Property Insurance & Comprehensive General Liability Insurance

BID DOCUMENTS AND SPECIFICATIONS
PROPERTY INSURANCE
(Basic Perils Excluding Vandalism)
AND
COMPREHENSIVE GENERAL LIABILITY INSURANCE
Thomas J. Ward Jr...................................................................................................Chairman
Dave Madsen.................................................................................................Vice Chairman
Elizabeth Bryant.....................................................................................Assistant Secretary
George Connor.......................................................................................................Treasurer
Doug Brown............................................................................................Assistant Treasurer
Leah Eppinger, AICP.................................................................Executive Director/Secretary

TABLE OF CONTENTS
DESCRIPTION PAGE
INVITATION FOR BIDS ...................................................................................1
BACKGROUND INFORMATION .....................................................................2
INSTRUCTIONS TO BIDDERS........................................................................ 3-7
SPECIFICATIONS
PART I - PROPERTY INSURANCE ...................................................................8-11
PART II - COMPREHENSIVE GENERAL LIABILITY ........................................... 12-14
PART III - UNDERWRITING INFORMATION .................................................... 15-21
LOSS EXPERIENCE ..................................................................................... 22
BID FORMS
PROPERTY INSURANCE ............................................................................... 24
COMPREHENSIVE GENERAL LIABILITY .........................................................25
MULTI-PERIL INSURANCE ........................................................................... 26

INVITATION FOR BIDS
The Housing Authority of the County of Dauphin (HACD) will receive sealed bids for
Property (Basic Perils Excluding Vandalism) and Comprehensive General Liability
Insurance until 12 pm on October 30, 2026.
Bid documents, including specifications, may be obtained online from HACD's website,
www.dauphinhousing.org, or by contacting Ms. Jorgi McCarren via email at
jmccarren@dauphinhousing.org or telephone at (717) 939-9301, extension 513.
HOUSING AUTHORITY OF THE COUNTY OF DAUPHIN
Thomas J. Ward, Jr.
Chairman
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BACKGROUND INFORMATION
The Housing Authority of the County of Dauphin develops, manages, and maintains family
and elderly housing facilities under the Low-Income Public Housing Program authorized by
the United States Housing Act of 1937, as amended. Through the U.S. Department of
Housing and Urban Development, the Housing Authority receives technical and financial
assistance to provide decent, safe, and sanitary dwellings at affordable rents to low-
income families and the elderly. The public housing program is administered at the local
level by Housing Authorities, which are non-Federal public agencies authorized by state
legislation and generally established by action of a local government.
The Housing Authority of the County of Dauphin functions in the capacity of developer,
owner, and manager of 15 (fifteen) low-income public housing developments consisting of
724 dwelling rental units located through the County of Dauphin, excluding the City of
Harrisburg. The Housing Authority has the responsibility for planning, financing,
constructing, and managing its properties subject to applicable laws and contractual
relationships with the U.S. Department of Housing and Urban Development and the local
governing body. The landlord-tenant relationship of the Housing Authority is established by
virtue of its ownership of the properties and the provisions of individual leasing agreements
with its tenants. The Housing Authority performs all of the functions of a private landlord,
including leasing units, collecting rents, maintaining the properties, and all of the other
responsibilities related thereto.
The responsibilities of the Housing Authority for its public housing developments are
embodied in the State enabling legislation and an Annual Contributions Contract entered
into between the Housing Authority and the U.S. Department of Housing and Urban
Development. The Housing Authority is required to operate each low-income project for
the purpose of providing decent, safe, and sanitary dwelling units within the financial reach
of low-income families and to operate the project with efficiency, economy, serviceability,
and stability.
The U.S. Department of Housing and Urban Development assists the Housing Authority
financially through an Annual Contributions Contract by providing capital funds for
developing new facilities, maintaining existing facilities, and making debt-service
payments. In addition, the department provides the Housing Authority with an annual
operating subsidy to assist in preserving the low-income character of the developments,
provide adequate administrative and maintenance services, and to ensure financial
solvency.
2

INSTRUCTIONS TO BIDDER
3

INSTRUCTIONS TO BIDDERS
A. Each request for interpretation as to the meaning of specifications shall be directed to
Ms. Jennifer Coy at the Housing Authority of the County of Dauphin via email at
jcoy@dauphinhousing.org or via telephone at (717) 939-9301, extension 539.
B. Preparation of Bids.
1. All bids must be made on the forms supplied by the Housing Authority and shall be
submitted in a sealed envelope, bearing the title "Bid for Property/GCL/Multi-Peril
Insurance". A digital version of the bid must be supplied in the sealed envelope via
USB drive along with the paper copy.
2. Bids may be submitted separately for either insurance policy, or as a multi-peril
package, and must be so indicated on the bid forms.
3. Bids shall exclude projected dividends.
4. Bids must be signed and the bidder's name typed or printed on the bid sheet and
each continuation sheet that requires the entry of information by the bidder. Erasures
or other changes must be initiated by the person signing the bid. Bids signed by an
agent shall be accompanied by evidence of that agent's authority.
C. Receipt of Bids. All bids must be received by the Housing Authority of the County of
Dauphin on or before 12:00 noon, prevailing time, on Friday, October 30, 2026. The
address for receipt of the bid package is Housing Authority of the County of Dauphin, 501
Mohn Street, Steelton, PA 17113. Any bid received after the exact time specified cannot be
considered for award unless it is the only bid received.
D. Bid Opening. Bids will be publicly opened and read aloud beginning at 1:00 pm, prevailing
time, on Friday, October 30, 2026.
E. Bid Acceptance Period. The Housing Authority shall have a period of thirty (30) calendar
days following the bid opening date to make the award. No bids may be withdrawn during
the acceptance period.
F. Attendance at Bid Opening. At the time fixed for the opening of bids, their contents will be
made public for the information of bidders and other properly interested parties, who may
either be present in person or by their representative.
G. Signature to Bid. Bids shall be made on the enclosed bid forms showing the name of the
insuring company and quoting agency and signed by the owner or appropriate executive
officer of the firm.
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H. Claim Reports. The agency or company receiving the award shall provide, 120 days prior to
expiration, a report of all claims including date of claim, amount paid or reserved and a
description of the type and nature of each claim.
I. Certified Duplicate Policy. The insurer receiving the award shall deliver an original and a
certificate of insurance to the insured. A sixty (60) day notice of cancellation to the
certificate holder, in the event the policy is cancelled mid-term, is required.
J. The Housing Authority of the County of Dauphin reserves the right to waive any informalities
and reject all bids.
K. No Warranty. The bidder is required to examine the specifications, instructions, and risks to
be covered. Failure to do so will be at the bidder's own risk. It is assumed that the bidder
has made such investigation as to be fully informed as to the extent and character of the
hazards and of the requirements of the specifications. No warranty is made or implied as to
the information contained in the specifications.
L. Bidder Qualifications. A bidder is an insurance company or an agent/broker submitting a
bid on behalf of an insurance company or companies. In order to be considered for award, a
bidder must meet the qualifications below. Bidders not meeting these qualifications will not
be considered for award.
1. Insurance Companies
a) Each participating insurer shall be licensed or duly authorized to issue
insurance in the state of Pennsylvania. "Duly authorized" means that the
insurer(s) shall be listed with the state insurance commissioner as an
approved or admitted carrier. If a bid is submitted by a "surplus lines"
insurance company, the company must be authorized to conduct business
in the state by the insurance department.
b) Each participating insurer shall be financially sound and responsible, which
may be evidenced by a rating in the current A.M. Best's Insurance Reports of
"B+" or better for performance and shall have a financial rating of "Class VI"
or greater for company size, or an A.M. Best Company Financial Performance
Index (FPI) rating of "6" or higher that is in the NA-3 category (Insufficient
Operating Experience). A rating of at least "A" by Demotech will also be
acceptable. The rating by either one or the other of these rating
organizations should be shown on the bid when it is submitted.
2. Agent/Brokers. The agent/broker shall be licensed or duly authorized to issue,
solicit, and service commercial property/casualty insurance in accordance with the
laws of the state of Pennsylvania.
5

M. Method of Award.
1. The Housing Authority of the County of Dauphin will award a contract to the lowest
responsible bidder that has complied with all bid conditions separately for the
Property Insurance and for the Comprehensive General Liability Insurance or a
combined as a Multi-Peril Insurance package, depending on what is most
advantageous to the Housing Authority.
2. The Housing Authority of the County of Dauphin may reject any or all bids if such
action is in the best interest of the Housing Authority, accept other than the lowest
bid, and waive minor informalities and minor irregularities in bids received.
3. The Housing Authority of the County of Dauphin will award a contract on the basis of
bids received without discussion. Therefore, each bid should contain the bidder's
best terms from a cost or price standpoint.
4. The awarding of this contract to a specific agent/broker does not establish an
agent/broker of record agreement with the Housing Authority of the County of
Dauphin.
5. In the event a disagreement arises between the agent/broker and the insuring
company, any such disagreement shall not be the cause for the cancellation of the
policy by the insuring company.
N. Taxes and Fees. All excess and surplus lines taxes and fees, if applicable, shall be included
in the total premium bid. The bidder shall attach a listing of the amount of such taxes and
fees applicable.
O. Organization Conflicts of Interest.
1. The contractor certifies by submission of a bid that, to the best of its knowledge and
belief and except as otherwise disclosed, he or she does not have any organizational
conflict of interest; which is defined as a situation in which the nature of work under
a proposed Housing Authority contract and prospective contractor's organizational,
financial, contractual, or other interests are such that:
a) Award of the contract may result in an unfair competitive advantage;
b) The contractor's objectivity in performing the contract work may be
impaired; or
c) The contractor has disclosed all relevant information and requested the
Housing Authority make a determination with respect to this contract.
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d) The contractor agrees that if after the award he or she discovers an
organizational conflict of interest with respect to this contract, he or she hall
make an immediate and full disclosure in writing to the Housing Authority,
which shall include a description of the action that the contractor has taken
or intends to take to eliminate or neutralize the conflict. The Housing
Authority may, however, terminate the contract for the convenience of the
Housing Authority if it would be in the best interest of the Housing Authority.
e) In the event the contractor was aware of an organizational conflict of interest
before the award of this contract and intentionally did not disclose the
conflict, the Housing Authority may terminate the contract for default.
f) The contractor shall require a disclosure or representation from
subcontractors and consultants who may be in a position to influence the
advice or assistance rendered to the Housing Authority and shall include any
necessary provisions to eliminate or neutralize conflicts of interest in
consultant agreements or subcontracts involving performance or work
under this contract.
P. Debarred, Suspended, and Ineligible Contractors. The bidder certifies by submission of a
bid that it is not a debarred, suspended, or ineligible contractor by any agency of the federal
or state government. (No bid received from a debarred, suspended, or ineligible contractor
will qualify for award.)
7

SPECIFICATIONS
(PART I)
PROPERTY INSURANCE
(Basic Perils Excluding Vandalism)
8