SOW_Codorus SP_04-28-2022.pdf

STATEMENT OF WORK

Department of Conservation and Natural Resources Bureau of State Parks, Codorus State Park, York County

JANITORIAL SERVICES

PARK OFFICE/VISITOR CENTER AND BLACK ROCK LODGE

I. SCOPE OF WORK:

The Commonwealth of Pennsylvania, Department of Conservation and Natural Resources, Bureau of State Parks, Codorus State Park requires janitorial services for the cleaning of Park Office/Visitors Center building and the Black Rock Lodge located at 2600 Smith Station Road, Hanover PA 17331-8000.

Questions regarding the technical aspects of this bid should be directed to Deanna Schall at

717.637.2816 or by email at dschall@pa.gov. Questions regarding the bidding or contracting procedures shall be directed Lynda Cashner at 717.783.4884 or lcashner@pa.gov.

II. CONTRACT TASKS:

The Contractor will furnish all cleaning products, supplies, and specified cleaning equipment, including a LED UV flashlight, wet mop, and vacuum cleaner with High Efficiency Particulate Air (HEPA) filtration. Cleaning products are to be biodegradable green products and approved by Park Management prior to use. Manufacturer’s specifications and Safety Data Sheet (SDS) sheets are required for all products.

The Park will purchase toilet paper, papers towels, trash bags, and light bulbs. If these supplies are low, Contractor must notify park staff for replenishment.

Before cleaning services are to begin, Contractor’s cleaning staff must attend a mandatory tour of park facilities, detailed instructions, cleaning checklists, contact numbers for park staff, and a park-provided tutorial on bed bugs.

All work shall be subject to inspection and acceptance by Park Management.

A. PARK OFFICE AND VISITORS CENTER BUILDING

The Park Office and Visitors Center Building consists of ten (10) offices, four (4) restrooms, one (1) kitchen/breakroom and one (1) Conference/Educational room all totaling approximately 5,544 sq. ft.

Routine Cleanings: Once weekly Park Office and Visitors Center cleanings are to be mailto:dschall@pa.gov mailto:lcashner@pa.gov completed outside of office operating hours. Office operating hours are typically 8:00 AM until 4:00 PM, Monday through Friday, October through May; and 7 days per week, June through September.

1. Remove all cobwebs from around exterior of entrances.

2. Empty all trash receptacles, place trash in a park dumpster, and clean trash receptacles as needed.

3. Dust all woodwork, including but not limited to, furniture and desks, counters, shelves, bookcases, cabinet exteriors, windowsills, doorways, tables, and fixtures.

4. Remove marks and dirt on walls, ceilings, windows, and screens as necessary.

5. Vacuum all carpets. Must use vacuum with a HEPA filter. Spot clean carpets, as needed.

6. Sweep and wet mop all tile floors and entranceway with appropriate cleaner.

7. Clean restrooms: Clean and sanitize toilets and urinals. Replace toilet paper on holders. Clean all sinks and chrome, wipe down partitions and walls near sinks, toilets, and urinals. Wipe clean all mirrors.

8. Clean park office kitchen: Clean and wipe down interior and exterior of stove, oven, and microwave. Clean and wipe down exterior of refrigerator. Clean and wipe down counter tops, tables and chairs, sink, and chrome fixtures. Clean and wipe down walls as necessary.

9. Report any maintenance/repair needs, damaged furniture, safety hazards, or other items beyond the scope of this Contract to Park Office personnel immediately after cleaning is completed.

10. After all routine cleanings are complete and before leaving the Park Office, Contractor must –

a) submit a completed “Routine Cleaning Checklist” and report any issues and/or damages.

b) complete the Monthly Tally Sheet for Routine Cleanings. This step is necessary to ensure proper billing and payment.

Semi-Annual Cleanings: The following tasks are to be performed, once during the early spring and once during the fall, at times agreed to by Park Management:

1. Wash all windows inside and outside. Clean all screens, window blinds, and curtains.

2. Vacuum cloth furniture coverings. Clean and polish non-fabric surfaces with an appropriate furniture polish.

3. Dust all walls, ceilings, vacuum and clean all light fixtures. Clean all air vents for heating and cooling ducts.

4. Wipe down and polish all wall paneling, doors and frames, pictures and frames, light switch cover plates, and woodwork to remove dust and fingerprints.

