Janitorial serv main building specs.pdf

1 | P a g e

EXHIBIT “A” Revised 04/22/2026

SPECIFICATIONS FOR JANITORIAL SERVICES

155 Stewart Avenue Rochester, PA 15074

Maintenance District 11-2, Beaver County

A. Purpose of the RFQ:

To procure a Contractor for facility Janitorial services and supplies Monday through Friday for PennDOT Engineering District 11-2. PennDOT reserves the right to solicit IFB’s and award work for additional contracts or Contractor’s, to run concurrently with this contract, under different payment type structures such as lump sum or different units of measures.

B. Contractor qualification:

This bid solicitation has been reserved for Small Business Contracting. Only those Bidders certified as DGS Small Businesses through the Small Business Contracting Program may submit a bid for these services.

C. Contract Term:

The initial term of the resulting PO shall be for a 1 (one) year period from July 1, 2026 to June 30, 2027. The term may be renewed for an additional 4 (four) – 1 (one) year periods by mutual consent, each renewal may include up to a 3% increase determined by the Department. Should the Department seek to exercise a contract renewal option, the vendor will be sent a renewal notice at least 90 days prior to the end of each validity period. The department reserves the right to extend any single term, upon written notification to the vendor, of the resulting PO up to 90 days.

D. Pre-Quote Meeting and Questions and Answers:

There will be no pre-quote meeting for this IFB. Site visit is suggested and permitted upon request.

All questions pertaining to Solicitation #6100065905 must be made prior to May 5, 2026 at 2:00 pm (EST). All questions and answers will be posted to the Solicitation in eMarketplace for public viewing.

Please send your questions via email to Lucy Binotto at lbinotto@pa.gov.

E. Subcontracting:

If applicable, Contractor shall provide a subcontracting detailed plan for subcontractors, including small and diverse business subcontractors, who will be assigned to the Project. Subcontractors under this RFQ, do not need to be a qualified ITQ Contractor since the prime contractor assumes responsibility for all services whether or not it provides services. Upon award of the contract resulting from this RFQ, subcontractors included in the quote submission are deemed approved. For each position to be subcontracted please provide:

1. Name of Subcontractor

2. Primary contact name and email

3. Address of subcontractor

4. Description of employees by job category assigned to this project and mailto:lbinotto@pa.gov

2 | P a g e

5. Resumes (if appropriate and available) Above information, if applicable must be included with the bid submission.

F. Project Management:

1. The PennDOT Project Manager for this contract will be the County Equipment Manager or their designee. The County Management may change the PennDOT Manager as they deem necessary.

2. Within 24 hours after receiving notification of award, the awarded Contractor must submit the Contractor Information Form . The requested information must contain the name of the Contractor representative, the Contractor’s Representative’s 24 hour a day cell phone number and email address to rkulwicki@pa.gov.

3. Contractor Communications: Contractor will ensure a cell phone is always available at the job site, as a means of communication with the PennDOT Project Manager or designee.

4. Notification of Work and Project Mobilization.

a. The PennDOT Manager or designee will give notice of work to the Contract Representative via email, phone or in person. Upon the submission of the notice of work, the Contractor will have 10 days for details of work to start at the validity date. Should the Contractor fail to mobilize and provide the requested items within the prescribed time, the Contractor may be declared in “Default” and their contract may be subject to cancellation as prescribed in the Terms and Conditions off this IFB.

5 Project Kick-Off Meeting: The Project Kick-off Meeting will be scheduled by the PennDOT Project Manager or designee and will occur within 5 to 10 business days after the Fully Executed Purchase Order is delivered to the awarded Contractor. The Contractor’s Representative designee must be present. The meeting will be held at 155 Stewart Avenue, Rochester facility. Topics to be discussed include services, insurance, storage location and specifications.

6. Work Schedule:

a. Work associated with this project is to be performed Monday through Friday. The PennDOT

Project Manager or designee may authorize work on Saturday or Sunday, as necessary. No work shall be scheduled to occur on the following holidays, unless written permission to do so is provided by the PennDOT Project Manager or designee.

1. New Year’s Day

2. Dr. Martin Luther King Jr. Day

3. President’s Day

4. Memorial Day

5. Independence Day

6. Labor Day 7 Indigenous People’s Day

8. Veteran’s Day 9 Thanksgiving Day

10. Day after Thanksgiving Day 11 Christmas Day

The following Monday will be recognized as the day when no work is to be scheduled for all holidays occurring on a Sunday, and the Friday before will be recognized as the day when no work is to be scheduled for all holidays occurring on a Saturday.

mailto:rkulwicki@pa.gov

3 | P a g e

G. Service Details:

Contractor provides the following janitorial services, including all supplies, including paper products (tissue paper and paper towels), mops, brooms, buckets, trash can liners, cleaning materials, vacuum cleaner, urinal screens/deodorizers, etc. PENNDOT will provide the vendor with a small storage cabinet for storing paper supplies and cleaning materials.

SERVICE ADDRESS - 155 STEWART AVENUE, ROCHESTER, PA 15074

AREA OF SERVICE: Front Office Area, includes: Lobby, Hallways, Manager’s Office, Kitchen Area, Conference Room, and (2) Garage Offices Frequency of service:

Daily:

• Empty and re-line all waste baskets.

• Sweep and wet mop using floor cleaning solution on all tile floors – vendor to roll-up carpeting prior to cleaning tile floors. Vacuum all carpeting including floor mats. Vendor shall spot spray all soiled carpeting with a general purpose carpet cleaner.

• Contractor shall also be responsible for spray buffing all flat surfaces, including tops of filing cabinets, partitions, desks; conference room tables, lunchroom table, and kitchen counter tops.

Clean computer tops and phones.

