IFB ACHA-1730.pdf

INVITATION FOR BIDS

ELEVATOR PREVENTATIVE MAINTENANCE SERVICES

JULY 2026

ALLEGHENY COUNTY HOUSING AUTHORITY

301 Chartiers Avenue

McKees Rocks, PA 15136 www.achsng.com

ELEVATOR CONSULTANT

ATIS ELEVATOR INSPECTIONS, LLC

600 Emerson Road, Suite 225

St. Louis, MO 63141 https://www.google.com/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&cad=rja&uact=8&ved=0ahUKEwiv4cXUsLLPAhVGej4KHVWQArMQjRwIBw&url=https://twitter.com/allegheny_co&psig=AFQjCNH1TDx-HNKet-gKY4z29yBccRsOAQ&ust=1475163029391375 http://www.achsng.com/

INVITATION FOR BIDS (IFB) No. ACHA-1730

IFB ACHA-1730 ELEVATOR PREVENTATIVE MAINTENANCE SERVICES BID PACKAGE

IFB DOCUMENT

TABLE OF CONTENTS

[Table 1]

Section Description Page

Table of Contents 2

IFB Information at a Glance 3

1.0 The Agency’s Reservation of Rights 3-5

2.0 Scope of Work/Technical Specifications & Drawings 6

2.1 General Description of Services 6

3.0 Bid Format 7

3.1 Tabbed Bid Submittal 7

3.2 Entry of Proposed Fees 10

3.3 Additional Information Pertaining to each Pricing Item 10

3.4 Bonds 12

3.5 Bid Submission Responsibilities 13

3.6 Proposer’s Responsibilities — Contact with the Agency 14

3.7 Proposer’s Responsibilities — Equal Employment Opportunity and Supplier

Diversity

3.8 Pre-Bid Conference 17

3.9 Recap of Attachments 18

4.0 Bid Evaluation 19

4.1 Public Bid Opening 19

4.2 Responsive Evaluation 19

4.3 Responsible Evaluation 19

4.4 Restrictions 20

5.0 Contract Award 21

5.1 Contract Award Procedure 21

5.2 Contract Conditions 21

5.3 Licensing and Insurance Requirements 32

5.4 Contract Services Standards 33

5.5 Prompt Return of Contract Documents 33

Index of Tables 33

DB

WAGE

Davis-Bacon Wage Decision

SPECS Technical Specifications (attached)

IFB INFORMATION AT A GLANCE [Table 2]

HOW TO OBTAIN IFB DOCUMENTS Visit the Housing Agency Marketplace online to register and download bid docs:

https://ha.internationaleprocurement.com/

ELEVATOR CONSULTANT ATIS ELEVATOR INSPECTIONS, LLC

Nick Trotto

Mobile: (856) 430-4740

Email: ntrotto@atis.com

PROPERTY CONTACTS

(PROCUREMENT)

Allegheny County Housing Auth., Development Dept.

Dean Allen, Modernization Manager

Office: (412) 402-2469; dallen@achousing.org

Samantha Clark, Project Coordinator

Office: (412) 402-2494; sclark@achousing.org

PRE-BID CONFERENCE

Tuesday, June 30, 2026, 10:00 AM EST

Allegheny County Housing Authority

301 Chartiers Avenue, McKees Rocks, PA 15136

QUESTION SUBMITTAL DEADLINE Friday, July 10, 2026, 10:00 AM EST

All questions must be submitted thru the Housing

Agency Marketplace – see link above.

HOW TO FULLY RESPOND TO THIS IFB

BY SUBMITTING A BID SUBMITTAL

As instructed within Section 3.0 of the IFB document, submit 1 original “hard copy” Sealed Bid to the ACHA

Administrative Office

BID SUBMITTAL RETURN & DEADLINE

& PUBLIC BID OPENING

Friday, July 17, 2026, 10:00 AM EST

301 Chartiers Avenue, McKees Rocks, PA 15136

1.0 THE AGENCY’S RESERVATION OF RIGHTS. The ACHA reserves the right to exercise, at its sole discretion, all rights and authorities set forth in this IFB, in addition to those provided under applicable HUD forms including form HUD-5369, and other Federal, state, and local procurement requirements. Such rights shall include, but are not limited to, those described below and as further detailed within Section 4.0 (Bid Evaluation) of this IFB.

1.1 Right to Reject, Waive, or Terminate the IFB. The ACHA reserves the right to reject any or all bids, to waive any informality or irregularity in the IFB process, or to terminate the IFB process at any time, if deemed by the ACHA to be in its best interests.

The ACHA further reserves the right to reject any bid that is determined to be non-responsive or submitted by a bidder determined to be not responsible, as defined and evaluated in accordance with Sections 4.2 and 4.3 of this IFB.

In determining responsibility, the ACHA may consider factors including, but not limited to, the bidder’s integrity, compliance with public policy, record of past performance, and financial and technical resources.

https://ha.internationaleprocurement.com/ https://ha.internationaleprocurement.com/ mailto:ntrotto@atis.com mailto:dallen@achousing.org mailto:sclark@achousing.org

The ACHA may reject the bid of any bidder that is debarred, suspended, or otherwise ineligible for participation in federally funded programs, including those identified through the System for Award Management (SAM), or that has been previously suspended, terminated for cause, or otherwise determined non-responsible by the

ACHA, if such action is deemed to be in the best interests of the ACHA.

All determinations made pursuant to this section shall be at the sole discretion of the

ACHA and documented in the procurement file in accordance with applicable requirements. Nothing herein shall obligate the ACHA to make an award, nor limit the

Agency’s right to cancel this solicitation in whole or in part at any time prior to contract execution.