5. Clean park office kitchen. Clean and wipe down interior and exterior of stove, oven, microwave, and cabinets. Follow the owner’s manual for oven cleaning. Clean and wipe down exterior of refrigerator. Clean and wipe down splashguards, counter tops, tables and chairs, sinks, chrome fixtures. Clean and wipe down walls as necessary.

6. Vacuum carpets. Must use vacuum with a HEPA filter.

7. Steam clean carpets. Place floor fans over wet carpets to run over night or until carpets are dry.

8. Upon completion of each task, date and initial the Semi-Annual Office and Visitors Center Cleaning Checklist, which will be kept with the Routine Cleaning Office/Visitors Center Building Cleaning checklists.

B. BLACK ROCK LODGE

Black Rock Lodge consists of four (4) bedrooms, two (2) bathrooms, kitchen, dining area, and living room totaling 1,711 sq. ft.

A weekly spreadsheet listing of lodge rental dates of occupancy and scheduled cleaning needs will be emailed from the Park Office a week in advance of the scheduled cleaning week. As reservations are altered and changes occur to the emailed spreadsheet additional emails with updates will be sent from the Park Office as soon as practicable. The spreadsheet is also updated and always available at the Park Office front desk area.

Summer Peak Season Rentals: Week-long stay

During the summer peak season (the second Friday in June through the third Thursday in August), the Lodge is rented in week-long increments with a turnover in reservations occurring each Friday. Therefore, during the summer peak season, the allotted timeframe for rental Lodge cleanings to be completed is after the 10:00 am check-out and before the 3:00 pm check-in on Fridays. If a customer vacates the Lodge earlier than Friday’s check-out time, then the cleaning may be performed earlier than the allotted timeframe.

If the lodge is not reserved for a full week in advance, park staff may rent it out with a two-night minimum stay, resulting in possible sporadic cleaning requirements during the summer peak season. Rentals during this period are usually restricted to weekly rentals running from Friday to Friday. The park may accept last minute reservations of shorter length if vacancies exist. Contractor should anticipate that most of the cleaning services will be required on Fridays, but the possibility exists that cleanings may be required on other days. As this happens, updates will be sent via email and a phone call as soon as practicable.

Spring/ Fall/ Winter Non-Peak Season Rentals: 2-night minimum stay

During the Spring/Fall/Winter non-peak season (the third Friday in August through the second Thursday in June) the Lodge is rented sporadically throughout the 7-day week with a two-night minimum stay. Weekend stays with a Sunday or Monday check-out is common, but not the rule, as any day of the week could potentially have check-outs.

Therefore, during the non-peak season, the allotted timeframe for cleaning is after any 10:00 am check-out. With the consent of Park Management, a weekday cleaning may sometimes be delayed and consolidated with other scheduled cleanings for efficiency, so long as the delay in cleaning does not interfere with another occupant’s 3:00 pm check-in.

Routine Cleanings: To occur before/after each rental with the possibility of one to three cleanings per week:

1. Arrive at the park office no later than 30 minutes before check-out time and check

Black Rock Lodge cleaning schedule for any late updates and to gather supplies from designated supplies area within the park’s facilities. This step is necessary before beginning any work.

2. If lodge is due for cleaning and is still occupied, immediately alert park staff.

3. Sweep porch and steps. Remove all cobwebs on porch walls, ceilings, and entryway.

Empty porch ashtrays.

4. Remove dust, debris, cobwebs, and insect nests from interior of lodge.

5. Vacuum carpets. Vacuum behind and under furniture, as needed. Must use vacuum with a HEPA filter. Do not use the vacuum provided for lodge occupants.

Spot clean carpets, as needed.

6. Clean washer/dryer combination unit located in downstairs bedroom. Clean and wipe down exterior cabinets, internal drum and detergent box.

