1. Mechanical Maintenance Specifications 2025.pdf

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SPECIFICATIONS

MECHANICAL MAINTENANCE

I. SCOPE OF WORK:

The Department of Environmental Protection (DEP) requires a Contractor to provide mechanical maintenance, including all necessary labor and material, on an as-needed basis at the Rausch Creek Acid Mine Drainage (AMD) Treatment Plant, the Gilberton

Pump Station and other miscellaneous mechanical installations. The Rausch Creek AMD

Treatment Plant is located in Valley View, Hegins Township, Schuylkill County and the

Gilberton Pump Station is located in the Borough of Gilberton, Schuylkill County. The other miscellaneous mechanical installations are located in Carbon, Luzerne, Northumberland, Schuylkill, counties in Northeast Pennsylvania.

The mechanical maintenance services shall consist of providing all necessary labor including tools, repair parts and materials to maintain equipment at the Rausch Creek

Treatment Plant which includes the flash mixer, pump houses, debris remover, aeration tanks, clarifiers, sludge thickener, sludge press building, lime feed system with silo, well water supply system and variable frequency drive and the main control building. The equipment to be maintained at the Gilbertson Pump Station includes, but is not limited to, a vertical turbine mine water pump station, piping and control panel.

Questions regarding the technical aspects of the bid shall be directed to

Matthew J. Caccese at 570-826-2226 or mcaccese@pa.gov. Questions related to invoicing shall be directed to Ashley Fedak at 570-830-3193 or afedak@pa.gov.

Questions concerning the bid or bidding procedures shall be directed to Jeannine Estok at

814-472-1806 or jestok@pa.gov.

II. CONTRACTOR QUALIFICATIONS:

The Contractor shall have the knowledge and tools necessary to safely conduct the mechanical maintenance services. The Contractor shall have the following certifications and personnel training. After bid opening and prior to award, the Contractor shall provide proof of such experience.

A. Occupational, Safety and Health Administration (OSHA) Ten (10) Hour General

Industry or Construction Training. Additional information on requesting a proposal for an OSHA training class conducted for a group at your site can be found here: https://www.oshatraining.com/training-request-form.php.

Information on the online OSHA 10-Hour General Industry training course can be found here: https://www.oshatraining.com/online-osha-10-hour-general-industry-course.php

The Contractor must provide documentation citing experience in providing mechanical maintenance at similar type facilities. After the bid opening and prior to award, the mailto:mcaccese@pa.gov mailto:afedak@pa.gov mailto:jestok@pa.gov https://www.oshatraining.com/training-request-form.php https://www.oshatraining.com/online-osha-10-hour-general-industry-course.php https://www.oshatraining.com/online-osha-10-hour-general-industry-course.php

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Department reserves the right to request three (3) references of mechanical maintenance projects that were performed by Contractor within the past five (5) years.

III. CONTRACT TASKS:

A. General:

The Contractor shall provide the Department with a work order for any non-emergency maintenance performed under this Contract. Work Orders shall include the estimated number of labor hours, repair parts and materials, special rental equipment and mileage that will be required to complete the maintenance.

The Department must approve the Work Order prior to commencement of work by the Contractor.

The Contractor’s representative and the Department’s representative will compare the work performed on each service call and indicate their agreement to the hours of labor, repair parts and materials and mileage by signing the Department’s work order. The Department’s signed work order will be used to verify the contractor’s payment for hours of labor, repair parts and materials and mileage.

B. Labor:

1. The Contractor shall provide non-emergency services necessary to keep all mechanical equipment operational. The Contractor must respond and provide maintenance for non-emergency service within forty-eight (48) hours of notification from DEP. If non-emergency response is not provided within a forty-eight (48) hour period, DEP reserves the right to secure the same services from another source. Normal working hours are from 7:00 a.m. to 3:00 p.m., Monday through Friday. Hours worked during this time shall be billed at the regular rate. Premium rates shall be paid for work prior to 7:00 a.m. and after 5:00 p.m., Monday through

Friday; work on Saturday and Sunday; and work on holidays as defined herein. Premium rate work shall only be performed with prior approval from DEP. Any work started during regular working hours, as defined herein, shall not extend beyond the regular working hours without prior authorization from DEP.

