Gas Pipeline Cathodic Protection Survey

Agency: State Government of Virginia
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 237120 - Oil and Gas Pipeline and Related Structures Construction
  • 541330 - Engineering Services
Posted Date: Mar 29, 2020
Due Date: Apr 27, 2020
Solicitation No: RFP RRHA RFP 2020-07-1
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RFP RRHA RFP 2020-07-1
  • Gas Pipeline Cathodic Protection Survey
  • Status: Open
  • Time Left:28 days
  • Closing: 4/27/20 2:00 PM
  • Issued: 3/27/20 5:00 PM
  • Last Amended:
  • Buyer:Derek Brooks
  • derek.brooks@rrha.com
  • 804-780-6184

  • Issued By:Richmond Redevelopment Housing Authority
  • Type:Request for Proposals (RFP)
  • Category:Non-Professional Services - Non-Technology
  • Work Location: Agency-Wide
  • Web Address:http://www.rrha.com
  • Pre-Bid Conference:
  • Open Responses:
  • Description:Gas Pipeline Cathodic Protection Survey

Attachments
Attachment Size Description Posted On Type
RRHA RFP 2020-07 Gas Pipeline Cathodic Protection Survey.docx (591.76 KB) Solicitation 03/27/20 Solicitation

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Division of Procurement and Contract Administration

901 Chamberlayne Pkwy

Richmond, Virginia 23220

(804) 780-4200

www.rrha.org

Request for Proposals

Gas Pipeline Cathodic Protection Survey

RRHA RFP 2020-07

Issue Date: March 27, 2020

Closing Date and Time: April 27, 2020 at 2:00 PM

This communication serves to apprise you and your firm of the above-mentioned Request for Proposal (RFP) for Gas Pipeline Cathodic Protection Survey. 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:

Derek Brooks, Contract Officer

804-780-6184 (voice)

(804) 643-8712 (fax)

derek.brooks@rrha.com

REQUEST FOR PROPOSAL – RRHA RFP 2020-07

PROFESSIONAL ENGINEERING & CONSULTING SERVICES

Issue Date: March 27, 2020

Title: Gas Pipeline Cathodic Protection Survey

Due Date: April 27, 2020 at 2:00 p.m.

Issuing Agency: Richmond Redevelopment and Housing Authority

Department of Procurement & Contract Administration

901 Chamberlayne Parkway

Richmond, Virginia 23220

Period of Contract: The term or period of the contract shall for three (3) years from the date of award with two (2) one-year renewal options.

All inquiries should be directed to Derek Brooks, Contract Officer, by phone at 804-780-6184 or email derek.brooks@rrha.com . All questions must be submitted five (5) days prior to closing.

In compliance with this Request for Proposal and to all the conditions imposed therein and hereby incorporated by reference, the Undersigned offers and agrees to furnish the 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 RRHA’s web site regularly to learn of any changes to the solicitation ( www.rrha.org ) and contact the Contract Officer to have their name added to the mailing list. RRHA’s purchasing regulations require each offeror to submit a signed copy of the addendum to the above delivery address by the proposal due date and time or included with the firm’s response to the solicitation.

TABLE OF CONTENTS

I

PURPOSE

II

BACKGROUND

III

STATEMENT OF NEEDS

IV

PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

V

EVALUATION AND AWARD CRITERIA

VI

REPORTING AND DELIVERY INSTRUCTIONS

VII

PRE-PROPOSAL CONFERENCE

VIII

GENERAL TERMS AND CONDITIONS

IX

SPECIAL TERMS AND CONDITIONS

X

METHOD OF PAYMENT

XI

PRICING SCHEDULE

ATTACHMENTS

A

Exceptions to RFP

B

Statement of Offeror’s Qualifications

C

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

D

HUD Form 5370-C – General Conditions for Non-Construction Contractions

E

SECTION 3 Compliance Clause and Commitment Form

F

Certificate of Non-segregated Facilities

G

Non-Collusive Affidavit

H

HUD Form 2992_Certification Regarding Debarment and Suspension

I. PURPOSE: The intent and purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish a term contract with a qualified contractor to provide all equipment and personnel necessary to conduct the cathodic protection inspections services and leak detection services in accordance with industry standards and applicable government rules and regulations as previously noted.

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 addenda are available on RRHA website: www.rrha.com . This solicitation and any associated addenda, or notices thereof, may also 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 three (3) days before the closing of the RFP. Offerors are solely responsible for checking the RRHA’s website to insure 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 submitted via email no later than five (5) business days prior to the RFP closing date. All questions shall be directed only to Derek Brooks, Contract Officer at derek.brooks@rrha.com .

