REQUEST FOR PROPOSALS FOR

Preventative Maintenance, Repair, Replacement and Emergency Services for Fencing and Gates

RFP No. 26-18

TABLE OF CONTENTS

Part I - GENERAL INFORMATION FOR OFFERORS page 2

Part II - INFORMATION REQUIRED FROM OFFERORS page 9

Part III - CRITERIA FOR SELECTION page 11

Part IV - WORK STATEMENT page 12

Part V - CONTRACT TERMS AND CONDITIONS page 16

APPENDIX A – PROPOSAL FORM

APPENDIX B – SAMPLE CONTRACT

APPENDIX C – MINIMUM INSURANCE REQUIREMENTS

This document can be downloaded from the Authority’s website using the link below:

https://philapark.org/bids-solicitations/

PART I

GENERAL INFORMATION TO OFFERORS

SUMMARY

When:

Proposals must be submitted by Tuesday, December 8, 2026 no later than 1:00 PM.

Where:

Philadelphia Parking Authority Attention: Shannon Stewart, Manager of Contract Administration 701 Market Street, Suite 5400 Philadelphia, PA 19106

How:

Mandatory Pre- Proposal Meeting

Proposals must be delivered to Shannon Stewart in a sealed package via mail, by a recognized overnight courier service (e.g., UPS, Federal Express, etc.), with confirmed receipt, or by certified or registered United States mail, postage prepaid, return receipt requested certified mail, or by hand-delivery no later than Tuesday, December 8, 2026 at 1:00 PM. Whether mailed or hand-delivered, all envelopes must display the company’s name and must be boldly and clearly handwritten (not typewritten) “RFP No. 26-18 Preventative Maintenance, Repair, Replacement and Emergency Services for Fencing and Gates”. All proposals must be presented with one (1) original and seven (5) copies, individually numbered, and an electronic version consisting of one PDF file via USB drive. Please do not password protect the USB drive or file.

A mandatory in-person Pre-Proposal Meeting will be held on Thursday, November 12, 2026 at 11:00 AM at the Authority’s Impound Lot 7 located at 6801 Essington Avenue, Philadelphia, PA 19153. A mandatory site visit will take place immediately following the Pre-Bid Meeting.

Please allow adequate time to attend the Pre-Proposal meeting and site visit, which should last approximately 90 minutes. Offerors must attend the Pre-Proposal meeting and site visit to be considered an eligible Offeror.

Prospective Offerors who are having trouble locating Impound Lot 7 should contact Shannon Stewart for assistance at 215.837.9025.

Please complete the Offeror Registration Form to complete your registration for this solicitation.

https://ppa-forms-pro.powerappsportals.com/offeror-registration/?uid=46957665-2e97-4d9e-8297-56eb3a559eaa

I-1. Introduction.

This Request for Proposals (“RFP”) is being issued by the Philadelphia Parking Authority, (“Authority”), a body corporate and politic created under the laws of the Commonwealth of Pennsylvania in accordance with the Act of June 19, 2001, P.L. 287, No. 22, 53 Pd. C.S. § 5501 et seq. as amended, known as the “Parking Authority Law”.

The Authority is seeking proposals from qualified Offerors to provide preventative maintenance, repair, replacement and emergency services (“Services”) of all fencing, vehicular gates and pedestrian access systems across multiple Authority locations. Emergency services must be provided 24 hours, 7 days a week. Offerors must be able to repair fencing, manual and cantilever gates, electrical components, motors, and operating system components of all makes and models.

As a Request for Proposals, this is not an invitation to bid and although price is important, other pertinent factors will be taken into consideration.

I-2. Mission Statement.

The mission of the Philadelphia Parking Authority is to contribute to the economic vitality of Philadelphia and the surrounding region by effectively managing and providing convenient parking on the street, at the airport, and in garages and lots; effectively administering automated speed and red-light camera systems; regulating taxicabs, limousines and transportation network companies; and other transportation-related activities.

A number of customer-focused actions flow from the PPA mission:

• Improving cooperation and planning with PPA stakeholders, including state and local transportation partners,

• Implementing cutting-edge technology to improve the customer experience and enhance overall management and agency efficiency,

• Emphasizing employee training on industry best practices,

• Maximizing transparency in hiring and procurement,

• Implementing on-street parking management policies that address neighborhood needs throughout the City,

• Encouraging reasonably priced off-street parking through rate setting policies at seven PPA Center City facilities,

• Maintaining and improving neighborhood parking lots to address both residential and commercial demand,

• Providing leadership in partnering with private and public hospitality and tourism entities to enhance the visitor experience,

• Applying the latest technology for a superior customer experience at the parking facilities at Philadelphia International Airport in support of this important regional economic engine,

• Encouraging safe, clean, reliable taxicab, limousine and transportation network company service through sound regulations and consistent enforcement,

• Improving vehicle and pedestrian safety in targeted intersections through automated speeding and red-light enforcement,

• Applying latest technology and continuing staff development to provide the highest quality public service with maximum efficiency.

I-3. Procurement Questions.

Eligible Offerors are encouraged to submit questions concerning the RFP in writing after the Pre-Proposal meeting and no later than Thursday, November 19, 2026 at 12:00 PM.

