2026.03.27 RFP Elevator Preventative Maintenance 14110 Final.pdf

REQUEST FOR PROPOSALS

RFP #14110

ELEVATOR PREVENTATIVE MAINTENACNE AND REPAIR SERVICES

Commodity Codes: 91000 – Building Maintenance, Installation and Repair Services

Contract Officer: Yvonne Henderson (804) 343-5731 email: Yvonne.Henderson@Virginiahousing.com.

RFP Submittal Instruction: Offeror’s proposals and the required Attachments must be uploaded to Virginia Housing ShareFile no later than April 27, 2026, by 5:00 P.M. to:

https://vhda.sharefile.com/r-r04b439ffb99945289c2e13fc2af33d19 (See Attachment D for instructions).

Questions and inquiries: Must be submitted to Yvonne Henderson by Email:

Yvonne.Henderson@Virginiahousing.com on or before April 17, 2026, at 5:00 p.m.

The email subject line must reference “Q&A - RFP #14110 Elevator Preventative Maintenance and Repair Services”.

Timeline of Events: (Dates are subject to change).

Events Date

RFP Issue and Q &A Open March 27, 2026

Optional Site Visit HQ 601 S. Belvidere Street, Richmond, VA 23220 VHC – 4224 Cox Road, Glen Allen, VA 23060 SWVHC – 105 E. Main Street, Wytheville, VA 24382

April 6, 2026, 10:00 a.m. – 10:30 a.m.

11:30 a.m. – 12:00 p.m.

10:00 a.m. – 10:30 a.m.

Q & A Close April 17, 2026

Proposal Due April 27, 2026, at 5:00 p.m.

Anticipated Award Date May 1, 2026

Virginia Housing does not discriminate based on race, color, religion, sex, age, national origin, familial status, sexual orientation, gender identity, political affiliation, veteran status, or any other basis prohibited by law.

Virginia Housing does not discriminate against faith-based organizations pursuant to § 2.2-4343.1 of the Code of Virginia.

mailto:Yvonne.Henderson@VHDA.com https://vhda.sharefile.com/r-r04b439ffb99945289c2e13fc2af33d19 mailto:Yvonne.Henderson@Virginiahousing.com

A. PURPOSE: Virginia Housing is seeking a qualified company to provide comprehensive elevator maintenance and repair services.

B. SCOPE OF SERVICES: The Offeror shall provide to Virginia Housing full service comprehensive elevator maintenance and repairs at Headquarters located at 601 S. Belvidere St. Richmond, VA 23220; VHC - 4224 Cox Rd, Glen Allen, VA 23060; and SWVHC- East Main Street, Wytheville, VA 24382.

C. FULL SERVICE COMPREHENSIVE MAINTENANCE SPECIFICATIONS/REQUIREMENTS:

1. Offeror shall provide all supervision, uniforms, labor, materials, equipment, tools, supplies, incidentals, parts, and services of every kind necessary to provide full service comprehensive maintenance for at Virginia Housing (see Attachment A for type of elevator). All electrical and mechanical parts and equipment shall be fully covered under this agreement except in instances of vandalism, acts of nature, or blatant misuse.

2. Full-service maintenance shall include all necessary scheduled preventative maintenance, parts and labor in accordance with the manufacturer’s specifications.

3. Preventative maintenance shall be performed in accordance with the manufacturer’s specifications for the equipment serviced.

4. Offeror shall maintain the entire elevator equipment using technicians trained and qualified in the proper maintenance of the elevators at Virginia Housing HQ, directly employed and supervised by it.

These technicians shall be qualified to keep the equipment properly adjusted and shall use all reasonable care to maintain the elevators in proper and safe operating order.

5. Offeror shall provide full-service maintenance twenty-four (24) hours per day, seven (7) days per week and shall have a twenty-four (24) hour attended answering services.

6. Emergency call back response time shall be no more than ninety (90) minutes.

7. Offeror must be on-site within four (4) hours after receiving a call from Virginia Housing.

8. Under no circumstances shall an elevator shutdown be longer than seventy-two (72) hours, including Saturday, Sunday, and holidays. This shall include trouble shooting, procuring parts, installing parts, and placing the elevator back in safe uninterrupted operation. The Contractor’s inability to obtain parts, technical and/or engineering advice, etc. shall not be acceptable, and the Offeror may be considered in default, giving sufficient justification to the Administrative Manager or designee to obtain these services from others who can provide Virginia Housing with uninterrupted elevator service.

