RRHA-IFB-2026-27 Professional Services Transcription Final.pdf

RRHA-IFB-2026-27

Professional Services for Transcription

Richmond Redevelopment and Housing Authority

Division of Procurement and Contract Administration

600 E. Broad St., Ste 400

Richmond, Virginia 23219 www.rrha.com

Invitation for Bids

RRHA-IFB-2026-27

Issue Date: August 19, 2026

Due Date and Time: September 21, 2026 2:00 pm

This communication serves to apprise you and your firm of the above-mentioned Invitation for Bids (IFB). We invite you and your firm to respond to this IFB. Please review all sections carefully, paying particular attention to the closing date and time listed above and within the body of the documents. RRHA does not discriminate against faith-based organizations (Code of Virginia, § 2.2-4343. 1D)

All Inquiries For Information Should Be Directed To:

Edythe West, VCA

Contract Specialist

600 E. Broad St., Ste. 400

Richmond, VA 23219 edythe.west@rrha.com mailto:Dorothy.morris@rrha.com

RICHMOND REDEVELOPMENT AND HOUSING AUTHORITY

600 E. Broad St., Ste 400

RICHMOND, VIRGINIA 23219

Solution No.: 2026-27

Issue Date: August 19, 2026

Title: Professional Services for Transcription

Due Date: September 21, 2026

Issuing Agency: Richmond Redevelopment and Housing Authority

600 E. Broad St., Ste. 400

Period of Contract: The contract period shall be October 1, 2026 through September 30, 2027, constituting the initial one‑year term. The Authority reserves the right to exercise four (4) additional one‑year option periods at its sole discretion.

Sealed Bids Will Be Received Until September 21, 2026 For Furnishing The Goods/Services Described Herein, And Then Opened In Public.

All Inquiries For Information Should Be Directed To Edythe West, Contract Specialist at edythe.west@rrha.com, All questions should be submitted via email by the close of business on September 9, 2026.

BIDS WILL BE ACCEPTED THROUGH ELECTRONIC SUBMISSION THROUGH eVA. EMAILED BIDS

WILL NOT BE ACCEPTED. IF BIDS ARE MAILED, SEND DIRECTLY TO THE ISSUING AGENCY

SHOWN ABOVE. IF BIDS ARE HAND DELIVERED, DELIVER TO: Richmond Redevelopment and

Housing Authority, Division of Procurement and Contract Administration, 600 E. Broad St., Ste 400, Richmond, Virginia 23219.

In compliance with this invitation for bid and all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the services at the prices indicated in this response. The

Undersigned further certifies that they are authorized to sign this document on behalf of the submitting firm.

Date:

Name and Address of Firm

By:

Name:

City and State Zip Code Typed or Printed

Phone No.: Fax No:

Email: FEI/FIN No:

NOTE: Changes to this IFB may be issued in the form an addendum at any time prior to the due date and time for submitting bids.

Vendors are encouraged to visit eVA regularly to learn of any changes to the solicitation (www.eva.virginia.gov). RRHA’s procurement regulations require each offeror to submit a signed copy of the addendum to the above delivery address by the proposal due date and time or included with the firm’s response to the solicitation.

mailto:edythe.west@rrha.com

TABLE OF CONTENTS

I. Purpose 4

II. Scope of Work 4

III. Terms and Conditions 4

IV. Special Terms and Conditions 13

V. Method of Payment 17

VI. Pricing Schedule 17

VII. Attachments 17

A. Scope of Work

B. Statement of Bidder’s Qualifications

C. Non-Collusive Affidavit

D. Certificate of Non-Segregated Facilities

E. Section 3 Compliance Clause

F. Minority Business and Section 3 Commitment

G. HUD 5370 C1 – General Conditions For Non-Construction Contracts

H. HUD 5369 – Instructions to Bidders for Contracts

I. HUD 5369 A Certifications and Representations of Offerors

J. Bid Form

K. Example of Required Documents for Section 3

I. PURPOSE: The intent and purpose of this Invitation for Bid is to solicit bids from responsive and responsible bidders for the Professional Services for Transcription for Richmond Redevelopment and

Housing Authority (RRHA).

II. SCOPE OF WORK: The Contractor shall provide all labor, supervision, equipment, software, and resources necessary to perform transcription services, including but not limited to:.

