RRHA-RFP-2026-35

Benefits Broker Services

Division of Procurement and Contract Administration 600 E. Broad St., Ste 400

Richmond, Virginia 23219 www.rrha.com

Request for Proposals

RRHA-RFP- 2026-35

Issue Date: October 16, 2026

Pre-Proposal Conference: October 27, 2026; 11:00 am Due Date and Time: November 20, 2026; 2:00 pm

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

All Inquiries For Information Should Be Directed To:

Dorothy Morris, VCO, VCA, VCARM, MSIS AVP of Procurement and Contract Administration 600 E. Broad St., Ste. 400 Richmond, VA 23219 Dorothy.morris@rrha.com mailto:Dorothy.morris@rrha.com

REQUEST FOR PROPOSALS – RFP 2026-35

Issue Date: October 16, 2026

Title: Benefits Broker Services

Due Date: November 20, 2026

Issuing Agency: Richmond Redevelopment and Housing Authority 600 E. Broad St., Ste. 400 Richmond, Virginia 23219

Period of Contract: The initial term of the contract shall be a one-year term, with one (1) year term and one (4) optional one-year renewal.

All inquiries should be directed to Dorothy Morris, AVP of Procurement, by email at dorothy.morris@rrha.com

BIDS WILL BE ACCEPTED THROUGH ELECTRONIC SUBMISSION ONLY

THROUGH eVA. 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. The offeror is fully responsible for ensuring that your proposals arrive at the designated location.

In compliance with this Request for Proposals and to all the conditions imposed therein and hereby incorporated by reference, the Undersigned offers and agrees to furnish the goods/services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiations. The undersigned further certifies that he/she is 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 RFP may be issued in the form an addendum at any time prior to the due date and time for submitting proposals.

The Contract Officer maintains a mailing list of all vendors that were provided copies of this solicitation (via vendor pickup, mail, fax or email). The Contract Officer will send the addendum to any vendor who directly received a copy of the RFP from the Contract Officer. Any vendor who did not directly receive a copy of the RFP from RRHA is 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 mailto:dorothy.morris@rrha.com above delivery address by the proposal due date and time or included with the firm’s response to the solicitation.

TABLE OF CONTENTS

I. GENERAL

II. BACKGROUND

III.

SMALL, WOMEN-OWNED, MINORITY OWNED AND SECTION III

BUSINESSES AND INDIVIDUALS PARTICIPATION

IV.

STATEMENT OF NEEDS

V. PRE-PROPOSAL CONFERENCE

VI. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

VII. EVALUATION AND AWARD CRITERIA

VIII. REPORTING AND DELIVERY INSTRUCTIONS

IX. GENERAL TERMS AND CONDITIONS

X. SPECIAL TERMS AND CONDITIONS

XI. METHOD OF PAYMENT

XII. PRICING SCHEDULE (COST PROPOSAL)

ATTACHMENTS

A Scope of Work/Statement of Needs

B Exceptions to RFP

C Statement of Offeror’s Qualifications

D HUD Form 5369B – Instructions to Offerors (Non-Construction)

E

HUD Form 5370C1 – General Construction for Non-Construction. Contracts

F Minority Business Commitment Form

G Certificate of Non-segregated Facilities

H Non-Collusive Affidavit

I HUD Form 5369 A Certifications and Representations of Offerors

PURPOSE: The intent and purpose of this request for Proposals (RFP) is to solicit proposals from firms to provide Benefits Broker Services for the Richmond Redevelopment and Housing Authority (The Authority).

I. GENERAL:

A. The term “Contractor and/or Consultant as used herein and shall refer to any

Offeror(s) awarded a contract under this RFP. The term “subcontractor” shall include firms and/or persons either directly or indirectly employed by the contractor, partners identified in the proposal, and/or others furnished by or acting at Contractor’s discretion or on Contractor’s behalf under this contract.

B. ACCESS TO RFP UPDATES: This RFP and any associated addenda or notices thereof will be published through eVA, the Commonwealth of Virginia’s electronic procurement portal for registered suppliers. (www.eva.virginia.gov).

C. Offerors should note that changes to the RFP, in the form of addenda, are often issued between the issue date and within ten (10) days before the closing of the RFP.