1.2 Right to Not Award. Not award a contract pursuant to this IFB.

1.3 Right to Terminate. Terminate a contract awarded pursuant to this IFB, at any time for its convenience upon 10 days written notice to the Contractor(s).

1.4 Right to Determine Time and Location. Determine the days, hours, and locations that the successful bidder (hereinafter, “Contractor”) shall provide the services called for in this IFB.

1.5 Right to Retain Bids. Retain all bids submitted and not permit withdrawal for a period of 60 days subsequent to the deadline for receiving bids without the written consent of the Agency Contracting Officer (CO).

1.6 Right to Negotiate. Negotiate the fees proposed by the bidder entity.

1.7 Right to Reject Any Bid. Reject and not consider any bid or bidder that does not meet the requirements of this IFB, including but not necessarily limited to incomplete bids and/or bidders offering alternate or non-requested services.

1.8 No Obligation to Compensate. Have no obligation to compensate any bidder for any costs incurred in responding to this IFB.

1.9 Right to Prohibit. At any time during the IFB or contract process, prohibit any further participation by a bidder or reject any bid submitted that does not conform to any of the requirements detailed herein. Each prospective bidder is thereby agreeing to abide by all terms and conditions listed within this document and further agrees that he/she will inform the ACHA in writing within 5 business days of the discovery of any item listed herein or of any item that is issued thereafter by the Agency that he/she feels needs to be addressed. Failure to abide by this time-frame shall relieve the Agency, but not the prospective or actual bidder, of any responsibility pertaining to such issue.

1.10 Right to Reject – Obtaining Competitive Solicitation Documents. The ACHA

Development Department is the only source to obtain the competitive solicitation documents (and any other information pertaining to the competitive solicitation such as addenda). Accordingly, by submitting a response to this competitive solicitation the respondent thereby affirms that he/she obtained all information from the ACHA

Development Department. Any other group such as a bid depository that informs potential respondents of the availability of such competitive solicitations are hereby instructed to not distribute these documents to any such potential respondents, but to instruct the potential respondents to contact the ACHA Development Department by phone (412-402-2469) or by email (dallen@achousing.org) to obtain the documents.

The Agency will reject without consideration any response submitted from a firm that has not obtained competitive solicitation documents from the ACHA Development

Department.

1.11 Right to extend the Construction Period up to sixty (60) days at discretion for unseen complications or disruptions which may arise. General Conditions are not eligible for billing by general contractor or sub-contractors for overhead, general conditions and/or profit.

1.12 Right to Apply Terms and Conditions. All sub-contractors hired by general contractor will abide by the same terms and conditions of the contract.

1.13 Right to a No Strike Clause. Federal dollars support this project, the general contractor and all their sub-contactor’s will abide by a no strike clause. Any strike that may occur by general contractor or sub-contractor which causes a financial burden on the project may be held liable to Agency/Owner for any increase cost associated with delays.

1.14 Right to Resolve Conflicts. In the event conflict(s) arise between the plans and specifications, the most stringent specification(s), code(s) and/or regulation(s) shall apply. Agency/Owner will have the final determination!

1.15 Right to Assign Utilities. ONLY APPLIES TO BUILDINGS VACATED FOR

MODERNIZATION. Utilities will be the responsibility of the General contractor during construction period. It will also be the General Contractor to make sure building(s) are property heated during the winter months, minimum 45 degrees. If utilities are in the owner’s name then the owner will supply a copy of the bills for reimbursement from general contractor.

2.0 SCOPE OF WORK / SUMMARY

2.1 Scope of Work

Contractor shall provide continuous, comprehensive preventive maintenance for all vertical transportation equipment, including regular inspection, cleaning, lubrication, adjustment, repair, replacement of covered components, and unlimited callback service during normal working hours. All services shall be performed in accordance with accepted industry standards, applicable manufacturer specifications, and the requirements of Specification Section 01000, Extent and Scope of Services, and Section 143250, Elevator Preventive

Maintenance Specification.

ACHA ELEVATOR INVENTORY

AMP # Building Address Location Type

102 Golden Towers Allegheny Street Tarentum Traction

102 Rachel Carson Hall Second & Wood Streets Tarentum Traction

102 Brackenridge Hall 887 First Avenue Brackenridge Traction

201 Blawnox Apts. 701 Center Avenue Blawnox Traction

201 Springdale Manor 504 Pittsburgh Street Springdale Traction

203 Robert Corbett Apts. 175 Corbett Court Ross Hydraulic

203 West View Tower 800 West View Park Dr. West View Traction

302 Ohioview Tower 250 Jefferson Drive McKees Rocks Hydraulic

401 Millvue Acres Marion Court Clairton Hydraulic

401 G.W. Carver Hall 565 Reed Street Clairton Traction

403 West Mifflin Manor 2400 Sharp Avenue West Mifflin Traction

403 Harry S. Truman Apts. 25 North Second Street Duquesne Traction

602 General Braddock Towers 620 Sixth Street North Braddock Traction

702 Jefferson Manor 201 Jefferson Road Penn Hills Traction

703 Wilmerding Apts. 314 Commerce Street Wilmerding Traction

100 Pine Ridge Heights 892 Veteran's Lane Natrona Heights Hydraulic

502 Homestead Apts. Bldg. A 411 E. Eighth Avenue Homestead Traction

503 Homestead Apts. Bldg. B 481 E. Eighth Avenue Homestead Traction

501 Homestead Apts. Bldg. C 441 E. Eighth Avenue Homestead Hydraulic

504 Homestead Apts. Bldg. C 441 E. Eighth Avenue Homestead Traction

501 Homestead Apts. Bldg. D 421 E. Eighth Avenue Homestead Traction

701 Dumplin Hall 502 Hay Street Wilkinsburg Traction

704 John Fraser Hall 500 Hunter Street Turtle Creek Traction

814 Dalton's Edge Phase 1 700 Second Avenue Tarentum Hydraulic

815 Dalton's Edge Phase 2 704 Second Avenue Brackenridge Hydraulic

825 Dorchester 2903 Midland Avenue Pittsburgh Hydraulic

ACHA Central Office 301 Chartiers Avenue McKees Rocks Hydraulic

3.0 BID FORMAT

3.1 TWO STEP BIDDING PROCESS: All bidders will initially submit the documentation/ information detailed within the following listed STEP 1 of Table No. 3. Then, the