9. Scheduled preventative maintenance service work, which does not interfere with the elevator operation, shall be performed during normal business hours (8:30 a.m. – 5:00 p.m.). Emergency and after-hours work shall be coordinated with the Virginia Housing Facilities department.

10. It shall be the responsibility of the Contractor’s personnel to log in and out directed by Virginia Housing Facilities Department Staff, each time a visit is made to the site or a routine on-demand service check. A service ticket indicating the work accomplished shall be left with the Virginia Housing Facilities Services Department Representative after each visit. Service tickets must be left with the Virginia Housing Facilities Representative upon completion of each service and a copy submitted with the invoice.

11. Offeror shall provide the required maintenance to comply with any violations of rules and regulations of the governing agencies and recommendations of casualty companies on due notice from Virginia

Housing Facilities Services Department, provided such violation or recommendation did not exist prior to the date of this contract or after issuance by either party.

12. Inspections: Elevator Inspection Service shall consist of quarterly examination(s) and lubrication including oiling and cleaning the machine, motor and controller; oiling and/or greasing bearings and guides; and making necessary minor adjustments at the time of regular examinations. The examinations include examinations of signal devices, enclosures, doors or interlocks. Offeror shall furnish genuine lubricants obtained from the manufacturer of the original equipment.

13. Minor Parts: Offeror shall furnish all controller contacts, limit switch contacts, and interlock contacts, contact insulators, contact springs, and signal fixture lamps as necessary to the proper functioning of the equipment, insofar as it is affected by the parts described above. The Offeror shall re-lamp signal fixtures on a regularly scheduled visit.

14. Major Parts: Offeror shall systematically examine, adjust, lubricate as required, and if necessary, repair or replace all major parts.

15. Repairs and/or Renewals: The Offeror shall be responsible for all necessary repairs, adjustments, and parts renewal to all elevator components as they relate to comprehensive and preventative maintenance.

16. Clean-up: The Offeror shall be responsible for cleaning up during maintenance to and/or replacement of equipment, the area shall be kept neat and clean so as not to be a safety hazard. Upon completion of work, all surplus materials and debris shall be removed from the property.

17. Damage Replacement: The Offeror shall be responsible for repairing or replacing, with Virginia Housing’s approval, any item damaged by his operation within ten (10) working days after notification by Virginia Housing. It shall be the responsibility of the Offeror to report to Virginia Housing; any damage found before any work at the facility.

18. The Offeror shall have in place a Lock Out/Tag Out procedure, which complies with OSHA 1910.147, The Control of hazardous energy.

19. The Offeror shall provide Virginia Housing with Material Safety Data Sheets on all chemicals brought into the facility.

20. All services should be performed by qualified service personnel who have been trained either by manufacturer certificate or formal training to work on the equipment described herein. Upon request by Virginia Housing, evidence of qualifications shall be made available.

21. Virginia Housing reserves the right to reject any service technician who is not adequately trained to perform the service needed to maintain the elevator equipment.

22. Subcontractors shall not be permitted for scheduled preventative maintenance. Subcontractors may be used for extensive repairs or replacement of any existing equipment or the installation of new equipment.

23. Virginia Housing reserves the right to disapprove for any reason of the use of any subcontractor without penalty to Virginia Housing.

24. Offeror must submit and maintain a Class A Offeror license.

25. The item(s), material(s), or appliance(s) required by this agreement must conform to the standards of the “A.N.S.I. Practice for Inspection of Elevators, Inspector’s Manual A17.2-1987” and the A.N.S.I.

Safety Code for Elevators, A17.1-1987” and revisions.

26. The Offeror shall not operate or disturb the settings of any valves, switches, or electrical equipment on the service lines to or within the facility except by previous arrangement with and in the presence of an authorized representative of Virginia Housing.

ATTACHMENT A

RATE SCHEDULE

Headquarters – 601 South Belvidere Street, Richmond, VA 23220 Three (3) Geared Passenger Elevators

Monthly Price Annual Total

$ (Net 30 days)

Maintenance Schedule

TIME OF MONTH (CHECK ONE)

1st Week

2nd Week

3rd Week

4th Week

LABOR

Rates (Per Hour)

Weekdays (8:00 a.m. to 5:00 p.m.) Repairs performed in the instance of vandalism, acts of nature, or blatant misuse.

Overtime Weekdays (after 5:00 p.m.) $

Overtime Weekends / Holidays $

RETURN OF THIS PAGE IS REQUIRED

ATTACHMENT A CONTINUED

RATE SCHEDULE

VHC – 4224 Cox Road, Glen Allen, VA 23060 2 Hydraulic Passenger Elevators

1st Week

2nd Week

Weekdays (8:00 a.m. to 5:00 p.m.) Repairs performed in the instance of vandalism, acts of nature, or blatant misuse.

