Emergency Generator and Fire Pump Maintenance

Housing Authority of the City of Pittsburgh Invitation for Bid IFB #300-25-26
ER Generator and Fire Pump Maintenance
HOUSING AUTHORITY OF THE CITY OF PITTSBURGH
INVITATION FOR BID
IFB #300-25-26
Emergency Generator and Fire Pump Maintenance
RESPONSES DUE:
July 2, 2026, at 10:00 A.M.
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Housing Authority of the City of Pittsburgh Invitation for Bid IFB #300-25-26
ER Generator and Fire Pump Maintenance
HOUSING AUTHORITY OF THE CITY OF PITTSBURGH
INVITATION FOR BIDS
for
Emergency Generator and Fire Pump Maintenance
TABLE OF CONTENTS
PART 1 - SCOPE OF WORK, INSTRUCTIONS AND CONDITIONS 3
I. SCOPE OF WORK DEVELOPMENTS; IFB CONTENT 3
II. INSTRUCTIONS TO BIDDERS 3
III. SPECIAL CONDITIONS AND 13
PART 2 - REPRESENTATIONS AND CERTIFICATIONS OF BIDDERS 14
PART 3 - CONTRACT TERMS AND CONDITIONS 20
LIST OF ATTACHMENTS 33
Any bid or proposal received from a contractor that does not contain
such certification and back-up documentation supporting the MBE/WBE
and Section 3 participation plans acceptable to HACP may be deemed
non-responsive.
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Housing Authority of the City of Pittsburgh Invitation for Bid IFB #300-25-26
ER Generator and Fire Pump Maintenance
HOUSING AUTHORITY OF THE CITY OF PITTSBURGH
INVITATION FOR BIDS
for
Emergency Generator and Fire Pump Maintenance
IFB #300-25-26
PART 1 - SCOPE OF WORK, INSTRUCTIONS, AND CONDITIONS
SCOPE OF WORK; DEVELOPMENTS: IFB CONTENT.
I.1. SCOPE OF WORK: The Housing Authority of the City of Pittsburgh (hereinafter referred to as "HACP"),
is a federally funded public housing agency. The Housing Authority maintains over 2500 units of rental housing.
HACP is issuing this Invitation for Bids ("IFB") for qualified and interested business firms to submit sealed bids to
provide Emergency Generator and Fire Pump Maintenance and other related work requested by HACP in
accordance with Attachment 1 and 2, titled "Bid Sheet" and "Specifications."
I.2. CONTENT OF IFB: This IFB consists of this document and Attachment Nos. 1 - 15, which are
attached hereto and incorporated herein.
II. INSTRUCTIONS TO BIDDERS:
II.A. ISSUE DATE: June 8, 2026
II.1. SUBMISSION DEADLINE: Bids must be received by 10:00 a.m. Eastern Time on July 2, 2026.
It is the bidder's responsibility to ensure that the bid is delivered prior to the designated time and date. Bids
which for any reason are not delivered within the deadline will not be considered and will be returned unopened.
II.2. PLACE OF SUBMISSION: The original signed bid sheet and all supporting documents and required
information, must be executed and submitted in a sealed envelope. The face of the envelope shall be clearly
marked with the words Bid Documents, the IFB number, any project title or other identifying number and the
bidder's name. Offers by telegram, telephone, or telecopier, and fax will not be accepted by HACP.
Submit bids to: Mr. Brandon Havranek
Associate Director of Procurement/Contracting Officer
Housing Authority of the City of Pittsburgh
Procurement Department
412 Boulevard of the Allies, 6th Floor
Pittsburgh, PA 15219
(For Questions Only)
Brandon.Havranek@hacp.org
HACP will also accept online submissions for this Invitation for Bid in addition to accepting
submissions at our 412 Boulevard of the Allies office. For respondents wishing to submit online, please
go to the following web address to upload documents:
https://www.dropbox.com/request/uygs3s6igngf4f6t5a1p
Please include your name and email address when prompted before submitting and upload all relevant
attachments in the same document. Formatting for online submission should be organized in the same
manner as submitting the information via a flash drive.
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Housing Authority of the City of Pittsburgh Invitation for Bid IFB #300-25-26
ER Generator and Fire Pump Maintenance
The title of the uploaded bid shall be as follows:
[Full Company Name]_IFB #300-25-26_Bid
In the unlikely event your bid is too large to be uploaded as a single file, add: _Part-1, _Part-2... etc. to
the end of the file name.
In addition to the electronic submittal above, The Housing Authority of the City of Pittsburgh will only
be accepting physical bids dropped off in person from 8:00 a.m. until the bid opening time of 10:00
a.m. on July 2, 2026, in the lobby of 412 Boulevard of the Allies, Pittsburgh, PA 15219 at the One
Stop Shop. Sealed bids may still be mailed via USPS at which time they will be Time and Date
Stamped at 412 Boulevard of the Allies, 6th Floor, Pittsburgh, PA 15219. All bids must be received at
the above address no later than 10:00 a.m. on July 2, 2026, regardless of the selected delivery
mechanism.
II.3. PRE-BID MEETING: A non-mandatory pre-bid meeting will be held during which prospective bidders
will have an opportunity to ask questions concerning this IFB. Prospective attendees are asked to be prompt.
A pre-bid meeting will be held via Zoom on June 24, 2026, at 10:00 a.m. Please see access
information below:
Join Zoom Meeting
https://hacp-
org.zoom.us/j/87626888890?pwd=1nUxiOL8RSTVEA6FQi6xAMwc9BOc60.1
Meeting ID: 876 2688 8890
Passcode: 995391
Dial in:
+1 301 715 8592 US (Washington D.C)
II.4. BID OPENING DATE: July 2, 2026, at 10:00_ a.m.
Join Zoom Meeting
https://hacp-
org.zoom.us/j/82106435652?pwd=DAF1b78FvqWqAGiHHaztkrXvWQXwld.1
Meeting ID: 821 0643 5652
Passcode: 079822
Dial in:
+1 301 715 8592 US (Washington D.C)
All interested parties are encouraged to attend the bid opening.
II.5. INQUIRIES: Any prospective bidder who has questions regarding this IFB or desires an explanation or
interpretation of any part of the solicitation, statement of work, and specifications, etc., must request it in writing
to HACP at the address noted in Paragraph II.2 above. Such questions and requests for interpretations must be
received by HACP no later than June 25, 2026, at 10:00 a.m. Inquiries must reference the IFB number and
title, and the date for receipt of bids.
(a) No oral explanation or interpretation will be provided to any bidder. No interpretations shall be
considered binding on HACP unless provided in writing by HACP.
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Housing Authority of the City of Pittsburgh Invitation for Bid IFB #300-25-26
ER Generator and Fire Pump Maintenance
(b) Any information provided to a prospective bidder concerning this solicitation will be furnished
promptly to all other prospective bidders as a written addendum or amendment to the solicitation if
that information is necessary in submitting bids or if the lack of it would be prejudicial to other
prospective bidders. Addenda and amendments will also be on file in the offices of HACP at least
seven (7) days before the closing date. All bidders will be bound by such addenda or amendments,
whether or not they are received by the bidders. HACP reserves the right to issue addenda or
amendments on its own, irrespective of whether questions or requests for interpretations were
received from prospective bidders.
(c) Any information obtained by, or provided to, any bidder other than by formal HACP addenda or
amendments to the solicitation shall not constitute a change to the solicitation.
II.6. BID PREPARATION: (a) Bidders are expected to examine all IFB documents including the
instructions, required certifications, specifications, product descriptions and contract terms and conditions.
Failure to do so will be at the bidder's risk.
(b) All bids must be submitted on the bid forms provided by HACP. If such forms are provided, they
shall be marked as an attachment and included as part of the IFB. (See Attachment 1)
(c) Each bidder shall furnish all the information required by the solicitation and complete all required
certifications and other documents. If the solicitation requires bidding on all items, failure to do so will disqualify
the bid. If bidding on all items is not required, bidders should insert the words "NO BID" in the space provided
for any item on which no price is submitted, or otherwise clearly indicate which items on which bids are provided
if no particular format is provided by HACP. (See Attachment 1)
(d) Bidders must include evidence of their capacity to be legally bound by contract such as a copy
of a valid certificate of incorporation or organization from the appropriate government agency of the State in
which the bidder is incorporated or organized.
II.7. BUILD AMERICA, BUY AMERICA (BABA) ACT REQUIREMENTS: By receipt of a
contract award, it shall be the responsibility of the successful bidder to agree, certify, and eventually show
proof that the work and products provided and installed by the contractor are in full compliance with the
requirements of the noted Act. More information can be obtained at the following link:
https://www.hud.gov/baba.
II.8. EXECUTION OF BID: The original bid which must contain a manual original signature of an
authorized representative of the bidder and accompanied by evidence of that agent's authority. All corrections or
erasures made on the bid must be initialed by the authorized representative of the bidder who signed the bid. The
bidder's legal company name must appear on the cover sheet. The bid must include all documents, materials and
information required herein. (Bidders should retain an additional copy for their records).
II.9. CONFIDENTIALITY: All bids received shall remain unopened and held confidential until the date
and time of the public opening of bids. Bidders are advised that bids received by HACP shall be included as part
of the official contract file. Therefore, any part of the bid that is not considered privileged under any applicable
Federal, State or local law shall be open to public inspection. The provisions of applicable Federal, State and
local laws shall govern the confidentiality of bids notwithstanding anything contrary to this provision stated in
the bid.
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Housing Authority of the City of Pittsburgh Invitation for Bid IFB #300-25-26
ER Generator and Fire Pump Maintenance
II.10. TIME AND ORDER OF WORK: The successful bidder and HACP shall agree upon a schedule of
time and order of work to ensure prompt completion of the services to be provided. HACP shall issue a Notice
to Proceed to the successful bidder before work may commence. The successful bidder must agree to complete
and be capable of completing all work required by the agreed upon completion dates. Failure of the successful
bidder to adhere to the agreed schedule and completion dates shall be a material breach of the contract.
II.11. COST OF PREPARATION OF BID: All costs incurred, directly or indirectly, by the bidder in
responding to or inquiring about this IFB, including, travel, preparation, communication, consultation, design,
submission, and miscellaneous expenses, shall be the sole responsibility of the bidder and shall be borne by the
bidder. HACP will not reimburse the bidder for said cost.
II.12. PRICING INFORMATION: All bidders are required to submit their firm-fixed price for providing the
goods or services requested under this IFB in accordance with Attachment 1, titled "BID SHEET." Bidders shall
also execute the affidavit of non-collusion contained in Attachment 3.
II.13. LATE SUBMISSIONS, MODIFICATIONS AND WITHDRAWAL OF BIDS:
II.13.1. Any bid received by HACP after the exact time specified for receipt of bids will not be considered.
II.13.2. The only acceptable evidence to establish the time of receipt at HACP is the time/date stamp of HACP
on the bid wrapper or other documentary evidence of receipt maintained by HACP.
II.13.3. Any modification of a bid is subject to the same conditions as in Paragraph II.13.1 of this provision.
II.13.4. Notwithstanding Paragraph II.13.1 of this provision, a late modification of an otherwise successful bid
that make its terms more favorable to HACP will be considered at any time it is received and may be accepted.
II.13.5. Bids may be withdrawn by written notice, prior to award. A bid may be withdrawn in person by a bidder
or its authorized representative if, before the award, the identity of the person requesting withdrawal is established
and the person signs a receipt for the bid.
II.14. RESPONSIBILITY OF BIDDER: (a) HACP will award contracts only to responsible bidders who
have the ability to perform successfully under the terms and conditions of the proposed contract. In determining
the responsibility of a bidder, HACP will consider such matters as the bidder's:
(1) Integrity;
(2) Compliance with public policy;
(3) Record of past performance; and
(4) Financial and technical resources (including computer and technical equipment).
(b) Before a bid is considered for award, the bidder may be requested by the HACP to submit a
statement or other documentation regarding any of the items in paragraph (a) above. Failure by the bidder to
provide such additional information shall render the bidder ineligible for award.
II.15. REFERENCES: The bidder shall list three (3) firms, governmental units, or persons for whom the
bidder has previously performed work of the nature requested under this IFB. The bidder shall list as references
all housing authorities, including HACP, for whom the bidder has previously performed work of the nature
requested under this IFB. HACP reserves the right to contact such persons at any time prior to award and the
bidder agrees that HACP may rely on information provided by such persons to determine the bidder's
responsibility.
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Housing Authority of the City of Pittsburgh Invitation for Bid IFB #300-25-26
ER Generator and Fire Pump Maintenance
In addition to the references, all bidders will provide the last three jobs they performed, contact information from
the job and all change orders related to the job and the reason for each.
All bidders will provide information on the most recent HACP job to include all change order information and
the reason for each. The most recent HACP job can be one of the 3 last jobs performed if that is the case.
II.16. BID GUARANTEE: [Applicable only if box is marked.]
( )All bids must be accompanied by a negotiable bid guarantee which shall not be less than five (5%) of the
amount of the bid. The bid guarantee may be a certified check, bank draft, U.S. Government Bonds at par value,
or a bid bond secured by a surety company that meets the requirements set forth in Paragraph II.16 below and
licensed to do business in the State of Pennsylvania. Certified checks must be made payable to HACP. Failure to
submit a guarantee with the bid shall result in rejection of the bid. Bid guarantees submitted by unsuccessful
bidders shall be returned to such bidders as soon as practicable after bid opening. [Applicable only if box is
marked.]
(XX) No Bonding Requirement
II.17. ASSURANCES OF COMPLETION: The bid package must include evidence of the bidder's ability
to provide any item marked below if awarded the contract. [Applicable only if box(es) below is/are marked.]
( ) Fraud protection, employee dishonesty, and/or fidelity bond coverage in amounts of not less than
$____________.
( ) Performance bond in a penal sum of one-hundred percent (100%) of the contract price.
( ) Payment bond in a penal sum of one-hundred percent (100%) of the contract price.
(XX) No Bonding Requirement
All bonds required in this Paragraph II.19 must be submitted to HACP within ten (10) days after notice
of contract award but prior to contract execution. Bonds must be obtained from surety companies acceptable to
the U.S. Government and authorized to do business in the State of Pennsylvania. Individual sureties will not be
considered. U.S. Department of Treasury Circular Number 570, published annually in the Federal Register, lists
companies approved to act as sureties on bonds securing this contract and only such companies shall be accepted
by HACP. Each bond shall clearly state the rate of premium and the total amount of the premium charged. The
current power of attorney for the person who signs for the surety company must be attached to the bond. The
effective date of the power of attorney shall not precede the date of the bond. The effective date of the
performance or payment bond shall be on or after the execution date of the contract. Failure of the successful
bidder to obtain the required assurance of completion within the time specified shall render the bidder ineligible
for award.
II.18. INSURANCE: The bid package must include evidence of the bidder's ability to provide Worker's
Compensation Insurance; General Liability Insurance; and Comprehensive Automobile Liability Insurance
coverage, as set forth in Part 3, Paragraph 26 below. Such insurance shall be procured from a company licensed
to do business in the State of Pennsylvania and placed with a carrier possessing an A.M. Best's Rating of B+VI
or better and maintained for the entire duration of the proposed contract. Deductible levels shall not exceed $1,000
per occurrence on any policy. HACP will be named as an additional insured on each of such liability policies
and such coverage shall be on a primary and non-contributory basis and the policy must provide that
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Housing Authority of the City of Pittsburgh Invitation for Bid IFB #300-25-26
ER Generator and Fire Pump Maintenance
coverage cannot be canceled without notice to HACP at least thirty (30) days before the effective date of such
cancellation.
II.18.1. PROOF OF INSURANCE. Within ten (10) days of the date of the bid opening, the successful bidder
shall furnish to HACP a certified copy of the policy or policies covering all work as required in the contract, as
evidence that the insurance required is maintained and in force for the entire duration of the contract. The
Housing Authority must be listed as an additional insured on the general liability insurance and such coverage
shall be on a primary and non-contributory basis. HACP may, at its sole discretion, immediately cancel the
contract award without prior notice to the successful bidder upon any failure to submit any of the required
Certificates of Insurance or any other document required under the IFB within established deadlines. Any and
all existing agreements between HACP and the successful bidder shall immediately become null and void upon
such cancellation without liability to such bidder.
II.19. CONTRACT AWARD: The Housing Authority expressly reserves the right to award a bid in part or
in total to the contractor or contractors who submit(s)the lowest responsible bid(s)which is(are) most
advantageous to this Authority. Bids will be awarded on the basis of the contractor who submits the lowest
responsible bid that is most advantageous to this Authority. By reserving this right, Contractors expressly
understand that the Authority may award multiple contractors in broken increments. In addition, HACP
reserves the right to take any of the following actions without liability to any bidder:
(1) HACP may: (a) reject any and all bids received; (b) waive any minor irregularities or
technicalities in bids received; (c) make a single award or multiple awards to more than one (1) bidder for
performance of all or any combination of the items delineated in Attachment 1; (d) accept any item or
combination of items bid unless precluded elsewhere in the solicitation; (e) amend this solicitation as permitted
by applicable law at any time during the solicitation process; or (f) cancel this solicitation in its entirety or any
portion thereof at any time during the solicitation process including after award. HACP's reservation of rights
shall in no way affect the formation of a contract upon written notice of award by HACP to the successful
bidder(s). If multiple awards are made, the intent shall be to make awards, which at the sole determination of
HACP, are in its best interest, based on HACP's needs and requirements. HACP makes no guarantees as to
amount of award, if any.
(2) HACP may reject any bid as unacceptable if it is materially unbalanced as to the prices for the
various items of work to be performed. A bid is materially unbalanced when it is based on prices significantly
less than cost for some work and prices, which are significantly overstated for other work.
II.20. FORM OF AWARD: (a) By submission of a bid, the bidder agrees to be bound by the terms and
conditions of this IFB and further agrees if it is issued a written notice of award, to be bound by a contract the
provisions of which shall be substantially the same terms and conditions of this IFB and the terms and conditions
of the successful bid(s) that are acceptable to HACP. Acceptance of the bidder's offer to perform the services
specified herein will be made by written notice of award to the successful bidder which shall constitute a binding
contract between the parties without further action by either party unless the solicitation or contract award is
otherwise canceled by HACP as provided in this IFB. Bidders are not entitled to rely on any representations by
any employee, member, officer, or representative of HACP concerning the contract award until written notice of
award is provided by HACP. Bidders are advised that the contract documents may include any and all terms and
conditions required by HUD for a contract of this type and nature.
(b) If submitting alterations to the HACP contract for review and acceptance by HACP, please
submit an electronic version in MS Word format on a flash drive.
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Housing Authority of the City of Pittsburgh Invitation for Bid IFB #300-25-26
ER Generator and Fire Pump Maintenance
If submitting your company contract for review and acceptance by HACP, please submit an
electronic version in MS Word format on flash drive.
If your contract is not included with your bid/proposal it is assumed that HACP's contract will
be used and is binding.
(c) Bidders are advised that the contract award, contract documents, and payment may be subject to
HUD approval, and withholding of contract approval by HUD shall immediately nullify the contract without
liability by either party to the other, irrespective of whether the contract was executed by any one or both parties
thereto. If HACP issued a written Notice-to-Proceed to the successful bidder prior to contract nullification, the
successful bidder shall be equitably compensated for any work performed and accepted by HACP pursuant to
such Notice-to-Proceed up to the date of contract nullification.
II.21. TERM OF CONTRACT: The contract(s) resulting from this IFB shall provide an initial term of
three (3) years with two (2), one (1) year extension options for a total of five (5) years. The contract
term shall commence on the date specified in the Agreement issued by the HACP.
II.22. SECTION 3 OF THE HOUSING AND URBAN DEVELOPMENT ACT OF 1968:
II.22.1 The work to be performed under this contract is subject to the requirements of Section 3 of the
Housing and Urban Development Act 1968, as amended, 12 U.S.C. 1701u (section 3). The purpose of
Section 3 is to ensure that employment and other economic opportunities generated by HUD assistance or
HUD-assisted projects covered by Section 3, shall, to the greatest extent feasible, be directed to low and
very low-income persons, particularly persons who are recipients of HUD assistance for housing.
II.22.2 The parties to this contract agree to comply with HUD's regulations in in24 CFR part 75.15 and
75.25, which implement Section 3. As evidenced by their execution of this contract, the parties to this
contract certify that they are under no contractual or other impediment that would prevent them from
complying with the part 75.5 regulations.
II.22.3 The contractor agrees to send each labor organization or representative of workers with which the
contractor has a collective bargaining agreement or other understanding, if any, a notice advising the labor
organization or workers' representative of the contractor's commitments under this Section 3 clause, and
will post copies of the notice in conspicuous places at the work site where both employees and applicants
for training and employment positions can see the notice. The notice shall describe the Section 3
preference, shall set forth minimum number and job titles subject to hire, availability of apprenticeship
and training positions, the qualifications for each; and the name and location of the person(s) taking
applications for each of the positions; and the anticipated date the work shall begin.
II.22.4 The contractor agrees to include this Section 3 clause in every subcontract subject to compliance
with regulations in 24 CFR 75.9 or 75.19, and agrees to take appropriate action, as provided in an
applicable provision of the subcontract or in this Section 3 clause, upon a finding that the subcontractor is
in violation of the regulations in 24 CFR part 75. The contractor will not subcontract with any
subcontractor where the contractor has notice or knowledge that the subcontractor has been found in
violation of the regulations in 24 CFR part 75.
II 22.5 The contractor will certify that any vacant employment positions, including training positions, that
are filled (1) after the contractor is selected but before the contract is executed, and (2) with persons other
than those to whom the regulations of 24 CFR Part 75 require employment opportunities to be directed,
were not filled to circumvent the contractor's obligations under 24 CFR Part 75.
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Housing Authority of the City of Pittsburgh Invitation for Bid IFB #300-25-26
ER Generator and Fire Pump Maintenance
II.22.6 Noncompliance with HUD's regulations in 24 CFR Part 75 may result in sanctions, termination of
this contract for default, and debarment or suspension from future HUD-assisted contracts.
II.22.7 After the Section 3 new rule went into effect on November 30, 2020, Tribes and Tribally
Designated Housing Entities under the Indian Housing Block Grant and Indian Community Development
Block Grant programs are no longer required to comply with Section 3 requirements. The new rule at 24
CFR part 75 provides that contracts, subcontracts, grants, or subgrants are subject to Section 7(b) of the
Indian Self-Determination and Education Assistance Act (25 U.S.C. 5307(b)) or subject to tribal
preference requirements as authorized under 101(k) of the Native American Housing Assistance and Self-
Determination Act (25 U.S.C. 4111(k)) must provide preferences in employment, training, and business
opportunities to Indians and Indian organizations, and are therefore not subject to the requirements of 24
CFR Part 75. If you have any questions regarding the Section 3 Requirements or would like to discuss
goals and planning for Section 3 Requirements, please contract Lloyd C. Wilson Jr., Resident
Sustainability Manager, by email at lloyd.wilson@hacp.org or by contacting him at Housing Authority
of the City of Pittsburgh, Bedford Hope Center 2305 Bedford Avenue, Pittsburgh, PA 15219, telephone
(412) 643-2761. Please complete Attachment 16 and include it in your bid.
RESIDENT HIRING REQUIREMENTS / RESIDENT HIRING SCALE
TOTAL LABOR DOLLARS RESIDENT LABOR AS A % OF TOTAL
USE TOTAL CONTRACT LABOR
AMOUNT FOR SERVICE CONTRACTS DOLLARS
Labor dollars $25,000 but less than $100,000 10% of the labor dollars
$100,000, but less than $200,000 9% of the labor dollars
At least $200,000, but less than $300,000 8% of the labor dollars
At least $300,000, but less than $400,000 7% of the labor dollars
At least $400,000, but less than $500,000 6% of the labor dollars
At least $500,000, but less than $1 million 5% of the labor dollars
At least $1 million, but less than $2 million 4% of the labor dollars
At least $2 million, but less than $4 million 3% of the labor dollars
At least $4 million, but less than $7 million 2% of the labor dollars
$7 million or more 12 to 1 % of the labor dollars
**A copy of HACP's Section 3 Program Manual is available for download at
www.HACP.org
Any bid or proposal received from a contractor that does not contain a Section 3 Plan or such
certification and back-up documentation acceptable to HACP may be deemed non-responsive by
HACP.
II.22A. EQUAL OPPORTUNITY AND SUBCONTRACTING WITH MINORITY FIRMS
AND WOMEN-OWNED BUSINESS ENTERPRISES:
II.22A.4.1. Minority and Women Business Participation Plan
HACP MBE and WBE Goals. It is the policy of HACP to ensure that Minority Business Enterprises
(MBEs) and Women-owned Businesses (WBEs) are provided maximum opportunity to participate in
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