Agency anticipates that it will notify the apparent low bidder to submit, within 5 business days after being notified to do so, the information detailed within the following detailed Step 2 ONLY BY APPARENT LOW BIDDER.

ALL FORMS ARE DOWNLOADABLE ATTACHMENTS!

Visit the Housing Agency Marketplace online to register and download bid docs:

https://ha.internationaleprocurement.com/

3.1.1 Tabbed Bid Submittal. As may be further described herein, the Agency intends to retain a Contractor pursuant to a “Low Bid” basis, also taking into consideration responsiveness and responsibility. Therefore, so that the Agency can properly evaluate the offers received, all bids submitted in response to this IFB must be formatted in accordance with the sequence noted within the table below. Each category must be separated by numbered index dividers, which number extends so that each tab can be located without opening the bid and labeled with the corresponding tab reference also noted below. None of the proposed services may conflict with any requirement the

Agency has published herein or has issued by addendum.

[Table 3]

IFB SECTION

TAB

DESCRIPTION

3.1.1.1 STEP 1: ALL BIDDERS: SEALED BID ENVELOPE

Initial documentation/information to be submitted unfolded within a sealed envelope prior to the posted bid submittal deadline.

3.1.1.1.1 1 Form of Bid. This Form is attached hereto as Attachment A to this IFB document. This Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the initial bid submittal.

Include Attachment A-1 Non-Collusive Affidavit

3.1.1.1.2 2 Bid Bond. This Form is attached hereto as Attachment B to this IFB document. If required, the Bid Bond as detailed within the following Section 3.4.1 herein. (5% of Bid)

3.1.1.1.3 3 HUD-5369-A (11/92), Representations, Certifications, and

Statements of Bidders, Public and Indian Housing Programs.

This Form is attached hereto as Attachment C-1 to this IFB document. This 4-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the bid submittal.

3.1.1.1.4 4 Section 3 Acknowledgement & Certification Form

3.1.1.2 STEP 2: ONLY BY APPARENT LOW BIDDER

Documentation/information to be submitted, within 5 business days when directed to do so by the Agency.

3.1.1.2.1 1 Licensing. Submit under this Tab the license(s) detailed within the following Section 5.4.4 herein.

3.1.1.2.2 2 Proposed Services. As more fully detailed within Section 2.0, Scope of Bid/Technical Specifications, of this document, and the Drawings & Specification, attached hereto, at a minimum, clearly detail within the information submitted under this tab documentation showing:

3.1.1.2.2.1 A brief description of the proposed safety and quality assurance program.

3.1.1.2.2.2 Fully completed form HUD-2530 (02/2013), Previous

Participation Certification, Attachment E attached hereto.

A full listing of all subcontractors that will perform work at the site, including, but not limited to the following for each subcontractor: firm name; owner’s name; full address;

telephone; number; email address.

3.1.1.2.3 3 Profile of Firm Form. The Profile of Firm Form is attached hereto as Attachment D to this IFB document. This 2-page

Form must be fully completed, executed and submitted under this tab as a part of the bid submittal.

3.1.1.2.4 4 Managerial Capacity/Financial Viability. The bidder entity must submit under this tab a concise description of its managerial and financial capacity to deliver the proposed services, including brief professional resumes for the persons identified within areas (5) and (6) of Attachment D, Profile of

Firm Form. Such information shall include the bid’s qualifications to provide the services, including a description of the background and current organization of the firm.

3.1.1.2.5 5 Client Information. The bidder shall submit a listing of former or current clients, including multi-family housing (i.e., apartment complexes of a similar nature), for whom the bidder has performed similar or like services to those being proposed herein. The listing shall, at a minimum, include:

3.1.1.2.5.1 The client’s name;

3.1.1.2.5.2 The client’s contact name;

3.1.1.2.5.3 The client’s telephone number and e-mail address;

3.1.1.2.5.4 A brief narrative description and scope of the service(s) and the dates the services were/are provided.

3.1.1.2.6 6 Equal Employment Opportunity/Supplier Diversity. The bidder must submit under this tab a copy of its Equal

Opportunity Employment Policy and a complete description of the positive steps it will take to ensure compliance, to the greatest extent feasible, with the regulations detailed within the following Section 3.7 herein pertaining to supplier diversity (i.e., small, minority-, and women-owned businesses).

3.1.1.2.7 7 Subcontractor/Joint Venture Information (Optional Item). The bidder shall identify hereunder whether or not he/she intends to use any subcontractors for this job, if awarded, and/or if the bid is a joint venture with another firm. Such information pertaining to subcontractors shall include for each such firm the: firm name; name of contact person; telephone and email address; and the State of Pennsylvania contractor license number.

3.1.1.2.8 8 Other Information (Optional Item). The bidder may include hereunder any other general information that the bidder believes is appropriate to assist the Agency in its evaluation.

