18-ITB Interior and Exterior Painting 2026.pdf

Invitation for Bid

Interior and Exterior Painting

Contract No. 2026-10

For:

Affiliate Properties George A. Hoverter Homes Hillside Village Jackson Tower John A.F. Hall Manor Lick Tower Morrison Tower M.W. Smith Homes Scattered Sites William Howard Day Homes

Harrisburg Housing Authority 351 Chestnut Street

Harrisburg PA 17101-2785

(717) 232-6781

Dated: July 1, 2026

An Equal Opportunity Employer an Equal Housing Provider

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Table of Contents

Invitation for Bids Background Properties of the Harrisburg Housing Authority Description of this Properties Scope of Services - Interior/Exterior Painting

Preparation Wall Repair (if requested at additional charge) Clean Up

Uniforms HHA Policies Workmanship

General Information Labor Compliance

Insurance Requirements

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Invitation for Bids

Harrisburg Housing Authority is accepting online bids for the following services Wednesday, July 9, 2025 at the times indicated:

2026-10 – Interior and Exterior Painting

The solicitation will be available electronically beginning Wednesday, July 1, 2026, at 5:00 PM through HHA's E-Procurement platform, accessible through the vendor registration link located on the Harrisburg Housing Authority website.

A non-mandatory pre-bid conference and site visit will be held on Tuesday, July 14, 2026. Additional details regarding the meeting location and time are provided within the solicitation documents.

Questions and requests for information regarding the solicitation documents shall be submitted through the E-Procurement platform no later than the deadline specified in the solicitation documents.

Sealed electronic bids must be submitted through the E-Procurement platform no later than 2:00 PM on Friday, July 31, 2026, at which time bids will be publicly opened in accordance with HHA procedures.

All bidders must adhere to the provisions for Equal Employment Opportunity and payment of not less than applicable Department of Labor Prevailing Wage Rates as set forth in the solicitation documents.

HHA reserves the right to reject any or all bids and to waive any informalities or irregularities in the bidding process. No bidder may withdraw its bid for a period of sixty (60) days following the bid opening date.

HARRISBURG HOUSING AUTHORITY

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Background The Harrisburg Housing Authority (HHA) is a nonprofit governmental entity enabled under the laws of Pennsylvania, and whose primary contract is with the U.S. Department of Housing and Urban Development (HUD). The agency was organized in 1937 under the U.S. Housing Act for the acquisition, development, modernization, operation, and administration of public housing programs. The primary purpose of HHA is to provide safe, decent, sanitary, and affordable housing to the elderly and low-income families in the City and to operate housing programs in accordance with federal legislation.

The HHA currently owns and manages approximately 1,640 low-Income Public Housing units and administers 1,200 Housing Choice Voucher Program units.

Properties of the Harrisburg Housing Authority

WILLIAM HOWARD DAY HOMES (PA 8-1) HOVERTER HOMES (PA 8-2)

JOHN A.F. HALL MANOR (PA 8-3) HILLSIDE VILLAGE (PA 8-4)

M.W. SMITH HOMES (PA 8-5) JACKSON TOWER (PA 8-6)

MORRISON TOWER (PA 8-7) LICK TOWER (PA 8-9)

SCATTERED SITES (PA 8-10)

Description of this Properties

Name of Development # Units Type of Units Location

William Howard Day Homes 218 Efficiencies & 1, 2, 3, 4

Bedroom 1300 Community Drive Harrisburg PA 17103

George A. Hoverter Homes 233 Efficiencies & 1, 2, 3, 4

Bedroom 1260 Oyler Road Harrisburg PA 17104

John A.F. Hall Manor Homes 538 1, 2, 3, 4 Bedroom 17th & Hanover Street

Harrisburg PA 17104

Hillside Village 70 2, 3 Bedroom 12th & Reily Street Harrisburg PA 17103

M.W. Smith Homes 80 2, 3, 4 Bedroom Cameron & Calder St Harrisburg PA 17103

Jackson Tower 159 Efficiencies & 1 Br-(Elderly) High-Rise–(13 stories)

1315 N. 6th Street Harrisburg PA 17102

Morrison Tower 119 Efficiencies & 1 Br-(Elderly) High-Rise–(12 stories)

351 Chestnut Street Harrisburg PA 17101

Lick Tower (Currently under renovation)

144 Efficiencies & 1 Br-(Elderly) High-Rise–(13 stories)

1301 N. 6th Street Harrisburg PA 17102

Scattered Sites 79 2, 3, 4, 5 Bedroom Various Locations Total Units 1,640

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Scope of Services - Interior/Exterior Painting

The Harrisburg Housing Authority (HHA) is soliciting bids from qualified Contractors to provide interior and exterior painting services. The selected Contractor(s) shall furnish all labor, tools, equipment, transportation, and supervision necessary to perform the required services for HHA-owned and managed properties located within the City of Harrisburg, including family communities, scattered sites, and high-rise residential buildings.