Questions concerning this RFP are to be submitted via the Question Submission Form using the link below:

https://ppa-forms-pro.powerappsportals.com/question-submissions/?uid=46957665-2e97-4d9e-8297-56eb3a559eaa (The link will be activated after the Pre-Proposal Meeting) https://ppa-forms-pro.powerappsportals.com/question-submissions/?uid=46957665-2e97-4d9e-8297-56eb3a559eaa

Questions must be in Word format and uploaded using the Question Submission Form.

If you are having issues accessing or completing the Question Submission Form, please contact Shannon Stewart, Manager of Contract Administration via email at sstewart@philapark.org.

Only questions submitted by eligible Offerors via the Question Submission Form will be addressed.

Responses to all questions and clarification requests will be provided through a written addendum that will be emailed to all eligible Offerors and posted to the Authority’s website, https://philapark.org/bids-solicitations/. Responses will not be official until they have been verified, in writing, by the Authority.

The Authority will not be bound by any verbal information, nor will it be bound by any written information that is not either contained within the RFP or formally issued as an addendum by the Authority. The Authority does not consider questions to be a protest of the Work Statement or of the solicitation.

I-4. Clarification of Instructions.

Should the prospective Offeror find a discrepancy in or an omission from the Work Statement or any part of this RFP or be in doubt as to the meaning of any term contained therein, the Offeror will notify Shannon Stewart, Manager of Contract Administration via the Question Submission Form using the link below, prior to the question deadline.

Responses to all questions and clarification requests will be provided through a written addendum that will be emailed to all eligible Offerors and posted to the Authority’s website, https://philapark.org/bids-solicitations/. Responses will not be official until they have been verified, in writing, by the Authority.

I-5. Restriction of Contact.

From the issue date of this RFP until the Authority’s Board approves the selected Offeror, Shannon Stewart is the sole point of contact concerning this RFP. Any violation of this condition by an Offeror may result in the Authority rejecting the offending Offeror’s proposal. If the Authority later discovers that the Offeror has engaged in any violations of this condition, the Authority may reject the offending Offeror’s proposal or rescind the selection. Offerors must agree not to distribute any part of their proposal to anyone other than Shannon Stewart. An Offeror who shares information contained in its proposal with other Authority personnel and/or competing Offeror personnel may be disqualified.

I-6. Proposal Conditions.

Sealed proposals must be received in the office of the Philadelphia Parking Authority, addressed to Shannon Stewart, 701 Market Street, Suite 5400, Philadelphia, PA 19106, by Tuesday, December 8, 2026 no later than 1:00 PM.

Packages must be delivered and received by Shannon Stewart prior to the due date and time to meet the mandatory responsiveness requirement of received timely as described in Part III. Delayed deliveries will not be accepted if received after the due date and time.

Each Offeror must submit to the Authority the information and forms required, which forms, and information shall become the property of the Authority and will not be returned to Offerors, unless a written request to withdraw is received prior to the opening of proposals. Failure to attach documents required for submittal at the time of submittal will result in the proposal being rejected.

If you would like to request an extension to the question deadline or proposal due date, you must submit that request during the question period and allow the Authority to respond via addendum.

I-7. Small and Small Diverse Business Participation.

The Authority seeks to increase procurement through small and small diverse businesses for all products, services and construction. Offerors must identify their status as a small or small diverse business by completing the Small and Small Diverse Business Participation Submittal form included in the Proposal Form along with a copy of their Small Business Procurement Initiative certificate issued from the Pennsylvania Department of General Services. Offerors may self-certify using the link below:

mailto:sstewart@philapark.org https://www.dgs.pa.gov/Small%20Business%20Contracting%20Program/Pages/default.aspx

Please note: The Authority encourages small and small diverse business participation. However, this solicitation is open to all eligible Offerors.

I-8. Signatures Required.

The proposals must be signed in all spaces where signatures are required. Corporations must sign through a duly authorized officer of the corporation with the officer’s title clearly identified. Other business entities must sign through a duly authorized person with the title of the signer and type of entity clearly identified.

I-9. Instructions for Affidavit of Non-Collusion.

1. The Non-Collusion Affidavit is material to any contract awarded through a public solicitation.

2. This Non-Collusion Affidavit must be executed by the member, officer or employee of the offeror who makes the final decision on terms and prices identified in the proposal.

3. Bid rigging or collusion and other efforts to restrain competition, and the making of false sworn statements in connection with the submission of bids are unlawful and may be subject to criminal prosecution. The person who signs the Affidavit below should examine it carefully before signing and be assured that each statement is true and accurate, making diligent inquiry, as necessary, of all other persons employed by or associated with the offeror with responsibilities for the preparation, approval or submission of the proposal.

4. In the case of a proposal submitted by a joint venture, each party to the venture must be identified in the proposal documents, and an Affidavit must be submitted separately on behalf of each party.

5. The term "complementary proposal" as used in the Affidavit has the meaning commonly associated with that term in the request for proposal process and includes the knowing submission of proposals higher than the proposal of another firm, any intentionally high or noncompetitive proposal, and any other form of proposal submitted for the purpose of giving a false appearance of competition.

6. Failure to file and attach an Affidavit in compliance with these instructions will result in disqualification of the proposal.

I-10. Insurance Requirements.

The successful Offeror will be required to submit Insurance Coverage as outlined in Appendix C. Offerors must submit with their proposal a sample certificate of insurance from a recent project that meets the requirements. If you do not currently carry the level of insurance that is required, you must submit a letter from your insurance company indicating that they will provide the required insurances as outlined in this RFP if awarded a contract.

