02. Statement of Work.pdf

Statement of Work

Janitorial Services

Department of Conservation & Natural Resources Bureau of Forestry

Tiadaghton State Forest Resource Management Center (Lycoming County)

I. SCOPE OF WORK:

The Department of Conservation and Natural Resources, Bureau of Forestry, Tiadaghton State Forest (Forest District 12), requires janitorial services for the Tiadaghton Resource Management Center located at 10 Lower Pine Bottom Road, Waterville, PA 17776.

Questions regarding the technical aspects of this bid should be directed to Linda K. Rhinehart at (570)753-5409 or lrhinehart@pa.gov. Questions regarding the bidding or contracting procedures should be directed to Jenna English at (717)787-3278 or Jenenglish@pa.gov.

II. CONTRACT TASKS:

Janitorial services for the Resource Management Center will consist of an approximate total square footage of 11,537. The building consists of three (3) levels. The upper level is 4,813 square feet. The lower level is 6,084 square feet, and the basement is 640 square feet.

The unit price bid per cleaning must include all transportation, meals, tools, equipment, labor, insurances, and any other expenses necessary to perform the work.

The Contractor will provide all cleaning tools and equipment to include, but not limited to, vacuum, brooms, mops, and pails.

The Bureau will provide cleaning supplies including, but not limited to, detergents, window cleaner, furniture polish, deodorizers, and dust cloths. The Bureau will also supply waste can liners, toilet paper, hand soap and towels for the restrooms.

A. Routine Cleanings – Two (2) times per week

These cleanings will be provided two (2) days per week Preferred days will be Tuesday and Friday. Days and hours may be changed with prior approval provided by the District Forester.

Additional cleanings may be required due to weather and/or incidents.

A weekly checklist will be located on the counter in the office area. Tasks will be checked on the list as they are completed, and the list returned to the office area after cleaning is complete prior to leaving.

1. Kitchens to include cleaning:

a. countertops with water due to the composition

b. cook top

c. exterior of all appliances

d. interior of microwaves

e. tables and chairs

f. exterior surfaces of cabinets

g. walls around waste bins

h. windowsills

2. Floors:

a. vacuum carpeted flooring

1) conference room and situation room on an as-needed basis

b. sweep/dust-mop and wet-mop hard-covered floors using pH solution

c. sweep stairwells and wet mop both stairways

d. wipe stair railings

e. clean floor grates in lobby entrance and mud room entrance

3. Restrooms:

a. clean and disinfect

1) toilets

2) countertops

3) sinks

4) mirrors

5) infant changing stations

b. disinfect and clean floors

c. disinfect and clean walls as necessary

d. wipe down outside of waste receptacles

e. replenish supplies such as toilet paper, paper towels, hand soap and sanitizers

4. Trash Disposal:

a. empty all trash receptacles

b. replace bags/liners, if needed

c. clean receptacles as necessary

d. place all refuse in dumpster provided by Bureau.

5. Glass Windows to include cleaning:

a. High-use/high-traffic areas are to be cleaned for fingerprints and other dirt.

This includes doors, entryway windows and interior office windows (002A, 002B, and 103), the inside surface of exterior windows in the lobby/reception area and upstairs restroom.

b. Wipe down door frames.

III. PERFORMANCE ISSUES

Routine Cleanings –

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

• 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.

• 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.

• Five (5) unsatisfactory cleanings that require corrective action is unacceptable. A mandatory performance meeting will be held with the prime contractor and all appropriate subcontractors to address performance concerns, discuss corrective actions, and outline potential repercussions.

IV. 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 from the Department of General Services must be submitted along with your IFB response. Failure to produce a valid Self-Certified Small Business Certificate (which must be dated prior to the opening date of this IFB) will render your submission non-responsive.

For more information on the Department of General Services Small Business Self Certification process, please visit: www.smallbusiness.pa.gov.

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.

V. CONTRACTOR REFERENCES

After bid opening, and prior to awarding of the contract, the Department has the right to request references (names, 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 is defined as prior janitorial services experience in cleaning a building with several offices, kitchens, restrooms, etc. as outlined in this contract.

References are an optional tool available to the Department to help determine bidder capabilities. If any of these references are requested and a bidder cannot supply the necessary documentation and proof of compliance, the Department reserves 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 Department.

VI. OPTIONAL SITE VISIT

Bidders are encouraged to visit the Tiadaghton State Forest Resource Management Center for a walk through of the facility. To schedule an appointment, bidders are to call Linda Rhinehart at (570)753-5409.

VII. INSURANCE REQUIREMENTS

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. Workmen’s Compensation Insurance for all of 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 non-performance 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 regarding 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 of PA” 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. These certificates shall include the location and a brief description of the work to be performed under the contract.

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 Jenna English at Jenenglish@pa.gov.

VIII. CONTRACT TERM

The contract shall commence upon receipt of fully approved purchase order or August 30, 2023, whichever is later, and terminates June 30, 2024.

Further, the parties may agree to renew this contract for four (4) additional consecutive one (1) year terms, with a final termination date of June 30, 2028, upon the same terms and conditions set forth in the contract. The Department, based on past contractor performance, may negotiate an increase in the unit price(s) by a rate not to exceed 3%.

The Department will reach out to the Contractor no later than February 28th prior to the termination date to begin renewal discussions.

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

Bureau of Forestry, FD12 Attention: Linda Rhinehart 10 Lower Pine Bottom Road Waterville, PA 17776

Or emailed to: lrhinehart@pa.gov

IX. BID AWARD:

Bidder must complete and return the following two (2) documents with their electronic Invitation for Bid to be found at: www.pasupplierportal.state.pa.us:

A. A valid 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 will render your submission non-responsive.

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

Bids will be awarded based on lowest total sum.

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

NOTE: The Department will only accept out two (2) decimal points when entering your “Unit Price” bid.

X. PAYMENT TERMS:

Payments shall be on a reimbursement basis for actual services performed. Invoices must be submitted monthly.

This contract will be paid by Automated Clearing House (ACH), commonly referred to as direct deposit. Contractor should review Section V.22 CONTRACT-016.2 Payment – Electronic Funds Transfer of the Commonwealth’s Terms and Conditions for complete details and contractor’s responsibilities.

XI. INVOICES:

All invoices MUST have the purchase order number, contractor’s SAP Vendor number, address, telephone number and name of contact person. Invoices must be itemized to include dates of services, types of cleanings, number of each cleaning and be totaled. Failure to provide this information could result in a delay of your payment.

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

All invoices for this contract MUST be:

A. Emailed to the following for a Paperless Email Invoice Option: 69180@pa.gov

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

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

B. Or mailed to the following address: Commonwealth of PA – PO Invoice P.O. Box 69180 Harrisburg, PA 17106

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 Number and, for security purposes, should not be explicitly stated on an invoice.

XII. RECEIPT AND OPENING OF BID

A. Bids must be submitted via the PA Supplier Portal, to be found at www.pasupplierportal.state.pa.us. Faxed, emailed, and mailed bids will not be accepted.

B. 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 submitted, or for any reason whatsoever.

XIII. BID RESULTS:

Bidders can obtain bid results by accessing www.emarketplace.state.pa.us/BidTabs.aspx. The bids will be posted as soon as practicable following the bid opening. The results are the apparent bidders, and all bids are under review until final award of the contract.