Land_Maintenance_Application_Packet_2025-PQMA-303.pdf

CITY OF PITTSBURGH

Office of Management & Budget Bureau of Procurement on behalf of the

Department of Finance

SUBMITTAL:

Email completed application packet documents to contracts@pittsburghpa.gov with email subject reference "2025-PQMA-303".

DEADLINE:

Applications for a PQ List Agreement will be accepted through December 31, 2026.

2025-PQMA-303

APPLICATION FOR PRE-QUALIFIED LIST AGREEMENT

for

Land Maintenance

414 GRANT STREET | CITY-COUNTY BUILDING, FIFTH FLOOR | 412-255-2640

• The City shall consider relevant history, past performance, and additional information about applicants in determining qualification to be added to and retained on the PQ List as well as acceptance of bid solicitations.

OFFICE OF MANAGEMENT & BUDGET

CITY-COUNTY BUILDING

Dear Contractor:

The City of Pittsburgh (“City”) invites you to apply to participate in a new Pre-Qualified (PQ) List for Land Maintenance (referred to herein as the “PQ List Agreement” or “Agreement”).

There is a two-step process to award Land Maintenance work:

Step 1. Get on the Approved PQ List

Any Contractor wishing to perform Land Maintenance for the City must first be approved and awarded an Agreement to participate in the Pre-Qualified (PQ) List for Land Maintenance.

Apply by completing the Application Packet materials listed under the PQ List Application Process"section and emailing them to contracts@pittsburghpa.gov by the deadline.

If your application is denied, then the City will inform you that you were not approved to be placed on this PQ List, and you will not be eligible to be awarded City Land Maintenance projects.

If your application is approved, then the City will enter into a PQ List Agreement with your company for these services. When the City has fully executed that Agreement, then your company will be placed on the PQ List for Land Maintenance.

Although an Application may be submitted to the City up until the published deadline, please allow at least forty-five days for review, and -- if approved -- award and execution of a PQ List Agreement before awards may be made for any Land Maintenance work under Step 2.

Step 2. Land Maintenance Work Will Be Awarded Based on the Following (if awarded a PQ List Agreement)

Land Maintenance work will be awarded to the vendors on PQ list on a per geographic cluster basis. Each geographic cluster will include approximately 700 parcels. Vendors will indicate on the PQ application how many parcels they have capacity for and which City neighborhoods they would like to work within.

Please note the following City Practices regarding the Application, PQ List Agreement, and Bid Solicitations:

• Submitting an Application Packet does not guarantee placement on the PQ List, nor any award of future Land Maintenance work, nor that any minimum number of bids will be solicited by the City.

• The City reserves the right to reject all bids for specific projects when it is in the best interest of the City to do so.

• No contractor may be awarded Land Maintenance work unless it is in good standing as a responsible contractor with the City of Pittsburgh.

Should you have any questions, please email them to contracts@pittsburghpa.gov with the email subject reference 2025-PQMA-303.

Sincerely, Jennifer Olzinger Chief Procurement Officer Office of Management & Budget

414 GRANT STREET | CITY-COUNTY BUILDING, FIFTH FLOOR | 412-255-2640 3

PRE-QUALIFIED MASTER AGREEMENT

2025-PQMA-303

PQ LIST FOR LAND MAINTENANCE

City of Pittsburgh

City-County Building

Pittsburgh, PA 15219

RELEASE DATE: January 1, 2026

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

RESPONSES MUST BE SUBMITTED ELECTRONICALLY

VIA EMAIL TO:

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

City of Pittsburgh

PRE-QUALIFIED MASTER AGREEMENT

PQ List for Land Maintenance

I. Introduction II. Instructions to Bidders

III. Scope of Work IV. Equal Opportunity Review Commission Terms V. General Terms and Conditions

VI. Vendor Questionnaire

Attachments:

A - IRS_W-9_Form (4)

B - PQMA_Land_Maintenance_Application

PRE-QUALIFIED MASTER AGREEMENT #2025-PQMA-303

Title: PQ List for Land Maintenance

1. Introduction

1.1. Summary

The City Of Pittsburgh Office of Management & Budget, on behalf of the Department of Finance is seeking proposals from qualified lawn service businesses and/or community-based organizations for the

Pre-Qualified List for Land Maintenance.

The initial contract period shall commence upon the first executed contract and shall terminate at midnight on December 31st, 2027.

The City is not accepting responses through OpenGov Procurement. All bids must be submitted electronically by emailing your completed application packet to contracts@pittsburghpa.gov. Failure to submit the PQMA packet to contracts@pittsburghpa.gov shall result in significant delays in processing the application.

1.2. Contact Information

Procurement Contracts

Procurement Contracts

414 Grant Street

Pittsburgh, PA 15219

Email: contracts@pittsburghpa.gov

Phone: (412) 255-2422

Department:

Office of Management & Budget

1.3. Timeline

Application Release Date January 1, 2026

Application Submission Deadline December 31, 2026, 5:00pm

Applications can be emailed to

Contracts@pittsburghpa.gov.

DO NOT submit any applications via the OpenGov portal.

