Sykes Appliances PR2609-009-27.pdf

Norfolk Redevelopment and Housing Authority

Invitation for Bid

#PR2609-009-27

for

Appliances – Supply and Delivery for Sykes Midrise Apartments

September 9, 2026

Contracting Opportunities – BONFIRE

INTERACTIVE PORTAL

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

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

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

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

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

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

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

IFB PR2609-009-27

GENERAL INFORMATION FORM

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

Deadline for questions is September 17, 2026, at 4:00 PM EST. No questions shall be answered after that date.

DUE DATE: Sealed Bids will be received until September 24, 2026, at 3:00 pm Eastern Standard Time. Failure to submit proposals to the correct location by the designated date and hour will result in disqualification.

ADDRESS: Proposals must be submitted through the Bonfire Interactive Portal (see prior page for information).

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

PRE-PROPOSAL CONFERENCE: See Section IX for pre-proposal conference information.

TYPE OF BUSINESS: (Please check all applicable classifications). If your classification is certified by the Virginia Department of Minority Business Enterprise, provide your certification number: . For certification assistance, please visit:

http:/www.dmbe.state.va.us.

Large

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

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

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

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

FULL LEGAL NAME (PRINT) (Company name as it appears with your Federal Taxpayer

Number)

FEDERAL TAXPAYER NUMBER (ID#)

BUSINESS NAME/DBA NAME/TA NAME (If different than the Full Legal Name) FEDERAL TAXPAYER NUMBER

(If different than ID# above)

BILLING NAME (Company name as it appears on your invoice) IDENTIFICATION NUMBER issued by the State Corporation Commission

CONTRACT AND TASK ORDER ADDRESS PAYMENT ADDRESS

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

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

mailto:mward@nrha.us http://www.dmbe.state.va.us/

Table of Contents

Section Page

I. BID COVER SHEET

II. BID INSTRUCTIONS

III. CONTRACT TYPE AND ADMINISTRATION

IV. STATEMENT OF NEED / SPECIFICATIONS

V. PRICING SCHEDULE

VI. BILLING SPECIFICATIONS

VII. PROPOSAL PREPARATION AND SUBMISSION

VIII. SELECTION CRITERIA AND AWARD

IX. PRE-BID CONFERENCE

X. AMENDMENTS

XI. SPECIAL CONTRACT REQUIREMENTS

XII. ATTACHMENTS

SOLICITATION, OFFER AND AWARD Page of Page

1 16

1. CONTRACT NUMBER 2. SOLICITATION NUMBER

PR2609-009-27

3. TYPE OF SOLICITATION

SEALED BID (IFB)

NEGOTIATED (RFP)

SOLE SOURCE

4. DATE ISSUED 5. CHANGE/TASK NUMBER

6. ISSUED BY

Norfolk Redevelopment and Housing Authority Purchasing Services Office

555 East Main Street, 17th Floor Norfolk, VA 23510

7. SUBMIT INVOICES TO:

INVOICES@NRHA.US

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

SOLICITATION

8. Appliances Sykes Midrise

9. FOR

INFORMATION

CALL:

A. NAME

Monique Ward

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

mward@nrha.us

AREA CODE

NUMBER

314-2030

EXT

10. TABLE OF CONTENTS

SEC DESCRIPTION PAGE SEC DESCRIPTION PAGE

I. BID COVER SHEET 2 VII. BID PREPARATION AND SUBMISSION 10

II. BID INSTRUCTIONS 2 VIII. SELECTION CRITERIA AND AWARD 11

III. CONTRACT TYPE AND ADMINISTRATION 4 IX. PRE-BID CONFERENCE 11

IV. STATEMENT OF NEED / SPECIFICATIONS 7 X. AMENDMENTS 11

V. PRICING SCHEDULE 9 XI. SPECIAL CONTRACT REQUIREMENTS 12

VI. BILLING SPECIFICATIONS 9 XII. ATTACHMENTS 14

OFFER (Must be fully completed by offeror)

