Language_Access.pdf

REQUEST FOR PROPOSAL

2026-RFP-212

LANGUAGE ACCESS

City of Pittsburgh

City-County Building

Pittsburgh, PA 15219

RELEASE DATE: October 20, 2026

DEADLINE FOR QUESTIONS: November 10, 2026

RESPONSE DEADLINE: November 17, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of Pittsburgh

REQUEST FOR PROPOSAL

Language Access

I. Introduction II. Instructions to Bidders

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

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

VIII. General Terms & Conditions IX. Miscellaneous Requirements X. Vendor Questionnaire

Request for Proposal #2026-RFP-212 Title: Language Access

1. Introduction

1.1. Summary

The City of Pittsburgh, Office of Management and Budget, requesting proposals from qualified firms to provide language accessibility and communication services, City wide, on an as needed basis.

1.2. Background

It is the intent of the City to enter into a four (4) year agreement, with one or more respondents to the scope or work herein. Contracts may be awarded separately or jointly for the individual services described in the Scope of Services of this solicitation. Firms may subcontract in order to provide all services contained within the Scope of Services.

1.3. Contact Information

Jessie Nusser

Senior Sourcing Specialist

414 Grant St

Suite 502

Pittsburgh, PA 15219

Email: jessica.nusser@pittsburghpa.gov

Phone: (412) 255-2458

Department:

Office of Management & Budget

1.4. Timeline

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

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

RFP Released October 20, 2026

Pre-Proposal Meeting (Non-Mandatory) November 3, 2026, 9:00am

This meeting will be held via Microsoft Teams.

Please use the RSVP Manager to sign up for the meeting- you will be sent the Teams Link the morning of the meeting.

Question Submission Deadline November 10, 2026, 3:00pm mailto:jessica.nusser@pittsburghpa.gov tel:(412)255-2458

Proposal Submission Deadline November 17, 2026, 5:00pm

Proposal Review and Supplier Scoring November 2026

Contract Award November/December 2026

2. Instructions to Bidders

2.1. Submittal Requirements

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

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

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

Beacon website.

2.2. Additional Submission Considerations

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

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

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

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

3. Scope of Work

3.1. Scope of Work

Service Expected Usage

Interpretation Services (online) 50 hours/year

Interpretation Services (telephone) 50 hours/year

Interpretation Services (video remote interpretation-VRI) 480 hours/year

Written Translation Services 120,000 words/year

Live Captioning Services 480 hours/year

Language Access and Cultural Competency Training 8 hours/year

Language Proficiency Testing 8 hours/year

3.2. Interpretation Services

Onsite:

THE CITY OF PITTSBURGH is seeking Interpretation Services, the verbal rendering of speech from one language to another, at onsite locations. Onsite Interpretation involves the delivery of Language

Assistance Services in-person, or face-to-face. The interpreter must be physically present with the client.

THE CITY OF PITTSBURGH requires onsite Interpretation in a variety of settings and with a variety of participants and group sizes, according to the nature of THE CITY OF PITTSBURGH programs and services. Locations of onsite Interpretation may include, but are not limited to, the offices of THE CITY

OF PITTSBURGH; other public agencies and social service providers; healthcare facilities; client households; and other locations throughout the City. Nearly all onsite Interpretation services will be located in The City of Pittsburgh. Situations involving the need for services to be delivered outside of The

City of Pittsburgh will be coordinated through THE CITY OF PITTSBURGH.

Onsite Interpretation may also involve Sight Translation, which is the verbal rendering of a written text from one language into another. Sight Translation is required when, during the course of Interpretation, a written text (or some part thereof) must be understood by one or more participants in order for meaningful communication to occur. Written texts that may require Sight Translation by interpreters include, but are not limited to, client-related forms, court orders, letters, program brochures, informational guides and other vital documents. THE CITY OF PITTSBURGH expects the Successful

Respondent(s) to utilize interpreters capable of rendering Sight Translation services.

Additional requirements and standards of onsite Interpretation include:

•The Successful Respondent(s) must provide onsite Interpretation services within forty-eight (48) hours of receiving an official request for such services from THE CITY OF PITTSBURGH unless otherwise scheduled at a later date and time.

•Expedited onsite Interpretation services must also be available. In such cases, the Successful

Respondent(s) must provide onsite Interpretation services within twenty-four (24) hours of receiving an official request for expedited service from THE CITY OF PITTSBURGH.

•Onsite interpreters must be physically present at the time and location specified by THE CITY OF

PITTSBURGH, and abide by all security and site-related procedures and protocols.

•THE CITY OF PITTSBURGH will maintain the ability to request a specific interpreter, when deemed important and if the interpreter is available.

Telephone:

Telephone Interpretation involves the delivery of Language Assistance Services over the phone, which may be utilized when the physical presence of an interpreter is not feasible (e.g., time-sensitive emergency situations), required, or requested by a client. Telephone interpreting may include any number of parties and phone lines, as participants may need assistance from the same or different physical locations. The Successful Respondent(s) must make telephone Interpretation services available to THE CITY OF PITTSBURGH through a single telephone number, twenty-four (24) hours per day, seven

(7) days per week, 365 days per year.

Video Remote Interpretation (VRI):

Video remote interpretation requests will be placed by departments in real time, directly to the vendor, on an as-needed basis for interactions with LEP customers. The types of calls have a wide range, as City departments have an array of functions. All Respondent(s) shall submit cost estimates for the following:

•Real-time, full-motion video and audio over a dedicated high-speed, wide-bandwidth video connection or wireless connection.

•High-quality video images that do not produce lags, blurry, or irregular pauses in communication.

•Sharply delineated image that is large enough to display the interpreter’s face, arms, hands, and fingers, and the participating individual’s face, arms, hands, and fingers, regardless of [their] body position.

•Clear, audible transmission of voices.

3.3. Written Translation Services:

Written Translation is the transfer of a written text (source text) from one language into a comparable written text (translated text) in another language. THE CITY OF PITTSBURGH requires Written

Translation services for a variety of texts, including, but not limited to, client-related forms, court orders, letters, program brochures, informational guides and other vital documents. THE CITY OF PITTSBURGH may also require Written Translation services to support additional forms of media and informational content, including but not limited to webpages, social media, graphic design, or audio recordings.

Additional requirements and standards of Written Translation shall include, but are not limited to, the following:

•Provide accurate Written Translation services from English into source language and/or source language into English, maintaining original source formatting, including, but not limited to, annotations, table of contents, abstract, main texts, references and charts.

•Receive source documents and deliver translated documents through a variety of communication channels, including but not limited to email, other electronic means, postal service or courier. The majority of texts for Written Translation will be sent and should be received by email.

•Manage source and translated texts electronically, and provide translated texts to THE CITY OF

PITTSBURGH in universally acceptable formats, such as Microsoft Word, Excel and PDF.

•Provide Written Translations with correct spelling, grammar and language structure.

•Provide Written Translations that accurately reflect cultural nuances of the source document, considering not only words, but original meaning and concepts as well.

•Provide review, editing and proofreading of already-translated documents for accuracy.

THE CITY OF PITTSBURGH expects completion and delivery of routine Written Translations within five (5) business days from the day THE CITY OF PITTSBURGH sends the source document to the Successful

Respondent(s) electronically. Routine Written Translations will be considered documents of ten (10) or fewer pages that are not considered urgent. Time frames for delivery of translated documents that exceed ten pages will be adjusted according to THE CITY OF PITTSBURGH requirements and the capacity of Successful Respondent(s).

The Successful Respondent(s) must also have the capacity to provide expedited Written Translation services upon request. Expedited Written Translation will be considered documents of ten (10) or fewer pages that are deemed urgent. THE CITY OF PITTSBURGH expects completion and delivery of expedited

Written Translation within two (2) business days from the day THE CITY OF PITTSBURGH sends the source document to the Successful Respondent(s) electronically. Time frames for delivery of translated documents that are deemed urgent and exceed ten pages will be adjusted according to THE CITY OF

PITTSBURGH requirements and the capacity of Successful Respondent(s).

THE CITY OF PITTSBURGH will notify the Successful Respondent(s) of any source documents sent through other than electronic means and will adjust time frames for delivery appropriately

3.4. Live Captioning Services:

THE CITY OF PITTSBURGH may need Captioning Services for a scheduled event. Provide Captioning for special events and city sponsored or hosted functions and meetings. Special events will include (but not be limited to the following functions): public events approved by the city, city television shows, press conferences and speeches by elected officials and department heads, etc. Captioning Technicians transcribe audio and display text on video screens.

3.5. Language Access and Cultural Competency Training:

Training consists of providing training and technical assistance to develop in-house staff capacity in language access and cultural competency, in all City departments. In previous years, these trainings have included, but are not limited to, cultural sensitivity, basic Spanish for law enforcement, training bilingual staff as interpreters, training bilingual election poll workers as interpreters, training on how to work with an interpreter, and refresher trainings for previously trained bilingual staff.

3.6. Language Proficiency Testing:

Language proficiency testing consists of testing services for City departments to test the proficiency level of their bilingual employees or prospective bilingual employees in various foreign languages. Every department has varying needs depending on their nature of the work, but can include anything from health to commerce to inspections.

3.7. Language Requirements

Foreign-born individuals and those with LEP living in The City of Pittsburgh come from a diverse set of ethnic and linguistic backgrounds. THE CITY OF PITTSBURGH seeks to accommodate as many consumer languages as possible; however, certain languages are encountered more often in the local human services system than others. The following categorization of languages reflects the expected proportion of requests for Language Assistance Services at THE CITY OF PITTSBURGH, based on current patterns of service usage. Tier one reflects the highest expected proportion of requests, tier two reflects the next highest, and tier three reflects the lowest.

Tier One: Arabic, Nepali, Spanish, Swahili, Mandarin, French

Tier Two: Maay Maay, Somali, Korean, Burmese, German, Karen, Russian, Kizigua, Hindi, Uzbek

Tier Three: All other languages.

Respondent(s) should prioritize planning and service delivery around languages in tiers one and two, as

THE CITY OF PITTSBURGH considers them priority languages. The actual frequency of particular languages is difficult to estimate as patterns of need are often determined by the unique factors of demand for human services by individuals and groups, which are challenging to predict. Interested and eligible parties may submit Proposals to provide Language Assistance Services in any or all of these languages.

3.8. Interpreter and Translator Qualifications

THE CITY OF PITTSBURGH requires a high standard and level of quality for the provision of Language

Assistance Services. The Successful Respondent(s) must utilize interpreters and translators who possess and have demonstrated characteristics commonly expected of Interpretation and Written Translation professionals. Qualifications include, but are not limited to, the following:

1.Fluency in English and the relevant source language(s), including the ability to read, write, communicate and comprehend complex material at a professional level.

2.Prior training and professional experience demonstrating the ability to effectively and reliably perform the Language Assistance Services described in this RFP. Past experience providing Language Assistance

Services within the field of human services is strongly preferred.

3.Ability to deliver services that are linguistically accurate, culturally appropriate, and technically consistent with original messages or documents

4.Knowledge of confidentiality requirements. Ability to comply with HIPAA guidelines and other related privacy regulations.

5.Knowledge of basic concepts of the human services field.

6.Legally authorized to work in the U.S.

3.9. Data Collection and Reporting Requirements

In addition to providing Language Assistance Services, the Successful Respondent(s) will be required to collect, maintain and provide to THE CITY OF PITTSBURGH key performance data regarding the Language

Assistance Services. The specific information required of the Successful Respondent(s) will depend on the Agreement awarded, as eligible parties may submit Proposals to provide any or all of the services described in this RFP. At a minimum, THE CITY OF PITTSBURGH will require the total number, duration and dollar value of orders for Language Assistance Services purchased from the Successful

Respondent(s), as well as more specific client-level data. This data should be available by type of language assistance provided (e.g., Interpretation and Written Translation), source language of service, participating THE CITY OF PITTSBURGH program or support office (see Background, About THE CITY OF

PITTSBURGH), date of THE CITY OF PITTSBURGH request for services, date and duration of service rendered, and other data points as determined by THE CITY OF PITTSBURGH. THE CITY OF PITTSBURGH may also require the Successful Respondent(s) to provide data regarding the proposed services by individual interpreters and translators. THE CITY OF PITTSBURGH may request the Successful

Respondent(s) to provide these data for various time frames, including but not limited to monthly, quarterly, semiannually, or annually

3.10. Providing Services to The City of Pittsburgh's Provider Network:

The Successful Respondent(s) is expected to make the proposed Language Assistance Services described in this solicitation available to all CITY OF PITTSBURGH departments.

4. Proposal Format Requirements

4.1. Response Format

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

Response to Scope

Firm’s Qualifications, Experience and References

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

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

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

Qualifications of Project Team

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

Project Approach and Plan

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

Cost Proposal

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

Administration (GSA) rates for Pittsburgh.

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

Demonstration of Good Faith Effort

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

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

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

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

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

5. Evaluation Phases

Selection Procedure

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

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

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

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm’s Qualifications, Experience and

References

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

Points Based 15

(15% of Total)

2. Qualifications of Project Team

Vendor response provided a brief summary of the qualifications and experience of each team member assigned to this project, including length of service with the firm and resume/bio, and the qualifications

/experience of any sub-consultant staff on your project team.

Points Based 15

(15% of Total)

3. Project Approach and Plan

Vendor response demonstrated a firm understanding of the scope of services, the response included thorough and complete responses to the items outlined in the Section 4, and the vendor has the appropriate expertise, procedures, and methods in place to perform the scope of services.

Points Based 30

(30% of Total)

4. Cost Proposal

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

Points Based 30

(30% of Total)

5. MWDBE/VOSB Good Faith Effort

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

Participation.

Points Based 10

(10% of Total)

6. Equal Opportunity Review Commission Terms

6.1. MWE/DBE

The City of Pittsburgh is committed to the ideal of providing all citizens an equal opportunity to participate in City and its Authorities' contracting opportunities. It is therefore the City's goal to encourage increased participation of women and minority groups in all City contracts. The City requires that all respondents demonstrate good faith efforts to obtain the participation of Minority-Owned

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

Pittsburghs Equal Opportunity Review Commission (EORC). In order to ensure that there are opportunities for historically disadvantaged minority groups and women to participate on Covered

Contracts, and consistent with the City's current equal employment opportunity practice and goals, the

EORC will review contracts to include an evaluation of a developer/contractors employment of minority groups and women, encourage goals of eighteen (18) percent and seven (7) percent respectively.

6.2. Veteran-Owned and LGBTQIA+ Small Business Goals

It is also the City's goal to encourage participation by veteran-owned and LGBTQIA+ small businesses in all contracts. The City of Pittsburgh shall have an annual goal of not less than five (5) percent participation by veteran-owned small businesses and not less than three (3) percent participation by

LGBTQIA+ businesses in all contracts. The participation goal shall apply to the overall dollar amount expended with respect to the contracts. The City requires that all respondents demonstrate good faith efforts to obtain the participation of veteran-owned small business in work to be performed under City contracts. The levels of participation will be monitored by the City of Pittsburgh’s EORC.

6.3. Good Faith Commitment

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

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

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

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

Section 161.40 of the City Code.

7. Award and Contract

7.1. Award

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

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

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

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

7.2. Contracting Process

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

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

Controller.

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

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

8. General Terms & Conditions

8.1. Examination of Proposal Documents

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

Respondent that they:

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

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

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

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

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

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

8.2. RFP Term

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

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

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

8.3. RFP Communications

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

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

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

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

LinkedIn) contact.

Please note the following:

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

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

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

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

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

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

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

8.4. Addenda/Clarifications

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

8.5. Withdrawal of Proposals

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

8.6. Public Record

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

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

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

8.7. Non-Conforming Proposal

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

8.8. Disqualification

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

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

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

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

City;

D. Evidence of incorrect information submitted as part of the proposal;

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

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

8.9. Restrictions on Gifts & Activities

The City of Pittsburgh Ethics Code and Chapter 197 of the City Code (Code of Conduct) was established to promote public confidence in the proper operation of our local government. These resources outline the requirements for disclosure of interests and restricted activities as related to public procurement processes. Proposers are responsible to determine the applicability of these requirements to their activities and to comply with its requirements.

8.10. Rights of the City of Pittsburgh

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

The City reserves the right to:

A. Reject any and all proposals;

B. Issue subsequent Requests for Proposals;

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

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

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

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

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

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

I. Accept other than the lowest offer.

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

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

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

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

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

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

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

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

8.11. PREVAILING WAGE ORDINANCE

Contractor agrees that section 161.16(e) of the Pittsburgh Code of Ordinances, stating that Contractor must pay at least the applicable prevailing wages as will have been determined by the City Controller pursuant to the City Service Worker Prevailing Wage Ordinance, Title I, Article VII, Section 161.38(I)(B), as the same may be amended, and as will 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, must be made a part of the Contract as fully as if attached hereto, and that Contractor will comply in all respects with the provisions thereof, insofar as the same implicates the Contract.

8.12. ENSURING EQUAL EMPLOYMENT OPPORTUNITY FOR PERSONS PREVIOUSLY

CONVICTED

Contractor shall comply with Section 161.16A of the Pittsburgh City Code.

9. Miscellaneous Requirements

9.1. Acknowledgements

A. Conflict of Interest- By submission of a proposal to this solicitation, Respondent agrees that it presently has no interest and shall not have any interest, direct or indirect, which would conflict in any manner with the performance of the services required under this RFP.

B. Code of Ethics- By submission of a proposal to this solicitation, Respondent agrees to abide by the Code of Ethics of The City of Pittsburgh. The full Ethics Handbook can be found here:http://pittsburghpa.gov/humanresources/files/policies/10_Ethics_Handbook.pdf

C. Fair Trade Certification- By responding to this solicitation, the Respondent certifies that no attempt has been made, or will be made, by the Respondent to induce any other person or firm to submit or not to submit a submission for the purpose of restricting competition.

D. Non-Disclosure- By responding to this solicitation, the Respondent acknowledges they may be required to sign a Non-Disclosure Agreement during the contracting process if they are the successful respondent.

E. Debarment - This solicitation is also subject to Section 161.22 of the City of Pittsburgh Code related to debarment from bidding on and participating in City contracts.

F. Financial Interest- No proposal shall be accepted from, or contract awarded to, any individual or firm in which any City employee, director, or official has a direct or indirect financial interest in violation of applicable City and State ethics rules. Entities that are legally related to each other or to a common entity which seek to submit separate and competing proposals must disclose the nature of their relatedness.

G. Full Fee Disclosure- Pursuant to Section 161.36 of the Pittsburgh City Code, a Respondent must include a disclosure of any finder’s fees, fee splitting, firm affiliation or relationship with any broker-dealer, payments to consultants, lobbyists, or commissioned representatives or other contractual arrangements of the firm that could present a real or perceived conflict of interest.

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10. Vendor Questionnaire

10.1. Response to Scope Proposal

Please upload your Response to Scope detailed in Proposal Format Requirements

10.2. Cost Proposal

Please upload your Cost Proposal detailed in Proposal Format Requirements

10.3. Equal Opportunity Review Commission (EORC) Participation Form * Please download the below documents, complete the Pre-Award Good Faith Checklist, and upload.

Failure to complete the Pre-Award Good Faith Checklist may result in the City deeming your proposal/response non-responsive. Any awardees will be required to complete the full EORC

Participation Forms and process prior to contract execution.

• 2024_EORC_Participation_For...

*Response required

10.4. Do you agree with the City's Terms and Conditions?*

☐ Yes

☐ No

*Response required

10.5. Vendor Contact Sheet*

Please download the below documents, complete, and upload.

• Blank_Vendor_Contact_Sheet.pdf

*Response required

10.6. Vendor Registration Form*

Please download the below documents, complete, and upload.

• Blank_Vendor_Registration_F...

*Response required

10.7. W-9*

Please download the below documents, complete, and upload.

• W9.pdf

*Response required

10.8. Authorized Signatory*

Provide the name, title, & email address of the authorized signatory for your company (for details on who is considered an authorized signatory, please look at our terms & conditions section)

*Response required https://secure.procurenow.com/portal/pittsburghpa/projects/305266/document?section=2929494 https://secure.procurenow.com/portal/pittsburghpa/projects/305266/document?section=2929494 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