Offerors are solely responsible for checking eVA to ensure that they have the most current information regarding the RFP. All addenda must be signed and submitted with your proposal.

D. All questions pertaining to this solicitation must be in writing and received by the end of the business day (November 2, 2026). All questions shall be directed only to the following:

Dorothy Morris, AVP of Procurement Richmond Redevelopment and Housing Authority 600 E. Broad St., Ste. 400 Richmond, VA 23219 Dorothy.morris@rrha.com

Any material question or interpretation of a specification or requirement, as determined by the Purchasing Agent will be expressed in the form of an addendum which will be posted on eVA, the Commonwealth of Virginia’s electronic procurement portal for registered suppliers. (www.eva.virginia.gov), no later than ten (10) days before the date set for receipt of proposals.

E. Richmond Redevelopment and Housing Authority (RRHA) is not liable for any costs incurred by any offeror in connection with this RFP or any response by any Offeror to this RFP. The expenses incurred by Offeror in the preparation, submission, and presentation of the proposal are the sole responsibility of the Offeror and may not be charged to RRHA.

II. BACKGROUND:

The Richmond Redevelopment and Housing Authority (RRHA) was established by City Council of the City of Richmond, Virginia (the City), in October 1940 as a political subdivision of the Commonwealth of Virginia. RRHA is responsible for operating affordable housing programs, which provides housing for eligible families, for operating http://www.eva.virginia.gov/ mailto:Dorothy.morris@rrha.com http://www.eva.virginia.gov/ redevelopment and conservation programs in accordance with the City’s Master Plan and for the delivery of services to citizens of low income housing and revitalization areas through the encouragement and development of social and economic opportunities. The Board of Commissioners of RRHA is appointed by City Council.

Under Section 2.2-4304 of the Virginia Public Procurement Act, it is the intent of this solicitation to allow for cooperative purchasing. In addition, other local governments, school boards and other agencies serving local governments may have access to this contract(s). Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor(s), the resultant contract(s) will be extended to the public bodies indicated above to purchase at contract prices in accordance with contract terms.

The Contractor shall notify RRHA in writing of any such authorized users accessing the contract. No modification of this contract or execution of a separate contract is required to participate. The Contractor will provide annual usage reports for all users of the contract(s).

Authorized users shall work directly with the Contractor(s) and shall administer their use of the contract(s) to include contractual disputes, invoicing and payments without direct administration from RRHA. Richmond Redevelopment and Housing Authority shall not be held liable for any costs or damages incurred by any other participating public body as a result of any authorization by the Contractor to extend the contract. It is understood and agreed that RRHA is not responsible for the acts or omissions of any user of the contract(s) and will not be considered in default of the agreement no matter the circumstances. Use of this contract(s) does not preclude any participating public body from using other contracts or competitive processes as required by law.

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

BUSINESSES PARTICIPATION: It is the policy of the Richmond Redevelopment and Housing Authority to contribute to the establishment, preservation, and strengthening of small businesses, businesses owned by women, minorities and Section III businesses and individuals to encourage their participation in procurement activities. RRHA encourages contractors to provide for the participation of small businesses, businesses owned by women, minorities, and Section III businesses and individuals through partnerships, joint ventures, subcontracts, or other contractual opportunities. Submission of a plan for involvement of these types of businesses is required. By submitting a proposal, the Offeror certifies that all information provided in response to this RFP is true and accurate.

IV. STATEMENT OF NEEDS

The Contractor shall furnish all labor, travel, and incidentals necessary to provide Benefits Broker Services described herein.

Richmond Redevelopment and Housing Authority is seeking sealed proposals for Benefits Broker Services as detailed in Attachment A. The objective of this solicitation is to obtain the services of a qualified individual or firm to provide Benefits Broker Services for the Richmond Redevelopment and Housing Authority (The Authority).

V. PRE-PROPOSAL-CONFERENCE (OPTIONAL): A virtual pre-proposal conference will be held on October 27, 2026, at 11:00 am on Microsoft Teams. The purpose of this conference is to allow potential offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation. Any proposers interested in attending should contact Dorothy Morris, AVP of Procurement, by e-mail at dorothy.morris@rrha.com to verify attendance or to obtain login information.