7. Clean bathrooms: Clean and disinfect shower walls and floors. Use a mold and mildew cleaner on shower caulking joints. Clean and sanitize toilet. Replace toilet paper on holder and provide two rolls of extra toilet paper on the bathroom shelf.

Clean and sanitize the sink, all fixtures, and wipe adjacent walls.

8. Clean kitchen: Sanitize counter tops, sink, fixtures, table, and chairs. Clean cookware, coffee pot and toaster as needed. Clean and wipe down walls as necessary. Clean and wipe down interior and exterior of stove, oven, refrigerator, microwave, dishwasher and cabinets, sanitizing the handles of each fixture. Lift stovetop to clean below drip pans.

a) Properly reinsert heating elements.

9. Replace light bulbs in all light fixtures, as needed. Contractor will notify the Park office of bulbs needing replaced in ceiling fixtures or secured fixtures as these will be replaced by Park staff.

10. Dust or damp wipe all furniture, inside furniture drawers, windowsills, doorways, light fixtures, and ceiling fan blades. Clean all mirrors.

11. Visually inspect beds with LED light for indications of bed bugs.

a) If bed bug activity is suspected, stop cleaning and immediately notify Park staff.

12. Spray disinfectant on tops of bed mattresses and wipe off. Flip mattresses monthly.

13. Remove marks and dirt on walls, ceilings, windows, and screens as necessary.

14. Sweep and wet mop all floors with appropriate cleaner.

15. Check for articles left by previous occupants. If any items found must be turned in to the Park Office.

16. Empty all trash receptacles, by removing and tying trash bags. Replace trash bag in each trash receptacle and leave an extra trash bag in the bottom of the receptacle.

If soiled, trash receptacles are to be washed and cleaned. Place tied trash bags with discarded garbage in the dumpster at the maintenance building.

17. Sanitize by wiping all door handles, as well as light and fan switches.

18. Close windows and turn HVAC thermostats to directed setting after lodge is cleaned. Lock doors and windows upon exiting.

19. Immediately report to Park Office any maintenance/repair needs, damaged furniture or window screens, safety hazards, infestations, trash left at the lodge, excessive soiling/litter, or any other items beyond the scope of this Contract.

20. After all routine cleanings are complete, Contractor will return to the Park Office and must –

a) submit a completed “Routine Cleaning Checklist” and report any issues and/or damages.

b) complete the Monthly Tally Sheet for Routine Cleanings. This step is necessary to ensure proper billing and payment.

Semi-Annual Lodge Cleanings: Once in the Spring and once in the Fall: The following tasks are to be performed, once during the early spring and once during the fall. The lodge will be blocked from reservations for a week-long period on dates agreed to by Park Management so that time is allotted for the following tasks to be completed:

1. Remove and clean all screens.

2. Wash all windows inside and outside.

3. Dust and wipe clean interior and exterior of kitchen cabinets. Use solvent or degreaser on and around cabinet door handles. Polish exterior of cabinets.

4. Use degreaser to clean stove drip pans.

5. Remove the filter from the hood above the cooking range, soak filter in degreaser, then clean and reinstall in the hood.

6. Wipe grease from bottom of oven, then set the oven to self-clean. After self-cleaning cycle completes, remove all debris and wipe interior clean.

7. Scrub and disinfect shower walls using a bleaching agent to address all potential mold issues.

8. Dust and remove cobwebs from less accessible areas not addressed in weekly cleanings (e.g., walls, ceilings, rafters, ceiling fans, light fixtures, corners). If using a ladder to access these areas, the ladder must be a safe and stable A-frame type ladder.

9. Clean all furniture (i.e., beds, dressers, nightstands, end tables, living room seating). Remove cobwebs from around and underneath furniture. Clean the wood or metal frame. Vacuum and remove all debris from under seat cushions.

Vacuum each seat cushion.

10. Vacuum all carpets, all tile floor surfaces, in and around all baseboard heating fixtures, as well as all lampshades and other light fixtures. Move furniture to vacuum under and behind those areas. Must use vacuum with a HEPA filter. Do not use the vacuum provided for lodge occupants

11. After vacuuming, steam clean all carpets. Turn on ceiling fan and place floor fans over wet carpet to dry.

12. Upon completion of each task, date and initial the Semi-Annual Cleanings checklist, which will be kept with the Routine Lodge Cleaning checklists.