11. In compliance with the above, the undersigned agrees, if the offer is accepted within calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all terms upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

12. DISCOUNT FOR PROMPT PAYMENT 10 CALENDAR DAYS

20 CALENDAR DAYS

30 CALENDAR DAYS

CALENDAR DAYS

13. ACKNOWLEDGEMENT OF AMENDMENTS

(The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated):

AMENDMENT NO. DATE AMENDMENT NO. DATE

14A. NAME AND

ADDRESS OF

OFFEROR

SCC #: TAX ID: 15 NAME AND TITLE OF PERSON AUTHORIZED TO SIGN

14B. TELEPHONE NUMBER

14C. CHECK IF REMITTANCE ADDRESS IS

DIFFERENT FROM ABOVE – ENTER SUCH

ADDRESS IN SCHEDULE.

16. SIGNATURE 17. OFFER DATE

AREA CODE NUMBER EXT

AWARD (To be completed by NRHA)

18. AWARD AMOUNT: $

Funded Incrementally Funded via Task Orders

19. PERIOD OF PERFORMANCE:

20. NRHA ACCOUNTING DATA:

21. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 22. NORFOLK REDEVELOPMENT AND HOUSING AUTHORITY

(Signature of Contracting Officer)

23. AWARD DATE

NRHA FRM 25-009

mailto:INVOICES@NRHA.US mailto:mward@nrha.us

PR2609-009-27

I. BID COVER SHEET

Norfolk Redevelopment and Housing Authority, hereafter referred to as NRHA, hereby seeks sealed bids to Supply and Deliver Appliances for its Sykes Midrise Apartments. Bids will be received through the Bonfire Interactive Portal until 3:00 PM Norfolk, Virginia local time on September 24, 2026. The Bonfire Interactive Portal will not accept bids once the due date and time has been reached. Final date for questions is September 17, 2026, at 4:00 PM EST time. All questions must be submitted through the Bonfire Interactive portal. After this date, questions will not be accepted.

For Information, please contact:

Name: Monique Ward

Email: mward@nrha.us

Bids must be submitted through

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

Attachment A – HUD Form 5369 Instructions to Bidders for Non-Construction shall apply to this bid.

II. BID INSTRUCTIONS

A. Clarification of Terms:

If any prospective bidder has questions about the specifications or other solicitation documents, the prospective bidder must submit questions through the Bonfire Interactive Portal no later than the date listed in paragraph I above. Any revisions to the solicitation will be made only by an amendment and posted on the Bonfire Interactive Portal.

B. Corrections to the Bid:

Any bid submitted with corrections must have the corrections initialed by the person who signed the bid. No bid changes will be permitted after bid opening. The unit price will prevail in the event an error is made in computing totals.

C. Preparation and Submission of Bids:

1. Bids must give the full business address of the bidder and be signed by him/her with his/her usual signature. Bids by partnerships must furnish the full name of all partners and must be signed in the partnership name by one of the members of the partnership or any authorized representative, followed by the designation of the person signing. Bids by corporations must be signed with the legal name of the corporation followed by the name of the State in which it is incorporated and by the signature and designation of the president, secretary, or other person authorized to bind it in the matter. The name of each person signing shall also be typed or printed below the signature. A bid by a person who affixes to the signature the word “President,” “Secretary,” “Agent” or other designation without disclosing the principal, may be held to be the bid of the individual mailto:rohoe@nrha.us signing. When requested by NRHA, satisfactory evidence of the authority of the officer signing in behalf of the corporation shall be furnished.

2. All bids results will be publicly displayed on the Bonfire Interactive Portal. Request for information other than bid results shall be submitted to the buyer so named on the solicitation documents.

D. Bid Prices

Bid shall be in the form of a firm unit price for each line item. All items on this bid will be awarded to one Supplier.

