02. Statement of Work.pdf

STATEMENT OF WORK

Janitorial Services Resource Management Center Office & Storage Building

Department of Conservation and Natural Resources Bureau of Forestry

Loyalsock State Forest FD20 Sullivan County

I. SCOPE OF WORK:

The Commonwealth of Pennsylvania, Department of Conservation and Natural Resources, Bureau of Forestry, Loyalsock Forest District, requires janitorial services for the cleaning of the Resource Management Center (RMC) located at 6735 Route 220, Dushore, PA 18614 and the Forest Maintenance Headquarters (FMHQ) 86 Dry Run Road, Hillsgrove, PA 18619, Sullivan County.

Questions regarding the technical aspects of this bid should be directed to Levi Gelnett at (570) 946-4049 or legelnett@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:

This contract is for janitorial services for the Resource Management Center (RMC) office and the Forest Maintenance Headquarters (FMHQ). The RMC is approximately 5,000 square feet and the FMHQ is approximately 2,000 square feet. See Attachments A and B for Facility Overview.

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, and all lights are turned off prior to leaving the premises.

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

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

The day of cleaning shall be mid-week Wednesday. If day of cleaning needs to be changed, the District Forester or his representative will need to be contacted for approval in advance.

The services must include the following:

A. Weekly Cleanings (once a week):

Clean & disinfectant offices, stairways, conference room, library, kitchens, and corridors are as follows:

1. Vacuum/dry mop floors.

2. Clean glass surfaces.

3. Handles on all doors.

4. Light switches.

5. Hand railings.

6. Dust window blinds as needed.

7. Remove any cobwebs.

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

1. Clean cans as needed.

2. Place bags in dumpster.

Clean all restrooms as follows:

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

2. Mirrors are to be cleaned and polished as needed.

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

4. 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 Cleanings (twice a year – April and October):

In addition to the weekly cleaning requirements, which must continue and be billed as a weekly cleaning, the following tasks are to be completed on a semi-annual basis:

1. Clean windows - interior and exterior.

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

3. Remove any visible marks and dirt from walls.

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

C. Annual Cleaning (Once a year – July):

In addition to the weekly cleaning requirements, which must continue and be billed as a weekly cleaning, the following tasks are to be completed on an annual basis:

1. Shampoo Clean Carpet floors

2. Strip and buff tile floors

All work will be subject to inspection and acceptance by a District Forestry representative.

III. 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: that must be dated prior to opening date of this IFB, shall 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 as non-responsive.

IV. 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.

V. INSURANCE AND LICENSE REQUIREMENTS:

The contractor shall purchase and maintain, at its expense, the following types of insurance, issued by companies acceptable to the Commonwealth.

1. Workmen’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.

2. 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 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 of PA-DCNR” 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.

VI. CONTRACT TERM:

The contract shall commence upon execution of the purchase order or May 1, 2026, whichever is later, and terminate April 30, 2027.

Further, the parties may agree to renew this contract for up to four (4) additional consecutive annual terms, with the final termination date of April 30, 2031, 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 December 30th 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 January 30th prior to the termination date. The renewal notice should be mailed to:

DCNR – Bureau of Forestry Loyalsock Forest District Attn: Levi Gelnett 6735 Route 220 Dushore, PA 18614 or Email: fd20@pa.gov

VII. PERFORMANCE ISSUES:

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 semiannual cleanings are 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.

Semi-Annual cleanings

5. The Forest District will thoroughly inspect the Resource Management Center Office & Forest Maintenance Headquarters once the semi-annual cleanings are complete.

6. Any missed or improperly performed tasks on the checklist must be properly rectified and approved by the Forest District within seven (7) calendar days of the original cleaning date.

7. 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.

VIII. BID AWARD:

Bidder must complete and return the following with the bid response:

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

2. A valid copy of Bidder’s 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 Bidder’s submission nonresponsive.

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

Bid will be awarded based on lowest total sum.

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

NOTE: The Department will only accept out to two (2) decimal points when entering your “Unit Price” figure on the IFB – Invitation for Bid.

IX. PAYMENT TERMS:

Payment will be made on a reimbursement basis for actual services satisfactorily 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 V.23 CONTRACT-016.2 Automated Clearing House (ACH) Payments of the Commonwealth’s Terms and Conditions for complete details and contractor’s responsibilities.

X. SERVICE SLIPS:

Service Slips must be provided to the Forest District Office weekly for services.

To ensure prompt payment and verification of services rendered, Contractor must provide an itemized monthly service slip to the Forestry Office, prior to submitting the monthly invoice. The service slip must list and include:

A. The date of each cleaning

B. The type of each cleaning (weekly, semi-annual or annual)

C. The location of cleaning (RMC or FMHQ)

D. Include contracted amount charged for each

XI. INVOICES:

Invoice format must be in accordance with the Invitation for Bid (IFB).

All invoices for this contract MUST either 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 PO Box 69180 Harrisburg PA 17106

A copy of the invoice(s) MUST also be sent to Forest District 20:

By mail: DCNR – Bureau of Forestry Loyalsock Forest District Attn: Levi Gelnett 6735 Route 220 Dushore, PA 18614 or Email: fd20@pa.gov

All invoices are to be submitted monthly and MUST have the Purchase Order number, an invoice date, an invoice number, and shall be itemized to include service dates, number of cleanings, and type of cleaning performed with the gross/total amount included on each invoice. Failure to provide this could result in the return of the invoice and a delay of your 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 Number and, for security purposes, should not be explicitly stated on an invoice.

XII. RECEIPT AND OPENING OF BID:

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

The bids will be posted as soon as practicable following the bid opening. The results are the apparent bidders, with all bids under review until final award of the Purchase Order.