Project Statement-SOW (PA- On Call HVAC-Plumbing) Region 4 05 29 2024.docx

PROJECT STATEMENT and SCOPE OF WORK

FOR ON-CALL HVAC/PLUMBING SERVICES FOR

THE PENNSYLVANIA DEPARTMENT OF MILITARY AND VETERANS’ AFFAIRS

I. Objectives.

A. General. The Department of Military and Veterans Affairs (DMVA) is seeking to award a contract for On-Call HVAC/Plumbing Services at Region 4 PA National Guard facilities across Pennsylvania in accordance with this Project Statement and Scope of Work.

B. Specific. The facility locations for region 4 are Bradford RC, Clearfield RC, and Punxsutawney RC which is listed in this project statement and scope of work.

The awarded contractor(s) shall provide the following services as specified and required by the contracting agency: Emergency and routine repair work shall be performed as needed and directed. Awarded contractor(s) shall be qualified to perform plumbing, heating, ventilation, and air conditioning repairs including maintenance and installation, backflow inspections/repairs and preventative maintenance for boilers/heat systems. PM’s of the boiler system will include, but not limited to, completing an annual boiler inspection and cleaning, if requested, to ensure heat transfer surfaces are optimized for maximum efficiency. The awarded contractor shall provide a combustion tune-up that includes flue gas analysis and proper adjustments to the fuel to air ration.

C. DMVA Contracting Officer. The DMVA Contracting Officer responsible for the solicitation and contract award is:

Lori Richards, Procurement Specialist 1 Procurement & Contracting Bldg. 0-47 Fort Indiantown Gap Annville, PA 17003-5002 Phone: 717-861- Fax: 717-861-2932 Email:

D. Method of Award and Term of Contract. DMVA shall award the contract to the lowest responsive quote by region (lot) who meets the “Eligibility Requirements”. To be deemed responsive, the bidder must be able to perform the required services as outlined in the project statement and in accordance with the terms and conditions. The award shall be made on a region-to-region basis.

It is DMVA’s intent to establish a three (3) year contract with two (2) separate one (1) year renewal options. The term of the contract shall commence on the executed effective date and shall end on the expiration date identified on the contract. Services shall begin as specified in the project statement and scope of work or the date specified in the notice to proceed letter, whichever is the later date. DMVA reserves the right, upon written notice to the awarded contractor, to extend the term of the contract or any part of the contract for up to 90 days under the same terms and conditions.

E. Funds Commitment. Any references to Purchase Order or Contract in the project statement, terms and conditions, or contract documents include the reference to Funds Commitment.

II. Minimum Qualification Requirements.

A. Contractor Experience. Potential bidders shall be licensed to work in the jurisdiction listed in the contract.

B. Pricing. Potential bidders shall submit pricing for all line items/services as requested by DMVA. Travel time to and from the job or time to obtain parts can’t be billed, nor can consumables, hand tools, etc.

III. Project Statement and Scope of Work

A. Contractor Obligations. The awarded contractor shall receive approval from the DMVA Division of Field Maintenance (DFM) Chief prior to commencement of work for all work which is not considered repair(s) to existing equipment or fixtures. The awarded contractor shall directly provide all the following services as specified below:

1. All work must be performed in a safe and orderly manner with minimum interference to personnel at the facility. The awarded contractor shall be aware of the latest safety regulations and all precautions must be taken as required by these regulations.

2. All material furnished by the awarded contractor shall be new and of such quality, quantity, and size to assure the completed repairs fulfill the intended requirements of the existing equipment design and performance. All replacement parts, materials, supplies and equipment must be the manufacturer’s specified parts or equal substitutes.

3. The awarded contractor shall provide all parts at cost plus the maximum ten (10%) percent mark-up. The awarded contractor shall provide DMVA with a supplier invoice as back-up for all parts that are on the awarded contractor’s invoice before payment can be processed. The awarded contractor should not invoice DMVA until the job is complete, unless otherwise requested to do so by DMVA personnel.

4. If any materials or workmanship furnished by the awarded contractor are found to be defective, unsuitable, or otherwise unacceptable by DMVA, the awarded contractor shall remove and replace those materials with acceptable materials approved by DMVA and correct any defective work to the satisfaction and approval of DMVA’s FCMM at the cost and expense of the awarded contractor. The awarded contractor shall be solely responsible for repair of any damages cause by the contractor’s poor workmanship.

5. Replacement parts must be installed immediately. If parts must be ordered and will be received within 30 days, the awarded contractor shall notify the FCMM, AO or the PCO. In such instances, the awarded contractor shall install the parts as soon as they are available. If the awarded contractor cannot comply with the start and completion time of the work within the specified response times, the FCMM must be notified and DMVA shall have the option to grant extension of time or use another contractor to perform the services needed.

