Five-Year_Consolidated_Plan.pdf

REQUEST FOR PROPOSAL

2023-RFP-288

FIVE-YEAR CONSOLIDATED PLAN

City of Pittsburgh

City-County Building

Pittsburgh, PA 15219

RELEASE DATE: December 28, 2023

DEADLINE FOR QUESTIONS: February 8, 2024

RESPONSE DEADLINE: February 16, 2024, 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

Five-Year Consolidated Plan

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. Federal Funding Requirements X. Miscellaneous Requirements

XI. Vendor Questionnaire

Request for Proposal #2023-RFP-288 Title: Five-Year Consolidated Plan

1. Introduction

1.1. Summary

The City of Pittsburgh, Office of Management and Budget, is seeking the services of a professional planning consulting firm to provide planning and implementation services for the next one (1) to three

(3) year period, with the option to extend for the next two years assuming funds are appropriated and allocated for FY 2025 through FY 2029.

1.2. Contact Information

Clarisa Mejias-Shell

Sourcing Specialist

414 Grant Street

Pittsburgh, PA 15219

Email: clarisa.mejias-shell@pittsburghpa.gov

Phone: (412) 255-2422

Department:

Office of Management & Budget

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 December 28, 2023

Pre-Proposal Meeting (Non-Mandatory) January 19, 2024, 9:00am

Via TEAMS

RSVP using the RSVP tool on this bid posting and a link will be provided.

Question Submission Deadline February 8, 2024, 5:00pm

Proposal Submission Deadline February 16, 2024, 5:00pm

Proposal Review and Supplier Scoring January 2024

Contract Award February 2024 mailto:clarisa.mejias-shell@pittsburghpa.gov tel:(412)255-2422

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. Scope Overview

• Preparation of Annual Action Plans as part of the Annual Action Plan and Strategy for the CDBG, HOME, ESG, and HOPWA Programs for FY 2025, FY 2026, and FY 2027 in the eCon Planning

Suite.

• Preparation of the FY 2025-2029 Five Year Consolidated Plan for the CDBG, HOME, ESG, and

HOPWA Programs in the eCon Planning Suite.

• Assistance in qualifying activities for Federal financial assistance.

• Providing advice and assistance in meeting the citizen participation requirements.

• Providing advice and assistance in the implementation of program activities, including compliance with Federal and state regulations.

• Providing advice and technical assistance in connection with the implementation of the CDBG, HOME, ESG, and HOPWA Programs, including the lead based paint requirements.

• Preparation of the Consolidated Annual Performance and Evaluation Report (CAPER) for the

CDBG, HOME, ESG, and HOPWA Programs for FY 2024, FY 2025, and FY 2026 in the eCon

Planning Suite.

• Providing advice and assistance in the preparation of Section 108 Loan Guarantee applications.

• Providing advice on other sources of funding for housing, community development and economic development programs, including assistance in the preparation of applications for additional sources of funds.

• Assist in the preparation of the Environmental Review Record for annual community development activities, as well as amendments to the CDBG and HOME Programs, as may be requested.

• Providing advice and assistance in meeting the Federal Section 106 requirements in accordance with the State Historic Preservation Office (SHPO) and the U.S. Department of Interior regulations for properties that are historic or located in historic districts.

• Assisting in the preparation of modifications and amendments to previously approved CDBG and

HOME Grant Programs.

• Assisting in the preparation of applications/plans for a Neighborhood Revitalization Strategy, as may be requested.

• Providing advice on other sources of funding for housing, community development and economic development programs, including the preparation of applications for additional sources of funds.

• Preparing other applications and/or performing studies in accordance with Federal and state programs and guidelines for which the City of Pittsburgh may be eligible to apply for funding, as may be requested.

• Assisting in conducting other planning studies.

• Assisting in the preparation of Fair Housing reports, studies, and technical assistant as needed.

• Preparation of an Analysis of Impediments to Fair Housing Choice for the five-year period of

2025 through 2029, or other fair housing studies required by HUD.

The City intends to select an offeror which it deems most qualified in its judgment to provide all of the services requested, on an as-needed basis, for the continuation of the CDBG, HOME, ESG, HOPWA, housing, economic development, planning and other community development programs.

