Procurement Information for Contractors and Vendors

architect sketching on a drawing tablet

RRHA’s procurement actions are guided by RRHA’s Procurement Policy and Procedures. There are different types of solicitation processes used by RRHA:

  • Request for Quotations (RFQ): This method is used for procuring construction, supply, and non-complex service contracts at the small purchase level (<$100,000).
  • Invitation for Bids (IFB): This is the primary method used for procuring construction, supply and non-complex service contracts above the small purchase level (>$100,000).
  • Request for Proposals (RFP): This method is used to procure services where technical factors are considered in addition to price for award of contract at all purchase levels.
  • Request for Qualifications (RFQ): This method is used to procure architectural and engineering (A/E) services and developer services. Award of contract is based on technical factors only.
architect sketching on a drawing tablet

RRHA’s procurement actions are guided by RRHA’s Procurement Policy and Procedures. There are different types of solicitation processes used by RRHA:

  • Request for Quotations (RFQ): This method is used for procuring construction, supply, and non-complex service contracts at the small purchase level (<$100,000).
  • Invitation for Bids (IFB): This is the primary method used for procuring construction, supply and non-complex service contracts above the small purchase level (>$100,000).
  • Request for Proposals (RFP): This method is used to procure services where technical factors are considered in addition to price for award of contract at all purchase levels.
  • Request for Qualifications (RFQ): This method is used to procure architectural and engineering (A/E) services and developer services. Award of contract is based on technical factors only.

The amount of the independent cost estimate (ICE) completed for each procurement generally dictates the procedures followed for each type of procurement.

Procurement actions with an estimated cost of less than $10,000 allow for one (1) contractor or vendor to be solicited for a quotation. For this level of procurement, solicitations for quotations can be requested orally, in writing, by fax, or by email.

Procurement actions with an ICE exceeding $10,000 but less than $30,000, quotations or proposals must solicited from a minimum of three (3) contractors or vendors. For this level of procurement, solicitations for quotations can be requested orally, in writing, by fax, or by email.

Procurement actions with an ICE exceeding $30,000 but less than $100,000, quotations or proposals must be solicited from a minimum of four (4) contractors or vendors. For this level of procurement, solicitations for quotations can be requested orally, in writing, by fax, or by email.

Procurement actions with an ICE exceeding $100,000, invitations for sealed bids or requests for competitive proposals must be publicly advertised in addition to the direct solicitation of contractors or vendors.

The amount of the independent cost estimate (ICE) completed for each procurement generally dictates the procedures followed for each type of procurement.

Procurement actions with an estimated cost of less than $10,000 allow for one (1) contractor or vendor to be solicited for a quotation. For this level of procurement, solicitations for quotations can be requested orally, in writing, by fax, or by email.

Procurement actions with an ICE exceeding $10,000 but less than $30,000, quotations or proposals must solicited from a minimum of three (3) contractors or vendors. For this level of procurement, solicitations for quotations can be requested orally, in writing, by fax, or by email.

Procurement actions with an ICE exceeding $30,000 but less than $100,000, quotations or proposals must be solicited from a minimum of four (4) contractors or vendors. For this level of procurement, solicitations for quotations can be requested orally, in writing, by fax, or by email.

Procurement actions with an ICE exceeding $100,000, invitations for sealed bids or requests for competitive proposals must be publicly advertised in addition to the direct solicitation of contractors or vendors.

IFBs, RFPs, and RFQs shall be advertised in The Roanoke Times and The Roanoke Tribune local newspapers and on RRHA’s website. For construction projects, IFBs shall be submitted to several “plan rooms” for public viewing.

The IFBs, RFPs, and RFQs will specify names of RRHA staff that are the point of contact for the procurement, where solicitation documents may be obtained, dates for solicitation meetings, comment period for solicitation, and the deadline for receipt of sealed bids or proposals. All changes made in a procurement during the solicitation period will be addressed in writing through Addenda issued.

For procurements which HUD funds are used, the contract shall be subject to mandatory HUD Terms and Conditions. Terms and Conditions that will be applicable to the contract will be included in solicitation documents.

If non-price factors will be used in the evaluation of quotations, bids, or proposals, the factors shall be clearly disclosed during the solicitation process to all potential bidders or offerors.

All contracts having a dollar value of $100,000 or more must be submitted to RRHA’s Board of Commissioners for review and approval prior to awarding the contract.