A. SPECIFIC REQUIREMENTS:

Professional Services for Transcription (See Attachment A – Scope of Work)

B. GENERAL REQUIREMENTS:

1. Contractor’s Personnel:

a) The Contractor will screen and employ only qualified personnel who shall be skilled in the performance of their duties and acceptable to RRHA. The Contractor agrees to immediately remove any employee RRHA determines to be unacceptable.

b) The Contractor agrees to follow all reasonable security precautions and procedures requested by RRHA.

c) The Contractor shall be responsible for the conduct and performance of the Contractor's employees and compliance with the following rules:

(1) Contractor's employees appearing to be under the influence of alcohol or drugs shall not be permitted in the buildings or on the properties.

(2) No loud or boisterous conduct will be permitted.

(3) RRHA reserves the right to request removal of any of the Contractor's employees from the building or property at any time for reasonable cause. The Contractor or the designated supervisory representative shall have such employee leave the facility premises upon receipt of such request.

2. Applicable Regulations and Guidelines:

a) The Contractor shall be knowledgeable of applicable federal, state and local regulations, codes and guidelines.

b) The Contractor shall be solely responsible for obtaining and complying with the applicable regulations and specifications with regard to their performance of the work and employee and public safety.

III. TERMS AND CONDITIONS:

A. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia, City of Richmond and any litigation with respect thereto shall be brought in the courts of the Commonwealth. This contract is made, entered into, and shall be performed in the jurisdiction of the City of Richmond, Commonwealth of Virginia. The

Contractor shall comply with all applicable federal, state and local laws, rules and regulations. The

Contractor shall procure any permits and licenses required for its business or the services to be provided by it hereunder.

B. ANTI-DISCRIMINATION: By submitting their bids, bidders certify to that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment

Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the

Americans With Disabilities Act and §2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient’s religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia § 2.2-4343.1E).

1. In every contract over $10,000 the provisions of (1) and (2) below apply:

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

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

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

(3) Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting these requirements. The contractor will include the provisions of #1 above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

C. ETHICS IN PUBLIC CONTRACTING: By submitting their bids, bidders certify that their bids are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other bidder, supplier, manufacturer or subcontractor in connection with their bid, 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.

D. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting their bids, bidders certify that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986.

E. DEBARMENT STATUS: By submitting their bids, bidders certify that they are not currently debarred by RRHA, The Commonwealth of Virginia or the Federal Government from submitting offers or proposals on contracts of the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

F. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfer to 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 under said contract.

G. CLARIFICATION OF TERMS: If any prospective bidder has questions about the specifications or other solicitation documents, the prospective bidder should contact the Contract Officer whose name appears on the face of the solicitation by September 9, 2026 indicated in these solicitation documents.

Any revisions to the solicitation will be made only by addendum issued by the buyer.

H. PAYMENT:

1. To Prime Contractor:

a) The contractor shall submit Invoices for items ordered, delivered, and accepted directly to the payment address shown on the purchase order/contract. All invoices shall show the contract number and/or purchase order number, the social security number (for individual contractors), and the federal employer identification number (for proprietorships, partnerships, and corporations).

b) 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.

c) All goods or services provided under this contract or purchase orders, that are to be paid for with public funds, shall be billed by the contractor at the contract price.

d) 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.

e) 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 that 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, RRHA 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 RRHA of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia § 2.2-4363).

2. To Subcontractors:

a) A contractor awarded a contract under this solicitation is hereby obligated:

(1) To pay the subcontractor (s) within seven (7) days of the contractor’s receipt of payment from for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or

(2) To notify RRHA and the subcontractor(s), in writing, of the contractor’s intention to withhold payment and the reason.

b) The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) days following receipt of payment from, except for amounts withheld as stated in (2) above. The date of mailing of any payment by U.S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier contractor performing under the primary contract. A contractor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of RRHA.

3. Compliance: All Contractors and Subcontractors shall be responsible for fulfilling all applicable reporting and documentation requirements in accordance with federal regulations. Contractors and

Subcontractors must comply with the Davis-Bacon Act, including the submission of certified payrolls and adherence to prevailing wage determinations issued by the U.S. Department of Labor. Reports shall be submitted either via the Richmond Redevelopment and Housing Authority (RRHA) Prism

Platform or directly to the RRHA Procurement Office. Failure to submit accurate and timely documentation may result in delayed payment until full compliance is verified.

