02. SOW_Janitorial Services_Revised.pdf

STATEMENT OF WORK

Janitorial Services Agreement

Bald Eagle State Forest District Office (Forest District 7)

I. SCOPE OF WORK

The Commonwealth of Pennsylvania, Department of Conservation and Natural Resources, Bureau of

Forestry, Bald Eagle State Forest requires janitorial services for the cleaning of the District Office located at

18865 Old Turnpike Road, Millmont, PA 17845.

Questions regarding the technical aspects should be directed to Matthew Beaver or Angie Walter at 570-

922-3344 or mbeaver@pa.gov or angwalter@pa.gov. Questions regarding the bidding or contracting

Procedures should be directed to Jody Russell at 717.783.2566 or jorussell@pa.gov.

II. CONTRACTOR QUALIFICATIONS

A. This invitation for bid (IFB) is reserved for the Small Business Procurement Initiative as designated in Executive Order 211-09 dated November 21, 2011. Only Self Certified Small

Businesses which have been certified by the Department of General Services prior to the bid opening date and time may submit a response to this IFB.

Your self-certification form from the Department of General Services must be submitted along with your IFB response. Failure to produce a valid Self Certified Small Business certificate shall render your submission non-responsive.

For more information on the Department of General Services Small Business Self Certification process please visit: Small Business Program.

B. Pursuant to Executive Order 2021-06, Worker Protection and Investment (October 21, 2021), the Commonwealth is responsible for ensuring that every Pennsylvania worker has a safe and healthy work environment, and the protections afforded them through labor laws. To that end, contractors and grantees of the Commonwealth must certify that they are in compliance with all applicable Pennsylvania state labor and workforce safety laws. Such certification shall be made through the Worker Protection and Investment Certification Form (BOP-2201) and submitted with the bid, proposal, or quote. Failure to submit a completed Worker Protection and Investment

Certification Form may render your submission non-responsive.

III. DISTRICT OFFICE BUILDING

The District Office Building consists of twelve (12) offices including the large front desk/clerical area, the

Forest Tech. area in the rear, library, and three (3) restrooms on the main floor. There is one (1) kitchen/break room, one (1) kitchen/conference room, and three (3) restrooms on the lower floor, totaling approximately 10,240 sq. ft.

All work shall be done when office is normally closed - evenings, weekends, or holidays.

mailto:angwalter@pa.gov mailto:jorussell@pa.gov https://www.dgs.pa.gov/Small%20Business%20Contracting%20Program/Pages/default.aspx https://www.dgs.pa.gov/Small%20Business%20Contracting%20Program/Pages/default.aspx

No work to begin prior to 4:00 p.m. on weekdays unless specifically requested by District Forester.

The day of cleaning shall be mid-week on Wednesday. If day of cleaning needs to be changed, the

District Forester or his representative will need to be contacted for approval in advance.

IV. CONTRACT TASKS

The Bureau will provide vacuum cleaner, brooms, mops, pails, paper towels, toilet paper, trash bags, trash can liners, hand soap for restrooms, and all required janitorial supplies including, but not limited to, detergents, window cleaner, furniture polish, deodorizers, and dust cloths. It will be the Contractor’s responsibility to advise the Department when supplies are being depleted and need to be reordered.

Contractor must submit requests for cleaning tools, materials, and supplies to be furnished by the agency at least thirty (30) days in advance.

Contractor will be responsible for ensuring that the designated doors are locked, all lights are turned off, and the security alarm is armed prior to leaving the premises.

The following tasks shall be completed in performance of the Contract:

A. Once Weekly Duties (Wednesday):

Clean & disinfectant offices, stairways, conference room, library, kitchens, and corridors (both 1st and 2nd floors) as follows:

• Vacuum/dry mop floors.

• Clean glass surfaces.

• Handles on all doors.

• Light switches.

• Hand railings.

• Dust window blinds as needed.

• Remove any cobwebs.

Empty all waste cans, placing disposed material in garbage bags supplied by the Bureau:

• Clean cans as needed.

• Place bags in dumpster.

Empty all paper recycling cans and place in appropriate labelled bin in basement garage.

Clean all restrooms as follows:

• Wash sinks – Clean all porcelain, chrome work, and adjacent surfaces.

• Mirrors are to be cleaned and polished as needed.

• Floors - Wet mop with detergent/disinfectant; remove stains below toilets and beneath sinks.

