REQUEST FOR PROPOSAL

2026-RFP ELA-179

COMMAND APPARATUS

City of Pittsburgh

City-County Building

Pittsburgh, PA 15219

RELEASE DATE: August 17, 2026

DEADLINE FOR QUESTIONS: August 24, 2026

RESPONSE DEADLINE: August 31, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/pittsburghpa https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Pittsburgh

REQUEST FOR PROPOSAL

Command Apparatus

I. Introduction II. Instructions to Bidders

III. Scope of Work IV. Proposal Format Requirements V. Evaluation Phases

VI. Equal Opportunity Review Commission Terms VII. Award and Contract

VIII. General Terms & Conditions IX. Authority Terms & Conditions X. Miscellaneous Requirements

XI. Vendor Questionnaire XII. Pricing Proposal

Attachments:

A - PBF Command SUV RFP Specifications

Request for Proposal #2026-RFP ELA-179 Title: Command Apparatus

1. Introduction

1.1. Summary

The City of Pittsburgh, on behalf of the Equipment Leasing Authority of the City of Pittsburgh (the

"ELA"), invites you to submit a proposal for a four (4) door SUV apparatus that will be utilized by Command personnel delivering service to the City of Pittsburgh.

1.2. Contact Information

Jessie Nusser

Sourcing Specialist

414 Grant St

Suite 502

Pittsburgh, PA 15219

Email: jessica.nusser@pittsburghpa.gov

Phone: (412) 255-2458

Department:

Equipment Leasing Authority

1.3. Timeline

The following represents the tentative schedule for this project. Any change in the scheduled dates for the Pre Proposal Conference (if applicable), Deadline for Submission of Written Questions, or Proposal

Submission Deadline will be advertised in the form of an addendum to this RFP. The schedule for the evaluation process and other future dates may be adjusted without notice.

RFP Released August 17, 2026

Question Submission Deadline August 24, 2026, 3:00pm

Proposal Submission Deadline August 31, 2026, 5:00pm

Proposal Review and Supplier Scoring September 2026

Contract Award September 2026 mailto:jessica.nusser@pittsburghpa.gov tel:(412)255-2458

2. Instructions to Bidders

2.1. Submittal Requirements

All proposals must be submitted electronically. No proposal shall be accepted in person, by U.S. Mail, by private courier service, via oral or email communication, telephone or fax transmission.

Respondents are required to provide one (1) electronic copy of their proposal in either MS Word or PDF by the submission deadline.

If additional hard copies are requested, the proposal should be bound or contained in a loose leaf binder. Document pages shall be 8-1/2 inches by 11 inches in size or folded to such a size. Use section dividers, tabbed in accordance with this Section as specified below. All proposals will need to be provided electronically so the following format will apply for the electronic submittal through the

Beacon website.

2.2. Additional Submission Considerations:

Late proposals will not be accepted or considered. Respondents should allow enough time to register company on the City's e-Procurement Portal, search the solicitation they wish to respond to and complete the submission process online before the deadline.

The City of Pittsburgh shall not be responsible for proposals delivered to a person or location other than that specified herein.

All submittals, whether selected or rejected, shall become the property of the City of Pittsburgh and will not be returned.

All costs associated with proposal preparation shall be borne by the applicant.

3. Scope of Work

3.1. Intent

This specification has been developed by a joint labor/management – Pittsburgh Bureau of Fire

Apparatus Working Group. The dedicated members of the working group have invested countless hours developing and refining these Request for Proposal Specifications. The product herein is the result of a thorough assessment of conditions, needs, requirements, to provide the City of Pittsburgh with Command Sport Utility Vehicle (SUV) designed for and to survive the rigorous service, terrain, and use cycles of the Bureau of Fire.

The intent of this specification is to describe a four (4) door SUV apparatus that will be utilized by Command personnel delivering service to the City of Pittsburgh.

This apparatus will be exposed to severe service, it is required that the contractor – in selection of components for construction of the apparatus, use materials and design practices that are the best available in the industry to ensure performance, service life, reliability, and safety with the minimum amount of down time. The intent is for proposals to not to just meet the minimum requirements of the specification but exceed, to provide the best solution for the customer.

3.2. Specifications

For all Apparatus Specifications

Please see ATTACHMENT A.

3.3. Multiple Unit Purchase

Proposals shall consider and present opportunities for multiple unit purchases. Each proposal must include the following:

• Multiple Apparatus Purchase Discount structure – indicating the discount applicable for multiple unit purchases and the thresholds that various discounts are applicable.

• Pre-Payment Options – each proposal must include a range of pre-payment options including but not limited to 100 percent, chassis pre-payment, etc. In each option the proposal must clearly indicate the cost savings applicable in the various purchase prepayment options offered.

• Multiple Year Contract – the City is interested in proposals that include multiple year purchase opportunities with a minimum term of three (3) years.

As a base line, the proposals should assume a one (1) unit purchase.

The purchaser, at their sole discretion, shall decide which options are most suitable. Any prepayment option selected must be accompanied with a performance bond.