I. PRECEDENCE OF TERMS: The following General Terms and Conditions, APPLICABLE LAWS

AND COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC CONTRACTING,

IMMIGRATION REFORM AND CONTROL ACT OF 1986, DEBARMENT STATUS, ANTITRUST,

CLARIFICATION OF TERMS, PAYMENT, HUD FORMS shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any special Terms and

Conditions in this solicitation, the state and federal procurement guidelines outlined in the Code of

Virginia, Virginia Public Procurement Act and the HUD handbook 7460.8 Rev 2 shall apply.

J. QUALIFICATIONS OF BIDDERS: RRHA may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the services/furnish the goods and the bidder shall furnish to RRHA all such information and data for this purpose as may be requested.

RRHA reserves the right to inspect bidder’s physical facilities prior to award to satisfy questions regarding the bidder’s capabilities. further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy that such bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

K. TESTING AND INSPECTION: RRHA reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications.

L. MINOR DEVIATIONS: Specification referred to herein are used to indicate desired type, and/or construction, and/or operation. Other products and/or services may be offered if deviations from specifications are minor and if all deviations are properly outlined stated in the bid document. Failure to outline all deviations may be grounds for rejection of your bid.

The decision of the Richmond Redevelopment and Housing Authority shall be final as to what constitutes acceptable deviations from specifications.

M. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or in part without the written consent of RRHA. None of the required work shall be subcontracted by the contractor without the prior, written consent of RRHA which may be withheld by in its sole discretion.

The contractor shall be as fully responsible to RRHA for acts and omissions of the contractor’s subcontractor(s) and of persons either directly or indirectly employed by its subcontractors, as the contractor is for the acts and omissions of persons directly employed by the contractor. The contractor shall include in each subcontract the contractor enters into for the provision of services under this contract, all provisions required to be included in such subcontracts established elsewhere within this contract.

N. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways:

1. The parties may agree in writing to modify the scope of the contract. An increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

2. RRHA may order changes within the general scope of the contract at any time by written notice to the contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The contractor shall comply with the notice upon receipt. The contractor shall be compensated for any additional costs incurred as the result of such order and shall give RRHA a credit for any savings. Said compensation shall be determined by one of the following methods:

a) By mutual agreement between the parties in writing.

b) By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the contractor accounts for the number of units or work performed, subject to RRHA’s right to audit the contractor’s records and/or to determine the correct number of units independently.

c) By ordering the contractor to proceed with the work and keep records of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided by the contract.

The same markup shall be used for determining a decrease in price as the result of savings realized.

The contractor shall present RRHA with all vouchers and records of expenses incurred and savings realized. RRHA shall have the right to audit the records of the contractor as it deems necessary to determine costs or savings. Any claim, for an adjustment in price under this provision must be asserted by written notice to RRHA within thirty (30) days from the date of receipt of the written notice. If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract price or time for performance shall be resolved in accordance the procedures for resolving disputes provided by the Disputes Clause of this contract or, if there is none, in accordance with state and federal guidelines.

O. DEFAULT: In case of failure to deliver goods and services in accordance with the contract terms and conditions, after due oral or written notice, may procure them 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 RRHA, state and federal laws may have in place.

P. INSURANCE: By signing and submitting a bid under this solicitation, the Bidder certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded.

The Bidder further certifies that the contractor and any subcontractors will maintain this insurance coverage 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. The contractor’s insurance company will supply a Certificate of Insurance to RRHA listing the below required limits and the Certificate of Insurance shall name and endorse RRHA as an additional insured.

MINIMUM INSURANCE COVERAGES AND LIMITS REQUIRED FOR MOST

CONTRACTS:

1. Workers’ Compensation – The Contractor shall also obtain and maintain worker’s compensation insurance as required by statutory requirements and benefits, and in such policy limits as mandated, by the State and shall require any subcontractor engaged by the Contractor to satisfy such requirement as well. Coverage is compulsory for employers of three or more employees, to include the employer. Contractors who fail to notify RRHA of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia 65.2-100 during the course of the contract shall be in noncompliance with the contract.

2. Automobile Liability (minimum) – $1,000,000 combined single limit.

3. Commercial General Liability (minimum) - $1,000,000 per occurrence, $2,000,000 aggregate, including $50,000 for fire damage. Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. Must be named as an additional insured and so endorsed on the policy.