HHA will furnish all paint and designated painting-related consumable materials required for the work, including but not limited to paint, primers, stain-blocking products, drywall compound, patch materials, and caulking. Bid pricing shall be based on labor only and shall not include the cost of paint or HHA-supplied materials.

This Contract is an indefinite quantity, as-needed services agreement. Work shall be assigned by HHA through written Task Orders, Request for Service (RFS) forms, electronic mail notifications, or other written authorizations. The Contractor shall provide a detailed cost estimate to the HHA Procurement Department, in a timely manner, prior to the commencement of any routine or emergency work assignment.

The Contractor shall be responsible for all costs associated with preparing estimates and obtaining any permits, licenses, or approvals required by law, at no additional cost to HHA. HHA does not guarantee any minimum quantity or dollar amount of work under this Contract and reserves the right to award contracts to one or more Contractors and to distribute work among awarded Contractors in a manner determined to be in the best interest of the Authority.

The AMP Director will ensure that apartment will be vacated and empty of debris before Contractor starts painting, unless otherwise noted as an occupied unit. Contractors’ personnel shall not enter an occupied unit until given access by a person known to be an HHA staff person.

The following items will be supplied by the HHA:

• Paints

• Stain Killers

• Primer

• Drywall Compound

• Patch Materials

• Latex Caulking

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The Contractor shall provide all labor, tools, equipment, supervision, and transportation necessary to perform the Scope of Services within two (2) calendar days of receipt of the RFS e-mail notification for work requiring up to two (2) coats of paint. One (1) additional calendar day shall be permitted for each additional coat required. Contractors shall provide an electronic acknowledgment of receipt of the RFS notification to HHA upon receipt.

Days shall be calculated as follows:

• Requests issued prior to 12:00 p.m. (Noon) shall count that same day as Day 1 (e.g., an RFS issued on Monday at 9:00 a.m. would make Monday Day 1).

• Requests issued after 12:00 p.m. (Noon) shall count the following business day as Day 1 (e.g., an RFS issued on Monday at 1:00 p.m. would make Tuesday Day 1)

Contractor shall provide the following services:

Preparation

Care is to be exercised to prevent unnecessary clean up due to lack of preparation.

(i.e. tape, plastic, and drop cloths must be used for drip and overspray protection) Caution shall be taken to prevent painting the following items:

• Sprinkler heads and escutcheon

• Smoke detectors

• Carbon monoxide detectors

• Outlets and covers

• Switches and covers

• Cabinets (unless noted to paint)

• Brick

• Woodwork

• Light fixtures

• Bathroom fixtures

• Blinds

• Shower Rods

Contractor shall inquire from the site designee as to areas and/or objects required to be painted as well as those excluded, as these may vary among the communities.

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Wall Repair (if requested at additional charge)

Wall repair may be requested by sites for an additional charge.

• Scrape loose, cracked, peeling, blistered surfaces

• Repair holes up to 4” in diameter and all cracks regardless of size,

1. feather edges

2. dull gloss surfaces

Interior Painting

If more than one coat of paint/primer is required, all subsequent coats are to be billed on the following scale.

• Automatic 2 coats – 100%

• Third coat – 50%

UOM Area Type of Paint 1 or 5 gallon

Majority of Areas in Unit (Walls, ceilings, door frames)

Latex-base Eggshell Color: Antique white

1 gallon Bathroom

Prime with mold-killing primer Latex Base - Semi- Gloss Color: Antique White

1 gallon Interior Doors

Latex Base Semi-Gloss

1 gallon Exterior or Entrance Door Semi-Gloss Color: Door Beige

1 gallon Interior Heat Registers Semi Gloss Color: Door Beige

1 gallon

Window and Entrance Door Frames

Semi-Gloss Color: Bronze tone

1 gallon

Kitchen Cabinets (Hall Manor Only)

Semi-Gloss Color: Hall Manor cabinet

1 can Inside of Bathroom Medicine

Oil Spray enamel Color: White

1 gallon Exterior Storm Doors DTM Semi-Gloss Color: TBD by Site and Row

1 can Kitchen Circline light fixture

Oil spray white enamel

1 gallon Window Sills Banisters Hand Rails

Pre-Catalyzed Enamel Semi-Gloss

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Exterior Painting

Exterior paint colors and areas to be painted will be site dependent. Contractor will be given paint colors and instruction as to what needs painted by the site designee. Contractor must provide a written quote to the Procurement Department and receive HHA authorization prior to exterior painting.