2. The Contractor shall provide emergency services within twenty-four (24) hours after notification from DEP. If emergency response is not provided within a twenty-four (24) hour period, the Department reserves the right to secure the same services from another source. Normal working hours are from 7:00 a.m. to 3:00 p.m., Monday through Friday. Hours worked during this time shall be billed at the regular rate. Premium rates shall be paid for work prior to 7:00 a.m. and after 5:00 p.m., Monday through

Friday; work performed on Saturday and Sunday; and work performed on holidays as defined herein. Premium rate work shall only be performed with prior approval from DEP. Any work started during regular working

-3-hours as defined herein, shall not extend beyond the regular working hours without prior authorization from DEP.

3. Holidays shall consist of seven (7) days being; New Year’s Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day and Christmas Day, and shall be on the day that the holiday is observed.

C. Repair Parts and Materials:

The Contractor shall be responsible to supply all repair parts and materials necessary to conduct the mechanic maintenance services.

For Parts and Materials, the Department shall reimburse the Contractor for its actual cost for obtaining the parts and materials, and handling and administrative expenses actually and reasonably incurred to obtain the parts and materials.

Handling and administrative expenses shall not exceed ten percent (10%) of the cost of obtaining the parts and materials. Such handling and administrative expenses must be clearly identified as such on the invoices submitted for reimbursement. Copies of parts and materials invoices shall be submitted as backup to the Contractor’s invoices.

D. Mileage:

Payment will occur for actual roundtrip mileage from the contractor home address and to the work site per service call for an amount not to exceed 100 miles round trip. The Contractor shall be reimbursed at the Commonwealth of Pennsylvania rate which is equal to the higher Privately Owned Vehicle (POV) Mileage

Reimbursement rate established by the U.S. General Services Administration

(GSA) as found in the Federal Travel Regulation Bulletin at www.gsa.gov.

Invoices for mileage should show the actual mileage times the GSA rate in effect on that date. That amount will be entered as the quantity submitted for payment.

The maximum amounts for mileage, as set forth in the Contract shall not be exceeded without prior written approval of the Commonwealth.

E. Special Equipment Rental:

If it is necessary for the Contractor to rent equipment for any maintenance or repair, the rental shall be from an equipment dealer or from a rental company whose principal business is rental or leasing of equipment.

Any rental equipment shall be approved by the Department and shall be in good working condition. The rental company shall submit a preliminary estimate to the

Contractor, and the rental shall be approved by the Department prior to providing http://www.gsa.gov/

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The Contractor may rent the equipment with or without an operator. If the rented equipment requires an operator, it must be the type of equipment that substantially requires the constant attention of a trained operator. Renting of a crew, including non-operator personnel, is not permitted, with the exception of when a crew is required specifically for maintenance and operation of the rental equipment and is in no way associated with the work being performed.

Upon completion of utilization of the rental equipment and upon receipt of the invoice from the rental company, the Contractor shall provide payment to the rental company and provide proof of payment to the Department. The Contractor shall be reimbursed by the Department for the actual rental cost of the equipment.

No payment shall be made to the Contractor for their time to deliver or return any rental equipment.

IV. INSURANCE REQUIREMENTS:

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

A. Workmen’s Compensation Insurance sufficient to cover all of the employees of

Contractor working to fulfill this Contract.

B. Comprehensive General Liability Insurance, including bodily injury and property damage insurance, to protect the Commonwealth and the contractor from claims arising out of the performance of the contract. The amount of bodily injury insurance shall not be less than $500,000 for injury or death of persons per occurrence. The amount of property damage insurance shall not be less than

$500,000 per occurrence.