3.4. Multiple Year Contract

Proposals shall consider and present opportunities for a contract structure servicing multiple years of apparatus purchases. Each proposal must include the following:

• Purchase contract pricing structure for no less than three (3) year contract for the purchase of aerial fire apparatus.

• At the proposer's option, consideration will be afforded to the utilization of a cooperative purchase contract accessible to the City of Pittsburgh.

3.5. Information for Contractors

Sealed proposals are desired from reputable upfit vendors of Automotive Fire and Rescue Apparatus in accordance with the attached specification as described below.

3.6. General Requirements

Each proposal MUST include accurate, written, and detailed specifications covering the apparatus and related items which the contractor is proposing to furnish and to which the apparatus furnished under contract must conform. It is the intent of these specifications to cover the furnishing to the purchaser a complete apparatus constructed and equipped exactly as specified in the attached specifications.

Any details of construction, materials, or equipment not specified are left to the discretion of the contractor, whom will be responsible for all construction and manufacturing techniques involved in the construction and assembly of the apparatus.

All aspects of the proposed apparatus shall conform to any applicable rules/regulations imposed by any of the following Governing Agencies:

• National Fire Protection Association (NFPA)

• Occupational Safety and Health Administration (OSHA)

• Federal Motor Vehicle Safety Standards (FMVSS)

• Department of Transportation (DOT)

• Pennsylvania Department of Transportation (PENNDOT)

3.7. Reliability of Manufacturer

The contractor/bidder shall furnish evidence that they can design, and upfit the apparatus specified, and shall clearly state the location of the facility used to upfit and test the equipment when completed. Manufacturer must have an established reputation in the field of fire apparatus upfit and have been in continuous business for a minimum of ten (10) years. A written chronological history of the bidder shall be included in the bid response package.

The contractor/bidder shall be capable of performing all the following items at their manufacturing facility. Under no circumstance shall any of these items be sub-contracted to other manufacturers or fabricators:

• Complete fabrication of the apparatus interior compartments and components.

• All 12-volt and 110-volt electrical wiring.

• All graphics and decal installation.

Any contractor/bidder that does not perform all the above items shall be rendered un-responsive and their bid proposal shall be eliminated from the bid evaluation procedure causing rejection of bid.

At the request, and at the expense of the Purchaser, the contractor shall allow a trip to the manufacturing facility for at least four officials of the Purchaser prior to award of contract. During this facility inspection trip, the Purchaser must be given full access to all production areas in the facility. Areas that will be inspected shall include, but not limited to, ladder mounting, sheet metal fabrication, body assembly, electrical, painting, final assembly, and engineering.

This trip is necessary to ensure that the contractor has adequate facilities to manufacture the apparatus to the specifications attached. It should be clearly understood by the contractor/bidder that this inspection trip does not constitute acceptance of bid.

The contractor shall provide a list of a minimum of (5) similar apparatus constructed. The name and contact person, along with contact information, shall be provided with this. The manufacturer must have sufficient experience in manufacturing apparatus for the Metropolitan environment. The manufacturer should be familiar with Pittsburgh's topography and the seasonal corrosive road treatments that may impact the lifespan of components.

Also, a list of a minimum of (5) apparatus that have been constructed over five years shall also be provided. The name and contact person, along with telephone number shall be provided.

3.8. Responsibility of the Contractor

The contractor is responsible for furnishing, inclusive in the response to this Request for Proposal a detailed description of the apparatus proposed. The detailed specifications shall include construction and performance details that the proposed apparatus shall conform to. The contractor shall also include a list of equipment to be supplied with the proposed apparatus.

The contractor’s specifications shall describe, in detail, all manufacturing and fabrication processes as well as material used in the construction of the apparatus. Other items that must be clearly listed in the contractors’/bidders’ specifications shall include all other items specifically called for in the attached specifications.

3.9. NFPA 1900 Compliance

The vehicle shall at a minimum meet the requirements of the most current version of NFPA 1900. The contractors detailed proposal specifications shall include a statement clearly identifying all features and components that will not be fully compliant with the most current edition of NFPA 1900.

Written certification shall be provided by the manufacturer stating that the delivered apparatus complies with the NFPA 1900 Standard. If the purchaser has elected to provide, perform, outsource and/or contract with a third party or waive any item required by NFPA 1900, the manufacturer shall provide, upon delivery, a "Statement of Exceptions" per Chapter 7 of NFPA

1900 7.22.

The "Statement of Exceptions" shall include:

• A separate specification of the section of the NFPA Standard for which the apparatus is lacking compliance.

• A description of the aspect of the apparatus that is not compliant therewith or required equipment that is missing.

• A description of the further changes or modifications to the delivered apparatus which must be completed to achieve full compliance.

• An identification of the entity that will be responsible for making the necessary post-delivery changes or modifications or for suppling and installing any missing required equipment to the apparatus to achieve full compliance with chapters 7–16 of the standard.