If you would like to request a waiver or relief for any coverages required, you must submit that request during the question period and allow the Authority to respond via addendum.

Insurance requirements will not be negotiated after the proposal due date.

I-11. Executed Contract Required.

By submitting a proposal in response to this RFP the Offeror agrees that the Authority will not be bound to any contract, performance or payment obligation until the Authority’s Board votes to award a contract to the successful Offeror and the Authority’s Executive Director signs the written contract.

I-12. Contract Negotiation.

If successful, this procurement process will result in the presentation of a completed final-form contract to the Authority’s Board for approval at a public meeting. To advance that goal a sample contract is included as Appendix B.

Please review the sample contract carefully. Any exceptions or requested changes to the contract must be clearly noted in the proposal (Tab F) in order to be considered.

https://www.dgs.pa.gov/Small%20Business%20Contracting%20Program/Pages/default.aspx

Exceptions or requested changes to the sample contract will be considered a part of the response. Exceptions or requested changes to the sample contract should be made with great care. The Authority may reject all or some of those changes or exceptions, in its sole discretion.

I-13. Rejection or Acceptance of Proposals.

An Evaluation Committee comprised of Authority employees will review all proposals as detailed in Part III. Discussions and negotiations may be conducted with responsible Offerors for the purpose of clarification and of obtaining best and final offers. Responsible offers shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals. The discussions with Offerors will not disclose any information derived from proposals submitted by competing Offerors.

The responsible Offeror whose proposal is determined in writing to be the most advantageous to the Authority, taking into consideration price and all evaluation factors, shall be selected for contract negotiation. In the event the negotiations reveal that the proposal selected for negotiation is not the most advantageous or the Offeror selected for negotiation defaults or withdraws from negotiation, the Evaluation Committee may select another proposal then determined to be the most advantageous to the Authority, taking into consideration price and all evaluation factors, for contract negotiation.

The Authority reserves the right to waive any irregularities in the completion of the forms and papers enclosed in this proposal package; to accept or reject any or all proposals; to re-advertise for proposals if desired, and to accept any proposal which, in the judgment of the Authority, will be in the Authority’s best interest.

Any form which is required to be submitted, and which is incomplete, conditional, obscure, contains additions not called for and not approved by the Authority, or which contains irregularities of any kind, may be cause for rejection of the proposal, in the sole discretion of the Authority.

I-14. Request to Withdraw Proposal.

At any time up to the hour and date set for opening of proposals, an Offeror may withdraw its proposal. Such withdrawal must be in writing and delivered to the Authority at the address set forth herein by a nationally recognized overnight courier service, certified mail, return receipt requested, via email to Shannon Stewart at sstewart@philapark.org or delivered in person. Such withdrawal shall be effective only upon receipt by the Authority evidenced by written confirmation of such receipt and will preclude the submission of another proposal by such Offeror.

After the scheduled time for opening of proposals, no Offeror will be permitted to withdraw their proposal, and each Offeror hereby agrees that their proposal shall remain firm for the contract period. A proposal made and opened may be withdrawn with the written permission of the Authority, if the Authority determines in its sole discretion that the proposal is inconsistent with the best interest of the Authority.

I-15. Unacceptable Proposals.

The Authority will not consider and will reject any proposal if the Offeror is in arrears or in default to the Authority as to any debt or contract, or whose insurer or banking institution is in default as surety or otherwise upon any obligation to the Authority or has failed in the sole opinion of the Authority to faithfully perform any previous contract with the Authority.

I-16. Subcontracting.

Subcontractors may only be used to perform electrical work and must be identified in your proposal. The selected Offeror will not assign or in any way transfer any interest in this agreement without prior written consent of the Authority, nor will the Offeror subcontract any services without prior written approval of the Authority.

I-17. Notification of Offeror Selection.

The Authority will study and evaluate all proposals which are received in accordance with the instructions set forth in the proposal package and will seek to select an Offeror and notify all other Offerors of the award within sixty (60) days mailto:sstewart@philapark.org after the date proposals are opened. Written notice will be mailed to the address furnished by each Offeror in the Transmittal Letter.

The selected Offeror shall not start the performance of any work prior to the effective date of the Contract and the Authority shall not be liable to pay the selected Offeror for any service or work performed or expenses incurred before the effective date of the Contract. Costs incurred by the Offeror in the preparation of the proposal or during any review or negotiations shall be borne exclusively by the Offeror.

I-18. Standard Practices.

All work performed under the contract shall be subject to inspection and final approval by the Authority, through the Executive Director or his designee.

I-19. Document Disclosure.

While documents exchanged by or with the Authority or its agents during this process may be protected from public release by certain terms of Pennsylvania’s Right to Know Law (65 P.S. §§67.101–67.3104), Pennsylvania’s Procurement Code, or other laws, many documents may not be protected. All Offerors are advised to seek counsel or otherwise educate themselves regarding open records laws and regulations in Pennsylvania. The determination to award a contract will occur at a Sunshine Act meeting.

I-20. Statement of No Proposal.

All Prospective Offerors that do not intend to submit a proposal are asked to complete the Proposal Decline Form enclosed in the proposal documents.