III. SITE INSPECTION:

A Mandatory site inspection is required of the Contractor prior to bidding, to fully view the scope of the cleaning needs, the notification process of lodge vacancies and cleaning needs, and the potential of the cleaning schedule.

Site inspections will take place Monday through Friday, by appointment only, between the hours of 8:00 AM and 3:00 PM. To make an appointment, contact Deanna Schall by phone at

717.637.2816 or by email at dschall@pa.gov.

IV. CONTRACTOR QUALIFICATIONS:

A. This Invitation for Bid (IFB) is reserved for the Small Business Procurement Initiative as designated in Executive Order 211-09 dated November 21, 2011. Only Self-Certified Small Businesses which have been certified by the Department of General Services prior to the bid opening date and time may submit a response to this IFB.

mailto:dschall@pa.gov

Your self-certification from the Department of General Services must be submitted along with your IFB response. Failure to produce a valid Self-Certified Small Business

Certificate; that must be dated prior to opening date of this IFB, shall render your submission non-responsive.

For more information on the Department of General Services Small Business Self Certification process, please visit: www.smallbusiness.pa.gov.

B. 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 the bid, proposal or quote. Failure to submit a completed Worker Protection and Investment Certification Form may render your submission as non-responsive.

V. CONTRACTOR REFERENCES:

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

Similar work is defined as prior janitorial services experience in a high-volume, high-stress environment, that includes the need to meet specific deadlines with quick turnaround time.

Interested vendors should be prepared to show they can prioritize varying daily workload that included potential interaction with the public and overnight accommodation.

References are an optional tool available to the Department to help determine bidder capabilities. If any of these references are requested and a bidder cannot supply the necessary documentation and proof of compliance, the Department reserves the right to reject the bidder.

The decision to both request references or reject bidders based on inadequate reference will be made solely at the discretion of the Department.

VI. INSURANCE REQUIREMENTS:

The Contractor is required to have in place during the term of the Contract, and any renewals or extensions thereof, the following types of insurance issued by companies acceptable to the Commonwealth and authorized to conduct such business under the laws of the Commonwealth of Pennsylvania:

http://www.smallbusiness.pa.gov/

A. 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.

B. 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 this 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 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.

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 these certificates. The Commonwealth shall have the right to inspect the original insurance policies.

Copies of the certificate of insurances must be emailed to: lcashner@pa.gov.

VII. CONTRACT TERM:

The Contract shall commence upon execution and receipt of purchase order or June 1, 2022, whichever is later, and terminate December 31, 2023.

Further, both parties may agree to renew this contract for up to three (3) additional consecutive annual terms, with a final termination date of December 31, 2026, upon the same terms and conditions set forth in this contract. The Department, based on past Contractor performance, may negotiate an increase in the unit price(s) by a rate not to exceed 3%.

The Department will reach out to the Contractor no later than August 31st prior to the termination date to begin renewal discussions.

mailto:lcashner@pa.gov

Once the renewal terms are mutually decided, the Contractor shall provide written notification of the intent to renew, including the requested price increase if desired, to the Department no later than September 30th prior to the termination date. The renewal notice should be mailed to:

DCNR, Bureau of State Parks Attention: Park Managers Codorus State Park 2600 Smith Station Road Hanover, PA 17331-8000

Or emailed to: codorussp@pa.gov

VIII. PERFORMANCE ISSUES:

Routine cleanings for the Lodge and Park Office/Visitors Center

➢ If a cleaning is missed, the contractor will not be paid for that cleaning.

➢ If Summer and Non-Summer routine cleanings do not meet the requirements outlined herein, the contractor will be contacted to take immediate corrective actions (within 24 hours) that resolve all outstanding cleaning concerns.

➢ If the Contractor is unable or does not resolve any outstanding cleaning concerns within

24 hours, the contractor will not be paid for that respective cleaning.

