Grass Cutting Services

The Housing Authority of the City of Allentown

1339 Allen Street

Allentown, Pennsylvania 18102-2191

Contract # 2026-006-000-50-4430021

January 6, 2027

BID INVITATION FORM

Bid # 2026-006-000-50-4430021

This invitation to bid, with your proposal, must be submitted electronically The bid is to be submitted prior to opening at the time and date shown below. Bids will also be opened electronically.

Name of Firm

City State

Bid Opening Date & Time

Tuesday, December 1, 2027, 10:00 AM Contact Telephone

Title of Bid

Grass Cutting Services – Bid # 2026-006-000-50-4430021

Bidders Agree to Comply with All Conditions as Stated.

All Documents to Be Returned with Proposal – Unsigned Bids Will Not Be Accepted.

Advertised in:

( X ) Newspaper Name The Morning Call Date 10/20, 10/28, 11/2/2026

( X ) Other Name https://www.pennbid.com Date 10/20/2026

( X ) Other Name http://classifieds.mcall.com/ Date 10/20/2026-11/17/2026

( ) Other Name Date

INDEX

Grass Cutting Services at sites located within the City of Allentown Bid Documents for Contract # 2026-006-000-50-4430021

Procurement and Contracting Requirements

BIDDING INSTRUCTIONS

1 – Invitation to Bid 2 – Instructions to Bidders (HUD 5369) 3 – Bid Submittal Checklist

SCOPE OF BID

4 – General Conditions, Site Locations, Scope of Work, Specifications, Appendix A – Site Drawings

BIDDING DOCUMENTS

5 – Bid Form 6 – Representations, Certifications and Other Statement of Bidders (HUD 5369-A) 7 – Form of Non-Collusion Affidavit 8 – Statement of Bidders Qualifications 9 – Certified Statement (Debarment) 10 – N/A – Bid Bond Not Required 11 – Certificate as to Corporate Principal

CONTRACTING REQUIREMENTS

12 – Contract (Sample) 13 – Stipulation against Liens 14 – Maintenance Wage Rate Decision (HUD 52158) 15 – Section 3 Compliance Documents 16 – Affirmative Action Program 17 – Business License 18 – Request for Acceptance of Contractor 19 – Instructions for Non-Constructions (HUD 5369-B) 20 – General Conditions for Non-Construction (HUD5370-C) http://classifieds.mcall.com/

INTENTIONALLY LEFT BLANK

INVITATION TO BID

and PROPOSAL

Invitation to Bid

THE HOUSING AUTHORITY

of the City of Allentown

1339 Allen Street

Allentown, Pennsylvania 18102-2191

Section 1 Page 1

Grass Cutting

Bid No. 2026-006-000-50-4430021

INVITATION TO BID

Grass Cutting Services

Housing Authority of the City of Allentown, PA

The Housing Authority of the City of Allentown, PA is requesting sealed bids to provide Grass Cutting Services at various Housing Authority properties located within the City of Allentown, as specified in Bid No. 2026-006-000-50-4430021. All bids are subject to applicable State and Federal Laws.

Bid documents containing full specifications and submission requirements may be obtained through The PennBid Program at https://pennbid.bonfirehub.com/

A pre-bid conference will be held on Tuesday, November 3, 2026, at 9:00 AM in the Administrative Offices at Gross Towers, 1339 W. Allen Street, Allentown, PA 18102. All prospective bidders are encouraged to attend and bring a copy of the bid document.

Questions must be submitted in writing using the “Ask a Question” feature on the PennBid website no later than Tuesday, November 17, 2026, at 12:00 PM (Noon). Responses to all questions will be issued no later than Friday, November 20, 2026, at 3:00 PM.

Completed bid submissions must be electronically submitted through https://pennbid.bonfirehub.com/projects no later than 10:00 AM on Tuesday, December 1, 2026. Late submissions will not be accepted.

Allentown Housing Authority Fred Bañuelos, Chairman Julio A. Guridy, Executive Director https://pennbid.bonfirehub.com/ https://pennbid.bonfirehub.com/projects

Previous edition is obsolete form HUD-5369 (10/2002)

Instructions to Bidders for Contracts Public and Indian Housing Programs

U.S. Department of Housing and Urban Development Office of Public and Indian Housing

Section 2 Page 1

Instructions to Bidders for Contracts Public and Indian Housing Programs

Table of Contents Clause Page

1. Bid Preparation and Submission 1

2. Explanations and Interpretations to Prospective Bidders 1

3. Amendments to Invitations for Bids 1

4. Responsibility of Prospective Contractor 1

5. Late Submissions, Modifications, and Withdrawal of Bids 1

6. Bid Opening 2

7. Service of Protest 2

8. Contract Award 2

9. Bid Guarantee 3

10. Assurance of Completion 3

11. Preconstruction Conference 3

12. Indian Preference Requirements 3

1. Bid Preparation and Submission

(a) Bidders are expected to examine the specifications, drawings, all instructions, and, if applicable, the construction site (see also the contract clause entitled Site Investigation and Conditions Affect-ing the Work of the General Conditions of the Contract for Construc-tion). Failure to do so will be at the bidders’ risk.