This document must be emailed to the attention of Shannon Stewart, Manager of Contract Administration at sstewart@philapark.org.

An electronic version of this form can be accessed using the link below. Specific comments and observations are encouraged.

https://ppa-forms-pro.powerappsportals.com/decline-submission/?uid=46957665-2e97-4d9e-8297-56eb3a559eaa

I-21. Shipping and Delivery.

The Offeror will be responsible for all shipping and delivery costs of the specified items required to support the proposal.

I-22. Substitutions Requests During Contract Period

Substitutions may be considered during the contract period for discontinued items. Replacement items must be approved by the Authority in writing and the item must be of equal or higher quality than the awarded item and the cost will remain the same. A sample must be supplied with the request for approval.

I-23. Prevailing Wages and Benefits.

Current prevailing wages and benefits for the industry and trade will be paid at all times for any repairs and new installations where the estimated total cost exceeds $25,000.

Prevailing Wages rates will be attached to the task order when the work exceeds $25,000.

I-24. Certified Apprenticeship Program Participation.

All Offerors must meet the qualification standards by certifying that it participates, directly or through its labor for each craft or trade, in an approved Apprenticeship Program which is currently registered with the U.S. Department of Labor or a state apprenticeship agency for each craft or trade that will be engaged in the Work.

The Authority will rely on the U.S. Department of Labor personnel assigned to oversee apprenticeship programs in Pennsylvania and, if necessary, on the appropriate Pennsylvania Department of Labor personnel assigned to the relevant apprenticeship programs.

I-25. Financial Statements.

https://ppa-forms-pro.powerappsportals.com/decline-submission/?uid=46957665-2e97-4d9e-8297-56eb3a559eaa

If requested, Offeror will be required to provide audited financial statements for the last three years completed by an independent Certified Public Accountant firm who is not affiliated with or employed by the Offeror.

Offeror may submit one copy of their financial statements either with the original proposal or in a separate envelope marked "confidential".

The Authority will maintain the confidentiality of financial information submitted by an Offeror. That information will be reviewed by professionals in the Authority’s Finance Department and will not otherwise be released, disseminate, or shared with any third party absent legal mandate and advanced notice to the Offeror.

Financial information submitted in response to an RFP is generally exempt from disclosure under Pennsylvania’s Right to Know Law. 65 P.S. § 67.708(b)(26). The Authority will not sign non-disclosure agreements related to an Offeror’s financial information.

PART II

INFORMATION REQUIRED FROM OFFERORS

II-1. Proposal Format.

All proposals submitted must conform to the following format requirements. Any proposal that does not contain the information outlined below may not be considered.

Please refrain from using binders and/or special binding when submitting your proposals. Binder clips are preferred when feasible.

An electronic version of the Proposal Form is posted to the Authority’s website.

Forms that are altered by the Offeror may be grounds for rejection of the Offeror’s response.

The tab requirements are as follows:

Tab A - Transmittal Letter Tab B – Qualifications, Licenses and Certifications Tab C - Proposal Form Tab D - Authorization to do Business Tab E - Evidence of Insurance Tab F - Proposed Amendments to Contract Tab G - Disclosure of Legal Actions

Tabs that extend beyond the 8.5” x 11” paper, must be used.

II-2. Transmittal Letter (Tab A).

Offerors must submit a cover letter, signed by an officer or individual with authority to bind the Offeror, which provides an overview of the Offeror's proposal, as well as the name, title, email address and phone number of the person to whom the Authority may direct questions concerning the proposal.

Offerors must identify a staff member and a qualified substitute to represent the company for the entire term of contract.

II-3. Qualifications, Licenses and Certifications (Tab B).

Offerors must have a minimum of three (3) years of experience and provide a summary of their experience providing installation, maintenance and repair services for fencing and gates as described in the Work Statement.

Offerors must provide their active Contractor’s License with the City of Philadelphia and will be required to pull any necessary permits.

Provide any licenses and certifications required by local and state laws to perform the services described in the Work Statement. All certifications and licenses must remain current during the term of the contract

Offerors must provide evidence satisfactory to the Authority that they are fully competent to provide the goods and services as identified in the Work Statement.

II-4. Proposal Form (Tab C).

The proposal form contained within this RFP must be submitted in its entirety (except the proposal decline form). All signature lines must be executed. Electronic or wet signatures are accepted.

II-5. Authorization to do Business (Tab D).

All proposals must be submitted in the exact name of the person (organization) that will contract with the Authority upon contract award (“Contracting Party”).

The proposal must include the Contracting Party’s Federal Employee Identification Number (EIN).

The proposal must include confirmation that the Contracting Party is licensed to do business in the Commonwealth of Pennsylvania and provide the Entity Number issued by the Pennsylvania Secretary of State to the Contracting Party upon registration.

The proposal must include confirmation that the Contracting Party is licensed to do business in the City of Philadelphia and provide the Commercial Activity License Number issued by the Philadelphia Department of Licenses and Inspections to the Contracting Party upon registration. If the Offeror does not currently have a Philadelphia Commercial Activity License, it must obtain one no later than five business days after notification of selection. If the Offeror does not believe that it needs a Philadelphia Commercial Activities License, an explanation with references to statute and/or the Philadelphia Code should be included with the proposal.

II-6. Insurance Requirements (Tab E).