3.1.1.2.9 Insurance Certificates. The apparent successful bidder will also direct its insurance broker or carrier to deliver directly to the Agency (email preferred) the insurance certificates detailed within the following

Sections 5.4.1 through 5.4.3 herein. NOTE: COIs delivered by insurance broker or carrier

3.1.1.2.10 Optional Tabs. If no information is to be placed under any of the above noted tabs (especially the “Optional” tabs), please place there under a statement such as “NO INFORMATION IS BEING PLACED

UNDER THIS TAB” or “THIS TAB LEFT INTENTIONALLY BLANK.”

DO NOT eliminate any of the tabs.

3.1.1.2.11 Bid Submittal Binding Method. It is preferable and recommended that the bidder bind the bid submittals in such a manner that the Agency can, if needed, remove the binding or remove the pages from the cover to make copies, then conveniently return the bid submittal to its original condition.

3.2 Entry of Proposed Fees.

3.2.1 The proposed fees shall be submitted by the bidder and received by the

Allegheny County Housing Authority Development Department.

3.2.2 Pricing Items. The proposed fees (Pricing Items) shall be submitted by the bidder and received by the Agency where provided by the ACHA

Development Department only. Unless otherwise stated, the proposed fees are all-inclusive of all related costs that the successful bidder will incur to provide the noted services, including, but not limited to: employee wages and benefits; clerical support; overhead; profit; licensing; insurance;

materials; supplies; tools; equipment; long distance telephone calls; travel expenses; document copying not specifically otherwise agreed to by the

Agency; etc.

[Table 4]

IFB

Section

Pricing

Item

No.

Qty

U/M

Description

3.2.2.1 1 1 Each

Firm-Fixed Fee for all the construction work detailed herein and within the pertinent specifications & drawings

3.2.2.2 2 1 Each Deduct Alternate #1:

Description Here

3.3 Additional Information Pertaining to the preceding noted Pricing Items.

3.3.1 IMPORTANT NOTICE!!! Entry of the Proposed Fees. Bidders are required to enter where provided a reasonable and realistic cost for the firm-fixed fee

Pricing Item listed within the preceding Table No. 4 herein.

3.3.1.1 Quantities. All quantities entered by the Agency herein and within the corresponding Pricing Items are for calculating purposes only.

As may be further detailed herein, the Agency does not guarantee any minimum or maximum amount of work as a result of any award ensuing from this IFB, as the Agency anticipates that the ensuing contract will be a Requirements Contract, in which case the Agency shall retain one contractor only.

3.3.2 Review the Entry of Proposed Fees.

3.3.2.1 Firm-fixed Fee for the Base Bid (Pricing Items No. 1). The proposed fee entered for this Pricing Item shall be for all the complete work and materials detailed within specifications and/or drawings. The Agency reserves the right to not complete an award with any firm that submits, in the opinion of the Agency, a cost that is either too low or a cost that is too high.

3.3.2.2 Deductive Alternates (Pricing Items No. 2). IF APPLICABLE These

Pricing Item are Deductive Alternate, meaning the cost entered it how much the bidder will deduct from the Base Bid (Pricing Item

No. 1) if the Agency chooses to exercise its right to not have the

Contractor provide the work noted with the description of each of the listed Deductive Alternates.

3.3.2.2.1 Accordingly, each bidder shall place a minus sign

("-") immediately in front of the amount entered for each Deductive Alternate. If a bidder does not enter the minus sign as instructed, such shall mean that the bidder wishes to receive additional monies to perform the work as listed within the

Description for Pricing Item No. 2;

3.3.2.2.2 If the Agency decides to invoke or apply the any

of the deductive alternates, the Agency is required to, by pertinent HUD regulation, invoke or apply the deductive alternates in the order listed;

meaning, Deductive Alternate #1 will be applied first, then #2 second, and #3 third. This means that the Agency cannot pick and choose which deductive alternates to apply. The Agency also has the right to not apply any deductive alternate. The

Agency typically will choose to apply a deductive alternate when the Agency needs to or chooses to decrease the cost of the project (i.e., typically for budgetary reasons).

3.3.2.2.3 NOTE: All amounts entered within these Pricing

Items shall, after the submittal deadline, stand as entered—meaning, a bidder will NOT be allowed to claim after the submittal deadline that he/she made a mistake and now wishes to adjust the amount entered.

3.3.3 Price Escalation. Pertaining to the ensuing contract, there shall be no escalation of the proposed costs allowed at any time during the awarded contract except for any legitimate change orders that may be approved by the Agency.

3.3.4 No Negotiation of Proposed Fees after the Submittal Deadline. The Agency

WILL NOT, after the submittal deadline, negotiate an increase to any unit costs or fees proposed prior to the submittal deadline; accordingly, bidders are strongly cautioned to submit a realistic price for each Pricing Item identified within the preceding Table 4 herein that the bidder submits a proposed cost for.

3.3.5 Prior Agency Approval Required. Please note that the successful bidder shall

NOT conduct any additional work without the prior written authorization of the Agency representative. Failure to abide by this directive shall release the Agency of any obligation to pay the successful bidder for any work conducted without the noted prior written authorization.

3.3.6 No Deposit/No Retainer. The Agency will NOT pay any deposit or retainer fees at any time as a result of award of the ensuing contract (though the

Agency may consider, under certain circumstances, a reasonable and justified payment for mobilization).

3.3.7 Davis Bacon Federal Wage Rates. As detailed within pertinent HUD and

Federal regulation, the Contractor is required to pay Davis-Bacon wage rates

(for all “construction contracts in excess of $2,000”). The applicable Wage

Rates pertaining to the work detailed herein is attached hereto and detailed within Attachment DB. This work will be subject to all the requirements pertaining to Davis-Bacon work, including the applicable Federal forms and procedures (i.e., on-site interviews; certified payrolls; etc.).

