02. Statement of Work.pdf

STATEMENT OF WORK

Janitorial Services Forbes Forest District Office

Department of Conservation and Natural Resources Bureau of Forestry

Forbes State Forest FD04 Westmoreland County

I. SCOPE OF WORK:

The Commonwealth of Pennsylvania, Department of Conservation and Natural Resources, Bureau of Forestry, Forbes State Forest requires janitorial services for the cleaning of the District Office located at 1291 Route 30, Laughlintown, PA 15655, Westmoreland County.

Bidders should only complete and return the required documents listed in Section VIII. BID AWARD in this Statement of Work (SOW). Bidders should NOT attach any vendor quotes, Terms and Conditions, or documents other than those requested in Section VIII. BID AWARD. Bid submissions may be negated if additional attachments are submitted with the bid response. The Commonwealth's Terms and Conditions are the only terms accepted for this procurement.

Questions regarding the technical aspects of this bid should be directed to Doug Langford at (724)238-1200 or dlangford@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:

The Forbes State Forest District Office consists of an office including two floors. The lower floor office space consists of 1 conference room, 1 basement and 1 restroom. The upper floor office space consists of a foyer, reception desk, copy room, lunchroom, conference room, 2 cubicles, and 8 private offices. The total office space is approximately 6,000 sq. ft.

See Attachment A – Facility Overview for more information.

The Commonwealth will provide vacuum cleaners, paper towels, toilet tissue, plastic disposal bags, can liners, soap for the restrooms, light bulbs and fluorescent lamps. Also included will be all required janitorial supplies including but not limited to; detergents, deodorizers, brooms, mops, pails, and dust cloths. Gloves will not be provided. It will be the contractor's responsibility to advise the department when supplies are being depleted and need to be reordered. Contractor must submit request for cleaning supplies/materials to be furnished by the department 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 on Fridays after 4:00 p.m., or on Saturdays or Sundays, as to not interfere with normal business operations.

If cleaning days need to be changed, either Kimberly D. Keller or Edward Callahan will need to be contacted for approval in advance.

If a scheduled cleaning day is missed due to a holiday or inclement weather, it must be made up during that same week.

All cleanings will be subject to inspection by the District Forester or representative.

The Commonwealth will provide facilities on the premises for storage of all equipment and supplies used in conjunction with this contract.

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

A. Weekly Cleanings (Once a week):

Clean and disinfect the Office District as follows:

1. Empty all trash cans, remove trash to designated area.

2. Wash interior of trash cans, if necessary.

3. Vacuum all carpeted areas, including the conference rooms.

4. All tile floors are to be swept and mopped.

5. Sweep all floor mats.

6. Mop all chair mats.

7. Clean all countertops.

8. All basins and commode bowls are to be cleaned to remove stains, clean under the sides.

9. Refill all toilet tissue, towel dispensers, and soap dispensers, as needed.

10. Windex bathroom mirrors.

11. Dust surface tops (desks, tables, windowsills, file cabinets, counters, etc.).

12. Sweep and damp mop steps.

13. Clean exterior of stove and refrigerator.

14. Clean exterior and interior of microwave.

15. Wipe kitchen chairs and table.

16. All cleaning equipment is to be stored neatly in the designated locations.

B. Semi-Annual Cleanings (twice a year – June and December):

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

1. Clean all glass doors on bookcases.

2. Remove cobwebs on walls, corners, and ceilings.

3. Window coverings are to be vacuumed or dusted.

4. All windows are to be washed, inside and outside.

5. Clean carpet underneath baseboard heaters.

6. Dust tops of doors, door frames, and window frames.

7. Sweep exterior porches and remove cobwebs.

8. Clean exterior and interior of all light fixtures. This includes light fixtures inside and outside of the building.

9. Wipe all baseboard heaters down with a damp cloth.

C. Annual Cleanings (once a year – July):

In addition to the weekly cleaning requirements, which must continue and be billed as weekly cleaning, the following tasks are to be completed annually:

1. Clean all exterior and interior doors.

2. Wash exterior of kitchen cabinets.

3. Wipe walls and be sure ceilings have no cobwebs.

4. Wipe all screens.

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:

The Contractor is required to have insurance 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 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 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 the Procurement Contact to:

Jenenglish@pa.gov.

VI. CONTRACT TERM:

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

Further, the parties may agree to renew this contract up to Four (4) additional, consecutive annual terms, with the final termination date of September 30, 2031, upon the same terms and conditions set forth in the contract. The Department, based on past 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 May 31, 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 June 30, prior to the termination date. The renewal notice must be mailed or emailed to:

Mail: Forbes State Forest Attn: Kimberly Keller P.O. Box 519 Laughlintown, PA 15655

Email: FD04@pa.gov

VII. PERFORMANCE ISSUES:

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

2. If cleaning does 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 a cleaning correction is required, the vendor will not be compensated for that return trip.

4. 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.

5. 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.

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 non-responsive.

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

Bid will be awarded based on lowest total sum. In the event of a discrepancy between the unit price and extension of figures, the unit price will prevail.

It shall be understood and agreed that any quantities listed in the Contract are estimated only and may be increased or decreased in accordance with the actual requirements of the Commonwealth and that the Commonwealth in accepting any bid or portion thereof, contracts only and agrees to purchase only the materials and services in such quantities as represent the actual requirements of the Commonwealth. The Commonwealth reserves the right to purchase materials and services covered under the Contract through a separate competitive procurement procedures, whenever Commonwealth deems it to be in its best interest.

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” Bid.

IX. PAYMENT TERMS:

Payment shall 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:

Contractors are required to provide signed and dated service slips to the District Office no later than the end of each month.

To ensure prompt payment and verification of services rendered, all service slips must include:

1. The date of each cleaning

2. Each type of cleaning (Weekly, Semi-Annual or Annual)

3. Include contracted amount charged for each

XI. INVOICES:

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

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 04:

By mail: Forbes State Forest Attn: Kimberly Keller P.O. Box 519 Laughlintown, PA 15655

Or email: FD04@pa.gov

All invoices MUST have the purchase order number, your SAP Contractor Number and be itemized to include project number and dates of service on the invoice. The name and address listed on the purchase order must also be listed on each invoice. Failure to provide this information will result in a delay of payment.

Please Note: Vendors are reminded to NOT include any 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.

XI. RECEIPT AND OPENING OF BIDS:

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.

XII. 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