Third-Party Property Management Agent for Homewood House Apts, LLC (HHA)

Housing Authority of the City of Pittsburgh RFP #125-30-26
3rd Party Prop Mgmt Agent for HHA
HOUSING AUTHORITY OF THE CITY OF PITTSBURGH
REQUEST FOR PROPOSALS
Third-Party Property Management Agent for
Homewood House Apts, LLC (HHA)
RFP #125-30-26
Due:
October 15, 2026
9:00 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 #125-30-26
3rd Party Prop Mgmt Agent for HHA
SECTION I
INTRODUCTION
The Housing Authority of the City of Pittsburgh (HACP), on behalf of its instrumentalities and
affiliates, Allies & Ross Management Development Corporation (ARMDC) and Allied Pittsburgh
Management Group (APMG), seeks proposals from qualified persons or organizations to serve as
the Third-Party Property Management Agent for Homewood House Apts, LLC (HHA). HACP is
a municipal corporation formed under the U.S. Housing Act of 1937 (42 U.S.C. 1401 et seq.)
and the Housing Authorities Law of the Commonwealth of Pennsylvania (35 P.S. 1541 et seq.).
ARMDC and APMG serve as developer, managing, and operating entities for HACP's mixed-
finance and tax-credit portfolio.
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 Management Agent for Homewood House Apts, LLC
(HHA).
The Authority and its designated entities contemplate the award of a professional service contract,
or contracts, for an initial term of three (3) years with two (2) 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.
This solicitation is being conducted by HACP on its own behalf and on behalf of its
instrumentalities, subsidiaries, and affiliates, including but not limited to Allies & Ross
Management Development Corporation (ARMDC), Allied Pittsburgh Management Group
(APMG), and Homewood House Apts, LLC (HHA). HACP reserves the right to:
1. Cause the final contract(s) resulting from this RFP to be executed directly by ARMDC,
APMG, HHA, or a designated single-purpose tax credit entity;
2. Name ARMDC, APMG, and HHA as co-parties or third-party beneficiaries to the contract;
and
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Housing Authority of the City of Pittsburgh RFP #125-30-26
3rd Party Prop Mgmt Agent for HHA
3. Allow other current or future HACP-controlled instrumentalities or LIHTC project entities
to piggyback on the fee schedules and terms established under this solicitation to procure
third-party property management services without re-solicitation, in accordance with 2
CFR 200.318(e) and HUD Handbook 7460.8 REV 3 Chapter 15.3.
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
The following are the Key Dates associated with this Request for Proposals:
October 15, 2026 Deadline for Submission of Proposals
9:00 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
September 29, 2026 Pre-submission Meeting:
9:00 a.m. will be held via Zoom Meeting:
Join Zoom Meeting
https://hacp-
org.zoom.us/j/82867772482?pwd=qctuGy6I
YrlSJLnhJuYFFfWQZefmCG.1
Meeting ID: 828 6777 2482
Passcode: 282728
Dial by your location:
+1 301 715 8592 US (Washington D.C)
September 30, 2026 Deadline for the submission of written
9:00 a.m. questions.
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Housing Authority of the City of Pittsburgh RFP #125-30-26
3rd Party Prop Mgmt Agent for HHA
**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/oa269p7kvqzu526k4ey0
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 #125-30-26__Technical
[Full Company Name]_RFP #125-30-26__Fee Proposal
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 9:00 a.m. on October 15, 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 9:00 a.m. on October 15, 2026, regardless of the selected delivery mechanism.
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Housing Authority of the City of Pittsburgh RFP #125-30-26
3rd Party Prop Mgmt Agent for HHA
SECTION II
SCOPE OF SERVICES
The Housing Authority of the City of Pittsburgh (HACP) on behalf of Allies & Ross Management Development
Corporation (ARMDC) requires a Third-Party Property Management Agent for Homewood House Apts, LLC
(HHA). The Management Agent is expected to operate in strict adherence with Housing Finance Agency Law,
PHFA Property Operations Manual, Financial Reporting Manual, Regulatory Agreements, HUD Handbook
4350.3, HUD Handbook 4381.5, HOME regulations, U.S. Treasury CDFI Fund policies, and Fair Housing Act
standards. Where program rules conflict, the Management Agent shall enforce the most restrictive standard.