E. Bid Acceptance Period

Unless the bidder indicates a longer time on the Bid Cover Sheet, any bid in response to this solicitation shall be valid for 120 days. At the end of the 120 days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time, it remains in effect until an award is made or the solicitation is canceled.

F. Mistakes in Bids

Errors or mistakes in bids will be handled in accordance with the Commonwealth of Virginia Supplier's Manual.

G. Receipt and Opening of Bids

1. It is the responsibility of the bidder to assure that his/her bid is delivered to the place designated for receipt of bids and prior to the time set for receipt of bids. Bids received after the time designated for receipt of bids will not be considered.

a) If the deadline for the receipt of bids or proposals and/or public openings is scheduled during a period of suspended operations due to inclement weather or other conditions, the receipt of bids or public opening will be rescheduled for processing at the same time on the next business day.

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

2. Bids will be opened at the place stated in the advertisement, and their contents made public for the information of bidders and others interested who are registered with, and/or submitted a bid through the Bonfire Interactive Portal Interactive Site. The officer or agent of the owner, whose duty it is to open the bids, will decide when the specified time has arrived. No responsibility will be attached to any officer or agent for the premature opening of a bid not properly addressed and identified.

3. The provisions of Chapter 43, Article 2, §2.2-4342-C of the Code of Virginia, as amended, shall be applicable to the inspection of bids received.

4. Protection of any trade secrets for specific proprietary information must be requested prior to or upon submission of the data or materials. Bidders MUST identify the specific information to be protected and state the reasons why protection is necessary. Bidders may not claim the entire bid or bid prices as proprietary information to be protected. Bids that are marked confidential or proprietary, without the required explanation, may be rejected.

H. Withdrawal or Modification of Bids

Bids may be withdrawn or modified by written notice received from bidders prior to the deadline fixed for bid receipt. The withdrawal or modification may be made by the person signing the bid or by an individual(s) who is authorized by him/her on the face of the bid.

Written modifications may be made on the bid form itself or on a separate document. Written modifications, whether the original is delivered, or transmitted by facsimile, email, or uploaded to the Bonfire Interactive Portal, must be signed by the person making the modification or withdrawal.

III. CONTRACT TYPE AND ADMINISTRATION

This bid will result in a firm fixed price contract to supply the items as needed listed on the bid.

A. Contract Documents:

1. The contract entered into by the parties shall consist of the Invitation for Bids, the bid submitted by the bidder; General Terms and Conditions, the Additional Terms and Conditions; the Special Terms and Conditions; the drawings, if any; the specifications;

and all modifications and addenda to the foregoing documents, all of which shall be referred to collectively as the contract documents, and incorporated by reference into the final contract.

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

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

B. Period of Performance: Unless otherwise agreed upon by NRHA, the appliances under this bid must be delivered by October 30, 2026.

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

D. Cancellation of Contract: NRHA reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 30 days written notice to the Supplier/contractor. Any contract cancellation notice shall not relieve the Supplier/contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

E. Disputes and Claims: The NRHA Contracting Officer shall review and decide disputes and claims arising during the performance of the contract, in writing, within thirty days of receipt of the dispute or claim.

F. Contractual claims, whether for money or other relief, shall be submitted in writing no later than sixty days after final payment; however, written notice of the Supplier/contractor's intention to file such claim shall have been given at the time of the occurrence of beginning of the work upon which the claim is based. The Supplier/contractor may not institute legal action prior to receipt of the Director of Purchasing's decision on the claim, unless that office fails to render such decision within thirty (30) days. The decision of the Director of Purchasing shall be final and conclusive unless the Supplier/contractor, within six months of the date of the final decision on the claim, institutes legal action as provided in the Code of Virginia, Section 11 70.

G. Notices: All notices, requests, demands, and elections under this contract, other than routine operational communications, shall be in writing and shall be deemed to have been duly given on the date when hand-delivered, or on the date of the confirmed facsimile transmission, or on the date received when delivered by courier that has a reliable system for tracking delivery, or six (6) business days after the date of mailing when mailed by United States mail, registered or certified mail, return receipt requested, postage prepaid.