Application Submission Method Email complete application packet + supporting documentation to: contracts@pittsburghpa.gov -

Do Not Upload to OpenGov mailto:contracts@pittsburghpa.gov mailto:contracts@pittsburghpa.gov mailto:contracts@pittsburghpa.gov tel:(412)255-2422 mailto:Contracts@pittsburghpa.gov

Contract Term The initial contract period shall commence upon the first executed contract and shall terminate at midnight on December 31st, 2027.

2. Instructions to Bidders

2.1. APPLICATION SUBMISSIONS

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

2.2. BID ERRORS

If a Bidder submits a bid with a price that is patently incorrect, such that a “reasonable person” would recognize the error, the Bidder shall be given the opportunity to withdraw the entire bid or only the incorrect line item in a bid. If the Bidder wishes to withdraw the entire bid or only a line item, the Bidder shall, within five working days of bid opening, state in a letter to the City the reason for the mistake and request that the City not consider the bid or line item for award.

2.3. SPECIFICATION ERRORS AND BULLETINS (AMENDMENTS)

If any alleged errors are noted in the bid specifications, bidder should immediately notify the City and, if confirmed, a bulletin shall be sent to all bidders. A copy of all bulletins issued shall be submitted electronically with the suppliers bid.

2.4. CLARIFICATION

The City reserves the right to request clarification of any bid before bid award.

2.5. QUALIFIED BIDDERS

All bidders must be merchants dealing in the goods and services on which they bid, and must be qualified to advise as to their application and use. Bidders warrant, and must be able, upon request, to demonstrate, that they possess the knowledge, experience, skill, capital, stock, charters, licenses, permits, patents and personnel necessary to satisfactorily perform the contract for which they submit bids.

2.6. PRE-PRINTED TERMS AND CONDITIONS

Bidder’s pre-printed Terms and Conditions or restrictions commonly appearing on the reverse side of letters submitted with the bid and/or bidder’s specifications material and contract documents shall be disregarded and have no effect.

2.7. APPLICATION ONLY

The submission of the PQMA Application will only afford your company, if ultimately approved, the opportunity to later bid on the award of specific projects as needs arise. The submission of the PQMA

Application does not guarantee placement on the Prequalified Contract List, any award of future bids under the Prequalified Contract, or that any minimum amount of bids will be solicited by the City. The

City reserves the right to reject all bids for a particular project when it is in the best interests of the City to do so.

2.8. FATAL BID ERRORS

The following errors shall be deemed fatal and render the bid void: Failure to sign the bid, or bond or both, If the signatures are those of unauthorized persons, or If there is no stated pricing. All other errors are waivable at the sole discretion of the City if such errors would not invalidate a fair and just competitive bidding procedure free of favoritism and fraud and a common standard for all bidders.

2.9. CONTRACT

By submitting a bid, the bidder warrants that if the City makes an award to the bidder, bidder shall, at the option of the City, enter into a written contract with the City. This contract shall consist of the terms and conditions set forth in the solicitation, specifications, and these General Conditions and Instructions to Bidders. If no bid bond or substitute is required and bidder fails or refuses to execute the required documents within thirty (30) days after award by City, bidder shall pay to the City the difference in the amount specified in bidder's bid and the amount City shall pay to fulfill the specifications.

2.10. ALTERATIONS/CORRECTIONS

Any alteration, erasure, addition to or omission of required information, change of the specifications or bidding schedule, is made at the risk of the prospective contractor and may result in the rejection of the bid, unless such changes are authorized by the specifications.

2.11. COLLUSION BETWEEN BIDDERS

If the City develops reason to believe that a single prospective Contractor is involved in the submission of more than one proposal for the same project, which is sufficient cause for rejection of all proposals in which collusion between bidders is suspected.

2.12. REJECTION OF BIDS

The City reserves the right to reject, for any reason, any or all bids if it is in the best interest(s) of the City to do so.

2.13. UNIQUE BIDS

Each bidder may only submit one (1) bid on behalf of the organization and all subsidiaries.

3. Scope of Work

3.1. Purpose

The purpose of this posting is to compile a list of pre-qualified vendors ("PQ List") under agreement with the City to be on the eligibility list for LandCare Maintenance Program. The program runs for the growing season for City Owned properties for the 3TB (Three Taxing Bodies) within the City of

Pittsburgh. Growing-season maintenance of the real estate portfolio is defined in the Scope of Services and includes removing debris and vegetation on a routine basis, by request of the City and on an emergency basis.

Overall, there are approximately 3,100 properties to be maintained within geographic clusters throughout the City of Pittsburgh. A listing of properties and geographic clusters is included in this proposal package (Appendix A) and is also available for review online. Parcel quantities within geographic clusters are subject to change at any time at the City's discretion. Up-to-date parcel lists and maps will be posted online by the Department of Finance. Any awarded vendors will be contacted on an as-needed basis regarding any changes.

Please note that all pre-qualified vendors will be compensated at the rate of $25/hour/person.

All awarded vendors are limited to a maximum of 5 assigned employees to conduct work within an assigned geographic cluster. Any/All requests for additional employees to conduct work within an assigned geographic cluster must be authorized by the Department of Finance or their designee. Only upon obtaining proper authorization can additional employees conduct work within an assigned geographic cluster.