3.4 Bonds. As this solicitation pertains to public works or construction, the bonds that are required include (each required for construction bids and/or contracts in excess of

$50,000):

3.4.1 Bid Bond. The bid bond or guarantee shall be included in the bid package submitted by each bidder for any proposed fee that is greater than $50,000

(please see the preceding Section 3.1.1.1.2 herein). This bond ensures that if awarded the contract, the bidder will accept and perform the work under the contract. It also ensures that the bidder will not attempt to withdraw or otherwise not fulfill the contract. Finally, the bid bond ensures that the bidder will execute the contractual documents that are required within the time specified in the solicitation or forfeit all or part of the guarantee. A certified check, bank draft, U.S. Government Bonds at par value, bid bond secured by an acceptable surety company, or other negotiable instrument may be accepted as a bid guarantee. If the successful bidder refuses to sign the contract after award, the bid bond is forfeited, and award will go to the next lowest responsive and responsible bidder. If a bid bond or guarantee is not submitted with the bid, the Agency will reject the bid as non-responsive.

The Agency anticipates that it will not return any bid bonds until the contract has been awarded and the required performance and payments bonds have been furnished; until all bids have been rejected; or the time specified for acceptance of bids has expired. In fairness to the other bidders, the Agency may also choose to return the bid bonds if the Agency has a firm and reasonable assurance that the responsive and responsible bidder who submitted the lowest cost will execute the contract.

3.4.4 Bonding Companies. An acceptable surety (bonding) company is one that is authorized to do business in the State of Pennsylvania and is acceptable to

HUD and the Agency. The surety must be listed on the most recently published U.S. Treasury Circular 570 (often referred to as the T-List).

Individual sureties are not permitted. Circular 570 is available from the U.S.

Department of the Treasury, Financial Management Service, Surety Bond

Branch, Room #262C, 401 14th Street, S.W., Washington, D.C. 20227. The

T-List may also be accessed on the Internet at:

http://www.fms.treas.gov/c570/index.html.

3.5 Bid Submission Responsibilities. All pricing must be entered on the Form of Bid and all

“hard-copy” bids must be submitted and time-stamped received in the designated

Agency office by no later than the submittal deadline stated herein (or within any ensuing addendum). A total of 1 original signature copy of the “hard copy” bid submittal, shall be placed unfolded in a sealed package, and addressed to:

301 Chartiers Avenue

McKees Rocks, PA 15136

Attention: Dean Allen, Modernization Manager

3.5.1 Exterior of Submittal Package. The package exterior must clearly denote the above noted IFB number and must have the bidder’s name and return address. Bids received after the published deadline will not be accepted, except as may be provided for otherwise herein.

3.5.2 Submission Conditions. DO NOT FOLD OR MAKE ANY ADDITIONAL

MARKS, NOTATIONS, OR REQUIREMENTS ON THE DOCUMENTS TO BE

SUBMITTED! Bidders are not allowed to change any requirements or forms contained herein, either by making or entering onto these documents or the documents submitted any revisions or additions; and if any such additional marks, notations or requirements are entered on any of the documents that are submitted to the Agency by the bidder, such may invalidate that bid. If, after accepting such a bid, the Agency decides that any such entry has not changed the intent of the bid that the Agency intended to receive, the

Agency may accept the bid and the bid shall be considered by the Agency as http://www.fms.treas.gov/c570/index.html if those additional marks, notations, or requirements were not entered on such.

3.5.3 Submission Responsibilities. It shall be the responsibility of each bidder to be aware of and to abide by all dates, times, conditions, requirements, and specifications set forth within all applicable documents issued by the Agency, including the IFB document, the documents listed within the following

Section 3.9, and any addenda and required attachments submitted by the bidder. By virtue of completing, signing, and submitting the completed documents, the bidder is stating his/her agreement to comply with all conditions and requirements set forth within those documents. Written notice from the bidder not authorized in writing by the CO to exclude any of the Agency requirements contained within the documents may cause that bidder to not be considered for award.

3.6 Proposer’s Responsibilities — Contact with the Agency. It is the responsibility of the bidder to address all communication and correspondence pertaining to this IFB process to the ACHA only. Bidders must not make inquiry or communicate with any other

Agency staff member or official (including members of the Board of Commissioners) pertaining to this IFB. Failure to abide by this requirement may be cause for the Agency to not consider a bid submittal received from any bidder who may not have abided by this directive.

3.6.1 Addenda. All questions and requests for information must be addressed in writing to the ACHA. The ACHA will respond to all such inquiries in writing by addendum to all prospective bidders (i.e. firms or individuals that have obtained the IFB Documents). During the IFB solicitation process, the ACHA will NOT conduct any ex parte (a substantive conversation—”substantive” meaning, when decisions pertaining to the IFB are made—between the

Agency and a prospective bidder when other prospective bidders are not present) conversations that may give one prospective bidder an advantage over other prospective bidders. This does not mean that prospective bidders may not call the ACHA—it simply means that, other than making replies to direct the prospective bidder where his/her answer has already been issued within the solicitation documents, the ACHA may not respond to the prospective bidder’s inquiries but will direct him/her to submit such inquiry in writing so that the ACHA may more fairly respond to all prospective bidders in writing by addendum.

3.7 Proposer’s Responsibilities — Equal Employment Opportunity and Supplier Diversity.

Both the Contractor and the Agency have, pursuant to HUD regulation, certain responsibilities pertaining to the hiring and retention of personnel and subcontractors.

3.7.1 Within 2 CFR §200.321 it states:

3.7.1.1 Contracting with small and minority businesses, women's business enterprises, and labor surplus area firms.

3.7.1.2 (a) The non-Federal entity must take all necessary affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area firms are used when possible.