The successful Offeror will be required to submit Insurance Coverage as outlined in Appendix C. Offerors must submit with their proposal a sample certificate of insurance from a recent project that meets the requirements. If you do not currently carry the level of insurance that is required, you must submit a letter from your insurance company indicating that they will provide the required insurances as outlined in this RFP if awarded a contract.

If you would like to request a waiver or relief for any coverages required, you must submit that request during the question period and allow the Authority to respond via addendum.

Insurance requirements will not be negotiated after the proposal due date.

II-7. Proposed Amendments to Contract (Tab F).

If successful, this procurement process will result in the presentation of a completed final-form contract to the Authority’s Board for approval at a public meeting. To advance that goal a sample contract is included for review as Appendix B. Please review the sample contract carefully. Any exceptions or requested changes to the contract must be clearly noted in the proposal in order to be considered.

II-8. Disclosure of Legal Actions (Tab G).

Provide a summary and the status of any current or ongoing legal actions, suits, proceedings, claims or investigations pending with any governmental agency with which the Offeror has had or currently has a contractual relationship. The existence of any such pending actions, suits, proceedings, claims or investigations may be a factor considered by the Authority in determining which Offeror should be awarded that contract but will not automatically disqualify the Offeror from consideration. Should there be no legal actions, suits, proceedings, claims or investigations pending with any governmental agency with which the Offeror has had or currently has a contractual relationship, a statement to that effect will be included.

PART III

CRITERIA FOR SELECTION

III-1. Mandatory Responsiveness Requirements. To be eligible for selection, a proposal must be (a) submitted by an Offeror who was represented at the mandatory pre-proposal meeting and site visits; (b) timely received from an Offeror; (c) properly signed by the Offeror.

III-2. Technical Nonconforming Proposals. The three (3) Mandatory Responsiveness Requirements set forth in Section III-1 above are the only RFP requirements that the Authority will consider to be non-waivable. The Authority reserves the right, in its sole discretion, to waive any other technical or immaterial nonconformities in the proposal, allow the Offeror to cure the nonconformity, or consider the nonconformity in the evaluation of the proposal.

III-3. Proposal Evaluation. Proposals will be reviewed, evaluated and rated by an Evaluation Committee consisting of Authority employees. The Evaluation Committee will recommend the proposal determined to be most advantageous to the Authority as determined by the criteria listed below to the Authority Board.

During the evaluation process, the Evaluation Committee may require an Offeror to answer questions with regard to the proposal and/or require certain Offerors to make formal presentations to the Evaluation Committee.

III-4. Evaluation Criteria. The Authority determined that it is not advantageous for it to use a bidding process in order to secure the services of detailed in this RFP because it wished to consider criteria other than price in the award process, in particular, the Offeror’s qualifications and experience.

Proposals will be evaluated consistent with the requirements of this RFP to determine the most responsive Offerors as follows:

a. Responsiveness of the proposal to the submission requirements set forth in the RFP. Weight: 5%

b. Qualification and experience of the Offeror with regard to the Work Statement outlined in the RFP. Weight: 15%

c. The quality and approach of the Offeror’s proposal to meet the requirements of the Work Statement, response times, reference feedback and past performance. Weight: 30%

d. Proposed costs and changes to the proposed contract although the Authority is not bound to select the contractor who proposes the lowest fees. Weight: 40%

e. Small and Small Diverse Business participation. Weight: 10%

PART IV

WORK STATEMENT

IV-1. General.

The Authority is seeking proposals from qualified Offerors to provide preventative maintenance, repair, replacement and emergency services (“Services”) of all fencing, vehicular gates and pedestrian access systems across multiple Authority locations. Emergency services must be provided 24 hours, 7 days a week. Offerors must be able to repair fencing, manual and cantilever gates, electrical components, motors, and operating system components of all makes and models.

IV-2. Specific.

The Contractor must field verify all the Authority’s fencing, gate systems, motors, and railings throughout the Authority’s locations. Types of fencing such as cyclone, chain link, vertical supports, stairwell railings, handrails, and estate fencing at each location are identified in Section K.

The Contractor must provide all labor, tools, materials, equipment, supervision for maintenance, repairs and replacements. Contractor must respond to the Authority’s request for routine, preventive and emergency services.

Contractor must apply industry best practices, standards, and accepted field methods.

A. Service Requirements

1. Technical Expertise: The Contractor must have experience in servicing commercial fencing, vehicular gates and pedestrian access systems including:

a. Knowledge of various fence and gate types, materials, and operating mechanisms.

b. Familiarity with safety systems and compliance requirements.

c. Ability to source and install replacement parts from multiple manufacturers.

d. Understanding proper installation, adjustment, and testing procedures.

e. The Contractor must provide all labor and supervision.

2. Parts and Materials: The Contractor must provide all necessary, equipment, tools, parts and materials and for repair services including:

a. OEM-grade or equivalent parts only.

b. Appropriate fasteners, hardware, and mounting materials.

c. Lubricants and maintenance supplies suitable for fence and gate applications.

d. Temporary repair materials when permanent solutions require special ordering or long lead times.

B. Repair and Replacement Services: Repair and replacement services for fencing and gates include but are not limited to:

1. Damaged fence, fabric, rails, posts, or hardware.

2. Gate motors, control boards, loop detectors, and limit switches.

3. Test and calibrate MyQ connectivity and battery backup systems.

4. Inspect wiring, grounding, and voltage levels; lubricate and align components.

5. Maintain and test Von Duprin 365R pedestrian door strikes. Contractor must keep a replacement striker, Von Duprin 365R Electric Striker, on hand throughout contract.