No inquiries, if received by the Purchasing Agent in less than 5 business days of the date set for the opening of proposals, will be given any consideration. 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 the RRHA website ( www.rrha.com ) no later than three (3) days before the date set for receipt of proposals. If utilized for the initial RFP release, addenda, or notices thereof, will also be published through eVA (the commonwealth of Virginia’s e-procurement portal for registered suppliers).

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:

Richmond Redevelopment and Housing Authority (RRHA) was created in 1940 by the City of Richmond, Virginia pursuant to the Housing Authorities Law (Title 36 of the Code of Virginia). A nine-member Board of Commissioners appointed by the City Council governs RRHA. RRHA serves more than 13,000 residents in approximately 3,900 public housing units and more than 2,900 individuals residing in other forms of subsidized housing.

RRHA manages neighborhood redevelopment and conservation programs through the City of Richmond. RRHA’s vision is to strive to be an innovative leader in providing quality affordable housing and neighborhood revitalization services through creating dynamic partnerships to build vibrant communities. RRHA continues to reconstruct and transform the face of public housing and participate in neighborhood revitalization in Richmond through implementation of its Strategic Plan. RRHA is committed ethically and financially to making Richmond a better place to live and work. This is reflective in our family programs, neighborhood revitalization and economic development projects. RRHA is committed to providing Richmond citizens with quality affordable housing and effective community redevelopment services, through partnerships with the City of Richmond, the U.S. Department of Housing and Urban Development, and others.

III. STATEMENT OF NEEDS

GENERAL

Several housing communities administered by RRHA are served by gas utilities for heating and cooking purposes. Government laws and codes (CFR 49 Part 192, NACE Standard Practice SP-0169-2013, ASME Standard B31.8) require periodic surveys of any gas supply lines for leak detection and underground lines for cathodic protection. RRHA is responsible for ensuring that these inspections are conducted on underground piping systems from the City of Richmond Public Utilities Department installed master meter to the individual buildings.

The housing communities served by natural gas include:

Gilpin Court - Galvanic anodes

• VA 7-1 25 buildings

• VA 7-2 29 buildings

• VA 7-9 46 buildings

Mosby Court North - impressed current

• VA 7-8 14 buildings

Mosby Court Central - impressed current

• VA-7 52 buildings with 168 gas services

Gilpin Court consists of 100 buildings with two master meters as noted approximately on the drawings. The gas piping runs underground between buildings and then through each building’s crawl space.

The Mosby Court community is divided into Mosby North and Mosby Central with each community having a single master meter. All gas piping is underground from the master meter to each building unit.

The Gilpin drawings show existing gas piping as determined during a 1982 inspection and renewal of lines. The Mosby drawings show only general arrangement of the lines as originally constructed. In both drawing sets, the master meter location is approximate in relation to the buildings.

• The contractor shall provide all equipment and personnel necessary to conduct the cathodic protection inspections services and leak detection services in accordance with industry standards and applicable government rules and regulations as previously noted. RRHA will provide escorts while conducting inspections.

• At the completion of the services, the Contractor shall provide CHA with the original reports of the inspections conducted. The contractor shall also provide a cost estimate for any recommended repairs.

ADDITIONAL REQUIREMENTS

• The contractor shall dispose of any existing material (if required) removed from the location of current use. This disposal shall be done off RRHA property and appropriately and shall abide by all rules and regulations governing the disposal of such material.

• Contractor is advised that no storage of trash or debris will be allowed on site in a dumpster or otherwise. All debris generated as a result of this work will be required to be removed from the site on a daily basis. RRHA will not entertain the storage of dumpsters or vehicles on site or on adjacent RRHA property.

• All payment requests are to be on the CO 12 form, or other RRHA approved schedule of values form of comparable nature.

• Contractor shall be required to submit an affidavit of payment of claims upon completion of the work for final payment.

• Contractor shall be required to provide a notice of completion and request for final inspection of work to RRHA prior to final payment.

• The intent of this contract is to provide a comprehensive report on the condition of underground gas line piping and to provide RRHA a listing and location of further repairs that may be required as a result of the cathodic protection and leak detection inspection.

• Contractor shall be responsible for acquiring any and all necessary permits for this work in accordance with the Authority having Jurisdiction’s requirements.

ADDITIONAL INFORMATION

• Site visits to view the area where inspection and leak detection services are to be performed can be arranged.

LIMITS OF WORK

1. All work shall be confined to the existing gas lines as noted on the attached drawings.

NO HAZARDOUS MATERIAL TESTING, REMOVAL OR DISPOSAL IS INCLUDED IN THIS REQUEST FOR BID. Contractor is advised that, in the event that they encounter suspected hazardous materials they are to stop work immediately and notify RRHA at once prior to having the material legally removed as part of the line item for this contract.

