1.0 - IFB Fire Protection Systems.pdf

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Invitation for Bid (IFB)

No. ACHA-1731

Fire Protection System Inspection, Testing, Maintenance, and Repair Services

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TABLE OF CONTENTS

Section Description Page

SECTION I INVITATION FOR BIDS

1.0 Introduction 4

1.1 Procurement Schedule 6

1.2 Bid Submission Requirements 6

1.3 Agency’s Reservation of Rights 8

SECTION II INTRODUCTION

2.1 Agency Overview 11

2.2 Purpose 12

2.3 Contract Term 12

2.4 Pre-Bid Conference 12

2.5 Solicitation Documents and Attachments 13

Table 5 IFB Attachments 13

SECTION III SCOPE OF SERVICES

3.1 Applicable Codes and Standards 15

3.2 Fire Extinguishers (NFPA 10) 15

3.3 Fire Alarm Systems (NFPA 72) 16

3.4 Water-Based Fire Protection Systems (NFPA 25) 17

3.5 Fire Pumps 17

3.6 Fire Hoses 18

3.7 Service Requirements 18

3.8 Contractor Qualifications 18

3.9 Federal, HUD, and Regulatory Requirements 19

3.10 Performance Standards 22

3.11 Inspection Reports and Documentation 22

3.12 Deficiency Reporting and Repair recommendations 23

3.13 Emergency Response Services 23

3.14 Additional and Unscheduled Services 24

3.15 Basis of Payment 25

SECTION IV BID SUBMISSION REQUIREMENTS

4.1 Two-Phase Bid Submission Process 26

4.2 Bid Organization and Tab Requirements 27

4.2.1 General Bid Submission Requirements 27

4.2.2 Bid Packaging and Delivery 28

4.2.3 Communications During the Procurement Process 28

4.2.4 Addenda 29

4.3 Phase I-Required Bid Documents 29

4.4 Electronic Pricing Schedule and Pricing Requirements 34

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Section Description Page

4.4.1 Electronic Pricing Submission Requirements 34

4.4.2 Pricing Requirements 35

4.4.3 Attachment Q – Evaluated Pricing Schedule 35

4.4.4 Attachment R – Supplemental Unit Rate Schedule (Non-Evaluated Pricing) 35

4.4.5 Estimated Quantities and Requirements Contract 36

4.4.6 Guaranteed Contract Minimum Amount (GCMA) / Not-to-Exceed Maximum Contract Amount (NMCA)

4.4.7 GCMA Exceptions 37

4.4.8 Evaluation of Unbalanced Pricing 37

4.4.9 Labor Rate Adjustments 38

4.4.10 Overtime Compensation 38

4.5 Basis of Award 39

SECTION V BID EVALUATION AND AWARD RECOMMENDATION

5.1 Public Bid Opening 41

5.1.1 Tie Bids 41

5.2 Responsiveness Evaluation 41

5.3 Responsibility Evaluation 42

5.4 Contract Award 43

5.5 Conflict of Interest 43

SECTION VI CONTRACT AWARD AND CONTRACT ADMINISTRATION

6.1 Contract Award 45

6.2 Contract Documents 45

6.2.1 Agency Contract Form 45

6.2.1.1 HUD Required Forms 46

6.2.2 Assignment of Personnel 46

6.2.3 Assignment and Subcontracting 46

6.3 Contract Term 47

6.4 Insurance, Licensing, and Bond Requirements 47

6.4.1 Workers' Compensation Insurance 47

6.4.2 Commercial General Liability Insurance 47

6.4.3 Automobile Liability Insurance 48

6.4.4 Business Licenses 48

6.4.5 Certificates of Insurance 48

6.5 Standard of Performance 48

6.6 Post-Award Requirements 49

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1.0 INTRODUCTION

The Allegheny County Housing Authority (hereinafter referred to as the "Agency") is a public body corporate and politic established in 1937 under the laws of the Commonwealth of Pennsylvania to provide safe, decent, sanitary, and affordable housing and housing assistance programs to eligible individuals and families throughout Allegheny County.

The Agency is administered by an Executive Director under the direction of a five-member Board of

Commissioners and conducts its procurement activities in accordance with applicable federal, state, and local laws and regulations, including the requirements of the United States Department of Housing and

Urban Development (HUD), Title 24 of the Code of Federal Regulations (24 CFR), Uniform Administrative

Requirements (2 CFR Part 200), where applicable, and the Agency's Procurement Policy.

The Agency currently owns, operates, manages, or administers approximately:

• Twenty (20) family housing developments containing approximately 1,410 dwelling units;

• Twenty-one (21) senior housing developments containing approximately 1,715 dwelling units;

• One hundred forty-three (143) scattered-site single-family homes; and

• Approximately 5,000 Housing Choice Voucher (HCV) units located throughout Allegheny County.

The Agency employs approximately 175 personnel in support of its housing programs and administrative operations.

The Agency is soliciting sealed bids from qualified, experienced, licensed, and insured Contractors to furnish all labor, supervision, qualified personnel, inspection equipment, testing instruments, tools, vehicles, transportation, replacement parts, materials, permits, documentation, reporting, and all other resources necessary to perform Fire Protection System Inspection, Testing, Maintenance (ITM), repair, emergency response, and related services as described in this Invitation for Bids (IFB).

The resulting Contract may include, but is not limited to:

• Routine inspection services;

• Scheduled testing;

• Preventive maintenance;

• Corrective maintenance;

• Deficiency identification and reporting;

• Emergency repairs;

• System impairments;

• Fire watch coordination, when authorized;

• Replacement of components;

• Agency-authorized repairs;

• Additional inspection and testing services;

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• Inspection, testing, and maintenance of systems installed at existing Agency-owned or managed properties; and

• Properties acquired, developed, or placed under Agency ownership or management during the

Contract term.

