IFB: Security Guard Services at Melrose Towers (AMP 206) and Morningside Manor (AMP 208)

Invitation for Bid
Security Guard Services at Melrose Towers and
Morningside Manor
IFB No.: REM-26-08-18
2624 Salem Turnpike, NW
Roanoke, VA 24017
(540) 983-9281
David Bustamante
Executive Director
Issued:
August 30, 2026

Table of Contents
Part A Invitation for Bid and Instruction to Bidders
Part B HUD General Conditions (HUD 5370-C, Section 1) and
RRHA Terms and Conditions for Service Contracts
over $200,000.
Part C Section 3 - Information
Part D Bid Form and Submittals
Part E Contract Forms
Part F Scope of Services

PART A
INVITATION FOR BID
AND
INSTRUCTIONS TO BIDDERS FOR
SERVICE CONTRACTS

NOTICE OF INVITATION FOR BID
IFB No: REM-26-08-18
The City of Roanoke Redevelopment and Housing Authority (hereinafter referred to as "RRHA") will accept sealed bids
for "Security Guard Services at Melrose Towers (AMP 206) and Morningside Manor (AMP 208)".
To be considered, your sealed bid must be received by Wednesday, September 30, 2026 at 2:00 p.m., local prevailing
time at RRHA Central Administrative Building located at 2624 Salem Turnpike, NW Roanoke, VA 24017. All bids
received will be publicly opened and read aloud at 3:00 p.m., local prevailing time, in RRHA Board Room located at RRHA
Central Administrative Building. Bids received after 2:00 p.m. will not be accepted or considered.
Specifications and bidding documents may be obtained from RRHA Central Administrative Building, located at 2624 Salem
Turnpike NW, Roanoke VA 24017, or by calling (540) 983-9283 or emailing mcastaneda@rkehousing.org.
A non-mandatory site visit will be held on Tuesday, September 15, 2026 at 9:00 a.m. local prevailing time at Melrose
Towers, 3038 Melrose Avenue, NW, Roanoke, VA 24017. Call Site Manager, Lisa Saunders at 540-983-9249 to confirm.
A non-mandatory site visit will be held on Tuesday, September 15, 2026 at 11:00 a.m. local prevailing time at
Morningside Manor, 1020 13th St., SE, Roanoke, VA 24014. Call Site Manager, Denise Stanley at 540-983-9223 to confirm.
Comments on scope of services or other provisions in this Invitation for Bid must be submitted in writing to Meghan
Castaneda at mcastaneda@rkehousing.org or delivered to RRHA Central Administrative Building, located at 2624 Salem
Turnpike, NW Roanoke, VA 24017, by Wednesday September 23, 2026 at 2:00 p.m. local prevailing time.
RRHA reserves the right to reject any and all Bids in whole or in part, to waive any informality and to award to other than
the low offeror if it is deemed to be in RRHA's best interest. Other factors in addition to Bid amount may be considered in
making an award. Other factors may include references, past performance for RRHA, prior work completed for other
customers of similar scope. In case of arithmetic errors, the unit costs submitted by offeror will govern.
Sign and submit Section 3 Business Concerns Certification with Bid. If not applicable write N/A on certification form and
sign. Sign and submit Self Certification for Small, Minority and Women Owned Business Concerns with Bid.
While RRHA must promote full and open competition among prospective offerors, small business enterprises, Section 3
businesses, Minority, Service-Disabled Veteran, and Women-owned businesses enterprises are encouraged to submit Bids
as well as all other enterprises.
RRHA does not discriminate against faith-based organizations in accordance with the Code of Virginia 2.2-4343-1 or on
the basis of race, color, sex, age, religion, national origin, disability, veteran status, or union affiliations in any of its federally
assisted program and activities. TTY/TDD - Call 711 in Virginia or call the National Relay Center at 1-800-828-1120.
CITY OF ROANOKE REDEVELOPMENT
AND HOUSING AUTHORITY
David Bustamante
Executive Director
EEO/AA

All bidders, organized or authorized, stock or non-stock corporation, limited liability company, business trust, or limited
partnership to transact business in the Commonwealth of Virginia shall be required to include in its bid a State
Corporation Commission (SCC) Identification Number for all contracts in excess of $50,000.00. Any bidder that is not
required to be authorized to transact business in the Commonwealth of Virginia as a foreign business entity under Title
13.1 or Title 50 or as otherwise required by law shall include in its bid a statement describing why the bidder is not
required to be so authorized. RRHA shall not award a contract to any bidder unless a waiver of this requirement and the
administrative policies and procedures has been granted by RRHA's Executive Director. (Sole Proprietorship's have no
filing requirements with the SCC so they cannot obtain a number from the SCC and are exempt from this ruling).
CITY OF ROANOKE REDEVELOPMENT
AND HOUSING AUTHORITY
David Bustamante
Executive Director
EEO/AA