Geographic clusters/work will be distributed amongst vendors who have qualified for the PQ List at the discretion of the City of Pittsburgh. Assignments are subject to change at any time at the discretion of the City.

3.2. Detailed Scope

LAND MAINTENANCE SPECIFICATIONS

This PQ List involves routine and emergency maintenance for the majority of the City of Pittsburgh’s real property portfolio, divided into geographic clusters.

Compensation for the Scope of Services will be proposed as “Geographic Cluster Selection and Fee” in response to this PQ List.

Routine Maintenance Activities:

Routine maintenance shall mean on a monthly basis, and Routine Maintenance Activities include, but are not limited to:

• Removal and disposal of debris both manually and with equipment (examples defined in next section).

• Cutting of grass and vegetation.

• Removal of grass and other vegetation clippings from all sidewalks, driveways, and roads.

Time-bound required services to be performed:

Cut and clean all assigned properties in proximity (500 feet) to all publicly funded schools, senior centers, churches and bus stops.

Vendor shall submit a monthly Parcel Checklist at the time of invoicing. Updated Parcel Checklist will be provided to awarded vendors by the City. Sample parcel checklist will be included in the application packet. Vendor will have check-ins with a City representative to discuss any contract issues or concerns.

Parcel Checklist to include:

• Parcel Name.

• Check box to signify completion or that there was no need for work to be performed.

• Employee(s) who performed work

• Hours worked per parcel

3.3. Emergency Maintenance Activities

Emergency Maintenance Activities will be performed when a Code violation notice or other direct request for maintenance is received by the City of Pittsburgh and shared with contractor. Emergency maintenance will be prompted by 3-1-1 calls fielding by the City. The contractor must field verify and assess property conditions within two (2) business days of being notified and address the maintenance requested within seven (7) calendar days from date of initial request. It is the vendor's responsibility to inform the City that the emergency maintenance work has been completed and to close the 3-1-1 ticket.

3.4. Equipment

Contractors must provide all labor, tools, equipment, materials and technology needed to carry out the

Scope of Services. Contractor has access to all equipment necessary to carry out the work of this contract.

A sample equipment list to perform this type of work could include:

• Storage facility

• Vehicle(s), preferably with a trailer

• High-weed cutter(s) or brush cutter(s)

• Commercial mower(s) (33” or larger, either ride-on or walk-behind), smaller push mower(s) (22” or smaller for harder-to-access areas)

• Commercial gas-powered string trimmers

• Hand rakes, loppers or hand saw for invasive plants

3.5. Monitoring and Communication

The City will periodically inspect work to verify that service has been completed in a manner consistent with program standards.

Contractors and their crew(s) must have access to technology, such as smart phones or tablets, in the field to document the work conducted under the terms of this RFP’s resulting contracts.

Selected contractors will communicate on a weekly basis, at minimum, with the City regarding concerns or feedback.

3.6. Disposal of Materials

Contractor must dispose of vegetation and debris at a landfill cited in the Allegheny County Solid Waste

Management Plan, most current edition, or at a City-approved location.

A list of Allegheny County landfills can be found here:

https://pittsburghpa.gov/dpw/disposal-resources

The Department of Public Works Division yards referenced as City-approved locations are as follows:

• First Division, located at 300 Kilbuck Road, Pittsburgh, PA 15214; and

• Second Division, located at 6814 Hamilton Avenue, Pittsburgh, PA 15206; and

• Third Division, located at 5344 Second Avenue, Pittsburgh, PA 15207; and

• Fifth Division located at 1330 Hassler Street, Pittsburgh, PA 15220

Terms and conditions of disposal at City-approved locations are subject to advance approval by the

Department of Public Works and obtaining a dump permit from the Department of Finance is required.

3.7. Invoicing

It is the intent of the City that Contractors be paid monthly. Monthly invoices must be submitted electronically to the City by the 15th day of the month for work performed in the month prior for review and payment.

3.8. Additional Information

Geographic cluster inventory lists and classifications are subject to change at any point during the contract term. Contractors will be notified in writing via email of any changes to their respective geographic cluster, and the changes will be reflected in the GIS web-based application.

3.9. Eligibility Requirements

Minimum Requirements:

The selected contractor(s) should be familiar with the physical layout of the City as well as the various

City departments that will be encountered daily while performing this work.

https://pittsburghpa.gov/dpw/disposal-resources

To be considered for this work, the business or organization must be:

• Licensed to do business in the Commonwealth of Pennsylvania.

• Compliant with City required licenses.

• Current, or have made satisfactory arrangements to become current with City taxes.

• Located (business address) within City of Pittsburgh limits.

• Must demonstrate experience with conducting similar work to the Scope of Services.

3.10. Insurance Requirements

The selected contractor shall purchase and maintain the following insurance coverage and minimum limits during the contract period. The City must be named as “additional insured” and “certificate holder” for both Comprehensive General Liability Insurance and Comprehensive Automobile Liability

Insurance on the contractor’s policy.

A certificate of insurance specifying these coverages must be provided at the time of award, but is not required to submit a proposal.