SWVHC – 105 East Main Street, Wytheville, VA 24382 1 Hydraulic Passenger Elevator

1st Week

2nd Week

Weekdays (8:00 a.m. to 5:00 p.m.) Repairs performed in the instance of vandalism, acts of nature, or blatant misuse.

ATTACHMENT B

OFFEROR INFORMATION

A. Offeror’s Virginia State Corporation Commission Identification Number, or a statement explaining why Contractor is not required under Virginia law to be authorized to do business in Virginia and be so registered with the Virginia State Corporation Commission: Click or tap here to enter text.

B. Brief history of the Contractor:

Click here to enter text.

C. Client References List:

Provide at least three (3) business references with similar sizes and scopes.

Company Name

Contact

Address

Phone:

E-mail address

Description and date(s) and services provided

D. Certification by Virginia Department of Small Business and Supplier Diversity (“SBSD”)

Are you SBSD Certified? Yes ☐ No ☐

If yes, which category: Small Business ☐, Minority-Owned ☐, Women-Owned ☐, other ☐

E. Provide any other information which Virginia Housing should consider in evaluating your proposal:

Click here to enter text.

F. List of contract provisions in the On-Site Contract Provisions you are taking exception(s) to:

Click here to enter text.

ATTACHMENT C

ACCEPTANCE

Contractor Name: Click here to enter text

This document and all related documents submitted to Virginia Housing as part of your response to this request will serve as the Master Services Agreement between Contractor and Virginia Housing.

Representative Name: Click here to enter text.

Title: Click here to enter text.

Date: Click here to enter a date.

☐ Electronic Signature: By typing the name of the Contractor’s authorized representative/signatory into the field above the Contractor certifies that it is providing a binding “Electronic Signature” and further specifically validates that the individual affixing the Electronic Signature below is fully authorized to bind the Contractor with respect to the goods, services, pricing, terms and conditions listed herein. The Selected Contractor will be issued an award letter if Virginia Housing proceeds with issuance of an award. This Agreement is not valid without an award letter.

MANDATORY SOLICITATION CONTRACT PROVISIONS:

1 No Guarantee of Business: This solicitation does not guarantee business to the Contractor.

2 Award of Contract: Selection shall be made of one or more offerors deemed to be fully qualified and best suited among those submitting proposals based on the evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposals. Negotiations shall be conducted with the offeror(s) so selected. Price shall be considered but need not be the sole determining factor.

After negotiations have been conducted with the selected offeror(s), Virginia Housing shall select the offeror(s) which, in its opinion, has or have made the best proposal, and shall award this contract to that offeror or multiple offerors in Virginia Housing’s sole discretion. Virginia Housing may cancel this Request for Proposals or reject proposals at any time prior to an award. The award document will be a contract incorporating by reference all the requirements, contract provisions of the solicitation and the Contractor’s proposal as negotiated.

3 Provision of Safety Information: Unless otherwise provided in this solicitation, the potential contractor or vendor shall deliver with its bid or proposal material safety data sheets and descriptive literature for each chemical or compound offered that is designated as hazardous by the Virginia Department of Environmental Quality, the federal Environmental Protection Agency, or the federal Department of Transportation. Failure on the part of the potential contractor or vendor to submit such data sheets may be cause for declaring the bid or proposal as nonresponsive.

4 Deleted

5 Liability for Replacement Costs in Event of Default: If the Contractor fails to deliver goods or services in accordance with this contract, Virginia Housing may, after oral or written notice to the Contractor, procure such goods or services from other sources and hold the Contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which Virginia Housing may have.

6 Deleted

7 Bid Acceptance Period: Any bid in response to this solicitation shall be valid for (____) days. If an award decision has not been made at the end of the stipulated 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.

8 License Requirements: The contractor represents and warrants that the firms or individuals, contractors or subcontractors, listed below are properly licensed for providing the goods or services specified in this contract, and have the licenses listed in Section 13:

Contractor Name: _________________

License # _________________ Type ________________

Subcontractor Name: _________________________

License # _________________ Type ________________

9 Deleted

10 Delivery and Storage: It shall be the responsibility of the Contractor to make all arrangements for delivery, unloading, receiving and storing materials in the building during installation. Virginia Housing will not assume any responsibility for receiving these shipments. The Contractor shall check with Virginia Housing and make necessary arrangements for security and storage space in the building during installation.