All services shall be performed in accordance with the current editions adopted by the Authority Having

Jurisdiction (AHJ) of all applicable codes and standards, including, but not limited to:

• NFPA 10 – Portable Fire Extinguishers;

• NFPA 13 – Installation of Sprinkler Systems;

• NFPA 14 – Standpipe Systems;

• NFPA 17 – Dry Chemical Systems;

• NFPA 17A – Wet Chemical Systems;

• NFPA 20 – Fire Pumps;

• NFPA 25 – Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems;

• NFPA 72 – National Fire Alarm and Signaling Code;

• NFPA 80 – Fire Doors and Other Opening Protectives;

• NFPA 96 – Commercial Kitchen Fire Suppression Systems;

• Pennsylvania Uniform Construction Code (UCC);

• Applicable OSHA regulations;

• Manufacturer recommendations; and

• All other applicable federal, state, and local codes and regulations.

The Contractor shall maintain throughout the Contract term all licenses, certifications, permits, qualified personnel, testing equipment, and other qualifications necessary to perform the required services in accordance with applicable laws and industry standards.

Bidders shall carefully examine this IFB, including all Specifications, Attachments, Exhibits, and Addenda issued by the Agency. Submission of a Bid shall constitute the Bidder's acknowledgment that it has reviewed the entire solicitation, understands the Contract requirements, has investigated all conditions affecting performance of the work, and agrees to perform the services in accordance with the resulting

Contract.

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1.1 PROCUREMENT INFORMATION

Item Information

Agency

Contact

Person

Guy Phillips, Purchasing Manager Allegheny County Housing Authority Telephone: (412)

402-2435 E-mail: gphillips@achsng.com

Contracting

Officer

Unless otherwise specified, all references within this IFB to the Contracting Officer

("CO") shall mean Guy Phillips, Purchasing Manager.

Obtaining the IFB

The complete IFB package, including all Specifications, Attachments, Forms, Exhibits, and future Addenda, shall be obtained through the Agency's eProcurement Marketplace at ha.internationaleprocurement.com. Bidders not currently registered shall complete the registration process by following the on-screen instructions. Technical assistance regarding registration or use of the Marketplace may be obtained by contacting

Customer Support at (866) 526-9266.

Pre-Bid

Conference Wednesday, September 16, 2026 – 10:00 AM Eastern Time

Deadline for

Questions Friday, September 25, 2026 – 12:00 PM Eastern Time

Bid

Submission

Deadline

Friday, October 9, 2026 – 10:00 AM Eastern Time

Public Bid

Opening Friday, October 9, 2026 – 10:30 AM Eastern Time

Bid Delivery

Address

Allegheny County Housing Authority 301 Chartiers Avenue McKees Rocks, Pennsylvania

15136

1.2 BID SUBMISSION REQUIREMENTS

Bidders shall prepare and submit their Bids in strict accordance with the requirements of this IFB, including all Specifications, Attachments, Forms, Exhibits, and Addenda issued by the Agency.

Each Bid shall consist of both the required paper Bid submission and the required electronic pricing submission. Failure to submit either component may result in the Bid being determined non-responsive.

Electronic Pricing Submission

All evaluated pricing shall be entered into and submitted through the Agency's eProcurement

Marketplace in accordance with Sections 4.4 of this IFB.

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Paper Bid Submission

One (1) complete paper copy of the required Phase I Bid documents shall be submitted to the Agency at the address identified in Section 1.1.

Submission Deadline

Paper Bid documents must be received, time-stamped, and in the possession of the Agency no later than 10:00 AM Eastern Time on Friday, October 9, 2026.

Late submissions may be rejected in accordance with the Agency Procurement Policy and applicable procurement regulations.

Public Bid Opening

The public Bid Opening shall commence at 10:30 AM Eastern Time on the Bid Submission Date at the

Agency Administrative Office.

Bidder Responsibility

It is the sole responsibility of each Bidder to ensure that:

• The required paper Bid submission is timely received;

• All evaluated pricing is timely submitted through the eProcurement Marketplace; and

• All required documents are complete and accurate prior to the Bid Submission Deadline.

The Agency shall not be responsible for delays caused by mail delivery, courier services, internet connectivity, software failures, equipment malfunctions, or any circumstance beyond the Agency's control.

Addenda

Bidders are solely responsible for monitoring the Agency's eProcurement Marketplace for all Addenda issued prior to the Bid Submission Deadline.

Failure to acknowledge an Addendum or comply with its requirements may result in the Bid being determined non-responsive.

The Agency reserves the right to amend this solicitation through written Addenda, reject any or all Bids, waive minor informalities or irregularities where permitted by law, cancel this solicitation, award one (1)

Contract, or take any other action determined to be in the best interest of the Agency and consistent with applicable procurement laws and regulations.

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1.3 AGENCY'S RESERVATION OF RIGHTS

The Allegheny County Housing Authority ("Agency") reserves all rights permitted by applicable federal, state, and local law, including, but not limited to, the following:

1.3.1 Right to Reject, Waive, or Cancel

The Agency reserves the right to reject any or all Bids, waive any minor informality or irregularity in any

Bid, cancel this Invitation for Bids (IFB), or terminate the procurement process at any time when determined to be in the best interest of the Agency and consistent with applicable procurement requirements.

1.3.2 Right Not to Award

The Agency reserves the right not to award a Contract pursuant to this IFB if such action is determined to be in the best interest of the Agency.

