SOW_FD02 Janitorial Services.pdf

STATEMENT OF WORK

Janitorial Services Resource Management Center Office & Storage Building

Department of Conservation and Natural Resources

Bureau of Forestry Buchanan Forest District 2

(Fulton County)

I. SCOPE OF WORK:

The Commonwealth of Pennsylvania, Department of Conservation and Natural Resources, Bureau of Forestry, Buchanan Forest District, requires janitorial services for the cleaning of the Resource Management Center (RMC) Office and the Storage Building (SB) located at 25185 Great Cove Road, McConnellsburg, Pennsylvania 17233.

Questions regarding the technical aspects of this bid should be directed to Paula Parson at 717.485.3148 or pparson@pa.gov. Questions regarding the bidding or contracting procedures should be directed to Lynda Cashner at 717.783.4884 or lcashner@pa.gov.

II. CONTRACT TASKS:

This contract is for janitorial services for the Resource Management Center (RMC) office and the Storage Building (SB). The RMC is approximately 8,075 square feet and the SB is approximately 341 square feet. See Attachments A and B for Facility Overview.

The Contractor is to furnish all cleaning supplies and equipment. Cleaning supplies must be approved by the Forest District Manager or designated representative prior to use. The Forest District Manager may require manufacturer's specifications and a sample. The Contractor agrees to provide and maintain a Safety Data Sheet file for all cleaning products.

III. LOCATION AND CLEANING FREQUENCY

The services shall include the following:

• WEEKLY CLEANING (once a week): Resource Management Center Office and Storage Building.

Coordination of cleaning day and time are to be made with the Forest District Manager.

• SEMI-ANNUAL CLEANING (twice a year - Fall/Spring) of Resource Management Center Office.

Coordination of time is to be made with the Forest District Manager.

The following shall be completed in performance of this contract:

WEEKLY REQUIREMENTS: Resource Management Center

1. Clean Lobby and Visitor Center Exhibits per Attachment C instructions for the following:

mailto:pparson@pa.gov mailto:lcashner@pa.gov

a. Metal Exhibit Framework

b. Cabinetry

c. Freestanding Posts

d. Tree

e. Acrylic Vitrines

f. Graphics

2. Empty and replace trash bags in garbage cans and recycling receptacles; place trash and recycling in approved locations.

3. Vacuum all carpets, including behind and under furniture; spot clean as necessary.

4. Sweep and wet mop kitchen and bathroom floors, lobby, hallways and entranceways.

5. Clean bathrooms. Clean and sanitize sinks, commodes and shower. Replace toilet paper on holder. Toilet paper is provided by the District.

6. Clean kitchens. Clean and wipe down microwaves, stoves, ovens, splash guards, counter tops, refrigerators (inside and outside), coffee pots and sinks. Follow the owner's manual for oven cleaning.

7. Clean all mirrors.

8. Dust all furniture, do not disturb items on desks. Computer monitors should be dry dusted only.

9. Remove any visible marks, cobwebs, and dirt from floors, walls, ceilings, furniture and windows.

10. Dust windowsills, doorways, wooden blinds, other wood flat surfaces and lights.

11. Clean main entrance doors, including glass on storefront and lobby door.

12. Clean and sanitize door handles and light switches.

13. Clean water fountain.

14. Clean the glass wall located between Reception Area and Administrative Assistants Office.

15. Clean glass window between Reception Area and Lobby.

16. Dusting of taxidermy mounts.

WEEKLY REQUIREMENTS: Storage Building

1. Empty and replace trash bags in garbage can; place trash in approved locations.

2. Sweep and wet mop bathroom floor, and hallway.

3. Clean bathroom. Clean and sanitize sink, commode and shower. Replace toilet paper on holder.

Toilet paper is provided by the District.

4. Clean all mirrors.

5. Remove any visible marks, cobwebs, and dirt from floors, walls, ceilings, and windows.

6. Clean and sanitize door handles and light switches.

SEMI-ANNUAL REQUIREMENTS (Fall/Spring): Resource Management Center

To include all weekly duties listed plus the following:

1. Clean carpets. Carpets are to be shampooed twice a year.

2. Wash all windows inside and outside. Clean all screens.

3. Clean ceiling fan.

4. Clean soft roller window blinds.

5. Wax resilient tile floors in hallways, kitchen and kitchenette.

6. Strip and seal ceramic flooring in restrooms.

7. Wipe down walls in restrooms and kitchen.

IV. HOURS AND ACCESSIBILITY

Contractor will negotiate cleaning schedule directly with Forest District Manager. Work must be either on the weekend or start after 4:00 p.m. on negotiated weekday.

Office accessibility will be negotiated with Forest District Manager.

V. MANDATORY SITE INSPECTION:

All prospective bidders MUST complete a site inspection prior to placing a bid. The site may be visited Monday through Friday from 8:00 am to 4:00 pm, after contacting the Buchanan Forest District Resource Management Center Office at 717.485.3148 and arranging a visit. Sign-in on day of site inspection to acknowledge attendance.

VI. INSURANCE AND LICENSE 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:

1. Workmen’s Compensation Insurance for all 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 subcontractor’s from claims for damages for personal injury (including bodily injury), sickness of 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 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 certificates. The Commonwealth shall have the right to inspect the original insurance policies.

VII. CONTRACTOR QUALIFICATIONS:

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.

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

VIII. 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.

References are an optional tool available to the Department to help determine bidder capabilities. If any of these references are requested and the 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.

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 your 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 your submission non-responsive.

Bids will be awarded based on lowest total sum.

https://www.dgs.pa.gov/Small%20Business%20Contracting%20Program/Pages/default.aspx http://www.pasupplierportal.state.pa.us/

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

NOTE: The Department will only accept out two (2) decimal points when entering your “Unit Price” bid.

X. CONTRACT TERM:

The contract shall commence July 1, 2021, upon execution and receipt of Purchase Order and terminate June 30, 2022.

Further, the parties may agree to renew this contract for up to four (4) additional, annual terms, with the final termination date of June 30, 2026, upon the same terms and conditions set forth in the contract. The Department, based on past contractor performance, may negotiate an increase in the unit price(s) by a rate not to exceed 4%.

The Department will reach out to the Contractor no later than February 28th prior to the termination date to begin renewal discussions.

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 March 31st prior to the termination date. The renewal notice must be sent to:

DCNR – Bureau of Forestry or Email: pparson@pa.gov or Fax: 717-485-9283 Buchanan Forest District Attn: Paula Parson 25185 Great Cove Road McConnellsburg, PA 17233

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

XI. PAYMENT TERMS:

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

XII. INVOICES:

The invoice should concisely list the total number of each type of cleaning (weekly, semi-annual) per each facility

(RMC, SB).

All invoices are to be submitted monthly and MUST have the purchase order number, contractor’s SAP Vendor number, address, telephone number and name of contact person. Invoices must be itemized to include dates of services, types of cleanings, number of each cleaning and be totaled. Failure to provide this information could result in a delay of your payment.

All invoices for this contract MUST be sent to the following address:

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

mailto:pparson@pa.gov

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

Please Note: Vendors are reminded to NOT include 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 BID:

Bids will 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 for any reason whatsoever.

XIV. BID RESULTS:

Bidder can obtain bid results by accessing http://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, and all bids are under review until final award of the purchase order.

mailto:%2069180@pa.gov http://www.emarketplace.state.pa.us/BidTabs.aspx