01 HVH Exterior Window Cleaning SOW Fianl 10.26.26.docx

PROJECT STATEMENT SCOPE OF WORK

POWER WASHING EXTERIOR BUILDING WINDOWS

THE PENNSYLVANIA DEPARTMENT OF MILITARY AND VETERANS’ AFFAIRS

HOLLIDAYSBURG VETERANS HOME

I. Objectives.

A. General. The Department of Military and Veterans Affairs (DMVA) is seeking to award a purchase order (PO) for the provision of semi -annual window power washing, cleaning resident building windows at the Hollidaysburg Veterans Home (HVH) in accordance with this project statement.

B. Specific. HVH is located at 138 Veterans Boulevard, Duncansville, PA 16635

The PO will cover all semiannual inspection and power washing of exterior windows in two resident buildings as outlined is this project statement. These services will consist of all-inclusive cleaning services to keep exterior windows clean and in good-looking condition.

C. DMVA Contracting Officer. The DMVA Contracting Officer responsible for the solicitation and PO award is:

Kitrina Ciesla, Purchasing Agent Procurement & Contracting Bldg. 0-47 Fort Indiantown Gap Annville, PA 17003-5002 Phone: 717-861-6841 Email: kciesla@pa.gov

D. Method of Award and Term of PO. DMVA shall award the PO to the lowest responsive quote.

It is DMVA’s intent to establish a three year PO with two, one year renewal options. The term of the PO shall commence on the executed effective date and shall end on the expiration date identified on the PO. Services shall begin as specified in the project statement or notice to proceed letter, whichever is the later. DMVA reserves the right, upon written notice to the awarded contractor, to extend the term of the PO or any part of the PO for up to 90 days under the same terms and conditions.

II. Minimum Qualification Requirements.

A. Pricing. Potential bidders shall submit pricing for all line items/services requested by DMVA.

III. Project Statement.

A. Contractor Responsibilities. The awarded contractor shall provide semiannual inspections and power washing of exterior windows located at HVH. HVH currently has two buildings, Lightner Hall and MacArthur Hall. The awarded contractor shall inspect, clean, and power wash all exterior windows in spring and fall as determined by the facility. MacArthur Hall has window screens that will need to be removed before cleaning.

The awarded contractor shall supply all personnel, equipment, fall protection, supplies and material to clean, power wash all exterior windows.

The awarded contractor shall provide a list of chemicals used and provide documentation to the facility Maintenance Director or designee, and the Maintenance Director for review and record keeping.

The awarded contractor shall provide semiannual cleaning logs and maintenance certifications for all services provided under the PO. The certificates shall include a listing of all deficiencies, deficiencies that were not corrected and the location of the deficiencies. The awarded contractor shall provide the documentation to the Facility Maintenance Director or designee upon the completion of each individual service.

B. Hours of Operation. The awarded contractor shall perform the services and deliveries within normal business hours. Services or deliveries may be performed outside of normal business hours with prior approval from the Program Office POC. Normal business hours are Monday – Friday from 7:00 am through 4:00 pm.

C. Estimated Quantities. DMVA quantities listed in the Purchase Order are considered estimated.

D. Final Inspection. DMVA reserves the right to conduct a final inspection and acceptance of all work or deliverables acquired under this PO.

E. Like Services/Increase and Decrease Quantities. The DMVA Reserves the right to add like services or supplies to the contract not listed in the original solicitation or contract if a need arises. The awarded contractor will be notified in writing when services or supplies have been added. DMVA reserves the right to increase and decrease quantities resulting from variations between any estimated quantities in the Contract and actual quantities.

F. Qualification/Scope of Work Changes. The DMVA reserves the right to change qualifications and/or scope of work items to enhance the success of the service.

G. Infection Control. The awarded contractor must comply with all Commonwealth of PA infection control requirements, Centers for Disease Control and Prevention (CDC) guidance, and COVID-19 guidelines for the duration of the contract period.

H. Background Checks. (January 2023)

a. The Contractor must, at its expense, arrange for a background check for each of its employees, as well as the employees of any of its subcontractors, who will have access to Commonwealth facilities, either through on-site access or through remote access. Background checks are to be conducted via the Request for Criminal Record Check form and procedure found at https://www.psp.pa.gov/Documents/Public%20Documents/criminal_history/CRC%20Request%20SP%204-164.pdf. The background check must be conducted prior to initial access and on an annual basis thereafter.

b. Before the Commonwealth will permit access to the Contractor, the Contractor must provide written confirmation that the background checks have been conducted. If, at any time, it is discovered that a Contractor employee has a criminal record that includes a felony or misdemeanor involving terroristic behavior, violence, use of a lethal weapon, or breach of trust/fiduciary responsibility or which raises concerns about building, system or personal security or is otherwise job-related, the Contractor shall not assign that employee to any Commonwealth facilities, shall remove any access privileges already given to the employee and shall not permit that employee remote access unless the Commonwealth consents to the access, in writing, prior to the access. The Commonwealth may withhold its consent in its sole discretion. Failure of the Contractor to comply with the terms of this Section on more than one occasion or Contractor's failure to appropriately address any single failure to the satisfaction of the Commonwealth may result in the Contractor being deemed in default of its Contract.

c. The Commonwealth specifically reserves the right of the Commonwealth to conduct background checks over and above that described herein.

d. Access to certain Capitol Complex buildings and other state office buildings is controlled by means of card readers and secured visitors' entrances. Commonwealth contracted personnel who have regular and routine business in Commonwealth worksites may be issued a photo identification or access badge subject to the requirements of the contracting agency and DGS set forth in Enclosure 3 of Commonwealth Management Directive 625.10 (Amended) Card Reader and Emergency Response Access to Certain Capitol Complex Buildings and Other State Office Buildings. The requirements, policy and procedures include a processing fee payable by the Contractor for contracted personnel photo identification or access badges.