C. Emergency Services: The Authority may require emergency services throughout the contract term and the Contractor must respond according to the response times identified on their cost form, initial response time must be 4 hours or less. Emergency services will only be requested during regular time hours, as described in section

D. Annual Preventative Maintenance: The Contractor will be responsible for annual preventive maintenance and inspection services for the Authority's fences, manual gates, automated gates, and related gate operating equipment. The work must be performed in accordance with manufacturer recommendations and the requirements listed below.

1. Preventative Maintenance Schedule: Maintenance schedule will be finalized and approved by the Authority’s project manager at the kick-off meeting.

2. Preventive maintenance must include:

a. Cycle automated gate operators through open and close commands and verify proper operation.

b. Inspect safety devices, including loops, photo eyes, safety edges, reversing devices, and related controls, to confirm proper operation and that obstructions are detected as intended.

c. Lubricate chains and other moving components in accordance with manufacturer specifications.

d. Inspect and clean rollers and tracks as required, and check for gate misalignment, loose mounting hardware, limit switch issues, and other conditions affecting safe operation.

e. Inspect chains, chain links, hinges, connection points, mounting hardware, and related components for wear, looseness, or damage.

f. Inspect gate posts for damage, bending, or other conditions that may affect operation or structural stability.

g. Inspect manual sliding gates for weld cracks, damaged chain link, damaged pickets, roller issues, and other visible deficiencies.

h. Grease and lubricate all applicable metal-to-metal contact points and grease fittings on gates and related fence components.

3. Inspection Services

a. Comprehensive visual inspection of all gate components including panels, hardware, springs, cables, tracks, and operators.

b. Inspect and test electrical connections, control boxes, switches, and relays.

c. Evaluation of safety systems including emergency release mechanisms and sensor functionality.

d. Documentation of wear patterns and potential failure points.

e. Identification of components requiring adjustment, lubrication, or replacement.

f. Repair or replace worn components during inspections when feasible.

4. Maintenance Services

a. Lubrication of all moving parts including hinges, rollers, driver trains, tracks, springs, and operator mechanisms. NOTE: Lubrication must also be conducted at least once annually and during any service visit when repair work is performed to ensure smooth operation and extend component life.

b. Alignment of tracks and adjustment of roller assemblies.

c. Cleaning and adjustment of safety sensors and limit switches.

d. Testing of safety interlocks, emergency release mechanisms and manual operation capabilities.

e. Tightening of hardware including bolts, screws, and mounting brackets.

5. Deficiencies and Repair Recommendations: The Contractor must document all deficiencies, damage, unsafe conditions, and recommended repairs identified during the annual inspection.

a. The Contractor will provide the Authority with a written quotation for repair or replacement of damaged parts utilizing the Authority’s task order process as described in section E below.

b. Repair work beyond routine annual maintenance cannot proceed without authorization from the Authority’s project manager.

E. Task Orders: Task orders will be issued on an on-call or as-needed basis for fence and gate repairs or replacements. All task order responses must be submitted to the Authority for approval utilizing the Authority’s Standard Task Order Form. The cost established in the task order will be a maximum project cost which in no event will be exceeded unless agreed to by the Authority prior to incurring extra costs and duly approved in writing by the Authority’s Project Manager. Verbal or written directions to commence by anyone in any form other than the Authority’s fully executed Task Order document will not be accepted by the Project Manager nor is it binding upon the Authority.

Within ten (10) calendar days of issuance of the Task Order, the Contractor must begin work as noted on the approved Task Order, or a mutually agreed upon start date.

F. Reporting: The Contractor must maintain comprehensive records of all services performed including:

1. Detailed semi-annual reports containing the date and time for each maintenance visit and repair call. Service reports must identify any failed parts and/or any additional repairs needed that were discovered during preventative maintenance and service calls.

2. Description of parts replaced and materials used. Written approval is required for any substitutions of major modifications.

3. Provide photographs of before and after repairs or safety concerns identified during preventative maintenance and emergency repairs that need to be addressed and indicate the priority level.

4. Detailed service reports must be emailed to the Authority’s project manager no later than 3 business days after repair is completed.

5. Recommendations for future repairs or system upgrades at or nearing end of life expectancy.

6. The Contractor is responsible for maintaining an updated Equipment Inventory Log with serial numbers and operational status.

G. Warranty Requirements: The Contractor must provide warranties that cover both materials and workmanship on all repair and new installation work and replacement parts installed according to manufacturer’s specifications and warranties. The Authority requires assurance that repaired systems will perform reliably following service. Warranty on new installations must be indicated on the Contractor’s task order response.

H. Safety And Compliance: All work performed must comply with manufacturer’s specifications, local building codes in Philadelphia, UL 325, ASTM F2200, NFPA 70 (NEC) and OSHA standards. The Contractor must demonstrate knowledge and ensure all systems operate safely following service completion. Safety testing must be performed on all automatic operators and safety devices following any maintenance, repair or replacement activity. Lockout/tagout must be enforced by Contractor for all electrical work.

The Contractor must provide temporary barriers when gates are out of service.