4. The Contractor shall indemnify, hold harmless and defend RRHA, its officers, agents, servants, and employees from and against any claims, demands, losses, liabilities, damages, causes of actions and costs and expenses of whatsoever kind or nature arising from or related to:

a) The provision of services by or the failure to provide any services or the use of any services or materials furnished (or made available) by the Contractor or its agents, servants or employees;

b) Any conduct or misconduct of the Contractor or its agents, servants or employees not included in subparagraph (1) hereof and for which, its agents, servants or employees are alleged to be liable;

c) The negligence or other actionable fault of any subcontractors engaged by the Contractor;

d) Claims, suits, actions or proceedings of whatsoever nature that are brought by the Contractor’s employees, candidates for employment and statutory employees, as determined under the State workers’ compensation laws.

Q. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, RRHA will publicly post such notice on the eVA website

(www.eva.virginia.gov).

R. DRUG-FREE WORKPLACE: During the performance of this contract, the contractor agrees to (1) provide a drug-free workplace for the contractor’s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, of/or use of a controlled substance or marijuana is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees place by or on behalf of the contractor that the contractor maintains a drug-free workplace;

and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order over

$10,000, so that the provisions will be binding upon each subcontractor or vendor.

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

S. SMOKE-FREE WORKPLACE: RRHA “smoke-free” policy bans the use of prohibited tobacco products in all public housing living units, indoor common areas in public housing, and in PHA administrative office buildings. The smoke-free policy also extend to all outdoor areas up to 25 feet from the public housing and administrative office buildings. Contractors and all personnel are prohibited from the use of any prohibited tobacco products on RRHA property.

T. NONDISCRIMINATION OF CONTRACTORS: A Bidder, or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, national origin, age, disability, faith-based organizational status, any other basis prohibited by state law relating to discrimination in employment or because the Bidder or contractor employs ex-offenders unless has made a written determination that employing ex-offenders on the specific contract is not in its best interest. If the award of this contract is made to a faith-based organization and an individual, who applies for or receives goods, service, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, shall offer the individual, within a reasonable period of time after the date of his/her objection, access to equivalent goods, services, or disbursements from an alternative provider.

U. PERSONNEL:

1. The Contractor represents that it will secure, at its own expense, all personnel necessary to perform the required services hereunder. Such personnel shall not be employees of RRHA nor shall they have any contractual relationship with RRHA. All commitments made by the Contractor in the Bid with respect to (i) the Contractor's qualifications and its satisfaction of mandatory requirements in the IFB and (ii) the number and qualifications of its personnel to be assigned to this Contract, shall be incorporated herein by this reference.

2. All the required services will be performed by the Contractor or under its supervision, and all personnel employed by the Contractor shall be fully qualified and shall be authorized or permitted under State and local law to perform such services. The Contractor shall not reassign any personnel specifically designated in the Bid to perform services under this Contract without RRHA's prior approval. The Contractor certifies that it will comply with RRHA's request for the reassignment of any employee of Contractor performing the Required Services hereunder when RRHA determines, in its reasonable opinion that such employee is not suited to work on this Contract.

V. NO WAIVER: No failure or delay by a party to insist on the strict performance of any term of this

Contract, or to exercise any right or remedy consequent on a breach thereof, shall constitute a waiver of any breach or any subsequent breach of such term. Neither this Contract nor any of its terms may be changed or modified, waived, or terminated (unless as otherwise provided hereunder) except by an instrument in writing signed by the party against whom the enforcement of the change, waiver or termination is sought. No waiver of any breach shall affect or alter this contract, but each and every terms of this Contract shall continue in full force and effect with respect to any other than existing or subsequent breach thereof. The remedies provided in this Contract are cumulative and not exclusive of the remedies provided by law or in equity.

W. SMALL, WOMEN-OWNED, MINORITY-OWNED AND SECTION III BUSINESSES

PARTICIPATION: Both the Contractor and the Agency have certain responsibilities regarding the hiring and retention of personnel and subcontractors, pursuant to HUD regulation.

A. Within 2 CFR §200.321, it states: When possible, the recipient or subrecipient should ensure that small businesses, minority businesses (MBE), women’s business enterprises (WBE), veteran-owned businesses, and labor surplus area firms are considered as set forth below.

1. These considerations mean:

a. Placing qualified small and minority businesses and women’s business enterprises on solicitation lists;

b. Assuring that small and minority businesses, and women’s business enterprises are solicited whenever they are potential sources:

c. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women's business enterprises;

d. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women's business enterprises;

e. Using the services and assistance, as appropriate, of such organizations as the Small

Business Administration and the Minority Business Development Agency of the

Department of Commerce; and

f. Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (1) through (5) of this section.