SUPPLEMENTAL GENERAL INSTRUCTIONS
City of Roanoke Redevelopment and Housing Authority (RRHA) is the public housing and redevelopment
agency for the City of Roanoke, Virginia. RRHA's public housing property portfolio includes multiple
housing properties with approximately 1,278 dwelling units.
1. ACCEPTANCE
Bidders shall hold their price firm and subject to acceptance by RRHA for sixty (120) days from the due
date.
2. AFFIDAVITS AND SUBMITTALS
As a part of the bid documents, the bidder shall execute and deliver the attached forms.
* Bid Form (Solicitation Document A)
* HUD 5369-C Representations and Certifications (Solicitation Document B)
* Statement of Bidder's Qualifications (Solicitation Document C)
* Non-Collusive Affidavit - Prime Bidder (Solicitation Document D)
* Certification for Small, Minority, and Women Owned Business Concern (Solicitation Document E)
* Certification of Acknowledgement and Agreement to RRHA Terms and Conditions for Non-
Construction Contracts over $200,000 (Solicitation Document F)
* Certification of Acknowledgement and Agreement to General Conditions for Non-Construction
Contracts HUD-5370 Section I (Solicitation Document G)
* Section 3 Business Concern Certification (Solicitation Document H)
* Certification of Drug-Free Workplace (Solicitation Document I)
The successful bidder shall also execute and deliver the attached forms:
* Contract between City of Roanoke Redevelopment and Housing Authority and bidder
* HUD 50071 - Certification of Payments to Influence Federal Transactions
* Form SF-LLL Disclosure of Lobbying Activities (if needed)
* Section 3 Existing Employee Listing
* Efforts to Comply with Section 3 Hiring and Contracting Goals Narrative Form
* Section 3 New Hire Reporting Form
3. REJECTION OF BIDS
RRHA reserves the right to reject any and all bids if it is deemed to be in the Authority's best interest.
RRHA is prohibited from making any awards to bidders or accepting as bidders or subcontractors any
individuals or firms which are listed by U.S. General Services Administration System for Award
Management as being ineligible to receive awards using United States Federal Funds as furnished by HUD.

4. BID SUBMISSION
All Solicitation Documents and required affidavits and submittals must be included in the sealed
bid submission envelope.
5. CONTACT POLICY
From the issuance of this solicitation until a contract is signed and executed, contact is not permitted
between bidders and anyone other than the points of contact listed on the Invitation For Bid (IFB) materials.
Information obtained from an unauthorized officer, agent, employee of the RRHA, or any other person
shall not affect the risks or obligations assumed by the bidder or relieve him/her from fulfilling any of the
conditions of the contract for the purpose of this project. Additionally such contact may disqualify the
bidder from participation in the solicitation process.
6. EXPENSES INCURRED
All expenses incurred in the preparation and submission in response to the solicitation shall be borne by
the bidder.
7. INTERPRETATIONS
RRHA shall not be responsible for any oral interpretation made to the meaning of the solicitation. Every
request for an interpretation shall be made in writing, and any inquiry received prior to the date fixed for
receiving Comments will be given consideration. Official interpretations will be in the form of addenda.
It shall be the bidder's responsibility to make inquiry as to addenda issued. All such addenda shall
become a part of the contract and all bidders shall be bound by such addenda whether or not reviewed by
the bidder. Bidders shall acknowledge receipt of any addenda to this solicitation by initialing the
addenda number on the response form. Failure to list any addenda as received may result in the rejection
of the bid but a bidder shall not be relieved of responsibility for its bid by failing to list addenda that have
been issued. RRHA shall not be bound by any oral representation or discussion concerning the quote
documents unless such oral representation or discussion is confirmed in writing as a contract addenda.
8. METHOD OF EVALUATION
Lump sum bid amount.
9. NON-CONFLICT STATEMENT
The bidder covenants that it has no public or private interest and shall not acquire directly or indirectly any
interest that would conflict in any manner with the provision of its goods or performance of its services.
The bidder warrants that no part of the total contract amount provided herein shall be paid directly or
indirectly to any officer or employee of RRHA as wages, compensation or gifts in exchange for acting as
officer, agent, employee, subcontractor or consultant to bidder in connection with any goods provided or
work contemplated or performed relative to the agreement.

10. NULLIFICATION
RRHA reserves the right to cancel, rescind and nullify this Invitation for Bid at any time before such time
a contract is executed.
11. PROOF OF FINANCIAL AND BUSINESS CAPABILITY
Bidders must, upon request, furnish satisfactory evidence of their ability to complete the work in
accordance with the terms and conditions of these specifications. RRHA will make the final determination
as to the bidder's ability.
12. RESTRICTIVE OR AMBIGUOUS SPECIFICATIONS
It is the responsibility of the prospective bidder to review the entire solicitation and to notify Meghan
Castaneda by phone at (540) 983-9283 or by email at mcastaneda@rkehousing.org, if it believes the
specifications unnecessarily restrict competition or are conflicting or ambiguous. Any such protest or
question regarding the specifications or bidding procedures must be received by Meghan Castaneda by
phone at (540) 983-9283 or by email at mcastaneda@rkehousing.org, in writing no later than date stated
in the IFB for comments to be received.
13. WAIVER OF MINOR INFORMALITIES
RRHA reserves the right to waive minor informalities in its evaluation of bid forms but shall not be
obligated to grant any such waiver.
14. WITHDRAWAL
Any bidder who wishes to withdraw their bid before bids are opened may do so by giving written notice
that their bid is withdrawn. Such notice shall be effective if received by RRHA at any time before the
exact time set for the opening of bids. Any bidder who wishes to withdraw their bid due to a mistake in
the bid after bids are opened shall do so by giving notice in writing, within two (2) business days after the
day on which the opening of bids is concluded, of their claim of right to withdraw their bid. Bids may be
withdrawn only if the bidder is able to present clear and convincing evidence, to the Contracting Officer,
of a mistake and the intended bid price. The notice herein provided for shall be directed to RRHA,
Attention: Executive Director, at 2624 Salem Turnpike, NW, Roanoke, Virginia 24017.
If the bid is not within funding limits for this project, all bids will be rejected. RRHA reserves the right
to reject all bids if it deems there is a compelling reason to do so and to waive informalities in the
bidding. Individual bids may be rejected if they fail to meet the essential requirements of the Invitation
For Bid or for other good reason as determined by RRHA. Unless all bids are rejected for sealed bid and
fixed price contracts, the responsive and responsible bidder that submits the bid whose dollar value is
lowest overall shall be awarded the contract. (This information clarifies 8(d) of Form HUD-5369.)