(b) All bids must be submitted on the forms provided by the Public Housing Agency/Indian Housing Authority (PHA/IHA). Bidders shall furnish all the information required by the solicitation. Bids must be signed and the bidder’s name typed or printed on the bid sheet and each continuation sheet which requires the entry of information by the bidder. Erasures or other changes must be initialed by the person signing the bid. Bids signed by an agent shall be accompanied by evidence of that agent’s authority. (Bidders should retain a copy of their bid for their records.)

(c) Bidders must submit as part of their bid a completed form HUD- 5369-A, “Representations, Certifications, and Other Statements of Bidders.”

(d) All bid documents shall be sealed in an envelope which shall be clearly marked with the words “Bid Documents,” the Invitation for Bids (IFB) number, any project or other identifying number, the bidder’s name, and the date and time for receipt of bids.

(e) If this solicitation requires bidding on all items, failure to do so will disqualify the bid. If bidding on all items is not required, bidders should insert the words “No Bid” in the space provided for any item on which no price is submitted.

(f) Unless expressly authorized elsewhere in this solicitation, alter-nate bids will not be considered.

(g) Unless expressly authorized elsewhere in this solicitation, bids submitted by telegraph or facsimile (fax) machines will not be considered.

(h) If the proposed contract is for a Mutual Help project (as de-scribed in 24 CFR Part 905, Subpart E) that involves Mutual Help contributions of work, material, or equipment, supplemental informa-tion regarding the bid advertisement is provided as an attachment to this solicitation.

2. Explanations and Interpretations to Prospective Bidders

(a) Any prospective bidder desiring an explanation or interpretation of the solicitation, specifications, drawings, etc., must request it at least 7 days before the scheduled time for bid opening. Requests may be oral or written. Oral requests must be confirmed in writing.

The only oral clarifications that will be provided will be those clearly related to solicitation procedures, i.e., not substantive technical information. No other oral explanation or interpretation will be provided. Any information given a prospective bidder concerning this solicitation will be furnished promptly to all other prospective bidders as a written amendment to the solicitation, if that information is necessary in submitting bids, or if the lack of it would be prejudicial to other prospective bidders.

(b) Any information obtained by, or provided to, a bidder other than by formal amendment to the solicitation shall not constitute a change to the solicitation.

3. Amendments to Invitations for Bids

(a) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged.

(b) Bidders shall acknowledge receipt of any amendment to this solicitation (1) by signing and returning the amendment, (2) by identifying the amendment number and date on the bid form, or (3) by letter, telegram, or facsimile, if those methods are authorized in the solicitation. The PHA/IHA must receive acknowledgement by the time and at the place specified for receipt of bids. Bids which fail to acknowledge the bidder’s receipt of any amendment will result in the rejection of the bid if the amendment(s) contained information which substantively changed the PHA’s/IHA’s requirements.

(c) Amendments will be on file in the offices of the PHA/IHA and the Architect at least 7 days before bid opening.

4. Responsibility of Prospective Contractor

(a) The PHA/IHA will award contracts only to responsible prospec-tive contractors who have the ability to perform successfully under the terms and conditions of the proposed contract. In determining the responsibility of a bidder, the PHA/IHA will consider such matters as the bidder’s:

(1) Integrity;

(2) Compliance with public policy;

(3) Record of past performance; and

(4) Financial and technical resources (including construction and technical equipment).

(b) Before a bid is considered for award, the bidder may be re-quested by the PHA/IHA to submit a statement or other documenta-tion regarding any of the items in paragraph (a) above. Failure by the bidder to provide such additional information shall render the bidder nonresponsible and ineligible for award.

Section 2 Page 2

5. Late Submissions, Modifications, and Withdrawal of Bids

(a) Any bid received at the place designated in the solicitation after the exact time specified for receipt will not be considered unless it is received before award is made and it:

(1) Was sent by registered or certified mail not later than the fifth calendar day before the date specified for receipt of offers (e.g., an offer submitted in response to a solicitation requiring receipt of offers by the 20th of the month must have been mailed by the 15th);

(2) Was sent by mail, or if authorized by the solicitation, was sent by telegram or via facsimile, and it is determined by the PHA/IHA that the late receipt was due solely to mishandling by the PHA/IHA after receipt at the PHA/IHA; or

(3) Was sent by U.S. Postal Service Express Mail Next Day Service - Post Office to Addressee, not later than 5:00 p.m. at the place of mailing two working days prior to the date specified for receipt of proposals. The term “working days” excludes weekends and observed holidays.

(b) Any modification or withdrawal of a bid is subject to the same conditions as in paragraph (a) of this provision.

(c) The only acceptable evidence to establish the date of mailing of a late bid, modification, or withdrawal sent either by registered or certified mail is the U.S. or Canadian Postal Service postmark both on the envelope or wrapper and on the original receipt from the U.S.

or Canadian Postal Service. Both postmarks must show a legible date or the bid, modification, or withdrawal shall be processed as if mailed late. “Postmark” means a printed, stamped, or otherwise placed impression (exclusive of a postage meter machine impres-sion) that is readily identifiable without further action as having been supplied and affixed by employees of the U.S. or Canadian Postal Service on the date of mailing. Therefore, bidders should request the postal clerk to place a hand cancellation bull’s-eye postmark on both the receipt and the envelope or wrapper.

(d) The only acceptable evidence to establish the time of receipt at the PHA/IHA is the time/date stamp of PHA/IHA on the proposal wrapper or other documentary evidence of receipt maintained by the PHA/IHA.