3.11. Additional Considerations

The terms of the PQ List Agreement shall be further incorporated by reference into all work orders that may later be awarded to Contractor. Land Maintenance work for which pre-qualified vendors are eligible shall conform with the provisions of this Pre-Qualified List Agreement (referred to herein as "PQ

List Agreement") and the separate corresponding Bid Award, subject to the precedence set forth as follows:

• In the event of any conflict between the provisions of any terms in the Detailed Scope of

Contract sections of this PQ List Agreement, the City's General Terms and Conditions shall be controlling and supersede the Detailed Scope of Contract in all respects.

• In the event of any conflict between any of the provisions of this PQ List Agreement and those of a separate Bid Award or work order that may be awarded to Contractor, the provisions of the

Bid Award or work order shall be controlling and supersede the PQ List Agreement in all respects.

Land Maintenance Process

• Land parcels will be packaged into groups based on geographic location.

• Vendors will indicate which group(s) they would like to be awarded.

• Approved vendors on the PQ list will be awarded groups based on the vendor's capacity and performance.

• The City intends to award initial Geographic clusters between January - April 2026.

• The City reserves the right to award geographic clusters to vendors, remove geographic clusters from vendors, and/or resize vendors at the City's discretion.

Performance Based Metrics

• Vendor performance will be based on, but not limited to, the following performance-based metrics:

o 3-1-1 Response Metrics

▪ Effectiveness - % of calls resolved

▪ Time to Completion - Average time of 3-1-1 response to completion within 3 business days

▪ You may be asked to expedite if there is a public safety risk

• Quality Assurance - Number of parcels passing audit. Lots may be audited within 48 hours of reported completion.

• Geographic Cluster/Parcels Metrics

• Proactiveness - Number of 3-1-1 calls on assigned parcels within assigned geographic cluster.

This metric begins 6 months after any geographic cluster is assigned.

• Reporting - How often vendor submits all required information in a timely manner. This may include proof of completion, before and after photos, monthly parcel checklist, billing, etc.

3.12. PQ List Application Process

APPLICATION

The City of Pittsburgh (“City”) invites you to apply to participate in a new Pre-Qualified (PQ) List

(referred to herein as the “PQ List Agreement” or “Agreement”).

See attached file for details.

APPLICATION PACKET

The documents listed below combine to make up the Pre-Qualified List Application Packet (referred to herein as "PQ List Application Packet" or "Application Packet"):

• PQ List Application

• Certificate of Insurance o See example certificate with instructions o Insurance coverage must be maintained throughout the Agreement term, with the City provided an updated Certificate of Insurance as coverage periods are renewed.

• IRS Form W-9

Email the above to the City of Pittsburgh's Procurement Bureau at contracts@pittsburghpa.gov with email subject reference the PQMA Application Number by the application deadline.

The City will review completed application packets delivered to contracts@pittsburghpa.gov and let each applicant know whether their company is approved or denied to enter into a PQ List Agreement for

Demolition Services.

APPROVED APPLICATIONS

A vendor will be added to the PQ List after its PQ List Agreement is fully executed, and remain on the list until it expires, unless determined during that period not to be a responsive and responsible bidder.

4. Equal Opportunity Review Commission Terms

4.1. 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.

4.2. Veteran-Owned Small Business

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

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

4.3. Good Faith Commitment

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

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

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

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

Section 161.40 of the City Code.

5. General Terms and Conditions

5.1. INVOICING TERMS

All invoices must contain the following information. The City of Pittsburgh will no longer accept "lump sum" invoicing:

• The City of Pittsburgh Purchase Order Number (e.g. 123456OC)

• The City Controller Number

• Pricing breakdown on the invoice is to align to the pricing listed on the contract

• For all Cost Plus Percent line items, you must list both the cost of the item and the price we are being charged on the invoice so we can ensure we are getting the contracted price.

• If you have labor hours, they should be separated from the cost of parts.

• The awarded supplier should provide proof of the cost of goods along with the invoice

5.2. DEFINITIONS

CITY: The City of Pittsburgh, a municipal corporation of the Commonwealth of Pennsylvania.

CONTRACTOR: The contracting party or parties, or such party or parties seeking to enter into a contract with the City of Pittsburgh, as the case may be, or the legal representatives of such party or parties.

5.3. EXECUTION OF BIDS

Bids are to be executed by the following persons:

CORPORATION – A corporate officer with authority to make binding agreements for the corporation.

If a bid is executed by any other person, a power of attorney, a copy of the bylaws, or a resolution of the

Board of Directors documenting the authority of that person to sign the bid must accompany the bid.

The power of attorney, bylaw, or resolution must be certified by the Corporate Secretary as a true and correct copy, still in force as of the date of the execution of the contract.

PARTNERSHIP - At least one (1) of the partners.

SOLE PROPRIETORSHIP - The individual owner.

BUSINESS OPERATING UNDER A FICTITIOUS NAME - Entities operating a business under a Fictitious

Name must execute the contract in the name of the entity trading and doing business as the Fictitious

Name

5.4. BID BONDS

The Purchasing Officer may require, after consultation with supervisory personnel, that bids be accompanied by a cashier's check or money order, in an amount not exceeding five (5) percent of the bid, by a bond with corporate surety in an amount not exceeding five (5) percent of the amount bid, or by an irrevocable letter of credit in such form as previously approved by the County issued by a bank or other financial institution duly recognized and authorized to do business in the Commonwealth of

Pennsylvania.