This Scope of Work covers financial management, marketing, HUD-compliant leasing, physical maintenance,
and personnel, with performance metrics targeting 95% occupancy and high NSPIRE scores.
General Property Management Services include:
1. Facilitate the execution of leases, rental agreements, amendments, renewals, and cancellations with
existing tenants and future tenants and collect monthly rent payments;
2. Recertifications & Available Unit Rule (AUR): Conduct annual income recertifications, collect utility
releases, enforce lease terms, and issue 30-day notices for rent adjustments or non-renewals;
3. Monitor households exceeding 140% of the LIHTC income limit upon recertification and enforce IRC
Section 42(g)(2)(D) next-available-unit sequencing;
4. Rent & Subsidy Processing: Collect all monthly tenant rents, utility reimbursements, and operational
receipts;
5. Manage HUD TRACS billing electronically, submitting monthly HUD-50059 certifications and HUD-
52670 HAP Voucher requests to ensure uninterrupted subsidy disbursements and resolve TRACS error
flags;
6. Utility Allowance Administration: Perform annual reviews, calculations, and submissions of PHFA/HUD
Utility Allowance Schedules using HUD-approved methods (e.g., HUD Utility Schedule Model or
consumption analysis) to guarantee Gross Rent (Rent + UA) does not exceed maximum allowable LIHTC
rent caps;
7. Account Custody: Deposit all operating revenue into an FDIC-insured Project Operating Account.
Maintain tenant security deposits in a separate, interest-bearing account pursuant to the PA Landlord-
Tenant Act of 1951;
8. Management Fee Calculation: Compute management fees against Gross Collected Revenue (GCR) in
accordance with HUD Handbook 4381.5 guidelines (clarifying per-unit-month caps based on actual
occupied/allowable vacant units);
9. Maintain resident files in accordance with all applicable regulations promulgated by the U.S. Department
of Housing and Urban Development, Pennsylvania Housing Finance Agency, as applicable;
10. Correspond with HACP in the management of the waitlist, processing applicants and coordination of
inspections and new move-ins;
11. Facilitate eviction of non-paying tenants, tenants who violate the terms of the lease agreement, when
necessary, effectively maintaining average rent collection at a rate of no less than 95%. The Management
Agent shall manage and track all past-due rent, delinquent accounts, and related legal and collection
activities, including issuing required notices, initiating and coordinating appropriate legal actions, tracking
cases, and maintaining records of filings, court dates, judgments, payment agreements, balances due, and
case outcomes. The Management Agent shall also manage and track collection efforts for outstanding
balances;
12. Ensure that all tenants are eligible persons or families and are income-qualified pursuant to Section 42 of
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Housing Authority of the City of Pittsburgh RFP #125-30-26
3rd Party Prop Mgmt Agent for HHA
the Internal Revenue Service ("IRS") code of the Pennsylvania Housing Finance Agency ("PHFA") Low
Income Housing Tax Credit ("LIHTC") policies, U.S. Treasury Department Community Development
Financial Institutions Fund ("CDFI") and that rents meet the definition of affordable pursuant to the
Project-Based Rental Assistance and or Project-Based Vouchers in accordance with U.S. Department of
Housing and Urban Development ("HUD") Office of Multifamily Housing Programs (additional program
requirements may be identified by HACP throughout the term of the contract);
13. Provide training relating to PBRA policies and administration for staff and affiliates staff. Ensure staff
reaches proficiency in program administration. The cost of such training will be paid by selected
Management Agent;
14. HOTMA Alignment: Ensure ongoing operations comply with the Housing Opportunity Through
Modernization Act (HOTMA) updates (24 CFR Part 5);
15. VAWA Compliance: Maintain a confidential Violence Against Women Act (VAWA) Emergency
Transfer Plan and log, providing required HUD-5380 and HUD-5382 notices upon application, lease
execution, and recertification;
16. Create Affirmative Fair Housing Marketing Plans and tenant selection procedures that ensure that
prospective tenants are not discriminated against due to their race, religion, national origin, familial status,
etc. Knowledge of the Fair Housing Act is required;
17. Manage and maintain occupancy in accordance with HUD standards to achieve and maintain a high
performer status, effectively maintaining an average occupancy rate of 96% or higher;
18. Supervise and arrange the routine maintenance and repairs of properties, including arrangements for
janitorial services and landscaping services;
19. Ensure property and grounds are well maintained, provide safe and sanitary living conditions, perform
necessary repairs, address all tenant issues, and ensure compliance with applicable municipal, state, and
federal code;
20. Public Safety Alignment: Support HACP's public safety and security objectives for the property through
proactive assessment, maintenance, coordination, and upgrading of all security systems and services.
21. Standardized Equipment & Access Control: Fund, deploy, and manage Verkada camera systems and
integrated Verkada access control hardware, or HACP-approved equal systems meeting identical
technical, cloud-managed, and encryption standards.
22. Dedicated ISP Infrastructure: Provision and fund a dedicated, independent Internet Service Provider (ISP)
line strictly reserved for the security and access control systems, keeping all security traffic segregated
from general site and worker networks.
23. Comprehensive Security SLA & Maintenance: Maintain a comprehensive Service Level Agreement
(SLA) and funding model for all security hardware. The SLA must cover rapid response to
outages/deficiencies, component repairs, routine software/firmware upgrades, physical re-positioning,
vandalism remediations, and planned system modernizations.
24. On-Site Security Personnel: Provide and fully fund professional on-site security services tailored to the
needs of the property.
25. Law Enforcement & HACP Coordination: Cooperate fully with the City of Pittsburgh Bureau of Police,
the HACP Office of Public Safety, and other relevant law enforcement bodies regarding security matters,
incident investigations, and footage requests in accordance with applicable laws and HACP policies.
26. Maintain 24/7 Emergency Response capacity, log Severe Health & Safety (SHS) deficiencies and remedy
within 24-hour repair window;
27. Facilitate tenant participation in Family Supportive Services and Resident Supportive Services programs
respectively; provide space at the site for services;
28. Facilitate the establishment of a legitimate Tenant Organization;
29. Develop accurate and concise operating budgets including costs for general maintenance, repair,
compensation, and security. The operating budget shall include suggested capital improvements, detailed
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Housing Authority of the City of Pittsburgh RFP #125-30-26
3rd Party Prop Mgmt Agent for HHA
suggestions for the improved operation of the properties covered and a detailed narrative;
30. Maintain accurate records pursuant to HUD requirements including procedures for reporting monthly rent
collections, enforcing the terms of the rental agreements, annual income and rent re-certifications, and
annual inspections of the units to ensure compliance with the National Standard for the Physical Inspection
of Real Estate (NSPIRE) and transmit said records and reports on a monthly basis. Examples of required
reports include, but are not limited to: Financial reports, Work Order reports and PIC reports;
31. Develop and implement annual preventive maintenance plans to ensure full compliance with NSPIRE
(National Standards for the Physical Inspection of Real Estate) requirements. Coordinate timely
submission and review with HACP, resulting in consistently achieving and maintaining NSPIRE
inspection scores of 90 or higher.
32. Environmental & Lead Safety: For properties built prior to 1978, conduct ongoing visual assessments for
deteriorated paint, execute lead-safe work practices during repairs, and satisfy annual notification
requirements.
33. Procurement & Spending Limits: Obtain competitive bids for contracted services and supplies, crediting
all rebates, discounts, and commissions to the property account. Secure prior written approval from Owner
before committing to non-recurring expenditures exceeding $5,000 or making structural/layout
alterations.
34. Capital Needs Assessments (CNA): Perform annual physical assessments, align operations with long-term
CNAs, and manage Reserve for Replacement draw requests through PHFA/HUD approval workflows.
35. Audits & MOR Readiness: Coordinate annual HUD/LIHTC Certified Financial Audits with an approved
independent CPA and submit audited reports within 90 days after fiscal year end. Maintain continuous
audit readiness for HUD/Contract Administrator Management and Occupancy Reviews (MORs),
targeting a "Superior" or "Above Average" score by conducting quarterly internal pre-audits on at least
10% of active tenant files.
36. Special Claims Processing: Preparing and submitting HUD Special Claims for unpaid rent, tenant
damages, or vacancy losses following resident turnover.
37. EIV (Enterprise Income Verification) System Master Management: Maintaining mandatory HUD EIV
policy manuals, running required EIV reports (Existing Tenant Search, Income Discrepancies, Deceased
Tenants, New Hires), and conducting mandatory security awareness logging.
38. Historical File Audit & File Transfer: Completing a 100% audit of existing resident files upon takeover
to correct past non-compliance to protect historical LIHTC equity tax credits from recapture.
39. Maintain all resident and property data in a HUD compatible operating system.
Respondents should also be prepared to submit documents required of the identified Management Agent for
application of the HAP Transfer.
HAP Assignment Checklist
Documents Needed to Assess Buyer/Buyer's Management Agent
1. Review Buyer history and experience (C1)
2. Buyer resume, including but not limited to, descriptions of the Buyer's:
3. History and experience in operating affordable housing;
4. History and experience in operating HUD affordable rental housing;
5. If applicable, success in rehabilitating multifamily properties at a scale similar scale to that proposed in
conjunction with the HAP assignment, as well as success in managing tenant relocation similar to any
proposed.
6. Organizational documents of buyer (partnership agreement; organizational chart; articles of incorporation
and bylaws; articles of organization, operating agreement, and member control agreement; certification of
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Housing Authority of the City of Pittsburgh RFP #125-30-26
3rd Party Prop Mgmt Agent for HHA
good standing).
7. Buyer's financial capacity (as applicable)
8. Buyer's Credit report;
9. Corporate and Personal Financial Statement; and
10. Schedule of real estate owned (REO).
11. Buyer's authorizing resolution.
12. Determine whether the Buyer/Controlling Participant(s) are in good standing (C2)
13. Previous Participation Certification (form HUD-2530) for each Controlling Participant that is part of the
Buyer's proposed ownership entity.
14. Determine whether Buyer has obtained necessary registrations (C3)
15. For the Buyer's proposed owner entity, a TIN and evidence of a UEI registration.
16. For the entity that will receive HAP (which may be the management agent), a TIN, voided check, and a
completed Standard Form 1199A.
17. Review pro forma balance sheet (C4)
18. Pro forma balance sheet showing how project accounts (e.g., security deposits, reserve for replacement (if
applicable)) are expected to appear on the day after closing.
19. A cash flow statement showing cash available to meet the property's obligations as of the date of HAP
assignment.
20. Review 10-year pro forma operating budget (C5)
21. Buyer's pro forma operating budget.
22. Review Rent Schedule (C6)
23. The Rent Schedule Low Rent Housing
24. Review Tenant Selection Plan (C7)
25. Proposed Tenant Selection Plan (Chapter 4, Section 1, HUD Handbook 4350.3)
26. Review Management Agent (C8)
27. Previous Participation Certification (form HUD-2530) for the management agent.
28. Management Agent's Certification (form HUD-9839-A, -B, or -C), and, if the management agent is new,
a Management Entity Profile (form HUD-9832) and other documents enumerated in HUD Handbook
4381.5.
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 #125-30-26
3rd Party Prop Mgmt Agent for HHA
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 #125-30-26
3rd Party Prop Mgmt Agent for HHA
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.
C. Proposed Staffing and Sub-consultants Responsibilities and Qualifications
Provide the following information relative to the proposed staffing and sub-consultants
for this contact:
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