11 Deleted

12 Final Inspection: At the conclusion of the work, the Contractor shall demonstrate to Virginia Housing’s representative(s) that the work is fully operational and in compliance with contract specifications and codes. Any deficiencies shall be promptly and permanently corrected by the Contractor at the Contractor’s sole expense prior to final acceptance of the work.

13 Inspection of Job Site: Contractor’s signature on this solicitation constitutes certification that the job site has been inspected by a representative of the contractor and that the contractor is aware of the conditions under which the work must be accomplished. Claims, as a result of failure to inspect the job site, will not be considered by Virginia Housing.

14 Installation: All items must be assembled and set in place, ready for use. All crating and other debris must be removed from the premises.

15 Deleted

16 Deleted

17 Optional Pre-Bid or Pre-Proposal Conference: A prebid/preproposal conference will be held at [time and date] at [location]. The purpose of this conference is to allow potential bidders/offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation. While attendance at this conference will not be a prerequisite to submitting a bid/proposal, bidders/offerors who intend to submit a bid/proposal are encouraged to attend. Bring a copy of the solicitation with you.

Any changes resulting from this conference will be issued in a written addendum to the solicitation.

18 Preventive Maintenance: The Contractor shall provide necessary preventive maintenance, required testing and inspection, calibration and/or other work necessary to maintain the equipment in complete operational condition during the warranty period.

19 Deleted

20 Deleted

21 References: Bidders/Offerors shall provide a list of at least two (2) references (Attachment B) where similar goods and/or services have been provided. Each reference shall include the name of the organization, the complete mailing address, the name of the contact person and telephone number.

22 Security License: In accordance with Code of Virginia § 9.1-139 the bidder/offeror or their subcontractor shall be licensed by the Department of Criminal Justice Services for solicitations which include the following work: installation, service, maintenance, or design of security equipment; security officer service; and/or private investigator service. Licenses must be obtained prior to submitting a bid/offer. The bidder/offeror shall place their license number or their subcontractor’s license number in the space provided below:

Bidder/Offeror Private Security Services Business License Number: __________________ Subcontractor Private Security Services Business License Number: __________________

For assistance, bidders/offerors may contact the Department of Criminal Justice Services at 804-786-4700.

[For all solicitations for the installation, service, maintenance, or design of security equipment, security officer service, central station alarm condition monitoring service, and/or private investigator service that require the Contractor to have a Private Security Services Business License issued by the Department of Criminal Justice Services under the Code of Virginia § 9.1-139.]

23 Warranty: All materials and equipment shall be fully guaranteed against defects in material and workmanship for a period of ___N/A________ following date of delivery. Should any defect be noted by Virginia Housing, Virginia Housing will notify the Contractor of such defect or non-conformance.

Notification will state either (1) that the Contractor shall replace or correct, or (2) Virginia Housing does not require replacement or correction, but an equitable adjustment to this contract price will be negotiated. If the Contractor is required to correct or replace, it shall be at no cost to Virginia Housing and shall be subject to all provisions of this clause to the same extent as materials initially delivered. If the Contractor fails or refuses to replace or correct the deficiency, Virginia Housing may have the materials corrected or replaced with similar items and charge the Contractor the costs occasioned thereby or obtain an equitable adjustment in this contract price.

24 Warranty (Commercial): The Contractor agrees that the goods or services furnished under any award resulting from this solicitation shall be covered by the most favorable commercial warranties the Contractor gives any customer for such goods or services and that the rights and remedies provided therein are in addition to and do not limit those available to Virginia Housing by any other clause of this solicitation. A copy of this warranty should be furnished with the bid/proposal.

25 Work Site Damages: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to Virginia Housing’s satisfaction at the Contractor’s expense.

26 Work Estimates for Time and Material Contracts: Under this time and material contract, the Contractor shall furnish Virginia Housing with a non-binding written estimate of the total costs to complete the work required. The estimate must include the labor category(ies), the Contractor’s hourly rates specified in this contract, and the total material cost. Material costs shall be billed at the Contractor’s actual invoice costs (the Contractor shall furnish copies of all invoices for materials) or discount off the list price, whichever is specified in this contract. If Virginia Housing determines that the estimated price is not fair and reasonable, Virginia Housing has the right to ask the Contractor to reevaluate the estimate. If the revised estimate is determined to be not fair and reasonable, Virginia Housing reserves the right to obtain additional quotes from other vendors. A work order will be issued to the Contractor and will serve as the authorization to proceed with the work, which will incorporate the Contractor’s estimate and the contract provisions of this contract. The Contractor and his/her personnel shall log in with the designated contract administrator each day before and after work to confirm labor hours.

