RET Site Maintenance Services SOW 2026July10.pdf

TECHNICAL SUBMITTAL

Site Maintenance – SCI Retreat

I-1. Statement of the Project.

The Department of Corrections (DOC) no longer operates the State Correctional Institution at Retreat (RET). This contract is intended to provide for the continued Maintenance of the facility in accordance with Management Directive 625.5 (as attached) at a minimum, and also in accordance with the directions provided herewithin.

RET is located at 660 State Route 11, Hunlock Creek, PA 18621, and consists of 263 acres with 20 acres located inside the secure perimeter. There are 27 buildings with a total enclosed area of approximately 282,000 square feet. Buildings in this facility vary in age; average age is approximately 40-50 years old. No inmates are present or occupy the facility.

This Technical Submittal defines the scope of services, including labor and materials, which the awarded contractor shall perform to preserve the physical condition, integrity and functionality of the buildings and related infrastructure systems at RET. The intention of this contract is to keep the facility buildings and systems in good condition so they are available for use if necessary.

I-2. Contract Term.

The term of the Contract shall commence on the Effective Date (as defined below) and shall end on the Expiration Date identified on the Contract, subject to other provisions of the Contract. This is a two (2) year contract with the option of three (3) one (1) year renewals. Should the renewal option be exercised, pricing may change at the time of renewal, not to exceed 3%. The price adjustment must be by mutual agreement between the Department of Corrections and the supplier and must be submitted to the Department of Corrections no later than sixty (60) days prior to the contract end date. All requests for a price increase must include supporting documentation. to justify any price increases.

The Effective Date shall be: a) the Effective Date printed on the Contract after the Contract has been fully executed by the Contractor and the Commonwealth (signed and approved as required by Commonwealth contracting procedures) or b) the “Valid from” date printed on the contract, whichever is later.

I-3. Qualifications.

A. Company Overview and Prior Experience. Provide a company overview that includes experience in operation and maintenance of HVAC, plumbing, and electrical maintenance experience. Experience shown should be work done by individuals who will be assigned to this project as well as that of your company. Studies or projects referred to must be identified and the name of the customer shown, including the name, address, and telephone number of the responsible official of the customer, company, or agency who may be contacted.

B. Insurance. The Contractor shall purchase and maintain, at its expense, the following types of Insurance, issued by companies acceptable to the Commonwealth. A. Workmen’s Compensation Insurance sufficient to cover all of the employees of contractor working to fulfill this contract. B.

Comprehensive General Liability Insurance, including bodily injury and property damage insurance, to protect the Commonwealth and the Contractor from claims arising out of the performance of the contract. The amount of bodily injury insurance shall not be less than $500,000 for injury to or death of persons per occurrence. The amount of Property Damage Insurance shall not be less than $300,000 per occurrence. Such policies shall name “The Commonwealth of PA- DOC” as an additional insured. Prior to the commencement of work under this contract, the Contractor must provide the Commonwealth with current Certificates of Insurance which evidence that the Commonwealth has been included on the policy as an additional insured. These certificates must include the contract location and a brief description of the contract work. These certificates shall contain a provision that coverage afforded under the policy shall not be canceled or charged until at least thirty (30) days prior written notice has been given to the Commonwealth.

C. Subcontractors: DOC Reserves the right to request from Awarded Contractor a subcontracting plan for all subcontractors, including small diverse business and small business subcontractors, who will be assigned to the Project. The selected Offeror is prohibited from subcontracting or outsourcing any part of this Project without the express written approval from the Commonwealth. Upon award of the contract resulting from this IFB, subcontractors included in the proposal submission are deemed approved. For each position included in your subcontracting plan provide:

1. Name of subcontractor;

2. Primary contact name and email;

3. Address of subcontractor;

4. Description of services to be performed;

5. Number of employees by job category assigned to this project; and

6. Resumes (if appropriate and available).

I-4. Maintenance Services. Provide Maintenance service including: Maintenance and operation of all utilities, routine maintenance and minor repairs for the entire facility site, buildings, and associated systems.

The awarded contractor shall provide all services necessary to preserve the physical condition, integrity and functionality of the buildings and related infrastructure systems at RET including, but not limited to the following:

1. Safety A. Fire Safety:

1. Maintain existing hydrants in operating condition.

2. Cover existing inoperable hydrants with a bag to indicate that they are nonfunctional.

3. Maintain a set of keys at the security contractor headquarters on site to ensure rapid access.

B. Local Coordination with Fire and State Police Authorities: Awarded Contractor shall contact and inform all State Police and local fire authorities regarding the presence of maintenance personnel, the availability of keys, and the location of hydrants (if available) in the event of an emergency.

C. Potential Nuisance Hazard: Take special precautions to make safe against any trespassers any open structures such as open pits, manholes, tunnels, etc. Provide fencing or covering as required to eliminate all such hazards.

