02-SOW_BGS_Coal_Analysis Contract.pdf

STATEMENT OF WORK

Pennsylvania Department of Conservation and Natural Resources Bureau of Geological Survey Coal-Analysis Services 2022

I. SCOPE OF WORK

The Pennsylvania Department of Conservation and Natural Resources (DCNR), Bureau of Geological Survey, hereafter designated “the Department,” requires services of a Contractor (herein defined as a single organization or company) to conduct various tests, procedures, preparations, and analyses on coal, coal-related rocks, and materials, hereafter designated collectively as “coal analyses,” to samples provided by the Department to the Contractor.

Any questions regarding the technical specifications of this Contract should be directed to Clifford Dodge at 717-702-2036 or cdodge@pa.gov. (Email communication is preferred.) Any questions concerning the contracting or bidding procedures should be directed to Casey Smith at 717-783- 1896 or caseysmith@pa.gov.

II. CONTRACTOR QUALIFICATIONS:

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. CONTRACT TASKS

DCNR will issue Purchase Orders against this contract. These orders constitute the contractor's authority to provide the services described in the Purchase Order. All Purchase Orders received by the contractor up to and including the expiration date of the contract are acceptable and must be performed in accordance with the order and the contract. Each Purchase Order will be deemed to incorporate the terms and conditions set forth in the contract.

After a Purchase Order is first executed, the work to be performed under this Contract will follow the written instructions (work orders) provided by the Department for the specified samples submitted, in accordance with the Technical Specifications (Attachment A).

Samples that will be delivered by email, postal mail, or other means to its official address. All of the required coal analyses for any samples submitted by the Department to the Contractor will be completed and the results of such analyses reported in their entirety to the Department within 30 calendar days of the receipt of the samples by the Contractor.

mailto:cdodge@pa.gov mailto:caseysmith@pa.gov

The Contractor agrees to furnish all necessary labor, material, and equipment to perform all the work required herein in an expeditious, substantial, professional, and workman-like manner at its own facility.

VI. CONTRACTORS REQUIREMENTS

Failure of the Contractor to comply with any or all of the following requirements and specifications of the Contract will be considered unacceptable, resulting in rejection of the Bid.

Submission of documentation demonstrating compliance with requirements and specifications will be submitted by the apparent low bidder to the Department upon notification after the bid opening and prior to awarding of the Contract.

A. The Contractor must follow and adhere to the current ASTM International Standards, hereafter designated “ASTM Standards,” for all coal analyses and coal-sample preparation work required as part of this Contract.

B. The Contractor must demonstrate (i.e., provide evidence of) active representation of two

(2) or more full-time staff members on ASTM Committee D05 on Coal and Coke, by providing evidence of current employment and evidence from ASTM of current D05 membership.

C. The Contractor must demonstrate active participation in the Vanguard Solutions, Inc.

Interlab Round-Robin Testing Program for quality assurance.

D. The Contractor must demonstrate that it has performed all coal-analysis methods require as part of this Contract, following ASTM Standards, in its facilities for a period of not less than the past five (5) consecutive calendar years, by providing evidence of use of required methods for the stated time period, such as representative, dated coal-analysis reports of other clients (confidential header information may be redacted).

E. The Contractor must be headquartered and have its facilities located in Pennsylvania. All work must be done at the Contractor’s facilities, as no subcontracting and no joint or multiple proposals for work are permitted.

F. Contractor’s facilities must be located within 25 miles of the Pennsylvania Turnpike (Interstate 76) between Harrisburg and Pittsburgh. This is in order to facilitate analyses in a timely manner and to economize delivery and pick up of coal samples by Department staff, which will also facilitate the analysis of such samples in a timely manner.

V. CONTRACT TERM

The contract will commence on July 1, 2022 and terminate on June 30, 2023.

Further, the parties may agree to renew this contract up to four (4) additional annual terms, with the final termination date of June 30, 2027, 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 5%.

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

Once the renewal terms are mutually decided, the Contractor will provide notification of the intent to renew, including the requested price increase if desired, to the Department no later than March 31 prior to the termination date.

VI. POTENTIAL OF ADDITIONAL LINE ITEM(S)

Upon mutual agreement of the Department and the Contractor, items that are consistent with the overall scope of work of the Contract may be added, at a unit price mutually agreed to, upon receipt of a valid written quotation from the Contractor.

The Contract will then be amended to include the additional item(s).

VII. BID AWARD

Bidder must complete and return the following for award of bid:

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

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

The unit price will include all labor, materials, equipment, tools, insurance, and all items necessary the completion of the project.

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

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 for the actual work performed.

Please note that the Department will only accept out to two (2) decimal points when entering your pricing.

VIII. PAYMENT TERMS

Payment shall be made to the Contractor for actual services performed upon satisfactory completion of the requested coal analyses for the specified samples and upon receipt of the results of such analyses reported in their entirety (commonly referred to as “coal-analysis test reports” or “coal-analysis records”).

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

Contractor should review V.23 CONTRACT-016.2 Payment – Electronic Funds Transfer of the attached Commonwealth’s Terms and Conditions for complete details and contractor’s responsibilities.

http://www.pasupplierportal.state.pa.us/

IX. 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:

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.

B. Or mailed to the following address:

Commonwealth of Pennsylvania – 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 Number and, for security purposes, should not be explicitly stated on an invoice.

X. CONTRACTOR REFERENCES

After the bid opening and prior to awarding the contract, the Department has the right to request references of clients (name, mailing address, email address, and telephone number) who have had the same kinds of coal analyses performed during the previous five (5) years as proof of qualifications to perform the work involved in this Contract.

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 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 DCNR.

XI. RECEIPT AND OPENING OF BIDS

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.

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.

mailto:69180@pa.gov http://www.budget.pa.gov/Programs/Pages/E-Invoicing.aspx http://www.pasupplierportal.state.pa.us/

XII. BID RESULTS

Bidder can obtain bid results by accessing 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.

Attachments http://www.emarketplace.state.pa.us/bidtabs.aspx