Citywide Flagpole and Banner Pole Maintenance Services

The City of Norfolk is seeking a responsible vendor to provide Citywide Flagpole and Banner Pole Maintenance Services according to the terms, conditions, and specifications of this solicitation.

The City is seeking a responsible vendor to provide comprehensive maintenance, electrical service, as-needed repairs, replacement of damaged flagpoles, and service for all City-owned flagpoles and banner poles according to the terms, conditions, and specifications of this solicitation.

All qualified bidders are invited to respond to this Request for Quotes ("RFQ") by submitting a quote consistent with the terms, conditions, and specifications stated herein.

Work includes installation and removal of flags and banners at designated locations throughout the City of Norfolk as needed. All poles, hardware, and displays shall be maintained in safe, functional, and visually presentable condition.

The City will provide all flags and banners. The Contractor shall coordinate with Fire Stations and Scope Arena, who manage their own flags and banners. The City will provide event schedules, weather-related directives, facility access, and updated inventory lists as needed.

Locations Covered

Flagpole and banner pole maintenance and service shall be performed at all locations listed in the City's official Banner and Flagpole Inventory. Installation and removal of flags and banners shall be performed at all locations excluding Fire Stations 1–16 and Scope Arena. The City will provide the current inventory and issue updated lists as needed. Locations and quantities are subject to change.

Flagpole Maintenance and Repair

The Contractor shall perform quarterly inspection and maintenance of all flagpoles, ensuring safety, structural integrity, proper operation, and functioning electrical/lighting systems. Work includes repairing or replacing halyards, pulleys, cleats, lighting fixtures, wiring, photocells, and other components; lubricating moving parts; and removing corrosion or damage. The Contractor shall also replace damaged flagpoles when requested by the City. Quarterly written reports shall be submitted in a City-specified format.

Flag Installation and Removal

The Contractor shall install and remove City-supplied flags per the City's established schedule or written request, including rotations for holidays or events and removals prior to severe weather.

Banner Installation and Removal

The Contractor shall install and remove banners supplied by the Department of Communication & Marketing, ensuring banners are secure and properly displayed. The Contractor shall remove banners in advance of severe weather [...].

Contractor Responsibilities

• The Contractor shall provide all labor, equipment, materials, tools, and transportation necessary to perform the services.
• The Contractor shall maintain a 24-hour emergency response capability and coordinate scheduling and facility access with designated City staff.
• The Contractor shall maintain detailed service logs and submit quarterly inspection, repair, and replacement summaries in the City-specified format.

Performance Standards

• Routine services shall be completed within ten (10) business days of City notification or according to the mutually agreed schedule.
• Emergency requests must be addressed within four (4) hours.
• Use of subcontractors requires prior written City approval.

Pricing

Pricing shall include labor, equipment, materials, and travel. No surcharges or mobilization fees shall apply. The Contractor shall provide unit rates for all items in the Bid Form.

Submission

Quotes shall be submitted electronically through the Office of the Purchasing Agent's electronic bid service provider website https://secure.procurenow.com/portal/norfolk. Quotes must be submitted before date and time due specified in the solicitation. Hard copy or e-mailed quotes, and/or late submissions will not be accepted.

Quotes shall include the following documents:

• The completed cover page of this RFQ, which will contain the signature of an agent authorized to bind the company and requested contact information
• Attachments A – G
• Evidence of Certifications as required
• All Vendor Submission requirements included in the electronic posting of the solicitation
• All pricing required in the Bid Form section of the electronic posting of the solicitation
• A statement setting forth the basis for protection of all proprietary information, if any

Award

Award(s) will be made to the lowest bidder(s) that is responsible whose quote complies with all of the provisions of the RFQ, provided that the amount does not exceed the amount of funds available to finance the contract.

Term

Work under this Agreement shall be for five years.

Insurance

• Commercial general liability of not less than $1,000,000 each occurrence, $2,000,000 general aggregate.
• Worker's compensation as required by statutes, and Employer's Liability of at least $500,000 per accident/disease, and policy limit of $500,000.
• Automobile/motor vehicle liability of not less than $2 million combined single limit.
• Professional/errors & omissions liability of $1,000,000 each claim, $2,000,000 aggregate.