Prior to, or at the time of, delivery of the apparatus, the Statement of Exceptions shall be signed by an authorized agent of the entity responsible for the final assembly of the apparatus and by an authorized agent of the purchasing entity, indicating a mutual understanding and agreement between the parties regarding the substance thereof.

3.10. Contractor Specifications

The contractor is responsible for providing detailed specifications for the proposed apparatus. “Stripper” or one line description style specifications are NOT acceptable. The purpose of the contractor specifications are to clearly describe in detail what the contractor intends to furnish to the purchaser.

The contractor shall align the proposal specifications to the purchaser’s specifications for clarity of evaluation. Each bidder shall submit their bid in the same sequence as these specifications to allow the department to easily compare proposals. There shall be no exception to this requirement. In the case where the manufacturer proposes an alternate to the requirements in this specification, a complete list, referencing the variation shall be provided. The list shall include a correlation, referencing the customer specification section (including page number), a description and justification of the exception, and reference (including page number) of the proposal specification page.

3.11. Fasteners

Pop-rivets, self-tapping screws, or sheet metal screws SHALL NOT be used in any Non-OEM application throughout the vehicle without prior approval of the Pittsburgh Bureau of Fire (PBF).

All fasteners utilized in the construction of the apparatus shall be stainless steel. Fasteners that pass-through materials of dis-similar material shall include coating to prevent metal reaction and corrosion.

There shall be no exception to this requirement.

3.12. Electrolysis Corrosion Control

The apparatus shall be assembled using ECK or electrolysis corrosion control, on all high corrosion potential areas, located on the exterior of the vehicle. This coating is a high zinc compound that shall act as a sacrificial barrier to help minimize electrolysis and corrosion between dissimilar metals. This shall be in addition to any other barrier material that may be used.

3.13. Accessible Design

Assembly of the completed apparatus shall include design and manufacture which facilitates repairs, maintenance, servicing and lubrication without disassembly. All welding shall be employed in the assembly of the apparatus in a manner that will not prevent the ready removal of any component part for service or repair. Construction must be designed and manufactured to permit ready access to electrical wiring systems and any chassis access panels for ease of maintenance.

3.14. Surface Finishing

All surfaces shall be designed and manufactured to eliminate sharp edges and/or corners capable of producing an injury.

3.15. Optical Warning Light Certification

The emergency warning light system shall be certified using one of the available methods provided for in

NFPA 1900.

3.16. Electrical System Performance Certification

A written load analysis and the results of the electrical system performance test shall be provided with the completed apparatus. The load analysis shall include the following:

• Nameplate rating of the alternator.

• The alternator rating under the conditions specified in NFPA 1900 10.3.

• Each of the component loads specified in NFPA 1900 10.3.3 that make up the minimum continuous electrical load.

• Additional electrical loads that, when added to the minimum continuous electrical load, determine the total continuous electrical load.

• Each individual intermittent electrical load.

3.17. Weight Certification

Documents from a certified scale showing actual loading on the front, rear, individual axles, and per wheel, and overall apparatus weight shall be provided.

3.18. Component Availability

If a component, option or feature as presented in these specifications is not available from the manufacturer, appropriate written documentation shall be provided by the contractor to the PBF stating that the specified component or feature is not available. The contractor may propose an alternate component or feature, submitting a thorough description, component specifications and supportive documentation for consideration by the PBF.

3.19. “Or Equal”

It is the intent of the Purchaser to purchase components that have a proven record of PBF use and satisfaction. All bidders should be aware that where brand names are listed in these specifications, comparable products from different manufacturers may be acceptable. The bidder shall simply provide the Department with a listing of brands that they intend to provide in lieu of the originally requested brand.

On any specified item with a direct part number and/or name, the contractor may request to provide an

“or equal” component. This request must be provided with documentation clearly showing the replacement items meets or exceeds the specifications of the original item. The PBF will then compare the product and have the final approval.

3.20. Installation of Components

Installation of all components shall follow the manufacturer’s recommendations pertaining to an apparatus of this type. The contractor shall provide written documentation of compliance upon PBF’s request.

3.21. Pennsylvania Procurement Code

Consistent with the requirements of the Pennsylvania Procurement Code – Title 62 Pa C.S.A

Procurement § 3734 - Motor vehicles to be manufactured in North America. -- All government agencies shall procure only motor vehicles which are manufactured in North America. A motor vehicle is manufactured in North America if a substantial majority of the principal components are assembled into the final product in an assembly plant in North America. Contract documents for the procurement of motor vehicles shall contain a provision that the vehicles procured by the government agency shall be manufactured in North America.

The City of Pittsburgh requires that vehicles be manufactured in the United States of America.

Proposals for vehicles not manufactured in the United States of America will not be accepted.

3.22. Bankruptcy Statement

If the manufacturer of the apparatus, or if any owner, shareholder, or immediate relative of an owner or shareholder that has previously been involved in or held ownership in any company that has filed bankruptcy or any other type of reorganization plan, it must be clearly stated in the bid proposal. The statement must include details and dates of all occurrences.

3.23. Emergency Support

The manufacturer of the apparatus shall maintain a 24 hours per day, 7 days per week, 365 days per year factory support contact system to allow the purchaser to contact the manufacturer in case of emergency. The system shall be activated by a telephone call to the manufacturing facility.

3.24. Apparatus Service

All prospective manufacturers must have a factory service facility or a contracted service facility for the warranty and collision repair of apparatus. The facility must be an authorized service facility for all components incorporated. In the case of contracted service facility – the contract must be established, and there must be an executed contract. The service facility must have a mobile service vehicle, capable of performing field maintenance. The manufacturers authorized service facility must be located within a 4-hour travel driving distance from 414 Grant Street, Pittsburgh PA 15219.

Each proposal must include a full description of the facility, a description of the relationship between the manufacturer and the service provider, a listing of the components the facility is authorized to repair, and the address of the facility. Each proposal must include photographs of the facility (inside and out), and photographs of the mobile service vehicle(s). Each proposal must also include a listing of the technicians employed, their experience, and all Emergency Vehicle Technician (EVT) Certifications.

The service facility must be indoors and heated, with adequate staffing to facilitate first class service. The service facility must be available for inspection by the PBF during the proposal evaluation period.

3.25. Delivery Schedule

Each proposal must include a delivery estimate which quantifies, in calendar days, the completed apparatus build time. Delivery time is a critical factor in the evaluation of proposals. The City of

Pittsburgh is in critical need of replacement Command SUV Apparatus.

The following major apparatus components must include delivery estimates:

• Chassis completion

• Final Assembly completion

Manufacturer’s proposals must include a delivery timeline. Proposals shall include a late penalty clause, negotiated as a component of final proposal acceptance

3.26. Delivery of Completed Apparatus

When the apparatus is completed at the manufacturer’s facility, a factory trained delivery technician shall deliver the apparatus to the Purchaser. The technician shall familiarize all individual designated by the purchaser on the operation and maintenance of the apparatus at this time. The technician shall remain at the purchaser’s location for a sufficient period of time to allow all individuals to gain a thorough knowledge of the operation of the apparatus.

The apparatus MUST be delivered under its own power to the purchaser's location. The contractor is responsible for the costs associated with the delivery of the completed apparatus.

3.27. Submission of Proposals

All bids shall be clearly typed and readable. Any bid that is deemed unreadable or is handwritten will be immediately rejected.

Any bid received after this time will be rejected and returned to the bidder unopened. It will be the bidder’s responsibility to ensure that the bid is received on time.

All bids shall be submitted through the City of Pittsburgh’s – OpenGov system.

3.28. Proposal Validity Period

To allow sufficient time to allow the purchaser, or designated officials thereof, sufficient time to evaluate all bid proposals received, all bids must remain valid for a period of no less than 120 calendar days from date of bid opening. All prices must remain firm for the entire period.

During the evaluation period, bidders may be asked to further clarify their proposals or answer questions that may arise during the evaluation of bid. It is the responsibility of the bidder to make clarifications, in writing, (electronic correspondence is acceptable) and signed by the President and/or

General Manager of the manufacturing company. These written clarifications must be received within

(72) hours of when they were requested by the Purchaser. Failure to respond within the allowed time will deem the bid proposal unresponsive and it will be rejected.

All information that is requested in the original bid packet must be included in the sealed bid proposal. Bidders will not be allowed to submit required documents after opening of bids. Failure to include required information with bid will result in rejection of bid proposal.

3.29. Preconstruction Conference

A preconstruction conference is required at the manufacturer’s facility. The preconstruction conference will review the specification, line by line. Required in attendance are, manufacturers engineering staff, and project manager. Each proposal shall include provisions for the attendance in person, at the expense of the manufacturer, for the following Pittsburgh Bureau of Fire Apparatus Working Group members. One Chief Fire Officer representing Fire Administration, One City of Pittsburgh Fleet Manager or designee, One (1) Fleet Mechanic, and two (2) members of the Apparatus Working Group.

An apparatus cab equal to the size, design and layout as proposed in this RFP shall be on-site at the preconstruction conference to locate and determine the in-cab equipment mounting locations. There shall be no exception to this requirement.

3.30. Final Inspection

A factory inspection of the completed apparatus shall occur upon completion. Required in attendance is the project manager. Each proposal shall include provisions for the attendance in person at the expense of the manufacturer, for the following Pittsburgh Bureau of Fire Apparatus Working Group members.

One Chief Fire Officer representing Fire Administration, One City of Pittsburgh Fleet Manager or designee, One (1) Fleet Mechanic, and two (2) members of the Apparatus Working Group.

3.31. Customer Web Portal or Electronic Media Sharing System

The manufacturer shall provide either a web-based access or electronic media distribution system

(email/shared file location) to construction photographs while the apparatus is being built. This access shall be provided through a secured area on the manufacturer's website and accessible only by individuals authorized by the Bureau. Alternatively, the manufacturer can provide construction progress updates electronically. The frequency of updates must be agreed upon at the preconstruction conference. The intent is for the manufacturer to provide detailed in-process updates clearly demonstrating the construction process.

The following photos, at minimum, shall be available:

1. Chassis (front, left, right and rear).

2. Body (front, left, right and rear).

3. Body upfits in process

4. Final assembly (front, right, left and rear).

This interaction will enhance the communication process during the construction of the apparatus and will provide the Department remote access to the apparatus during construction process.

Due to the complexity of apparatus, this interaction will provide the Department a method of checking specification compliance. Because this interaction is considered critical to the construction process, no exception will be allowed to this requirement.

3.32. Pennsylvania State Inspection

The completed vehicle must comply with all requirements of the Pennsylvania Department of

Transportation required Annual State Inspection.

3.33. NFPA Required Equipment

The end user of this apparatus shall provide all other equipment and accessories that are required by

NFPA 1900 but not specifically listed in these specifications.

3.34. Seated and Belted Warning Label

A permanent label shall be provided that is visible to all occupants that states that they should be seated and belted while the apparatus is in motion. The label shall also state potential injuries or death that could be caused if the safety belts are not used properly.

3.35. Cab Interior Equipment Mounting Label

A permanent label shall be provided inside of the cab warning of the dangers of unsecured equipment inside the cab. The label shall state that all equipment shall be properly secured and also warn of potential injury or death that could be caused by failing to do so.

3.36. Maximum Vehicle Occupancy Label

A permanent label shall be provided inside of the cab in view of the driver stating the maximum number of personnel that can ride in the apparatus. The label shall also warn of potential injury or death that could be caused by exceeding the stated capacity.

3.37. Vehicle Backing Label

A permanent label shall be provided inside of the cab in view of the driver advising of proper procedures to following when the apparatus is in reverse motion. The label shall also warn of potential injury or death that could be caused by failing to follow proper procedures.

3.38. No Smoking Sign

Compliant with the requirements of the Pennsylvania Department of Health, licensed QRS Agency requirements, a “No Smoking” sign must be installed in the cab of the vehicle. The sign shall be clearly visible to the occupants of the cab, while in a seated position.

3.39. Siren Noise Warning Label

A permanent label shall be provided inside the apparatus cab – visible by all occupants warning of potential injury that could be received from the noise of the siren. The label shall also state safety precautions that should be taken when the siren is in use.

3.40. Fluid Capacity Label

A permanent plate shall be mounted in the driver's compartment specifying the quantity and type of the following fluids used in the apparatus for normal maintenance:

A permanent plate shall be mounted in the driver's compartment specifying the quantity and type of the following fluids used in the apparatus for normal maintenance:

• Engine oil.

• Engine coolant.

• Chassis transmission fluid.

• Pump transmission fluid.

• Drive axle fluid.

• Air conditioning refrigerant.

• Air conditioning lubrication oil.

• Power steering fluid.

• Front tire cold pressure.

• Rear tire cold pressure.

• Maximum tire speed ratings.

3.41. Length – Height - Weight Label

One (1) permanent plates or labels shall be provided in the cab stating the overall length, height and the gross vehicle weight rating (GVWR), in tons, of the completed apparatus. One label shall be in clear view of the apparatus driver while seated in the driver’s seat. The Height/Weight label shall be a minimum of

3 inches x 3 inches, engraved on a high visibility background.

The weight shall be expressed in tons and the length/height shall be expressed in feet and inches.

The wording on this label shall indicate that the information on the plate/label was current at the time of manufacture and if the overall height of the apparatus changes while the vehicle is in service, the purchaser shall revise the height dimension on the plate.

3.42. Warranty

The completed apparatus shall be covered by warranty periods as listed in the table below. In situations where the apparatus manufacturer utilizes components from various manufacturers in the completed product, the principal manufacturer shall serve as the Single Source of Warranty Administration. The manufacturer shall coordinate and support ANY and ALL warranty claims experienced by the purchaser during the valid warranty periods. The customer shall simply present the warranty claim to a single point of contact with the Principal Manufacturer to initiate a warranty claim. The Principal Manufacturer shall coordinate the Warranty Administration with the varied component manufacturers. There shall be no exception to this requirement

3.43. Required Warranty Minimums

Chassis (24) months

Bumper to Bumper (24) Months

Engine (5) Years or 100,000 miles

LED Lighting (10) Years

Warranty Repair work must be complete within (30) calendar days of notification by the customer to the

Principal Manufacturer single point of contact for Warranty Administration. For each warranty repair that is not completed within the (30) calendar day requirement, the manufacturer shall extend the warranty by (30) days for each occurrence.

Apparatus requiring Warranty Repair are required to be transported by the Principal Manufacturer. The apparatus will be available for pick up at the City of Pittsburgh Vehicle Maintenance Facility. The manufacturer must provide a fully licensed driver, with liability insurance coverage greater than the replacement value of the apparatus to transport the apparatus to and from the warranty repair facility.

The Principal Manufacturer is responsible for all transportation costs including tolls, fees, fuel, and all associated costs.

Proposals are encouraged to include optional warranty lengths more than the minimum required warranty terms as listed above. If optional extended warranties are available, the proposal should include the details of the additional warranty and the cost associated.

4. Proposal Format Requirements

4.1. Response Format

All submitted responses shall follow the formatting below, and all proposals will need to be provided electronically through the City's e-Procurement Portal. Each numbered section is to be uploaded as a separate file. If hard copies of submissions are required, each numbered section shall be a removable tab. Document pages shall be 8-1/2 inches by 11 inches in size or folded to such a size.

Response to Scope

Firm’s Qualifications, Experience and References

Describe the firm and provide a statement of the firm’s qualifications for providing the scope of services.

Identify the services which would be completed by your firm’s staff and those that would be provided by sub-consultants, if any. Identify any sub-consultants you proposed to utilize to supplement your firm’s staff.

Provide a summary of the firm’s experience in providing these or similar services. Provide a minimum of three references for related projects, including dates, contact person, phone number, email, and a brief description of the project or scope of work.

Qualifications of Team

Provide a brief summary of the qualifications and experience of each team member assigned to this project, including length of service with the firm and resume/bio, and the qualifications /experience of any sub-consultant staff on your project team.

Project Approach and Plan

Provide a detailed discussion of your firm’s approach to the successful completion of the scope of services outlined in this RFP. Include thorough discussions of methodologies you believe are essential to accomplishing this project or completing the scope of services. Include a proposed work schedule to accomplish all of the required tasks within the desired timeline. Identify the staff roles who would be assigned to each major task, including sub-consultants.

Cost Proposal

Provide a total cost proposal for all services to be delivered, and a breakdown of costs delineated by major phase and/or deliverable as described in your project plan. Include a schedule of hourly rates for all proposed staff and the amount of time each person will be devoted to this project. Define any reimbursable expenses (e.g., travel) requested to be paid by the City. Note: If travel expenses are included, the rate assumptions generally should not exceed the United States General Services

Administration (GSA) rates for Pittsburgh.

PLEASE NOTE: The City does not agree to late fees, penalties, interest, attorney’s fees or other contingent liability. In no event shall the City be liable for special, indirect, incidental, reliance, lost profits or other business interest damages.

Demonstration of Good Faith Effort

Include statements of assurance regarding the following requirements detailed in the Equal Opportunity section of this solicitation:

A. Solicit certified MBE/WBE/Veteran-Owned companies for various service categories where opportunities exist to subcontract within their company’s business model.

B. Complete MWDBEVOSB Commitment Form to document good faith effort. Please provide scope of services to be delivered by each subcontractor. If a subcontractor is not chosen, a justification is required describing why services could not be rendered by a sub-contractor.

C. Provide email documentation of solicitation correspondence with MBE/WBE/Veteran-Owned companies.

Failure to include all of the elements specified may be cause for rejection. Additional information may be provided, but should be succinct and relevant to the goals of this RFP. Excessive information will not be considered favorably.

5. Evaluation Phases

Selection Procedure

Your Proposal will be evaluated by a Proposal Committee comprised of the Director or other supervisor of the Using Department, one or more members of the Director’s staff, at least one member of the

Office of Management & Budget and any other department representatives as deemed necessary.

Submittals will be reviewed for responsiveness, and responsive submittals will further be screened by a selection committee in accordance with the criteria listed below. The firm(s) submitting the highest rated proposal may be invited for interviews.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm’s Qualifications, Experience and

References

Vendor response demonstrated that the firm has the experience and capabilities to successfully perform the scope of services, including providing references for clients of similar size and scope.

Points Based 20 (20% of Total)

2. Qualifications of Team

Vendor response provided a brief summary of the qualifications and experience of each team member assigned to this project, including length of service with the firm and resume/bio, and the qualifications /experience of any sub-consultant staff on your project team.

Points Based 20 (20% of Total)

3. Project Approach and Plan

Vendor response demonstrated a firm understanding of the scope of services, the response included thorough and complete responses to the items outlined in the Section

4, and the vendor has the appropriate expertise, procedures, and methods in place to perform the scope of services.

Points Based 30 (30% of Total)

4. Cost Proposal

Vendor response provided a total cost proposal for all services to be delivered, a breakdown of costs delineated by major phase and/or a schedule of hourly rates.

Points Based 30 (30% of Total)

6. Equal Opportunity Review Commission Terms

6.1. MWE/DBE

The City of Pittsburgh Equipment Leasing Authority is committed to the ideal of providing all citizens an equal opportunity to participate in City and its Authorities' contracting opportunities. It is therefore the

ELA's goal to encourage increased participation of women and minority groups in ELA contracts.

The ELA requires that all respondents demonstrate good faith efforts to obtain the participation of

Minority-Owned Business Enterprises (MBE's) and Women-Owned Business Enterprises (WBE's) in work to be performed under ELA contracts. The levels of MBE and WBE participation will be monitored by the

City of Pittsburgh's Equal Opportunity Review Commission (EORC).

In order to ensure that there are opportunities for historically disadvantaged minority groups and women to participate on Covered Contracts, and consistent with the City's current equal employment opportunity practice and goals, the EORC will review contracts to include an evaluation of a developer/contractors employment of minority groups and women, encourage goals of eighteen (18) percent and seven (7) percent respectively.

6.2. Veteran-Owned Small Business

It is also the ELA's goal to encourage participation by veteran-owned small businesses in all contracts.

The City of Pittsburgh shall have an annual goal of not less than five (5) percent participation by veteran-owned small businesses in all contracts. The participation goal shall apply to the overall dollar amount expended with respect to the contracts.

The ELA requires that all respondents demonstrate good faith efforts to obtain the participation of veteran-owned small business in work to be performed under ELA contracts. The levels of veteran-owned participation will be monitored by the City of Pittsburgh's EORC.

6.3. Good Faith Commitment

In order to demonstrate good faith commitment to these goals, all respondents are required to complete and submit with their bids the attached MDE/WBE/Veteran-Owned Solicitation and

Commitment Form (which details the efforts made by the respondents to obtain such participation).

Failure to submit a properly completed form along with documentation of Good Faith Commitment may result in rejection of the bid. Participants are encouraged to contact the Equal Opportunity Review

Commission at 412-255-8804 to assist further. For further information, including definitions and additional requirements, please see Chapter 177A (Sections 177A.01 et. seq.) of the City Code and

Section 161.40 of the City Code.

7. Award and Contract

7.1. Award

After the ELA has received all Proposals and conducted its initial Evaluation, described above, the

Proposal Committee may invite one or more Respondents to a follow-up interview to further discuss their Proposal(s).

The Proposal Committee may decide to accept the Proposal of one or more Respondents. It may decide to reject all proposals. Once a Proposal is accepted, the contract negotiation process will commence.

This RFP and your response to it, in the form of your entire Proposal, will become part of the Contract. If a real or apparent conflict should arise between this RFP/Proposal and other language contained in the final Contract, the language of the final Contract shall control.

7.2. Contracting Process

Successful Respondents will be required to enter into a Contract with the ELA, contingent upon the approval of City Council. This Contract will be directed and managed by the issuing department and the

Office of Management & Budget.

Work cannot commence on the Scope of the RFP until it a contract is fully executed. The ELA cannot process invoices nor approve payments until this Contract has been fully executed by the Respondent and all required signatories, including the issuing department, the Law Department, and the City

Controller.

City laws and policies mandate the incorporation of various custom terms and conditions into all ELA contracts. For this reason the ELA will not sign any standard contract proffered by the respondent.

An agreement shall not be binding or valid with the ELA unless and until it is fully executed by authorized representatives of the ELA and of the Proposer. Once the Contract is fully executed the ELA will notify Respondent in writing and give the order to proceed.

8. General Terms & Conditions

8.1. Examination of Proposal Documents

A. The submission of a proposal shall be deemed a representation and certification by the

Respondent that they:

1. Have carefully read and fully understand the information that was provided by the ELA to serve as the basis for submission of the proposal.

2. Have the capability to successfully undertake and complete the responsibilities and obligations of the proposal being submitted.

3. Represent that all information contained in the proposal is true and correct.

4. Did not, in any way, collude; conspire to agree, directly or indirectly, with any person, firm, corporation or other proposer in regard to the amount, terms or conditions of this proposal.

5. Acknowledge that the ELA has the right to make any inquiry it deems appropriate to substantiate or supplement information supplied by a proposer, and proposer hereby grants the ELA permission to make these inquiries, and to provide any and all related documentation in a timely manner.

B. No request for modification of the proposal shall be considered after its submission on the grounds that the proposer was not fully informed to any fact or condition.

8.2. RFP Term

Respondent’s proposal shall remain firm and effective, subject to the ELA's review and approval, for a period of one hundred twenty (120) days from the closing date for the receipt of proposals.

The ELA may enter into negotiations with one or more Respondents during the one hundred twenty

(120) day period during which all proposals will stay effective. The purpose of such negotiations will be to address questions and identify issues as the parties move towards the execution of a final contract or contracts.

8.3. RFP Communications

Unauthorized contact regarding this RFP with employees or officials of the City of Pittsburgh other than the RFP Coordinator named in the header section of this solicitation may result in disqualification from this procurement process.

Neither Respondent(s) nor any person acting on Respondent(s)’s behalf shall attempt to influence the outcome of the award by the offer, presentation or promise of gratuities, favors, or anything of value to any appointed or elected official or employee of the City of Pittsburgh, their families or staff members.

All inquiries regarding the solicitation are to be directed to the designated RFP Coordinator. Outside of pertinent RFP questions directed to the City of Pittsburgh as specified above, any other attempts to contact any City of Pittsburgh personnel regarding this RFP, without prior approval by the RFP

Coordinator will be considered grounds for dismissal and immediate disqualification from the RFP process. This includes, but is not limited to, all verbal, voice, text, e-mail, and social media (e.g. –

LinkedIn) contact.

Please note the following:

A. The ELA shall not be responsible for nor bound by any oral instructions, interpretations or explanations issued by the ELA or its representatives.