➢ Five (5) unsatisfactory cleanings that require corrective action between the semi-annual cleanings are unacceptable. A mandatory performance meeting will be held with the prime contractor and all appropriate subcontractors to address performance concerns, discuss corrective actions, and outline potential repercussions.

Semi-Annual cleanings

➢ The park will thoroughly inspect the Lodge and Park Office/Visitors Center Building once the semi-annual cleanings are complete. A checklist of required work tasks will be completed by the park representative, and a copy will be provided to the contractor for each cleaning.

➢ Any missed or improperly performed tasks on the checklist must be properly rectified and approved by the park representative within seven (7) calendar days of the original cleaning date.

➢ Should the contractor unsatisfactorily rectify any missed or improperly handled tasks within seven (7) calendar days, the contractor will not be paid for that semi-annual cleaning.

mailto:codorussp@pa.gov

IX. BID AWARD:

Bidder must complete and return the following with the bid response:

1. The electronic Invitation for Bid to be found at: www.pasupplierportal.state.pa.us.

2. A valid copy of Bidder’s Self-Certification Form from the Department of General Services and The Small Business Procurement Initiative. Failure to produce a valid Self-Certified Small Business Certificate shall render Bidder’s submission non-responsive.

3. A properly executed Worker Protection and Investment Certification Form.

Bid will be awarded based on lowest total sum.

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

NOTE: The Department will only accept out to two (2) decimal points when entering your “Unit Price” figure on the IFB – Invitation for Bid.

X. PAYMENT TERMS:

Payment shall be made on a reimbursement basis for actual services satisfactorily performed.

Invoices shall be submitted monthly.

This contract will be paid by Automated Clearing House (ACH), commonly referred to as direct deposit. Contractor should review Section V.20 CONTRACT-016.2 Payment – Electronic Funds Transfer of the Commonwealth’s Terms and Conditions for complete details and contractor’s responsibilities.

XI. SERVICE SLIPS:

Service Slips shall be provided to the Park Office daily or weekly depending on the need for services.

To ensure prompt payment and verification of services rendered, Contractor must provide an itemized monthly service slip to the Park Office, prior to submitting the monthly invoice. The service slip must list and include:

A. The date of each cleaning

B. The type of each cleaning (summer, non-summer, semi-annual, etc.)

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

C. The location of cleaning (park office/visitors center, or lodge)

D. Include contracted amount charged for each

XII. INVOICES:

Invoice format shall be in accordance with the IFB – Invitation for Bid. All invoices for this contract MUST either be:

A. Emailed to the following for a Paperless Email Invoice Option: 69180@pa.gov

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

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

B. Or, mailed to the following address:

Commonwealth of PA – PO Invoice P.O. Box 69180 Harrisburg, PA 17106

A copy of the invoice(s)MUST also be sent to the State Park:

By mail: Codorus State Park 2600 Smith Station Road Hanover, PA 17331-8000

Or email: codorussp@pa.gov

All invoices MUST have the purchase order number, your SAP Contractor Number and be itemized to include project number and dates of service on the invoice. The name and address listed on the purchase order must also be listed on each invoice. Failure to provide this information will result in a delay of payment.

Please Note: Vendors are reminded to NOT include any employer identification numbers, Social Security Numbers, bank account information, or other personally identifiable information on their invoices. That information is uniquely tied to your SAP Vendor Number, and for security purposes, should not be explicitly stated on an invoice.

XIII. RECEIPT AND OPENING OF BIDS:

Bids must be submitted via the PA Supplier Portal, to be found at:

www.pasupplierportal.state.pa.us. Faxed, mailed and emailed bids will not be accepted.

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

mailto:codorussp@pa.gov http://www.pasupplierportal.state.pa.us/

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.

XIV. BID RESULTS:

Bidders can obtain bid results by accessing: www.emarketplace.state.pa.us/BidTabs.aspx.

The bids will be posted as soon as practicable following the bid opening. The results are the apparent bidders, with all bids under review until final award of the Purchase Order.

http://www.emarketplace.state.pa.us/BidTabs.aspx