02. Statement of Work.pdf

STATEMENT OF WORK

Janitorial Services Modern Cabins and Unique Lodge

Commonwealth of Pennsylvania Department of Conservation and Natural Resources

Bureau of State Parks Black Moshannon State Park

Centre County

I. SCOPE OF WORK:

The Pennsylvania Department of Conservation and Natural Resources, Bureau of State Parks, Black Moshannon State Park requires janitorial services for the cleaning of three (3) regular modern cabins, three (3) dog-friendly modern cabins and one (1) unique lodge, located at 4216 Beaver Road, Philipsburg, PA, Centre County.

Bidders should only complete and return the required documents listed in Section IX. BID AWARD in this SOW. Bidders should NOT attach any vendor quotes, Terms and conditions, or documents other than those requested in Section IX. 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 the bid should be directed to Mathias Weinzen at

(814) 342-5960 or by email at mweinzen@pa.gov. Questions regarding the bidding or contracting procedures should be directed to Jenna English at (717) 787-3278 or by email at jenenglish@pa.gov.

II. MANDATORY PRE-BID CONFERENCE:

A mandatory pre-bid conference will be conducted prior to the bid opening. The pre-bid conference will be held on Friday, November 13, 2026, at 1:00 PM. Prospective bidders must meet at the Black Moshannon State Park Office, 4216 Beaver Road, Philipsburg, PA 16866-9519 to discuss job specifications and to tour the cleaning sites. All prospective bidders must sign in to acknowledge attendance.

Contractors may not request an alternate date if unable to attend the scheduled pre-bid Conference. All interested Contractors must attend on the noted date and time.

III. CONTRACT TASKS:

The Contractor will furnish all cleaning products, supplies, and specified cleaning equipment.

Park Management must approve cleaning supplies prior to use and may require manufacturer’s specifications and a product sample. Manufacturer’s specifications and Safety Data Sheets (SDS) are required for all products.

The Park will provide toilet paper, trash bags, and light bulbs. If these supplies are low, Contractor must notify park staff for replenishment.

All Cleaning Checklists for each unit that is cleaned must be completed and submitted to the Park Office prior to the Contractor leaving the State Park premises each day.

These checklists will be used in conjunction with visual inspections to determine quality of janitorial services being performed. If unsatisfactory cleanings are found, reference Section VIII.

Performance Issues for specific details on resolutions and potential consequences if not resolved.

A sample checklist is provided with the Solicitation for reference.

Cleaning must be performed between the hours of 10:00 am and 3:00 pm, unless otherwise approved by Park Management.

Visitors’ check-in time for the Modern Cabins, and the Unique Lodge is 3:00 pm.

All work will be subject to inspection and acceptance by Park Management.

A. MODERN CABINS (6 Cabins)

Summer Season Cleanings: Cleaning once a week, every Friday, from the 2nd Friday in June to the 3rd Friday in August.

Non-Summer Season Cleanings: From the 3rd Friday in August to the 2nd Friday in June, cabins will be cleaned after every occupant. During this period, the number of cabins to be cleaned on any given day may vary from as few as one (1) to a maximum of six (6). Since there is a 2-night occupancy, cleanings may be required seven (7) days a week, including Sundays and/or legal holidays. During the non-summer season, the Park will notify the contractor of any changes prior to the scheduled cleaning.

Semi-Annual Cleanings: To be scheduled with the park office in late April and mid-October.

Semi-annual cleanings will typically have four consecutive business days to complete.

While the tasks for the Routine Cleaning Requirements and Semi-Annual Cleanings are the same between the Modern Cabins and the Dog-Friendly Modern Cabins, there is a possibility that the Dog-Friendly cabins will require more in-depth cleanings to remove all dog remnants.

Therefore, separate line items were issued for the Dog-Friendly cabin cleanings to allow vendors to adjust pricing if necessary.

Please note that while Modern Cabin 13 features a different layout, the standard cleaning procedures outlined below still apply.

Routine Cabin Cleaning Requirements:

1. Empty and clean all trash receptacles. Place trash in a container located in cabin colony area. Park will supply trash can liners.

2. Sweep and wet mop all hard-surface flooring with a cleaner & disinfectant including behind and under furniture.

3. Clean and dust the ceiling fan as needed.

4. Clean and sanitize bathrooms. Clean all chrome and mirrors. Clean and sanitize sink.

Disinfect and clean showers, walls and shower curtains. Clean and sanitize commodes.

Replace toilet paper on holder (stack any extra above the water heater on the shelf provided). Toilet paper is provided by the park.

