6100066425 Bid Specifications.pdf

PENNSYLVANIA STATE POLICE

DEPARTMENT HEADQUARTERS

1800 ELMERTON AVENUE

HARRISBURG, PA 17110

IFB 6100066425

SPECIFICATIONS

ERIE LABORATORY SNOW REMOVAL

I-1. Statement of the Project

Snow removal and application of granular deicing material in areas designated by the Laboratory Manager and in compliance with the specifications listed below to be effective upon issuance of a purchase order for a period of one (1) year with four (4) optional one (1) year renewals.

I-2. Specification and Quantity

• Snow removal and application of granular deicing material in areas to be designated by the Laboratory Manager. Pennsylvania State Police (PSP) does not accept bids with liquid applications. Bids must be charged by tons, or parts thereof, or bags.

• This is an on-call contract. The Laboratory Manager or their designee will establish with the vendor the snow removal response. The Laboratory Manager or their designee shall establish, with the vendor, the method required for all employees on site to make physical confirmation in Snow Removal Service Log of hours worked.

• Snow removal costs should be based upon the use of a truck/plow and hand shoveling if required by the Laboratory Manager. Vendor must have equipment adequately sized to perform service in efficient manner.

• Commonwealth will pay for only those services rendered. Services are paid per task(s) completed, regardless of the number(s) of equipment or staff utilized to complete the task(s). Line item increases to cover extra staff will be denied.

Please bid according to true costs per task per hour taking into consideration the number of staff and equipment needed to complete the task.

• To reflect true pricing and allow for better budget management, please note the following invoicing clarification: Bid labor pricing is per hour per task, NOT per contractor’s employee.

For example, if the contractor anticipates they will need a crew of 4 to remove snow and must make $50 per employee to cover costs, the bid will need to be $200 per hour. Each unit billed will be at $200/hour and will be invoiced accordingly. PSP will only pay per hour, per task. Your bid will NOT be $50.00/hr, it will be $200.00/hr.

• Line item(s) for “Granular Deicing Material” should only be used for ice events and in volume that meets, but does not exceed, required amounts to maintain safety of the affected areas. Quantity estimates must be provided with bid based on estimated square footage of treated areas.

• Vendor shall visit the site and take into consideration all conditions prevailing that would affect the bid price including the type of granular deicing material as designated by the Laboratory Manager. Deicing material must be bid according to current market values.

• No bids will be accepted without a signed site visit. Each visit must be performed by the entity who will be responsible for invoicing. If a subcontractor will be engaged, the site visit must still be attended by the official bidding entity who will receive award and subsequent payment for services. Vendor must visit the site and take into consideration all conditions prevailing that would affect the bid price before bidding.

• Salt deicing material is not to be used on any concrete surfaces.

• Indicator flags or delineator markers are required to define curbs, lawns, and landscaping as these areas must not be damaged during the snow removal process and must be supplied by the contractor and/or approved subcontractor.

• Contractor and/or approved sub-contractor will register in “Snow Removal Service Log” (see attached) upon arrival and departure and provide quantities of material(s) applied. Upon demand, be prepared to provide proof of the material(s) that were used. Physical confirmation in the Snow Removal Service Log is required for all contractor/sub-contractor employees for every visit. Ex. If you must remove snow on two (2) different occasions on the same day, all employees must sign in and out twice.

• Damage to parking lot surface, sidewalks, curbing, bumper blocks, and lawns to be repaired under the contractor’s insurance requirements.

• No equipment may be stored, parked, or otherwise left unattended by the contractor or approved subcontractor on PSP properties when not in use for any amount of time.

• All subcontractors are held to all standards as prime contractors. Sub-contractors must be identified at time of bid submission and approved by PSP contract issuing officer.

I-3. Additional Requirements.

All documents listed below must be submitted with bid. Failure to submit ALL required documentation will deem vendor non-responsive and may cause bid disqualification.

A. Site Visit – A completed site visit form (provided) is required and must be included with bid submission to avoid disqualification.

B. Cost Matrix – A completed cost matrix (provided) is required and must be included with bid submission to avoid disqualification.

C. Worker Protection – A completed Worker Protection and Investment Form BOP- 2201 (provided) is required and must be included with bid submission to avoid disqualification.

D. Small Business Certification – A current PA Small Business Certification is required and must be included with bid submission to avoid disqualification.

E. Insurance Certification – The below listed documentation must be fully completed and submitted with bid to avoid disqualification. 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:

At bid submission, 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 list the Commonwealth as certificate holder and name the Commonwealth as an additional insured.

1. 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.

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 Contract, 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.

CRIMINAL RECORD CHECK

The Pennsylvania State Police (PSP) abides by the Criminal Justice Information Services (CJIS) Security Policy. The policy can be found at http://www.fbi.gov/about-us/cjis/cjis-security-policy-resource-center/view. In accordance with this policy, any vendor staff members that will perform janitorial services or be unescorted at a PSP facility must have a Federal fingerprint background check performed before entering the building. The vendor staff members required to have this background check must obtain the required authorization letter from their employer before reporting to a PSP installation to give a full set of fingerprints. The PSP will use the fingerprints to perform a state record check and will then forward them to the Federal Bureau of Investigation for a national criminal history record check. The information obtained from the criminal history check shall be used by the PSP for a fitness determination. PSP will retain records of those individuals who have completed the fingerprint background check.

I-4. Delivery/Service Location.

Pennsylvania State Police Bureau of Forensics – Erie Laboratory Attn: Bradley McLaughlin 4310 Iroquois Avenue Erie, PA 16511 http://www.fbi.gov/about-us/cjis/cjis-security-policy-resource-center/view http://www.fbi.gov/about-us/cjis/cjis-security-policy-resource-center/view http://www.fbi.gov/about-us/cjis/cjis-security-policy-resource-center/view