B. Within HUD Procurement Handbook 7460.8 REV 2 it states:

1. Section 15.5.A, Required Efforts. Consistent with Presidential Orders 11625, 12138, and

12432, the RRHA shall make every effort to ensure that small businesses, MBEs, WBEs, and labor surplus area businesses participate in RRHA contracting.

2. 2. Section 15.5.B, Goals. The RRHA is encouraged to establish goals by which it can measure the effectiveness of its efforts in implementing programs in support of Section 3 and contracting with disadvantaged firms.

C. Within the RRA’s Agency Procurement Policy - Section VII, it states that our Agency will:

1. Establish goals for Small Businesses, Minority-owned Businesses, Woman-owned

Businesses, Labor Surplus Area Businesses, and Section 3 Business Concerns (collectively, “Disadvantaged Business Enterprises” or “DBE”) participation in RRHA prime contracts and subcontracting opportunities. These goals are set as such:

o Minority-owned Businesses – 30% o Women-owned Businesses – 10% o Section 3 Businesses – 30%

2. At a minimum, RRHA’s goals shall reflect all applicable requirements in Applicable Law, including, without limitation, 24 CFR Part 75.

D. Required Efforts:

1. Consistent with Applicable Law, including but not limited to 2 C.F.R. Part 200, Presidential

Executive Orders 11625, 12138, and 12432, Section 3 of the HUD Act of 1968, and HUD implementing regulations at 24 C.F.R. Part 75, RRHA shall make all reasonable efforts to ensure that, to the greatest extent feasible, DBE and other individuals or firms located in or owned in substantial part by persons residing in the area of any RRHA project are used.

2. Such efforts may include, but shall not be limited to:

3. Including DBE firms, when qualified, on solicitation mailing lists;

4. Encouraging DBE participation through direct solicitation of bids or proposals whenever they are potential sources;

5. Dividing total requirements, when economically feasible and permitted by Applicable Law, into smaller tasks or quantities to permit maximum participation by DBE firms;

6. Establishing delivery schedules, where the requirement permits, which encourage participation by DBE firms;

7. Using the services and assistance of the Small Business Administration and the Minority

Business Development Agency of the Department of Commerce;

8. Including in contracts, to the greatest extent feasible, a clause requiring contractors to provide opportunities for training and employment for lower-income residents of the project area and to award subcontracts for work in connection with the project to business concerns that provide opportunities to low-income residents, as described in 24 CFR Part 75 (so-called Section 3 businesses); and

9. Prime contractors are required to take the positive steps listed above when subcontracting is anticipated.

10. All Contractors and Subcontractors shall be responsible for reporting Section 3 activity.

Reports may be submitted via the Richmond Redevelopment and Housing Authority

(RRHA) Prism Platform or delivered directly to the RRHA Procurement Office. All submissions must comply with the standards and requirements set forth by the U.S.

Department of Housing and Urban Development (HUD). Failure to submit HUD-compliant reports as required may result in delayed payment until full compliance is achieved.

E. MINORITY BUSINESS PARTICIPATION: The Contractor shall use its best efforts to comply with the commitment it has made in the Proposal relative to the participation of businesses primarily (at least 51%) owned by minorities, women or public housing residents, Section III individuals or Section III businesses, small businesses (collectively, "Disadvantaged

Business Enterprises") in the performance of this Contract. By executing this Contract, the

Contractor accepts the right of RRHA to appoint a RRHA employee to monitor the Contractor's compliance with the commitments and requirements of this Paragraph. The Contractor agrees to promptly submit reports to RRHA on request detailing the level of participation by

Disadvantaged Business Enterprises in this Contract. RRHA shall have the right to review all relevant documents of the Contractor relating to the participation of Disadvantaged Business

Enterprises in this Contract on an ongoing basis. RRHA reserves the right to evaluate the

Contractor's performance with regard to the commitments and requirements of this Paragraph on an annual basis.

IV. SPECIAL TERMS AND CONDITIONS

A. NOTICES:

1. Any notice, instruction, request, or demand required to be given or made to the Contractor hereunder shall be deemed to be duly and properly given or made if delivered or mailed, postage prepaid, to the Contractor.