All notices shall be addressed to the following individuals:

NRHA: Robin L. Hoe; Contracting Officer

Supplier/Contractor: Account Executive as identified by the

Supplier/Contractor.

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

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

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

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

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

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

4. The Supplier/Contractor shall not be in breach of this contract as long as its default was due to causes beyond the reasonable control of and occurred without any fault or negligence on the part of both The Supplier/Contractor and its subcontractors. Such causes may include, but are not restricted to, acts of God or of the public enemy, fires, floods, epidemics, strikes, freight embargoes, and unusually severe catastrophic weather such as hurricanes and floods.

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

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

IV. STATEMENT OF NEED / SPECIFICATIONS

A. General Information:

NRHA is a political subdivision, created under the laws of the State of Virginia to provide public and other affordable housing and related services to eligible low-income families of

Norfolk, Virginia. NRHA, primarily funded by the U.S. Department of Housing and Urban

Development (“HUD”), develops, maintains and manages low-rent public housing and other low-income housing. NRHA currently manages over 3,375 units of public housing.

In order to properly manage these properties, NRHA must maintain the dwellings and management facilities in a manner that provides well ordered, safe, and pleasant living and working conditions.

B. General Supplier Requirements:

1. The Supplier shall have been in the business of supplying Refrigerators for a minimum of three (3) years and maintain a current business license.

2. The Supplier must be an authorized dealer of items submitted for bids and in its catalogs.

NRHA reserves the right to request documentation at any time during the bidding and contract period.

3. All products supplied by the Supplier must be new and unused. Appliances must, Energy Star Rated and ADA Compliant were required, be the latest model and meet all federal, state, and local standards for quality and safety.

C. Brand Name or Equal: Unless otherwise provided in this solicitation, the name of a certain brand, make or manufacturer does not restrict Suppliers to the specific brand, make or manufacturer named, but conveys the general style, type, character, and quality of the article desired. Any article, in which the Authority, in its sole discretion, determines to be the equivalent of that specified, shall be accepted. The Supplier is responsible to clearly and specifically identify the product being offered and to provide sufficient descriptive literature, catalog cuts, and technical detail to enable the Authority to determine if the product offered meets the minimum requirements of the competitive sealed bidding.

Only the information furnished with the bid will be considered in the evaluation. Failure to furnish adequate data for evaluation purposes may result in declaring the bid nonresponsive. Unless the Supplier clearly indicates in its bid that the product offered is an equivalent product, such bid will be considered to offer the brand name product referenced in this solicitation.

D. Product Specifications: See Attachment B Pricing Schedule for product specifications.

E. Delivery:

1. Delivery shall be FOB Destination and shall be made to 910 Ballentine Blvd. Norfolk, VA 23504, between the hours of 8:00 am and 3:00 pm excluding NRHA holidays as noted below.

New Years Day M.L.King Day

Presidents Day Memorial Day

Juneteenth Day Independence Day

Labor Day Election Day Veteran’s Day

Thanksgiving (Thursday and Friday) Christmas Eve Christmas Day

2. A packing list must be included with each shipment and shall include, at a minimum, the following: line-item description, quantity ordered, quantity included in shipment, backordered items and NRHA contract number. Safety Data Sheets, (SDS) if applicable, must accompany all orders at the time of delivery.

3. NRHA reserves the right to deny any full or partial deliveries resulting in over-shipments of product(s) ordered. The Supplier shall be solely responsible for picking up or providing return services of over-shipped items to its warehouse. NRHA shall not be billed for over-shipped products.

4. Warranty documents with instructions on execution of the warranty must be included with every shipment.

F. Return of Goods: Products judged by NRHA to be unacceptable may be rejected. All costs associated with rejection are the responsibility of the Supplier. Supplier shall promptly, unless otherwise approved by NRHA, fill the required order and deliver. The Supplier shall be responsible for the disposition of all defective, damaged, or rejected products.