Clean Up

• Contractor will be responsible for protecting the work area or site and maintaining it in a safe condition at all times. Contractor shall be aware that children, elderly, and the disabled may be present at the work area or site

• Contractor shall keep work areas or sites free from accumulation of excess debris at all times.

No equipment or material may be stored on a property site without the prior approval of an AMP Director or Site Foreman. Contractor is solely responsible for the security of all equipment, material and premises during the performance of the job

Upon completion of the work, or at the end of the day, whichever is less, Contractor shall leave all work areas “broom clean,” free of paint spatter, in a safe and sanitary condition, with all windows and door secured

Uniforms

Contractor Personnel Identification All Contractor personnel shall wear distinctive uniform clothing, a company-issued baseball cap, or visible work identification displaying the Contractor's name while performing work on any HHA property.

HHA Policies

HHA is a smoke-free housing authority in accordance with federal requirements. Smoking is prohibited within seventy-five (75) feet of any HHA-owned building. Failure to comply with this policy may result in removal from the property and may constitute grounds for contract termination.

Parking enforcement is in effect at all HHA properties. Contractors shall comply with all posted parking restrictions and regulations at each community. The Contractor shall be solely responsible for any fines, citations, or towing charges resulting from improperly parked vehicles.

Workmanship

All work performed under this Contract shall be subject to inspection and approval by the designated HHA representative or site designee. Upon completion of the work, the Contractor shall notify the site designee to schedule an inspection.

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Following satisfactory completion and acceptance of the work, HHA will provide the Contractor with a completed Request for Service (RFS) form or other authorized work completion documentation.

The Contractor shall submit a copy of the signed RFS with its invoice to facilitate payment processing.

If the work is determined to be deficient or does not meet HHA standards, the Contractor shall, at no additional cost to HHA, correct any defective workmanship and replace or repair any defective materials or equipment supplied by the Contractor within two (2) business days of receiving written notification of the deficiency from HHA.

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General Information

Labor Compliance This Contract is funded, in whole or in part, with federal funds and is therefore subject to applicable federal labor standards requirements administered by the U.S. Department of Housing and Urban Development (HUD) Office of Labor Relations (OLR). Prime Contractors and approved subcontractors shall pay laborers and mechanics employed in the performance of maintenance work not less than the applicable HUD-determined prevailing wage rates as set forth in the contract documents and in accordance with HUD Form 52158, Maintenance Wage Rate Determination.

These prevailing wage requirements are made applicable to public housing maintenance activities pursuant to the United States Housing Act of 1937, as amended.

The Contractor shall pay laborers and mechanics no less than the wage rates and fringe benefits identified in the applicable HUD Form 52158 attached to this solicitation.

Job Classifications

Hourly Rate

Fringe Benefits

Maintenance Aide

24.53 8.88

If fringe benefits are not provided as bona fide benefits, the equivalent amount must be paid to employees as additional cash wages.

No portion of the services covered under this Contract shall be subcontracted without the prior written approval of the Harrisburg Housing Authority. HHA reserves the right to approve or reject any proposed subcontractor or subcontracted work if it determines such subcontracting is not in the best interest of the Authority.

Proposal Submission Requirements

In accordance with 2 CFR §200.318 and the Harrisburg Housing Authority Procurement Policy, no officer, employee, or agent of HHA shall participate in the selection, award, or administration of a contract if a real or apparent conflict of interest exists. Any actual, potential, or perceived conflict of interest shall be disclosed in writing to HHA and resolved prior to participation in the procurement process.

Bidder's Representation

The Bidder represents that it has carefully reviewed the solicitation documents and has satisfied itself as to the nature and location of the work, the conditions under which the work is to be performed, and all requirements affecting performance under the Contract. Following execution of the Contract, the Contractor shall not make claims based upon insufficient information, misunderstood conditions, or incorrectly assumed circumstances that could reasonably have been identified prior to submission of the bid.