2. Protection of Hazardous Materials (where required)

A. There is existing lead paint and asbestos located on site. Protect and maintain existing hazardous materials as is.

B. Provide OSHA practices in protection of personnel from hazardous material as required to allow performance of routine maintenance, repair, and servicing included in this contract. Execution of hazardous material precautions shall include but not limited to asbestos, lead, PCB, mercury, miscellaneous chemicals, etc.

1. Notify DOC Manager of any required abatement or encapsulation. DOC shall engage a certified contractor to perform the work in accordance with all applicable federal, state, and local environmental codes and regulations.

2. Disposal of hazardous materials generated by the Contractor in performance of this work shall be accomplished by this contractor in accordance with all applicable federal, state, and local environmental codes and regulations.

3. Site Lighting A. As directed by the DOC, the Awarded Contractor shall operate and maintain all exterior lighting on or outside of the secured perimeter.

B. Within the facility, a minimum of 25% of the exterior lighting fixtures spread uniformly throughout the facility shall be operated and maintained.

C. All light fixtures for entrance streets and driveways shall be operated and maintained.

4. Snow/Ice Removal

A. Provide snow and ice removal from site roadways, parking lots, and walkways as necessary to enable safe access to entire facility to accommodate essential safety, maintenance, security, and inspection services. Snow and ice shall be removed when it becomes a hazard to personnel and/or vehicular traffic. For this contract, any amount of precipitation that renders walking at a normal pace will require surface treatment; accumulation of snow or ice shall be removed by Awarded Contractor as soon as possible.

B. Snow and ice must be removed to maintain accessibility of all buildings to local fire, State Police and emergency personnel.

C. Keep fire hydrants clear of snow and ice, and maintain their accessibility to local fire department.

D. Any snow required to be removed for accessibility, safety, maintenance, security, or inspection shall be deposited at a location approved by the DOC Manager.

E. Remove snow and ice from the roof of a building when accumulations could potentially cause unsafe conditions, structural damage, or infiltration of moisture into interior of building.

F. Contact DOC Manager for removal of snow and ice from the roof of a building if the weight is equal to or greater than 30 lbs./square foot.

G. A general formula to use to calculate snow and ice weight is as follows, however, it should be noted that this is a general formula and different weather conditions can severely affect snow weight:

Ice = 57 lbs./cubic foot Fresh Snow = 5·1/2 lbs./cubic foot Compacted or Wet Snow = 12-50 lbs./cubic foot

H. Any suspected or potential damage observed to the roof should be reported immediately to the DOC Manager.

5. Minor Repair/Replacement of equipment and systems essential to the preservation of the facility

A. The awarded contractor shall provide the necessary:

1. Management/supervision,

2. Expertise,

3. Qualified personnel,

4. Materials,

5. Supplies,

6. Equipment, and

7. Business support

As required to perform all required services essential to the safety, maintenance, and inspection of the facility as described herewithin.

B. Examples of the work shall include, but not be limited to the following (where applicable):

1. Maintenance Inspection: Provide and utilize an electronic guard tour system for maintenance inspections. Provide an inspection of all buildings at least once every three days by maintenance personnel. The inspection shall include an internal and external walkthrough of all building areas. Maintain documentation of inspections detailing inspection staff names, observations, and times of walkthroughs. The inspections shall pay special attention to water leaks, maintenance issues, and any other items that will cause deterioration of the buildings or systems. Temporary repairs and measures to reduce damage to buildings caused by any issues discovered during maintenance inspections shall be taken immediately.

2. Structural Integrity Inspection: Inspect all buildings at a minimum monthly for leaking roofs or other structural problems, and repair or replace as necessary.

3. Maintain, repair, and replace the electrical distribution system from the utility point of entry throughout the entire facility. This shall include transformers, switchgear, motor control centers, panelboards, generators, etc.

4. Perform maintenance of paved areas, which shall include patching of potholes to preserve and maintain condition at contract start date.

5. Maintain, repair, and replace infrastructure of sanitary, storm, and rain water distribution systems from the utility point of entry throughout the entire facility.

6. Maintain, repair, and replace security fences and gates to preserve, maintain condition, and prevent unauthorized access.

7. Provide emergency maintenance support on a 24-hour/7-day basis with a maximum response time of 2-hours on site.

8. Preserve and have access to a complete set of facility as-built drawings on site. Update as-built drawings to indicate changes in the facility systems due to shutdown procedures, and repair/replacement work provided by this contract.

9. Submit maintenance guard tour reports, maintenance inspection documentation, preventative maintenance reports, and repair/replacement work performed on equipment to the DOC Manager on a monthly basis.

Report all instances of required emergency maintenance to the DOC Manager as soon as possible.

10. Provide trash removal services, awarded Contractor is required to provide their own trash removal.

11. Provide all services required for pest control measures.

12. Awarded Contractor is responsible for all costs associated with replacing items that are consumable or replaced on routine basis such as lamps, filters, weather stripping, oil, lubricant, etc.

