RFP Number: P‐005462 Date of Issuance: June 15, 2026 Proposal Due Date: 11:00 AM, July 16, 2026

To Prospective Offerors:

The Philadelphia Housing Authority (“PHA” or the “Authority”) is hereby requesting proposals for:

RIDGE AVENUE STREETSCAPE PROJECT

The Philadelphia Housing Authority (PHA) was established in 1937 and is organized under the laws of the Commonwealth of Pennsylvania to develop, acquire, lease and operate affordable housing programs for low and moderate income residents of the City of Philadelphia. PHA is the fourth largest public housing authority in the United States and is the largest housing agency in the Commonwealth of Pennsylvania. PHA is one of 39 housing authorities across the nation that is designated Moving to Work (MTW). PHA provides homes to more than 29,800 residents under the Public Housing Program and over 45,000 authorized residents through the Housing Choice Voucher Program formerly known as Section 8. PHA maintains 65 developments, including 35 conventional sites, 16 tax credit sites, 12 alternatively managed entities, and 2 Project Based Voucher (PBV) sites spread across Philadelphia with over 9,300 units.

Requests for additional information should be directed to Vanessa Martin, Contract Specialist, Philadelphia Housing Authority, Sourcing Department, 2013 Ridge Avenue, Philadelphia, Pennsylvania 19121, e‐mail; james.davis@pha.phila.gov, Fax (215) 684‐8313. Note that inquiries received later than seven (7) days before receipt of proposals may not receive a response.

Kelvin A. Jeremiah President & CEO

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TABLE OF CONTENTS

INSTRUCTIONS TO OFFERORS …………………………………………………A-1

SERVICES AGREEMENT ………………………………………………………….B-1

SCOPE OF WORK …………………………………………………………………..C-1

PAST PERFORMANCE SURVEY…………………...……………ATTACHMENT 1

TERMS AND CONDITIONS

SECTION I HUD TERMS & CONDITIONS ……………..………………………D-1

HUD - 5370-C - General Conditions for Non-Construction Contracts Section I HUD - 5370-C - General Conditions for Non-Construction Contracts Section II

SECTION II PHA STANDARD TERMS & CONDITIONS ………………….....E-1

WAGE DECISION…………………………………………………..ATTACHMENT 2

SECTION III PHA SPECIAL TERMS & CONDITIONS ……………….………F-1

EVALUATION CRITERIA ………………………………………………………....G-1

PROPOSAL FORM ………………………………………………………………….H-1

CERTIFICATIONS AND REPRESENTATIONS OF OFFERORS ………….…..I-1

AFFIRMATIVE ACTION PROGRAM …………………………………………….J-1

SECTION THREE PROGRAM …………………………………………………….K-1

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A. INSTRUCTIONS TO OFFERORS

1. Preparation of Offers

(a) Offerors are expected to examine the statement of work, the proposed contract terms and conditions, and all instructions. Failure to do so will be at the offeror’s risk.

(b) Each offeror shall furnish the information required by the solicitation as indicated in the Statement of Work and “Required Tab (in the Bonfire sourcing program)” which is indicated in the software. The offeror shall sign the offer and print or type its name on the cover sheet and each continuation sheet on which it makes an entry. Erasures or other changes must be initialed by the person signing the offer. Offers signed by an agent shall be accompanied by evidence of that agent’s authority, unless that evidence has been previously furnished to PHA.

(c) Offers for services other than those specified will not be considered.

(d) If this solicitation requires proposing on all items, failure to do so will result in the proposal being rejected. If proposing on all items is not required, proposers should insert the words “NO PROPOSAL” in the space provided for any item for which no price is submitted.

2. Amendments to Solicitations

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

(b) Offerors shall acknowledge receipt of any amendments to this solicitation by (1) signing and returning the amendment; (2) identifying the amendment number and date in the space provided for this purpose on the form for submitting an offer.

PHA must receive the acknowledgement by the time specified for receipt of offers.

3. Explanation to Prospective Offerors

Any prospective offeror desiring an explanation or interpretation of the solicitation, statement of work, etc. must request in writing soon enough to allow a reply to reach all prospective offerors before the submission of their offers. Oral explanations or instructions given before the award of the Contract will not be binding. Any information given to a prospective offeror concerning a solicitation will be furnished promptly to all other prospective offerors as an amendment of the solicitation, if that information is necessary in submitting offers or if the lack of it would be prejudicial to any other prospective offerors.

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4. Responsibility of Prospective Contractor

(a) PHA shall award a contract only to a responsible prospective contractor who is able to perform successfully under the terms and conditions of the proposed contract. To be determined responsible, a prospective contractor must -

(i) Have adequate financial resources to perform the Contract, or the ability to obtain them;

(ii) Have a satisfactory performance record;

(iii) Have a satisfactory record of integrity and business ethics;

(iv) Have a satisfactory record of compliance with public policy (e.g., Equal Employment Opportunity); and

(v) Not have been suspended, debarred, or otherwise determined to be ineligible for award of contracts by the Department of Housing and Urban Development or any other agency of the U.S. Government.