I. Facility Policies and Procedures. The awarded contractor’s employees providing services at the DMVA location shall follow all policies and procedures of the location(s). The awarded contractor may obtain a copy of all policies and procedures from the Program Office POC.

J. Facility Security Procedures. Each time the awarded contractor’s employees provide services for DMVA, they will be required to sign in at the security desk at the main entrance of the facility, obtain contractor identification badges, and report to DMVA POC, prior to the provision of services under this PO. Upon completion of the services, the awarded contractor’s employees must return to the security desk, sign out, and return all badges issued to them. For the Veterans Homes, any medical providers or individuals providing services directly to residents will be required to punch in and out at a time clock or access device. The awarded contractor shall follow all required security procedures of each location within the facility in addition to any other pertinent identification or requirements as deemed necessary by DMVA. Particularly sensitive areas may require DMVA staff to accompany the awarded contractor’s employees. These procedures may vary from work location to work location and must be adhered to. If requested by the facility designee, the awarded contractor shall provide paperwork for facility designee to sign verifying satisfactory services have been provided.

K. Background Check Restrictions. The awarded contractor’s employees, contractors, or resources shall not be employable by DMVA if they have been found guilty of abuse, neglect, exploitation, misappropriation of property or mistreatment by a court of law, or have had a finding entered into the Pennsylvania nurse aide registry or any State registry if applicable, concerning abuse, neglect, exploitation, mistreatment of residents or misappropriation of resident property, or have disciplinary action in effect against his/her professional license by at state licensure body as a result of finding of abuse, neglect, exploitation, mistreatment of residents or misappropriation of resident property. DMVA has the right to review each individuals background check on a case-by-case basis for any other infractions.

L. Removal of Contractor Personnel. The POC or designee reserves the right to direct the awarded contractor to permanently remove any contractor personnel from duty under the PO when the performance does not meet the standards outlined in these Specifications or when DMVA determines that it is in the best interest of the Commonwealth to have the personnel removed. The POC or designee shall notify the awarded contractor in writing of the reason(s) the removal of contracted personnel is required. Removal of contractor personnel will not relieve the awarded contractor of any performance requirements under the PO or create an entitlement of the contractor to receive an equitable payment adjustment. The awarded contractor shall not, without the POC or designee’s consent, assign a permanently removed individual to DMVA at any time.

M. Compliance. All services and supplies provided must be compliant with the most current applicable Federal, State, and Local, Standards, Laws, Guidelines, Licensure Requirements, and Regulations (Requirements). In any event where the awarded contractor creates a scenario where the contracting agency is found to be out of compliance with any Requirements the awarded contractor will be liable and responsible for any damages suffered by DMVA. All non-compliance issues must be addressed and resolved by the awarded contractor within (48) forty-eight hours of notification to the awarded contractor. It is the awarded contractor’s responsibility to ensure they are complying with all Requirements, including any updates throughout the duration of the contract, regardless of being provided them specifically by DMVA.

N. Annual Training of Contracted Staff: All awarded contractors, contractor personnel, and subcontractors that encounter residents during the performance under their contract at a Veterans Homes shall complete annual training. The training will consist of safety topics, emergency preparedness, residents’ rights, abuse, infection control, reporting, incidents, HIPAA, and compliance. The approximate length of all combined trainings is estimated at no more than 2 hours per person. The cost associated with the annual trainings shall be included in contract amount and shall not be billed separately.

O. Billing. The awarded contractor shall invoice DMVA for services provided under the PO. Renewal year pricing will be maintained at each renewal period. The awarded contractor may be required to provide verification of costs.

The awarded contractor shall submit a monthly invoice for all inspections, maintenance and on-call repair services. The monthly invoices will contain an itemization as defined in the Commonwealth Terms & Conditions.

If the invoice does not contain the minimum information set forth as defined in the Commonwealth’s Standards Terms & Conditions, the Commonwealth may return the invoice as improper. If the Commonwealth returns an invoice as improper, the time for processing a payment under the Commonwealth’s Standard Contract Terms and Conditions for POs, will be suspended until the Commonwealth receives a correct invoice. The awarded contractor may not receive payment until the Commonwealth has received a correct invoice.

P. Program Office POC. The awarded contractor shall provide all required documentation throughout the term of the executed PO to the POC for the program office:

Dawn Hopkins, Administrative Officer Department of Military & Veterans Hollidaysburg Veterans Home 138 Veterans Boulevard Duncansville, PA 16635 Telephone: 814-696-5210 Email Address: dawhopkins@pa.gov

Bureau of Office Services, Division of Procurement and Contracting Bldg 0-47 | Fort Indiantown Gap | 717.861.6249 | F 717.861.2932 | Annville, PA 17003-5002 | www.dmva.pa.gov