1.3.3 Right to Award

The Agency reserves the right to award one (1) Contract to the lowest responsive and responsible

Bidder whose Bid is determined to be most advantageous to the Agency in accordance with the requirements of this IFB. The Agency also reserves the right to make no award if such action is determined to be in the best interest of the Agency.

1.3.4 Right to Terminate

Any Contract resulting from this IFB may be terminated by the Agency for convenience upon ten (10) calendar days written notice, subject to the terms of the Contract.

1.3.5 Right to Determine Work Requirements

The Agency reserves the right to determine the locations, schedules, priorities, frequencies, quantities, and timing of all work performed under the Contract.

1.3.6 Right to Retain Bids

Bids submitted shall remain firm and may not be withdrawn for sixty (60) calendar days following the

Bid Submission Deadline without the written consent of the Contracting Officer.

1.3.7 Right to Reject Non-Responsive Bids

The Agency reserves the right to reject any Bid that:

• Is incomplete;

• Fails to include required forms or certifications;

• Contains material deviations from the requirements of this IFB;

• Contains unauthorized conditions, qualifications, or exceptions; or

• Is otherwise determined to be non-responsive.

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1.3.8 No Obligation to Compensate

The Agency shall not be liable for any costs incurred by any Bidder in preparing, submitting, or presenting a Bid or otherwise participating in this procurement.

1.3.9 Right to Prohibit Participation

The Agency reserves the right to reject any Bid or prohibit further participation by any Bidder that fails to comply with the requirements of this IFB, applicable procurement laws, or the rules governing the

Agency's eProcurement Marketplace.

By accessing the eProcurement Marketplace, downloading this IFB, or submitting a Bid, each prospective Bidder acknowledges and agrees to comply with all requirements contained in this solicitation and within the eProcurement Marketplace.

Any apparent ambiguity, inconsistency, error, or omission discovered by a prospective Bidder shall be submitted in writing to the Contracting Officer no later than the deadline for questions established in this IFB. Failure to timely notify the Agency shall not relieve the Bidder of its obligation to comply with the solicitation requirements.

1.3.10 Official Source of Solicitation Documents

The Agency's eProcurement Marketplace is the sole official source for obtaining this IFB, all

Attachments, and any Addenda.

Bidders are solely responsible for obtaining solicitation documents directly from the Agency's eProcurement Marketplace and for monitoring the Marketplace for all Addenda issued before the Bid

Submission Deadline.

The Agency assumes no responsibility for solicitation documents obtained from third-party websites, plan rooms, bid depositories, or other unofficial sources.

Failure to obtain solicitation documents through the Agency's eProcurement Marketplace may result in the Bid being determined non-responsive.

1.3.11 Right to Verify Information

The Agency reserves the right to investigate, verify, and evaluate any information submitted by a Bidder, including references, financial information, licenses, insurance, equipment, personnel qualifications, and prior performance history.

1.3.12 Right to Request Clarification

The Agency may request clarification of any information contained within a Bid when such clarification does not alter the substance of the Bid or provide the Bidder with an unfair competitive advantage.

Requests for clarification shall not constitute negotiations.

1.3.13 Right to Verify References

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The Agency reserves the right to contact any reference, client, governmental agency, or other source deemed necessary to verify the Bidder's qualifications, experience, performance history, financial capability, or responsibility.

1.3.14 Right to Conduct Site Visits

Prior to award, the Agency reserves the right to inspect the Bidder's offices, facilities, equipment, vehicles, or other resources to verify the Bidder's ability to successfully perform the Contract.

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INVITATION FOR BIDS (IFB)

FIRE PROTECTION SYSTEM INSPECTION, TESTING & MAINTENANCE (ITM) SERVICES

Allegheny County Housing Authority

Including All Owned, Managed, RAD, LIHTC, and Affiliated Properties

Allegheny County, Pennsylvania

IFB No.: ACHA-1731

Issue Date: Sunday, September 23, 2026

Bid Submission Deadline: Friday, October 9, 2026, 10:00 AM

Contract Type: Firm-Fixed Unit Price Requirements Contract with Supplemental Time & Materials Pricing for Agency-Authorized Repairs and Emergency Services

SECTION II – INTRODUCTION

2.1 Agency Overview

The Allegheny County Housing Authority ("Agency" or "ACHA") is a public body corporate and politic established under the laws of the Commonwealth of Pennsylvania to provide safe, decent, sanitary, and affordable housing and housing assistance programs throughout Allegheny County.

The Agency administers its procurement activities in accordance with applicable federal, state, and local laws and regulations, including the requirements of the U.S. Department of Housing and Urban

Development (HUD), 24 CFR, 2 CFR Part 200, HUD Procurement Handbook 7460.8 REV-3, where applicable, and the Agency's Procurement Policy.

The Agency currently owns, operates, manages, or administers:

• Approximately twenty (20) family housing developments;

• Approximately twenty-one (21) senior housing developments;

• Scattered-site residential properties;

• RAD-converted developments;

• Low-Income Housing Tax Credit (LIHTC) developments;

• Administrative offices;

• Community buildings; and

• Other Agency-owned, managed, affiliated, or acquired properties throughout Allegheny County.

Additional properties may be added to or removed from the Contract during its term.

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2.2 Purpose

The Agency is soliciting sealed Bids from qualified, experienced, licensed, and insured Contractors to furnish all labor, supervision, personnel, equipment, vehicles, tools, materials, testing devices, replacement components, transportation, permits, documentation, reporting, emergency response, and all other resources necessary to perform comprehensive Fire Protection System Inspection, Testing, and

Maintenance (ITM) Services.