Current lists of ineligible contractors are available for inspection at the PHA/HUD.

(b) Before an offer is considered for award, the offeror may be requested by PHA to submit a statement or other documentation regarding any of the foregoing requirements. Failure by the offeror to provide such additional information may render the offeror ineligible for award.

5. Late Submissions, Modifications, and Withdrawal of Offers

(a) Any offer 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 -

(i) Was not submitted electronically in Bonfire as of the close date and time.

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

(b) Any modification of an offer, except a modification resulting from PHA’s request for “best and final” offer, is subject to the same conditions as in subparagraphs (a)(1), (2), and (3) of this provision.

(c) A modification resulting from PHA’s request for “best and final” offer received after the time and date specified in the request will not be considered unless received before award and the late receipt is due solely to mishandling by PHA after receipt at PHA.

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(d) The only acceptable evidence to establish the date of mailing of a late offer, 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 offer, 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 impression) 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, offerors should request the postal clerk to place a hand cancellation bull’s-eye postmark on both the receipt and the envelope or wrapper.

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

(f) The only acceptable evidence to establish the date of mailing of a late offer, 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, offerors should request the postal clerk to place a legible hand cancellation bull’s-eye postmark on both the receipt and the envelope or wrapper.

(g) Notwithstanding paragraph (a) of this provision, a late modification of an otherwise successful offer that makes its terms more favorable to PHA will be considered at any time it is received and may be accepted.

(h) Proposals 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 award. Proposals may be withdrawn in person by an offeror or its authorized representative if the identity of the person requesting withdrawal is established and the person signs a receipt for the offer before award.

6. Contract Award

(a) PHA will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to PHA, cost or price and other factors, specified elsewhere in this solicitation, considered.

(b) PHA may (1) reject any or all offers if such action is in PHA’s interest, (2) accept other than the lowest offer, (3) waive informalities and minor irregularities in offers received, and (4) award more than one contract for all or part of the requirements stated.

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(c) PHA may award a contract on the basis of initial offers received, without discussions. Therefore, each initial offer should contain the offeror’s best terms from a cost or price and technical standpoint.

(d) A written award or acceptance of offer mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, PHA may accept an offer, whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. Negotiations conducted after receipt of an offer do not constitute a rejection or counteroffer by PHA.

(e) Neither financial data submitted with an offer, nor representations concerning facilities or financing, will form a part of the resulting contract.

7. Service of Protest

(a) Any protest against the award of a contract pursuant to this solicitation shall be served on PHA by obtaining written and dated acknowledgement of receipt from PHA at PHA Contracts Department, 2013 Ridge Avenue -4th , Philadelphia, PA 19121. The determination of PHA with regard to such protest or to proceed to award notwithstanding such protest shall be final unless appealed by the protester.

(b) An actual or prospective offeror who is aggrieved in connection with the solicitation or award of a contract may submit a protest. Protests based on the contents of the solicitation must be submitted prior to the date and time for receipt of proposals. Protests based on contract award must be made within seven days after the protestor knows or should have known the facts giving rise to the protest.

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

8. Offer Submission

(a) Offers and modifications thereof shall be submitted electronically in Bonfire, or in sealed envelopes or packages (1) addressed to PHA Contracts Department, 2013 Ridge Avenue -4th floor, Philadelphia, PA 19121, and (2) showing (on the face of the envelope) the time specified for receipt, the solicitation number, and the name and address of the offeror. One original hard copy, one (1) hardcopy, and one electronic copy of the Offer and modifications, including the required proposal forms, shall be submitted (on one or more flashdrives) in Microsoft Excel, Microsoft Word, and/or Portable Document Format (PDF) formats.

(b) Telegraphic, e-mail, or facsimile offers, modifications, or withdrawals will not be considered unless authorized by the solicitation.

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(c) It is very important that the offer be properly identified on the face of the envelope as set forth above in order to insure that the date and time of receipt is stamped on the face of the offer envelope. Receiving procedures are: date and time stamp those envelopes identified as proposals and deliver them immediately to the appropriate contracting official, and only date stamp those envelopes which do not contain identification of the contents and deliver them to the appropriate procuring activity only through the routine mail delivery procedure.

9. Pre-Proposal Conference: N/A

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B. SERVICE CONTRACT

FOR THE PROVISION OF

PART I – AGREEMENT

THIS AGREEMENT, made and entered into as of _____________ __, 20__, by and between the PHILADELPHIA HOUSING AUTHORITY (“PHA”), a body corporate and politic created under the laws of the Commonwealth of Pennsylvania, whose address is 2013 Ridge Avenue, Philadelphia, Pennsylvania 19121 and __________________________________ (“Contractor”), a ________________________, organized and existing under the laws of ________________________, whose address is ______________________________________.

WITNESSETH:

WHEREAS, PHA desires to retain the services of Contractor and Contractor desires to provide such services to PHA; and

WHEREAS, by Resolution No. ________, adopted on __________ the Executive Director is authorized to conclude and execute a contract.