2. Any notice, request, information, or documents required to be given or delivered hereunder by the Contractor to RRHA or any of its representatives, unless stated otherwise elsewhere in this Contract, shall be signed or approved in writing by the Contractor, and shall be sufficiently given or delivered if mailed, certified or registered, postage prepaid, to:

Richmond Redevelopment and Housing Authority

Procurement Department

600 E Broad Street, Ste 400

ATTN: Edythe West, Contract Specialist or to such representative or address as RRHA may designate in writing to the Contractor.

B. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that RRHA shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

C. OWNERSHIP OF INTELLECTUAL PROPERTY: All copyright and patent rights to all papers, reports, forms, deliverables, materials, creations, or inventions created or developed in the performance of this contract shall become the sole property of RRHA. On request, the contractor shall promptly provide an acknowledgment or assignment in a tangible form satisfactory to RRHA to evidence RRHA’s sole ownership of specifically identified intellectual property created or developed in the performance of the contract.

D.

IDENTIFICATION OF BID ENVELOPE: If a special envelope is not furnished, or if return in the special envelope is not possible, the signed bid should be returned in a separate envelope or package and identified as follows:

From: _____________________________ September 21, 2026 2:00pm (EST)

Name of Bidder Due Date Time

_____________________________ RRHA-IFB-2026-27

Street or Box Number IFB No.

_____________________________ Professional Service for Transcription

City, State, Zip Code IFB Title

An envelope should be addressed as directed on Page 1 of solicitation.

Bids may be hand delivered to the designated location in the office issuing the solicitation. No other correspondence or other bids should be placed in the envelope.

E. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for sixty

(60) days. At the end of the sixty (60) days the proposal may be withdrawn at the written request of the offeror. If the proposal is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

F. BID PRICES: Bids shall be in the form of a firm fixed price.

G.

DETERMINATION OF RESPONSIBILITY: Each bidder shall be prepared if so requested by

RRHA, to present further evidence of his experience, qualification and financial ability to carry out the terms of the contract. Prior to award of the contract, an evaluation will be made to determine if the low bidder has the capability, in all respects, to perform fully the contract requirements and the moral and business integrity and reliability which will assure good faith performance. Factors to be evaluated include but are not limited to:

1. Sufficient financial ability to perform the contract as evidenced by the bidder’s ability to obtain payment and performance bonds from an acceptable surety;

2. Appropriate experience to perform the work described in the bid documents;

3. Any judgments entered against the bidder, or any officers, directors, partners or RRHA for breach of a contract for construction;

4. Any substantial noncompliance with the terms and conditions of prior construction contracts with a public body without good cause where the substantial noncompliance is documented; or RRHA reserves the right to disqualify or refuse to accept the bid.

H. BID SUBMITTALS: Bidders shall attach the following documents to their bid documents

(Please sign or initial to indicate your review and acceptance)

1. Completed and signed Bid Form _______

2. Bidder’s Business License ________

3. Subcontractors’ Business License (if applicable) _____

4. Contractor’s Current Certificate of Insurance ________

5. Subcontractor’s Certificate of Insurance (if applicable) _______

6. HUD 5369 A Certifications and Representations of Offerors _____

7. Completed and notarized Statement of Bidder’s Qualification _______

8. Completed and notarized Non-Collusive Affidavit _______

9. Completed Certificate of Non-Segregated Facilities _______

10. Signed Addenda (if any) ___________

I. SECURITY REQUIREMENTS: All employees of the Contractor working on this project may be required to submit fingerprinting and a fingerprint-based criminal history check conducted by

RRHA at the expense of the Contractor and in accordance with the procedures applicable to

RRHA’s employees. The eligibility of Contractor’s employees to work on this project may be contingent upon satisfactory results of the criminal history check which are subject to the standards of review applicable to RRHA’s employees.

The Contractor will be required to obtain from its employees working on this project the appropriate information release forms completed and signed by each employee and giving his/her consent to the fingerprinting and criminal history check. Such completed and signed forms must be submitted by the Contractor to RRHA prior to the criminal history check.

Employees of the Contractor who refuse to consent to the criminal history check will not be permitted to work on this project.

J. SUBCONTRACTING: Notwithstanding anything contained herein to the contrary, Contractor agrees that it shall be solely responsible for the performance of the services required hereunder and that RRHA shall be entitled to deal solely with Contractor on all matters pertaining to this

Contract.

