Procurement Department.

D. Drug-Free Workplace:

1. During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the contractor’s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor’s workplace and specifying the actions that will be taken against the employees for violations of such prohibitions; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000.00, so that the provisions will be binding upon each subcontractor or vendor.

2. For the purpose of this provision, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor in accordance with this chapter, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

E. Employment Discrimination by Contractor Prohibited:

All contracts shall include in every contract over $10,000. The Provisions listed herein:

During the performance of this contract, the contractor agrees as follows:

The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

The contractor, in all solicitation or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.

Notices, advertisements, and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

The contractor will include the provisions of the foregoing paragraphs in every subcontract or purchase order of over $10,000.00 so that the provisions will be binding upon each subcontractor or resultant contract.

F. Indemnification:

Contractor, its heirs, legal representatives, next of kin, successors and assigns shall indemnify, defend and hold harmless NRHA and NRHA’s affiliates and their respective officers, Commissioners, employees, agents, advisors, representatives, successors and assigns (collectively, “Indemnified Parties”) from and against, and shall reimburse the Indemnified Parties with respect to any Losses asserted against or incurred by any of the Indemnified Parties by reason of, arising out of, or in connection with the acts or omissions of Contractor or Contractor’s employees, agents, or contractors. This indemnity clause is not intended, nor shall indemnify, NRHA for any Loss caused by the acts or omissions of the Indemnified Parties.

“Loss” shall mean any loss, liability, claim, damage, or expense suffered or incurred by any Indemnified Party, including without limitation assessments, fines, penalties, judgments, settlements, costs, reasonable attorneys’ fees and reasonable disbursements and other reasonable out-of-pocket expenses.

G. Qualifications of Bidders:

NRHA may make such reasonable investigations as deemed proper and necessary to determine the ability of the (bidder/offeror) to perform the services/furnish the goods and the (bidder/offeror) shall furnish to NRHA all such information and data for this purpose as may be requested. NRHA reserves the right to inspect (bidder’s/offeror’s) physical facilities prior to award to satisfy questions regarding the (bidder’s/offeror’s) capabilities.

NRHA further reserves the right to reject any (bid/proposal) if the evidence submitted by, or investigations of, such (bidder/offeror) fails to satisfy NRHA that such (bidder/offeror) is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

H. Use of Brand Names:

Unless otherwise provided in this solicitation/contract, the name of a certain brand, make or manufacturer does not restrict (bidders/offerors) to the specific brand, make or manufacturer named, but conveys the general style, type, character, and quality of the article desired. Any article which the public body, in its sole discretion, determines to be the equivalent of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. The (bidder/offeror) is responsible to clearly and specifically identify the product being offered and to provide sufficient descriptive literature, catalog cuts and technical detail to enable NRHA to determine if the product offered meets the requirements of the solicitation/contract. This is required even if offering the exact brand, make or manufacturer specified. Normally in competitive sealed bidding only the information furnished with the bid will be considered in the evaluation. Failure to furnish adequate data for evaluation purposes may result in declaring a bid nonresponsive. Unless the (bidder/offeror) clearly indicates in its (bid/proposal) that the product offered is an equivalent product, such (bid/proposal) will be considered to offer the brand name product referenced in the solicitation/contract.

I. 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 B).

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 IFB. Electronic format shall be emailed to:

INVOICES@NRHA.US

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

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

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

E. All goods or services provided under this contract or purchase order, that are to be paid for with public funds, shall be billed by the contractor at the contract price, regardless of which public agency is being billed.

F. NRHA adheres to the prompt payment regulations as listed under 5 CFR Part 1315. The due date for making an invoice payment is as follows:

(1) The later of the following two events:

a) The 30th day after the NRHA Purchasing Department receives a proper and payable invoice from the contractor/vendor.

b) The 30th day after NRHA's acceptance of supplies delivered or services performed issued under a signed NRHA Purchase Order.

(2) For a final invoice, when the payment amount is subject to contract settlement actions, acceptance is deemed to occur on the effective date of the contract settlement.

Please refer to the following website for more information on submitting a proper and payable invoice, and when an invoice is considered late:

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

G. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or the date of offset when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act.

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

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

I. Economic Price Adjustment for Option Years. Option year pricing shall be escalated using the Bureau of Labor Statistics (http://www.bls.gov/ppi/) rate for that option year.

Contractor will adhere to the guidance of this section for option year rates. Each option year will be negotiated between NRHA and the Contractor, if an agreement to fair and responsible pricing cannot be met, NRHA will re-compete the effort.

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 PACKAGE. ONLY

SUBMIT THE REQUIRED INFORMATION.

2. Proposal Preparation:

a. Bidders shall complete and submit pricing sheet in Attachment B.

b. Bidders shall complete and submit Attachment C for no less than three (3) past performance write ups for work similar in size and scope as stated in the specifications.

c. Bidders shall complete and submit Attachment D Certifications and Representations.

d. Bidders shall complete and submit Attachment E W9.

e. Bidders shall complete and submit Attachment F Bidder’s Qualifications.

f. Bidders shall complete and submit Attachment G Certificate of Compliance and Section 3 Documents.

g. Bidders shall complete and submit Attachment H Affidavit of Non-Collusion.

h. Bidders shall submit proof of insurance and Class A license under Attachment I.

i. Proposals should be prepared simply and economically providing a straightforward, concise description of capabilities to satisfy the requirements of the IFB. Emphasis should be on completeness and clarity of content.

j. Additional information such as company brochures, literature, or other marketing material, will be discarded and not used in the evaluation process. Non-compliant proposals may be removed from the competitive range.

k. 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

A. Selection Criteria:

NRHA reserves the right to make multiple awards under this solicitation. All awardees must be responsive - totally complying with all required solicitation requirements, and responsible - able to full fill the contract requirements including financial capability and offers the lowest responsible price.

IX. PRE-PROPOSAL CONFERENCE

No proposal conference will be held for this effort. Please direct all questions to the buyer named on this IFB.

X. AMENDMENTS

Any AMENDMENTS issued for this solicitation may be accessed at:

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

I. 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.

XII. ATTACHMENTS

Attachment A – Scope of Services

Attachment B - Pricing Schedule

Attachment C – Past Performance Write Ups (must submit 3)

Attachment D – Certifications and Representations

Attachment E – W9

Attachment F – Bidder’s Qualifications

Attachment G – Certificate of Compliance Section 3 and Section 3 documents

Attachment H – Affidavit of Non-Collusion

Attachment I – Proof of Insurance/ Class A Contractor License (Bidder to submit)

Attachment J - HUD 5369-B Instructions to Offerors

Attachment K - HUD Form 5370

Attachment L – HUD Form 52158 Maintenance Wage Rates

Attachment A – Scope of Services

Attachment A – Scope of Services

I. General Requirements:

A. NRHA has need for contractors to prepare vacant units for immediate occupancy. NRHA may supply some materials, however, NRHA will not supply hand tools, machinery, basic supplies, or cleaning equipment.

B. NRHA provided materials shall be picked-up and returned to the site’s maintenance shop at the beginning and ending of each unit turnover service.

C. Contractor shall have work crews, qualified by training and experience, and licensed to perform the work required. Work should begin within 48 hours of approved task order unless otherwise agreed to by NRHA. Contractor shall have adequate staff to ensure units are completed to include confirmed punch list items. Contactor(s) shall use reasonable care to clearly mark all work areas that might reasonably be expected to endanger the health and safety of residents, guests, or any other persons.

Contractor will provide at their own expense such signs, markers and barricades as required to identify all work areas and minimize inherent dangers.

D. The contractor’s project manager or alternate shall be…