G. Customer and Product Service: The Supplier shall act as a customer advocate and coordinator for communication with the manufacturers and is responsible for performance and problem resolution. The Supplier’s responsibility to support continues even if the Supplier discontinues selling a manufacturer’s product to the extent that resolution is available from the manufacturer. The Supplier must take the necessary actions with manufacturers to reduce, minimize, and prevent stock-outs of products and to ensure that promised lead times are accurate. Customer satisfaction will be a determining factor in measuring the Supplier’s performance.

H. Sales and Technical Support Service: The Supplier shall designate a representative to NRHA to receive regular calls to assist users, resolve problems, assist in cross-referencing products, and facilitate the return of goods process, address invoice issues, and any other matters relative to the contract. The Supplier shall apprise NRHA of any quality issues including recalls, upgrades, and product warnings that may affect product performance and safety.

Supplier representatives shall be available by phone, fax, or email.

I. Taxes: Sales to NRHA are normally exempt from sales tax. State sales and use tax certificates will be issued upon request. Deliveries against the awarded contract shall be usually free of Federal Excise tax.

J. Insurance: By signing and submitting a bid under this solicitation, the Supplier certifies that if awarded this contract, it will maintain adequate liability insurance, which shall protect and save harmless NRHA and its officials from all suits and actions of every kind and description arising from injury or damage to persons and property in the persecution of said work or in failure to properly safeguard same, and from all claims arising under the workmen’s compensation laws. The Supplier shall provide insurance documentation to NRHA within 10 days of the contract award and upon renewal of all policies and coverage.

K. At the minimum the awarded shall acquire and maintain insurance in the types and amounts of coverage, as detailed below:

1. Worker’s Compensation – Statuary requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer. Suppliers who fail to notify NRHA of increases in the number of employees that change their worker’s compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

2. Automobile insurance (when applicable) $1,000,000.00 (per occurrence)

3. Employer’s liability insurance $1,000,000.00

4. Commercial General Liability Insurance of not less than $1,000,000.00 - Commercial

General Liability is to include bodily injury, property damage, personal injury and advertisement injury, products and completed operations coverage. NRHA must be named as an additional ensured and so endorsed on the policy.

5. The Supplier must maintain the minimum required insurance coverage throughout the entire contract period which includes all option years.

L. Audit: The Supplier shall retain all books, records, and other documents relative to this contract for three (3) years after final payment, or until audited by the Authority whichever is sooner. The Authority, its authorized agents, and/or its auditors shall have full access to and the right to examine any said materials during said period.

M. Quality Assurance: The Supplier shall guarantee its products to be free from defects in materials and workmanship, given normal use and care, over the period of the manufacture warranty. The Supplier shall agree to repair and/or immediately replace without charge, (including freight both ways) to NRHA, any product or part thereof, which proves to be defective or fails within the warranty period as specified. In the event that the product cannot be repaired or replaced to the satisfaction of NRHA, the Supplier shall refund any amounts paid to the Supplier by NRHA for the product.

N. Product Information: The Supplier shall clearly and specifically identify the product being offered and enclose complete and detailed descriptive literature, catalog cuts and specifications with the bid to enable NRHA to determine if the product offered meets the requirements of the IFB. Failure to submit the required information with the bid may render the bid non-responsive.

O. Warranty (Commercial): The Supplier agrees that goods furnished under an award resulting from this solicitation shall be covered by the most favorable commercial warranties the Supplier gives any customer for such goods and that the rights and remedies provided therein are in addition to and do not limit those available to NRHA by any other clause of this Invitation for Bid.

V. PRICING SCHEDULE

A. The Supplier agrees to provide all material, equipment, transportation and incidentals in accordance with the conditions of the bid and specifications for items.