Except as otherwise provided by, none of the services covered by this Contract shall be subcontracted by Contractor without RRHA's prior written consent, which may be withheld by

RRHA in its sole and unfettered discretion. Contractor shall be fully responsible to RRHA for the acts and omissions of any subcontractors, and of persons either directly or indirectly employed by any such subcontractor, as it is for the acts and omissions of persons directly employed by Contractor. Contractor shall insert in each subcontract, appropriate provisions of this Contract.

K. TERMINATION FOR CAUSE: Each of the following shall constitute an "Event of Default" hereunder, the occurrence of which shall give RRHA the right, at its option, to immediately terminate this Contract:

1. the occurrence of any act or omission on the part of Contractor that materially deprives it of the rights, powers, licenses, permits, and authorizations necessary for the lawful and proper conduct and operation of the services and activities required to be performed by it hereunder;

2. the filing by or against Contractor of a petition in bankruptcy, which petition is not dismissed within sixty (60) days of the filing thereof, the failure of Contractor to pay its bills when due, or the adjudication of Contractor as bankrupt;

3. the abandonment, discontinuance, or insufficient performance by Contractor, without the written consent of RRHA, of any or all of the services required to be performed by it hereunder;

4. the indictment of Contractor or any of its employees, contractors, agents or representatives for a criminal or fraudulent act committed while performing the services called for hereunder;

5. the failure of Contractor to maintain and keep in force any insurance policy required hereunder; and

6. the failure by Contractor to comply with any of the terms or conditions hereof or to timely and properly fulfill its obligations hereunder.

Upon the occurrence of an Event of Default hereunder, RRHA shall have the right to terminate this Contract by giving 90 day written notice to Contractor of such termination and specifying the reasons for termination and the effective date thereof. After the termination of this Contract due to an Event of Default, RRHA may, in its discretion, assume the work and services that were to be provided by Contractor hereunder and see that the same are completed by agreement with another party, all without liability to

RRHA, and Contractor shall be liable for any additional cost incurred by RRHA in obtaining such replacement services. Under no circumstances shall Contractor be relieved of liability to RRHA for damages sustained by RRHA after an Event of Default by

Contractor hereunder, and RRHA may withhold any payments due to Contractor for the purpose of setoff until such time as the exact amount of damages incurred by RRHA are determined. If, after termination of this Contract based on an Event of Default by

Contractor, it is determined that such Event of Default had not actually occurred, the termination shall be deemed to have been effected for the convenience of RRHA.

L. TERMINATION FOR CONVENIENCE: Notwithstanding anything contained in this Contract to the contrary, RRHA may terminate this Contract for RRHA's convenience any time by delivering 90 day written notice thereof to Contractor. If the Contract is so terminated, in addition to RRHA's obligation to make payment of legitimate and reimbursable expenses hereunder not theretofore paid, Contractor will be paid for the services performed hereunder within 90 days of the date of termination, based on the hourly rates set forth in the Contract. Contractor acknowledges and agrees that it shall not be entitled to any other form of compensation whatsoever in the event this Contract is terminated for the convenience of RRHA.

M. TERMINATION NOTICE: Upon the effective date of a termination notice issued by RRHA

(whether for convenience or after an Event of Default hereunder), Contractor shall (i) promptly discontinue all services provided by it hereunder (unless the notice directs otherwise) and (ii) deliver or otherwise make available to RRHA (or its employees, agents or contractors, including any successor contractor) all documents, data, studies, summaries, reports and other such information and materials as have been accumulated or prepared by Contractor in performing its obligations hereunder, whether completed or in process, unless Contractor considers such information to be proprietary. Contractor shall advise RRHA of the general nature of all information it considers proprietary and shall provide RRHA with an explanation of why it reasonably considers the information to be proprietary. RRHA shall have the right to challenge

Contractor’s designation of any information as proprietary. To the extent that Contractor has not previously received compensation hereunder for its preparation of such documents, Contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents. Contractor shall provide usual and customary professional courtesy and responses to any inquiries made by a successor Contractor employed by RRHA, all without additional charge to RRHA or such successor Contractor. Any disputes related to the termination by RRHA of this Contract (whether for convenience or after an Event of Default hereunder) shall be resolved in accordance with the procedures outlined in the IFB.

