REQUEST FOR PROPOSALS FOR

Preventative Maintenance, Repair and Replacement Services for Hydraulic Lifts - Reissue

RFP No. 26-21

TABLE OF CONTENTS

Part I - GENERAL INFORMATION FOR OFFERORS page 2

Part II - INFORMATION REQUIRED FROM OFFERORS page 8

Part III - CRITERIA FOR SELECTION page 10

Part IV - WORK STATEMENT page 11

Part V - CONTRACT TERMS AND CONDITIONS page 14

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 Monday, November 30, 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 Monday, November 30, 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. 26-21 Preventative Maintenance, Repair and Replacement Services for Hydraulic Lifts - Reissue”. All proposals must be presented with one

(1) original and six (6) 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 Pre-Proposal Meeting will be held on Wednesday, November 4, 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-Proposal Meeting.

A mandatory site visit will take place immediately following the Pre-Proposal Meeting.

The Pre-Proposal Meeting and site visit will take approximately 90 minutes to complete, please allow adequate time to attend the pre-proposal meeting and site visit. Offerors must attend the Pre-Proposal and site visit in order to be considered an eligible Offeror.

Prospective Offerors who are having trouble locating the Authority’s 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=5f1565fd-2a80-4030-ac0d-f580557ddb1c

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 comprehensive maintenance, repair, and replacement services for hydraulic vehicle lift systems. Services include preventive maintenance to prevent system breakdowns, minimize operational disruptions, extend equipment lifespan and emergency repairs for equipment failures.

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 12, 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=5f1565fd-2a80-4030-ac0d-f580557ddb1c (The link will be activated after the Pre-Proposal Meeting) https://ppa-forms-pro.powerappsportals.com/question-submissions/?uid=5f1565fd-2a80-4030-ac0d-f580557ddb1c

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 eligible 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.

https://ppa-forms-pro.powerappsportals.com/question-submissions/?uid=5f1565fd-2a80-4030-ac0d-f580557ddb1c

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 Monday, November 30, 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 mailto:sstewart@philapark.org https://philapark.org/bids-solicitations/ https://ppa-forms-pro.powerappsportals.com/question-submissions/?uid=5f1565fd-2a80-4030-ac0d-f580557ddb1c

Procurement Initiative certificate issued from the Pennsylvania Department of General Services. Offerors may self-certify using the link below:

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 lines or 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.

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

Please review the sample contract carefully. Any exceptions or requested changes to the contract must be clearly noted in the proposal (Tab E) 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. 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, will 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.

Any use of subcontractors by an Offeror must be identified in the proposal. During the contract period, use of any subcontractors by the selected Offeror, which were not previously identified in the proposal, must be approved in advance in writing by the Authority.

mailto:sstewart@philapark.org

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 ninety (90) days 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 will not start the performance of any work prior to the effective date of the Contract and the Authority will 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 will be borne exclusively by the Offeror.

I-18. Standard Practices.

All work performed under the contract will 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 Eligible 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=5f1565fd-2a80-4030-ac0d-f580557ddb1c

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.

https://ppa-forms-pro.powerappsportals.com/decline-submission/?uid=5f1565fd-2a80-4030-ac0d-f580557ddb1c

PART II

INFORMATION REQUIRED FROM OFFERORS

II-1. Proposal Format.

All proposals submitted must conform to the following format requirements. Please do not provide duplicate answers.

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 proposal.

The tab requirements are as follows:

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

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 have a minimum of five (5) years of experience and must provide a summary of their experience providing hydraulic lift services as described in the Work Statement.

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

II-3. Proposal Form (Tab B).

The Proposal Form attached as Appendix A must be submitted in its entirely (except for the Proposal Decline Form). All signature lines must be executed. Electronic signatures are acceptable.

II-4. Authorization to do Business (Tab C).

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-5. Insurance Requirements (Tab D).

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 lines or 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-6. Proposed Amendments to Contract (Tab E).

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-7. Disclosure of Legal Actions (Tab F).

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.

II-8. Certifications and Licenses (Tab G).

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.

II-9. Warranty Information (Tab H).

Offeror must identify the length of all warranties as required in Section J of the Work Statement.