The City may negotiate with such offeror it deems most qualified to determine the fee for such services. If the City is unable to negotiate a fee, which seems reasonable, the City may negotiate with the offeror deemed second best qualified, or the City may issue another Request for Proposals. The multi-year commitment to the offeror is subject to HUD approval of future requests for CDBG, HOME, ESG, and HOPWA funds and no costs shall be considered incurred or encumbered for such years until

HUD issues its letters of approval. If agreed upon, the City can extend this contract for an additional two

(2) more years to cover the Five-Year Consolidated Plan timeline.

3.2. Detailed Scope Of Work

The Plan will serve as the application for funding from the Federal Government for the following formula grant programs: Community Development Block Grant Program (CDBG), the Emergency Solutions Grant

Program (ESG), HOME Investment Partnership Program, and the Housing Opportunities for Persons with

Aids Program (HOPWA). The Consultant will be required to address a variety of topics, including but not limited to the following:

• Executive Summary, including the available funds, strategies and objectives, summary of accomplishments and activities to be undertaken.

• Summary of Priorities, Goals, Budgets and Anticipated Accomplishments, including a summary of five-year strategic initiatives, a description of the initiatives to be accomplished in that fiscal year, and a description of the activities to be undertaken.

• General Issues, including the geographic areas of the Jurisdiction, the basis for allocating investments geographically, the methodology for meeting underserved needs and resources anticipated to be available.

• Management of the process, including a description of the agencies administering programs, the process for developing the plan, and the manner in which coordination among agencies will be enhanced.

• Citizen Participation, to include a description of the citizen participation process, public notification procedures, a summary of public comments, efforts undertaken to broaden public participation, and comments received but not accepted.

• Actions taken to develop the Institutional Structure.

• Actions taken to monitor housing and community development activities.

• Lead paint abatement.

• Specific housing objectives including priorities and the use of available resources.

• The needs of public housing and Housing Authority performance.

• A summary of the barriers to affordable housing.

• Specific homeless prevention elements including sources of funds, homeless prevention and policy regarding coordination of discharge.

• Emergency Solutions Grants (ESG) and the manner in which they are awarded.

• Priority non-housing community development needs and objectives.

• The City’s anti-poverty strategy and actions taken to reduce the number of families in poverty.

• Description and use of resources for non-homeless special needs including priorities and specific objectives for elderly and frail elderly housing, elderly and frail elderly supportive services, supportive services for the disabled, alcohol and/or drug addicted services, and services for persons with HIV/AIDS.

• Housing Opportunities for People with AIDS (HOPWA), including an overview of HOPWA organizations, actions planned for the program year, an evaluation of objectives and accomplishments, anticipated program accomplishments, resources leveraged, the geographic distribution of HOPWA funds, a description of barriers encountered, expected trends and evaluation and assessment of progress.

The Consultant shall prepare all the necessary forms, certifications, etc. required for the Annual Action

Plans, as well as entering the plan into IDIS through the eCon Planning Suite. The content of the document should refer back to the needs identified and the strategic plan developed as part of the Five-

Year Consolidated Plan.

The Consultant shall be required to meet with relevant representatives of City Departments and agencies (such as the URA and the Housing Authority), as well as community organizations, housing agencies, social service agencies, etc. as necessary in order to solicit their input into the preparation of the document. In addition, the Consultant must ensure that both the draft and final documents meet the requirements of citizen participation included in the Federal regulations and the City’s approved

Citizen Participation Plan. The Consultant shall provide one PDF copy and three (3) physical copies of the final report to the Office of Management and Budget.

3.3. Five Year Consolidated Plan

• The Consultant shall be responsible for the following:

• Executive Summary to include the vision, funding requirements and goals and objectives.

• The Strategic Plan including mission statement, strategic initiatives and the City’s designated

Neighborhood Revitalization Strategy Area.

• General Issues, including the geographic areas of the Jurisdiction, the basis for allocating investments geographically, the methodology for meeting underserved needs and resources anticipated to be available.

• Management of the Process, including a description of the Lead Agency, the process for developing the plan, and consultations.

• Citizen Participation, to include a description of the citizen participation process, a summary of public comments, efforts undertaken to broaden public participation, and comments received but not accepted.

• Actions taken to develop the Institutional Structure, identify gaps in the delivery structure and a description of the public housing delivery system.

• Actions taken to monitor housing and community development activities.

• A priority needs analysis and strategies including the basis for assigning priorities and obstacles to meeting underserved needs.