5.5. INSURANCE

A certificate evidencing the following minimum insurance must be provided when award is made, unless otherwise specified:

A. GENERAL LIABILITY Single limit of Bodily Injury and Property Damage Combined: $500,000.00 each occurrence. $1,000,000.00 aggregate.

B. CITY OF PITTSBURGH must be listed as "Additional Insured' on the insurance certificate on all policies except those in which no additional insured is permitted (e.g., some professional liability)

1. NOTE: The name(s) of the insured on the certificate must be the same as the name(s) of the

Contractor listed on the bid document.

2. Insurance coverage must be an “OCCURRENCE POLICY". "Claims made” policies are unacceptable.

C. WORKERS’ COMPENSATION: STATUTORY LIMITS.

D. AUTOMOTIVE LIABILITY INSURANCE – MINIMUM REQUIREMENTS: $500,000 for each individual occurrence and $1,000,000 in aggregate coverage. This requirement may be explicitly waived by the City when appropriate. •PROFESSIONAL LIABILITY (required at City request): Coverage as shall protect the Supplier and any subcontractor performing work under the Contract, from claims errors and omissions which arise from operation of the Contract, whether such operations are performed by the Supplier, any subcontractor, or anyone directly or indirectly employed by either. The amounts of such insurance shall not be less than $1,000,000 each occurrence/aggregate and $1,000,000 excess liability, each occurrence/aggregate.

Insurance must be maintained in full force and effect throughout the term of the contract. If insurance must be renewed during the term of the contract, the new certificate of insurance must be forwarded to:

Office of Management & Budget, Procurement

Room 502, City-County Building

414 Grant Street

Pittsburgh, PA 15219

Failure to provide and renew such insurance as required shall be deemed a material breach of contract and shall be a basis for immediate termination of this Contract and any related agreement. The insurance requirements of this provision shall be in addition to any other insurance requirements of this

Contract.

5.6. PERFORMANCE AND/OR PAYMENT BONDS

The successful bidder may be required to furnish a performance and/or payment bond with suitable reasonable requirements guaranteeing performance of the contract, with sufficient surety in the amount of one hundred (100) percent of the amount of the contract, within thirty (30) days after the contract has been awarded, unless the Purchasing Officer shall prescribe a shorter period. Upon failure to furnish any required bond within such time, the previous award shall be void and the contract may be awarded to the next lowest responsible bidder meeting the specifications.

5.7. TAX STATUS OF CITY

The City of Pittsburgh is exempt from Federal excise taxes, transportation taxes and state sales taxes.

Therefore, bidder should not include any such taxes in its calculations or in the prices bid. Any sales tax invoiced to the City shall not be paid.

5.8. PAYMENT OF TAXES AND SET-OFF

Contractor warrants that any and all taxes or municipal claims that may be payable to the City of

Pittsburgh by Contractor are current and not delinquent. If the City determined that there is an outstanding delinquency, that delinquency must be satisfied before a contract will be awarded to the delinquent Contractor. If any taxes or municipal claims become delinquent or owing during the term of this agreement or prior to final payment by City, Contractor hereby grants City the right to set-off that indebtedness against any amounts owing to contractor under the terms of this Contract and/or any associated agreement. If, at any time, the Contractor fails (or has failed) to enter into any contract awarded by the City, the City expressly reserves the right to recoup any and all costs associated with rebidding or re-awarding of any contract awarded to this Contractor to another Contractor. City reserves the right to apply set-off payments in whatever manner it deems appropriate.

5.9. FIRM PRICE BIDS

The City cannot allow escalation of prices during the contract term. All contracts are for fixed prices.

Such statements as "interest charges applied on accounts 30 days or older" or "prices subject to revision" are considered escalation clauses. Any reference in documents submitted with a bid indicating that the prices are not firm may be cause for rejection of the bid.

5.10. ANTI-DISCRIMINATION

Contractor shall not discriminate in its employment on the basis of race, color, religion, ancestry, national origin, place of birth, sex, age, disability, non-job related handicap, or sexual orientation.

Contractor shall comply with the applicable provisions of the Pittsburgh Code of Ordinances, Title Six -

Conduct Article V Discrimination, and any amendments thereto. Contractor also shall comply with the applicable provisions of the Americans with Disabilities Act, any amendments thereto, and any regulations issued thereunder. Contractor shall incorporate in any subcontracts which may be permitted under the terms of the contract, a requirement that said subcontractors also comply with the provisions of this section.

5.11. CONTRACTOR TO BE QUALIFIED AND RESPONSIBLE

Before any agreement is awarded subsequent to the execution of this Contract, prospective Contractors must satisfy the City that they have the requisite organization, capital, plant, ability and experience to satisfactorily perform the work under this Contract in accordance with the terms and conditions herein and in conformity with the best modern practices and industry standards. Award shall be made to the lowest responsible bidder on an item by item or low total basis as the City determines is in its best interests. Bidders should be mindful that the lowest-priced bidder may not be the lowest responsible bidder. “Lowest responsible bidder” is defined in Pittsburgh’s City Code and via established case law.

5.12. PAYMENT UNDER AGREEMENT

It is the intent of the City to pay all invoices resulting from work performed under an agreement within forty-five (45) calendar days from invoicing. The City CANNOT pay any INTEREST CHARGES or LATE

PAYMENT CHARGES. Any inclusion of such charges may disqualify the proposal from award consideration and/or will be disregarded by the City.

Invoices for payment must be received within thirty (30) calendar days of the completion of work or delivery. City reserves the right to reject, not pay, or reduce total compensation for all invoices that are submitted more than 30 days after delivery of goods or completion of services.

5.13. NOTICE OF AWARD

Regardless of any notification of award to any prospective Contractor, all bids remain open and acceptable by the City for ninety (90) days from the bid opening date. Nothing in this paragraph is to be considered a waiver of the City's rights against a prospective Contractor who fails to execute a contract once it is awarded.

5.14. COMPLIANCE WITH PENNSYLVANIA "RIGHT TO KNOW" LAW; SUPERFUND

The City of Pittsburgh is obligated to comply with the Pennsylvania Worker and Community Right to

Know and Superfund Amendments and Reauthorization Act (“SARA”) Title III laws. Successful

Contractors, where applicable, must submit a Material Safety Data Sheet (“MSDS”) for hazardous chemicals.

Submit all Material Safety Data Sheets to:

Office of Management & Budget, Procurement

Room 502, City-County Building

414 Grant Street

Pittsburgh, PA 15219

5.15. PRICE LISTS AND CATALOGUES

When price lists are required for a proposal, they are submitted with the bid for the sole purpose of providing an audit reference for the various items on the price list and the manufacturer's price for each item. Price list pricing, as the price list and pricing is stated in the contract, will remain firm for the duration of the contract regardless of manufacturers’ price list changes that may occur during the term of the contract, unless otherwise agreed in the contract. Any reference, which may appear on any price list, to any terms and conditions, such as F.O.B. shipping point or prices subject to change, will not be part of any contract with successful bidders and will be disregarded by the City. Any attempts to enforce such terms and conditions will be considered a material breach of the contract and may result in termination of the contract. Contractors agree to supply the using departments of the City with copies of additional catalogues and price lists as requested.

5.16. USE OF TRADE NAMES

Bidder agrees and warrants that whenever the bidder, in its Bid, describes goods by trade name, catalog number, or "as per sample", the goods so described conform to the specifications. The unauthorized use of any patented articles is done entirely at the risk of the successful bidder.

5.17. INDEMNIFICATION

Contractor hereby agrees to indemnify, save and hold harmless, and defend City, its officers, agents and employees from and against all liens, charges, claims, demands, losses costs, judgments liabilities, and damages of every kind and nature whatsoever, including court costs and attorney’s fees arising by reason of: the performance by Contractor of any services under this Contract; any act, error or omission of Contractor or of an agent, employee or licensee of Contractor or subcontractor of Contractor; and any breach by Contractor of any of the terms conditions or provisions of this Agreement.

5.18. CONTRACTOR THOROUGHLY INFORMED AS TO WORK

Contractor hereby affirms that s/he has read each and every clause in the advertisement, specifications and agreements relating to this work, and fully understands the meaning of each, and hereby agrees that s/he will comply with all the terms, covenants and agreements herein set forth; and that s/he fully understands the character of the work to be performed under this contract.

5.19. SETTLEMENT OF DISPUTES

It is expressly covenanted and agreed that in the event of a disagreement or controversy arising between the Contractor and the City as to the interpretation, specifications, or proper execution of this contract, or as to settlement thereunder, or in the event any disagreement, as to any dispute under this contract or the work involved, such dispute shall be brought immediately to the City’s attention in writing. The City shall decide upon the dispute and such decision shall be final and conclusive, as to all matters in controversy, without exception or appeal, and all right(s) of action at law, in equity or otherwise, under and by virtue of this contract are hereby expressly waived.

5.20. ASSIGNMENT; SUBCONTRACTING

Contractor shall not assign this contract or any right to monies to be paid hereunder without the written consent of City. None of the services covered by this contract shall be subcontracted without the prior written approval of City. It is further agreed that no subcontract, if consented to, shall under any circumstances relieve the Contractor of any liabilities and obligations under this Contract, and should any subcontractor fail to perform the work undertaken in a satisfactory manner, such subcontract must be terminated immediately and ended by the Contractor upon notice of the Director so to do. The successful bidder shall be responsible to require his sub-contractors to comply with all of the insurance requirements of this agreement.

5.21. HOME RULE CHARTER: LIABILITY OF CITY

This contract is subject to the provisions of the Pittsburgh Home Rule Charter; and the liability of City thereunder is limited to amounts authorized by Resolutions of Pittsburgh City Council.

5.22. PREVAILING WAGE ORDINANCE

The Contractor agrees that section 161.16(e) of the Pittsburgh Code of Ordinances, stating that the

Contractor shall pay at least the applicable prevailing wages as shall have been determined by the City

Controller pursuant to the City of Pittsburgh Service Worker Prevailing Wage Ordinance, Title I, Article

VII, Section 161.38(I)(B), and as shall have been determined by the Secretary of Labor and Industry to the workers employed in the performance of any contract for public work subject to the Pennsylvania

Prevailing Wage Act approved August 15, 1961 (Act No. 442), as amended August 9, 1963 (Act No. 342), and the regulations issued pursuant thereto, and all supplements and amendments thereto, shall be made a part of this agreement as fully as if attached hereto, and that s/he will comply in all respects with the provisions thereof, insofar as the same affects this contract.

5.23. ANTI-SWEATSHOP PROVISIONS

The Contractor certifies that none of their goods or products were made under sweatshop conditions as defined in § 161.02(e) of the City Code. If the City is presented with information that would lead the City to reasonably believe that the Contractor or its suppliers may be obtaining goods or products for sale, re-sale, lease or rental to the City that where made under sweatshop condition, upon request of the

City, Contractor shall disclose information, data and materials reflecting Contractor’s practices as they pertain to the procurement and manufacturing of goods/products in compliance with the Anti-sweatshop provisions of Pittsburgh Code Section 160.02.

5.24. WORKERS COMPENSATION

Contractor hereby agrees to perform the work described in this Contract in accordance with the terms herein and further certifies that it has accepted the provisions of the Worker's Compensation and

Occupational Disease Acts, as amended and supplemented, insofar as the work covered by this contract is concerned, and that it has insured its liability thereunder in accordance with the terms of the said

Acts, as evidenced by the certificate of insurance it has caused to be attached hereto, or will file with the

Director of the Office of Management and Budget before the execution of this Contract, a certificate of exemption form for insurance from the Bureau of Workmen’s Compensation of the Department of

Labor and Industry.

5.25. COMPLIANCE WITH LAWS

Contractor shall fully obey and comply with all Federal, State and Local laws, statutes, ordinances, resolutions, and administrative regulations, which are or should be applicable to any work performed under this Contract. Contractor agrees to maintain throughout duration of the contact, all necessary city, county and state licenses and approvals as applicable (including required professional licenses and exams), and to immediately notify the City of Pittsburgh, Office of Management & Budget of any loss or changes of licenses and approvals.

5.26. GOVERNING LAW

The contract that is formed subject to these articles of Agreement will be construed and interpreted in accordance with the laws of the Commonwealth of Pennsylvania.

5.27. DEBARMENT

Contractor warrants that it is not prohibited from entering into this Contract with the City by reason of disqualification under subsection (b) of Section 161.22 of the Pittsburgh Code. A document certifying compliance with this Section is attached hereto as an Exhibit and incorporated into and made a part of this Contract.

5.28. STATEMENT OF AFFILIATIONS

Contractor hereby files a Statement of Affiliations with the City, attached hereto as an Exhibit, in compliance with Section 197.08(c) of the Pittsburgh Code.

5.29. TERMINATION

In addition to any rights of termination set forth elsewhere in this Contract or any related agreement, the City may terminate this Contract at any time, without cause or liability, by giving Contractor thirty

(30) days advance written notice of its intention to terminate.

5.30. OPTION TO EXTEND

The City, reserves the right to extend this Contract for up to ninety (90) days after the indicated expiration date. This mechanism would be used in the event that a lapse in the current Contract occurs before a new contract can be established for the services required by the City. When applicable, an extension notice will be issued defining the exact extension of this Contract; all other terms and conditions of the current contract will remain in full force and effect.

5.31. NEW MATERIAL

Unless otherwise provided in the specifications, all goods to be supplied to the City shall be from new, unused, current stock.

5.32. ESTIMATED QUANTITIES

Unless otherwise provided in the specifications, any references in the specifications to quantities of goods or frequency of services to be provided to the City are estimates, and the City reserves the right to require the successful bidder to provide more or less than the estimated quantity or frequency, or to purchase none at all.

5.33. DELIVERY POINT AND TIME

Unless otherwise provided in the specifications, the goods and services to be delivered or provided shall be delivered to or provided at any place or places within Pittsburgh, Pennsylvania, which the City may designate. All deliveries are to be F.O.B. point of delivery. Unless otherwise provided in the specifications, the successful bidder shall provide all goods and services within thirty (30) days from the date of the City's request therefore.

5.34. FORCE MAJEURE

Neither Contractor nor the City shall be held responsible for losses resulting if the fulfillment of any terms or provisions of an award resulting from this Contract is delayed or prevented by unforeseeable causes including but not restricted to Acts of God, restraint of Government, or for any other causes which are unavoidable through the exercise of due care and beyond the control of the party who is to perform.

5.35. PIGGYBACKING

It is understood that the goods and services described in the specifications may be purchased by the City and any other municipal bodies as set forth in the specifications and bidder agrees to supply the goods and services to the municipal bodies on the same terms and conditions as if they were to be supplied to the City. To the extent that the municipal bodies purchase goods or services, then the municipal bodies, and not the City, shall be liable to the bidder.