NOW THEREFORE, in consideration of the mutual covenants set forth herein, the parties agree as follows:

1. SERVICE TO BE PERFORMED.

(a) Contractor agrees to perform the services described in the Solicitation No. _____________, known as ______________________________ and Contractor’s proposal, both made part of this Agreement.

(b) This Contract shall be for an initial contract period of ___ (_) year(s) with an additional ______ (_) ___-year option periods, to be exercised solely at the discretion of PHA. The initial contract period will commence on ___________ __, 20__, and will continue until _____________ __, 20__, unless work is completed or terminated pursuant to this Contract.

2. COMPENSATION.

PHA will pay Contractor at the rate of $________________________, with total payment not to exceed $_________________________ for the initial contract period of ___ (_) year(s), $__________ if PHA exercises the first ____(__)-year option period, $__________ if PHA exercises the second (_) ___-year option period, and $__________ if PHA exercises the third (_) ___-year option period. Such payment will be made monthly and upon receipt and approval of an itemized invoice, as set forth in Section 2 of the PHA General Terms and Conditions of this Agreement, including but not limited to the use of Electronic Funds transfer through the Automated Clearing House, at the option of PHA. .

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3. COMPLIANCE WITH APPLICABLE STATUTES, ORDINANCES AND

REGULATIONS

Contractor shall comply with all applicable Federal, State, county and city statutes, ordinances and regulations, including those pertaining to wages, hours and conditions of employment.

4. GOVERNING LAW.

This Agreement shall be governed by the laws of the Commonwealth of Pennsylvania, and all actions hereunder shall be brought in Pennsylvania.

5. CONTRACT COMPOSITION.

The following documents are hereby incorporated by reference, and constitute the Contract.

Contractor acknowledges receipt of all listed documents. If there is any conflict between the documents of this Contract, then the following order of precedence shall govern:

Addendum Number ____ dated ________ __, 20___.

Addendum Number ____ dated ________ __, 20___.

Services Contract;

HUD Standard Terms & Conditions

Statement of Work

PHA Special Terms & Conditions

PHA Standard Terms & Conditions

Solicitation Number ____________, ____ dated ________ __, 20___, and entitled

Contractor’s proposal and Best and Final Offer (if requested) as accepted by the PHA.

Affirmative Action requirements

Instructions to Proposers

Representations, Certifications, and other statements to Proposers

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6. PRIOR AGREEMENT SUPERSEDED.

This Agreement constitutes the sole Agreement of the parties and supersedes any prior understandings or written or oral agreements between the parties respecting the within subject matter.

IN WITNESS WHEREOF, each of the parties hereto has caused this Agreement to be duly executed as of the date first above written.

CONTRACTOR

WITNESS:

BY:_________________________________

Name:_______________________________

(AUTHORIZED REPRESENTATIVE)

WITNESS: PHILADELPHIA HOUSING AUTHORITY

BY:

Name:_______________________________

CONTRACTING OFFICER

C‐1 Solicitation No. P‐005462 Ridge Avenue Streetscape Project

STATEMENT OF WORK

FOR

SOLICITATION NUMBER P‐005462

RIDGE AVENUE STREETSCAPE PROJECT

I. INTRODUCTION

The Philadelphia Housing Authority (PHA) requires professional services to complete a final design with completed construction plans, project specifications and cost estimates for the proposed improvements to Ridge

Avenue Streetscape project.

II. QUALIFICATIONS

Proposers shall be required to demonstrate, as condition precedent to award, the capability of performing the contract and meeting the following requirements:

1. Must be licensed, as necessary to perform the services required.

2. At least three (3) years of documented experience in performing the requested services.

3. Must have qualified personnel to perform the work.

III. PROPOSAL SUBMISSION REQUIREMENTS AND GUIDELINES

Inquiries: Offerors are instructed to contact only the solicitation issuing office for any inquiries concerning this RFP. All correspondence must be submitted in writing and emailed to James Davis, Mgr of Sourcing and Procurement at james.davis@pha.phila.gov.

Proposal submission: You may submit your proposal submission via Bonfire OR submit your proposal submission two separate sealed envelopes labeled as Volume 1 and Volume II (cost proposal form only). Provide one (1) original unbound and one (1) electronic copy of the entire submission (Volume I and Volume II) on a flash drive. The envelopes should be addressed:

Philadelphia Housing Authority

Contracts/Sourcing Department, Attn: James Davis 2013 Ridge Avenue ‐4th floor, Philadelphia, PA 19121

Solicitation Number P‐005462 - Ridge Avenue Streetscape Project To be eligible for evaluation, Proposers must submit a complete response to this RFP by providing the requested information in the format below. Please submit the following:

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Ridge Avenue Streetscape Project

VOLUME I

1 Cover page

2 Table of Contents

3 Company Profile

4 Statement of Qualifications Qualifications and relevant work experience Capacity to perform References (past performance surveys) Additional Data & Attachments

5 Section H – pages H‐2, H‐3 and H‐4

6 Certifications and Representations of Offers (Section I)

7 Affirmative Action (Section J)

8 Section 3 Program (Section K)

9 Exceptions to PHA’s Contract Terms and Conditions

VOLUME II

1 Cost proposal form – Provide pricing for the two year base period and the (3) three one‐year option periods (you must download excel file in the Bonfire Sourcing Platform)

Volume I

1. Cover Page: Include Solicitation Number and title of the solicitation.

2. Table of Contents: The table of contents must clearly identify the proposal section/subsection and the applicable page numbers.

