Janitorial Services Statement of Work Amended.pdf

STATEMENT OF WORK

Janitorial Services Agreement

Bald Eagle State Forest District Office (Forest District 7)

(Union County)

I. SCOPE OF WORK

The Commonwealth of Pennsylvania, Department of Conservation and Natural Resources, Bureau of Forestry, Bald Eagle State Forest requires janitorial services for the cleaning of the district office located at 11865 Old Turnpike Road, Millmont, PA 17845.

Questions regarding the technical aspects should be directed to Matt Beaver or Jennifer

Lauver at 570-922-3320 mbeaver@pa.gov or jelauver@pa.gov. Questions regarding the bidding or contracting procedures should be directed to Sherri Dornes at 717-783-4884 or sdornes@pa.gov.

II. CONTRACT TASKS:

This service will include the cleaning of 10,240 square foot District Office.

The following tasks shall be completed in performance of the contract. The Bureau will provide vacuum cleaner, brooms, mops, pails, paper towels, toilet paper, trash bags, trash can liners, hand soap for restrooms and all required janitorial supplies include, but not limited to detergents, window cleaner, furniture polish, deodorizers and dust cloths. IT WILL BE THE

CONTRACTOR’S RESPONSIBILITY TO ADVISE THE DEPARTMENT WHEN

SUPPLIES ARE BEING DEPLETED AND NEED TO BE REORDERED. Contractor must submit requests for cleaning tools, materials and supplies to be furnished by the agency at least thirty (30) days in advance.

Contractor will be responsible for ensuring that the designated doors are locked, all lights are turned off and security alarm is armed prior to leaving the premises.

The following tasks shall be completed in performance of the contract:

Duties to be performed Twice Weekly (Wednesday & Saturday or Sunday):

Clean all restrooms as follows:

– Wash sinks – clean all porcelain, chrome work and adjacent surfaces

– Mirrors and other chrome work to be cleaned/polished

– Floors-wet mop with detergent/disinfectant; remove stains below toilets and beneath sinks

– Toilets-clean inside bowl with brush and cleaner; wipe down with disinfectant/clean toilet seat, lid and the entire outside of the porcelain bowl

– Wet wipe all soiled surfaces with detergent/disinfectant; wipe dry to eliminate water marks. This includes all baseboards.

Empty all waste cans, placing disposed material in garbage bags supplied by the

Bureau – clean cans as needed. Place bags in dumpster.

Replenish supplies of toilet paper, paper towels and soap as needed.

Clean office and corridors as follows (both 1st and 2nd floors):

– Vacuum/dry mop floors as needed

– Clean glass surfaces, if soiled

– Water cooler-clean and wipe dry, removing all stains

Weekly Duties (Saturday or Sunday): All previously listed items plus the following:

Offices, corridors, lunch room:

– Treat and remove all stains on carpet tile

– Vacuum all areas/vacuum along baseboards-dust or wet wipe base boards

– Wet mop all tile floors/entries and baseboard

– Clean and dust all desktops, tables, counters, windowsills, filing cabinets and other flat surfaces

– Dry dust telephones and radio equipment

– Computers should be dry dusted-any other cleaning of computers will be done by employees

– Clean all sinks, counters and tabletops

– Clean front doors-interior and exterior glass

– Remove any cobwebs from walls, corners and ceilings, around trim, windows and HVAC vents

– Clean electrical switch plates, as needed

– Dust window blinds as needed

Clean stairway, basement hallway and conference room and lower level exterior doors-including vacuuming, mop all tile floors, clean and dust all flat surfaces, dust window blinds

Semi-Annual Duties (April & October):

Clean windows interior and exterior

Wet wipe interior windowsills

Wet wipe with “Murphy’s Oil Soap” all wood paneling & doors, woodwork, and all wood cabinets

Vacuum air vents

Remove any visible marks and dirt from walls

Drop covers and clean cover and framework of ceiling lights, as needed

Shampoo clean carpet floors

Strip and buff tile floors

General:

Definition of the term “clean” shall be defined by District Forester or his representative.

Contract is responsible for meeting cleaning schedule. If not able to perform work, contractor shall be responsible for furnishing and supervising an acceptable, experienced trustworthy substitute. District Forester must be notified of names of contractor’s employees prior to assignment on this job.

All work shall be done when office is normally closed-evenings, weekends or holidays.

No work to begin prior to 4:00 pm on weekdays unless specifically requested by District

Forester. Days of cleaning should be mid-week on Wednesday and on Saturday or

Sunday. If days of cleaning need to be changed, the District Forester or his representative will need to be notified in advance.

The Commonwealth shall provide all light bulbs and fluorescent/LED lamps and shall perform all necessary bulb and lamp replacement.

III. INSURANCE:

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

1. Workmen’s Compensation Insurance for all of 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 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 the 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. 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.

IV. BACKGROUNDS CHECKS:

The Bureau reserves the right to conduct background checks on the Contractor, its employees and any subcontractors. If requested, submission of background check forms shall be completed within 5 business days from notification and shall be at the expense of the Bureau.

V. CONTRACTOR REFERENCES:

After the bid opening, and prior to awarding the contract, the Department has the right to request references (name, addresses and telephone numbers) of similar work performed in the previous two (2) ears as proof of qualifications to perform the work involved in this contract.

VI. CONTRACT TERM:

The term of this contract shall commence upon execution and receipt of purchase order and

Notice to Proceed Letter, or December 1, 2017, which is later, through June 30, 2020.

The Contractor will give the Department at least ninety (90) days written notice prior to cancelling this contract.

This Contract shall not be assigned without he prior written approval of the Department. The

Commonwealth has the right to cancel this contract if contractor fails to perform duties set forth in the contract.

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

VII. BID AWARD:

Bidder must complete and return the following:

1. The electronic Invitation for Bid to be found at www.pasupplierportal.state.pa.us, The Bid will be awarded based on the total sum as indicated on the IFB-Invitation for Bids.

Please note that the Department will only accept out to two (2) decimal points when entering your pricing.

VIII. PAYMENT TERMS:

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

Payment shall be on a reimbursement basis for actual service performed. Invoices shall be submitted monthly.

IX. INVOICES:

Invoice format shall be in accordance with the IFB – Invitation for Bid.

All invoices for this contract MUST either be:

1. Emailed to the following for a Paperless Email Invoice Option:

Email a copy of the correctly executed invoice to: 69180@pa.gov.

For information on the Commonwealth’s E-Invoicing Program, visit:

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

2. Or mailed to the following address:

Commonwealth of PA – PO Invoice

PO Box 69180

Harrisburg PA 17106

All invoices MUST have the purchase order number, project number, as well as your SAP

Vendor Number on the invoice. The name and address listed on the purchase order must also be listed on each invoice. Failure to provide this information may result in a delay of payment.

X. RECEIPT AND OPENING OF BIDS:

Bids must be submitted via the PA Supplier Portal, to be found at www.pasupplierportal.state.pa.us. Faxed bids and mailed 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.

XI. BID RESULTS:

Bidder can obtain bid results by accessing www.emarketplace.state.pa.us/. The bids will be posted within three (3) business days following the bid opening. The results are the apparent bidders, and all bids are under review until final award of the purchase order.

mailto:69180@pa.gov http://www.budget.pa.gov/Programs/Pages/E-Invoicing.aspx http://www.pasupplierportal.state.pa.us/ http://www.emarketplace.state.pa.us/