5. Clean kitchens. Disinfect and clean stoves, splashguards, countertops, refrigerators (inside & outside), and sinks. Spray clean and wipe out the oven as needed (do not use oven cleaning mode on oven unless consulting with Park.) Follow the owner’s manual for cleaning ceramic cooktops. Check all furniture, cupboard doors, shelves and drawers;

clean and disinfect as needed.

6. Check walls and clean as needed.

7. Replace bulbs in fixtures, as needed. Bulbs will be provided by the Park. The Park is responsible for replacing bulbs higher than eight feet. Notify the Park of any necessary replacements.

8. Dust all furniture, ledges and window frames. Dust (wet wipe, as appropriate) windowsills, doorways, dresser drawers, heaters and lights, etc., as needed. Remove cobwebs and insect debris.

9. Wipe clean and disinfect all mattresses. Rotate mattresses monthly.

10. Sweep porch. Remove any cobwebs from porch and building exterior. Pick up litter within thirty feet of cabin exterior.

11. Test smoke/fire alarms, report any malfunctions to Park Office.

12. Remove marks and dirt from walls, ceilings, windows, screens and fixtures as needed.

13. Empty ashes and clean glass in wood stove in cabin 13 only.

14. Empty mouse traps and re-set as needed

15. Notify Park Office if any non-pet friendly cabins have pet remnants during cleaning

16. Notify Park Office of any vandalism, breakage, repairs required, etc. before leaving the park.

17. Return any lost/found items from cabins to the park office

Semi-Annual Cabin Cleaning Requirements: The following tasks are to be performed, once during the early spring and once during the fall, at times agreed to by Park Management:

1. Will complete items 1 – 14 above.

2. Clean behind and under refrigerator/oven, chair rungs, door handles, baseboards and other areas not included in basic cleanings.

3. Wash all windows inside and outside including screens and windowsills.

4. Vacuum furniture. Clean upholstery fabric with spray cleaner. Polish wood parts of furniture.

5. Clean all doors, walls, and ceilings with a cleaner specific to the surface.

6. Clean ceiling fan/light assembly, globes, and other light fixtures throughout cabin and on porch and replace as needed.

7. Wipe clean, sanitize and polish inside and outside of all kitchen cabinets.

8. Deep clean and thoroughly scrub all showers and shower curtains in their entirety to remove scum and mold.

9. Vacuum electric heating fixtures. This service is to be performed in the fall, prior to the heating season.

B. UNIQUE LODGE

Summer Season Cleanings: Cleaning once a week, every Friday, from the 2nd Friday in June to the 3rd Friday in August.

Non-Summer Season Cleanings: From the 3rd Friday in August to the 2nd Friday in June, the Unique Lodge will be cleaned after every occupant. Since there is a 2-night occupancy, cleaning may be required multiple days a week, including Sundays and/or legal holidays.

During the non-summer season, the Park will notify the contractor of any changes prior to the scheduled cleaning.

Semi-Annual Cleanings: To be scheduled with the park office in late April and mid-October.

Semi-annual cleanings will typically have four consecutive business days to complete.

Routine Unique Lodge Cleaning Requirements:

1. Empty and clean all trash receptacles. Place trash in a container located in cabin colony area. Park will supply trash can liners.

2. Sweep and wet mop all hard-surface flooring with a cleaner & disinfectant including behind and under furniture.

3. Clean and dust the ceiling fan as needed.

4. Clean and sanitize bathrooms. Disinfect and clean showers, walls and shower curtains.

Clean and sanitize commodes. Replace toilet paper on holder (stack any extra above the water heater on the shelf provided). Toilet paper is provided by the park. Clean all chrome and mirrors. Clean and sanitize sink.

5. Clean kitchens. Clean and put away any dishes that may be left out. Disinfect and clean stoves, splashguards, countertops, refrigerators (inside & outside), and sinks. Spray clean and wipe out the oven as needed (do not use oven cleaning mode on oven unless consulting with Park.) Follow the owner’s manual for cleaning ceramic cooktops. Check all furniture, cupboard doors, shelves and drawers; clean and disinfect as needed.

6. Wipe down the washer and dryer inside and out as needed. Remove any lint caught in the lint trap.

7. Check walls and clean as needed.

8. Replace bulbs in fixtures, as needed. Bulbs will be provided by the Park. The Park is responsible for replacing bulbs higher than eight feet. Notify the Park of any necessary replacements.

9. Dust all furniture, ledges and window frames. Dust (wet wipe, as appropriate) windowsills, doorways, dresser drawers, heaters and lights, etc., as needed. Remove cobwebs and insect debris.