While attendance at this conference will not be a prerequisite to submitting a proposal, offerors who intend to submit a proposal are encouraged to attend. Bring a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

VI. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

A. RFP RESPONSE: In order to be considered for selection, offerors must submit a completed response to this RFP. Proposals can only be submitted via eVA (Virginia’s electronic procurement system) and/or by mail to the issuing Agency. If mailed: One (1) original unbound and one (1) electronic copy of each proposal must be submitted to the issued agency on or before the closing date. The electronic copy can be on a removable device, i.e., a flash drive. Facsimile and/or electronically transmitted proposals will not be accepted. Offerors assume sole and full responsibility for the timely delivery of the proposals. Late proposals will not be considered. All proposals will become a part of RRHA’s official files and will not be returned to the offeror.

B. PROPOSAL PREPARATION:

1. The proposals shall be in a sealed envelope or sealed package and addressed as directed in the solicitation if mailed, but electronic submission through eVA is encouraged. The sealed envelope or sealed package should be clearly marked and identified in the lower left corner as follows:

RFP 2026-35.: Closing Date: November 20, 2026; 2:00 pm

Point of Contact: Dorothy Morris, AVP e-mail: dorothy.morris@rrha.com

2. Proposals shall be signed by an authorized representative of the Offeror. All information requested should be submitted. Failure to submit all information requested may result in RRHA 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 RRHA. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

3. Proposals should be prepared simply and economically, providing a mailto:dorothy.morris@rrha.com straightforward, concise description of capabilities to satisfy the RFP's requirements. Emphasis should be placed on completeness and clarity of content.

4. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, sub letter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and sub letter should be repeated at the top of the next page. The proposal should contain a table of contents which cross-references the RFP requirements.

Information which the Offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

5. As used in this RFP, the terms "must", "shall", "should" and “may” identify the criticality of requirements. "Must" and "shall" identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as "should" or “may” are highly desirable, although their absence will not have a large impact and would be useful, but are not necessary. Depending on the overall response to the RFP, some individual "must" and "shall" items may not be fully satisfied, but it is the intent to satisfy most, if not all, "must" and "shall" requirements. The inability of an Offeror to satisfy a "must" or "shall" requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offerors’ proposal.

6. Each copy of the proposal should be contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume.

7. Ownership of all data, materials, and documentation originated and prepared for the RRHA pursuant to the RFP shall belong exclusively to RRHA 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, the offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or 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 will result in rejection of the proposal.

8. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to RRHA.

This provides an opportunity for the offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. RRHA will schedule the time and location of these presentations. Oral presentations are an option of RRHA and may or may not be conducted.

C. SPECIFIC PROPOSAL INSTRUCTIONS: Proposals should be as thorough and detailed as possible so that RRHA may properly evaluate your capabilities to provide the required services.

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

1. Return the RFP cover sheet and all addenda acknowledgments, if any, signed and filled out as required. Provide the names of the person(s) who will be authorized to make representations for the Offeror, their titles, addresses, and telephone numbers. Provide information that the person signing the RFP is authorized to bind the firm(s).

2. HUD Forms, Statement of Offeror’s Qualification(Attachment C), attachments to the RFP, and other specific items or data requested in the

RFP.

3. A written narrative statement to include: provide professional Benefits

Broker Services for Human Resources.

a. Experience in providing Benefit Broker Services or other related services for Public Housing Authorities, highlighting specific accomplishments of your company and its staff in providing the services described in the Statement of Needs.

b. Names, qualifications and experience of personnel to be assigned to the contract.

c. Resumes of staff to be assigned to the contract.

d. Proof of license and professional designation for each person who will perform under the contract.

4. The Offeror’s ability to successfully complete a project of this scope, size and nature. Information in outlining the experience in providing the services.

5. Provide information defining similar projects, services performed, changes recommended in the operations and benefits realized by the clients.

6. Provide information outlining how specific plans for providing the services outlined including: (i) list of proposed services, (ii) how services will be performed and scheduled, (iii) Method of initiating services and (iv) proposed approach and methodology.

7. Description of any other services the Offeror may wish to propose.

Examples of possible services could include the offering of other types of planning services not outlined in the solicitation.

8. A list of at least three (3) references where the Offeror has provided the services described in the RFP. Include the organization, contact name, title, location, telephone number, and email address. Provide the information on past and current contracts.