RRHA will provide confidentiality of responses as required by the type of solicitation processed used:

  • The amount of each of quotation received for a solicitation will not be released until after the deadline for receipt of quotations has passed and the quotations have been evaluated.
  • All sealed bids received by the deadline specified in the IFB shall be publicly opened and read at the time and place prescribed in the IFB. Further evaluation of the sealed bids may have an impact on contract award, such as the evaluation of HUD’s allowable preference for Section 3 Business Concerns or a contractor’s failure to submit all documentation with the bid as required.
  • For competitive proposals, the results of the evaluation of the proposals are not released until after a contract has been awarded.
  • The amount of each of quotation received for a solicitation will not be released until after the deadline for receipt of quotations has passed and the quotations have been evaluated.
  • All sealed bids received by the deadline specified in the IFB shall be publicly opened and read at the time and place prescribed in the IFB. Further evaluation of the sealed bids may have an impact on contract award, such as the evaluation of HUD’s allowable preference for Section 3 Business Concerns or a contractor’s failure to submit all documentation with the bid as required.
  • For competitive proposals, the results of the evaluation of the proposals are not released until after a contract has been awarded.

Contractor/Vendor Requirements:

people signing paper work

RRHA shall not award a contract to any contractor or vendor that is debarred, suspended, or ineligible for award by HUD in accordance with HUD regulations (24 CFR 24) or by other Federal agencies, such as the Department of Labor (DOL).

Procurement actions where the method of solicitation is sealed bids (IFBs) or competitive proposals (RFPs and RFQs) all contractors and vendors submitting sealed bids, proposals and statement of qualifications must submit SCC identification number with sealed bid or proposal that demonstrates that they are authorized to transact business in the Commonwealth of Virginia.

Code of Virginia 2.2-4311.2.

For all RRHA construction projects, when funds awarded by the Department of Housing and Urban Development (HUD) are used and with a project cost of $2,000 or more, Davis-Bacon Act regulations apply. As defined by the Davis-Bacon Act, in addition to new construction, construction includes alteration and/or repair, including painting and decorating of public buildings or works. All construction laborers and mechanics shall be paid no less than the prevailing wage rate established in the wage decision for the type (classification) of work and the hours of work they actually perform. Each individual construction project will have a Wage Decision that is issued as part of the RFQ or IFB for the project. All contractors and subcontractors employed on construction projects subject to Davis-Bacon Act wage rates must submit to RRHA certified payroll for the entire duration of the work on a project.

Section 3 of the Housing and Urban Development Act of 1968, as amended by the Housing and Community Development Act of 1994, requires that, to the greatest extent feasible, employment and economic opportunities generated by HUD funds be directed to low-and very low-income residents, particularly those who are recipients of government assistance for housing, and business concerns that provide economic opportunities to low- and very low-income persons as defined in 24 CFR 75. Section 3 Business Concerns, as defined by HUD, are allowed a preference in award of contracts.

Download RRHA’s Section 3 Policy

man cutting wood using a round wood cutter

Bid bonds are required for all construction projects when the amount of the quotation or sealed bid submitted by a contractor exceeds $100,000. The amount of the bid bond shall equal to 5% of the total quotation or bid amount.

 

For all construction contracts, exceeding $100,000, the awarded contractor shall furnish to RRHA performance and payment bonds in the full amount of the contract.

Contractors and vendors shall comply with the insurance requirements set forth in the Terms and Conditions governing the contract as well with the requirements set forth below:

  • Neither the Contractor nor any subcontractor shall commence work under this Contract until the Contractor has obtained and provided proof of the required insurance coverage’s to RRHA, and such proof has been approved by RRHA. The Contractor confirms to RRHA that all subcontractors have provided Contractor with such proof of insurance, or will do so prior to commencing any work under this Contract.
  • Contractor shall furnish RRHA with the above required certificates of insurance showing the type, amount, effective dates, and date of expiration of the policies.
  • Contracts of $100,000 or less must carry a minimum Commercial General Liability coverage of $300,000 per Occurrence, Commonwealth of Virginia state minimum of $50,000 per occurrence Automobile Liability and Workers’ Compensation according to Commonwealth of Virginia statutory requirements. Workers’ Compensation coverage is required if you have three (3) or more employees, including the employer.
  • Contracts of $100,001 or more must carry a minimum Commercial General Liability coverage of $1,000,000 per occurrence, comprehensive Automobile Liability coverage on owned and non-owned motor vehicles, used in connection with this contract, at a combined single limit for bodily injury and property damage of no less than $1,000,000 per occurrence and Workers’ Compensation according to Commonwealth of Virginia statutory requirements. Compensation coverage is required if you have three (3) or more employees including the employer.