EXCLUSIONS / ASSUMPTIONS / CLARIFICATIONS

.

1. The contractor is required to visit the site to ascertain the existing conditions.

2. No overtime shall be included in this proposal.

3. No hazardous material testing, removal or disposal.

4. No work, other than explicitly identified in the above scope of work, shall be included in this proposal.

RICHMOND REDEVELOPMENT & HOUSING AUTHORITY RESPONSIILITIES

1. RRHA will provide access to and escort on the site/working space during normal working hours.

IV. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

A. RFP RESPONSE: In order to be considered for selection, offerors must submit a complete response to this RFP. One (1) unbound original and Three (3) copies of each proposal must be submitted to the issued agency on or before closing date. Offerors must also include an electronic copy with the response to the RFP. The electronic copy can be on a removable mobile device. Facsimile 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 emailed to Derek Brooks, Contract Officer at derek.brooks@rrha.com no later than April 27, 2020 at 2:00PM

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 straightforward, concise description of capabilities to satisfy the requirements of the RFP. 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, they 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 bound or 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, attachments to the RFP, and other specific items or data requested in the RFP.

3. A written narrative statement to include:

a. Experience 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.

e. Names and contact person for references.

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 real estate services not outlined in the solicitation.

8. Detailed Proposed Fees: Offeror(s) shall complete the pricing schedule. In your quote, provide a line item for work to be done in Mosby Court and a line item for work to be done in in Gilpin Court for accounting purposes.

9. 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 3 vendors are used when possible. RRHA promotes economic opportunity by encouraging participation by small, women-owned, minority-owned and Section 3 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.

10. A list of at least four (4) 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.

11. Submission: Contractor Evaluation Criteria and Response Requirements:

• The experience, knowledge, skills and qualifications of the firm and individual(s) involved who will be able to provide these services.

• Certification that the firm is certified by proper authority for the services to be performed.

• The experience of the firm in working with similar projects and multiple parties and stakeholders involved.

• Methodology for conducting cathodic protection testing for underground piping, atmospheric corrosion inspection for aboveground piping and gas leak detection.

• Proposed pricing and fees.

12. A sample report from a previous project.

13. Projected schedule to conduct the services.

14. Provide a response to this RFP by close of business on April 27, 2020 via email to Derek Brooks, Contract Officer at derek.brooks@rrha.com .

V. EVALUATION AND AWARD CRITERIA:

A. EVALUATION: Proposals will be evaluated based on the following criteria:

1. Team Organization (25%). The staff, associates, or specialists the Offeror will designate to perform work under this RFP. The individual experience of each identified team member in providing the services herein described. The number and capacity of staff assigned to perform the work herein described.

2. Qualification, Experience, Capacity and Resources (25%): The Offeror’s capacity and resources to perform the services described in the RFP.  The Offeror’s accessibility to RRHA.  The Offeror’s demonstrated experience and success of the Offeror in real estate appraisal services. The Offeror’s demonstrated experience and success in real estate industry

3. Plan, Methodology, Approach and Strategy (20%): The Offeror’s approach for the implementation and operation of the services outlined in the RFP and the portfolio of services offered. Quality and feasibility of Offeror’s plans to implement a real estate appraisal service for RRHA and other authorized users of the contract.

4. Demonstrated commitment of the Offeror to the furthering of RRHA’s economic opportunity (10%). Small, Women-Owned, Minority-Owned and Section 3 Businesses and Individuals.

5. Proposed Pricing and Fees (20%): Fees outlined in the pricing schedule.

B. AWARD OF THE CONTRACT: 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. The Commonwealth 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 the Commonwealth 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.

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 3 Businesses and Individuals as agreed to by RRHA.

• Contract Administrator for the contract.

• Procedures for receiving and responding to requests.

VI. 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. 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.

C. 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.

D. 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.

E. 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.

F. 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.

G. CLARIFICATION OF TERMS: If any prospective offeror has questions about the specifications or other solicitation documents, the prospective offeror should contact the Contract Officer whose name appears on the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the buyer.

H. 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.

I. 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.

J. 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.

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

L. 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.

M. 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.

N. 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.

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

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

• any conduct or misconduct of Contractor not included in the above subparagraph hereof and for which RRHA, its agents, servants or employees are alleged to be liable;

• 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.

P. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract over $50,000, as a result of this solicitation, RRHA will publicly post such notice on RRHA website ( www.rrha.org ) for a minimum of 10 days. The notice is also posted in the Division of Procurement Services.

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