• Toilets - Clean inside bowl with brush and cleaner; wipe down with disinfectant/clean toilet seat, lid, and the entire outside of the porcelain bowl.

• Replenish supplies of toilet paper, paper towels, and soap as needed.

B. Semi-Annual Duties (April and October):

• Clean windows - interior and exterior.

• Wet wipe with “Murphy’s Oil Soap” all wood paneling and doors, woodwork, and all wood cabinets.

• Remove any visible marks and dirt from walls.

• Drop covers and clean cover and framework of ceiling lights as needed.

• Shampoo clean carpet floors.

• Strip and buff tile floors.

Definition of the term “clean” shall be defined by District Forester or his representative.

V. PERFORMANCE ISSUES

A. Weekly Mid-week Cleanings of District Office

1. If a cleaning is missed, the contractor will not be paid for that cleaning.

2. If cleanings do not meet the requirements outlined herein, the Contractor will be contacted to take immediate corrective actions (within 24 hours) that resolve all outstanding cleaning concerns.

3. If the Contractor is unable or does not resolve any outstanding cleaning concerns within 24 hours, the Contractor will not be paid for that respective cleaning.

4. Five (5) unsatisfactory cleanings that require corrective action between the semi-annual cleanings are unacceptable. A mandatory performance meeting will be held with the contractor to address performance concerns, discuss corrective actions, and outline potential repercussions.

B. Semi-annual Cleanings of District Office

1. The Forest District Manager, or designee, will thoroughly inspect the building after each of the semi-annual cleanings are complete. If required work tasks listed in this statement of work are not completed the Forest District Manager, or designee, will provide to the contractor a list of the uncompleted tasks.

2. Any missed or improperly completed tasks must be properly rectified and approved by the Forest District Manager, or designee, with seven (7) calendar days of the original cleaning date.

3. Should the contractor unsatisfactorily rectify any missed or improperly handled tasks within seven (7) calendar days, the contractor will not be paid for that semi-annual cleaning.

VI. CONTRACTOR REFERENCES

After the bid opening, and prior to awarding the Contract, the Department has the right to request references (name, addresses, and telephone numbers) of similar work performed in the previous two (2) years as proof of qualifications to perform the work involved in this Contract. Similar work as defined as:

“prior janitorial services in an office-cleaning setting are required.”

References are an optional tool available to the DCNR to help determine bidder capabilities. If any of these references are requested and the bidder cannot supply the necessary documentation and proof of compliance, the DCNR reserve the right to reject the bidder. The decision to both request references or reject bidders based on inadequate reference will be made solely at the discretion of the DCNR.

VII. INSURANCE

The Contractor is required to have in place during the term of the Contract and any renewals or extensions thereof, the following types of insurance, issued by companies acceptable to the Commonwealth and authorized to conduct such business under the laws of the Commonwealth of Pennsylvania:

A. Worker's Compensation Insurance for all the Contractor's employees and those of any subcontractor engaged in work at the site of the project as required by law.

B. Public Liability and Property Damage Insurance to protect the Commonwealth, the

Contractor, and any and all subcontractors from claims for damages for personal injury (including bodily injury), sickness or disease, accidental death and damage to property including the loss of use resulting from any property damage, which may arise from the activities performed under the

Contract or the failure to perform under the Contract, whether such performance or nonperformance be by the Contractor, by any subcontractor, or by anyone directly or indirectly employed by either. The minimum amounts of coverage shall be $250,000 per person and

$1,000,000 per occurrence for bodily injury, including death, and $250,000 per person and

$1,000,000 per occurrence for property damage. Such policies shall be occurrence rather than claims-made policies and shall not contain any endorsements or any other form designated to limit and restrict any action by the Commonwealth, as an additional insured, against the insurance coverage in regard to work performed for the Commonwealth.

Prior to commencement of the work under the Contract and at each insurance renewal date during the term of the Contract, the Contractor shall provide the Commonwealth with current certificates of insurance. These certificates or policies shall name the Commonwealth as an additional insured and shall contain a provision that the coverage's afforded under the policies will not be cancelled or changed until at least thirty (30) days written notice has been given to the Commonwealth. The Commonwealth shall be under no obligation to obtain such certificates from the Contractor(s).

Failure by the Commonwealth to obtain the certificates shall not be deemed a waiver of the Contractor's obligation to obtain and furnish certificates. The Commonwealth shall have the right to inspect the original insurance policies. A copy of the insurance certificates must be emailed to Jody Russell at jorussell@pa.gov.

