Gifford Pinchot Janitorial SOW_CAS.pdf

STATEMENT OF WORK

Commonwealth of Pennsylvania Department of Conservation and Natural Resources

Bureau of State Parks

JANITORIAL SERVICES FOR PARK OFFICE AND CABINS

GIFFORD PINCHOT STATE PARK

YORK COUNTY, PENNSYLVANIA

I. SCOPE OF WORK:

The Department of Conservation and Natural Resources, Bureau of State Parks, Gifford Pinchot State Park requires janitorial services for the cleaning of ten (10) rental cabins and the park office located at 2200 Rosstown Road, Lewisberry, PA 17339-9787.

Questions regarding the technical aspects of this bid shall be directed to Paige Steffy, at phone 717-432-5011 or by email at giffordpinchotsp@pa.gov. Questions regarding the bidding or contracting procedures shall be directed to Michelle Pritts at 717-772-0299 or by email at mpritts@pa.gov .

II. CONTRACT TASKS:

The Contractor will furnish all cleaning products, supplies, and specified cleaning equipment, including an LED UV flashlight, wet mop, and a vacuum cleaner with High Efficiency Particulate Air (HEPA) filtration. Cleaning products must be approved by Park Management prior to use. Park Management may require manufacturer’s specifications, product samples, or the product’s Safety Data (SDS) sheets. The area within the park where supplies can be stored is 0.5 miles away from the facilities to be cleaned.

Before Contractor’s onsite cleaning staff begins work, they must complete a mandatory tour of park facilities, receive detailed instructions, cleaning checklists, contact numbers for park staff, and a park-provided tutorial on bed bug identification as further detailed within Section II.B.12.

All Cleaning Checklists for each unit cleaned must be signed 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. PARK OFFICE BUILDING

The Park Office Building consists of nine (9) offices, two (2) restrooms, kitchen area, and a basement conference room totaling approximately 3,625 sq. ft.

mailto:giffordpinchotsp@pa.gov mailto:mpritts@pa.gov

Regular weekly office cleanings are to be completed outside of office operating hours. Office operating hours are typically Monday through Friday, from 8:00 AM to 4:00 PM.

Weekly Park Office Requirements:

1. Remove all cobwebs from around exterior of Park Office entrance.

2. Empty all trash receptacles, place trash in a park dumpster, and clean trash receptacles as needed.

3. Dust all woodwork, including but not limited to, furniture and desks, counters, shelves, bookcases, cabinet exteriors, windowsills, doorways, tables, and fixtures.

4. Remove marks and dirt on walls, ceilings, windows, and screens as necessary.

5. Vacuum all carpets. Must use vacuum with a HEPA filter. Spot clean carpets, as needed.

6. Sweep and wet mop all tile floors and entranceway with appropriate cleaner.

7. Restrooms: Clean and sanitize toilets and urinals. Replace toilet paper on holders.

Toilet paper will be provided by the park. Clean all sinks and chrome, wipe down partitions and walls near sinks, toilets, and urinals. Wipe clean all mirrors.

8. Kitchen: Clean and wipe down interior and exterior of stove, oven, and microwave.

Clean and wipe down exterior of refrigerator. Clean and wipe down counter tops, tables and chairs, sink, and chrome fixtures. Clean and wipe down walls as necessary.

9. Report any maintenance/repair needs, damaged furniture, safety hazards, or other items beyond the scope of this Contract to Park Office personnel immediately after cleaning is completed.

10. Return to the Park Office to sign and date the Monthly Tally Sheet (Sample Monthly Tally Sheet is attached). This step is necessary to ensure proper billing and payment.

Semi-Annual Park Office Requirements:

In addition to weekly 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. Wash all windows inside and outside. Clean all screens and window blinds. Clean curtains in basement.

2. Vacuum cloth furniture coverings. Clean and polish non-fabric surfaces with an appropriate furniture polish.

3. Dust all walls, ceilings, vacuum and clean all light fixtures and ceiling fan. Clean all air vents for heating and cooling ducts.

4. Wipe down and polish all wall paneling, doors and frames, pictures and frames, light switch cover plates, and woodwork to remove dust and fingerprints.

5. Kitchen. Clean and wipe down interior and exterior of stove, oven, microwave and cabinets. Follow the owner’s manual for oven cleaning. Clean and wipe down exterior of refrigerator. Clean and wipe down splashguards, counter tops, tables and chairs, sinks, chrome fixtures. Clean and wipe down walls as necessary.

6. Vacuum carpets. Must use vacuum with a HEPA filter. Spot clean carpets.

7. Steam clean carpets. Turn on ceiling fan and place floor fans over wet carpets, to run overnight or until carpets are dry.

8. Upon completion of each task, date and initial the Semi-Annual Cabin & Office Cleaning Checklist, which will be kept with the Weekly Cabin Cleaning Schedule.

B. RENTAL CABINS

The rental cabins consist of eight (8) two-bedroom units (each approximately 864 sq. ft.) and two (2) three-bedroom units (each approximately 928 sq. ft.).

Summer Peak Season rentals: 1-week minimum stay, Friday to Friday

During the summer peak season (the second Friday in June through the third Thursday in August), cabins are rented in week-long increments, with a turnover in reservations occurring each Friday. Therefore, during the summer peak season, the allotted timeframe for rental cabin cleanings to be completed is after check-out and before check-in, on Fridays, between the hours of 10:00 AM and 2:45 PM. If a customer vacates their rental cabin earlier than Friday’s 10:00 AM check-out time, then the cleaning of that cabin may be performed earlier than the allotted timeframe.

Spring/ Fall/ Winter Non-Peak Season rentals: 2-night minimum stay

During the Spring/Fall/Winter non-peak season (the third Friday in August through the second Thursday in June), cabins are rented sporadically throughout the 7-day week, with a two-night minimum stay. Weekend stays with a Sunday or Monday check-out is common, but not the rule, as any day of the week could potentially have check-outs. Therefore, during the non-peak season, the allotted timeframe for cleaning is after any cabin checks-out, between the hours of 10:00 AM and 2:45 PM. If a customer vacates their rental cabin earlier than the 10:00 AM check-out time, then the cleaning of that cabin may be performed earlier than the allotted timeframe. With the consent of Park Management, a weekday cabin cleaning may sometimes be delayed and consolidated with other scheduled cleanings for efficiency, so long as the delay in cleaning does not interfere with another occupant’s check-in.

Weekly/Daily Cabin Cleaning Requirements ~ Per each cabin. after each rental:

1. Arrive at the park office no later than 10:30 AM and check the cabin cleaning schedule for any late updates. The arrival time may vary depending on the cleaning needs, but any variation in arrival time must be relayed to the park office.

This step is necessary before beginning any work.

2. Gather cleaning supplies from designated supply area within the park’s facilities (If supplies of toilet paper, aluminum foil, or plastic trash bags are low, notify park staff.)

3. If cabin due for cleaning is still occupied, immediately alert park staff.

4. Sweep porch. Remove cobwebs on porch walls, ceilings, and entryway. Empty porch ashtrays

5. Remove dust, debris, cobwebs, and insect nests from interior of cabin.

6. Vacuum carpets. Vacuum behind and under furniture, as needed. Must use vacuum with a HEPA filter. Do not use the vacuum provided for cabin occupants.

Spot clean carpets, as needed.

7. Bathroom: Clean and disinfect shower walls and floors. Use a mold and mildew cleaner on shower caulking joints. Clean and sanitize toilet. Replace toilet paper on holder and provide two rolls of extra toilet paper on the bathroom shelf (Park provides toilet paper). Clean and sanitize the sink, medicine cabinet (inside and out), all chrome fixtures, and wipe adjacent walls.

8. Kitchen: Clean and wipe down splashguards, sanitize counter tops, tables and chairs, sink, and chrome fixtures. Clean and wipe down walls as necessary.

Clean and wipe down interior and exterior of stove, oven, refrigerator, microwave, and cabinets, sanitizing the handles of each fixture. Lift stovetop to clean below drip pans and reline drip pans with aluminum foil if needed (Park provides aluminum foil). NOTE: Properly reinsert heating elements.

9. Replace light bulbs in all light fixtures, as needed (Park provides light bulbs). For bulbs needing replaced in ceiling fixtures or secured fixtures, inform Park staff of this maintenance need.

10. Wipe clean all mirrors.

11. As needed, dust or damp wipe all furniture, inside furniture drawers, windowsills, doorways, light fixtures, and ceiling fan blades.

12. Visually inspect beds with LED UV light for signs of bed bugs. If bed bug activity is suspected, stop cleaning and immediately notify Park staff.

13. Spray disinfectant on tops of bed mattresses and wipe off. Flip mattresses monthly.

14. Remove marks and dirt on walls, ceilings, windows and screens as necessary.

15. Sweep and wet mop tile floors with appropriate cleaner in the kitchen, bathroom, and entranceway.

16. Check for articles left by previous occupants. If any items have been found, make a note of the cabin number and give the items to Park staff.

17. Empty all trash receptacles, by removing and tying plastic bag. Replace plastic bag in each trash receptacle and leave an extra plastic bag in the bottom of the receptacle. (park provides plastic bags). If soiled, trash receptacles are to be washed and cleaned. Place tied plastic bags with discarded trash in the dumpster at the cabin colony entrance.

18. Close windows and curtains. Turn electric heaters to directed setting after cabin is cleaned (October through April). Lock door and windows upon exiting.

19. Immediately report to Park staff any maintenance/repair needs, damaged furniture or window screens, safety hazards, infestations, trash left at the cabin, excessive soiling/litter, or any other items beyond the scope of this Contract.

20. Return to the Park Office to sign and date the Monthly Tally Sheet (Sample Monthly Tally Sheet is attached). This step is necessary to ensure proper billing and payment.

Semi-Annual Cabin Cleaning Requirements ~ Once in the Spring and once in the Fall:

In addition to weekly cleaning requirements, the following tasks are to be performed, once during the early spring and once during the fall. Each cabin will be blocked from reservation for a week-long period, on dates agreed to by Park Management, so that time is allotted for the following tasks to be completed:

1. Remove and clean all screens.

2. Wash all windows inside and outside.

3. Dust and wipe clean interior and exterior of kitchen cabinets. Use solvent or degreaser on and around cabinet door handles. Polish exterior of cabinets.

4. Use degreaser to clean stove’s drip pans, underneath the stove’s cooking range, and hood above the cooking range.

5. Remove the filter from the hood above the cooking range, soak filter in degreaser, then clean and reinstall in the hood.

6. Wipe grease from bottom of oven, then set the oven to self-clean.

7. Scrub and disinfect shower walls, using a bleaching agent to address all potential mold issues.

8. Dust and remove cobwebs from less accessible areas not addressed in weekly cleanings (e.g., walls, ceilings, rafters, ceiling fans, light fixtures, corners).

If using a ladder to access these areas, the ladder must be a safe and stable A-frame type ladder.

9. Clean all furniture (i.e., beds, dressers, nightstands, end tables, living room seating). Remove cobwebs from around and underneath furniture. Wipe clean the wood or metal frame. Vacuum and remove all debris from under seat cushions.

Vacuum each seat cushion.

10. Vacuum all carpets, all tile floor surfaces, in and around all electric baseboard heating fixtures, as well as all lampshades and other light fixtures. Move furniture to vacuum under and behind those areas. Must use vacuum with a HEPA filter.

Do not use the vacuum provided for cabin occupants.

11. Scrub and mop tile floors.

12. After vacuuming, steam clean all carpets. Use spot remover, as needed. Turn on ceiling fan and place floor fans over wet carpet, to run overnight, or as long as it takes to dry carpet.

13. Upon completion of each task/cabin, date/initial the Semi-Annual Cleanings checklist, which will be kept with the Weekly Cabin Cleaning Schedule. (Sample Semi-Annual Cleanings checklist is attached)

Notification of Services Needed: A weekly spreadsheet listing cabin rental dates of occupancy and scheduled cleaning needs will be emailed from the Park Office one week in advance of the scheduled cleaning week. As reservations are altered and changes occur to the emailed spreadsheet, additional emails with updates will be sent from the Park Office. The spreadsheet is also updated and always available at the Park Office front desk area.

III. SITE INSPECTION:

Prior to bidding, a site inspection is mandatory for bidders to have full knowledge of the task at hand and view the scope, become aware of the notification process of cabin vacancies and cleaning needs, and potential of the cleaning schedule prior to submitting their bid.

Site inspections will take place by appointment only Monday through Friday, between the hours of 8:00 AM and 3:00 PM. To make an appointment, prospective bidders must contact Park Management by phone at 717-432-5011 or by email at giffordpinchotsp@pa.gov.

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 (which must be dated prior to the opening date of this IFB) will 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 http://www.smallbusiness.pa.gov/ 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 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 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 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 included 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 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.

Prior to commencement of any work under this Contract, and at each insurance renewal date during the term of the Contract, the Contractor must provide the Commonwealth with current Certificates of Insurance naming “The Commonwealth of PA – DCNR” as an additional insured. These Certificates shall contain a provision that coverage afforded under the policy will not be canceled or changed until at least thirty (30) days’ prior written notice has been given to the Commonwealth. These Certificates shall include the location and a brief description of the work to be performed under the Contract.

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.

VII. CONTRACT TERM:

The Contract shall commence upon execution and receipt of a Fully Executed Purchase Order or May 1, 2026, whichever is later, and terminate April 30, 2027.

Option to Renew:

Further, both parties may agree to renew this contract for up to four (4) additional consecutive annual terms, with the final termination date of April 30, 2031, 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 December 31st 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(s) if desired, to the Department no later than January 31st prior to the termination date.

The renewal notice must be emailed to giffordpinchotsp@pa.gov, mailed, or hand delivered to:

DCNR, Bureau of State Parks Attention: Park Management Gifford Pinchot State Park 2200 Rosstown Road Lewisberry, PA 17339-9787

VIII. PERFORMANCE ISSUES:

Weekly Cleanings of Park Office and Peak/Non-Peak Cleanings of Cabins

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

• If Peak and Non-Peak 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.

• If the Contractor is unable to or does not resolve any outstanding cleaning concerns within

24 hours, the contractor will not be paid for that respective cleaning.

• 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.

Semi-annual Cleanings

• The park will thoroughly inspect each unit once the semi-annual cleaning is 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.

• 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.

• 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 will 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.

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

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

NOTE: The Department will only accept out to two (2) decimal points when entering your “Unit Price” figure on the IFB – Invitation for Bid.

X. PAYMENT TERMS:

Payment will 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:

The Contractor is required to provide signed and dated service slips to the Park Office.

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

A. The date of each cleaning B. The type of each cleaning (summer, non-summer, semi-annual, etc.)

C. The location of cleaning (park office or cabin) D. Include the quantities and contracted amount charged for each

Weekly Service Slips must include all cleanings completed on a Friday to Thursday basis.

Monthly Service Slips must include all cleanings completed for the entire calendar month.

XII. INVOICES:

Invoice format must 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

Or, mailed to the following address:

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

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

By email: nrspprga@pa.gov.

All invoices MUST contain the Purchase Order Number, your SAP Vendor Number and be itemized to include the park name with service locations and dates of service. Contractor’s name and address, as shown on the purchase order, must also be listed on each invoice.

Failure to provide this information will result in payment delays.

http://www.budget.pa.gov/Programs/Pages/E-Invoicing.aspx mailto:nrspprga@pa.gov

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 prior to the time fixed in the IFB.

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:

https://www.emarketplace.state.pa.us/BidTabs.aspx.

The bids will be posted as soon as practical following the bid opening. The results are the apparent bidders, with all bids under review until final award of the Purchase Order.

http://www.pasupplierportal.state.pa.us/ https://www.emarketplace.state.pa.us/BidTabs.aspx