B. ALL DEVIATIONS FROM THE SPECIFICATIONS ARE TO BE NOTED IN THE BID

RESPONSE.

C. If no equals or substitutes are submitted, the bidder assures NRHA of full compliance with the specifications and conditions contained herein.

VI. BILLING SPECIFICATIONS

A. The contractor shall provide monthly invoices in electronic format; in PDF. Invoices shall be in accordance to the requirements listed in this IFB. Electronic format shall be emailed to:

INVOICES@NRHA.US

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

mailto:INVOICES@NRHA.US

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

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

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

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

(1) The later of the following two events:

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

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

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

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

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

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

VII. BID PREPARATION AND SUBMISSION

A. General Requirements:

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

DO NOT RETURN THE SOLICITATION IN YOUR SUBMITTAL. ONLY SUBMIT

THE REQUIRED DOCUMENTS AND INFORMATION.

2. Submission Requirements:

a. Bidders shall complete and submit the General Information Form at the front of the IFB.

b. Bidders shall complete blocks 12 through 17, including an affixed authorized signature, on the Solicitation, Offer, and Award form, page 1 of this solicitation, and submit with the Bid.

c. Bidders shall complete and submit Attachment B Pricing Schedule.

d. Bidders shall complete and submit Attachment C for two (2) past performance write-ups for products provided similar in size and scope as stated in the specifications.

e. Bidders shall complete and submit Attachment D – W9.

f. Bidders shall complete and submit Attachment E – Certifications and Representations.

g. Bidders shall complete and submit Attachment F – Bidder Qualifications

h. Bidders shall complete and submit Attachment G – Non-Collusion Affidavit.

i. Bidders shall submit cut/specification sheets (if bidding Value Engineering Options)

j. Bidder shall submit parts and care manual for each product bided.

k. Bidder shall submit warranty information and instructions for each product bided.

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

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

n. Mandatory Use of NRHA Form and Terms and Conditions for IFBs And RFPs:

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

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

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

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

VIII. SELECTION CRITERIA AND AWARD

Selection Criteria: Selection shall be made without discussion with one responsive and qualified bidder who offers the lowest responsible price and whose offer totally complies with all required solicitation requirements.

IX. PRE-PROPOSAL CONFERENCE

No Pre-Bid conference is scheduled for this effort. Bidders shall submit all questions through the Bonfire Interactive Portal for any questions and request to visit the locations.

X. AMENDMENTS

Any AMENDMENTS issued for this solicitation may be accessed at:

https://nrha.bonfirehub.com/portal/?tab=openOpportunities

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

XI. SPECIAL CONTRACT REQUIREMENTS

A. § 2.2-4311.2. Compliance with state law; foreign and domestic businesses authorized to transact business in the Commonwealth.

1. A bidder organized as a stock or non-stock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 or as otherwise required by law.

2. A bidder organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 shall include in your bid or proposal the identification number issued to it by the State Corporation Commission. Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law shall include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized.

3. Any bidder described in subsection B above that fails to provide the required information shall not receive an award unless a waiver of this requirement and the administrative policies and procedures established to implement this section is granted by the Director of the Department of General Services or his designee or by the chief executive of a local governing body.

4. Any business entity described in subsection A above that enters into a contract with NRHA pursuant to this law shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract.

5. NRHA may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section. (2010, c. 634.)

http://www.nrha.us/opportunities

B. COOPERATIVE PROCUREMENT (Contract available for use by other public entities)

1. This procurement is being conducted by Norfolk Redevelopment and Housing Authority (NRHA or the Authority) in accordance with the provisions of Virginia Code § 2.2-4304. Except for contracts for architectural and engineering services, if agreed to by the Contractor(s), Supplier(s) or Vendor(s), henceforth referred to as the Contractor, other public bodies may utilize the resultant contract(s), henceforth referred to as the contract. Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor, the resultant contract will be extended to the public bodies indicated above to purchase at contract prices in accordance with contract terms.