3.7.1.3 (2) Affirmative steps must include:

3.7.1.3.1 (1) Placing qualified small and minority businesses and women's business enterprises on solicitation lists;

3.7.1.3.2 (2) Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources;

3.7.1.3.3 (3) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority business, and women's business enterprises;

3.7.1.3.4 (4) Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority business, and women's business enterprises;

3.7.1.3.5 (5) Using the services and assistance, as appropriate, of such organizations as the Small

Business Administration and the Minority Business

Development Agency of the Department of

Commerce; and

3.7.1.3.6 (6) Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (1) through (5) of this section.

3.7.2 Within HUD Procurement Handbook 7460.8 REV 2 it states:

3.7.2.1 Section 15.5.A, Required Efforts. Consistent with Presidential

Orders 11625, 12138, and 12432, the [Agency] shall make every effort to ensure that small businesses, MBEs, WBEs, and labor surplus area businesses participate in [Agency] contracting.

3.7.2.2 Section 15.5.B, Goals. [The Agency] is encouraged to establish goals by which they can measure the effectiveness of their efforts in implementing programs in support of . . . contracting with disadvantaged firms. It is important to ensure that the means used to establish these goals do not have the effect of limiting competition and should not be used as mandatory set-aside or quota, except as may otherwise be expressly authorized in regulation or statute. Some localities have adopted minority contracting set-aside policies or geographic limitations, which may be in conflict with Federal requirements for full and open competition.

3.7.3 Within our Agency Procurement Policy it states that our Agency will:

3.7.3.1 Assistance to Small and Other Business, Required Efforts:

3.7.3.1.1 Including such firms, when qualified, on

solicitation mailing lists;

3.7.3.1.2 Encouraging their participation through direct

solicitation of bids or bids whenever they are potential sources;

3.7.3.1.3 Dividing total requirements, when economically

feasible, into smaller tasks or quantities to permit maximum participation by such firms;

3.7.3.1.4 Establishing delivery schedules, where the

requirement permits, which encourage participation by such firms;

3.7.3.1.5 Using the services and assistance of the Small

Business Administration, and the Minority Business

Development Agency of the Department of

Commerce;

3.7.3.1.6 Including in contracts, to the greatest extent

feasible, a clause requiring contractors, to provide opportunities for training and employment for lower income residents of the project area and to award subcontracts for work in connection with the project to business concerns which provide opportunities to low-income residents, as described in 24 CFR Part 135 (so-called Section 3 businesses); and

3.7.3.1.7 Requiring prime contractors, when subcontracting

is anticipated, to take the positive steps listed above.

3.8 Pre-Bid Conference and Worksite Walk-Through. The scheduled Conference identified on Page 3 of this document is, pursuant to HUD regulation, not mandatory. Many prospective bidders have previously responded to an IFB with a multi-tabbed submittal and feel comfortable in doing so without attending the pre-conference. Typically, such conferences last 1 hour or less (not including the ensuing walk-through of the properties, if the quoter chooses to do so), though such is not guaranteed. The purpose of this conference is to assist prospective bidders in having a full understanding of the IFB documents so that he/she feels confident in submitting an appropriate bid; therefore, at this conference the Agency will conduct an overview of the IFB documents, including the attachments. Prospective bidders may also ask questions, though the CO may require that some such questions are delivered in writing prior to a response. Whereas the purpose of this conference is to review the IFB documents, attendees should bring a copy of the IFB documents to this conference; however, the Agency will not distribute at this conference any copies of the IFB documents.

3.9 Recap of Attachments. It is the responsibility of each bidder to verify that he/she has received the following attachments pertaining to this IFB, which are hereby by reference included as a part of this IFB:

[Table 5A]

STEP 1 - BID PACKAGE DOCUMENTS

Bidders are required to submit complete documents listed in shaded area of this Section;

DOC TYPE

ATTACH

MENT

ATTACHMENT DESCRIPTION

IFB This IFB Document (IFB COVER)

IFB DB Davis-Bacon Wage Decision

STEP 1- BID A Form of Bid

STEP 1- BID A-1 Non-Collusive Affidavit

STEP 1- BID B Bid Bond (5%) - Standard Form 24 (10/98)

STEP 1- BID C-1

HUD-5369-A (11/92), Representations, Certifications, and

Other Statements of Bidders, Public and Indian Housing

Programs

STEP 1-BID S3-A Section 3 Acknowledgement & Certification Form

STEP 1 BID S3-INFO Section 3 General Info Packet

STEP 1

BID REF

C-2

HUD 5369 (11/92), Instructions to Bidders for Contracts, Public and Indian Housing Programs

STEP 1

BID REF

C-3 Supplemental Instructions to Bidders & Contractors (SIBC)

STEP 1

MWDBE

REFERENCE

PAUCP

Pennsylvania Unified Certification Program

PAUCP Website Referral

[Table 5B]

STEP 2 – CONTRACT AWARD DOCUMENTS

Lowest Responsible Bidder will be required to complete these documents prior to Award of Contract

DOC TYPE

ATTACH

MENT

ATTACHMENT DESCRIPTION

STEP 2-

AWARD

D Profile of Firm Form

STEP 2-

AWARD

E HUD-2530 (10/2016), Previous Participation Certification

STEP 2-

AWARD

F

HUD 50071 (1/14) Certification of Payments to Influence

Federal Transactions

STEP 2-

AWARD

G

HUD-SF-LLL Disclosure of Lobbying Activities (NOTE: This form will only be completed and included as a part of the ensuing contract if the Contractor designates an affirmative answer to Item No. (2) within form 50071.)