9. Detailed Proposed Fees: Proposers must include a fee schedule for the services to be rendered under this contract. The schedule should indicate cost for services and specify that all costs shall be held firm and fixed by the firm for a period at least ninety days following submission of the proposal. Fee proposals shall also identify anticipated reimbursable expenses.

Firms must clearly and unambiguously specify the cost of the services in their proposals. Any other taxes, fees or commissions applicable to the proposed contract are the responsibility and liability of the vendor who must include these cost items in the price of the goods and services

10. RRHA’s goal is to take all necessary steps to assure that qualified small, women-owned and minority-owned businesses, public housing resident-owned and Section III vendors are used when possible. RRHA promotes economic opportunity by encouraging participation by small, women-owned, minority-owned and Section III vendors in RRHA contracts through subcontracting, joint ventures, or other contracting methods. Please address the actions that the Offeror will take if awarded the contract to assist and support RRHA in achieving the economic opportunity goals as described.

VII. EVALUATION AND AWARD CRITERIA:

EVALUATION METHOD

Evaluation Factors: The following factors will be utilized by the Agency to evaluate each proposal submittal received; award of points for each listed factor will be based upon the documentation that the proposer submits within his/her proposal submittal:

Factor

No.

Max Point

Value* Factor Type*

Factor Description*

1 30 points Objective The PROPOSED COSTS submitted by the proposer.

2 10 points Subjective

(Technical) The proposer’s DEMONSTRATED UNDERSTANDING of the AGENCY’S REQUIREMENT.

3 20 points Subjective (Technical)

The QUALITY of the TECHNICAL APPROACH and the

SERVICES PROPOSED.

4 20 points Subjective (Technical)

The proposer’s TECHNICAL CAPABILITIES (in terms of personnel) and the MANAGEMENT PLAN (including the ability to provide the services detailed herein).

5 15 points Subjective (Technical)

The proposer’s DEMONSTRATED RELEVANT EXPERIENCE in performing similar work and the proposer’s

DEMONSTRATED SUCCESSFUL PAST PERFORMANCE

(including meeting costs, schedules, and performance requirements) of contract work substantially similar to that required by this solicitation as verified by reference checks or other means. (NOTE: The Agency will emphasize the proposer’s above-described EXPERIENCE and PAST PERFORMANCE with Public Housing- and HUD-related work).

6 5 points Subjective (Technical)

The OVERALL QUALITY, ORGANIZATION, and PROFESSIONAL APPEARANCE of the PROPOSAL SUBMITTED, based upon the opinion of the evaluators.

100 points Total Points (other than preference points) *NOTE: Points will be awarded for each Subjective Factor by each of the appointed evaluation committee members based on his/her opinion after a thorough review of the information submitted by each proposer within his/her proposal.

Initial Evaluation for Responsiveness. Each proposal received will first be evaluated for responsiveness (i.e. meets the minimum of the requirements).

Evaluation Packet. An evaluation packet will be prepared for each evaluator, including the following documents:

• Instructions to Evaluators;

• Proposal Tabulation Form;

• Written Narrative Form for each proposer;

• Recap of each proposer’s responsiveness;

Evaluation Committee. The Agency anticipates that it will select a minimum of a three-person committee to evaluate each of the responsive “hard copy” proposals submitted in response to this RFP. PLEASE NOTE: No proposer shall be informed at any time during or after the RFP process as to the identity of any evaluation committee member. If, by chance, a proposer does become aware of the identity of such person(s), he/she SHALL NOT make any attempt to contact or discuss with such person anything related to this

RFP. As detailed within this document, the designated CO is the only person at the Agency that the proposers shall contact pertaining to this RFP. Failure to abide by this requirement may (and most likely will) cause such proposer(s) to be eliminated from consideration for award.

Evaluation. The CO will evaluate and award points pertaining to Evaluation Factors No.

1 (the “Objective” Factors). The appointed evaluation committee, independent of the CO or any other person at the Agency, shall evaluate the responsive proposals submitted and award points pertaining to Evaluation Factors No. 2, 3, 4, 5 and 6 (the “Subjective” Factors). Upon final completion of the proposal evaluation process, the evaluation committee will forward the completed evaluations to the CO.