• Lead paint abatement, to include a summary of the prevalence of lead-based paint hazards and an evaluation and reduction of lead paint hazards.

• Housing needs including an estimate of need, a description of disproportionate needs and populations with special needs.

• Priority housing needs including housing needs and activities, characteristics of the housing market, the basis for assigning priorities, and obstacles to meeting underserved needs.

• A housing market analysis including market characteristics, the number and targeting of assisted housing, and the market influence on the use of available funds.

• Specific housing objectives including priorities and the use of available resources.

• The needs of public housing including a summary of public housing, the physical condition of public housing units, revitalization needs, and other factors affecting public housing.

• A summary of the barriers to affordable housing.

• Specific homeless needs.

• Priority homeless needs including prevention priorities and the chronic homelessness strategy.

• A homeless resource inventory including a summary of existing facilities and services.

• The homeless strategic plan elements strategies to address chronic homelessness, homeless prevention, the institutional structure, and policy regarding coordination of discharge,

• Emergency Solutions Grants (ESG) and the manner in which funds are awarded,

• Priority non-housing community development needs and objectives including the basis for assigning priorities, obstacles to meeting underserved needs and specific long and short-term community development objectives.

• The City’s anti-poverty strategy including actions taken to reduce poverty and the extent to which the strategy will reduce poverty rates.

• The strategy to coordinate Low-Income housing Tax Credits (LIHTC).

• Specific special needs objectives including priorities.

• Description and use of resources for non-homeless special needs including non-homeless special needs sub-populations, priority housing and services to meet non-homeless needs, the basis for assigning priorities, obstacles to meeting underserved needs, a description of existing facilities and services, and HOME or other tenant-based rental assistance.

• Housing Opportunities for People with AIDS (HOPWA), including priority unmet needs, annual

HOPWA output goals, housing facility projects, the geographic distribution of HOPWA funds, a description of the role of the lead agency, and certifications for the HOPWA program.

• Specific HOPWA objectives and a summary of available public and private resources.

The Consultant shall enter the plan into IDIS through the eCon Planning Suite.

The Consultant shall meet with relevant representatives of City Departments and agencies (such as the

URA and the Housing Authority), as well as community organizations, housing agencies, social service agencies, etc. as necessary. In order to solicit their input into the preparation of the document. In addition, the Consultant shall ensure that both the draft and final documents meet the requirements of citizen participation included in the Federal regulations and the City’s approved Citizen Participation

Plan. The Consultant shall provide one PDF copy and three (3) physical copies of the final report to the

Office of Management and Budget.

The selected Consultant for a one (1) to three (3) year period to undertake the development of the City of Pittsburgh’s Consolidated Annual Performance and Evaluation Report (CAPER) for FY 2024, 2025, and

2026 using the eCon Planning Suite. The Consultant shall be responsible for the preparation of the following work elements:

• Executive Summary

• General Questions - Assessment of the One-Year Goals and Objectives, Changes to the Program, Affirmatively Furthering Fair Housing, Obstacles to Meeting Underserved Needs, and Leveraging

Resources

• Managing the Process - Actions Taken to Ensure Compliance

• Citizen Participation - Summary of Citizen Comments and Distribution of Federal Funds Made

Available

• Institutional Structure - Improving the Institutional Structure

• Monitoring - Monitoring Activity, Results of Monitoring, and Self Evaluation

• Lead-Based Paint

• Housing Needs - Fostering and Maintaining Affordable Housing

• Specific Housing Objectives - Meeting Specific Affordable Housing Objectives, Section 215

Affordable Housing, and “Worst-Case” and Housing for the Disabled

• Public Housing Strategy - Public Housing and Resident Initiatives

• Barriers to Affordable Housing - Elimination of Barriers to Affordable Housing

• HOME Assessment of Goals and Objectives, HOME Match Report, HOME MBE and WBE Report, and Assessments

• Homeless Needs - Addressing the Needs of Homeless Persons, Transition to Permanent Housing, and New Federal Resources Obtained

• Specific Homeless Prevention Elements - Actions Taken to Prevent Homelessness, Homelessness, Chronic Homelessness, Homelessness Prevention, and Discharge Coordination

Policy

• Emergency Solutions Grants (ESG) - Emergency Solutions & Transitional Housing Needs, Assessment of Goals and Objectives, Matching Resources, State’s Method of Distribution, and

Activity and Beneficiary Data

• Community Development - Assessment of Goals and Objectives, Changes in Program Objectives, Carrying out Planned Actions, Funds Not Used for National Objectives, Anti-Displacement and

Relocation, Low/Mod Job Activities, Low/Mod Limited Clientele Activities, Program Income

Received, Prior Period Adjustments, Loans and Other Receivable, Lump Sum Agreements, Housing Rehabilitation, Neighborhood Revitalization Strategies

• Antipoverty Strategy - Reduction of Persons Living Below Poverty Level

• Non-Homeless Special Needs - Actions to Address Non-Homeless Special Needs

• Specific HOPWA Objectives

• IDIS Report

• The consultant will be required to complete and submit the HOPWA Program CAPER

• The consultant will be required to complete and submit the ESA Program CAPER in SAGE

The Consultant shall enter the plan into IDIS through the eCon Planning Suite and run the IDIS Report from IDIS.

The consultant will be required to meet with relevant representatives of City Departments and agencies

(such as the URA and the Housing Authority), as well as community organizations, housing agencies, social service agencies, etc. as necessary. In order to solicit their input into the preparation of the document. In addition, the consultant must ensure that both the draft and final documents meet the requirements of citizen participation included in the Federal regulations and the City’s approved Citizen

Participation Plan. The consultant will provide one PDF copy and three (3) copies of the final report to the Office of Management and Budget.

3.4. Technical Assistance

• The City may require, on an as-needed basis, the following:

• Providing advice and assistance in the implementation of program activities, including compliance with Federal and state regulations.

• Providing advice and technical assistance in connection with the implementation of the CDBG, HOME, ESG, and HOPWA Programs, including the lead based paint requirements.

• Providing advice and assistance in the preparation of Section 108 Loan Guarantee applications.

• Providing advice on other sources of funding for housing, community development and economic development programs, including assistance in the preparation of applications for additional sources of funds.

3.5. Analysis of Impediments to Fair Housing Choice

The Consultant will collaborate with the City of Pittsburgh’s Office of Management and Budget in the identification, development, scheduling, and implementation of activities designed to complete an acceptable Analysis of Impediments to Fair Housing Choice and Housing Needs Assessment by

HUD. Consultants are asked to describe the tasks required to successfully carry out the Scope of

Services outlined below. However, Consultants may include additional services that the Consultant is capable of providing and which, in the Consultant’s opinion, would enhance the implementation of the proposed Scope of Services. The scope of work includes, but is not limited to the following:

• Examine all pertinent data including demographic, income, employment and housing, as well as other studies that have been completed that relate to fair housing.

• Review prior and current activities that promote fair housing, including an assessment of agencies currently providing housing programs in the area.

• Examine private market issues that relate to the sale or rental of housing, the provision of brokerage services, mortgage lending, insurance sales and underwriting, property appraisals and property management.

• Evaluate public policies and practices that affect the provision of fair housing, including but not limited to public services, state and local laws, ordinances and regulations, planning and zoning laws and decisions, land use regulations, community development funding policies and practices in areas of low and high opportunity, procedures and practices of the local public housing authority and property tax policies including, but not limited to tax exemptions.

• Prepare a review and a status report of the existing impediments to fair housing.

• Identify any potential impediments to fair housing, listed in order of priority, with proposed methods of corrective actions, to address identified impediments.

• Attend public meetings as needed to gather information from potential groups that should participate. At a minimum one (1) meeting with local housing providers and at least one (1) meeting with social service providers are required. The Consultant will be responsible for preparing agendas, handouts, and other presentation materials as appropriate, as well as maintaining notes and the results of each public meeting.

• Meet with and/or interview the following agencies:

o City of Pittsburgh various Departments o URA of the City of Pittsburgh – Housing Department o URA of the City of Pittsburgh – Economic Department o URA of the City of Pittsburgh – Business Development Department o The Fair Housing Partnership of Greater Pittsburgh o NAACP Pittsburgh Chapter o Urban League of Greater Pittsburgh, Inc o Casa San Jose o LGBTQIA+ Organizations (PERSAD) o Realtors Association of Greater Pittsburgh o Allegheny County Department of Human Services - Mental Health and Mental Retardation o Allegheny County Department of Human Services - Area Agency on Aging o Housing Alliance of Pennsylvania o Pittsburgh Community Reinvestment Group o Neighborhood Legal Services o Disability Options Network o Housing Authority of the City of Pittsburgh o City of Pittsburgh Commission on Human Relations o Other advocacy groups and organizations

• Provide maps illustrating the census demographics in the City of Pittsburgh.

• Provide a draft of the A.I. report, for review and comment prior to the preparation of the final document.

• Provide a PDF copy and one bound copy of the final draft of the AI to the Office of Management and Budget.

• Collaborate with OMB outreach to gather public comments before preparing the draft of the AI.

• Assist the Office of Management and Budget with one (1) public hearing while the draft Analysis of Impediments to Fair Housing Choice is on public display.

• Provide a PDF copy to the Office of Management and Budget.

• Submit the AI to HUD in an electronic format and hard copy.

The Consultant will work closely with the Office of Management and Budget which is responsible for submitting the A.I. to the U.S. Department of Housing and Urban Development. The Consultant will need to meet monthly with the Office of Management and Budget to provide status updates.

3.6. Consultant Team

A successful bidder for this project may be a sole consultant or a consulting team. Decisions concerning the selection of the lead consultant and the allocation of responsibilities and time among the consultants should be addressed in the response to the RFP.

3.7. Public Participation Process

As mentioned in the overview, the consultant will be expected to present information to and gather feedback from community stakeholders, possibly through a series of meetings, including a public hearing following the development of the draft document.

3.8. Bond Requirements

Bid Bond

A bid guarantee is required for this solicitation.

Guarantees should be in the form of a surety bond, certified check, cashier’s check or letter of credit in an exact dollar amount equal to five percent (5%) of the bid. For example, a total bid of $100,000.00 should have a bid guarantee in the amount of $5,000.00.

Please upload a copy of your bid bond with your bid submission, under the Questionnaire section.

Mail any hard copies of bid bonds to:

City of Pittsburgh Procurement

414 Grant Street, Room 502

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 Project 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 15 (15% of Total)

2. Qualifications of Project 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 15 (15% 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.

Reward Low Cost 30 (30% of Total)

5. MWDBE/VOSB Good Faith Effort

Vendor response was detailed and demonstrated clear Good Faith Effort to obtain

MWDBE & VOSB Participation.

Points Based 10 (10% of Total)

6. Equal Opportunity Review Commission Terms

6.1. MWE/DBE

The City of Pittsburgh 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 City's goal to encourage increased participation of women and minority groups in all City contracts. The City 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 City contracts. The levels of MBE and WBE participation will be monitored by the City of

Pittsburghs 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 and LGBTQIA+ Small Business Goals

It is also the City's goal to encourage participation by veteran-owned and LGBTQIA+ 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 and not less than three (3) percent participation by

LGBTQIA+ businesses in all contracts. The participation goal shall apply to the overall dollar amount expended with respect to the contracts. The City requires that all respondents demonstrate good faith efforts to obtain the participation of veteran-owned small business in work to be performed under City contracts. The levels of 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 MWDBE/Veteran-Owned/LGBTQIA+ 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 City 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 City of Pittsburgh, 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 City cannot process invoices nor approve payments until this Contract has been fully executed by the Respondent and all required City 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 City contracts. For this reason the City will not sign any standard contract proffered by the respondent.

An agreement shall not be binding or valid with the City unless and until it is fully executed by authorized representatives of the City and of the Proposer. Once the Contract is fully executed the City 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 City 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 City has the right to make any inquiry it deems appropriate to substantiate or supplement information supplied by a proposer, and proposer hereby grants the City 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 City’s review and approval, for a period of one hundred twenty (120) days from the closing date for the receipt of proposals.

The City 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 City shall not be responsible for nor bound by any oral instructions, interpretations or explanations issued by the City 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 City reserves the right to determine, at its sole discretion, the appropriate and adequate responses to written comments, questions, and requests for clarification. The City’s official responses and other official communications pursuant to this RFP shall constitute an addendum of this RFP.

D. The City 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 City’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 City.

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

City; •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 City, which results in termination of the agreement.

8.9. Restrictions on Gifts & Activities

The City of Pittsburgh Ethics Code and Chapter 197 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 City of Pittsburgh

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

The City 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 City;

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 City’s sole judgment, has been delinquent or unfaithful in the performance of any contract with the City;

L. Reject the proposal of any Respondent who, in the City’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 City.

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 City.

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. Federal Funding Requirements

9.1. Breach of Contract Terms

Any violation or breach of terms of this contract on the part of the Contractor may result in the suspension or termination of this contract or such other action that may be necessary to enforce the rights of the parties of this contract. The duties and obligations imposed by the contract documents and the rights and remedies available thereunder shall be in addition to and not a limitation of any duties, obligations, rights and remedies otherwise imposed or available by law.

9.2. Termination of Contract for Cause

If, through any cause, the Contractor shall fail to fulfill in timely and proper manner his obligations under this Contract, or if the Contractor shall violate any of the covenants, agreements, or stipulations of this

Contract, the City of Pittsburgh shall thereupon have the right to terminate this Contract by giving written notice to the Contractor of such termination and specifying the effective date thereof, at least five (5) days before the effective date of such termination. In such event, all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs, and reports prepared by the

Contractor under this Contract shall, at the option of the City of Pittsburgh, become its property.

Notwithstanding the above, the Contractor shall not be relieved of liability to the City of Pittsburgh for damages sustained by the City of Pittsburgh by virtue of any breach of the Contract by the Contractor, and the City of Pittsburgh may withhold any payment to the Contractor for the purpose of set-off until such time as the exact amount of damages due the City of Pittsburgh from the Contractor is determined.

9.3. Termination

The City of Pittsburgh may terminate this Contract at any time giving at least ten (10) days notice in writing to the Contractor. If the Contract is terminated by the City of Pittsburgh as provided herein, the

Contractor will be paid for the time provided and expenses incurred up to the termination date. If this

Contract is terminated due to the fault of the Contractor, Paragraph 1(Breach of Contract) hereof relative to termination shall apply.

Notwithstanding the above, the Contractor shall not be relieved of liability to the City of Pittsburgh for damages sustained by the City of Pittsburgh by virtue of any breach of the Contract by the Contractor, and the City of Pittsburgh may withhold any payment to the Contractor for the purpose of set-off until such time as the exact amount of damages due the City of Pittsburgh from the Contractor is determined.

9.4. Equal Employment Opportunity

During the performance of this Contract, the Contractor agrees as follows:

A. The Contractor will not discriminate against any employee or applicant for employment because of race, color, ancestry, place of birth, religion, sex, sexual orientation, color, age, familial status, handicap, or national origin. Contractor shall comply with the applicable provisions of the

Pittsburgh City Code, Title Six: Conduct, Article V: Discrimination, and any amendments thereto.

Contractor shall comply with the applicable provisions of Title I and Title II of the Americans with

Disabilities Act, and any amendments thereto and any regulations issued thereunder. Contractor shall incorporate in any subcontracts or purchase orders which may be permitted under the terms of this contract a requirement that subcontractors shall also comply with the provisions of this Section.

B. The Contractor will take affirmative action to ensure that applicants are employed, and that employees are treated equally during employment, without regard to their race, color, ancestry, place of birth, religion, sex, sexual orientation, color, age, familial status, handicap, or national origin. Such action shall include, but not be limited to the following: Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The

Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the City of Pittsburgh setting forth the provision of this non-discrimination clause.

C. The Contractor will, in all solicitation or advertisements for employees placed by or on behalf of the Contractor; state that all qualified applicants will receive consideration for employment with regard to race, color, ancestry, place of birth, religion, sex, sexual orientation, color, age, familial status, handicap, or national origin.

D. The Contractor will cause the foregoing provisions inserted in all subcontracts for any work covered by this Contract so that such provisions will be binding upon each subcontractor, provided that the foregoing provisions shall not apply to contracts or subcontract for standard commercial supplies or raw materials.

E. The Contractor will comply with all provisions of US Executive Order 11246 of September 24, 1965, as amended by US Executive Order 11375 and as supplemented in US Department of

Labor Regulations (41 CFR, Part 60), and of the rules, regulations, and relevant orders of the US

Secretary of Labor.

F. The Contractor will furnish all information and reports required by Executive Order 11246 of

September 24, 1965, and by the rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the City of

Pittsburgh and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders.

G. In the event of the Contractors non-compliance with the non-compliance clauses of this

Agreement or with any of such rules, regulations, or orders, this Agreement may be canceled, terminated, or suspended in whole or in part and the Contractor may be…