PART III

CRITERIA FOR SELECTION

III-1. Mandatory Responsiveness Requirements. To be eligible for selection, a proposal shall be (a) submitted by an Offeror who was represented at the mandatory pre-proposal meeting and site visit; (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: 25%

c. The quality and approach of the Offeror’s proposal to meet the requirements of the Work Statement, response time, reference feedback and past performance. Weight: 35%

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: 25%

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 comprehensive maintenance, repair, and replacement services for hydraulic vehicle lift systems. Services include preventive maintenance to prevent system breakdowns, minimize operational disruptions, extend equipment lifespan and emergency repairs for equipment failures (“Services”).

IV-2. Specific.

A. Locations:

1. Facility Maintenance: 6801 Essington Avenue, Philadelphia, PA 19153.

2. Taxi and Limousine Division: located at 2415 S. Swanson Street, Philadelphia, PA 19148.

B. Lift Types and Configurations:

1. 10 - Mohawk Lifts : Model Number TP‐15: 15,000 lb above ground 2-post lifts

2. 1 - Rotary: Model Number SPO15: 15,000 lb above ground 2 post lifts

3. 1 - Mohawk Lifts: Model Number TR‐30: 30,000lb 4-post drive on rack lift

4. 1 - Mohowk Lifts: 20,000 lb above ground 2-post lift model ML-220 XL

Lift types and configurations vary across the locations.

There are no open repairs, safety or deficiencies at this time.

C. Hours of Work: Services must be performed during Regular Time as defined below.

1. Regular Time: Regular Time refers to normal hours of operation Monday through Friday, 7:00 AM to 5:00 PM and will apply to service performed during these hours.

Please note: Hourly billing commences upon the Contractor’s physical arrival at the Authority location and concludes immediately upon departure. Compensation does not apply to travel or transit time.

D. Assessment Report: The Contractor must perform an assessment of all current lifts at each location upon contract execution. Contractor must provide an assessment report to the Authority’s project manager identifying any repairs or replacements and the priority level of each at the start of the contract. The Authority will review the report and provide written approval prior to the Contractor performing any recommended replacements or repairs identified in the assessment.

E. Preventative Maintenance: The Contractor must provide preventive maintenance services for all lifts every 6 months. Preventive maintenance includes, but is not limited to:

1. Inspection Services:

a. Comprehensive visual inspection of all lift components including panels, hardware, spring, cables, tracks, chains, pumps and motors.

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

c. Assessment of lift balance and alignment.

d. Evaluation of safety systems including emergency release mechanism, locks, and sensor functionality.

e. Documentation of wear patterns and potential failure points.

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

g. Complete inspection label and affix to each lift. Labels must indicate inspection date and the initials of the technician who performed the inspection.

2. Maintenance Services

a. Lubrication of all moving parts including pivot points, rollers, tracks, springs, chains, and operator mechanism.

b. Adjustment of chain tension and lift balance.

c. Alignment of all tracks and adjustment of roller assemblies.

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

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

f. Tightening of hardware including mounting bolts, screws, brackets.

g. Complete maintenance label for each lift. Labels must indicate the maintenance date and the initials of the technician who performed the maintenance.

Please note: Preventative maintenance was last completed in 2023.

F. Response Time and Availability: Offerors must identify their initial response to acknowledge a request from the Authority and on-site arrival time for repair requests on their Cost Form. Service availability must accommodate the Authority’s operational schedule and minimize disruption to daily operations.

G. Replacement Services: The Contractor will be responsible for the replacement and installation of hydraulic lifts that cannot be repaired. The Contractor must be able to provide 20,000 lb. lifts and three-stage lift arms.

1. Task Order: The Authority will issue a task order for all replacements, using the Authority’s Standard Task Order Form (“Task Order”), and the Contractor will complete the Task Order by submitting a quote for the scope indicated on the Task Order. The Authority must approve the Task Order prior to the start of work.

H. Completion of Services: The Contractor must complete all repairs and replacements as defined below:

1. Minor Repairs must be completed on a same-day basis.

2. Specialty Parts: Repairs requiring specialty parts must be completed within 30 days of the approved task order unless otherwise approved by the Authority’s project manager.

3. Major Replacements: All major equipment replacements must be completed within 45 days of the approved task order unless otherwise approved by the Authority’s project manager.

I. Service Requirements:

1. Technical Expertise: The Contractor must have experience in servicing commercial hydraulic lift systems including:

a. Knowledge of various hydraulic lift types, materials, and operation mechanisms.

b. Familiar 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 for hydraulic lifts.