(e) The only acceptable evidence to establish the date of mailing of a late bid, modification, or withdrawal sent by Express Mail Next Day Service-Post Office to Addressee is the date entered by the post office receiving clerk on the “Express Mail Next Day Service-Post Office to Addressee” label and the postmark on both the envelope or wrapper and on the original receipt from the U.S. Postal Service.

“Postmark” has the same meaning as defined in paragraph (c) of this provision, excluding postmarks of the Canadian Postal Service.

Therefore, bidders should request the postal clerk to place a legible hand cancellation bull’s eye postmark on both the receipt and Failure by a bidder to acknowledge receipt of the envelope or wrapper.

(f) Notwithstanding paragraph (a) of this provision, a late modifica-tion of an otherwise successful bid that makes its terms more favorable to the PHA/IHA will be considered at any time it is received and may be accepted.

(g) Bids may be withdrawn by written notice, or if authorized by this solicitation, by telegram (including mailgram) or facsimile machine transmission received at any time before the exact time set for opening of bids; provided that written confirmation of telegraphic or facsimile withdrawals over the signature of the bidder is mailed and postmarked prior to the specified bid opening time. A bid may be withdrawn in person by a bidder or its authorized representative if, before the exact time set for opening of bids, the identity of the person requesting withdrawal is established and the person signs a receipt for the bid.

6. Bid Opening All bids received by the date and time of receipt specified in the solicitation will be publicly opened and read. The time and place of opening will be as specified in the solicitation. Bidders and other interested persons may be present.

7. Service of Protest

(a) Definitions. As used in this provision:

“Interested party” means an actual or prospective bidder whose direct economic interest would be affected by the award of the contract.

“Protest” means a written objection by an interested party to this solicitation or to a proposed or actual award of a contract pursuant to this solicitation.

(b) Protests shall be served on the Contracting Officer by obtaining written and dated acknowledgement from —

[Contracting Officer designate the official or location where a protest may be served on the Contracting Officer]

(c) All protests shall be resolved in accordance with the PHA’s/ IHA’s protest policy and procedures, copies of which are maintained at the PHA/IHA.

8. Contract Award

(a) The PHA/IHA will evaluate bids in response to this solicitation without discussions and will award a contract to the responsible bidder whose bid, conforming to the solicitation, will be most advan-tageous to the PHA/IHA considering only price and any price-related factors specified in the solicitation.

(b) If the apparent low bid received in response to this solicitation exceeds the PHA’s/IHA’s available funding for the proposed contract work, the PHA/IHA may either accept separately priced items (see 8(e) below) or use the following procedure to determine contract award. The PHA/IHA shall apply in turn to each bid (proceeding in order from the apparent low bid to the high bid) each of the separately priced bid deductible items, if any, in their priority order set forth in this solicitation. If upon the application of the first deductible item to all initial bids, a new low bid is within the PHA’s/IHA’s available funding, then award shall be made to that bidder. If no bid is within the available funding amount, then the PHA/IHA shall apply the second deductible item. The PHA/IHA shall continue this process until an evaluated low bid, if any, is within the PHA’s/IHA’s available funding. If upon the application of all deductibles, no bid is within the PHA’s/IHA’s available funding, or if the solicitation does not request separately priced deductibles, the PHA/IHA shall follow its written policy and procedures in making any award under this solicitation.

(c) In the case of tie low bids, award shall be made in accordance with the PHA’s/IHA’s written policy and procedures.

(d) The PHA/IHA may reject any and all bids, accept other than the lowest bid (e.g., the apparent low bid is unreasonably low), and waive informalities or minor irregularities in bids received, in accordance with the PHA’s/IHA’s written policy and procedures.

Section 2 Page 3

Mr. Daniel R. Farrell Executive Director Allentown Housing Authority Administrative Office 1339 W. Allen Street Allentown, PA 18102-2191

(e) Unless precluded elsewhere in the solicitation, the PHA/IHA may accept any item or combination of items bid.

(f) The PHA/IHA may reject any bid as nonresponsive if it is materially unbalanced as to the prices for the various items of work to be performed. A bid is materially unbalanced when it is based on prices significantly less than cost for some work and prices which are significantly overstated for other work.

(g) A written award shall be furnished to the successful bidder within the period for acceptance specified in the bid and shall result in a binding contract without further action by either party.

9. Bid Guarantee (applicable to construction and equip-ment contracts exceeding $25,000)

All bids must be accompanied by a negotiable bid guarantee which shall not be less than five percent (5%) of the amount of the bid. The bid guarantee may be a certified check, bank draft, U.S. Government Bonds at par value, or a bid bond secured by a surety company acceptable to the U.S. Government and authorized to do business in the state where the work is to be performed. In the case where the work under the contract will be performed on an Indian reservation area, the bid guarantee may also be an irrevocable Letter of Credit (see provision 10, Assurance of Completion, below). Certified checks and bank drafts must be made payable to the order of the PHA/IHA. The bid guarantee shall insure the execution of the contract and the furnishing of a method of assurance of completion by the successful bidder as required by the solicitation. Failure to submit a bid guarantee with the bid shall result in the rejection of the bid. Bid guarantees submitted by unsuccessful bidders will be returned as soon as practicable after bid opening.