Points Awarded Range. Pertaining to the Subjective Factors, please note the following range of points awarded (points pertaining to this RFP are shaded—please also see the Evaluation Factors detailed within the preceding Section VII):

Points Awarded Range Classification* Rating % 10 100** Acceptable Excellent 95%/+ 10 95-100 Acceptable Very Good 90%/+ 9 90-94 Potentially Acceptable Good 80%/+ 8 80-89 Potentially Acceptable Average 70%/+ 7 70-79 Unacceptable Poor <70% 0-6 0-69 *Pursuant to Section 7.2.N.3 of HUD Procurement Handbook 7460.8

REV 2.

**Total available points to be awarded, including cost points, minus preference points.

Potential "Competitive Range" or “Best and Finals” Negotiations. The Agency reserves the right to, as detailed within Section 7.2.N through Section 7.2.R of HUD Procurement Handbook 7460.8 REV 2, conduct a “Best and Finals” Negotiation, which may include oral interviews, with all firms deemed to be in the competitive range. Any firm deemed not to be in the competitive range shall be notified of such in writing by the Agency in as timely a manner as possible, but in any case within no longer than 10 days after the beginning of such negotiations with the firms deemed to be in the competitive range.

Determination of Top-ranked Proposer. Typically, the subjective points awarded by the evaluation committee will be combined with the objective points awarded by the CO to determine the final rankings, which is typically forwarded by the CO to the ED for approval. If the evaluation was performed to the satisfaction of the ED, the final rankings may be forwarded to the Housing Authority Board of Commissioners (BOC) at a scheduled meeting for approval. Contract negotiations may, at the Agency's option, be conducted prior to or after the BOC approval.

Minimum Evaluation Results. To be considered to receive an award a proposer must receive a total calculated average of at least 70 points (of the 100 total possible points detailed within Section 4.1 herein).

Ties. In the case of a tie in points awarded, the award shall be decided as detailed within Section 6.12.C of HUD Procurement Handbook 7460.8 REV 2, by “drawing lots or other random means of selection.”

Notice of Results of Evaluation. If an award is completed, all proposers will receive by e-mail a Notice of Results of Evaluation. Such notice shall inform all proposers of:

• Which proposer received the award;

• Where each proposer placed in the process as a result of the evaluation of the proposals received;

• The cost or financial offers received from each proposer;

• Each proposer’s right to a debriefing and to protest.

Restrictions. All persons having familial (including in-laws) and/or employment relationships (past or current) with principals and/or employees of a proposer entity will be excluded from participation on the Agency evaluation committee. Similarly, all persons having ownership interest in and/or contract with a proposer entity will be excluded from participation on the Agency evaluation committee.

B. AWARD OF THE CONTRACT: Selection shall be made of the 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 Proposals, including price, if so stated in the Request for Proposals. Negotiations shall be conducted with the offeror so selected.

Price shall be considered but need not be the sole determining factor. After negotiations have been conducted with the offeror so selected, the agency shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. RRHA may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Code of Virginia, § 2.2-4359D).

Should RRHA determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor’s proposal as negotiated.

VIII. REPORTING AND DELIVERY INSTRUCTIONS:

The Contractor(s) shall provide the following immediately following contract signing:

• Progress report for the involvement of small, women-owned, minority-owned and Section III Businesses and Individuals as agreed to by RRHA.

• Contract Administrator for the contract.

• Procedures for receiving and responding to requests.

IX. GENERAL 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. AWARD: Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposals. Negotiations shall be conducted with the offerors so selected. Price shall be considered, but need not be the sole determining factor.

After negotiations have been conducted with each offeror so selected, the agency shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. RRHA may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Code of Virginia, § 2.2-4359D). Should RRHA determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor’s proposal as negotiated.

C. SOLICITATION OR AWARD PROTEST: Any actual or prospective contractor may protest the solicitation or award of a contract for violations of the principles of the RRHA Procurement Policy. Any protest against a solicitation must be received before the due date for the receipt of bids or proposals, and any protest against the award of a contract must be received within ten (10) days after contract award, or the protest will not be considered. All bid protests shall be in writing, submitted to the Vice President of Procurement and Contract Administration who shall issue a written decision on the matter. The Vice President of Procurement and Contract Administration may, at his/her discretion, suspend the procurement pending resolution of the protest if the facts presented so warrant.