STEP 2-

AWARD

S3-PAK Section 3 Complete Packet

4.0 BID EVALUATION

4.1 Public Bid Opening. At the set date and time, all bids received will be opened and publicly read aloud by the ACHA, including the company name of the bidder and the total calculated costs proposed. At the bid opening the Agency will only disclose the following information: (a) The company name of each bidder; and (b) the calculated total amount bid. The public bid opening is for informational purposes only, and no determination of responsiveness or responsibility shall be made at this time. A copy of the bid tabulation or recap recorded will be made available to each member of the public attending such opening and to anyone who requests such afterwards. The bids will not be made available for inspection by anyone at this time; the Agency will, at a later time, review all bids in detail and will, in a timely manner (within 5 days), notify all bidders of any bidder that is, as a result of the more detailed inspection of bids submitted, ruled to be non-responsive or not-responsible (please remember, as detailed within Section 8(d) of form HUD-5369 and Section 7(b)(3) of form HUD-5369-B, the

Agency reserves the right to, as determined by the Agency, “waive informalities and minor irregularities” in the offers received. Bids will be available for inspection by the public after the award has been completed.

4.1.1 Ties. In the case of bids, the award shall be decided as detailed within Section

6.12.C of HUD Procurement Handbook 7460.8 REV 2, by “drawing lots or other random means of selection.”

4.2 Responsive Evaluation. After the public opening, the “hard copy” bid submittals received will be evaluated in private for responsiveness (i.e., meets the minimum requirements of the IFB). Firms not meeting the minimum requirements and deemed to be non-responsive will be notified of such in writing by the Agency in a timely manner

(in any case, in no less than five (5) days after such determination is made). The Agency reserves the right to waive minor informalities or irregularities in bids received, consistent with applicable procurement requirements.

4.3 Responsible Evaluation. The ACHA will evaluate each bid submitted as to responsibility

(i.e., a firm that is qualified, responsible, and able to provide to the ACHA the required services).

In determining responsibility, the ACHA will consider factors including, but not limited to, the firm’s ability, capability, experience, knowledge, licensing, insurance, financial capacity, and available resources to perform the work. The ACHA will also consider the firm’s integrity, compliance with public policy, and record of past performance, including prior work performed for ACHA.

The ACHA will verify that the firm is not debarred, suspended, or otherwise ineligible for participation in federally funded programs, including review of the System for

Award Management (SAM), in accordance with applicable Federal procurement requirements.

If the ACHA determines that a firm is not responsible, including but not limited to instances where the firm has been previously suspended, terminated for cause, or otherwise determined non-responsible by the ACHA, or where past performance or compliance history raises concerns regarding successful contract performance, such firm will be notified of such determination in writing by the ACHA in a timely manner (in any case, in no less than five (5) days after such determination is made).

Responsibility determinations shall be made at the sole discretion of the ACHA and documented in the procurement file in accordance with applicable requirements. In such case, the ACHA may proceed with the Responsive and Responsible Evaluations of the next lowest bidder.

4.3.1 Depending on the amount of the considered bid, the ACHA must present a recommendation to award the contract to the ACHA Board of

Commissioners (BOC) for approval of the award prior to executing a contract with the apparent successful bidder.

4.4 Restrictions. Any and all persons having ownership interest in a bidder entity or familial

(including in-laws) and/or employment relationships (past or current) with principals and/or employees of a bidder entity will be excluded from participation in the evaluation of the bid.

Bidders shall not communicate with any ACHA staff, officials, or representatives regarding this IFB, except through the designated contact person(s) identified in this solicitation. Any attempt to influence the evaluation, ranking, or award decision through unauthorized communications may result in the rejection of the bidder’s submission.

This restriction shall apply from the date of issuance of the IFB through the date of contract award. All communications regarding this IFB must be submitted in writing in accordance with the instructions contained herein.

5.0 CONTRACT AWARD

5.1 Contract Award Procedure. If a contract is awarded pursuant to this IFB, the following detailed procedures will be followed:

5.1.1 By completing, executing and submitting a bid, the “bidder is thereby agreeing to abide by all terms and conditions pertaining to this IFB as issued by the Agency, in hard copy” including the contract clauses already attached as Attachments C-3, D-E-F-G-H-1 through H-6, and S3-6, each attached hereto. Accordingly, the Agency has no responsibility to conduct after the submittal deadline any negotiations pertaining to the contract clauses already published.

5.2 Contract Conditions. The following provisions are considered mandatory conditions of any contract award made by the Agency pursuant to this IFB:

5.2.1 Contract Form. The Agency will not execute a contract on the Contractor’s form—contracts will only be executed on the Agency form (please see

Sample Contract, Attachments SC, H-1 through H-6 each attached hereto), and by submitting a bid the Contractor agrees to do so (please note that the

Agency reserves the right to amend this form as the Agency deems necessary). However, the Agency will during the IFB process (prior to the posted question deadline) consider any contract clauses that the bidder wishes to include therein and submits in writing a request for the Agency to do so; but the failure of the Agency to include such clauses does not give the

Contractor the right to refuse to execute the Agency’s contract form.

It is the responsibility of each prospective bidder to notify the Agency, in writing, prior to submitting a bid, of any contract clause that he/she is not willing to include in the final executed contract and abide by. The Agency will consider and respond to such written correspondence, and if the prospective bidder is not willing to abide by the Agency’s response

(decision), then that prospective bidder shall be deemed ineligible to submit a bid.

5.2.1.1 Mandatory HUD Forms. Please note that the Agency has no legal right or ability to (and will not) at any time negotiate any clauses contained within ANY of the HUD forms included as a part of this IFB.