• Clean (wash) entrance door windows, window at receptionist office, and 12” x 12” window on door at garage entrance.

• Clean window sills on all exterior windows.

• Vendor shall seal and stage trash in a central location for disposal on a daily basis.

• Containers identified for recycled office paper will be emptied, as needed, into a centrally located container identified for recycled paper.

Semi-Annual:

• Wash all outside windows (inside and out). Remove all carpet stains and shampoo carpeting.

Strip and wax tile floors.

• Wash vents, lights, and walls. Clean filing room, spray buff all flat surfaces of all filing cabinets, clean exterior of all filing cabinets.

AREA OF SERVICE: Filing Room in Front Office Area Frequency of service:

Semi-Annual:

• Remove all carpet stains and shampoo carpeting. Clean the top of all filing cabinets.

AREA OF SERVICE: Two Restrooms in Front Office Area Frequency of service:

Daily:

• Empty and re-line all waste baskets.

• Sweep and wet mop floors using general purpose cleaning solution.

• Fill all soap dispensers, wash mirrors, and clean sinks.

• Supply and install tissue paper as required.

• Disinfect urinals, install urinal screens as required.

4 | P a g e

• Clean and disinfect inside of water closet and clean exterior of water closet.

• Wash outside window, strip, and wax floors. Wash outside windows (inside and out).

Semi-Annual:

• Wash vents, lights, and walls, clean exterior of all filing cabinets.

AREA OF SERVICE: Two Restroom’s in Garage Frequency of service:

Daily:

• Empty and re-line all waste baskets.

• Sweep floors – disinfecting with general purpose bleach.

• Fill all soap dispensers, wash mirrors, and clean sinks.

• Supply and install tissue paper as required.

• Disinfect urinals, install urinal screens as required.

• Clean and disinfect inside of water closet and clean exterior of water closet.

AREA OF SERVICE: Garage Area and Garage Break Room Frequency of service:

Daily:

• Empty all trash cans (may vary in size) in garage, break room and hallways. Vendor to furnish and install trash liners as required.

• Clean break room (lunchroom area), sweep floor on a daily basis, clean vending machines as required.

• Clean the top of the lunchroom table.

NOTES:

………Vendor shall meet all terms and conditions of the contract as outlined by the Commonwealth.

………Vendor must make sure they close and secure all windows in the front office area and restrooms; locking all doors before they leave on a daily basis.

………Vendor shall begin work on a daily basis between 3:00PM to 5:00PM. Vendor shall begin work in the garage areas before the front office area. Once a daily schedule has been established, vendor shall maintain a routine schedule to minimize impact on our operations.

………Daily does not include weekends or 10 state holidays.

H. Estimated Quantities:

All quantities are estimated and may not reflect actual quantities. The estimated quantities are indicated on the IFB. PennDOT reserves the right to award any or all of the Pay Items on the Cost Sheet.

5 | P a g e

I. Insurance Requirements:

The awarded vendor shall be responsible for any costs and obtaining insurance requirements outlined in the attached OS-52, copy must be provide to the Department prior to any start of work.

M. Property Damage:

The Contractor shall repair or replace any of PennDOT’s property, real or physical, or private property damaged during the performance of their duties at no additional cost to PennDOT

N. Reporting:

1. Confirmation of Services Reporting

a. A completed Confirmation of Service Form (OS-501) shall be submitted by the

Contractor to the PennDOT Project Manager or designee, for review and verification, on a monthly basis.

b. The PennDOT Project Manager or designee will notify the Contractor if corrections are needed.

c. Each OS-501 Form shall be itemized, include sufficient detail, and coordinate with the line items on the Purchase Order.

2. Reporting Forms Modifications: PennDOT reserves the right, throughout the life of the contract, to make changes to form OS-501, including instructions, content, and all other requirements.

O. Billing and Payments:

1. Invoices shall be submitted by the Contractor on a monthly basis, for further instructions regarding invoicing, see the contract Terms and Conditions. See sample invoice attached to the RFQ.

2. Untimely and incomplete submission of Form OS-501 and any required supporting documentation may delay processing of a “proper invoice” as required by the IFB’s Terms and Conditions.

3. Material Contingency: The Department shall add an additional dollar amount of $1,000.00 to each rolling year on the awarded PO. This is to be used for any unforeseeable issue that may arise during the course of the contract. Prior to billing for this line item, the vendor is required to seek written permission from the County Equipment Manager to do so.

4. PennDOT is tax exempt – no taxes are to be included in bid price.

P. Worker Protection:

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 bid, proposal and quote.

6 | P a g e

Q. Exhibits:

Along with the submission of the Worker Protection Form, the following forms must be completed and attached as part of the bid package if applicable:

• Reciprocal Limitations Act Requirements (GSPUR89)

• Domestic Workforce Utilization Form

• Contractor Information Form

• Anti-Sweatshop Clause

R. Method of Award:

All suppliers are required to be on all lines of the SRM electronic Solicitation. The Purchase Order will be a single award (one vendor), thus, only one supplier will be awarded.

T. Public Bid Opening:

Bid opening will be held virtually via Microsoft Teams on Thursday May 7, 2026 at 11:30 am (EST). Please contact Purchaser Lucy Binotto at lbinotto@pa.gov for meeting invitation.

U. Pay Items:

Note: The Unit of Measure for pay items are identified at the bottom of each Pay Item and on the Cost Sheet. The Unit of Measurement reflected on the Purchase Order will reflect “each”.

Pay Item 1: Quantity of 12. As specified in Paragraph G – Service Details, this would be the monthly cost for all services and supplies in the details. All services and materials should be inclusive in the monthly billing over the one year period.

mailto:lbinotto@pa.gov