6. The awarded contractor shall agree to redeem manufacturer’s warranty on parts where applicable, and further agrees to guarantee workmanship and replacement parts installed by the awarded contractor for a 90-day period.

7. The awarded contractor shall provide all necessary equipment to perform the repair services, which includes, but is not limited to a bucket truck, high lift, excavation equipment. The awarded contractor shall be responsible for all material delivery and handling of rental equipment. Equipment usage shall be billed by the hour in accordance with the hourly rate specified in the contract. Prior approval for the use of equipment must be received from the DMVA PCO or AO.

8. All inoperable and/or excess equipment and materials must be removed from the facility and disposed of by the awarded contractor in accordance with any state or local codes.

B. Sub-contracting. The awarded contractor shall be limited to sub-contracting in the following services: (a) Excavation Services, (b) Crane Services, (c) drain cleaning services, and (d) backflow preventor testing. Any other subcontracted services used by the awarded contractor will be at the expense of the awarded contractor and will not be the obligation of DMVA for payment. The awarded contractor shall obtain pre-approval from DMVA for any equipment operator. Invoices and payment for approved sub-contracting services will be billed and will not exceed actual cost plus three (3) percent by the awarded contractor. Additional sub-contracting areas may be added or removed at DMVA’s discretion. The awarded contractor shall obtain pre-approval from the DMVA PCO or AO for any use of sub-contractors. All sub-contractors shall adhere to the terms and conditions of the awarded contract. The awarded contractor shall be responsible for all services provided whether they provide them directly or indirectly through a sub-contractor. The awarded contractor shall invoice in accordance with the awarded contract. DMVA’s contractual relationship is with the awarded contractor. DMVA assumes no responsibility for any service or payment issues that may arise with a sub-contractor. That responsibility lies solely with the awarded contractor.

C. Contractor Response & Service Call Procedure. The awarded contractor shall perform routine work within twenty-four (24) hours of notification by DMVA. The awarded contractor shall respond to emergency calls within four (4) hours of the initial call made by the PCO or FCMM (after hours). The awarded contractor shall provide the DMVA AO/PCO with emergency phone numbers and is required to have a manned telephone or reliable answering service to receive all service calls. If the awarded contractor fails to respond within the agreed upon time, DMVA may contact another contractor to perform the service and may bill the awarded contractor for the difference paid.

The awarded contractor shall only provide service to a DMVA facility when it is properly.

authorized by the AO/PCO. The MR for the facility shall submit a request for service for consideration to DMVA. Once approved, DMVA shall provide the awarded contractor a work request. A work order number for the awarded contractor to reference on all relevant paperwork will be generated/emailed to the awarded contractor. The awarded contractor shall be allowed a $2,000.00 threshold to complete each work order. The awarded contractor shall provide DMVA with a written estimate for all costs that will exceed $2,000.00 before any work can continue. Billing will be limited to actual time spent on the job, plus material costs with a 10% mark-up.

The awarded contractor shall contact the MR for the facility to schedule a date and time for service to be performed. The awarded contractor shall not show up at a facility without first scheduling a date and a time with the MR. The MR at the DMVA facility shall remain with the awarded contractor the entire time the awarded contractor is performing service. When service has been completed for the day, the MR shall complete a log sheet verifying technician name(s), date, and times of service. That log sheet is submitted to the DMVA office. DMVA shall only pay the contractor for work documented on the log sheet(s) prepared by the DMVA MR. DMVA shall provide the awarded contractor with a log sheet at the awarded contractor’s request.

D. Undue Delay. If the awarded contractor fails to respond to a request for service within the required response period, DMVA shall deem the delay an undue delay. The following are the undue delay thresholds:

1. For emergency repairs, if the contractor does not respond within two (2) hours during normal business hours and four (4) hours after normal business hours of the initial call made by the FCMM or MR to schedule the date and time to perform the emergency repair, there is an undue delay. For this contract, normal business hours are 7:00 AM to 4:00 PM.

2. For non-emergency repairs, if the vendor does not respond within 24 hours of the initial email/call from DMVA to schedule the date and time to perform the non-emergency repair with the MR for the facility, there is an undue delay.

3. The contractor is required to have a telephone manned or some reliable answering service to receive all service calls; an answering machine is considered reliable if the contractor monitors it and can respond within the specified time. DMVA shall record and track the time of the initial call made to the contractor.

4. Emergency phone numbers for the awarded contractor shall be furnished to DMVA personnel. The FCMM shall determine the emergency status. In the case of emergency repairs, the contractor shall be the first individual that is contacted.