27 Continuity of Services: The Contractor recognizes that the services under this contract are vital to Virginia Housing and must be continued without interruption and that, upon expiration of this contract, a successor (either Virginia Housing or another contractor) may continue them. The Contractor agrees:

(a) to exercise its best efforts and cooperation to effect an orderly and efficient transition to a successor,

(b) to make all Virginia Housing-owned facilities, equipment, and data available to any successor at an appropriate time prior to the expiration of this contract to facilitate transition to such successor, and (c) that Virginia Housing shall have final authority to resolve disputes related to the transition of this contract from the Contractor to such successor. The Contractor shall, upon written notice from Virginia Housing, furnish phase-in/phase-out services for up to ninety (90) days after this contract expires and shall negotiate in good faith a plan with the successor to execute the phase-in/phase-out services. This plan shall be subject to Virginia Housing’s approval. The Contractor shall be reimbursed for all reasonable, pre-approved phase-in/phase-out costs (i.e., costs incurred within the agreed period after contract expiration that result from phase-in, phase-out operations) and may charge the same hourly rates quoted under this contract or relevant SOW. All phase-in/phase-out work fees must be approved by Virginia Housing in writing prior to commencement of said work.

28 Product Availability and Substitution: Substitution of a product, brand or manufacturer after the award of contract is expressly prohibited unless approved in writing by Virginia Housing. Virginia Housing may, in its discretion, require the Contractor to provide a substitute item of equivalent or better quality subject to Virginia Housing’s approval, for a price no greater than this contract price, if the product for which this contract was awarded becomes unavailable to the Contractor.

29 Use of Brand Names: Unless otherwise provided in this solicitation, the name of a certain brand, make or manufacturer does not restrict the potential contractor or vendor to the specific brand, make or manufacturer named, but conveys the general style, type, character, and quality of the article desired.

Any article which Virginia Housing, 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 potential contractor or vendor must clearly and specifically identify in its bid or proposal the product being offered and must provide sufficient descriptive literature, catalog cuts and technical details to enable Virginia Housing to determine if the product offered meets the requirements of this solicitation. The requirements of the preceding sentence are required even if the potential contractor or vendor is offering the exact brand, make or manufacturer specified in this solicitation. For all competitive sealed bidding, the potential contractor or vendor should expect that only the information furnished with the bid will be considered by Virginia Housing in its evaluation of bids. Failure to furnish adequate data for evaluation purposes may result in Virginia Housing declaring a non-responsive bid. Unless the potential contractor or vendor clearly indicates in its bid or proposal that the product offered is an equivalent product, such bid or proposal will be considered to offer the brand name product referenced in the solicitation.

30 Cancellation of Solicitation, Rejection of Bids, and Waiver of Informalities: Virginia Housing may cancel this solicitation prior to award of contract. Virginia Housing may reject all bids or proposals submitted pursuant to this solicitation. Virginia Housing may waive any imperfection in any bid or proposal when, in Virginia Housing’s sole discretion, it is in Virginia Housing’s best interest, for example to prevent an otherwise qualified Contractor from being considered. Pursuant to § 2.2-4319 of the Code of Virginia, Virginia Housing’s contract file shall contain the reasons for cancellation, if this solicitation is cancelled, and the reasons for the rejection of all bids or offers, if all bids or offers are rejected.

31 Qualifications of Bidders or Offerors: Virginia Housing may make such reasonable investigations as it deems necessary to determine the ability of a potential contractor or vendor to perform the services or furnish the goods requested in this solicitation. Any potential contractor or vendor so investigated shall furnish to Virginia Housing all information and data for this purpose requested by Virginia Housing. If applicable, Virginia Housing reserves the right to inspect physical facilities of the potential contractor or vendor prior to the award to satisfy questions regarding its capabilities. Virginia Housing further reserves the right to reject any bid or proposal if the evidence submitted by, or discovered through investigations of, the potential contractor or vendor fails to satisfy Virginia Housing that such potential contractor or vendor is properly qualified to carry out the obligations, provide the services or deliver the goods described in this solicitation or would expose Virginia Housing to unacceptable risk as determined by Virginia Housing in its sole discretion.