5.36. NON-EXCLUSIVITY

The City reserves the right at its sole discretion to utilize other contracts (such as Commonwealth of

Pennsylvania or County of Allegheny contracts) for the goods or services described herein. The City also reserves, at its sole discretion, the right to solicit separately any services that may be included in this agreement.

5.37. SAMPLES

A. By submitting a bid, the bidder agrees to deliver to the City, at the City’s request and at no cost to the City, samples of any or all items upon which the bidder bid. Said samples shall not be returned to the bidder. Inspection or testing by the City does not constitute a waiver of any claims or rights which the City otherwise would have with respect to the quality of goods or workmanship. City shall specify the quantity of samples. If bidder inadvertently provides an incorrect sample or otherwise wishes to exchange the submitted sample with a correct sample, the bidder shall provide a detailed written explanation to the City and have a legitimate reason for the exchange. The bidder shall have only one opportunity to perform such an exchange.

B. City, at its sole discretion, shall have the right to arrange for testing of samples to determine whether they are within bid specification. City shall indicate to bidder that it desires testing and advise which samples are to be tested and for what purpose. The following additional guidelines shall be followed:

1. Laboratoryesting facility used shall be pre-approved by City;

2. Suppliers shall be solely and fully responsible for the expenses of testing regardless of whether or not the tested sample(s) meets specification;

3. City and bidder shall immediately communicate upon City’s request for testing to determine which laboratoryesting facility shall be used, as well as the time frame in which tests are to be conducted and reported to City;

5.38. PRE-PRINTED TERMS AND CONDITIONS

Bidder’s pre-printed Terms and Conditions or restrictions commonly appearing on the reverse side of letters submitted with the bid and/or bidder’s specifications material and contract documents shall be disregarded and have no effect

5.39. STEEL PRODUCTS

In accordance with Act 3 of the 1978 General Assembly of the Commonwealth of Pennsylvania, approved March 3, 1978, if any steel products are to be used or supplied in the performance of the contract, only steel products produced in the United States of America, as defined therein, shall be used or supplied in the performance of the contract.

5.40. EXAMINATION OF FINANCIAL RECORDS

Contractor shall maintain books, program and financial records, documents and other evidence pertaining to costs and expenses related to this Agreement in such detail as will properly reflect all costs of labor, materials, equipment, supplies, services and other costs and expenses of whatever nature for which City funding has been provided under the provisions of this Agreement. The Contractor shall maintain such books, records, documents and other materials in accordance with Generally Accepted

Accounting Principles, where applicable. The Contractor shall provide access, during normal business hours, to such books, program and financial records, documents and other evidence upon request of the

Mayor, the City Controller, or their designees upon receipt of reasonable advance notice, either oral or written. Contractor’s books, records, program and financial records, documents and other evidence pertaining to services provided under this Agreement shall be preserved and made available for a period of three (3) years following the termination of this Agreement. The Mayor, the City Controller, or their designees may audit, examine, review, photocopy, and/or make excerpts or transcripts of any of

Contractor’s books, records, program and financial records, documents and other evidence. Any deficiencies noted in any audit reports or otherwise must be fully resolved by the Contractor, to the

City’s sole satisfaction, within thirty (30) days after the Contractor’s receipt of written notice of such deficiencies. Failure of the Contractor to comply with the provisions set forth in this paragraph may constitute a violation of this Agreement and, at the City’s sole discretion, may result in the City withholding future payments.

5.41. AUTHORIZATION

This Agreement is entered into by the City of Pittsburgh pursuant to City Code § 161.01A and subsequent authorizing resolution.

6. Vendor Questionnaire

6.1. Vendor Submission Through Email*

The City is not collecting responses for this PQMA through OpenGov Procurement Software.

Please confirm that you have emailed the PQMA packet directly to contracts@pittsburghpa.gov.

☐ Please confirm

*Response required mailto:contracts@pittsburghpa.gov

EXAMPLE

EXAMPLE

EXAMPLE

EXAMPLE

EXAMPLE

EXAMPLE

EXAMPLE

EXAMPLE

EXAMPLE

OFFICE OF MANAGEMENT & BUDGET

Pre-Qualified (PQ) List Application Packet

Solicitation Number:

COVER SHEET

Solicitation Name: PQ List for Land Maintenance

Submit Application To: contracts@pittsburghpa.gov

Application Deadline:

Please enter the contact for any questions about this PQ List Application, and to be notified when the application is approved or denied:

Contact Name:

Title:

Phone Number:

Email Address:

2025-IFB-303

December 31 2026

Company Name:

Company Address:

Experience and Capability

Provide a description of the business or organization’s experience, including length of time in operation and whether a for-profit or non-profit operation, and whether a minority and women-owned business enterprise (MWBE).

Provide the names and titles of staff to be assigned to the project, along with the number of employees that will be dedicated to fulling the Scope of Services.

Provide a description of the equipment on-hand to adequately handle the workload must be identified.

Provide a description of past clients and/or contracts held.

Provide a description of the firm’s ability to handle a property maintenance effort of the scale/bundle proposed and the methodology or work task assignments to fulfill the Scope of Services.

Subcontractor/Partner information: If a for-profit subcontractor or partner will perform any part of the Scope of Services,…