Third Party Property Maintenance Services

Housing Authority of the City of Pittsburgh RFP #250-20-26
Third-Party Property
Maintenance Services
HOUSING AUTHORITY OF THE CITY OF PITTSBURGH
REQUEST FOR PROPOSALS
Third-Party Property Maintenance Services
RFP #250-20-26
Due:
May 8, 2026
10:00 A.M.
To: Mr. Brandon Havranek
Associate Director of
Procurement/Contracting Officer
Procurement Department
412 Boulevard of the Allies
6th Floor Procurement Department
Pittsburgh, PA 15219
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Housing Authority of the City of Pittsburgh RFP #250-20-26
Third-Party Property
Maintenance Services
SECTION I
INTRODUCTION
The HACP is a municipal corporation, formed under the U.S. Housing Act of 1937, codified at 42
U.S.C. Section 1401 et seq. as amended and the Housing Authority Law of Commonwealth of
Pennsylvania codified at 35 P.C. 1542, et. seq. as amended. As such, the HACP is charged with
providing "affordable decent, safe and sanitary housing for low-income persons."
The HACP has approximately 300 employees and services over 10,000 residents. The Authority,
its partners and subsidiaries operate approximately 4000 units of rental housing; and, through its
Housing Choice Voucher Program, funds housing assistance for the rental of more than 6000 other
units of privately owned housing.
Major operational departments include Asset and Site Management, Facility Services, Occupancy,
Housing Choice Voucher, and Modernization & Development. Major administrative departments
include Legal, Finance, Information Technology, and Human Resources. Our public and
community relations departments are Community Affairs and Resident Self-Sufficiency. All
departments work together to achieve the goals of the Authority that are set by the Board of
Commissioners. day to day decision-making rests with the Executive Director, who reports to the
Board of Commissioners on a regular basis.
The Housing Authority of the City of Pittsburgh seeks proposals from persons or organizations
qualified to provide Third-Party Property Maintenance Services.
The Authority is contemplating the award of a professional service contract, or contracts, for an
initial term of two (2) years with three (3), one (1) year extension options, for a total of five
(5) years, in the form of the Contract (Attachment A) through this solicitation process. If
submitting alterations to the HACP contract for review and acceptance by HACP, please submit
an electronic version in MS Word format with your proposal. If submitting your company contract
for review and acceptance by HACP, please submit an electronic version in MS Word format with
your proposal. If your contract is not included with your proposal, it is assumed that HACP's
contract will be used and is binding.
Any questions regarding this Request for Proposals should be in writing and directed to:
Mr. Brandon Havranek -
Associate Director of Procurement/Contracting Officer
Housing Authority of the City of Pittsburgh
412 Boulevard of the Allies
6th Floor, Procurement Department
Pittsburgh, PA 15219
412-456-5000 Ext 2890
If submitting questions via email, please send to brandon.havranek@hacp.org
A complete proposal package may be obtained from:
Business Opportunities Section of the HACP website, www.hacp.org
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Housing Authority of the City of Pittsburgh RFP #250-20-26
Third-Party Property
Maintenance Services
Following are the Key Dates associated with this Request for Proposals:
May 8, 2026 Deadline for Submission of Proposals
10:00 a.m.
Mr. Brandon Havranek
Associate Director of Procurement/Contracting
Officer
Housing Authority of the City of Pittsburgh
412 Boulevard of the Allies
6th Floor, Procurement Department
Pittsburgh, PA 15219
April 29, 2026 Pre-submission Meeting:
10:00 a.m. will be held via Zoom Meeting:
Join Zoom Meeting
https://hacp-
org.zoom.us/j/89778968370?pwd=pqQWIpQY
5c2IBQyjhTKhouZ91BvT2v.1
Meeting ID: 897 7896 8370
Passcode: 718703
Dial by your location:
+1 (301) 715-8592 US (Washington D.C)
April 30, 2026 Deadline for the submission of written
10:00 a.m. questions.
**Deadlines are subject to extension at HACP discretion and will be communicated as an
addendum to this solicitation.
HACP will also accept online submissions for this Request for Proposals, for those respondents
wishing to submit online, please go to the following web address to upload documents:
https://www.dropbox.com/request/frqDcZng7oo1mRbTV5XB
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 if submitting the information via flash drive. The title of the uploaded bid
shall be as follows:
[Full Company Name]_RFP #250-20-26__Technical
[Full Company Name]_RFP #250-20-26__Fee Proposal
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Housing Authority of the City of Pittsburgh RFP #250-20-26
Third-Party Property
Maintenance Services
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 proposals dropped off in person from 8:00 AM until the closing
time of 10:00 a.m. on May 8, 2026, in the lobby of the One Stop Shop at 412 Boulevard of the
Allies, Pittsburgh, PA 15219. Proposals may still be mailed via USPS at which time they will be
time and date stamped in the Procurement Department at 412 Boulevard of the Allies, 6th Floor
Procurement Department, Pittsburgh, PA 15219. All proposals must be received at the above
address no later than 10:00 a.m. on May 8, 2026, regardless of the selected delivery mechanism.
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Housing Authority of the City of Pittsburgh RFP #250-20-26
Third-Party Property
Maintenance Services
SECTION II
SCOPE OF SERVICES
Third-Party Property Maintenance Services
1. Purpose
The selected vendor(s) will provide an indefinite quantity of property maintenance (hereinafter,
"services") on an as-needed basis through the use of Task Orders. The contract(s) is expected to
have an overall duration of up to two (2) years with three (3) one (1) year extension options for a
total of five (5) years.
Once an indefinite quantity task order contract has been established between the parties and
when the HACP, and/or its affiliates, identify a need, a scope of work, an independent cost
estimate of the work, and request a Task Order proposal from the vendor will be prepared. Prior
to a vendor submitting its proposal, the vendor shall conduct a site investigation to ascertain the
conditions affecting the work. The vendor will submit a Task Order proposal, usually within 2-
10 calendar days. The proposal will be based on the unit prices and rates as set forth in the
Vendor's Fee Sheet attached hereto as Attachment K. HACP, and/or its affiliates, will review and
negotiate the Task Order proposal with the vendor, at which time the Contracting Officer issues a
written Task Order Notice to Proceed. The vendor shall furnish all necessary permits, bonds,
labor, material, tools, equipment, and transportation necessary to perform the Services most
expeditiously and economically consistent with the interests of HACP, and/or its affiliates, and
HUD.
2. General Requirements
a) Comply with all federal, state, and local codes, ordinances, and regulations.
b) Maintain proper licensing, certifications, insurance, and bonding.
c) Provide sufficient staffing, tools, equipment, and vehicles to perform all tasks.
d) Track and report work orders, labor, and materials.
3. Base Services
Services performed on a recurring or scheduled basis to maintain safe, functional, and
habitable buildings.
General Building Maintenance
a) Minor plumbing (leak repair, fixture replacement, unclogging).
b) Minor electrical (outlet/switch replacement, light fixture replacement, troubleshooting).
c) HVAC filter replacement and light servicing.
d) Carpentry, painting, drywall, and flooring repairs.
e) Window, screen, and door repairs.
f) Appliance installation and minor repairs.
g) Unit clean-outs, deep cleaning, and move-in preparation.
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Housing Authority of the City of Pittsburgh RFP #250-20-26
Third-Party Property
Maintenance Services
Preventive Maintenance
a) Routine inspections of building systems and structures.
b) Replacement of filters, bulbs, smoke detector batteries, and other consumables.
c) Reporting of hazards, deficiencies, or code violations.
d) Preparation support for HUD inspections (NSPIRE readiness).
4. As-Needed / Specialized Services
Services provided on a non-routine basis or for tasks requiring licensed trades, specialized
skills, or emergency response.
Plumbing Services
a) Installation, repair, and replacement of domestic water supply and sanitary systems.
b) Sewer and drain line inspections, jetting, and replacement.
c) Gas line installation, repair, and leak detection.
d) Water heater and boiler maintenance, repair, or replacement.
e) Backflow prevention testing and certification.
Electrical Services
a) Service upgrades, rewiring, and panel replacement.
b) Installation of new circuits, outlets, switches, and lighting systems.
c) Generator connection, testing, and emergency support.
d) Fire alarm and life safety system troubleshooting/repairs.
e) Electrical code compliance upgrades.
Mechanical / HVAC Services
a) Furnace, boiler, condenser, and chiller repair or replacement.
b) Duct cleaning, repair, and balancing.
c) Energy efficiency upgrades and retrofits.
d) Preventive and corrective maintenance of complex systems.
Structural & Building Systems
a) Roof inspection, repair, and replacement.
b) Masonry, foundation, and concrete repairs.
c) Waterproofing and building envelope restoration.
d) Elevator inspections, repair, and certified maintenance.
e) Window and door upgrades beyond routine repair.
Specialty Services
a) Environmental services (asbestos, lead-safe work, mold remediation).
b) Life safety system inspections and certification (sprinklers, alarms, extinguishers).
c) ADA or accessibility modifications.
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Housing Authority of the City of Pittsburgh RFP #250-20-26
Third-Party Property
Maintenance Services
Emergency Services
a) 24/7 response for plumbing, electrical, HVAC, or life/safety system emergencies.
b) Guaranteed response within 4 hours.
c) Immediate coordination with staff for resident communication.
5. Staffing & Supervision
a) Designated project manager as primary contact.
b) Generalist staff for Base Services; licensed trades for As-Needed Services.
c) All staff wear uniforms, carry identification, and maintain professional conduct.
6. Vendor as Emergency Point of Contact (POC)
24/7 Availability
a) Maintain a dedicated phone line or hotline for all emergency calls.
b) Ensure an on-call supervisor or technician is always available.
Triage & Dispatch
a) Receive after-hours calls directly from residents via staff.
b) Assess urgency and type of emergency.
c) Dispatch the appropriate technician(s) immediately, including licensed trades if needed.
Communication
a) Provide real-time updates to staff on initial assessment, actions taken, and estimated
completion time.
b) Notify immediately if additional support, equipment, or external contractors are required.
Documentation
a) Record every emergency request: time received, person reporting, issue description.
b) Log actions taken, materials used, and time to resolution.
c) Submit a written report within 24 hours.
Follow-Up
a) Confirm the problem has been fully resolved.
b) Schedule any necessary non-emergency follow-up work.
7. Performance Standards
a) Emergency work: respond within 4 hours.
b) Urgent work: respond within 48 hours.
c) Routine/base work: complete within 5 days.
d) Compliance with HUD and NSPIRE quality standards.
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Housing Authority of the City of Pittsburgh RFP #250-20-26
Third-Party Property
Maintenance Services
8. Reporting & Documentation
a) Electronic submission of work orders with before-and-after photos.
b) Certifications for specialized work provided within 10 business days.
c) Monthly reports including:
i. Work orders completed
ii. Labor and materials used
iii. Safety or compliance issues addressed
9. Deliverables
a) Completion of Base Services as scheduled.
b) Completion of As-Needed/Specialized Services upon request.
c) Compliance documentation for inspections and certifications.
d) Emergency response availability.
The Professional Services Contract that is anticipated for us to obtain these services is included
herein as Attachment A.
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Housing Authority of the City of Pittsburgh RFP #250-20-26
Third-Party Property
Maintenance Services
SECTION III
GENERAL REQUIREMENTS
An Offeror may be an individual or a business corporation, partnership, firm, joint venture or other
legal entity duly organized and authorized to do business in the City of Pittsburgh, financially
sound and able to provide the services being procured by HACP.
If an Offeror has been debarred, suspended, or otherwise lawfully precluded from participating in
any public procurement activity, such firm shall disclose that information in its offer, which may
be sufficient ground for disqualification. If the selected firm fails to disclose such information and
HACP discovers it thereafter, then HACP could terminate the contract.
Each Offeror must be in good standing with HACP, and any Federal, State or Municipality that
has or has had a contracting relationship with the firm. If the Offeror is not in good standing with
HACP, and/or any Federal, State or Municipality this must be disclosed. If a Federal, State or
Municipal entity has terminated any contract with an Offeror for deficiencies or defaults, that
Offeror must disclose this information to HACP. HACP will consider such facts and circumstances
during its evaluation of the Offeror's proposal. If the selected firm fails to disclose such
information and HACP discovers it thereafter, then HACP could terminate the contract.
The Offeror must have and maintain all necessary insurance to cover malpractice liability and
workers' compensation and submit proof of it with their proposal submission.
By receipt of this contract award, it shall be the responsibility of the successful Offeror to agree,
certify, and eventually show proof that the work and products provided and installed by the Offeror
are in full compliance with the requirements of the Build America, Buy America (BABA)Act.
More information can be obtained at the following link: https://www.hud.gov/baba.
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Housing Authority of the City of Pittsburgh RFP #250-20-26
Third-Party Property
Maintenance Services
SECTION IV
CONTENT OF RESPONSE DOCUMENTS
Offerors submitting Proposals should fully read and comprehend the HUD-5369-B Instructions
to Offerors Non-Construction provided in Attachment B and HUD-5370-C General Conditions
- Non Construction provided in Attachment C. Proposals received without all of the required
information may be deemed non-responsive. Offerors choosing to submit physical proposals
must submit one original plus three (3) paper copies of their technical proposal and one (1)
electronic copy in a PDF format on a Flash Drive. In a separate sealed envelope submit one (1)
original paper, one (1) paper copy and (1) electronic copy in a PDF format of the fee proposal.
Proposals must include, in the same order as below and using the forms attached hereto, the
following information, exhibits and schedules:
A. General Information
1. Letter of Interest (Cover letter)
2. Type of Organization; Corporation, Partnership, Joint Venture or Sole
Proprietorship. Names of shareholders, partners, principals and any other persons
exercising control over the Firm.
3. Description of the Offeror's capacity including staff resources
4. Organizational Certifications:
(a) Copies of Certificate of Incorporation, Partnership Agreement, Joint
Venture or other organizational document.
(b) A corporate resolution signed by the Secretary of the Corporation and
notarized, certifying the name of the individual(s) authorized to sign the
offer, the contract and any amendments thereto.
B. Previous Related Experience
1. 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 RFP.
Name of the contracting entity.
2. Name, title and a telephone number of a contract person for each identified
contracting entity to permit reference checks to be performed. The identified party
must be one who has first-hand knowledge regarding the operation of the contracted
facility or project and who was involved in managing the contract between the
Offeror and the contracting entity.
3. 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.
4. 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.
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