I. Hours of Work: All regular service must be performed during normal business hours, Monday through Friday, 8:00 AM to 5:00PM.

J. Response Time: Contractor must identify their response times as described below on their Proposal Form.

1. Initial Response Time: Identify when Contractor will acknowledge a request, via phone call to the Authority’s project manager and communicate the repair plans.

2. Arrival Response Time: Identify the on-site arrival time for any call for maintenance or repairs.

K. Facility Locations and Existing Equipment: Contractor agrees to perform maintenance, repair and replacement services at each of the following Authority locations. Locations may be added and/or removed during the term of the contract.

Facility and Location Fencing Type Gate Type Gate Motor

Parkade on 8th - 801 Filbert Street, Philadelphia, PA 19106

Metal Wire Mesh and Cyclone Cyclone N/A

AutoPark at Fashion District - 44 N. 9th Street, Philadelphia, PA 19107 Cyclone Cyclone N/A

AutoPark at Old City - 125 S. 2nd Street, Philadelphia, PA 19106 Cyclone Cyclone N/A

AutoPark 8th and Chestnut - 801 Chestnut Street Philadelphia, PA 19107 Estate Fencing N/A N/A

Ben Franklin Bridge Lots A–C - 22 N. 3rd Street Philadelphia, PA 19106 Estate Fencing 6 Cantilever and 3

Pedestrian Gates

HySecurity SlideSmart DC-15 Gate Operator;

Von Duprin 365R Electric Door Strike

Impound Lot 1 - 2501 Weccacoe Avenue Philadelphia, PA 19148 Cyclone Cyclone Cantilever LiftMaster CSL24UL MC

Gate Operator Impound Lot 2 - 2500 Swanson Street Philadelphia, PA 19148 Cyclone Cyclone Cantilever Manual

Impound Lot 6 - 4601 Bath Street Philadelphia, PA 19137 Cyclone Cyclone Cantilever LiftMaster CSL24UL MC

Gate Operator Impound Lot 7 - 6801 Essington Avenue Philadelphia, PA 19153 Chain Link Cantilever N/A (Motor non-functional) Impound Lot 10 - 6 E. Oregon Avenue Philadelphia, PA 19148 Cyclone Cyclone Cantilever LiftMaster NSL24UL MC

Gate Operator PPA Airport Operations - 1 Main Toll Plaza Philadelphia, PA 19153 Cyclone and Estate Cyclone Cantilever N/A

Taxi and Limosine Division - 2415 S. Swanson Street Philadelphia, PA 19148 Cyclone and Estate Various N/A

Broad and Wood - 1416 Wood Street, Philadelphia, PA 19102 Cast Iron Estate N/A N/A

Bus Terminal - 1001 Filbert Street, Philadelphia, PA 19107 Chain Link N/A N/A

If the Authority acquires new locations, the pricing submitted in Contractor's proposal will be used to determine a fair and reasonable cost for any installation, repair, and emergency services for the new location’s fencing and gates.

Preventative Maintenance for any new locations will be negotiated between the Authority and the Contractor prior to any services being rendered.

Electric will be provided by the Authority, but the Contractor will be responsible for connecting the electricity to the gate motors.

Note: Annual Preventative Maintenance will need to be performed at all locations within the first 60 days after contract execution.

PART V

CONTRACT TERMS AND CONDITIONS

V-1. Sample Contract. A sample contract is attached to this solicitation as Appendix B. Please review the sample contract carefully. Any exceptions or requested changes to the contract must be clearly noted in the proposal (Tab F) in order to be considered.

Exceptions or requested changes to the sample contract will be considered a part of the response. Exceptions or requested changes to the sample contract should be made with great care, because the number of changes made or the need for subsequent negotiations will factor into the scoring of the proposal.

The Authority’s Contractor Integrity Provisions are attached to the proposed form of contract as Exhibit “A”. Those Provisions apply to every Authority contractor and any party seeking to contract with the Authority. By submitting a proposal to this public procurement process the potential contractor agrees to comply with the Contractor Integrity Provisions.

V-2. Contract Term. The term of the contract shall commence upon award of a contract by the Authority’s Board at a public meeting and execution of a contract by the Executive Director and will end one year thereafter, unless it is terminated earlier pursuant to the terms of the contract. The term of the contract may be extended by and at the sole option of the Authority for up to 4 (four) additional 1 (one) year terms.

Appendix A

Proposal Form

PREVENTATIVE MAINTENANCE, REPAIR, REPLACEMENT AND EMERGENCY SERVICES FOR FENCING AND GATES PROPOSAL FORM

RFP NO. 26-18 PAGE 1

THE PHILADELPHIA PARKING AUTHORITY

701 MARKET STREET – SUITE 5400

PHILADELPHIA, PA 19106

PREVENTATIVE MAINTENANCE, REPAIR, REPLACEMENT AND EMERGENCY SERVICES FOR FENCING AND GATES

RFP NO. 26-18

PROPOSAL FORM

1. The undersigned submits this proposal in response to the above referenced RFP No. 26-18 Preventative

Maintenance, Repair, Replacement and Emergency Services for Fencing and Gates being familiar with and understanding the advertised notice of opportunity, General Information, Work Statement, Proposal Form, Affidavit of Non-Collusion, and Addenda if any (the “Proposal Documents”), as prepared by the Philadelphia Parking Authority and posted on the Authority’s Internet website and on file in the office of the Authority at 701 Market Street, Suite 5400, Philadelphia, PA 19106. The party submitting a proposal is the “Offeror”.