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Specifications

Upon receipt of the solicitation documents, the Bidder shall carefully examine the documents for completeness and condition and shall notify HHA in writing within three (3) business days of receipt of any omissions, discrepancies, or deficiencies discovered therein. Failure to provide such notice shall constitute acknowledgment that the solicitation documents were received complete and in acceptable condition and contain all materials identified in the Table of Contents. A as prescribed, the documents shall be considered received by the Bidder complete and in good condition. SPECIFICATIONS contain all the material listed in the Table of Contents.

Term of Contract This Contract shall be effective for a period of one (1) year commencing on the date the Contract is fully executed by all parties, unless earlier terminated or amended in accordance with the terms and conditions of the Contract.

The Contractor shall have no authority to commence work or incur costs chargeable to HHA prior to receipt of a fully executed Contract and written authorization to proceed from HHA.

HHA shall not authorize payment for any services performed, labor provided, materials purchased, or costs incurred by the Contractor prior to the effective date of the Contract or prior to the issuance of an authorized Request for Service (RFS), Task Order, or other written authorization issued by HHA.

The Contract shall not become effective until it has been approved and executed by the parties and all required approvals have been obtained from the authorities having jurisdiction over the Contract.

Insurance Requirements Prior to award (but not as part of the submission of the proposal), the successful Respondent will be required to produce the following:

• An original certificate evidencing the Respondent’s current industrial (workers compensation) insurance carrier and coverage amount;

• An original certificate, naming the HHA as an additional insured, showing the entity’s general liability insurance coverage (minimum of $500,000 each occurrence, general aggregate minimum limit of $1,000,000), with fire damage of $50,000, with a deductible of not greater than $1,000;

• An original certificate showing the Respondent's automobile insurance coverage in a combined single limit of $1,000,000. For every vehicle utilized during the term of this program, when not owned by the entity, each vehicle must have evidence of automobile insurance coverage with limits of no less than $50,000/$100,000 and medical payment of $5,000.

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• A copy of the Respondent’s Harrisburg Mercantile License allowing that entity to provide services within the City of Harrisburg. Info available at:

https://cityofharrisburg.zendesk.com/hc/en-us/articles/204527970-Business- Privilege-and-Mercantile-License

• W-9 form. Info available at: http://www.irs.gov/pub/irs-pdf/fw9.pdf

The aforementioned requested information shall be entered where requested on the Vendor Information Form under Tab 3 (DO NOT ATTACH COPIES WITHIN THE PROPOSAL SUBMITTAL--HHA will garner the necessary certificates from the successful Respondent prior to contract execution).

https://cityofharrisburg.zendesk.com/hc/en-us/articles/204527970-Business-Privilege-and-Mercantile-License https://cityofharrisburg.zendesk.com/hc/en-us/articles/204527970-Business-Privilege-and-Mercantile-License http://www.irs.gov/pub/irs-pdf/fw9.pdf

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Invoicing and Payments Contractor shall submit detailed billing to HHA within 30 days of job completion.

To receive any payment due, submit invoices of completed work to the headquarters address of HHA, 351 Chestnut Street, Harrisburg, PA 17101-2785. You can also email your invoices to procurement@harrisburghousing.org for faster processing. ACH payment is also available.

The Harrisburg Housing Authority is tax exempt. A tax exemption certificate will be furnished upon request.

Payment terms for approved invoices are on a net/30-day basis, and shall be formatted as follows:

Company name, address, and telephone number;

Invoice number, HHA purchase order, contract number, and task order number;

o Harrisburg Housing Authority prohibits billing of multiple sites on one invoice.

o Names of personnel or titles, i.e.: R. Jones, or Tech 1, Tech 2 A daily summary of work detail performed shall be maintained and accompany contractor’s invoices o Work site location o Description of work performed with date of service o Wage rates by classification o Number of hours worked o Itemization of material/equipment used

Contractors must submit MBE/WBE/Section 3 utilization reports with invoicing.

o If invoice frequency is greater than monthly, one submission per month is required.

o If the composition of the work force does not waver, one submission annually is required.

Attach the completed Request For Service (RFS) form, with approval/signature by HHA staff of satisfactory completion. This is the form initiated by HHA requesting the contractor's services.

FAILURE TO PROVIDE THIS INFORMATION IN ACCORD WITH THE FORMATTING

REQUIREMENTS MAY DELAY THE PROCESSING OF INVOICES.

Insurance Requirements