RRHA shall not award a contract for construction projects if the prospective contractor is not currently licensed as a contractor by Virginia Department of Professional and Occupational Regulations (DPOR) (Title 54.1 Code of Virginia). RRHA shall not award a construction contract with an amount larger than what a prospective contractor’s license “Class” allows. Contractors shall submit a copy of current Virginia Contractor’s license to RRHA upon request.

http://www.DPOR.VIRGINIA.GOV/

RRHA shall not award a contract to any contractor or vendor until the prospective contractor or vendor has been determined to be responsible and therefore qualified and capable of fulfilling the requirements of the contract.

people signing paper work

RRHA shall not award a contract to any contractor or vendor that is debarred, suspended, or ineligible for award by HUD in accordance with HUD regulations (24 CFR 24) or by other Federal agencies, such as the Department of Labor (DOL).

Procurement actions where the method of solicitation is sealed bids (IFBs) or competitive proposals (RFPs and RFQs) all contractors and vendors submitting sealed bids, proposals and statement of qualifications must submit SCC identification number with sealed bid or proposal that demonstrates that they are authorized to transact business in the Commonwealth of Virginia.

Code of Virginia 2.2-4311.2.

For all RRHA construction projects, when funds awarded by the Department of Housing and Urban Development (HUD) are used and with a project cost of $2,000 or more, Davis-Bacon Act regulations apply. As defined by the Davis-Bacon Act, in addition to new construction, construction includes alteration and/or repair, including painting and decorating of public buildings or works. All construction laborers and mechanics shall be paid no less than the prevailing wage rate established in the wage decision for the type (classification) of work and the hours of work they actually perform. Each individual construction project will have a Wage Decision that is issued as part of the RFQ or IFB for the project. All contractors and subcontractors employed on construction projects subject to Davis-Bacon Act wage rates must submit to RRHA certified payroll for the entire duration of the work on a project.

Section 3 of the Housing and Urban Development Act of 1968, as amended by the Housing and Community Development Act of 1994, requires that, to the greatest extent feasible, employment and economic opportunities generated by HUD funds be directed to low-and very low-income residents, particularly those who are recipients of government assistance for housing, and business concerns that provide economic opportunities to low- and very low-income persons as defined in 24 CFR 75. Section 3 Business Concerns, as defined by HUD, are allowed a preference in award of contracts.

Download RRHA’s Section 3 Policy

man cutting wood using a round wood cutter

Bid bonds are required for all construction projects when the amount of the quotation or sealed bid submitted by a contractor exceeds $100,000. The amount of the bid bond shall equal to 5% of the total quotation or bid amount.

 

For all construction contracts, exceeding $100,000, the awarded contractor shall furnish to RRHA performance and payment bonds in the full amount of the contract.

Contractors and vendors shall comply with the insurance requirements set forth in the Terms and Conditions governing the contract as well with the requirements set forth below:

  • Neither the Contractor nor any subcontractor shall commence work under this Contract until the Contractor has obtained and provided proof of the required insurance coverage’s to RRHA, and such proof has been approved by RRHA. The Contractor confirms to RRHA that all subcontractors have provided Contractor with such proof of insurance, or will do so prior to commencing any work under this Contract.
  • Contractor shall furnish RRHA with the above required certificates of insurance showing the type, amount, effective dates, and date of expiration of the policies.
  • Contracts of $100,000 or less must carry a minimum Commercial General Liability coverage of $300,000 per Occurrence, Commonwealth of Virginia state minimum of $50,000 per occurrence Automobile Liability and Workers’ Compensation according to Commonwealth of Virginia statutory requirements. Workers’ Compensation coverage is required if you have three (3) or more employees, including the employer.
  • Contracts of $100,001 or more must carry a minimum Commercial General Liability coverage of $1,000,000 per occurrence, comprehensive Automobile Liability coverage on owned and non-owned motor vehicles, used in connection with this contract, at a combined single limit for bodily injury and property damage of no less than $1,000,000 per occurrence and Workers’ Compensation according to Commonwealth of Virginia statutory requirements. Compensation coverage is required if you have three (3) or more employees including the employer.

RRHA shall not award a contract for construction projects if the prospective contractor is not currently licensed as a contractor by Virginia Department of Professional and Occupational Regulations (DPOR) (Title 54.1 Code of Virginia). RRHA shall not award a construction contract with an amount larger than what a prospective contractor’s license “Class” allows. Contractors shall submit a copy of current Virginia Contractor’s license to RRHA upon request.

http://www.DPOR.VIRGINIA.GOV/

RRHA shall not award a contract to any contractor or vendor until the prospective contractor or vendor has been determined to be responsible and therefore qualified and capable of fulfilling the requirements of the contract.

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