10. Wipe clean and disinfect all mattresses. Rotate mattresses monthly.

11. Sweep porch. Remove any cobwebs from porch and building exterior. Pick up litter within thirty feet of cabin exterior.

12. Test smoke/fire alarms, report any malfunctions to Park Office.

13. Remove marks and dirt from walls, ceilings, windows, screens and fixtures as needed.

14. Exterior of fireplace must be clean and orderly

15. Wipe down

16. Empty mouse traps and re-set as needed

17. Notify Park Office of any pet remnants during cleaning

18. Notify Park Office of any vandalism, breakage, repairs required, etc. before leaving the park.

19. Return any lost/found items from cabins to the park office

Semi-Annual Unique Lodge Cleaning Requirements: The following tasks are to be performed, once during the early spring and once during the fall, at times agreed to by Park Management:

1. Will complete items 1 – 14 above.

2. Thoroughly clean and check all dishes and utensils.

3. Wipe clean, sanitize and polish inside and outside of all kitchen cabinets

4. Clean behind and under refrigerator/oven, chair rungs, door handles, baseboards and other areas not included in basic cleanings.

5. Wash all windows inside and outside including screens and windowsills.

6. Vacuum furniture. Clean upholstery fabric with spray cleaner. Polish wood parts of furniture.

7. Clean all doors, walls, and ceilings with a cleaner specific to the surface.

8. Clean ceiling fan/light assembly, globes, and other light fixtures throughout cabin and on porch and replace as needed.

9. Deep clean and thoroughly scrub all showers and shower curtains in their entirety to remove scum and mold.

10. Vacuum electric heating fixtures. This service is to be performed in the fall, prior to the heating season.

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, 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.

V. CONTRACTOR REFERENCES:

After bid opening, and prior to awarding 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 a high-volume, high-stress environment, that includes the need to meet specific deadlines with quick turnaround time.

Interested vendors should be prepared to show they can prioritize varying daily workload that includes potential interaction with the public and overnight accommodation.

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. 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 in regard to work performed for the Commonwealth.

Prior to commencement of the work under this 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.

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 these Certificates. The Commonwealth shall have the right to inspect the original insurance policies and/or Certificates.

A copy of the insurance certificates must be emailed to the Procurement Contact to:

Jenenglish@pa.gov.

VII. CONTRACT TERM:

The Contract shall commence upon receipt of a Fully Executed Purchase Order or February 1, 2027, whichever is later, and terminates January 31, 2028.

Further, both parties may agree to renew this contract for up to four (4) additional consecutive annual terms, with the final termination date of January 31, 2032, upon the same terms and conditions set forth in this 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 September 30th 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 increases, if desired, to the Department no later than October 31st prior to the termination date. The renewal notice must be mailed to:

DCNR, Bureau of State Parks Attention: Park Management Black Moshannon State Park 4216 Beaver Road Philipsburg, PA 16866

Or emailed to: blackmoshannonsp@pa.gov

VIII. PERFORMANCE ISSUES:

Summer and Non-Summer cleanings of Modern Cabins, and Unique Lodge:

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

B. If Summer and Non-Summer 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.

C. 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.

D. Five (5) unsatisfactory cleanings that require corrective action between the semi-annual 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.

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

Semi-Annual Cleanings

A. The park will thoroughly inspect each unit once the semi-annual cleanings are complete. A checklist of required work tasks will be completed by the park representative, and a copy will be provided to the contractor for each cleaning.

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

C. 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.

IX. 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.

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

X. 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.

XI. SERVICE SLIPS:

Contractors are required to turn in the completed Cleaning Record service slips to the Park Office no later than the end of each cleaning day.

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

1. Check-in and Check-out times

2. Date of each cleaning

3. Cabins cleaned

Please see attached Cleaning Record for reference.

XII. 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:

How to Submit Invoices | Commonwealth of Pennsylvania

B. Or, mailed to the following address:

Commonwealth of PA – PO Invoice P.O. Box 69180 Harrisburg, PA 17106

A copy of the invoice(s) MUST also be sent to the State Park Office:

By mail: Black Moshannon State Park 4216 Beaver Road Philipsburg, PA 16866

Or email: blackmoshannonsp@pa.gov

All invoices MUST have the purchase order number, your SAP Contractor Number and 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 in 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.

XIII. RECEIPT AND OPENING OF BIDS:

Bids must 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.

XIV. BID RESULTS:

Bidders can obtain bid results by accessing: PA - eMarketplace.

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 Fully Executed Purchase Order.