10. Assurance of Completion

(a) Unless otherwise provided in State law, the successful bidder shall furnish an assurance of completion prior to the execution of any contract under this solicitation. This assurance may be [Contracting Officer check applicable items] —

[ ] (1) a performance and payment bond in a penal sum of 100 percent of the contract price; or, as may be required or permitted by State law;

contract price payable is annual installments;

[ ] (3) a 20 percent cash escrow;

[ ] (4) a 25 percent irrevocable letter of credit; or, [ ] (5) an irrevocable letter of credit for 10 percent of the total contract price with a monitoring and disbursements agreement with the IHA (applicable only to contracts awarded by an IHA under the Indian Housing Program).

(b) Bonds must be obtained from guarantee or surety companies acceptable to the U.S. Government and authorized to do business in the state where the work is to be performed. Individual sureties will not be considered. U.S. Treasury Circular Number 570, published annually in the Federal Register, lists companies approved to act as sureties on bonds securing Government contracts, the maximum underwriting limits on each contract bonded, and the States in which the company is licensed to do business. Use of companies listed in this circular is mandatory. Copies of the circular may be downloaded on the U.S. Department of Treasury website http:// www.fms.treas.gov/c570/index.html, or ordered for a minimum fee by contacting the Government Printing Office at (202) 512-2168.

(c) Each bond shall clearly state the rate of premium and the total amount of premium charged. The current power of attorney for the person who signs for the surety company must be attached to the bond. The effective date of the power of attorney shall not precede the date of the bond. The effective date of the bond shall be on or after the execution date of the contract.

(d) Failure by the successful bidder to obtain the required assur-ance of completion within the time specified, or within such extended period as the PHA/IHA may grant based upon reasons determined adequate by the PHA/IHA, shall render the bidder ineligible for award. The PHA/IHA may then either award the contract to the next lowest responsible bidder or solicit new bids. The PHA/IHA may retain the ineligible bidder’s bid guarantee.

11. Preconstruction Conference (applicable to construction contracts)

After award of a contract under this solicitation and prior to the start of work, the successful bidder will be required to attend a preconstruction conference with representatives of the PHA/IHA and its architect/engineer, and other interested parties convened by the PHA/IHA. The conference will serve to acquaint the participants with the general plan of the construction operation and all other require-ments of the contract (e.g., Equal Employment Opportunity, Labor Standards). The PHA/IHA will provide the successful bidder with the date, time, and place of the conference.

12. Indian Preference Requirements (applicable only if this solicitation is for a contract to be performed on a project for an Indian Housing Authority)

(a) HUD has determined that the contract awarded under this solicitation is subject to the requirements of section 7(b) of the Indian Self-Determination and Education Assistance Act (25 U.S.C. 450e(b)).

Section 7(b) requires that any contract or subcontract entered into for the benefit of Indians shall require that, to the greatest extent feasible

(1) Preferences and opportunities for training and employment (other than core crew positions; see paragraph (h) below) in connec-tion with the administration of such contracts or subcontracts be given to qualified “Indians.” The Act defines “Indians” to mean persons who are members of an Indian tribe and defines “Indian tribe” to mean any Indian tribe, band, nation, or other organized group or community, including any Alaska Native village or regional or village corporation as defined in or established pursuant to the Alaska Native Claims Settlement Act, which is recognized as eligible for the special programs and services provided by the United States to Indians because of their status as Indians; and,

(2) Preference in the award of contracts or subcontracts in connection with the administration of contracts be given to Indian organizations and to Indian-owned economic enterprises, as de-fined in section 3 of the Indian Financing Act of 1974 (25 U.S.C.

1452). That Act defines “economic enterprise” to mean any Indian-owned commercial, industrial, or business activity established or organized for the purpose of profit, except that the Indian ownership must constitute not less than 51 percent of the enterprise; “Indian organization” to mean the governing body of any Indian tribe or entity established or recognized by such governing body; “Indian” to mean any person who is a member of any tribe, band, group, pueblo, or community which is recognized by the Federal Government as eligible for services from the Bureau of Indian Affairs and any “Native” as defined in the Alaska Native Claims Settlement Act; and Indian “tribe” to mean any Indian tribe, band, group, pueblo, or community including Native villages and Native groups (including

Section 2 Page 4

[ ] (2) performance bonds for 100 percent or more of the corporations organized by Kenai, Juneau, Sitka, and Kodiak) as defined in the Alaska Native Claims Settlement Act, which is recog-nized by the Federal Government as eligible for services from the Bureau of Indian Affairs.

(b) (1) The successful Contractor under this solicitation shall com-ply with the requirements of this provision in awarding all subcon-tracts under the contract and in providing training and employment opportunities.

(2) A finding by the IHA that the contractor, either (i) awarded a subcontract without using the procedure required by the IHA, (ii) falsely represented that subcontracts would be awarded to Indian enterprises or organizations; or, (iii) failed to comply with the contractor’s employment and training preference bid statement shall be grounds for termination of the contract or for the assessment of penalties or other remedies.

(c) If specified elsewhere in this solicitation, the IHA may restrict the solicitation to qualified Indian-owned enterprises and Indian organi-zations. If two or more (or a greater number as specified elsewhere in the solicitation) qualified Indian-owned enterprises or organiza-tions submit responsive bids, award shall be made to the qualified enterprise or organization with the lowest responsive bid. If fewer than the minimum required number of qualified Indian-owned enter-prises or organizations submit responsive bids, the IHA shall reject all bids and readvertise the solicitation in accordance with paragraph

(d) below.