B. Each proposer shall assume the risk of the method of dispatching any communication or proposal. •The RFP Coordinator must receive all written comments, including questions and requests for clarification, no later than the Deadline for Submission Questions listed in the tentative project schedule.

C. The ELA reserves the right to determine, at its sole discretion, the appropriate and adequate responses to written comments, questions, and requests for clarification. The ELA's official responses and other official communications pursuant to this RFP shall constitute an addendum of this RFP.

D. The ELA will publish all official responses and communications pursuant to this RFP to the City of

Pittsburgh procurement website. It is the responsibility of each proposer to check the site and incorporate all addenda into their response.

E. All addenda for this RFP will be distributed via the City of Pittsburgh procurement website at procurement.pittsburghpa.gov/beacon/opportunities

F. Only the ELA's official, written responses and communications shall be considered binding with regard to this RFP.

8.4. Addenda/Clarifications

Should discrepancies or omissions be found in this RFP or should there be a need to clarify this RFP, questions or comments regarding this RFP must be put in writing and received by the RFP Coordinator within the Question and Answer tab.

8.5. Withdrawal of Proposals

A proposer may withdraw its proposal at any time before the expiration of the time for submission of proposals as provided in this RFP by delivering a written request for withdrawal signed by, or on behalf of, the proposer.

8.6. Public Record

Respondent, by submittal of a proposal, acknowledges that all proposals may be considered public information in accordance with the Commonwealth of Pennsylvania Right to Know laws. Subject to award of this RFP, all or part of any submittal may be released to any person or firm who may request it.

Therefore, proposers shall specify in their proposal response if any portion of their submittal should be treated as proprietary and not releasable as public information. Proposers should be aware that all such requests may be subject to legal review and challenge.

Any information considered proprietary should be indicated as such or not included in the response.

8.7. Non-Conforming Proposal

A proposal shall be prepared and submitted in accordance with the provisions of these RFP instructions and specifications. Any alteration, omission, addition, variance, or limitation of, from or to a proposal may be sufficient grounds for non-acceptance of the proposal, at the sole discretion of the ELA.

8.8. Disqualification

Factors such as, but not limited to, any of the following may be considered just cause to disqualify a proposal without further consideration:

A. Evidence of collusion, directly or indirectly, among proposers in regard to the amount, terms or conditions of this proposal;

B. Any attempt to improperly influence any member of the evaluation team;

C. Existence of any lawsuit, unresolved contractual claim, or dispute between the proposer and the

ELA; •Evidence of incorrect information submitted as part of the proposal;

D. Evidence of proposer’s inability to successfully complete the responsibilities and obligation of the proposal; and

E. Proposer’s default under any previous agreement with the ELA, which results in termination of the agreement.

8.9. Restrictions on Gifts & Activities

The City of Pittsburgh Ethics Code and Chapter 198 of the City Code (Code of Conduct) was established to promote public confidence in the proper operation of our local government. These resources outline the requirements for disclosure of interests and restricted activities as related to public procurement processes. Proposers are responsible to determine the applicability of these requirements to their activities and to comply with its requirements.

8.10. Rights of the Equipment Leasing Authority

This RFP does not commit the ELA to enter into a contract, nor does it obligate the ELA to pay for any costs incurred in preparation and submission of proposals or in anticipation of a contract.

The ELA reserves the right to:

A. Reject any and all proposals;

B. Issue subsequent Requests for Proposals;

C. Cancel this RFP with or without issuing another RFP;

D. Remedy technical errors in the Request for Proposals process;

E. Approve or disapprove the use of particular sub-consultants;

F. Make an award without further discussion of the submittal with the proposer (therefore, the proposal should be submitted initially on the most favorable terms that the firm or individual might propose);

G. Meet with select proposers at any time to gather additional information;

H. Make adjustments to the scope of services at any time if deemed by the Office of Management and Budget to be in the best interest of the ELA;

I. Accept other than the lowest offer.

J. Waive any informality, defect, non-responsiveness, or deviation from this RFP that is not material to the Respondent’s proposal;

K. Reject the proposal of any Respondent who, in the ELA's sole judgment, has been delinquent or unfaithful in the performance of any contract with the ELA;

L. Reject the proposal of any Respondent who, in the ELA's sole judgment, is financially or technically incapable of performing in accordance with this RFP;

M. Negotiate with any, all, or none of the Offerors and to enter into an agreement with another

Offeror in the event that the originally selected finalist defaults or fails to execute an agreement with the ELA.

N. Award a contract to the firm(s) that presents the best qualifications and whose proposal best accomplishes the desired results; and/or

O. Enter into an agreement with another proposer in the event the originally selected proposer defaults or fails to execute an agreement with the ELA.

P. Require a performance bond and/or other “failure to deliver” agreement by the awardee at time of contracting.

8.11. Ensuring Equal Employment Opportunity for Persons Previously Convicted

CONSULTANT shall comply with Pittsburgh Code Section 161.16A.

9. Authority Terms & Conditions

9.1. Definitions

I. DIRECTOR: It is agreed by the…