3. Company Profile: Include the following information:

a. Firm name, address, telephone number

b. Parent firm name (if applicable)

c. Year established

d. Type of ownership (corporate, partnership, etc)

e. Indicate business classification (small, disadvantaged, minority and/or female, etc) if applicable

f. Name and titles of principals

g. Total personnel, by discipline

h. Name, telephone number and email address of the representative who is authorized to bind the company in contract.

4. Statement of Qualifications

a. Qualifications and Relevant Work Experience

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Ridge Avenue Streetscape Project

Provide a brief history about the company and the company’s experience in providing the services describe in this RFP.

b. Capacity and Capability to Perform

Briefly explain your company’s core capabilities and business approach in providing the services described in this RFP.

Describe your experience for implementing the streetscape elements such as sidewalks, seating, landscape, banners reflecting neighborhood history, lighting, public art and green infrastructure and etc.

Clearly indicate which services will be provided through your subcontractor.

List all resources allocated to this effort (i.e., equipment, manpower and etc.)

c. References (Past Performance Survey)

Ensure that a minimum of three (3) “Past Performance Survey”(Attachment 1) references are completed by the person/entity identified as a reference in Section H (page H‐2) and submitted with your proposal submission by the closing date and time for receipt of proposals. References listed shall demonstrate experience in providing similar services. If you are using a current PHA employee as a reference, please provide an additional non‐PHA employee reference.

d. Additional Data & Attachments Material and data not specifically requested for evaluation but which the Proposer wishes to submit may be included, but only in the “Additional Data” section.

5. Section H: Submit pages H‐2 through H‐4.

6. Certifications and Representations of Proposers (Section I): Submit Section I of this solicitation package.

7. Affirmative Action Plan (Section J): Fill out pages J‐24 through J‐30 to explain how your company intends to meet the Affirmative Action goals for this effort by utilizing certified MBE and WBE owned businesses and indicate “N/A” on pages not applicable.

8. Section 3 (Section K): Follow the instructions in Section K f on how to meet the Section 3 participation goals.

9. Exceptions: Unless stated in your proposal submission, all terms of the RFP and any issued addenda will be considered to have been accepted.

Volume II

1. Proposal Form (Section H ) ‐ Cost proposal form – Provide the appropriate costs and hourly rates for the two year base period and the (3) three one‐year option periods (you must download the Excel file in the PHA Bonfire Sourcing Platform)

Choice Neighborhoods Initiative Grant

Ridge Avenue Streetscape Project

SCOPE OF WORK

The scope of professional services shall include a final design with complete construction plans, project specifications, and cost estimates for the proposed improvements to the Ridge Avenue

Streetscape. This will be accomplished by furthering the preferred improvements concept created during Phase 1 of the project. The Consultant Team will also solicit bids, secure permits, manage construction activities and implement improvements. It is highly recommended that the team is comprised of designers, engineers and project managers. Applicants are encouraged to partner with firms if these services cannot be provided in-house.

The types of streetscape elements that the Consultant Team will be responsible for implementing can be found below.

• Sidewalks

• Seating

• Appropriately scaled and correct species of street trees

• Banners that reflect the neighborhood history

• Pedestrian scale lighting/artistic lighting

• Bus shelters that feature playful learning opportunities

• Painted ground mural and decorative crosswalks

• Public art and green infrastructure

When implementing these improvements, the Consultant Team must consider the Project Team’s general objectives outlined below.

General Objectives:

• Assure a design which reflects community preferences;

• Functionality of spaces for events and pedestrian use;

• Increase family engagement through playful learning opportunities and other forms of public art;

• Utilize construction materials and methods that allow for ease of maintenance, durability, resilience, and longevity in an urban context;

• Utilize environmentally sustainable design principles; and

• Integrate the proposed site improvements to the project with minimum disturbance to the surrounding businesses, residents, and schools;

The Applicant’s proposed scope of work should address each objective specifically and describe in detail how the Applicant will achieve the objective, or how the Applicant will enable the Project Team to achieve the objective.

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3.1 Description of Services

This Section 3.1, Description of Services includes the requirements for the project, including the services to be performed and the deliverables that must be met by the selected Applicant. PHA reserves the right to change certain service requirements or deliverables based on changed circumstances, like a change in the business or technical environment or contract negotiations with

Applicant(s) selected for negotiations, without issuing a revised RFP.

Applicants should read this section closely. An Applicant’s proposed scope of work must detail how they will meet the service requirements or achieve the deliverables described in this section.