• For failure of non-consumable equipment or fixtures that requires repair or replacement, the contractor shall obtain approval from the DOC Manager before proceeding. If the work is authorized, contractor will be reimbursed based on a time and material basis.

• Payment for repair and replacement work shall be contingent upon contractor providing the DOC updated as-built drawings.

6. Grass and Brush Control

A. Provide grass and brush trimming services for the entire site in accordance with local zoning ordinances. The height of the lawn shall not exceed 6 inches; 6” maximum height of grass is allowable.

7. Sanitary Sewer System A. Bar Screen: The sanitary system Bar Screen requires daily manual cleaning and disposal service. The screen is located below the warehouse building at the end of the parking lot.

B. Protect and maintain all portions of the sanitary system in the boiler plant and Lobby bathrooms in the Administration Building because they are considered essential and must be kept operational and regularly cleaned by

Awarded Contractor. All facility toilet fixtures will require periodic flushing and sink valves opened to flow water due to plumbing remaining active vs. closed/mothballed.

1. Awarded Contractor is responsible for porta potty and services for employees.

8. Potable Water System

A. The Awarded Contractor shall preserve the operation and integrity of the potable water system which provides water service to the institution, this includes certified backflow prevention testing annually and semi-annual preventive maintenance of the float valves that maintain water supply to the in-ground reservoir.

B. The Awarded Contractor shall provide its own potable water.

9. Electrical Systems A. Electrical Distribution System

1. De-energize the electrical systems in all buildings to the extent possible, while still ensuring that the building is maintained within the temperature specified in these specifications. Ensure power is maintained to allow for operation of site lighting, corridor lighting, fans, etc. as required for routine maintenance and security.

2. Maintain, repair, and service generators. Document the exercise of generators monthly in accordance with DOC’s recommendations.

10. Utility Costs. Please note that all site utility costs (gas, water, electricity, sewer, etc.)

will be paid by the Commonwealth of Pennsylvania, DOC

This Contract requires the contractor(s) to perform all Maintenance Services necessary to maintain the grounds and buildings of RET in such a fashion to support transfer of Ownership under a sale or reactivation for occupancy in the future consistent with their use.

Questions regarding the bidding procedures should be directed to Leslie Cherry lcherry@pa.gov Subject Line: Retreat Site Maintenance Services IFB – Question.

I-6. Site Inspection. Mandatory site inspection will be held at SCI Retreat, 660 State Route 11, Hunlock Creek, PA 18621 on July 22, 2026 at 10:00 AM. Prospective bidder shall contact Bob McSurdy, at SCI- Retreat, robmcsurdy@pa.gov to confirm attendance and identify participation

The purpose of the site inspection is to demonstrate the expected responsibilities of the Bidder, by careful personal examination, in order to satisfy themselves as to:

• The nature and location of the work

• The character, quality, and quantity of required labor, materials and equipment.

mailto:robmcsurdy@pa.gov

By careful examination of the Statement of Work and its tasks and responsibilities, the Bidder shall:

• Determine extent of the work,

• Familiarize themselves with the general and specific location conditions, and

• Identify all other matters that in any way affect the work under this contract.

Failure to become familiar with the contract requirements or to comply with any or all of the requirements of this Section shall not be permitted as a basis for any claims made by the awarded contractor, and they assume all responsibility for the faithful performance of the provisions of the contract.

All dimensions or measurements contained in these contract documents are for the convenience of bidders and must be verified in full by the Awarded Contractor. A basic site plan is provided as Attachment 2.

I-5. Reports and Project Control.

A. Status Report. A periodic progress report covering any issues within the facility that require any type of work outside the scope of the awarded maintenance contract. It shall include conditions found during walk through inspections and normal operations.

activities, problems and recommendations. This report should be keyed to the work plan the Offeror developed in its proposal, as amended or approved by the Issuing Office.

1. Awarded Contractor shall submit a monthly report containing the maintenance guard tour reports, maintenance inspection documentation, preventative maintenance reports, and repair/replacement work performed on equipment to the DOC Manager. Report all instances of required emergency maintenance to the DOC Manager as soon as possible, but no later than 24 hours after occurrence.

B. Problem Identification Report. An “as required” report, identifying problem areas. The report should describe the problem and its impact on the overall project and on each affected task. It should list possible courses of action with advantages and disadvantages of each, and include Offeror recommendations with supporting rationale;

and

I-6. Invoicing

Contractors must follow the following invoicing requirements:

• Accurately bill the Commonwealth for actual services rendered on all invoices.

• Submit invoice to appropriate resource account within 10 business days of completed service

• Comply with Commonwealth / Department of Correction’s practices for supplier payments.

The awarded supplier should submit all invoices, as outlined by the Pennsylvania Office of the Budget, as a PDF file to 69180@pa.gov. The following link will provide more information regarding the Office of the Budget’s invoicing requirements and resources:

https://www.budget.pa.gov/Services/ForVendors/Pages/default.aspx about:blank https://www.budget.pa.gov/Services/ForVendors/Pages/default.aspx