Services include inspection, testing, preventive maintenance, monitoring (where applicable), deficiency reporting, emergency response, repairs, replacement of components, and other related services necessary to maintain the Agency's fire protection systems in accordance with applicable codes and standards.

Award shall be made to the lowest responsive and responsible Bidder whose Bid conforms to the requirements of this IFB.

2.3 Contract Term

The anticipated Contract shall consist of:

• One (1) initial one-year Contract period; and

• Four (4) optional one-year renewal periods;

for a maximum Contract term of five (5) years.

Renewal of the Contract shall be solely at the discretion of the Agency.

2.4 Pre-Bid Conference

The pre-bid conference identified in Section I – Invitation for Bids is non-mandatory. Prospective

Bidders may submit a Bid regardless of whether they attend the conference.

The purpose of the pre-bid conference is to:

• Provide an overview of this Invitation for Bids (IFB);

• Review the Scope of Services and Contract requirements;

• Explain the bid submission process;

• Respond to general questions concerning the solicitation; and

• Promote a clear understanding of the Agency's requirements.

The conference is expected to last approximately one (1) hour; however, the Agency reserves the right to modify the agenda or duration as necessary.

The Contracting Officer may require that certain questions be submitted through the Question and

Answer feature of the Agency's eProcurement Marketplace.

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Only written Addenda issued by the Agency shall modify or interpret the requirements of this IFB.

Statements, explanations, or discussions occurring during the pre-bid conference shall not modify the solicitation unless incorporated into a written Addendum.

Prospective Bidders are encouraged to bring a copy of the IFB for reference. Printed copies of the solicitation will not be distributed at the conference.

2.5 Solicitation Documents and Attachments

It is the responsibility of each Bidder to verify that all documents, forms, exhibits, attachments, and

Addenda referenced in this Invitation for Bids (IFB) have been obtained from the Agency's eProcurement

Marketplace.

All attachments identified in this IFB are incorporated by reference and constitute part of this solicitation. Bidders shall complete and submit all required forms, certifications, and attachments in accordance with the requirements of this IFB.

The Agency shall not be responsible for incomplete Bid submissions resulting from a Bidder's failure to obtain or review the complete solicitation package or any issued Addenda.

Table 5 – Reference

Reference Document

No.

Attachment Description

2.5.1 1.0 — This IFB Document

2.5.2 2.0 A Form of Bid

2.5.3 3.0 B Form HUD-5369-C (8/93), Certifications and Representations of

Offerors, Non-Construction Contract

2.5.4 4.0 C Profile of Firm Form

2.5.5 5.0 D Bidder Certification of Proposed Services

2.5.6 6.0 E Bidder Certification of Managerial Capacity

2.5.7 7.0 F Bidder Certification of Personnel Qualifications, Certifications &

Operational Capacity

2.5.8 8.0 G Bidder Certification of Qualifications

2.5.9 9.0 H Bidder Certification of Financial Capacity

2.5.10 10.0 I Section 3 Business Preference & Section 3 Plan

2.5.11 11.0 J Form HUD-5369-B (8/93), Instructions to Offerors, Non-Construction

2.5.12 12.0 K Supplemental Instructions to Bidders & Contractors (SIBC)

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Reference Document

No.

Attachment Description

2.5.13 13.0 L ACHA Sample Contract Form

2.5.14 14.0 M

Sample Contract Appendix No. 1: Form HUD-5370-C (01/2014), General Conditions for Non-Construction Contracts, Section I (With or without Maintenance Work)

2.5.15 15.0 N

Sample Contract Appendix No. 2: Form HUD-5370-CII(11/30/2023), General Conditions for Non-Construction Contracts, Section II – (With

Maintenance Work)

2.5.16 16.0 O ACHA Profile of Developments

2.5.17 17.0 P E-Verification

2.5.18 18.0 Q Bid Schedule – Evaluated Pricing

2.5.19 19.0 R Supplemental Unit Rate Schedule (Non-Evaluated Pricing)

2.5.20 20.0 S HUD Maintenance Wage Rate Determination

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SECTION III – SCOPE OF SERVICES

Unless otherwise authorized in writing by the Agency, the Contractor shall furnish all labor, supervision, personnel, materials, replacement parts, equipment, vehicles, testing devices, software, tools, transportation, permits, documentation, disposal, and all incidental items necessary to provide complete Fire Protection System Inspection, Testing, Maintenance (ITM), repair, emergency response, and related services.

All services shall be performed in accordance with the latest adopted editions of applicable codes, manufacturer recommendations, and industry standards.

3.1 Applicable Codes and Standards

At a minimum, all work shall comply with:

• NFPA 10 – Portable Fire Extinguishers

• NFPA 25 – Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems

• NFPA 72 – National Fire Alarm and Signaling Code

• NFPA 1962 – Fire Hose Inspection, Testing, and Replacement

• International Fire Code (IFC)

• Pennsylvania Uniform Construction Code

• Local fire codes and ordinances

• Manufacturer's recommendations

• All applicable federal, state, and local laws and regulations

3.2 Fire Extinguishers (NFPA 10)

The Contractor shall perform all inspections, testing, maintenance, recharge, repair, and replacement services required by NFPA 10.

Services shall include, at a minimum:

• Annual inspections

• Required tagging and documentation

• Six-year internal maintenance

• Twelve-year hydrostatic testing

• Recharge following discharge or failed inspection

• Replacement of tamper seals

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• Replacement of damaged labels

• Digital inspection reports

• Deficiency reports

• Recommendations for replacement where necessary

3.2.1 Replacement Services

When a fire extinguisher is determined to be obsolete, damaged, non-compliant, beyond economical repair, or otherwise unsuitable for continued service, the Contractor shall submit a written recommendation identifying:

• Reason for replacement

• UL-listed replacement model

• Capacity

• Mounting hardware

• Unit cost

• Installation cost

Replacement shall not be performed without prior Agency authorization.