(d) If the IHA prefers not to restrict the solicitation as described in paragraph (c) above, or if after having restricted a solicitation an insufficient number of qualified Indian enterprises or organizations submit bids, the IHA may advertise for bids from non-Indian as well as Indian-owned enterprises and Indian organizations. Award shall be made to the qualified Indian enterprise or organization with the lowest responsive bid if that bid is -

(1) Within the maximum HUD-approved budget amount estab-lished for the specific project or activity for which bids are being solicited; and

(2) No more than the percentage specified in 24 CFR 905.175(c) higher than the total bid price of the lowest responsive bid from any qualified bidder. If no responsive bid by a qualified Indian-owned economic enterprise or organization is within the stated range of the total bid price of the lowest responsive bid from any qualified enterprise, award shall be made to the bidder with the lowest bid.

(e) Bidders seeking to qualify for preference in contracting or subcontracting shall submit proof of Indian ownership with their bids.

Proof of Indian ownership shall include but not be limited to:

(1) Certification by a tribe or other evidence that the bidder is an Indian. The IHA shall accept the certification of a tribe that an individual is a member.

(2) Evidence such as stock ownership, structure, manage-ment, control, financing and salary or profit sharing arrangements of the enterprise.

(f) (1) All bidders must submit with their bids a statement describ-ing how they will provide Indian preference in the award of subcon-tracts. The specific requirements of that statement and the factors to used by the IHA in determining the statement’s adequacy are included as an attachment to this solicitation. Any bid that fails to include the required statement shall be rejected as nonresponsive.

The IHA may require that comparable statements be provided by subcontractors to the successful Contractor, and may require the Contractor to reject any bid or proposal by a subcontractor that fails to include the statement.

(2) Bidders and prospective subcontractors shall submit a certification (supported by credible evidence) to the IHA in any instance where the bidder or subcontractor believes it is infeasible to provide Indian preference in subcontracting. The acceptance or rejection by the IHA of the certification shall be final. Rejection shall disqualify the bid from further consideration.

(g) All bidders must submit with their bids a statement detailing their employment and training opportunities and their plans to provide preference to Indians in implementing the contract; and the number or percentage of Indians anticipated to be employed and trained.

Comparable statements from all proposed subcontractors must be submitted. The criteria to be used by the IHA in determining the statement(s)’s adequacy are included as an attachment to this solicitation. Any bid that fails to include the required statement(s), or that includes a statement that does not meet minimum standards required by the IHA shall be rejected as nonresponsive.

(h) Core crew employees. A core crew employee is an individual who is a bona fide employee of the contractor at the time the bid is submitted; or an individual who was not employed by the bidder at the time the bid was submitted, but who is regularly employed by the bidder in a supervisory or other key skilled position when work is available. Bidders shall submit with their bids a list of all core crew employees.

(i) Preference in contracting, subcontracting, employment, and training shall apply not only on-site, on the reservation, or within the IHA’s jurisdiction, but also to contracts with firms that operate outside these areas (e.g., employment in modular or manufactured housing construction facilities).

(j) Bidders should contact the IHA to determine if any additional local preference requirements are applicable to this solicitation.

(k) The IHA [ ] does [ ] does not [Contracting Officer check applicable box] maintain lists of Indian-owned economic enterprises and Indian organizations by specialty (e.g., plumbing, electrical, foundations), which are available to bidders to assist them in meeting their responsibility to provide preference in connection with the administration of contracts and subcontracts.

Section 2 Page 5

Section 2 Page 6

THE HOUSING AUTHORITY

Section 3 Page 1

Bid Submittal Checklist

BID SUBMITTAL CHECKLIST

The following represents a list of those documents and materials which will be required in connection with the project. Certain items will be required at the time of the bid submission; failure to submit them will render the bid nonresponsive, which may result in the rejection of the bid by the Owner in accordance with Pennsylvania law; other items will be required after award of the contract but no later than time set for the contract execution. Specific review should be made of documents contained in this Invitation to Bid to ascertain what those documents are and when they are required to be submitted.

This reminder summary is to act as a courtesy to potential bidders to remind them what documents or materials need to be submitted.

Submissions required with bid:

[ ] 5 – Form of Bid

[ ] 6 – Representations, Certifications and Other Statement of Bidders (HUD 5369-A)

[ ] 7 – Form of Non-Collusion Affidavit

[ ] 8 – Statement of Bidders Qualifications

[ ] 9 – Certified Statement (Debarment)

[ ] 11 – Certificate as to Corporate Principal

[ ] 15 – Section 3 Compliance Documents

[ ] 16 – Affirmative Action Program

Once again, this reminder list is submitted to the bidders strictly as courtesy and is not to be binding on the Owner. Responsibility for ascertaining and submitting the documents needed for consideration of the bid, and at appropriate time, falls upon each bidder.

Submissions required after award of contract and on or before the contract execution:

[ ] 13 – Stipulation against Liens

[ ] 17 – Allentown Business License

[ ] 18 – Request for Acceptance of Contractor

[ ] W-9 Form

[ ] Certificate of Insurances

Scope of Bid

Section 4 Page 1

Bid No. 2026-006-000-50-4430021

SCOPE OF BID

It is the intention of the Allentown Housing Authority (AHA) to procure grass cutting services, as specified herein for multiple properties located within the City of Allentown, PA.

Because of ongoing modernization and revitalization projects, the Allentown Housing Authority reserves the right to amend the scope of this bid, remove properties or portions of properties from the service schedule, and prorate the payment schedule accordingly at any time during the term of the Contract.

I. GENERAL CONDITIONS

A. Preparation and Submittal of Bid

Refer to Section 2 of this bid document for HUD-5369 (10/2002), Instructions to Bidders for Contracts, for detailed instructions regarding bid preparation and submission.

1. The Bidder shall at all times observe and comply with all laws, ordinances, and regulations of the Federal, State, and Local Governments which may in any manner affect the preparation of proposals for the performance of the contract.

2. All pages of this solicitation shall be completed and returned with the Bidder’s proposal in order to be considered for award of Contract.

B. Bonding Requirements

There are no bond requirements for this bid.

C. Pricing

1. Minimum Bid Acceptance Period. No bid may be withdrawn for a period of 60 days after the Bid Opening Date.

2. The Housing Authority of the City of Allentown, PA, is exempt from State and Federal taxes.

3. All discounts are to be included in bid prices. Prompt payment discounts will not be considered.

4. All prices shall be based on delivery to the destination indicated, including packaging charges.

5. Machines, equipment, and vehicles shall be fully assembled, serviced, and ready for use.

6. Construction and any service prices shall include all labor, tools, and materials needed to complete the work.

D. Prevailing Wage Rates

1. The U.S. Housing Act of 1937, Section 12(a) mandates the payment of HUD-determined prevailing wage rates to all maintenance laborers and mechanics engaged in the operation of Public Housing Authority (AHA) low-income projects. The HUD-approved Maintenance Wage Rate Decision for the Groundskeeper work classification is recorded on HUD Form 52158 and

Section 4 Page 2 is included in this solicitation in Section 14. In accordance with this legislation, the prevailing hourly wage rates for Bid No. 2026-006-000-50-4430021 and the awarded contract are as follows:

$17.50 – Basic Hourly Wage $00.00 – Fringe Benefits

2. In accordance with Federal regulations standards for the U.S. Department of Labor, in general, a fringe benefit in this application includes any bona fide benefit provide by the employer that the employer is not obligated to provide by Federal, State, or local law. The most common types of fringe benefits to be included in the HUD-determined prevailing wage rate are as follows:

a. Medical or hospital care

b. Pensions on retirement or death

c. Compensation or insurance to provide for injuries or illness resulting from occupational activity

d. Unemployment benefits

e. Life insurance

f. Disability and sickness insurance or accident insurance

g. Vacation and holiday pay

h. Defrayment of costs of apprenticeship or other similar programs

For more information, please reference 29 CFR part 5.29 (https://www.govinfo.gov/content/pkg/CFR-2009-title29-vol1/pdf/CFR-2009-title29-vol1-sec5-29.pdf)

3. The HUD-determined prevailing wage rate for the work classification specified herein will remain in effect until June 30, 2028. The AHA will provide notice of any changes to this rate to the awarded Contractor when it becomes available.

4. This prevailing wage rate represents the minimum hourly wage and fringe benefits that the awarded contractor is required to pay employees in the work classification specified.

Contractors may pay employees a higher rate than the prevailing wage rate required by the Contract.

5. The AHA is responsible for compliance monitoring. AHA shall conduct prevailing wage rate field interviews using form HUD-11.

6. The awarded Contractor is required to maintain payroll record relating to the Contract for three (3) years after the final contract payment. These records shall be available to the AHA and the U.S. Department of Housing and Urban Development for review.

https://www.govinfo.gov/content/pkg/CFR-2009-title29-vol1/pdf/CFR-2009-title29-vol1-sec5-29.pdf https://www.govinfo.gov/content/pkg/CFR-2009-title29-vol1/pdf/CFR-2009-title29-vol1-sec5-29.pdf

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E. Quantities

The quantities set forth in this proposal are estimates. Awards may be made for more or for less.

The Housing Authority may make an award for all or for some of the items, whichever is most advantageous to the Authority.

F. Specifications/Product Description

1. When brand names, trade names, model numbers, catalog numbers, etc. are listed, they are included for the purpose of furnishing bidders with information concerning the style, type, or kind of article desired. A bidder may offer an article which he certifies to be equal in quality, performance, and other kinds of essential characteristics. Any printed or written material or literature which describes the product being offered for sale must be included with the bid.

2. The Housing Authority shall be the sole judge of suitability of substitutes offered. When a formal numbered specification is referred to in this invitation, NO DEVIATION will be permitted. The bidder will be required to furnish articles in conformity with that specification as stated.

3. Supplies, materials, equipment, and packaging must meet or exceed all OSHA requirements.

G. Guarantee and Warranty

1. The bidder guarantees that all articles offered for sale comply fully or are fully equal to the item as required and specified.

2. All expenses covering return or replacement of defective or improper merchandise will be assumed by the vendor.

3. In no instance shall the vendor refer the Housing Authority to any distributor or manufacturer for settlement of any claim arising from defective or improper merchandise.

4. If the vendor fails to fix or replace any defective or improper article within 30 days from date of notice, the Housing Authority may make the necessary corrective arrangements and charge the cost to the money due the vendor or bill the vendor. The vendor agrees to reimburse the Housing Authority in such instance.

5. Samples or any warranties or guarantees which will apply to the goods being offered for sale shall be part of the bid.

H. Protest Policy and Procedure

In accordance with HUD-5369, Instructions to Bidders for Contracts, all protests to this solicitation or to a proposed or actual award of contract pursuant to this solicitation shall be resolved as follows:

1. Any actual or prospective contractor may protest the solicitation or award of a contract for serious violations of the principles of this Policy. Any protest against a solicitation must be received before the due date for the receipt of bids or proposals, and any protest against the

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2. award of a contract must be received within ten (10) calendar days after the contractor receives notice of the contract award, or the protest will not be considered.

3. All bid protests shall be in writing, submitted to the Contracting Officer or designee, who shall issue a written decision on the matter. The Contracting Officer may, at his/her discretion, suspend the procurement pending resolution of the protest if the facts presented so warrant.

I. Eligibility for Consideration of Bid Submittal

Eligibility requirements are defined in Section 2, HUD 5369, Instructions to Bidders for Contracts and Section 4, HUD 5369-A, Representations, Certifications, and Other Statements of Bidders.

Additionally, the following bidders shall not be eligible to participate in Bid No. 2026-006-000- 50-4430021:

1. Bidders who have contracted previously with the Allentown Housing Authority and whose contract has been terminated.

2. Bidders who appear on the most current List of Parties Excluded from Federal Procurement and Non-procurement Programs which may be sourced at the System for Award Management (SAM), the official U.S. Government system that has consolidated the capabilities of CCR/FedReg, ORCA, and the Excluded Parties List System (EPLS).

(http://www.sam.gov/).

J. Qualifications

1. References. Each bidder must submit a list of not less than four (4) professional references for services that are currently contracted and contracts completed within the past three (3) years. The company name, name of contact person, and telephone number must be included in the information provided. (Refer to Section 8, Statement of Bidder’s Qualifications.)

2. Vehicle, Equipment, and Personnel Roster

a. Bidders shall provide a detailed roster of all vehicles (including make, model and license plate number), equipment, and the number of staff available to perform this contract. This roster shall be incorporated with the information required by the Statement of Bidder’s Qualifications in Section 7.

b. Upon receipt of the vehicles make, model, and license plate numbers, AHA will supply the information to the Allentown Parking Authority who is contracted to patrol the parking lots at our properties. Parking tickets received when parked on city streets while performing services are not the responsibility of the AHA. All vehicles and/or equipment listed shall have current registrations and be completely operable. All safety devices shall be functional and shall meet manufacturers’ safety standards.

3. Criminal Clearances and Certifications

a. Upon request by the Allentown Housing Authority, the awarded contractor must submit any or all of the criminal clearance certifications required by local, State, http://www.sam.gov/

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b. or Federal law for any or all employees performing services on AHA property.

These certifications include, but are not limited to, the following:

i. Report of criminal history from the Pennsylvania State Police

ii. Child Abuse History Certification from the Department of Human Services

iii. Fingerprint-based federal criminal history submitted through the Pennsylvania State Police or its authorized agent

c. All associated costs to obtain and submit these certifications are the responsibility of the awarded contractor.

K. Section 3

This Contract is a Section 3 eligible opportunity subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, which provides that training, employment and other economic opportunities generated by HUD assistance or HUD-assisted projects covered by Section 3, shall, to the greatest extent feasible, be directed to low, and very low, income persons, particularly persons who are recipients of HUD assistance for housing.

It is the responsibility of contractors to implement efforts to achieve Section 3 compliance. Any contractor that does not meet the Section 3 benchmarks must demonstrate why meeting the benchmarks were not feasible.

1. Section 3 Safe Harbor Benchmarks. The AHA has established employment and training goals that sub-recipients, contractors, and subcontractors should meet in order to comply with Section 3 requirements for public housing financial assistance. The safe harbor benchmark goals are as follows:

a. Twenty-five (25) percent or more of the total number of labor hours worked by all workers employed on this contract are Section 3 workers;

Section 3 Labor Hours/Total Labor Hours = 25%, and

b. Five (5) percent or more of the total number of labor hours worked by all workers employed on this contract are Targeted Section 3 workers, Targeted Section 3 Labor Hours/Total Labor Hours = 5%

2. Section 3 Safe Harbor Compliance. If the contractor and subcontractor do not meet the safe harbor requirements, they must provide evidence that they have made qualitative efforts to assist low and very low-income persons with employment and training opportunities.

3. Assisting Contractors with Achieving Section 3 Goals. It is required that all bidders include with your bid documents a list of the following:

a. The number of total labor hours estimated to be generated on this contract.

b. How many Section 3 worker labor hours are expected to be generated on this contract.

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c. How many Targeted Section 3 workers (those living in public housing) labor hours are expected to be generated.

d. What is the projected number of available positions that will be generated? Please include job descriptions and wage rates.

4. Section 3 Eligibility and Certifications

Individuals and businesses that meet Section 3 criteria may seek Section 3 preference from the AHA or its contractors/subcontractors for training, employment, or contracting opportunities generated by public housing financial assistance. To qualify as a Section 3 worker, Targeted Section 3 worker or a Section 3 business concern, each must self-certify that they meet the applicable criteria.