C. Automotive Liability Insurance, including bodily injury and property damage insurance, to protect the Commonwealth and the contractor from claims arising out of the performance of the contract. The amount of bodily injury insurance shall not be less than $500,000 for injury or death of persons per occurrence. The amount of property damage insurance shall not be less than $500,000 per occurrence.

Required insurance shall be of the contract liability type and shall also name the following as ADDITIONAL INSURED.

Commonwealth of Pennsylvania WMPI Land Corporation

Department of Environmental Protection 10 Gilberton Road

Bureau of Abandoned Mine Reclamation Gilberton, PA 17934

2 Public Square, 5th Floor

Wilkes-Barre, PA 18711-1790

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The insurance shall not contain any endorsements of any other form designed to limit and restrict any action by the Commonwealth, as an additional insured, against the insurance coverage in regard to the work performed by the Contractor. Prior to the commencement of work under this Contract, the Contractor must provide the Commonwealth with current Certificates of Insurance. These Certificates shall contain a provision that coverage afforded under the policy shall not be cancelled or changed until at least thirty

(30) days written notice has been given to the Commonwealth.

V. BID AWARD:

Bid Award is based on an estimate of the number of hours needed to perform these services. The bid shall be awarded based on the total sum. Bid award shall be to the lowest responsive and responsible bidder meeting all requirements. Bidder must bid on all line items and shall complete their bid submission at www.emarketplace.state.pa.us.

DEP is not responsible for the maintenance of the eMarketplace website.

The Department of General Services Supplier Service Center is available to assist vendors with registration, bidding and account management. For questions regarding registration help, send an email to RA-PSC_Supplier_Requests@pa.gov or call

(877) 435-7363, choose Option 1. For questions regarding bidding help, send an email to srmhelp@pa.gov or call (877) 435-7363, choose Option 2.

DEP is not responsible for the support or functionality of any DGS website.

All bids shall be submitted electronically ONLY before closing date and time.

Bid closing date and time: 2:00 p.m. Thursday, April 10, 2025.

VI. CONTRACT QUANTITIES:

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

VII. CONTRACT TERM:

The Contract shall commence upon execution and terminate June 30, 2026. Further, the parties hereto may agree to renew this agreement for up to four (4) additional consecutive annual terms, with a final termination date of June 30, 2030, upon the same terms and conditions herein. The Department will give the Contractor at least ninety (90) days written notice of its desire to renew for an additional term. If the Contractor does not wish to renew, the Contractor must notify the Department in writing no later than ten (10) days after receipt of the Department’s notice of desire to renew.

http://www.emarketplace.state.pa.us/ mailto:RA-PSC_Supplier_Requests@pa.gov mailto:srmhelp@pa.gov

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The Contractor may increase the contract unit prices by a maximum of three percent (3%) of the unit price in effect previously beginning July 1 of the renewal term. The Contractor shall give the Department at least ninety (90) days written notice if increases are to be applied.

VIII. CONTRACT REQUIREMENTS:

A. The Contractor shall complete and submit Attachment A – Bid Award.

B. The Contractor shall comply with Attachment B, Steel Products Procurement Act and Trade Practices Act.

C. The Contractor shall comply with Attachment C, Build America Buy America

(“BABA”) Domestic Procurement Preference, Implementation of Executive

Order 2023-17, Commonwealth Workforce Transformation Program and Davis

Bacon Prevailing Minimum Wage.

IX. PAYMENT TERMS:

Payment shall be made on a reimbursement basis. Contractor shall submit invoice within thirty (30) days. The Contractor’s representative and the Commonwealth’s representative will compare records of the work performed on each service call and indicate their agreement to the hours of labor and the material furnished by their signatures on the

Contractor’s work order. The Contractor shall furnish copies of the work orders involved with each invoice submitted for payment. The Contractor shall provide supporting documentation for repair parts and materials.