Applicants may also propose additional or revised services or deliverables to achieve the outcomes described in Section 2.3 Outcome Goals of this RFP. However, Applicants must explain why each of these additional services or deliverables are necessary, and when and how they will be completed.

Service Requirements

PHA requires at least the services and work products listed below, including the specific tasks and work activities described. Applicant’s proposed scope of work should state in detail how it will carry out each task, including the personnel/job titles (as identified in Section 5, Organizational and

Personnel Requirements) responsible for completing the task. For each service specified, the

Applicant should propose criteria to determine when the tasks comprising the service are satisfactorily completed. Applicants may propose additional or revised tasks and activities but should explain why each is necessary to achieve the project objectives.

PHASE I: Design Development Phases, Project Specifications, and Final Cost Estimate

The following tasks will translate the preferred improvements concept into an engineering solution.

The design shall consist of appropriate rendered plans depicting layout, elevations, and sections, as may be necessary, outline specifications, including specification sheets and design inspiration boards, a general narrative description of basic systems and materials, and other documents that illustrate the scale and relationship of all project components.

This section is intended only as an overview of specific services to be provided by the applicant for this project(s). It should not be considered an exhaustive list.

1) Schematic Design Phase

The submitted scheme developed during Phase 1 of the project shall be revised and perfected.

Based upon comments from PHA, the Applicant shall continue to refine the Design Scheme to achieve the Program requirements and meet the probable construction cost budget. This refinement shall continue until a formal Acceptance of a Final Schematic Design by PHA. This Phase is complete upon that Acceptance.

This phase will translate the design concept into engineering solutions. The design shall consist of appropriate plans depicting layout, elevations, and sections, as may be necessary, outline specifications, a general narrative description of basic systems and materials, and other documents that illustrate the scale and relationship of project components. Architectural, structural, C-5 mechanical, and electrical concepts will also be represented in this phase of design if necessary.

Tasks may include:

• Collection of Project Site Information

• Subsurface Investigations

• Environmental Investigation

• Schematic Design

• Materials and System Selection

• M/E/P and Specialty Systems (if applicable)

• Cost Estimates

• Preliminary Project Schedule (Construction Phasing)

• Schematic Design Report

Deliverable: Final Schematic Design

2) Developed Design Phase

The Applicant shall prepare and submit to PHA a Developed Design, indicating all site component details and their configurations. It shall portray specific fulfillment of Program requirements and

Code and Regulatory requirements. The Applicant shall also submit a formal detailed construction cost estimate for the Developed Design, which shall not exceed the Construction Budget. The maximum anticipated construction cost for the Ridge Avenue Streetscape Plan is $708,393. The exact available budget should be confirmed with PHA and DHCD during schematic design.

Upon consultation and review by PHA, the initial Developed Design shall be revised and perfected.

Based upon comments from PHA, the Applicant shall continue to refine the Developed Design to achieve the Program requirements and meet the probable construction cost budget. During this period, the Applicant shall meet and coordinate extensively with representatives of PHA to facilitate their decisions on project details and resolution of issues. The refinement of the Developed Design shall continue until a formal Acceptance by PHA of a Final Developed Design. This Phase is complete upon that Acceptance.

Design development documents present the approved schematic design in greater detail. Design drawings are organized according to construction contract which include site plans, horizontal & vertical utility distribution and special systems. Design development documents are submitted for regulatory review and approval. Tasks may include:

• Begin Regulatory Approval process with all required agencies

• Design Development Documents

• Specification Development

• Preliminary Regulatory Review

• Updated Project Schedule

• Cost Estimate

• Specifications

Deliverable: Final Developed Design

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3) Final Design Phase

Upon consultation and review by PHA, the initial submitted Construction Documents shall be revised and perfected. Based upon comments from PHA, the Applicant shall continue to refine the

Construction Documents to achieve the desired form and meet the probable construction cost budget. During this period, the Applicant shall meet and coordinate extensively with representatives of PHA to facilitate their decisions on project details and resolution of issues. The refinement of the

Construction Documents shall continue until a formal Acceptance by PHA of those Documents. This

Phase is complete upon that Acceptance.

Construction documents describe drawings, specifications, and other contract documents, the requirements for construction of the project. All schedules of equipment, materials and finishes are finalized. Technical and supplementary general specifications are completed. Receipt of all permits and regulatory approvals must occur before the completion of this phase. Tasks may include:

• Detailed Construction Drawings

• Final Specifications

• Project Special Conditions to be coordinated with User Agency

• Regulatory Approvals

• Multiple Construction Contract Definition and Preparation (if required)

• Development of Bid Alternates

• Construction Phase Schedule

• Final Construction Cost Estimate

• Signage Details/Documentation

• Submit Final Documents on CD

• Submit one (1) paper copy of specifications and drawings

Deliverables: Full CDs: drawings, specifications, and contract documents

PHASE 2: Construction Bids, Construction Administrative Services, and General Contracting