32 Testing and Inspection: Virginia Housing reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications.

33 Virginia Housing Forms and Contract Provisions Required:

For IFBs, a failure to submit a bid on the official Virginia Housing forms provided for that purpose may be a cause for the rejection of the bid. Modification of or additions to any portion of the Invitation for Bids may be cause for rejection of the bid; however, Virginia Housing reserves the right to decide on a case-by-case basis, in its sole discretion, whether to reject such a bid as non-responsive. As a precondition to its acceptance, Virginia Housing may, in its sole discretion, request that the bidder withdraw or modify nonresponsive portions of a bid which do not affect quality, quantity, price, or delivery. No modification of or addition to the provisions of this contract shall be effective unless reduced to writing and signed by both Virginia Housing and the Contractor.

For RFPs and all other solicitation types, a failure to submit a proposal on the official Virginia Housing forms provided for that purpose may be a cause for rejection of the proposal. Modification of or additions to the General Contract provisions attached to the solicitation may be the cause for rejection of the proposal; however, Virginia Housing reserves the right to decide on a case-by-case basis, in its sole discretion, whether to reject such a proposal. No modification of or addition to the provisions of this contract shall be effective unless reduced to writing and signed by both Virginia Housing and the Contractor.

34 Clarification of Provisions: If any potential contractor or vendor has questions about the specifications or other solicitation documents, he or she should contact the Contract Officer identified in this solicitation no later than five working days before the due date for submissions.

35 Announcement of Award: The award of this contract will be publicly posted on the electronic procurement website of the Virginia Department of General Services. The Contractor consents to such public notice.

36 Prohibited Price Structure: Notwithstanding any language to the contrary elsewhere in this contract or on any bid, proposal, invoice, bill, or statement sent to Virginia Housing by the Contractor, this contract shall not call for payment to the Contractor on the basis of cost plus a percentage of cost, unless

(a) it is a contract Virginia Housing is executing for an emergency pursuant to § 2.2-4303(F) of the Code of Virginia and Virginia Housing specifically waives the foregoing prohibition in writing or (b) this contract falls under the exceptions described in § 2.2-4331(C) of the Code of Virginia. Virginia Housing can at any time declare null and void any contract violating this contract provision.

37 Bid Prices Fixed for Term: All bids or proposals submitted pursuant to this solicitation shall quote fixed prices for the term of the expected contract unless Virginia Housing states otherwise elsewhere in this solicitation or in the Special Contract provisions attached to this contract.

38 Deleted

39 Deleted

40 Deleted

VIRGINIA HOUSING DEVELOPMENT AUTHORITY

PART B

PREFERRED GENERAL CONTRACT PROVISIONS:

1 Unless Virginia Housing agrees otherwise, in writing, this contract includes all of the following provisions in Part B.

2 Applicable Laws and Courts: This contract and any solicitation associated with it shall be governed in all respects by the laws of Virginia and any litigation with respect thereto shall be brought in the courts of Virginia. The Contractor shall comply with all applicable federal, state and local laws, rules and regulations including but not limited to all applicable civil rights laws.

If Contractor fails to provide quality goods or services in a professional manner, solely as determined by Virginia Housing, and, upon receipt of notice from Virginia Housing, does not correct the deficiency to Virginia Housing's satisfaction within a reasonable period of time, not to exceed five calendar days unless otherwise agreed to by both parties in writing, Virginia Housing reserves the right to terminate this contract by providing written notice to the Contractor.

3 Contractor Travel Expenses: If this contract requires Virginia Housing to pay for or reimburse Contractor for any of any of Contractor’s travel and travel related expenses, such requirement is subject to Virginia Housing’s Administrative Regulation 206, a copy of which is available from the Contract Officer assigned to this contract at Virginia Housing.

4 Payment Provisions:

4.1 Invoices: Invoices for goods or services ordered, delivered and accepted shall be submitted by the Contractor directly to the payment address shown on the purchase order or elsewhere in this contract and if no such address is available then to AccountsPayable@VirginiaHousing.com. All such invoices shall show the applicable Virginia Housing contract number and, if applicable, purchase order number, as well as either the social security number of the Contractor if the Contractor is an individual or the federal employer identification number for the Contractor if the Contractor is any other type of entity.

4.2 Payments Due: Notwithstanding any language to the contrary on any bid, proposal, invoice, bill, statement or other documentation sent to Virginia Housing by the Contractor, payment provisions under this contract shall require payment from Virginia Housing 30 days after Virginia Housing receives an accurate invoice or delivery of the goods or services, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

4.3 Interest Rate: Notwithstanding any language to the contrary elsewhere in this contract or on any bid, proposal, invoice, bill, statement or other documentation sent to Virginia Housing by the Contractor, interest on charges Virginia Housing has not paid within thirty days of Virginia Housing receiving a correct invoice that it has not challenged shall accrue at the lesser of an annual rate of three percent (3%) or the annual interest rate specified in § 6.2-301(A) of the Code of Virginia, and any such interest shall begin to accrue thirty one days after Virginia Housing received such invoice. In no event shall interest accrue on portions of invoices for which Virginia Housing has given the Contractor written notice that Virginia file:///C:/Users/henderyc/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/PN3D3735/AccountsPayable@VirginiaHousing.com

Housing disputes the charges. This provision makes the clause described in § 2.2-4354(4) of the Code of Virginia unnecessary.

4.4 Offset: Virginia Housing shall have the right to deduct from any payment due to the Contractor under this contract any amount the Contractor owes to Virginia Housing for any reason.

5 Audit – Standard Minimum: The Contractor shall retain all books, records, and other documents relative to this contract during the contract term and for five (5) years after final payment. Virginia Housing and its authorized agents or auditors shall have full access to and the right to examine any of said materials during said period during regular business hours. This provision does not apply to any Sensitive Information when this contract has one or more other contract provisions specifically dealing with Sensitive Information.

6 Indemnification – Standard Minimum: The Contractor agrees to indemnify, defend and hold harmless Virginia Housing, its officers, agents, commissioners, retirees and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the Contractor or any services of any kind or nature furnished by the Contractor, provided that such liability is not attributable to the sole negligence of Virginia Housing or to Virginia Housing’s failure to use the materials, goods, or equipment in the manner described by the Contractor in writing delivered to Virginia Housing.

7 Indemnification For Copyright & Patent Infringement Claims: The Contractor shall indemnify, defend and hold harmless Virginia Housing, and its officers, employees, retirees and commissioners, in their individual capacities or otherwise, from and against any and all losses, claims, demands, penalties, actions, suits, obligations, liabilities, damages, delays, costs or expenses, including reasonable attorney’s fees, (collectively “Losses”) asserted by a third party that result from, relate to, arise out of, or are incurred in connection with a claim that the Contractor’s goods or services provided under this contract infringe on a registered U.S. patent, trademark, or copyright or such similar foreign registered intellectual property rights which are enforceable in the United States.

8 No Automatic Renewal of Contract Term: Notwithstanding any provision to the contrary contained in any bid, proposal, invoice, bill, statement or other documentation sent to Virginia Housing by the Contractor, the term of this contract shall not renew automatically. The terms of this contract may only be renewed by Virginia Housing agreeing to such renewal in writing.

9 Insurance Provisions:

9.1 Contractor shall deliver to Virginia Housing proof, in form and substance satisfactory to Virginia Housing in its sole discretion, that Contractor has insurance in the categories and in the amounts described below. The providers of such insurance shall hold at least an A- financial rating with A.M. Best Company and be licensed to sell insurance in Virginia. The minimum limits shown below shall not be construed as limits on Contractor’s liability to Virginia Housing. The contractor shall provide such proof within 15 days of Virginia Housing’s request for it, and Virginia Housing shall have the right to make such request at any time before or during the term of this contract.

Type Minimum Limits Employer’s Liability At least $100,000.

Worker’s Compensation Full compliance with all Virginia and federal laws and regulations pertaining to Workers' Compensation Requirements for insured or self-insured programs.

Commercial General Liability, to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage.

$1,000,000 per occurrence and $2,000,000 in the aggregate.

Automobile Liability Such automobile liability insurance is not required when the Contractor will never use a motor vehicle in the course of fulfilling its obligations under this contract. If Contractor will use a motor vehicle owned by an entity other than Contractor, then Contractor shall cause that vehicle’s owner to maintain such insurance. $1,000,000 combined single limit

9.2 If this contract is for more than $100,000, then Virginia Housing must be named as an additional insured on the Commercial General Liability insurance described above. The correct name for Virginia Housing for such additional insured provisions is: “Virginia Housing Development Authority.”

9.3 Regardless of the size of the contract, Virginia Housing shall have the right to require Contractor to add the landlord as an additional insured on the Commercial General Liability insurance described above for any contract where Contractor will be providing goods or services at a property Virginia Housing is leasing from such landlord.

9.4 If Contractor buys a different insurance policy than one already approved by Virginia Housing then Contractor shall inform Virginia Housing within 15 days of such change and provide proof, in form and substance satisfactory to Virginia Housing in its sole discretion, of the new coverage. Buying the same or similar policy from a new or different insurance company counts as buying a different insurance policy,

9.5 If at any time Virginia Housing does not accept the insurance coverage maintained by the Contractor then Virginia Housing shall have the right to terminate this contract upon not less than 15 days’ notice.

Optional:

10 Umbrella/Excess Liability: Contractor shall maintain excess liability coverage of at least $2,000,000 per occurrence that provides coverage uniformly with the underlying general liability insurance.

11 Professional Liability Insurance: Contractor shall provide proof of Professional liability insurance with minimum limits of $2,000,000 per occurrence and $4,000,000 annual aggregate providing professional errors and omissions coverage covering the services as set forth in this agreement during the contract period, with coverage maintained for an additional two years beyond the contract period or alternatively with extended reporting period coverage of at least two years provided at the end of the contract period for claims-made policies.

12 Landlord as Additional Insured: For all insurance required by the provisions of this contract the Contractor shall provide Virginia Housing with evidence showing Lightfoot Road Hospitality, LLC, a Virginia limited liability company, is name as an additional insured.

13 Contract Administrator: Virginia Housing reserves the right to identify a Contract Administrator for this contract at any time. Such individuals will be the point of contact at Virginia Housing for day-to-day operations but cannot approve amendments to this contract or price changes.

14 Waiver: No waiver of any right will be deemed a continuing waiver, and no failure on the part of either party to exercise wholly or in part any right will prevent a later exercise of such or any other right.

15 No Use of Virginia Housing Name or Logo Without Permission: Contractor shall not publicize, distribute, or advertise the fact that Virginia Housing is a customer, nor use Virginia Housing’s name or logo in any advertisement, web site posting, or publication, without first obtaining written permission from one of Virginia Housing’s authorized officers. Contractor should expect their request to be denied in the majority of circumstances.

ATTACHMENT D

How to Upload Your Proposal and Additional Attachments

In order for the Contract Officers to expedite the processing of your response, all of the files you submit to Virginia Housing’s Supplier ShareFile portal MUST follow this naming convention:

RFP# 14110 COMPANY NAME Elevator Preventative Maintenance and Repair Services (link below):

Step 1: Click the link within the solicitation to access Virginia Housing’s Supplier ShareFile portal:

Step 2: After you click the link accessing Virginia Housing’s Supplier ShareFile portal, this screen pops up in your browser:

Step 3a: Click “Browse Files” and double click on the file from your computer to submit it to Virginia Housing’s Supplier ShareFile portal.

Step 3b: Or simply click on a file you would like to submit to Virginia Housing’s Supplier ShareFile portal, drag the file to the words “Drag files here” in the center of your screen, and drop the file into the portal.

Step 4: After submitting a file to send to Virginia Housing, this screen pops up:

Step 5: If you would like to submit additional files, click “+Add more”:

And then double click on the file from your computer to submit and download to Virginia Housing’s Supplier ShareFile portal. Subsequent files will show up in list form on this screen:

Step 6: When you have submitted all the applicable files for this solicitation, click on the green “Upload” button:

The files will upload into the Virginia Housing Supplier ShareFile Portal. When the upload is complete, the word “Uploaded” will appear next to the file.

Step 7: If you would like submit additional files, you may repeat Steps 3 through 6. If you have completed your uploads, simply close your browser.

Step 8: You may reach out to the Contract Officer responsible for the solicitation to confirm Virginia Housing has received your files. The Contract Officers may be reached during regular business hours, Monday through Friday, Eastern Standard Time. Contract Officers will not respond to Virginia Housing Supplier ShareFile Portal inquiries submitted after 5:00PM on the day a proposal is due.

FAQs

Question: Can I reuse a link from another solicitation?

Answer: No. The ShareFile link is unique for each solicitation. Do not use a link from a previous solicitation because your proposal will not be received.

Question: What file formats can I upload?

Answer: Any file type may be uploaded to ShareFile.

Question: What is the maximum file size I can upload?

Answer: The ShareFile system supports the upload and download of files up to 10GB or 100GB in size, depending on plan level. If your upload process cannot be completed within 18 hours, ShareFile recommends breaking your upload into smaller segments.

Question: What are the limitations for Mobile App Uploads?

Answer: Files with a name greater than 40 characters cannot be uploaded via a ShareFile mobile app. The character limit includes the file extension.

Question: I need to submit more files! Can I upload them even though I’ve already submitted other documents?

Answer: Yes. Simply access Virginia Housing’s Supplier ShareFile Portal using the link within the solicitation and follow the steps in this attachment.