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

a. OEM or equivalent quality replacement components.

b. Appropriate fasteners, hardware, and mounting materials.

c. Lubricants and maintenance supplies suitable for hydraulic lift applications.

d. Temporary repair materials when permanent solutions require special ordering.

J. Warranty Requirements: The Contractor must provide warranties on all repair work and replacement parts installed. Warranty terms must include parts and labor for industry-standard periods appropriate to the type of work performed. The Authority requires assurance that repaired systems will perform reliably following service completion. Offerors must identify all warranties and the duration of the coverage in Tab H of their proposal.

K. Service Reports: The Contractor must maintain comprehensive records of all Services performed including:

1. Detailed service 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 preventive maintenance and emergency service calls.

2. Description of parts replaced and materials used. Contractor will be required to submit invoices for equipment, parts and materials to the Authority evidencing actual costs paid.

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

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

5. All warranty information must be indicated on the detailed service report.

6. Detailed service reports must be emailed to the Authority’s project manager no later than 3 business days after Services are completed.

L. Safety and Compliance: All work performed must comply with manufacturer’s specifications, OSHA and local building codes in Philadelphia for hydraulic lift systems. The Contractor must demonstrate knowledge of hydraulic lift safety requirements and ensure all systems operate safely following service completion. Safety testing must be performed on all lift components and safety devices following any maintenance, repair, or replacement activity.

M. Specialty Parts: The Contractor must inform the Authority’s project manager of delivery time frames for specialty parts.

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 E) 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 AND REPLACEMENT SERVICES FOR HYDRAULIC LIFTS - REISSUE PROPOSAL FORM

RFP NO. 26-21 PAGE 1

THE PHILADELPHIA PARKING AUTHORITY

701 MARKET STREET – SUITE 5400

PHILADELPHIA, PA 19106

PREVENTATIVE MAINTENANCE, REPAIR AND REPLACEMENT SERVICES FOR HYDRAULIC LIFTS - REISSUE

RFP NO. 26-21

PROPOSAL FORM

1. The undersigned submits this proposal in response to the above referenced RFP No. 26-21 Preventative

Maintenance, Repair and Replacements Services for Hydraulic Lifts - Reissue 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 90 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 90-day period.

3. Offeror acknowledges receipt of the following addenda:

Addendum Date

4. Contract Term. The term of this Agreement 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.

PREVENTATIVE MAINTENANCE, REPAIR AND REPLACEMENT SERVICES FOR HYDRAULIC LIFTS - REISSUE PROPOSAL FORM

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5. Cost Form: Offeror agrees to provide maintenance, repair and replacement services for hydraulic lifts, for the costs identified below:

A. Hourly Rates: Provide hourly rates for preventative maintenance, repair and replacement services for hydraulic lifts in accordance with the Work Statement.

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

Regular Time $ $ $ $ $

B. Equipment Replacement: Identify either a mark-up or discount percentage that will apply to replacement hydraulic lifts. Contractor will be required to submit invoices for equipment to the Authority evidencing actual costs paid.

C. Parts and Materials Discount: __________%

Please Note: The Authority will not pay make-up for parts and materials, only list price. Offerors may provide a parts discount to be applied to the list price. Contractor will be required to submit invoices for equipment to the Authority evidencing actual costs paid.

D. Response Times:

1. Repairs

a. Initial Response Time: __________________

b. On-Site Arrival Response Time: __________________

☐ Discount

☐ Markup

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6. Requirement Statement: The undersigned Offeror agrees to provide preventative maintenance, repair and replacement services for hydraulic lifts as specified in the Work Statement, any Addenda, if issued and the response submitted.

Signature

Name

(Please Print)

Title

PREVENTATIVE MAINTENANCE, REPAIR AND REPLACEMENT SERVICES FOR HYDRAULIC LIFTS - REISSUE PROPOSAL FORM

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7. Insurance Requirements: The undersigned Offeror agrees to the insurance requirements as specified in Appendix C, Insurance Requirements and any Addenda, if issued. The Offeror further agrees to provide a final Certificate of Insurance in compliance with the insurance requirements no later than five (5) calendar days after notification of award.

Signature

Name

(Please Print)

Title

Date

PREVENTATIVE MAINTENANCE, REPAIR AND REPLACEMENT SERVICES FOR HYDRAULIC LIFTS - REISSUE PROPOSAL FORM

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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

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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 proposal or other form of complementary proposal.