N. INTEREST OF MEMBER OF RRHA & LOCAL PUBLIC OFFICIALS: The following persons shall not have any personal interest, direct or indirect, in this Contract during his/her tenure or for one year thereafter: (a) members of the RRHA Board; (b) members, officers, employees or agents of RRHA; (c) any public official of the City of Richmond ("City") who exercises any functions or responsibilities with respect to RRHA; or (d) no member of the City Council.

O. WARRANTIES: The selected contractor will furnish a warranty period guaranteeing that their software will function in accordance with the requirements as documented in the IFB responses to the Comprehensive System Questionnaire and in accordance with the system documentation.

P. CONTRACT EXECUTION REQUIREMENTS: Upon notice of the award of an agreement pursuant to this IFB, the successful Offeror shall sign the final contract document, upon receipt thereof from the Procurement Officer and furnish the insurance documents required by the Terms and Conditions included in this IFB. The Offeror shall furnish RRHA with the signed agreement and the required insurance documents. Once RRHA has received the signed agreement and insurance documents from the successful Offeror, the RRHA’s representatives will then sign the agreement.

Q. ADVERTISING: The Offeror shall not use any indication of its services to RRHA for commercial or advertising purposes without prior approval from RRHA.

R. COMPLIANCE WITH LAWS: The Offeror shall comply with the provisions of any statutes, ordinances, rules, regulations, or other laws enacted or otherwise made effective by any local, state, or federal governmental entity which may be applicable to the performance of this Agreement and shall obtain all necessary licenses and permits there under.

S. GOVERNING LAW: All issues and questions concerning the construction, enforcement, interpretation and validity of this Agreement, or the rights and obligations of RRHA and the

Offeror in connection with this Agreement, shall be governed by, and construed and interpreted in accordance with, the laws of the Commonwealth of Virginia, without giving effect to any choice of law or conflict of laws rules or provisions, whether of the Commonwealth of Virginia or any other jurisdiction, that would cause the application of the laws of any jurisdiction other than those of the Commonwealth of Virginia.

IV. METHOD OF PAYMENT: Invoices will be paid as agreed upon during negotiations. Fees and commissions will be negotiated and paid as agreed upon during negotiation.

V. PRICING SCHEDULE (COST PROPOSAL):

It is important for RRHA to gain a reasonably clear understanding of your firm’s total rates for the services described in the IFB. Provide detailed pricing information for all expenses to include all charges on the Attachment J Bid Form.

VI. ATTACHMENTS:

A. Scope of Work

B. Statement of Bidder’s Qualifications

C. Non-Collusive Affidavit

D. Certificate of Non-Segregated Facilities

E. Section 3 Certificate of Compliance

F. Minority Business and Section 3 Commitment

G. HUD 5370-C1 – General Conditions For Non-Construction Contracts

H. HUD 5369 – Instructions to Bidders for Contracts

I. HUD 5369 A Certifications and Representations of Offerors

J. Bid Form

K. Example of Required Documents for Section 3

ATTACHMENT A

SCOPE OF WORK

The purpose of this Scope of Work is to obtain professional transcription services from October 1, 2026, to

September 30, 2027 (1-year) for the accurate conversion of audio and video recordings into written text.

Transcription services must ensure accuracy, confidentiality, timely delivery, and compliance with applicable federal, state, and local regulations governing records management and privacy.

The Contractor shall provide all labor, supervision, equipment, software, and resources necessary to perform transcription services, including but not limited to:

A. Audio and Video Transcription

• Transcribe digital audio and video recordings provided by the Authority.

• Convert recordings into clear, accurate, and professionally formatted written documents.

• Identify speakers whenever possible.

• Capture verbatim content for each recording.

• Provide edited and summarized minutes using RRHA’s format.

• Include timestamps as requested by the Authority.

B. Transcript Preparation

• Proofread and edit transcripts for accuracy and readability.

• Verify names, titles, locations, and technical terminology when reasonably identifiable.

• Format transcripts in accordance with Authority requirements.

• Produce transcripts in Microsoft Word, searchable PDF, or other approved electronic formats.

C. Meeting and Hearing Transcriptions

Services may include transcription of:

• Board of Commissioners meetings

• Committee meetings

• RDC meetings

D. Expedited Services

Upon request, the Contractor shall provide:

• Standard turnaround services

• Rush turnaround services

• Same-day or next-day transcription services when feasible

E. Accessibility Support

When requested, the Contractor shall:

• Provide transcripts compatible with accessibility requirements.

• Support captioning file formats such as:

o SRT o VTT o TXT o DOCX

F.…