3.3 Fire Alarm Systems (NFPA 72)

The Contractor shall inspect, test, maintain, troubleshoot, repair, and document all fire alarm systems.

Services shall include, but not be limited to:

• Annual system testing

• Functional testing of initiating devices

• Smoke detectors

• Heat detectors

• Pull stations

• Notification appliances

• Control panels

• Communication equipment

• Battery load testing

• Monitoring equipment

• Deficiency reporting

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• Digital reports

3.3.1 Proprietary Systems

The Bidder shall identify all proprietary systems for which it is factory authorized.

Documentation demonstrating current factory authorization shall be submitted upon request.

Only factory-authorized personnel shall service proprietary systems.

The Agency reserves the right to replace proprietary systems with open-protocol systems during future modernization projects.

3.4 Water-Based Fire Protection Systems (NFPA 25)

The Contractor shall inspect, test, and maintain all sprinkler, standpipe, fire pump, backflow prevention, and related water-based fire protection systems.

Services shall include, as applicable:

• Quarterly inspections

• Annual inspections

• Main drain tests

• Alarm tests

• Valve inspections

• Pressure gauge inspections

• Internal obstruction investigations

• Backflow testing

• Fire department connections

• Documentation

3.5 Fire Pumps

Services shall include:

• Monthly churn tests

• Annual full-flow testing

• Controller inspections

• Diesel or electric drive inspections

• Fuel system inspections (where applicable)

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• Performance documentation

3.6 Fire Hoses

Services shall include:

• Annual inspections

• Service testing

• Hydrostatic testing

• Documentation

• Replacement recommendations

3.7 Service Requirements

The Contractor shall:

• Complete all scheduled inspections within the inspection frequency required by the applicable

NFPA standard or the Agency's inspection schedule.

• Provide emergency response services twenty-four (24) hours per day, seven (7) days per week, including holidays.

• Respond to life-safety emergencies within two (2) hours unless otherwise directed by the

Agency.

• Immediately notify the Agency of any critical life-safety deficiency.

• Submit electronic inspection reports within five (5) business days after completion of each inspection.

• Maintain complete inspection, testing, maintenance, repair, and deficiency records.

• Coordinate scheduling with Agency personnel to minimize disruption to residents and operations.

3.8 Contractor Qualifications

The following minimum qualifications are established for this Contract. The apparent low responsive

Bidder shall demonstrate compliance with these requirements by submitting the documentation identified in Section 4.4 – Phase II Responsibility Documentation and the applicable Attachments.

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At a minimum, the Bidder shall demonstrate:

• A minimum of five (5) years of experience providing fire protection system inspection, testing, maintenance, and repair services for commercial, institutional, governmental, healthcare, educational, multifamily residential, public housing, or similar facilities.

• Appropriate business registrations and licenses required to perform the work within the

Commonwealth of Pennsylvania.

• Personnel holding current NICET certifications applicable to the systems serviced, including

Level II or higher for Water-Based Systems Inspection, Testing, and Maintenance, where applicable.

• Factory authorization for all proprietary fire alarm systems the Bidder proposes to inspect or service.

• Qualified technicians trained in applicable NFPA standards and manufacturer requirements.

• Sufficient management personnel, technical staff, vehicles, testing equipment, specialized tools, and other resources necessary to successfully perform the Contract.

• A satisfactory record of integrity, business ethics, regulatory compliance, and successful contract performance.

• At least three (3) references for contracts of similar size and complexity performed within the past five (5) years, preferably for public housing authorities, governmental agencies, healthcare facilities, educational institutions, or other large commercial entities.

• Financial capacity to successfully perform the Contract.

• Insurance meeting the requirements of this IFB.

3.9 FEDERAL, HUD, AND REGULATORY REQUIREMENTS

The Contractor shall comply with all applicable federal, state, and local laws, regulations, executive orders, and contract requirements applicable to the performance of this Contract.

At a minimum, the Contractor shall comply with:

• All applicable requirements of the U.S. Department of Housing and Urban Development (HUD);

• 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, where applicable;

• HUD Procurement Handbook 7460.8 REV-3;

• Form HUD-5369-A, Representations, Certifications, and Other Statements of Bidders;

• Form HUD-5369-B, Instructions to Offerors (Non-Construction Contracts);

• Form HUD-5370-C, General Conditions for Non-Construction Contracts;

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• Section 3 of the Housing and Urban Development Act of 1968, as amended, and 24 CFR Part 75, where applicable;

• 2 CFR § 200.321 – Contracting with Small and Minority Businesses, Women's Business

Enterprises, and Labor Surplus Area Firms, where applicable;

• Federal Equal Employment Opportunity (EEO) laws and regulations, where applicable;

• Federal suspension and debarment requirements;

• E-Verify requirements, where applicable;

• All applicable OSHA standards;

• All applicable NFPA standards referenced in this IFB; and

• HUD Maintenance Wage Rate Determinations, where applicable;

• The Davis-Bacon Act and Related Acts, where applicable;

• The Pennsylvania Prevailing Wage Act, where applicable;

• All other federal, state, and local statutes, regulations, codes, and ordinances applicable to the services provided under this Contract.

Failure to comply with applicable federal, state, or local requirements may constitute a material breach of the Contract and may result in contract termination, withholding of payment, assessment of damages, or other remedies available to the Agency.

