Housing Authority of the City of Pittsburgh
Invitation for Bid
Ford Vehicle Fleet Maintenance
IFB #850-30-24
HOUSING AUTHORITY OF THE CITY OF PITTSBURGH
INVITATION FOR BID
IFB # 850-30-24
Ford Vehicle Fleet Maintenance
RESPONSES DUE:
October 17, 2024, at 9:00 a.m.
1
Housing Authority of the City of Pittsburgh
Invitation for Bid
Ford Vehicle Fleet Maintenance
IFB #850-30-24
HOUSING AUTHORITY OF THE CITY OF PITTSBURGH
INVITATION FOR BIDS
for
Ford Fleet Vehicle 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 INSTRUCTIONS.............................................................. 11
PART 2 - REPRESENTATIONS AND CERTIFICATIONS OF BIDDERS ................................... 13
PART 3 - CONTRACT TERMS AND CONDITIONS....................................................................... 19
LIST OF ATTACHMENTS ...................................................................................................................30
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
Ford Vehicle Fleet Maintenance
IFB #850-30-24
HOUSING AUTHORITY OF THE CITY OF PITTSBURGH
INVITATION FOR BIDS
for
Ford Fleet Vehicle Maintenance
IFB# 850-30-24
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 Ford Fleet Vehicle 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: September 16, 2024
II.1. SUBMISSION DEADLINE: Bids must be received by 9:00 a.m. Eastern Time on October 17, 2024. 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. Please submit an
electronic version in MS Word or PDF format on a flash drive in t sealed envelope.
Submit bids to:
Mr. Brandon Havranek, Associate Director of Procurement
Housing Authority of the City of Pittsburgh
412 Boulevard of the Allies, 6th Floor
Pittsburgh, PA 15219
412-456-5700 (Fax) (For Questions only)
Brandon.havranek@hacp.org (For Questions only)
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Housing Authority of the City of Pittsburgh
Invitation for Bid
Ford Vehicle Fleet Maintenance
IFB #850-30-24
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/Wa7mMrdEfKe4oXRc7Hgl
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. The title of the uploaded bid shall be as follows:
[Full Company Name]_IFB # 850-30-24_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 9:00 a.m. on
October 17, 2024, in the HACP One Stop Shop located in the lobby of 412 Boulevard of the Allies, Pittsburgh,
PA 15219. 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 9:00 a.m. on October 17, 2024, 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 September 26, at 9:00 a.m. Please see access
information below:
Join Zoom Meeting
Zoom URL link https://hacp-
org.zoom.us/j/85035870562?pwd=5Tttq84iXaJgXAtKjwa4dsEaGTBcIi.1
Meeting ID: 850 3587 0562
Passcode: 864539
Dial in: +1 309 205 3325 US
II.4. BID OPENING DATE: October 17, 2024, at 9:00 a.m.
Join Zoom Meeting
Zoom URL link:
https://hacp-
org.zoom.us/j/87545720376?pwd=J0azHh6bCdc302T8kHChWWm4YyIxGh.1
Meeting ID: 824 9442 7782
Passcode: 157394
Dial in:
+1 301 715 8592 US (Washington D.C)
All interested parties are encouraged to attend the bid opening.
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Housing Authority of the City of Pittsburgh
Invitation for Bid
Ford Vehicle Fleet Maintenance
IFB #850-30-24
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 October 1, 2024, at 9:00 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.
(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. 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 erasure 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.8. 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.
II.9. 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
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