2. The Contractor shall notify NRHA in writing of any such institutions accessing the contract. No modification of this contract or execution of a separate contract is required to participate. The Contractor will provide semi-annual usage reports for all entities accessing the Contract.

3. Participating entities shall place their own orders directly with the Contractor and shall fully and independently administer their use of the contract to include contractual disputes, invoicing and payments without direct administration from the lead-issuing institution. NRHA shall not be held liable for any costs or damages incurred by any other participating public body as a result of any authorization by the Contractor to extend the contract. It is understood and agreed that the Authority is not responsible for the acts or omissions of any entity and will not be considered in default of the contract no matter the circumstances. Use of this contract does not preclude any participating entity from using other contracts or competitive processes as the need may be.

C. Transportation and Packaging: By submitting their (bids/proposals), all (bidders/offerors) certify and warrant that the price offered for FOB destination includes only the actual freight rate costs at the lowest and best rate and is based upon the actual weight of the goods to be shipped. Except as otherwise specified herein, standard commercial packaging, packing and shipping containers shall be used. All shipping containers shall be legibly marked or labeled on the outside with purchase order number, commodity description, and quantity.

D. Supplier Advertising Restrictions: Advertising or promotional literature stating or implying that NRHA endorses a Supplier's products or services is prohibited.

http://www.nrha.us/opportunities

Exceptions may only be granted by NRHA's Director of Procurement. NRHA prohibits contractors from including reference to NRHA in client lists used in advertising or promotional materials.

E. Precedence of Terms: The following General Terms and Conditions, SUPPLIERS

MANUAL, APPLICABLE LAWS AND COURTS, ANTI-DISCRIMINATION, ETHICS IN

PUBLIC CONTRACTING, IMMIGRATION REFORM AND CONTROL ACT OF 1986,

DEBARMENT STATUS, ANTITRUST, MANDATORY USE OF STATE FORM AND

TERMS AND CONDITIONS, CLARIFICATION OF TERMS, and PAYMENT 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/contract, the Special Terms and Conditions shall apply.

G. Immigration Reform and Control Act Of 1986: By entering into a written contract with

NRHA, the Contractor certifies that the Contractor does not, and shall not during the performance of the contract for goods and services with NRHA, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

H. Applicable Laws and Courts: This solicitation/contract and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the City of Norfolk, Virginia. NRHA encourages resolution of any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). ADR procedures are described in Chapter 9 of the Suppliers Manual. The contractor shall comply with all applicable federal, state and local laws, rules and regulations.

I. Attachment H - HUD Form 5370-C General Conditions for Non-Construction Contracts shall apply to this IFB and its impending contract.

XII. ATTACHMENTS

Attachment A – HUD Form 5369B – Instructions to Offerors

Attachment B – Pricing Schedule

Attachment C - Past Performance Write-Ups (must submit two (2)

Attachment D - W9

Attachment E – Certifications and Representations

Attachment F – Bidder Qualifications

Attachment G - Non-Collusion Affidavit

Attachment H – HUD 5370 General Conditions for Non -Construction Contracts

Attachment A - HUD Form 5369B – Instructions to Offerors Non-

Construction ref. Handbook 7460.8

SUBMIT THROUGH THE BONFIRE PORTAL

Instructions to Offerors Non-Construction

U.S. Department of Housing and Urban Development

Office of Public and Indian Housing

-03291 -

1. Preparation of Offers

(a) Offerors are expected to examine the statement of work, the proposed contract terms and conditions, and all instructions. Failure to do so will be at the offeror's risk.

(b) Each offeror shall furnish the information required by the solicita-tion. The offeror shall sign the offer and print or type its name on the cover sheet and each continuation sheet on which it makes an entry.

Erasures or other changes must be initialed by the person signing the offer. Offers signed by an agent shall be accompanied by evidence of that agent's authority, unless that evidence has been previously furnished to the HA.

(c) Offers for services other than those specified will not be consid-ered.