Businesses who misrepresent themselves as Section 3 business concerns and report false information to the AHA may have their contracts terminated as having defaulted and be barred from ongoing and future considerations for contracting opportunities.

a. Section 3 Worker:

i. A low or very low-income resident (the worker’s income for the previous calendar year is below the income limit established by HUD); or

ii. Employed by a Section 3 business concern; or

iii. A YouthBuild participant.

b. Targeted Section 3 Worker:

i. A resident of public housing; or

ii. A resident of other public housing projects or Section 8-assisted housing; or

iii. A YouthBuild participant

c. Section 3 Business Concerns are businesses that can provide evidence that they meet one of the following criteria:

i. At least 51 percent of the business is owned and controlled by low- or very low-income persons.

ii. At least 51 percent of the business is owned and controlled by current public housing residents or residents who currently live in Section 8-assisted housing.

iii. Over 75 percent of the labor hours performed for the business over the prior three-month period are performed by Section 3 workers.

L. Term of Contract.

1. It is the Housing Authority's intention that the base term of this contract shall provide seasonal grass cutting services for the period from April 1, 2027, through November 30, 2029

2. on a weekly basis. AHA reserves the right to cancel cuts when it is determined that cutting is not needed.

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3. An optional provision is included herein to extend the Base Contract for two (2) additional one (1) year seasonal periods.

4. Each optional extension year shall be exercised at the sole discretion of the Allentown Housing Authority. There will be no renegotiation of the proposed prices offered on the Form of Bid in Section 5 of this bid for either of the two (2) extension years. The AHA shall notify the awarded Contractor, in writing, by October 1 if the contract will be extended for an optional year beginning the following April 1.

M. Award of Contract

1. It is the intention of the AHA to award separate contracts to the lowest responsible and responsive bidder for each of the six (6) bids specified on Page 12, of this section of the bid document. However, it is possible that the same bidder may be awarded more than one bid if the bidder submits the lowest responsible bid for each location.

a. Bid A: Towers East, Gross Towers and Walnut Manor

b. Bid B: 700 Building, Little Lehigh, and 401-409 Market Street

c. Bid C: 616, 624-626, 636 N. Godfrey Street and Central Park

d. Bid D: KC Building, 101 N. Third Street, 726 Walnut Street, 643 N. Front Street, 1950 Chew Street, 237 N. Seventh Street, 837-839 Gordon Street, 228 Ridge Street, 910 N. Sixth Street, and 428 N. Sixth Street.

e. Bid E: Cumberland Gardens Community Center, Gym, Phase 1, Phase 2, & Phase 3, and 102-124 E. Wyoming Street

f. Bid F: Overlook Park Community Building, & East Hamilton Street Corridor (Between S. Albert St. and S. Carlisle St.)

2. The proposed costs for the optional extension periods will not be considered for the award of the contract. However, if a bidder offers a bid for the base contract period, the bidder must offer proposed costs for each of the two (2) specified optional extension years associated with that bid in order to be considered for the award of Contract.

3. In submitting a bid, it is agreed that all parts of Bid No. 2026-006-000-50-4430021 become part of the Contract.

4. The successful vendor after receiving the contract documents has fourteen (14) calendar days in which to sign them and return them with the necessary and all other required documents as specified.

5. Stipulation against Liens

a. This document is part of the Contract located in Section 13 of this bid document. Upon completion of the signing of the contract and prior to the AHA issuing authorization to proceed, the awarded Contractor has (10) days to execute the Stipulation Against Liens by recording this document with the Clerk of Courts , Lehigh County Courthouse, 445 W Hamilton Street, Room 122, Allentown, PA 18101. The hours of operation are Monday through Friday, 8:00 AM to 4:30 PM. The telephone number is 610-782-3148. The cost is approximately $25.00.

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The awarded Contractor can file this document online at www.lehighcounty.org., select Services, and then e-Filing. Electronic filers are required to register and set up an account in order to e-file. Please visit the Lehigh County File and Serve site by following directions on the Lehigh County portal.

b. The Contract shall not be binding and the AHA will not issue the Notice to Proceed until the Contractor presents a copy of the receipt as proof of recording this document.

6. Should the selected vendor fail to deliver a suitable item within the time limits specified, the Housing Authority may choose to re-advertise for bids or, if time is critical, after negotiation select one of the Bidders ranked second or third in the original bid opening and tabulation.

Upon re-advertising or selection of an alternate vendor, the Purchasing Agent will retain said bid bond or certified check of the original successful Bidder due to his inability to comply with all agreements to which he is bound.

N. Public Liability Insurance

1. Before commencing work, the Contractor and each Subcontractor shall furnish the Housing Authority with an original Certificate of Insurance showing that the following insurance is in force and will insure all operations under the Contract:

a. Worker’s Compensation, in accordance with State or Territorial Worker’s Compensation laws. The Contractor will file with the Allentown Housing Authority proof of compliance with the Worker’s Compensation Laws of the Commonwealth of Pennsylvania and protect the Housing Authority against suits, liens, or damages due to injury or loss of life of the Contractor's employees while working on the premises.

b. Commercial General Liability with a combined single limit for bodily injury and property damage of not less than $,000,000 per occurrence to protect the Contractor and each Subcontractor against claims for bodily injury or death and damage to the property of others. This Certificate shall name the Allentown Housing Authority as Additional Insured. This insurance shall cover the use of all equipment, hoists, and vehicles on the site(s) not covered by Automobile Liability under Item c below.