3.9.1 HUD Maintenance Wage Rate Determination (MWRD)

Where applicable, the Contractor shall comply with the HUD Maintenance Wage Rate Determination

(MWRD) included in this IFB as Attachment S, or such other HUD Maintenance Wage Rate

Determination as may be issued or incorporated by the Agency during the Contract term.

The Contractor shall pay all covered employees no less than the applicable wage rates and fringe benefits established by the HUD Maintenance Wage Rate Determination for maintenance work performed under this Contract.

Submission of a Bid constitutes the Bidder's acknowledgment that it has reviewed the applicable HUD

Maintenance Wage Rate Determination and agrees to comply with all applicable labor standards and wage requirements.

Certified payroll reports are not required for work performed solely under the HUD Maintenance Wage

Rate Determination unless specifically required by HUD, applicable law, or requested by the Agency.

The Contractor shall maintain complete payroll records and other documentation necessary to demonstrate compliance with the applicable wage determination and shall make such records available for inspection by the Agency, HUD, or other authorized governmental representatives upon request.

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The Contractor shall be solely responsible for compliance with all applicable labor standards, wage determinations, payroll requirements, assessments, penalties, interest, back wages, and any other costs arising from noncompliance.

3.9.2 Davis-Bacon and Pennsylvania Prevailing Wage Requirements

If the Agency determines that any Purchase Order, Work Order, Task Order, or other authorized work issued under this Contract is subject to the Davis-Bacon Act, HUD labor standards, the Pennsylvania

Prevailing Wage Act, or any other applicable federal, state, or local wage determination requirement, the Contractor shall comply with all applicable labor standards.

Such compliance shall include, as applicable:

• Payment of the required wage rates and fringe benefits;

• Submission of certified payroll reports;

• Proper employee classifications;

• Employee labor interviews;

• Required payroll and employment recordkeeping;

• Posting of applicable wage determinations; and

• Compliance with all other applicable federal, state, and local labor standards.

The Contractor shall be solely responsible for payment of all wages, fringe benefits, payroll taxes, assessments, penalties, interest, back wages, liquidated damages, and any other costs resulting from compliance or noncompliance with applicable labor standards.

When an applicable wage determination requires labor rates that exceed the labor rates contained in the Contract or Attachment R – Supplemental Unit Rate Schedule, the Contractor may submit a written request for an equitable adjustment applicable only to the affected Purchase Order, Work Order, or Task

Order.

The request shall include sufficient supporting documentation, including the applicable wage determination, payroll information, fringe benefit calculations, and any additional cost information reasonably requested by the Agency.

Approval of any equitable adjustment shall be at the sole discretion of the Agency and shall apply only to the specific Purchase Order, Work Order, or Task Order for which the adjustment is approved.

Approval of an equitable adjustment shall not modify the Contract unit prices, evaluated pricing, Attachment R – Supplemental Unit Rate Schedule, or any pricing applicable to future work unless otherwise authorized by written Contract amendment.

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3.10 Performance Standards

The Contractor shall perform all services in accordance with the requirements of this IFB, the Contract, applicable NFPA standards, manufacturer recommendations, and all applicable federal, state, and local regulations.

Failure to perform the required services within the timeframes specified by the Contract may result in one or more of the following actions:

• Written notice of non-performance;

• Rejection of deficient work;

• Requirement to promptly correct deficient work at no additional cost to the Agency;

• Withholding of payment for unacceptable or incomplete services;

• Procurement of replacement services from another contractor where permitted by the

Contract;

• Negative performance evaluations;

• Determination that the Contractor is in default; and/or

• Termination of the Contract in accordance with its terms.

The Agency reserves the right to exercise any other remedy available under the Contract or applicable law.

3.11 INSPECTION REPORTS AND DOCUMENTATION

The Contractor shall prepare and submit complete, accurate, and legible inspection, testing, and maintenance (ITM) reports for all services performed under this Contract.

At a minimum, each report shall include:

• Date and time of service;

• Property name and address;

• Identification of the fire protection system(s) inspected or tested;

• Applicable NFPA standard(s) governing the inspection or test performed;

• Name and certification of the technician performing the work;

• Description of all inspections, tests, maintenance, and repairs completed;

• Identification of all deficiencies, impairments, and code violations observed;

• Recommended corrective actions;

• Confirmation that required inspection tags and system documentation have been updated, where applicable; and

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• Any additional information reasonably requested by the Agency.

Inspection reports shall be submitted electronically in PDF format unless otherwise approved by the

Agency and shall be delivered within five (5) business days following completion of the inspection or service.

The Contractor shall maintain complete inspection and maintenance records for the duration of the

Contract and shall provide copies upon request.

3.12 DEFICIENCY REPORTING AND REPAIR RECOMMENDATIONS

Whenever the Contractor identifies a deficiency, impairment, damaged component, code violation, or condition that may adversely affect the operation or reliability of any fire protection system, the

Contractor shall immediately notify the Agency.

For deficiencies that present an imminent threat to life safety or materially reduce the effectiveness of a fire protection system, verbal notification shall be provided immediately, followed by written documentation no later than the next business day.

The Contractor shall provide a written deficiency report identifying:

• The location of the deficiency;

• A description of the condition;

• The applicable NFPA code or standard;

• The recommended corrective action;

• Whether immediate repair is recommended; and

• An estimate of the cost to perform the repair, when requested by the Agency.

Except where immediate action is necessary to protect life or property, repairs shall not be performed without prior written authorization from the Agency.

3.13 EMERGENCY RESPONSE SERVICES

The Contractor shall maintain the capability to respond to emergency service requests twenty-four (24) hours per day, seven (7) days per week, including weekends and holidays.

Emergency response shall include, but is not limited to:

• Fire alarm system failures;

• Fire sprinkler system impairments;

• Fire pump failures;

• Fire suppression system failures;

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• Emergency troubleshooting; and

• Other life-safety conditions affecting fire protection systems.

Unless otherwise directed by the Agency, the Contractor shall respond on-site within two (2) hours of notification for emergencies involving impaired fire protection systems.

The Contractor shall immediately notify the Agency upon arrival, provide updates regarding the condition of the system, and recommend any temporary protective measures necessary until permanent repairs can be completed.

3.14 ADDITIONAL AND UNSCHEDULED SERVICES

The Agency may require services beyond the routine inspection, testing, and maintenance requirements identified in this IFB.

Such services may include, but are not limited to:

• Repair of deficient or damaged equipment;

• Replacement of system components;

• Additional inspections requested by the Agency;

• Code-required testing not included in the routine inspection schedule;

• Emergency repairs;

• Services at newly acquired facilities; and

• Other related fire protection services.

Additional services shall be performed only upon receipt of a written Purchase Order, Work Order, Task

Order, or other written authorization issued by the Agency.

Unless emergency conditions require immediate action to protect life or property, the Contractor shall submit a written estimate for Agency approval prior to performing additional work.

Pricing for additional services shall be based upon the unit prices, labor rates, equipment rates, and material markups contained in Attachment R – Supplemental Unit Rate Schedule, unless otherwise approved in writing by the Agency.

3.14.1 Prior Agency Authorization

Except where immediate action is necessary to eliminate an imminent threat to life, public safety, or

Agency property, the Contractor shall not perform any work outside the authorized Scope of Services without prior written authorization from the Agency's Contracting Officer or designated representative.

Written authorization may include a Purchase Order, Work Order, Task Order, written directive, or other written authorization issued by the Agency.

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Any work performed without the required written authorization shall be performed entirely at the

Contractor's sole risk.

The Agency shall have no obligation to compensate the Contractor for unauthorized work.

3.15 BASIS OF PAYMENT

The Agency shall compensate the Contractor only for services satisfactorily completed and accepted in accordance with the Contract requirements.

Payment shall be made for:

• Scheduled inspections;

• Required testing;

• Preventive maintenance services;

• Agency-authorized repairs;

• Emergency services; and

• Other authorized work performed under the Contract.

Invoices shall clearly identify the property serviced, date of service, work performed, applicable Contract pricing, and any supporting documentation required by the Agency.

Payment by the Agency shall not constitute acceptance of defective, incomplete, or non-conforming work and shall not relieve the Contractor of its obligation to correct such deficiencies at no additional cost to the Agency.

3.15.1 Advance Payments and Time-and-Materials Documentation

The Agency shall not pay deposits, retainers, advance payments, or other prepayments as a condition of

Contract award or performance.

When services are authorized and compensated on a Time-and-Materials basis pursuant to Attachment

R – Supplemental Unit Rate Schedule, the Contractor shall maintain complete daily labor records identifying, at a minimum:

• Employee name;

• Labor classification;

• Hours worked;

• Work location;

• Description of work performed; and

• Equipment utilized, where applicable.

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Time records shall be maintained in increments of no greater than fifteen (15) minutes and shall be submitted with each invoice upon request by the Agency.

Failure to provide adequate supporting documentation may result in disallowance of the associated charges.

SECTION IV – BID SUBMISSION REQUIREMENTS

This Section establishes the requirements governing the preparation, organization, and submission of

Bids in response to this Invitation for Bids (IFB).

4.1 Two-Phase Bid Submission Process

The Agency shall utilize a two-phase bid submission process to facilitate the evaluation of bidder responsiveness and responsibility.

4.1.1 Phase I – Initial Bid Submission

All Bidders shall submit the documentation and information identified for Phase I on or before the date and time established in this Invitation for Bids (IFB).

Following the public bid opening, the Agency may request the documentation identified under Phase II from the apparent low responsive Bidder or from such additional Bidders as the Agency determines necessary to complete its evaluation.

Submission of Phase II documentation shall not be construed as an award of Contract or as a commitment by the Agency to award a Contract.

4.1.2 Phase II – Responsibility Documentation

Replace your current Section 4.1.2 with the following. This incorporates the "Phase II Responsibility

Submission Requirements," allowing you to delete that separate section entirely.

4.1.2 Phase II – Responsibility Documentation

Upon written request from the Agency, the apparent low responsive Bidder shall submit the required responsibility documentation identified in Section 4.3 within ten (10) calendar days unless the Agency approves a written extension.

Phase II documentation shall be used solely to determine the Bidder's responsibility, including, but not limited to:

• Financial capacity;

• Technical qualifications;

• Experience;

• Integrity;

• Past performance;

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• Available personnel and equipment; and

• Overall ability to successfully perform the Contract.

Phase II documentation should be submitted in a binder or other format that permits pages to be easily removed for evaluation and returned without damage, such as a three-ring binder or spiral-bound notebook.

Prior to Contract award, the Agency reserves the right to verify any information submitted, request additional documentation or clarification, conduct reference checks, verify licenses, certifications, insurance, financial information, equipment, facilities, personnel qualifications, and otherwise investigate the qualifications and responsibility of the apparent low responsive Bidder.

Failure to submit the requested documentation or cooperate with the Agency's responsibility review within the required time may result in the Bidder being determined non-responsible, and the Agency may proceed to the next lowest responsive Bidder.

Nothing contained herein obligates the Agency to request Phase II documentation from a Bidder whose

Bid has been determined to be non-responsive.

4.2 Bid Organization and Tab Requirements

To facilitate an efficient and uniform evaluation, each Bid shall be organized using the tab sequence identified in this IFB.

Each Bidder shall:

1. Submit all required documentation in the prescribed tab order.

2. Separate each section using clearly labeled index dividers.

3. Label each tab exactly as identified within this IFB.

4. Leave all required tabs in place. When no information is required under a tab, insert a page marked "Not Applicable."

5. Ensure that the Bid contains no qualifications, conditions, or exceptions that conflict with the requirements of this IFB or any issued Addenda.

Failure to follow the required organization may hinder the Agency's evaluation; however, the Agency reserves the right to waive minor formatting deficiencies that do not affect the responsiveness of the

Bid.

4.2.1 General Bid Submission Requirements

The following requirements apply to all Bid submissions:

1. All required tabs shall remain in the sequence prescribed by this IFB. If no information is required under a particular tab, the Bidder shall insert a page stating "Not Applicable" or "This

Tab Intentionally Left Blank." Required tabs shall not be removed or renumbered.

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2. All required documents shall be complete, legible, and executed by an individual authorized to legally bind the Bidder, where applicable.

3. Bidders are responsible for ensuring that all required documentation is submitted in accordance with this IFB prior to the applicable submission deadline.

4. The Agency reserves the right to waive minor formatting deficiencies that do not affect the responsiveness of the Bid, where permitted by applicable procurement requirements.

Bidders shall utilize only the forms, certifications, and attachments furnished by the Agency. Except as expressly authorized by this IFB or an issued Addendum, Bidders shall not modify Agency forms, alter pricing schedules, attach conditions to their Bid, submit alternate pricing, or otherwise qualify or limit their Bid. Unauthorized alterations, qualifications, or conditions may result in the Bid being determined non-responsive.

4.2.2 Bid Packaging and Delivery

Each Bidder shall submit the required Phase I hard-copy Bid documents in one (1) sealed envelope or package.

The exterior of the sealed package shall clearly identify:

• IFB Number;

• IFB Title;

• Bidder's legal business name; and

• Bidder's return address.

The Phase I hard-copy Bid shall include:

• One (1) original paper copy clearly marked "ORIGINAL";

• All required forms, certifications, and attachments identified in this IFB;

• Documents organized and tabbed in the order specified by the Agency; and

• Documents submitted unfolded in a sealed envelope or package.

The Bidder is solely responsible for ensuring timely delivery of its Bid.

Late Bid submissions, regardless of the reason for the delay, shall not be accepted and, whenever practical, shall be returned unopened.

4.2.3 Communications During the Procurement

The Agency's Contracting Officer shall serve as the sole point of contact for this procurement.

All questions, requests for interpretation, requests for clarification, and other communications concerning this Invitation for Bids (IFB) shall be submitted exclusively through the Question and Answer feature of the Agency's eProcurement Marketplace.

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Except as otherwise authorized by this IFB, Bidders shall not contact any Agency employee, officer, department, evaluation committee member, Board member, consultant, or other representative regarding this procurement.

Unauthorized communications may result in the Bid being determined non-responsive or such other action as permitted by applicable procurement requirements.

4.2.4 Addenda

The Agency reserves the right to amend, modify, clarify, or otherwise revise this Invitation for Bids (IFB) at any time prior to the Bid submission deadline by issuing one or more written Addenda through the

Agency's eProcurement Marketplace.

Only written Addenda issued by the Agency shall modify or interpret the requirements of this IFB. Oral statements, explanations, interpretations, or representations made by Agency personnel shall not modify the requirements of this IFB and shall not be relied upon by any Bidder.

Each Bidder is solely responsible for monitoring the Agency's eProcurement Marketplace for the issuance of Addenda and shall acknowledge receipt of all Addenda as required by this IFB.

Failure to acknowledge receipt of any Addendum, when required, may result in the Bid being determined non-responsive.

No interpretation, clarification, or response to a Bidder's question shall be binding unless incorporated into a written Addendum issued by the Agency.

4.3 Phase I – Required Bid Documents

The following documents shall be submitted by each Bidder as part of the Phase I Initial Bid Submission.

All required documents shall be enclosed within one (1) sealed envelope and received by the Agency no later than the date and time established for bid submission. Failure to submit any required document may result in the Bid being determined non-responsive.

(1) Tab No.

(2)

Required Submission

Phase I – Initial Bid Submission Requirements The following documents shall be submitted by each Bidder in a sealed envelope and received by the Agency no later than the date and time established for bid submission.

Failure to submit any required document may result in the Bid being determined non-responsive.

1 Form of Bid (Attachment A) – Fully completed and executed by an individual authorized to legally bind the Bidder.

2 Form HUD-5369-C – Certifications and Representations of Offerors, Non- Construction Contract (Attachment B) – Fully completed and executed with all required certifications and signatures.

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Attachment R – Supplemental Unit Rate Schedule – Fully completed and submitted as part of the Phase I hard-copy Bid. Attachment R contains non-evaluated pricing that shall become part of the resulting Contract and may be used only for Agency-authorized additional services, emergency response, repairs, unforeseen conditions, additional properties, or other authorized work.

Phase I Submission Notes

• All evaluated pricing, including the Base Bid and all evaluated unit prices, shall be submitted only through the Agency's eProcurement Marketplace in accordance with Section 4.4 – Electronic Pricing

Schedule and Pricing Requirements.

• Evaluated pricing shall not be included, referenced, or otherwise disclosed within the Phase I hard-copy

Bid submission.

• In the event evaluated pricing is included within the hard-copy Bid submission, the Agency reserves the right to determine the Bid to be non-responsive in accordance with this IFB and…