Requirements

(4) Construction Bid Phase

The Consultant will lead efforts in explaining the requirements of the project and evaluating the responsiveness of proposals and bids for construction. Tasks may include:

• Preparation of bid/proposal documents

• Lead efforts at pre-bid/proposal conferences (if necessary) and take meeting notes

• Evaluation of proposals or bid differentials (required if not within 10% of estimates)

(5) Construction Administration Services

The Consultant will lead efforts in the administration and management of the construction contract(s). Tasks may include:

• Construction Monitoring/Management

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• Project Meetings (minimum one per month) and distribution of meeting notes

• Project Site Visits as required

• Response to Contractor Questions and Request for Information (RFI)

• Review/Approval of all required Submittals and Shop Drawings

• Review of Requests for Substitutions/Approved Equals

• Review/Approval of Sample Fabrications and Installations

• Contract document preparation, execution, and interpretation

• Contractor Payment Approval

• Change Order Evaluation

• Construction Schedule/Coordination Review

• Attend Semi-final and Final Inspections and prepare Punch Lists

• Project closeout documents (final inspection report, warranties, completed punch list, etc.)

• OM&S Requirements (Collection of all manuals, development of spreadsheet listing manufacturers, model numbers, technical information, date accepted, warranty period, PM schedules, required inspections etc.)

• Commissioning as is generally required by current codes. Submit separate allowance if appropriate.

• Updated drawings and disks, reflecting all changes to plans and any significant systems

General Requirements

The following requirements apply to all architectural and related professional service contracts:

a) The Consultant shall perform all services in an expeditious manner consistent with the interests of PHA and of the highest professional quality. All work shall be in conformance with all applicable PHA of Philadelphia standards and requirements.

b) The Consultant shall set and lead all design review meetings and (if applicable) construction progress meetings with administrative support by the Project Team. Minutes shall be prepared by the design professional and distributed to all attendees. Design professional shall provide and keep logs of all submittals, RFIs, and change orders and shall be cognizant of all schedule and budget updates. Design professionals shall submit the above and other documents to Project Team via shared folder (Google Shared Drive, Dropbox, etc.).

c) As applicable, the Consultant shall obtain sign-off of all utilities including government agencies having jurisdiction, using agencies, and coordinate with and/or present work to related or affected PHA agencies.

d) Construction cost estimates shall be provided as required by work orders. Estimates shall incorporate contingencies and escalation appropriate to the project schedule.

Estimates must be presented for each prime contract and for each alternate (if applicable).

e) If bids or proposals for the construction contract are received that exceed the estimated cost by more than 10%, the design professional may be required to perform such redesign and other services as are necessary to permit contract award within the estimated cost. These additional services shall be performed at no increase in the price of this contract. The design professional shall not be required to perform such services at no additional cost when the unfavorable proposals or bids are the result of conditions beyond the design professional's reasonable control. (Lack of knowledge regarding bid climate does NOT constitute beyond reasonable control.)

f) All work shall be reviewed and checked prior to submission to the Project Team.

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Qualified design professionals not involved in the design work shall perform reviews. It shall be the responsibility of the design professional to thoroughly coordinate drawings representing the work of different disciplines (architectural, mechanical, electrical, plumbing, etc.). A quality control report shall be submitted by the design professional at the design development phase and at each stage of the construction documentation phase for assurances. The design professional shall provide a certification statement indicating

(s)he has performed a thorough review of the designs, plans, drawings, reports and specifications prepared by her design team.

g) All work shall be performed by or reviewed and approved by architects and engineers registered to practice the appropriate discipline in the State of Pennsylvania.

h) It is PHA's intention to incorporate the latest developments in energy conservation and resource efficiency, as well as minimizes environmental impacts in its design program wherever appropriate. The overall goals for sustainable materials and systems may include minimizing unwanted building or atmospheric emissions and/or non-reusable or recyclable waste.

i) All designs produced under this program must be in accordance with the Americans with

Disabilities Act, Title II.

j) If property line delineation or survey is required, these services shall be provided by PHA through the Streets Department unless specified otherwise in this RFP or in a work order.

k) As necessary, Consultants may be required to coordinate with the Percent for Art Office on

Percent for Art projects

Hours and Location of Work. The hours of operation for the Project Team are Monday through

Friday 9am – 5pm. Note: public meetings can occur outside the standard hours of operation. Non-electronic correspondence and deliverables should be scheduled between these hours when possible.

The office locations of the individual Project Team departments are as follows:

Philadelphia Housing Authority (PHA)

2013 Ridge Avenue

Philadelphia, PA 19121

Division of Housing and Community Development (DHCD)

1234 Market Street, 17th Floor

Philadelphia PA, 19107

Monitoring; Security. By submission of a proposal in response to this RFP, the Applicant agrees that it will comply with all contract monitoring and evaluation activities undertaken by PHA of

Philadelphia, and with all security policies and requirements of PHA.