2. The Authority reserves the right to withdraw and cancel this RFP prior to opening or to reject any and all proposals after proposals are opened if in the best interest of the Authority, in the Authority's sole discretion. If the Authority accepts Offeror’s offer, Offeror agrees to execute a contract memorializing the proposal’s terms if the contract is delivered to Offeror within 60 days of the proposal opening date. This provision will not be interpreted to preclude the execution of a contract related to this proposal outside of that 60-day period.

3. Offeror acknowledges receipt of the following addenda:

Addendum Date

4. Contract Term. The term of the contract shall commence upon award of a contract by the Authority’s Board at a public meeting and execution of a contract by the Executive Director and shall end after one year, unless it is terminated earlier pursuant to the terms of the contract. The term of the contract may be extended by and at the sole option of the Authority for up to four (4) additional one (1) year terms.

PREVENTATIVE MAINTENANCE, REPAIR, REPLACEMENT AND EMERGENCY SERVICES FOR FENCING AND GATES PROPOSAL FORM

RFP NO. 26-18 PAGE 2

5. Cost Form: Offeror agrees to provide Services for the costs stated below:

A. Preventative Maintenance: Provide a fixed fee to perform annual preventative maintenance at all locations:

B. Hourly Rate: Provide hourly rates for repair, replacement, installation and emergency services for gates and fencing in accordance with the Work Statement.

Hourly Rate Year One Year Two Year Three Year Four Year Five

Regular Time – Installation, Maintenance, Repair, Replacement and Emergency Services

C. Equipment, Parts and Materials Discount/Markup Percentage: Offerors must indicate if the percentage is a discount or markup by checking the appropriate box. If no box is checked, a discount percentage will be assumed. Provide a Manufacturer Price List Discount or Markup percentage for Equipment, Parts and Materials. This percentage will be applied to the Manufacturer’s Price List for any new parts and materials, including but not limited to fencing, fencing accessories, gates, motors, wires, etc. Contractor will be required to submit invoices for equipment, parts and materials to the Authority evidencing actual costs paid.:

D. Response Times:

1. Non-Emergency Requests

a. Initial Response Time: __________________

b. On-Site Arrival Response Time: __________________

2. Emergency Requests

a. Initial Response Time: __________________

b. On-Site Arrival Response Time: __________________

Equipment, Parts and Materials

☐ Discount

☐ Markup

PREVENTATIVE MAINTENANCE, REPAIR, REPLACEMENT AND EMERGENCY SERVICES FOR FENCING AND GATES PROPOSAL FORM

RFP NO. 26-18 PAGE 3

6. Requirement Statement: The undersigned Offeror agrees to provide Services as specified in the Work Statement, any Addenda, if issued and the response submitted.

Signature

Name

(Please Print)

Title

Date

PREVENTATIVE MAINTENANCE, REPAIR, REPLACEMENT AND EMERGENCY SERVICES FOR FENCING AND GATES PROPOSAL FORM

RFP NO. 26-18 PAGE 4

7. Insurance Requirements: The undersigned Offeror agrees to provide their certificate of insurance that meets the insurance requirements as specified in Appendix C, Insurance Requirements and any Addenda, if issued, within five

(5) calendar days after notification of award.

Signature

Name

(Please Print)

Title

PREVENTATIVE MAINTENANCE, REPAIR, REPLACEMENT AND EMERGENCY SERVICES FOR FENCING AND GATES PROPOSAL FORM

RFP NO. 26-18 PAGE 5

8. Offeror Signatures: Complete ONE section below.

a. Corporations:

If proposal is by a corporation, form must include the date and be signed here by (a) President or Vice President, and (b) Secretary, Assistant Secretary, Treasurer, Assistant Treasurer, or Officer. If this form is not so signed, a corporate resolution authorizing form of execution must be attached to this proposal.

Signature Signature

Typed or Printed Name Typed or Printed Name

Title Title

Business Name of Offeror

Street Address

Email Address

Telephone Number Date

b. Non-Corporations:

If proposal is by a business entity other than a corporation form must be dated and signed here:

Authorized Signature Business Name of Offeror

Typed or Printed Name Address

Title City/State/Zip Code

Date Telephone Number

Entity Type

PREVENTATIVE MAINTENANCE, REPAIR, REPLACEMENT AND EMERGENCY SERVICES FOR FENCING AND GATES PROPOSAL FORM

RFP NO. 26-18 PAGE 6

9. Affidavit of Non-Collusion:

State of: _____________________ RFP No. ___________ County of: ___________________

I state that I am ______________________________ (Title) of _________________________ (Name of my organization) and that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this proposal and I have placed my signature below.

I state that:

(1) The price(s) and amount of this proposal have been arrived at independently and without consultation, communication or agreement with any other contractor, Offeror or potential Offeror.

(2) Neither the price(s) nor the amount of this proposal, and neither the terms nor the approximate price(s) nor approximate amount of this proposal, have been disclosed to any other firm or person who is an Offeror or potential Offeror, and they will not be disclosed before proposal opening.

(3) No attempt has been made or will be made to induce any firm or person to refrain from submitting a proposal in response to this Proposal, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive…