Harrisburg BAS Guillotine SOW.pdf

STATEMENT OF WORK

GUILLOTINE CUTTER

INVITATION FOR BID

6100066873

CONTRACT SCOPE/OVERVIEW. The Department of Labor and Industry (DLI) Bureau of Administrative Services is responsible for daily operational support such as mail distribution, managed print services and office related activities that ensure efficient operations. To support these functions, the Bureau is issuing this Invitation for Bid (IFB) for the purchase of a commercial level guillotine paper cutter and accompanying maintenance services. This will be a No-Substitution procurement.

METHOD OF AWARD. A five-year purchase order will be awarded by the Commonwealth to the lowest-cost bidder who meets all responsibility and responsiveness requirements. Bids will only be accepted from the OEM manufacturer or authorized dealers and resellers of a new Challenge Titan model 265TC guillotine paper cutter

Each potential bidder shall review this Statement of Work to determine the extent of the work before submitting a bid. Bidders shall direct any questions to RA-li-OIT-BASprocur@pa.gov no later than Thursday October 29, 2026, at 4:00 PM ET. Responses to the questions shall be uploaded as an addendum to the eMarketplace solicitation. Questions directed to the Issuing Officer will not receive a response.

PRICING. For the cutters, Bidders must submit a price inclusive of the equipment, and labor to deliver, install and provide training on how to properly and safely operate the cutter.

In addition to the equipment, the department also requires an annual preventative maintenance service agreement to be billed annually.

For unscheduled emergency and non-routine repair services, the contractor will provide an hourly rate that is inclusive of transportation and labor. Parts shall be billed separately and may include a 10 percent markup with proof of material cost. Proof of material cost must accompany the invoice.

Along with the cost proposal, bidders will submit with its bid literature providing equipment specifications, safety standards and product information of the make and model being proposed and documentation that demonstrates the bidder is an authorized dealer, reseller or retailer of Challenge guillotine paper cutters.

DELIVERY LOCATION. Bureaus of Administrative Services (BAS) Printing Operations Office 651 Boas Street, Harrisburg, PA 17121

REQUIREMENTS.

Contractor must coordinate delivery and building access with the BAS Print and Mail Operations Administrator, or his designee. The DLI reserves the right to restrict delivery dates and times.

The Contractor will provide a one-year parts and on-site repair warranty or honor the full manufacturer warranty whichever is greater. A copy of the full warranty will be provided to the DLI at delivery.

The Contractor will provide a paper owner’s manual to the DLI at delivery.

The Contractor will provide training to designated DLI mailroom personnel on how to operate the equipment focusing on technology, operations, safety, and injury prevention. Training will be coordinated through the BAS.

Service shall cover False at minimum Clamp Plate, High Speed Steel Knives, Plastic Cutting Sticks, Jogging Aid, Tool Kit and Knife Change Safety Holder Assembly

MATERIALS AND PARTS. All equipment and any materials furnished are to be first quality. All materials, components and equipment installed under this contract will have manufacturer’s full warranty. Aftermarket parts are allowed upon approval from the BAS Print and Mail Administrator.

PREVENTATIVE MAINTENANCE. To ensure the cutter operates at an optimum level within the expected run time, during the service period, the Contractor will perform one scheduled preventative maintenance inspections. The Contractor will contact the BAS designee to schedule preventative maintenance services during the designated month.

Deviations or cancellation of preventative maintenance services shall be approved by the BAS designee.

Preventative maintenance and repair services shall be performed by a technician capable of servicing the Cutters and shall include inspection, cleaning lubrication, adjustments, service summary and any recommendations.

The Contractor will provide all labor, transportation, parts, tools, and materials to perform preventative maintenance inspection and cutter service repairs. The Contractor shall come to the work site prepared to make repairs. If the contractor requires a tool to perform the service, the tool becomes the property of the contractor and is non-reimbursable by the DLI. Transportation costs to acquire the tool or parts will not be reimbursable.

The contractor will address repairs within a reasonable time, with consideration to the time required to obtain parts. The site administrator or designated representative will decide of reasonableness for repairs.

The contractor is responsible for any tools or property issued to the HVAC technician by the DLI.

All property will be returned at the end of each day’s assignment. The Contractor will be responsible for effecting reimbursement to the DLI for unreturned property.

Parts over $100 must be quoted separately and approve by the BAS Print and Mail Administrator.

MAINTENANCE SERVICE CALLS.

The Mail Room Operates Monday through Friday, two shifts. 7:00 am to 3:00 pm and 3:00 pm until 11:00 pm. Routine repairs will be conducted on as needed/emergency basis. The hourly rate will be bid at a blended rate.

Depending on the urgency of the of the service requested, the Contractor may be required to be on site within two hours for emergency during the regular working hours or within twenty-four hours for non-emergency services. All service is to be conducted to prevent disruption to operations.

Any damage to the existing buildings, landscaping, grass, fencing, road surfaces, contained utility lines, or existing equipment caused by the Contractor in the process of providing service operations on site shall be replaced/repaired by the Contractor. The damaged items shall be restored to the original condition at no additional cost to the Commonwealth. These repairs/replacements shall match the existing in all cases and shall be completed to the satisfaction of the DLI.

The Contractor will be responsible for effecting reimbursement to the DLI for damages to equipment, building or facility caused by an employee under this contract when deemed by a department investigation that such damage was the result of negligence, misconduct, abuse or misuse of such equipment, property, building or facility.

The DLI reserves the right to objectively evaluate the quality of workmanship. Any work found to be inferior or non-functional shall be corrected or replaced by the Contractor at no additional cost to the Commonwealth and may result in an entry into the Contractor Responsibility Program System (CRPS).

The Contractor will be responsible for the cleanliness of the area and for any dirt and stains that employees might cause. All work areas will be cleaned at the end of each workday. All tools and equipment must be picked up and/or removed at the end of each workday.

The Contractor will adhere to all security requirements, safety policies, and parking requirements of the DLI.

The DLI will notify the Contractor in writing of any unsatisfactory services rendered; the Contractor shall correct the deficiency within 10 days of such notification.

The Contractor or designee may be required to participate in meetings as requested by the DLI to discuss services.

Travel Time to the DLI is accompanying to the cost of work; no payments will be made for travel time.

The Contractor will only assign one technician to complete required work; should it be determined an additional technician is required; the contractor must obtain approval from the BAS designee before assigning additional personnel. The Contractor will assign with consideration taken on the skillset of the service technician and service to be rendered.

The Service Technician will be required to wear the appropriate uniform identifying the contractor’s name and visible identification. The contracted employee shall present a neat, clean, and professional appearance.

Service technicians will be fully qualified licensed technicians with appropriate tools, education, training, and experience in accordance with industry standards and laws.

Contractor will perform a complete pre-employment investigation on each employee selected to work at the DLI. The investigation will cover the person’s qualifications and criminal background check.

The Contractor shall provide documentation to confirm that they have the technical staff with proper knowledge and skill and experience. The DLI reserves the right to request documentation or proof of licenses, education, and/or training of any employee performing work under this contract.

Upon arrival, the contractor must check in with the BAS designee. At the end of each service a detailed service report of the work performed should be signed and left with the BAS designee to review the contractor’s findings. In the event of an emergency where the awarded contractor cannot provide service the DLI reserves the right to obtain services from an alternate contractor.

CONTRACT MONITOR.

Michael Hartman-Print and Mail Administrative Manager Phone-717-705-4242 Email-mshartman@pa.gov

PAYMENT TERMS. Payment shall be made on a reimbursement basis for actual goods and services received and accepted by the DLI. Invoices must be itemized to match the purchase order and include the purchase order number, SAP Vendor Number, remittance address and delivery date.