Reporting Requirements. The successful Applicant shall report to PHA of Philadelphia on a regular basis regarding the status of the project and its progress in providing the contracted services and/or products. At a minimum, the successful Applicant shall submit a monthly invoice detailing the services and/or products provided, the goals/tasks accomplished, and the associated costs. If hourly

C - 9 rates are charged, the invoice must also detail the number of hours, the hourly rate, and the individual who performed the service.

Monthly progress reports shall also be prepared and shall include information on work status, work progress and results, difficulties encountered, and a statement of activity anticipated during the subsequent reporting period. A discussion of expenditures, a comparison of the percentage of the project completed to the project schedule, changes in key personnel concerned with the project, an explanation of discrepancies, and any other information requested through terms and conditions will also be included in the report. In addition, deliverables will be submitted as completed.

Technology. The successful Applicant will be responsible for transmitting the documents using the following technology: AutoCAD, ArcGIS, Adobe Creative Suite, Microsoft Office, Google Drive, and a

3D rendering program. Milestone submissions should be provided for PHA review (six sets maximum, in addition to electronic submission). Final drawings shall be provided on mylar (not paper) as well as electronically (saved as both .pdf and .dwg and emailed to Project Team).

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SOURCE SELECTION SENSITIVE

NOT FOR PUBLIC DISCLOSURE

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ATTACHMENT 1

PHILADELPHIA HOUSING AUTHORITY

CONTRACTS AND PROCUREMENT DEPARTMENT

Past Performance Survey Ridge Avenue Streetscape Project

CLIENT INFORMATION

Commercial Client Government Client

Client Name:

Client Address:

City State Zip Code Project Name: Total Project Value:

Performance Period: Teaming Partner(s):

Government or Commercial Project Manager Contact

Alternate Government or Commercial Project Manager Contact

Name: Name:

Title: Title:

Phone number: Phone number:

Fax number: Fax number:

E-mail address: E-mail address:

SPECIFIC PERFORMANCE

Instructions: This part consists of open-ended questions to determine the scope, complexity, and relevance of the project to the current requirement. Please answer the questions concisely and to the best of your knowledge.

1. Describe the overall project type the contractor provided.

2. Describe the end goal/end product and result.

3. Describe the long-term program development involved in performing this task.

4. Describe the level of planning and staffing contractor was required to perform and if they met the contracts exceptions.

5. Describe the average timeline involved in completing this project and if contractor met that timeline within reason.

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PAST PERFORMANCE RATINGS

Please answer each of the following questions with a rating that is based on objective measurable performance indicators to the maximum extent possible. Comments to support ratings may be noted on last page. The Government will assess an overall past performance rating for each reference contacted. The overall ratings of each reference will then be combined to arrive at a final past performance rating that will be assigned points based upon the following rating scheme:

RATINGS ARE DEFINED AS FOLLOWS:

Definition Description

Excellent The Contractor demonstrates an excellent performance level in all categories. There have been no performance problems and the Contractor has demonstrated initiative to enhance/exceed contractual requirements and objectives. The Contractor also has maintained an excellent Contractor/Government relationship throughout contract performance

Good There are no quality of service problems; no cost/price issues; and no delays. Responses to inquiries and technical/service administrative issues are consistently effective and responsive.

Non-conformance does not impact achievement of contract requirements.

Acceptable Non-conformances are minor and have little impact in achievement of contract requirements, requires minor intervention by Government personnel to resolve issues.

Marginal Non-conformances are impacting achievement of contract requirements, requires substantial intervention by Government personnel to resolve issues.

Unacceptable Non-conformances are compromising the achievement of contract requirements, despite substantive intervention by Government personnel.

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PART 1: GENERAL PERFORMANCE

INSTRUCTIONS: PLEASE CHECK THE APPROPRIATE RATING

Quality of Service Excellent Good Acceptable Marginal Unacceptable N/A

1. Compliance with contract requirements

2. Accuracy of Reports

3. Effectiveness of Personnel

4. Technical Excellence

5. Record of conforming to specifications and standards of good workmanship

6. Ability to provide services nationwide, including small and rural communities

Cost Control Excellent Good Acceptable Marginal Unacceptable N/A

1. Record of forecasting and controlling target costs

2. Current, accurate, and complete billings

3. Relationship of negotiated costs to actual

4. Cost efficiencies

Timeliness of Performance Excellent Good Acceptable Marginal Unacceptable N/A

1. Met interim milestones

2. Reliability

3. Responsive to technical direction

4. Completed on time including wrap up

5. Met delivery schedules

6. Amount of Liquidated Damages (Excellent=Low or None, Unacceptable= High)

Business Relations Excellent Good Acceptable Marginal Unacceptable N/A

1. Effective Management, including subcontracts

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2. Reasonable/cooperative behavior

3. Responsive to contract requirements

4. Notification of problems

5. Flexibility

6. Pro-active vs. Reactive

7. Effective small/small disadvantage business subcontracting program

8. History of staff turnover

Customer Satisfaction Excellent Good Acceptable Marginal Unacceptable N/A

1. Commitment to customer satisfaction

2. Would you recommend selection of this firm again?

3. Overall Rating of Contractor

ADDITIONAL COMMENTS:

Name and Signature of Reference Date

General Conditions for Non-Construction U.S. Department of Housing and Urban

Contracts Development Office of Public and Indian Housing

Section I – (With or without Maintenance Work) Office of Labor Relations OMB Approval No. 2577-0157 (exp. 1/31/2017)

Public Reporting Burden for this collection of information is estimated to average 0.08 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Reports Management Officer, Office of Information Policies and Systems, U.S. Department of Housing and Urban Development, Washington, D.C.