D. ANTI-DISCRIMINATION: By submitting their proposals, offerors certify to

RRHA 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).

In every contract over $10,000 the provisions in 1 and 2 below apply:

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

a. 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.

b. 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.

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

2. 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.

E. 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 subcontractor 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.

F. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting their proposals, offerors 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.

G. DEBARMENT STATUS: By submitting their proposals, offerors certify that they are not currently debarred by RRHA, The Commonwealth of Virginia or the Federal Government from submitting proposals on contracts for 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.

H. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to RRHA 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 RRHA under said contract.

I. CLARIFICATION OF TERMS: If any prospective offeror 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 the question due date indicated in these solicitation documents. Any revisions to the solicitation will be made only by addendum issued by the buyer.

J. PAYMENT:

1. To Prime Contractor:

a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the state contract number and/or purchase order number; social security number (for individual contractors) or 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 RRHA 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 RRHA, 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.

K. PRECEDENCE OF TERMS: The following 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 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.

L. QUALIFICATIONS OF OFFERORS: RRHA may make such reasonable investigations as deemed proper and necessary to determine the ability of the offeror to perform the services/furnish the goods and the offeror shall furnish to RRHA all such information and data for this purpose as may be requested. RRHA reserves the right to inspect offeror’s physical facilities prior to award to satisfy questions regarding the offeror’s capabilities. RRHA further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy RRHA 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. 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.

N. 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 RRHA 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.

O. 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; or

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 of work performed, subject to RRHA’s right to audit the contractor’s records and/or to determine the correct number of units independently; or

c. By ordering the contractor to proceed with the work and keep a record 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 order from the RRHA. 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 with 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.

P. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, RRHA, 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.

Q. INSURANCE: By signing and submitting a proposal under this solicitation, 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 the contractor and any subcontractors will maintain the 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.

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. Contractors who fail to notify the Commonwealth of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the course of the contract

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.

The Richmond Redevelopment and Housing Authority must be named as an additional insured and so endorsed on the policy.

4. Insurance & Indemnification:(a) Contractor shall obtain and maintain during the term of this Contract professional liability insurance coverage in a minimum amount of at least $1,000,000 with an insurance carrier having a Best "B+" or better rating or equivalent and which is authorized to conduct business in the Commonwealth of Virginia ("State"). A certificate of such insurance must be on file with RRHA prior to Contractor commencing work hereunder. At RRHA's request, Contractor shall cause RRHA to be named as an additional insured under such professional liability policy. So long as the Contract is in effect, such professional liability insurance policy shall provide for thirty (30) days' prior written notice of cancellation to RRHA.

Such professional liability policy shall continue to be enforceable for a minimum period of five (5) years following termination of this Contract.

Any subcontractor engaged by Contractor to perform services related to this Contract shall be required to obtain and maintain professional liability insurance in accordance with the terms set forth in this Paragraph.

(b) Contractor shall indemnify and hold harmless RRHA, its officers, agents, servants, and employees from and against any claims, demands, losses, liabilities, direct damages, causes of actions and costs and expenses of whatsoever kind or nature, to the extent arising from:

• The negligent provision of services by or the failure to provide any services in accordance with the Contract; by Contractor or its agents, servants or employees;

• any intentional misconduct of Contractor not included in the above subparagraph hereof;

• the negligence or other actionable fault of any subcontractors; or

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

The execution of the Contract by Contractor shall obligate Contractor to comply with all the terms and conditions hereof. Notwithstanding any other term or condition of this Contract, Subparagraph “O” hereof shall survive the expiration or earlier termination of this Contract for a period of five (5) years; subject to the applicable statutes of limitation.

R. 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). The notice is also posted in the Division of Procurement Services.

S. DRUG-FREE WORKPLACE: During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, 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.

T. 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 extends 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.

U. NONDISCRIMINATION OF CONTRACTORS: An Offeror, 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 Offeror or offeror employs ex-offenders unless RRHA 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, services, 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, RRHA 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.

V. PERSONNEL:

1. The Contractor represents that it will secure, at its own expense, all…