5. An undue delay in making the repairs shall justify DMVA to contact another contractor to perform the services. The awarded contractor shall be responsible for the damages, that is, the difference in hourly cost between the original contract price and the cost to have the work completed. DMVA shall submit a bill with justification for the difference in cost to the awarded Contractor.

E. Straight Time/Overtime. The awarded contractor shall perform all work during normal working hours and shall be paid at straight time rates. The awarded contractor shall receive prior authorization from DMVA FCMM to perform work beyond normal working hours or any overtime hours. The awarded contractor shall bill for overtime outside of normal business hours and the six holidays specified below:

New Year’s Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving, Christmas Day

F. Hours of Operation. The awarded contractor shall perform routine on-call repairs within normal business hours. Emergency repairs or special requests may be performed outside of normal business hours. All work performed outside of normal business hours must be pre-approved by the DMVA FCMM, PCO or AO. Normal business hours are Monday – Friday from 7:00 AM through 4:00 PM.

G. Work Location Security. The contractor shall follow all required security procedures at each worksite for signing in and out, obtaining and displaying contractor badges or other necessary identification or other requirements as deemed necessary by DMVA. Particularly sensitive areas may require Commonwealth staff to accompany Contractor’s representatives. These procedures may vary from work location to work location and must be adhered to and the awarded contractor shall adhere to all procedures of the specific work location.

H. Final Inspection. DMVA reserves the right to conduct a final inspection and acceptance test of all work or deliverables acquired under this Funds Commitment Contract.

I. Service Deficiencies. DMVA shall notify the awarded contractor verbally and in writing of any unsatisfactory services rendered. The contractor shall correct the deficiency within (10) ten days after such notification.

J. Removal of Contractor Personnel. The POC or designee reserves the right to direct the awarded contractor to permanently remove any contractor personnel from duty under the PO when the performance does not meet the standards outlined in these Specifications or when DMVA determines that it is in the best interest of the Commonwealth to have the personnel removed. The POC or designee shall notify the awarded contractor in writing of the reason(s) the removal of contracted personnel is required. Removal of contractor personnel will not relieve the awarded contractor of any performance requirements under the PO or create an entitlement of the contractor to receive an equitable payment adjustment. The awarded contractor shall not, without the POC or designee’s consent, assign a permanently removed individual to DMVA at any time.

K. Facility Security Procedures. Each time the awarded contractor’s employees provide services for DMVA, they will be required to sign in at the security desk at the main entrance of the facility, obtain contractor identification badges, and report to DMVA POC, prior to the provision of services under this PO. Upon completion of the services, the awarded contractor’s employees must return to the security desk, sign out, and return all badges issued to them. For the Veterans Homes, any medical providers will be required to punch in and out at a time clock or access device. The awarded contractor shall follow all required security procedures of each location within the facility in addition to any other pertinent identification or requirements as deemed necessary by DMVA. Particularly sensitive areas may require DMVA staff to accompany the awarded contractor’s employees. These procedures may vary from work location to work location and must be adhered to. The awarded contractor will provide all necessary paperwork for facility designee to sign verifying services rendered.

L. Facility Policies and Procedures. The awarded contractor’s employees providing services at the DMVA location shall follow all policies and procedures of the location(s). The awarded contractor may obtain a copy of all policies and procedures from the Program Office POC.

M. Compliance. All services provided must be compliant with the most current applicable Federal, State and Local standards, laws, and regulations. In any event where the awarded contractor creates a scenario where the contracting agency is found to be out of compliance with any Federal, State and Local standards, laws, and regulations (Department of Health, Labor & Industry, etc.), the awarded contractor shall be liable and responsible for any damages (Administrative, Operational, Monetary) suffered by DMVA. All non-compliance issues must be addressed and resolved by the awarded Contractor within (48) forty-eight hours of notification by DMVA.

N. Fort Indiantown Gap Master Cooperative Agreement (MCA). The Department of Military and Veterans Affairs requires that the awarded contractor comply with all provisions contained under SUB Article VI. Procurement Procedures to Include in Subawards, SUB Article IX. National Policy Requirements for Subawards, and NP Article IV. Other National Policy Requirement of the DOD COMPONENT (NGB) COOPERATIVE AGEEEMENT GENERAL TERMS AND CONDITIONS October 2023 found at DOD General Terms.

O. Contingent Upon the Availability of Funding. This contract is funded all or in part with federal funds and performance under this contract is contingent upon the availability of federal funding.