20410-3600; and to the Office of Management and Budget, Paperwork Reduction Project (2577-0157), Washington, D.C. 20503. Do not send this completed form to either of these addressees.

Applicability. This form HUD-5370-C has 2 Sections. These Sections must be inserted into non-construction contracts as described below:

proposal submitted before final payment of the contract.

(d) Failure to agree to any adjustment shall be a dispute under clause Disputes, herein. However, nothing in this clause shall excuse the Contractor from proceeding with the

1) Non-construction contracts (without maintenance) contract as changed.

greater than $100,000 - use Section I; (e) No services for which an additional cost or fee will be

2) Maintenance contracts (including nonroutine charged by the Contractor shall be furnished without the prior written consent of the HA.maintenance as defined at 24 CFR 968.105) greater than

$2,000 but not more than $100,000 - use Section II; and

3) Maintenance contracts (including nonroutine 3. Termination for Convenience and Default maintenance), greater than $100,000 – use Sections I and II. (a) The HA may terminate this contract in whole, or from time to time in part, for the HA's convenience or the failure of the Contractor to fulfill the contract obligations (default). The HA shall terminate by delivering to the Contractor a written Notice of Termination specifying the nature, extent, and effective date of the termination. Upon receipt of the notice, the Contractor shall: (i) immediately discontinue all services affected (unless the notice directs otherwise); and (ii) deliver to the HA all information, reports, papers, and other materials accumulated or generated in performing

Section I - Clauses for All Non-Construction Contracts greater than $100,000

1. Definitions

The following definitions are applicable to this contract:

(a) "Authority or Housing Authority (HA)" means the

Housing Authority.

this contract, whether completed or in process.(b) "Contract" means the contract entered into between the

(b) If the termination is for the convenience of the HA, the HA shall be liable only for payment for services rendered

Authority and the Contractor. It includes the contract form, the Certifications and Representations, these contract clauses, and the scope of work. It includes all formal changes to any of those documents by addendum, Change before the effective date of the termination.

(c) If the termination is due to the failure of the Contractor to

Order, or other modification. fulfill its obligations under the contract (default), the HA may

(i) require the Contractor to deliver to it, in the manner(c) "Contractor" means the person or other entity entering into the contract with the Authority to perform all of the work and to the extent directed by the HA, any work as required under the contract. described in subparagraph (a)(ii) above, and compensation be determined in accordance with the Changes clause, paragraph 2, above; (ii) take over the work and prosecute the same to completion by contract or otherwise, and the Contractor shall be liable for any additional cost incurred by the HA; (iii) withhold any payments to the Contractor, for the purpose of off-set or partial payment, as the case may

(d) "Day" means calendar days, unless otherwise stated.

(e) "HUD" means the Secretary of Housing and Urban development, his delegates, successors, and assigns, and the officers and employees of the United States Department of Housing and Urban Development acting for and on behalf of the Secretary.

be, of amounts owed to the HA by the Contractor.

2. Changes (d) If, after termination for failure to fulfill contract obligations

(a) The HA may at any time, by written order, and without

(default), it is determined that the Contractor had not failed, the termination shall be deemed to have been effected for the convenience of the HA, and the Contractor shall been titled to payment as described in paragraph (b) above.

notice to the sureties, if any, make changes within the general scope of this contract in the services to be performed or supplies to be delivered. (e) Any disputes with regard to this clause are expressly made

(b) If any such change causes an increase or decrease in the subject to the terms of clause titled Disputes herein.

hourly rate, the not-to-exceed amount of the contract, or the time required for performance of any part of the work under this contract, whether or not changed by the order, or otherwise affects the conditions of this contract, the HA shall make an equitable adjustment in the not-to-exceed amount, the hourly rate, the delivery schedule, or other

4. Examination and Retention of Contractor's Records

(a) The HA, HUD, or Comptroller General of the United States, affected terms, and shall modify the contract accordingly.

or any of their duly authorized representatives shall, until 3 years after final payment under this contract, have access to and the right to examine any of the Contractor's directly pertinent books, documents, papers, or other records involving transactions related to this contract for the purpose of making audit, examination, excerpts, and transcriptions.

(c) The Contractor must assert its right to an equitable adjustment under this clause within 30 days from the date of receipt of the written order. However, if the HA decides that the facts justify it, the HA may receive and act upon a

Section I - Page 1 of 6 form HUD-5370-C (01/2014)

(b) The Contractor agrees to include in first-tier subcontracts under this contract a clause substantially the same…