VIII. CONTRACT TERM

The term of this Contract shall commence upon execution and receipt of purchase order and Notice to

Proceed Letter or November 1, 2025, whichever is later, through October 31, 2026.

Further, the parties may agree to renew this contract up to four (4) additional, annual terms, with a final termination date of October 31, 2030, upon the same terms and conditions set forth in the contract. The mailto:jorussell@pa.gov

Department, based on past contractor performance, may negotiate an increase in the unit price(s) by a rate not to exceed 5%.

The Department will reach out to the Contractor no later than June 30, prior to the termination date to begin renewal discussions.

Once the renewal terms are mutually decided, the Contractor shall provide written notification of the intent to renew, including the requested price increase if desired, to the Department no later than July 31, prior to the termination date. The renewal notice should be mailed, emailed, or faxed to:

Bald Eagle State Forest District 7

Attn: Matt Beaver

18865 Old Turnpike Road

Millmont, PA 17845

Fax: 570-922-4696

Email: fd07@pa.gov

IX. PAYMENT TERMS

Payment shall be on a reimbursement basis for actual service performed. Invoices shall be submitted monthly.

This contract will be paid by Automated Clearing House (ACH), commonly referred to as direct deposit.

Contractor should review Section V.23 CONTRACT-016.2 Automated Clearing House (ACH) Payments

(February 2024) of the attached Commonwealth’s Terms and Conditions for complete details and contractor responsibilities.

X. INVOICES

Invoice format shall be in accordance with the IFB – Invitation for Bid.

All invoices for this Contract MUST either be:

• Emailed to the following for a Paperless Email Invoice Option:

• Email a copy of the correctly executed invoice to: 69180@pa.gov.

• For information on the Commonwealth’s E-Invoicing Program, visit:

http://www.budget.pa.gov/Programs/Pages/E-Invoicing.aspx

• Or mailed to the following address:

mailto:fd07@pa.gov http://www.budget.pa.gov/Programs/Pages/E-Invoicing.aspx http://www.budget.pa.gov/Programs/Pages/E-Invoicing.aspx http://www.budget.pa.gov/Programs/Pages/E-Invoicing.aspx

Commonwealth of PA – PO Invoice

PO Box 69180

Harrisburg PA 17106

All invoices MUST have the purchase order number, project number, as well as your SAP Vendor Number on the invoice. The name and address listed on the purchase order MUST also be listed on each invoice.

Failure to provide this information may result in a delay of payment.

Please Note: Vendors are reminded to NOT include employer identification numbers, Social Security

Numbers, bank account information, or other personally identifiable information on their invoices. That information is uniquely tied to your SAP Vendor and, for security purposes, should not be explicitly stated on your invoice.

XI. BID AWARD:

Bidder must complete and return the following:

1. The electronic Invitation for Bid to be found at www.pasupplierportal.state.pa.us,

2. A copy of your self-certification form from the Department of General Services and the Small

Business Procurement Initiative. Failure to produce a valid Self-Certified Small Business certificate shall render your submission non-responsive.

3. A properly executed Worker Protection and Investment Certification Form.

Bid will be awarded based on the lowest total sum of the bid.

The contract quantities herein are estimated only and may increase or decrease depending on the needs of the Department. The Contractor shall be paid at the unit price bid for actual work performed.

XII. RECEIPT AND OPENING OF BIDS:

Bids will be submitted via the PA Supplier Portal, to be found at www.pasupplierportal.state.pa.us.

Faxed, emailed, or mailed bids will not be accepted.

No responsibility will be attached to any employee of the Department for the premature opening of, or the failure to open, a bid not properly addressed and identified, or for any reason whatsoever.

XIII. BID RESULTS:

Bidder can obtain bid results by accessing http://www.emarketplace.state.pa.us/BidTabs.aspx.

http://www.pasupplierportal.state.pa.us/ http://www.pasupplierportal.state.pa.us/ http://www.pasupplierportal.state.pa.us/ http://www.pasupplierportal.state.pa.us/ http://www.emarketplace.state.pa.us/BidTabs.aspx http://www.emarketplace.state.pa.us/BidTabs.aspx http://www.emarketplace.state.pa.us/BidTabs.aspx

The bid results will be posted as soon as practicable. The results are the apparent bidders, and all bids are under review until final award of the purchase order.