5.2.2 Assignment of Personnel. The Agency shall retain the right to demand and receive a change in personnel assigned to the work if the Agency believes that such change is in the best interest of the Agency and the completion of the contracted work.

5.2.3 Unauthorized Sub-contracting Prohibited. The Contractor shall not assign any right, nor delegate any duty for the work proposed pursuant to this IFB

(including, but not limited to, selling or transferring the contract) without the prior written consent of the CO. Any purported assignment of interest or delegation of duty, without the prior written consent of the CO shall be void and may result in the cancellation of the contract with the Agency, or may result in the full or partial forfeiture of funds paid to the Contractor as a result of the proposed contract; either as determined by the ACHA.

5.3 Licensing and Insurance Requirements. Prior to award (but not as a part of the bid submission) the Contractor will be required to provide:

5.3.1 Workers Compensation Insurance. An original certificate evidencing the bidder’s current industrial (worker’s compensation) insurance carrier and coverage amount (NOTE: Workers Compensation Insurance will be required of any

Contractor that has employees other than just the owner working on-site to provide the services);

5.3.2 General Liability Insurance. An original certificate evidencing General Liability coverage, naming the Agency as an additional insured, together with the appropriate endorsement to said policy reflecting the addition of the Agency as an additional insured under said policy (minimum of $1,000,000 each occurrence, general aggregate minimum limit of $1,000,000, together with damage to premises and fire damage of $50,000 and medical expenses any one person of $5,000), with a maximum deductible amount of $5,000;

5.3.3 Builders Risk Insurance. Insurance Policy calculated upon structure type, project type, location, construction type, optional coverage and additional fees. Limit shall be equal to the total completed value of the property. Coverage begins at time contractor becomes legally responsible for the building.

5.3.4 Automobile Insurance. An original certificate showing the bidder’s automobile insurance coverage in a combined single limit of $1,000,000. For every vehicle utilized during the term of this program, when not owned by the entity, each vehicle must have evidence of automobile insurance coverage with limits of no less than $100,000/$300,000 and medical pay of $5,000.

5.3.5 City/County/State Business License. If applicable, a copy of the bidder’s business license allowing that entity to provide such services within Allegheny County and/or the State of Pennsylvania.

5.3.6 Certificates/Profile of Firm Form. Pertaining to the aforementioned (within

Sections 5.3.1 through 5.3.6) insurance certificates and licenses, each bidder is required to enter related information where provided for on the Profile of Firm

Form (do not attach or submit copies of the insurance certificates or licenses within the bid submittal—we will garner the necessary documents from the successful bidder prior to contract execution).

5.4 Contract Service Standards. All work performed pursuant to this IFB must conform and comply with all applicable local, state, and federal codes, statutes, laws, and regulations.

5.5 Prompt Return of Contract Documents. Any and all documents required to complete the contract, including contract signature by the successful bidders, shall be provided to the Agency within 10 workdays of notification by the Agency.

INDEX OF TABLES

[Table 6]

Table Description Page

1 Table of Contents 2

2 IFB Information at a Glance 3

3 Tabbed Bid Submittal 7

4 Pricing Items 10

5A STEP 1 – BID PACKAGE DOCUMENTS 18

5B STEP 2 – CONTRACT AWARD DOCUMENTS 18

6 Index of Tables 23

DEFINITIONS

The words or phrases shown below, which appear in this Agreement, are defined as follows.

A. AHJ: Authority Having Jurisdiction

B. Pro-Active: Acting in anticipation of future problems, needs, or changes.

C. Full: Complete, especially in detail, number, or duration; all that is wanted, needed, or possible.

D. Preventive: To anticipate or act ahead of; to keep from happening.

E. Maintain/Maintenance: Keep in an existing state. Preserve from failure or decline.

F. Timely Replacement: Adequate inventory of commonly used spare parts and other components for elevators available within 4 hours.

G. Tenant Sensitive Items: Anything concerning the elevators that tenants can see, hear, or feel.

H. Callback: Any request by Property personnel for elevator service assistance, and those requests which elevator industry jargon would describe as a “callback.”

I. Mean Time Between Failures: The average time between out of service and return to service.

This is calculated as the total time out of service / number of out of service events. In the context of this Agreement, refers to Mean Time Between Callbacks.

J. Availability: Considers equipment down time vs. maximum equipment up time or usage time.

This is calculated as “maximum availability - down time/maximum availability - 100” and is expressed as a percentage. The higher the percentage, the better the performance is. This percentage is only calculated vs. the time in the building or facility when the equipment is required to support building activity. The evaluation considers actual equipment availability vs.

potential 100% availability.

K. Entrapments: An out of service elevator with passengers in the cab requiring the Contractor or other emergency personnel to release the passengers.

L. Rebuild: To repair, especially to dismantle, rewind, machine and or reassemble with new parts.

M. Fabricate: To construct or manufacture from prepared, standard, or custom components.

Elevator Preventive Maintenance Service Contract Number ACHA-1730

July 2026 01000-1

SECTION 01000

EXTENT AND SCOPE OF SERVICES

A. PRO-ACTIVE FULL PREVENTATIVE MAINTENANCE: Contractor shall on a monthly basis, examine, clean, lubricate and adjust the vertical transportation equipment and provide unlimited callback service during regular working hours and, as conditions warrant, in accordance with accepted industry standards and the applicable manufacturer’s published specifications and technical field notes, including those published internally within the manufacturer’s organization, repair or replace all portions of the equipment, except those specifically excluded, including but not limited to the work and coverage described hereinafter.

B. ELEVATORS:

1. Basic Elevator Scope: The services shall include all work and materials expressly required under this Agreement or reasonably inferred, whether or not expressly stated herein, including, but not limited to the following:

a. Hoist machines,…