P. Pennsylvania Worker Protection and Investment. The awarded contractor must maintain compliance with all Pennsylvania state labor and workforce safety laws for the duration of the contract, including, but not limited to:

a. Construction Workplace Misclassification Act.

b. Employment of Minors Child Labor Act.

c. Minimum Wage Act.

d. Prevailing Wage Act.

e. Equal Pay Law.

f. Employer to Pay Employment Medical Examination Fee Act.

g. Seasonal Farm Labor Act.

h. Wage Payment and Collection Law.

i. Industrial Homework Law.

j. Construction Industry Employee Verification Act.

All bidders shall submit the Worker Protection and Investment certification with their bid.

Q. Contacts. The awarded contractor shall provide all required documentation throughout the term of the executed PO to the DMVA AO/PCO:

JoAnne Hasenauer, AO Brandy Wolff, PCO Department of Military & Veterans Department of Military & Veterans Division of Facility Support Division of Facility Support Bldg 11-64 Fort Indiantown Gap Bldg 11-64 Fort Indiantown Gap Annville PA 17003 Annville, PA 17003 Ph 717-861-8872 Phone 717-861-6770 Fax 717-861-8873 Fax 717-861-8873 Email: jhasenauer@pa.gov Email: bwolff@pa.gov

R. Facility Listing. The facility listing provided represents current need. DMVA reserves the right to add or delete facilities from the attached listing as is deemed necessary. The awarded contractor shall be notified of any changes to facilities in their area.

LISTING BY REGION

Below is a listing of the current facilities in each of the (14) regions. The facilities are PA National Guard Readiness Centers (RC) and some Field Maintenance Shops (FMS). The name in parenthesis is the Facilities Construction Maintenance Manager (FCMM) for that facility.

Region (Lot) 1:

Region (Lot) 2:

New Castle RC & FMS & W State St FMS – Lawrence County (Bill)

Region (Lot) 3:

Region (Lot) 4:

Region (Lot) 5:

State College RC & FMS – Centre County (Jeff)

Region (Lot) 6:

Region (Lot) 7:

Region (Lot) 8:

Carlisle RC & FMS – Cumberland County (TBD) Chambersburg RC – Franklin County (TBD) Gettysburg RC – Franklin County (TBD) Hanover RC – York County (TBD) South Mountain RC – Adams County (TBD) York Stoverstown Rd RC – York County (TBD)

Region (Lot) 9:

Allentown RC – Lehigh County (TBD) Easton RC & FMS – Northampton County (Kevin) Graterford FMS – Montgomery County (Ken) Hamburg RC – Berks County (TBD) Kutztown RC – Berks County (TBD) Plymouth Meeting RC – Montgomery County (Ken) Reading RC – Berks County (TBD) Sellersville RC – Bucks County (Ken) Willow Grove (Horsham) RC – Montgomery County (Ken)

Region (Lot) 10:

Wellsboro RC – Tioga County (Kevin) Williamsport AFRC & FMS – Lycoming County (Kevin) Region (Lot) 11:

Carbondale RC – Lackawanna County (Kevin) Honesdale RC – Wayne County (Kevin) New Milford RC – Susquehanna County (Kevin) Scranton AFRC – Lackawanna County (Kevin) Taylor FMS – Lackawanna County (Kevin)

Region (Lot) 12:

Nanticoke RC – Luzerne County (Kevin) Plymouth RC – Luzerne County (Kevin) Wilkes Barre RC – Luzerne County (Kevin)

Region (Lot) 13:

Hazleton RC – Luzerne County (Kevin) Lehighton RC – Carbon County (Kevin) Tamaqua RC – Schuylkill County (Kevin)

Region (Lot) 14:

Coatesville RC – Chester County (Ken) Fort Mifflin RC – Philadelphia County (Ken) Philadelphia 23d St RC – Philadelphia County (Ken) Philadelphia Lancaster Ave RC – Philadelphia County (Ken) Philadelphia Southampton Rd RC & FMS – Philadelphia County (Ken) Phoenixville RC – Chester County (Ken) Spring City RC – Chester County (Ken)

DMVA FCMM Contact Listing:

DMVA DFM Production Control Officer: DMVA DFM Administrative Officer:

Brandy Wolff, Administrative Officer 2 JoAnne Hasenauer, Administrative Officer 1 Department of Military & Veterans Affairs Department of Military & Veterans Affairs Bldg 11-64 Fort Indiantown Gap Bldg 11-64 Fort Indiantown Gap Annville PA 17003 Annville, PA 17003 Ph 717-861-6770 Ph 717-861-8872 Email: bwolff@pa.gov Email: jhasenauer@pa.gov Bureau of Office Services, Division of Procurement and Contracting Bldg 0-47 | Fort Indiantown Gap | 717.861.6249 | F 717.861.2932 | Annville, PA 17003-5002 | www.dmva.pa.gov