2. Submission of Offers

(a) Offers and modifications thereof shall be submitted in sealed envelopes or packages (1) addressed to the office specified in the solicitation, and (2) showing the time specified for receipt, the solicita-tion number, and the name and address of the offerer.

(b) Telegraphic offers will not be considered unless authorized by the solicitation; however, offers may be modified by written or telegraphic notice.

(c) Facsimile offers, modifications or withdrawals will not be consid-ered unless authorized by the solicitation.

3. Amendments to Solicitations

(a) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged.

(b) Offerers shall acknowledge receipt of any amendments to this solicitation by

(1) signing and returning the amendment;

(2) identifying the amendment number and date in the space provided for this purpose on the form for submitting an offer,

(3) letter or telegram, or

(4) facsimile, if facsimile offers are authorized in the solicitation.

The HA/HUD must receive the acknowledgment by the time specified for receipt of offers.

4. Explanation to Prospective Offerors

Any prospective offeror desiring an explanation or interpretation of the solicitation, statement of work, etc., must request it in writing soon enough to allow a reply to reach all prospective offerors before the submission of their offers. Oral explanations or instructions given before the award of the contract will not be binding. Any information given to a prospective offeror concerning a solicitation will be furnished promptly to all other prospective offerors as an amendment of the solicitation, if that information is necessary in submitting offers or if the lack of it would be prejudicial to any other prospective offerors.

5. Responsibility of Prospective Contractor

(a) The HA shall award a contract only to a responsible prospective contractor who is able to perform successfully under the terms and conditions of the proposed contract. To be determined responsible, a prospective contractor must -

(1) Have adequate financial resources to perform the contract, or the ability to obtain them;

(2) Have a satisfactory performance record;

(3) Have a satisfactory record of integrity and business ethics;

(4) Have a satisfactory record of compliance with public policy

• (e.g., Equal Employment Opportunity); and

(5) Not have been suspended, debarred, or otherwise determined to be ineligible for award of contracts by the Department of

Housing and Urban Development or any other agency of the

U.S. Government. Current lists of ineligible contractors are available for inspection at the HA/HUD.

(b) Before an offer is considered for award, the offeror may be requested by the HA to submit a statement or other documentation regarding any of the foregoing requirements. Failure by the offerer to provide such additional information may render the offerer ineligible for award.

6. Late Submissions, Modifications, and Withdrawal of Offers

(a) Any offer received at the place designated in the solicitation after the exact time specified for receipt will not be considered unless it is received before award is made and it -

(1) Was sent by registered or certified mail not later than the fifth calendar day before the date specified for receipt of offers

(e.g., an offer submitted in response to a solicitation requiring receipt of offers by the 20th of the month must have been mailed by the 15th);

(2) Was sent by mail, or if authorized by the solicitation, was sent by telegram or via facsimile, and it is determined by the HA/

HUD that the late receipt was due solely to mishandling by the

HA/HUD after receipt at the HA;

(3) Was sent by U.S. Postal Service Express Mail Next Day

Service - Post Office to Addressee, not later than 5:00 p.m. at the place of mailing two working days prior to the date specified for receipt of proposals. The term "Working days" excludes weekends and U.S. Federal holidays; or

(4) Is the only offer received.

(b) Any modification of an offer, except a modification resulting from the HA's request for "best and final" offer (if this solicitation is a request for proposals), is subject to the same conditions as in subparagraphs

(a)(1), (2), and (3) of this provision.

(c) A modification resulting from the HA's request for "best and final" offer received after the time and date specified in the request will not be considered unless received before award and the late receipt is due solely to mishandling by the HA after receipt at the HA.

(d) The only acceptable evidence to establish the date of mailing of a late offer, modification, or withdrawal sent either by registered or certified mail is the U.S. or Canadian Postal Service postmark both on the envelope or wrapper and on the original receipt from the U.S. or

Canadian Postal Service.