(4) The proposal of my organization is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal. I have read, understand and will abide by the Authority’s Contractor Integrity Provisions.

(5) __________________________________________ (my organization’s name) its affiliates, subsidiaries, officers, directors and employees are not currently under investigation by any governmental agency and have not in the last four years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract, except as follows:

I state that __________________________________________ (my organization’s name) understands and acknowledges that the above representations are material and important and will be relied on by The Philadelphia Parking Authority when awarding the contract for which this proposal is submitted. I understand and my organization understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from The Philadelphia Parking Authority of the true facts relating to the submission of proposals / proposals for this contract.

SWORN TO AND SUBSCRIBED _________________________________

BEFORE ME THIS _____DAY Signature

OF 20___

____________________ Printed Name Notary Public My Commission Expires: ______________

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10. References: Offerors must provide a minimum of three (3) references, to whom similar services were provided within the last 3 years. The references must include the name of the organization, address, email address, telephone number, individual contact person, the dates services were performed, and a description of the services provided. The Authority will contact the references provided via email, email addresses must be provided.

1. Company Name: ________________________________________________________________________

Company Address: ______________________________________________________________________

Reference Contact Name and Title: ________________________________________________________

Contact Phone Number: _________________________________________________________________

Contact Email Address: __________________________________________________________________

Dates services were performed: ___________________________________________________________

Description of Services: __________________________________________________________________

2. Company Name: ________________________________________________________________________

Company Address: ______________________________________________________________________

Reference Contact Name and Title: ________________________________________________________

Contact Phone Number: _________________________________________________________________

Contact Email Address: __________________________________________________________________

Dates services were performed: ___________________________________________________________

Description of Services: __________________________________________________________________

3. Company Name: ________________________________________________________________________

Company Address: ______________________________________________________________________

Reference Contact Name and Title: ________________________________________________________

Contact Phone Number: _________________________________________________________________

Contact Email Address: __________________________________________________________________

Dates services were performed: ___________________________________________________________

Description of Services: __________________________________________________________________

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11. Qualifications:

a. Type of business: □ Individually owned Check one □ Partnership

□ Corporation

□ Other

b. Number of employees: □ Under 25 Check one □ Under 50

□ Under 100

□ Over 100

c. If you have had previous contracts with the Authority, list date and product or service provided:

i ii iii

d. Philadelphia Commercial Activities License Number: ______________________________________

e. Federal EIN Number:________________________________________________________________

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Philadelphia Parking Authority

SMALL AND SMALL DIVERSE BUSINESS PARTICIPATION SUBMITTAL

A form for the Offeror and each subcontractor must be completed.

(Copy as needed)

RFP Name and Number: _____________________________

Offeror/Subcontractor:

Contact Name: Email:

OFFEROR INFORMATION:

Does the Offeror/subcontractor hold a Small Business Procurement Initiative certificate issued by the Pennsylvania

Department of General Services? □ Yes □ No (MUST check one)

If yes, please identify each category that applies to your business:

1. _______________________________________________.

2. _______________________________________________.

3. _______________________________________________.

4. _______________________________________________.

5. _______________________________________________.

If this form is being completed for a subcontractor, please indicate the percentage and dollar amount of the contract the subcontractor will receive if Offeror is awarded the contract.

The Offeror will need to attach a copy of the their SBPI certificate and the subcontractor’s SBPI certificate, if applicable.

Offeror and/or subcontractor will be required to maintain their status as a certified Small and Small Diverse Business throughout the entire term of the contract.

This form must be completed and submitted with your proposal. If you do not participate in the Small Business Procurement Initiative, please check the box for “No” and submit with your proposal.

PREVENTATIVE MAINTENANCE, REPAIR AND REPLACEMENT SERVICES FOR HYDRAULIC LIFTS - REISSUE PROPOSAL FORM

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MANAGER OF CONTRACT ADMINISTRATION

THE PHILADELPHIA PARKING AUTHORITY

701 MARKET STREET, SUITE 5400

PHILADELPHIA, PA 19106

Proposal Decline Form: RFP No. 26-21 Preventative Maintenance, Repair and Replacement Services for Hydraulic Lifts - Reissue

If you did not submit a proposal to the Authority for this solicitation, please return this form immediately.

The undersigned contractor declines to submit a proposal for this project.

Name: _____________________________

□…