RFP PR2541-541-26 Sykes Relocation Management Services.pdf

Norfolk Redevelopment and Housing Authority

Request for Proposal

#PR2541- 541-26

for

Relocation Management Services for Sykes Midrise

June 17, 2026

Contracting Opportunities – BONFIRE

INTERACTIVE PORTAL

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

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

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

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

Should you have any questions, please contact Robin Hoe at rohoe@nrha.us or 757-533-4694.

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

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

RFP PR2541-541-26

GENERAL INFORMATION FORM

QUESTIONS: All inquiries for information regarding this solicitation must be submitted through NRHA’s Bonfire Interactive Portal as per the flyer attached. The deadline for questions is July 1, 2026, at 4:00 PM EST. No questions will be answered after that date and time.

DUE DATE: Sealed Proposals will be received until July 10, 2026, at 3:00 PM. Failure to submit proposals to the correct location by the designated date and hour will result in disqualification.

ADDRESS: Proposals must be submitted electronically through the NRHA Bonfire Interactive Portal as noted in the flyer above by the due date and time (see prior page for information).

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

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

TYPE OF BUSINESS: (Please check all applicable classifications). If your classification is certified by the Virginia Department of Minority Business Enterprise, provide your certification number: ___________. For certification assistance, please visit: http:/www.dmbe.state.va.us. Large business

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

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

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

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

FULL LEGAL NAME (PRINT)

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

FEDERAL TAXPAYER NUMBER (ID#)

BUSINESS NAME/DBA NAME/TA NAME

(If different than the Full Legal Name)

FEDERAL TAXPAYER NUMBER

(If different than ID# above)

BILLING NAME

(Company name as it appears on your invoice)

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

CONTRACT AND TASK ORDER ADDRESS PAYMENT ADDRESS

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

E-MAIL ADDRESS TELEPHONE NUMBER TOLL FREE TELEPHONE NUMBER FAX NUMBER TO RECEIVE

Table of Contents

Section Page

I. PURPOSE

II. CONTRACT PERIOD

III. BACKGROUND

IV. STATEMENT OF NEED

V. BILLING SPECIFICATIONS

VI. PROPOSAL PREPARATION AND SUBMISSION

VII. SELECTION CRITERIA AND AWARD

VIII. PRE-PROPOSAL CONFERENCE

IX. AMENDMENT

X. CONTRACT ADMINISTRATION

XI. SECTION H - SPECIAL CONTRACT REQUIREMENTS

XII. ATTACHMENTS

SOLICITATION, OFFER AND AWARD Page of Page 1 33

1. CONTRACT NUMBER 2. SOLICITATION NUMBER

PR2541-541-26

3. TYPE OF SOLICITATION

SEALED BID (IFB)

NEGOTIATED (RFP)

SOLE SOURCE

4. DATE ISSUED

6/17/2026

5. CHANGE/TASK NUMBER

6. ISSUED BY

Norfolk Redevelopment and Housing Authority Purchasing Services Office 555 East Main Street Floor 17 Norfolk, VA 23510

7. SUBMIT INVOICES TO:

INVOICES@NRHA.US

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

SOLICITATION – RELOCATION MANAGEMENT SERVICES

8. LATE Submissions, Modifications, Withdrawals: All offers are subject to all terms and conditions contained in this solicitation.

9. RFP Contact Information

A. NAME

Robin L. Hoe, CPPB

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

rohoe@nrha.us

AREA CODE

NUMBER

533-4694

EXT

10. TABLE OF CONTENTS

SEC DESCRIPTION PAGE SEC DESCRIPTION PAGE

I. PURPOSE 2

II. CONTRACT PERIOD 2

III. BACKGROUND 2

IV. STATEMENT OF NEED 3

V. BILLING SPECIFICATIONS 3

VI. PROPOSAL PREPARATION AND SUBMISSION 9

VII. SELECTION CRITERIA AND AWARD 13

VIII. PRE-PROPOSAL CONFERENCE 13

IX. AMENDMENT 14

X. CONTRACT ADMINISTRATION 14

XI. SECTION H - SPECIAL CONTRACT REQUIREMENTS 14

XII. ATTACHMENTS 19

OFFER (Must be fully completed by offeror)

11. In compliance with the above, the undersigned agrees, if the offer is accepted within calendar days (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. PURPOSE

Norfolk Redevelopment and Housing Authority (NRHA) seeks a qualified firm or individual to provide Relocation Management Services to support the relocation of residents during the Sykes Midrise RAD/Section 18 Redevelopment.

Final date for questions is July 1, 2026, at 4:00 P.M. EST. Questions must be submitted through the NRHA Bonfire Interactive Portal per the information as noted in the above announcement flyer. After this date, questions will not be accepted.

II. CONTRACT PERIOD

The intended period of performance for the awarded contract is 12 to 24 months.

III. BACKGROUND

A. NRHA is a political subdivision, created under the laws of the State of Virginia to provide public and other affordable housing and related services eligible to low-income families of Norfolk, VA. NRHA primarily funded by the U.S. Department of Housing and Urban Development (HUD), develops, maintains and manages approximately 1789 low-rent public housing in eight (8) communities and 755 project-based voucher rental assisted units in seven (7) communities and 1,271 unassisted units in four (4) communities.

NRHA operates a diverse portfolio that includes:

1. Public Housing (ACC units)

2. Housing Choice Voucher Program (HCV)

3. Mixed-finance and RAD-converted properties

4. Real estate development and redevelopment initiatives

5. Capital Fund Program (CFP) infrastructure investments

B. Because NRHA is currently in the process of a RAD/Section 18 Redevelopment of Sykes Midrise, the relocation program is already in progress. The contractor will be assuming the responsibility for the existing relocation effort rather than initiating a new program.

C. Sykes Midrise has a total of 84 units. Currently approximately 28 east wing households are classified as “temporarily relocated” and will ultimately require return coordination as renovated units become available. In addition, 32 west wing households remain on-site and are anticipated to require relocation during the future phases of the renovation program.

D. The figures noted in C above should be considered planning estimates only. NRHA is currently reconciling the most recent vacancy list, completed relocations, permanent relocations, deceased households, lease terminations, and other resident status changes. The actual relocations, return moves and coordination activities may increase or decrease throughout the project as construction sequencing, unit availability, resident availability and occupancy conditions evolve.

IV. STATEMENT OF NEED

A. NRHA Reservation of Rights:

1. NRHA reserves the right to reject any or all proposals, to waive any informality in the RFP process, or to terminate the RFP process at any time, if determined to be in its best interests.

2. NRHA reserves the right to not award a contract pursuant to this RFP.

3. NRHA reserves the right to negotiate the fees proposed by the offeror.

4. NRHA shall have no obligation to compensate any offeror for any costs incurred in responding to this RFP.

5. NRHA reserves the right to check offeror references using past performance write ups.

6. NRHA shall reserve the right, at any time during the RFP or contract process, to prohibit any further participation by an offeror or reject any proposal submitted that does not conform to any of the requirements detailed in this RFP.

B. Attachment A – HUD 5369B Instructions to Offerors Non-Construction shall apply to this RFP.

C. Specific Scope of Services:

The contractor shall be responsible for coordinating and managing subcontracted relocation support services, including movers, storage, pest control, hotel stays, incidental cleaning, and related support services, subject to the controls outline in the

RFP.

The Contractor shall provide full-service relocation program management, including:

1. Transition & Compliance Audit:

a. Review and reconstruct relocation files

b. Ensure compliance with:

i. URA

ii. RAD

iii. Section 18

2. Relocation Execution:

a. Resident communication and meetings

b. Move scheduling and coordination (move outs, moves to temporary housing, and return moves)

c. Direct contracting and management of:

i. movers

ii. storage providers

iii. pest control vendors

3. Unit Readiness Coordination:

a. Track and verify unit readiness

b. Coordinate with:

i. Construction (Breeden)

ii. Maintenance

iii. Property Management

No move may occur without confirmed unit readiness

4. Data & Tracking:

a. Maintain centralized relocation tracking system

b. Track:

i. resident status

ii. move status

iii. unit readiness

iv. compliance documentation

5. Reporting & Compliance Requirements:

a. Monthly reporting

b. Quarterly / investor reporting support (Cinnaire)

c. Maintain audit-ready files

6. Reporting Requirements:

a. Weekly Reporting - Weekly reports shall be submitted in a format approved by NRHA and shall be based on data maintained in the relocation control system.

The Contractor shall submit weekly reports to NRHA summarizing current relocation activities and project status. Weekly reports shall include, at a minimum:

i. Number of households relocated, pending relocation, and returned.

ii. Status of all scheduled and completed moves

iii. Unit readiness status, including any units not ready for occupancy and associated issues

iv. Coordination issues involving maintenance, pest control, property management, or construction

v. Identification of risks to the relocation schedule or construction timeline

vi. Status of compliance documentation, including notices issued and pending

vii. Two-week look-ahead schedule identifying upcoming moves and anticipated constraints

viii. Status of any units that failed readiness and corrective actions taken

b. Monthly Reporting - The Contractor shall submit monthly reports that provide a comprehensive summary of relocation program performance. Monthly reports shall include:

i. Summary of relocation activities completed during the reporting period

ii. Financial status aligned with the Schedule of Values (SOV), including work completed and invoiced

iii. Compliance status, including identification of any deficiencies or outstanding documentation

iv. Progress toward completion of relocation activities

v. Status of economic opportunity participation goals

vi. Summary of issues encountered and actions taken

vii. Performance against relocation schedule, including planned vs. actual moves

viii. Unit readiness performance, including delays attributable to construction, maintenance, or coordination failures.

7. Relocation Control System Reporting:

The Contractor shall utilize NRHA’s relocation control system as the primary source of reporting data. NRHA reserves the right to audit all data maintained in the system.

The Contractor shall:

a. Maintain accurate and current data for all households and units

b. Update the system on a regular basis, at a minimum weekly

c. Ensure that all reported information is consistent with supporting documentation

d. Track, at a minimum, resident status, move dates, unit readiness, compliance documentation, and coordination issues

e. Provide tracking data in Excel or other NRHA-approved format upon request

f. NRHA reserves the right to review and audit all data maintained within the system.

8. Coordination and Communication Requirements:

a. The Contractor shall participate in regular coordination meetings with NRHA and project stakeholders, to include NRHA’s Development, Property Management, and Maintenance teams as well as the General Contractor for the Sykes Renovation Project.

b. The Contractor shall serve as the central point of coordination for relocation-related activities and communicate all relevant information to ensure alignment across all parties. The Contractor shall also Identify and escalate issues that may impact relocation, unit readiness, or construction schedule within twenty-four (24) hours.

c. The contractor shall operate under the following structure:

i. NRHA Project Manager – Final Authority

ii. Relocation Contractor – Execution and Coordination

iii. Property Management – Resident Interface

iv. Construction Contractor – Unit Readiness Input

All directions to contractor shall flow through the NRHA Project Manager.

9. Delivery Standards:

All reports and deliverables shall:

a. Be submitted electronically in a format approved by NRHA

b. Be clear, accurate, and complete

c. Be supported by underlying data and documentation

d. Be submitted on time in accordance with agreed-upon schedules

Failure to provide required reports or to maintain accurate and complete data may result in rejection of invoices and/or requiring corrective action, withholding payment until the corrective action is resolved and additional reviews of contractor performance.

10. File Management and Audit Requirements:

The Contractor shall maintain complete and auditable relocation files for each household. NRHA reserves the right to audit relocation files for each household with forty-eight hours’ notice. The contractor shall provide all requested documentation in a complete and organized format.

Each file shall include, at a minimum:

a. Required notices (GIN, NOE, 30-day / 90-day notices)

b. Eligibility determinations

c. Relocation records (move dates, locations, services provided)

d. Resident communications and acknowledgments

e. Final relocation status

11. Investor and Lender Reporting Support:

The Contractor shall support NRHA in preparing reports required by equity investors, lenders, and regulatory agencies, including but not limited to Cinnaire.

This includes:

a. Providing relocation metrics and supporting data

b. Assisting with compliance reporting

c. Ensuring that all relocation data is accurate, current, and audit-ready

d. Responding to requests for additional information within required timeframes

12. Subcontracting Requirements:

a. The contractor shall manage all NRHA subcontracted relocation support services contracts necessary to successfully execute the relocation program in accordance with the requirements of this RFP.

b. The contractor shall act as the central coordinator for these services and shall be responsible for ensuring that all services are scheduled and executed in alignment with the approved relocation sequencing, construction phasing and unit readiness requirements.

c. NRHA currently has the services below under subcontracts:

i. Moving Services

ii. Temporary storage services

iii. Pest control services

iv. Temporary lodging or hotel accommodations

v. relocation-related incidental services as requested or approved by NRHA

13. Additional Subcontracting Service Requirements:

a. The contractor may be required to solicit quotes or bids for any additional services. In this case, the contractor must adhere to the procurement requirements of 2 CFR 200 and NRHA’s procurement policy which governs all procurements using federal funds.

b. NRHA reserves the right to directly procure, or separately contract for any relocation support services, including but not limited to cleaning services and other services it deems necessary to successfully fulfil the needs of the project.

c. NRHA’s election to directly procure any service shall not entitle the contractor to additional compensation unless expressly approved in writing by the NRHA Project Manager.

d. The contractor shall use the below listed competitive pricing requirements when soliciting for additional services:

i. Up to $10,000.00 of the total estimated service needed – 1 fair and reasonable quote is required

ii. $10,000.01 - $150,000.00 of the total estimated service needed – no less than 4 quotes must be solicited.

iii. $150,000.01 and above of the total estimated services needed – requires a full solicitation/bidding process.

e. The contractor must fully disclose all subcontractor costs, identify all markup percentages applied to subcontracted services (the maximum allowable contractor mark-up for subcontractors is 10%), and maintain complete procurement and financial records for all subcontracted and pass through services.

f. NRHA reserves the right to:

i. Review and approval of subcontractors

ii. Require competitive quotes

iii. Audit all subcontracted and pass-through expenses

iv. Reject unreasonable, unsupported, or excessive charges

v. Reject any subcontractor, pricing proposal, or procurement approach deemed inconsistent with the best interests of the project

g. The contractor submitted invoices must be fully itemized and supported by underlying vendor invoices, receipts, quotations, or other documentation acceptable to NRHA for all subcontracts solicited and awarded by the contractor.

h. Contractors are required to adhere to NRHA’s Section 3 reporting requirements.

14. Contract Type/Cost Structure:

Pricing under the contract will be a fixed cost per unit (unit-based schedule of values or SOV). The contractor shall also provide hourly rates for any additional services that may be required by NRHA. The awarded contract will have a not to exceed value (NTE).

15. Initial Deliverables:

Within 10 business days after contract execution the contractor shall provide:

a. Identification of the contractor’s project manager and primary point of contact.

b. A detailed Transition Plan outlining the approach to assuming control of the partially completed relocation program.

c. A preliminary assessment of existing relocation files and identification of any immediate risks or deficiencies.

d. A preliminary relocation schedule aligned with the construction phasing plan and unit availability.

e. An initial assessment of unit readiness conditions and coordination requirements with maintenance, pest control and the general contractor.

D. Insurance Requirements:

The offeror shall have and maintain, throughout the life of the contract, the required insurance as listed below. The offeror shall submit proof of insurance after notification of award of a contract.

By signing and submitting a proposal under this solicitation/contract, the offeror certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded. The offeror further certifies that it, as well as all sub-contractors, will maintain these insurance coverages during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

MINIMUM INSURANCE COVERAGES AND LIMITS REQUIRED FOR MOST

CONTRACTS:

1. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer.

Accounting Firms who fail to notify NRHA of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

2. Employer’s Liability - $1,000,000.

3. Commercial General Liability - $1,000,000 per occurrence. Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. NRHA must be named as an additional insured and so endorsed on the policy.

4. Automobile Liability (if applicable) - $1,000,000 per occurrence.

5. NRHA shall be named as an additional insured on all policies relevant to the contract.

V. BILLING SPECIFICATIONS

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

ADAYE@NRHA.US, BPHANELSON@NRHA.US

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

C. All invoices shall show the contract number and/or purchase order number; and the federal employer identification number (for proprietorships, partnerships, and corporations). Invoices must also include description of work performed, quantity of units or activities completed and total amount requested. If the contract is based on hourly rates, the invoice must include the number of hours, the hourly contracted rate and the name of the contractor employee who performed the service. NRHA may require submission of the physical copy of the invoice.

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.

mailto:ADAYE@NRHA.US mailto:BPHANELSON@NRHA.US

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.

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. Payment of invoices shall be made only for work that has been completed in accordance with the scope of work, documented in accordance with the reporting requirements, and verified by NRHA.

J. Final payment shall not be issued until all relocation activities are complete, all resident files are complete and compliant, all required reports have been submitted and approved, and all tracking data has been delivered to NRHA.

VI. PROPOSAL PREPARATION AND SUBMISSION

A. General Requirements:

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

2. DO NOT RETURN THE SOLICITATION IN YOUR SUBMITTAL PACKAGE. ONLY

SUBMIT THE REQUIRED INFORMATION.

3. Proposal Preparation:

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

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

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

d. Additional information such as company brochures, literature, or other marketing material, will be discarded and not used in the evaluation process. Only the information requested under Section VI, B, Specific Proposal Requirements of this section, will be evaluated. Noncompliant proposals may be removed from the competitive range.

e. Proposals should be organized and submitted in the order in which the requirements are requested.

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

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

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

B. Specific Proposal Requirements:

Proposals should be as thorough and detailed as possible so that NRHA may properly evaluate your capabilities and product(s) offered to provide the required services.

Offerors are required to submit the following information/items as a complete proposal:

TAB A – Firm Overview – Up to 20 Points

1. The Offeror shall provide an overview of its firm. The summary shall include but not be limited to years in business, key company strengths and unique qualifications, and accomplishments.

2. Submit an organizational chart of the firm’s staff.

TAB B - Experience and Capabilities – Up to 25 Points

1. The offeror shall describe its experience in providing the services required in the Statement of Work. Experience with housing authorities should be highlighted.

2. Offerors Team - The offeror shall include the name, team role, experience and education of the its team members who will be assigned to the contract. A resume for each team member including identifying their role will suffice for this section. The contractors project manager and primary point of contact shall be identified.

3. The offeror shall complete and submit three (3) past performance write-ups under Attachment B. The past performance write-ups must reflect services provided similar in size and scope of this RFP. Failure to answer question #10 will render the past performance write-up incomplete.

TAB C – Project Approach – up to 30 Points

The offeror shall describe its approach to accomplishing the items listed in the Section C Specific Scope of Services.

TAB D – Pricing – Up to 25 points

The offeror shall complete, sign and submit the Pricing Schedule under Attachment C.

TAB E – Section 3, Small Business, Minority and Woman Owned Enterprise– Up to 5 Points

The Offeror may garner up to an additional five (5) points by replying to this section. The offeror may choose to answer item 1, 2 or both. This section is only for additional points. No points will be deducted if this section is not completed.

1. The Offeror shall describe its experience in participating in the Section 3 program. The offeror shall complete and submit any documents under Attachment D that apply to its Section 3 standing.

2. The offeror shall submit a copy of its Small, Minority and Women Owned Enterprise certificate as proof of business standing.

TAB F – Other Required Documents (Pass or Fail)

1. The offeror shall complete and submit the General Information Form.

2. The offeror shall complete, sign in box 16 and enter date in box 17 and submit the Solicitation Offeror and Award Form. Amendments may be acknowledged on this form.

3. The offeror shall complete and submit the Certification and Representations of Offerors under Attachment E and the W9 under Attachment F.

4. The offeror shall sign and submit the Non-Collusion Affidavit under Attachment G.

NOTE: The failure to follow the instructions of this section of the solicitation may result in your proposal being removed from the competition for award of a contract. Please review all sections of this solicitation, specifically Sections VI and VII to ensure total compliance.

VII. SELECTION CRITERIA AND AWARD

A. Selection Criteria:

Proposals will be evaluated by NRHA using the following:

Criteria Value Maximum Point

1. Firm Overview 20

2. Experience and Capabilities 25

3. Project Approach 30

4. Price 25

5. Section 3 (additional points only) 5

Total 105

B. Award:

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

VIII. PRE-PROPOSAL CONFERENCE

No pre-proposal conference is scheduled for this effort.

IX. AMENDMENT

Any amendment issued for this solicitation will be posted on the eVA and NRHA Bonfire Interactive portal.

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

X. CONTRACT ADMINISTRATION

A. The NRHA Housing Development Project Manager or his designee shall be identified as the Technical Contract Administrator and shall use all powers under the contract to ensure its faithful performance. All directions to the contractor shall flow through NRHA’s Housing Development Project Manager.

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

XI. SECTION H - SPECIAL CONTRACT REQUIREMENTS

A. Section 3 – 24 CFR 75

1. Overview - The purpose of Section 3 is to ensure that, to the greatest extent feasible, employment, training, and business opportunities created by HUD financial assistance be directed to low-and very-low income persons, particularly those who are recipients of government assistance for housing and to business concerns which provide economic opportunities to low-and very low-come persons, or residents of the community in which Federal assistance is spent. Efforts to promote Section 3 objectives must be consistent with existing Federal, State, and local laws and regulations.

2. Covered Programs – Section 3 requirements apply to training, employment, contracting, and other economic opportunities arising in connection with the expenditure public housing assistance for public housing development, operations, and Capital Fund programs. In addition, certain Notification of Funding Opportunity (NOFO) and grant agreements governing assistance to PHAs may contain Section 3 requirements.

3. Covered Contract – Section 3 covers contracts for activities that are funded by Section 3 covered assistance and does not apply to material contracts. If the contract includes installation of purchased equipment (supplies and materials), the contract is covered by Section 3.

4. Section 3 Requirements and Definitions –

a. Employment and training: (1) Consistent with existing Federal, state, and local laws and regulations, PHAs or other recipients receiving public housing financial assistance, and their contractors and subcontractors, must make their best efforts to provide employment and training opportunities generated by the public housing financial assistance to Section 3 workers. (2) PHAs or other recipients, and their contractors and subcontractors, must make their best efforts described in paragraph (a)(1) of this section in the following order of priority: (i) To residents of the public housing projects for which the public housing financial assistance is expended; (ii) To residents of other public housing projects managed by the PHA that is providing the assistance or for residents of Section 8-assisted housing managed by the PHA; (iii) To participants in YouthBuild programs; and (iv) To low- and very low-income persons residing within the metropolitan area (or nonmetropolitan county) in which the assistance is expended.

b. Contracting: (1) Consistent with existing Federal, state, and local laws and regulations, PHAs and other recipients of public housing financial assistance, and their contractors and subcontractors, must make their best efforts to award contracts and subcontracts to business concerns that provide economic opportunities to Section 3 workers. (2) PHAs and other recipients, and their contractors and subcontractors, must make their best efforts described in paragraph (b)(1) of this section in the following order of priority: (i) To Section 3 business concerns that provide economic opportunities for residents of the public housing projects for which the assistance is provided; (ii) To Section 3 business concerns that provide economic opportunities for residents of other public housing projects or Section-8 assisted housing managed by the PHA that is providing the assistance; (iii) To YouthBuild programs; and (iv) To Section 3 business concerns that provide economic opportunities to Section 3 workers residing within the metropolitan area (or nonmetropolitan county) in which the assistance is provided. 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.

c. Targeted Section 3 Worker Public Housing and Community Development Financial Assistance: A Targeted Section 3 worker for public housing a d development financial assistance means a Section 3 worker who is: (1) A worker employed by a Section 3 business concern; or (2) A worker who currently fits or when hired fit at least one of the following categories, as documented within the past five years: (i) A resident of public housing or Section 8-assisted housing; (ii) A resident of other public housing projects or Section 8-assisted housing managed by the PHA that is providing the assistance; or (iii) A YouthBuild participant.

d. Section 3 Business Concern: A business concern meeting at least one of the following criteria, documented within the last six�month period: (i) It is at least 51 percent owned and controlled by low- or very low-income persons; (ii) Over 75 percent of the labor hours performed for the business over the prior three-month period are performed by Section 3 workers; or It is a business at least 51 percent owned and controlled by current public housing residents or residents who currently live in Section 8-assisted housing. (2) The status of a Section 3 business concern shall not be negatively affected by a prior arrest or conviction of its owner(s) or employees. (3) Nothing in this part shall be construed to require the contracting or subcontracting of a Section 3 business concern. Section 3 business concerns are not exempt from meeting the specifications of the contract.

e. Section 3 Worker: (1) Any worker who currently fits or when hired within the past five years fit at least one of the following categories, as documented: (i) The worker's income for the previous or annualized calendar year is below the income limit established by HUD. (ii) The worker is employed by a Section 3 business concern. (iii) The worker is a YouthBuild participant. (2) The status of a Section 3 worker shall not be negatively affected by a prior arrest or conviction.

(3) Nothing in this part shall be construed to require the employment of someone who meets this definition of a Section 3 worker. Section 3 workers are not exempt from meeting the qualifications of the position to be filled.

f. YouthBuild programs refers to YouthBuild programs receiving assistance under the Workforce Innovation and Opportunity Act (29 U.S.C. 3226)

B. § 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.)

C. Applicable Laws and Courts - This solicitation/contract and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the City of Norfolk, Virginia. NRHA encourages resolution of any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). ADR procedures are described in

Chapter 9 of the Vendors Manual. The Accounting Firm shall comply with all applicable federal, state and local laws, rules and regulations.

D. Ethics in Public Contracting - By submitting their proposals, offerors certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer or Accounting Firm in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

E. Immigration Reform and Control Act of 1986 - By entering into a written contract with NRHA, the offeror certifies that it does not, and shall not during the performance of the contract for goods and services with NRHA, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

F. Debarment Status - By submitting their proposals, offerors certify that they are not currently debarred by the Commonwealth of Virginia, the Federal Government, or NRHA from submitting bids or proposals on contracts for the type of goods and/or services covered by this solicitation/contract, nor are they an agent of any person or entity that is currently so debarred.

G. Antitrust - By entering into a contract, the offeror conveys, sells, assigns, and transfers to NRHA of Virginia all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by NRHA of Virginia under said contract.

H. Mandatory Use of NRHA Forms and Terms and Conditions for RFPs/IFBs - Failure to submit a proposal on the official NRHA form provided for that purpose may be a cause for rejection of the proposal. Modification of or additions to the General Terms and Conditions of the solicitation/contract may be cause for rejection of the proposal;

however, NRHA reserves the right to decide, on a case-by-case basis, in its sole discretion, whether to reject such a proposal.

I. Clarification of Terms - If any prospective offeror has questions about the specifications or other solicitation/contract documents, the prospective offeror should submit questions through the Bonfire Interactive Portal before the end of the question-and-answer period.

Any revisions to the solicitation/contract will be made only by addendum issued by the buyer through the Bonfire Interactive Portal.

J. Assistance to Small and other Disadvantage Businesses – Consistent with Executive Orders 11625, 12138, and 12432 NRHA shall make every feasible effort to ensure that small businesses, Minority Business Enterprises, (MBEs), Women Business Enterprises (WBEs), and labor surplus area businesses participate in NRHA contracting.

K. Hold Harmless - The offeror, 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 offeror or offeror’s employees, agents, or Accounting Firms.

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.

L. Qualifications of Offerors - NRHA may make such reasonable investigations as deemed proper and necessary to determine the ability of the offeror to perform the services and the offeror shall furnish to NRHA all such information and data for this purpose as may be requested. NRHA reserves the right to inspect the offeror’s physical facilities prior to award to satisfy questions regarding the offeror’s capabilities. NRHA further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy NRHA that such offeror is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

M. Assignment of Contract - The contract shall not be assignable by the offeror in whole or in part without the written consent of NRHA.

N. Availability of Funds - It is understood and agreed between the parties herein that NRHA shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of the agreement.

O. Vendor Advertising Restrictions - Advertising or promotional literature stating or implying that NRHA endorses the offeror’s products or services is prohibited.