SOW Hamburg Center Mowing Snow Removal and Grounds Maintenance Final.pdf

Pennsylvania Department of Transportation Hamburg Center

Mowing, Snow Removal and Grounds Maintenance Statement of Work

1) DESCRIPTION

a) General grounds maintenance is required at the Hamburg Center in Windsor Township, Berks County at 3560 Old Route 22, Hamburg, PA. The total estimated acres to be maintained: weekly maintenance area is approximately 7.5 acres of the property and will also include the driveways and roadways of the property. Snow Removal Maintenance in the event of snow will also be required. The Contractor shall furnish all equipment, personnel and materials for performing grounds maintenance work in all areas as outlined.

2) PUBLIC BID OPENING

a) A public bid opening will be held virtually via Microsoft Teams on Friday, May 15, 2026, at 2:00 P.M. (EST). Please contact Jodi Wilson (jodwilson@pa.gov) for a meeting invitation.

3) QUESTIONS & ANSWERS

a) All questions pertaining to this solicitation should be submitted in writing to Jodi Wilson (jodwilson@pa.gov) and must be made prior to Monday, May 11, 2026, at 11:00 A.M. (EST). All questions and answers will be posted to the solicitation in eMarketplace for public viewing.

4) PRE-BID CONFERENCE

a) A pre-bid conference will be held virtually via Microsoft Teams on Thursday, May 7, 2026, at 9:30 A.M. (EST). Please contact Jodi Wilson (jodwilson@pa.gov) for a meeting invitation.

5) SITE VISITS

a) Suppliers may visit the site by appointment only. Site visits should be scheduled by contacting Jodi Wilson (jodwilson@pa.gov).

6) DOCUMENTATION

a) All documents requested must be received prior to the bid opening date and time. Any information or documentation received after the bid close date and time will not be taken into consideration.

Bidders shall provide the information below with their bid submissions. Bidders will be responsible for uploading these documents as attachments in the Supplier portal:

i) Worker Protection and Investment Certification Form (BOP 22-01)

ii) Domestic Workforce Utilization Form

iii) Certificate of Insurance

7) ONLY CERTIFIED SMALL BUSINESSES ARE ELIGIBLE FOR AWARD

a) PennDOT has designated this contract as a Small Business Procurement to provide DGS-certified small businesses with opportunities to compete against other DGS-certified small businesses for Commonwealth agency and DGS statewide contracts under the Small Business Procurement Initiative (SBPI) set forth in Executive Order 2011-09. Only certified small businesses are eligible to submit a bid and receive an award. The small business requirements and certification process can be found on the following site:

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

8) MOWING AND GROUNDS MAINTENANCE

a) Grounds maintenance shall include all items listed below:

i) Mowing and grounds maintenance of the property closest to Rt 22. Area 1 (Exhibit A-sections A, mailto:jodwilson@pa.gov mailto:jodwilson@pa.gov mailto:jodwilson@pa.gov mailto:jodwilson@pa.gov https://www.dgs.pa.gov/Small%20Business%20Contracting%20Program/Pages/default.aspx

B & C) is approximately 6.5 acres, and Area 2 (Exhibit A- sections E & D) is approximately 1 acre running directly parallel to Rt 22). Area “G” on Exhibit A is approximately 250 sq. ft. of mowing around the barn. Cutting shall begin approximately mid-April and continue until approximately October 31. Grass shall be cut to a height of three to four inches. The mowing of area #2 is to be from roadway edge of Old Rte. 22 to approximately thirty feet (30’) inward of the property. Partial mowing in this area is unacceptable.

ii) No mowing will be needed during periods of drought or low rainfall causing slow grass growth.

If the grass is below 4 inches in overall height mowing should not be performed.

iii) Mowing and Grounds maintenance, including all trash and debris around designated Project field office and Security office and vehicle parking area as shown on Exhibit A

iv) Mowing and Grounds maintenance, including all trash and debris around the Solarium and Auditorium buildings including the walkways as shown on Exhibit A

v) Mowing and grounds maintenance, including all trash and debris removal three feet (3’) on either side of

(1) Driveway 1– PEMA Building Side

(2) Driveway 2 – Project Office and Auditorium Building side

(3) Driveway 3 – Pond Road (main roadway through campus)

b) Monthly-Mowing and Grounds maintenance of the cemetery (Exhibit A item F) includes exposing and trimming around grave markers and repairing any damaged or missing sections of the split rail fence as identified by PennDOT.

c) Monthly-Mowing and Grounds maintenance (Exhibit A item “F”) of the two (2) vehicle pathways that access the cemetery from the lower access pathway by the Maintenance building and the upper access pathway by building unit #1

i) The Contractor is to ensure the area is clear of fallen trees/branches until snowfall prevents access.

ii) Upper Pathway to be maintained at a ten (10) foot width until nearing the tie into the lower pathway.

d) Monthly- Grounds maintenance (Exhibit A-Item H) ensuring all fallen trees/branches are removed ensuring clear passage for vehicles year-round and upon request.

e) Remove all trash and debris from grass areas prior to the start of mowing operations. Debris removal includes downed tree branches twenty-five (25) feet and less.

f) Driveways, roadways, and concrete access points to designated buildings are to be swept clean of lawn maintenance debris.

i) Building access areas (Sidewalks, Ramps, Steps) for lawn maintenance and snow removal will be identified on Exhibit A.

g) The Contractor must trim the grass and weeds at signs, trees & light poles within the designated mowing areas identified in the scope of work.

h) All of the organic debris such as tree limbs, leaves and grass clippings shall be disposed of on site at a designated area. Tree limbs and branches are to be chipped and discharged in designated areas.

i) No trash or food waste shall be disposed of on site; the vendor will be responsible for disposing of all trash and food waste offsite at their expense.

ii) MAP

9) BI-WEEKLY/MONTHLY ACTIVITIES

a) Ensure roadway/driveway areas are clear of debris leading to buildings for emergency response and security needs.

b) Debris removal includes downed tree branches twenty-five (25) feet and less.

10) SPRING CLEANUP/FALL ACTIVITIES

a) Spring work shall be completed before May 15th of each year and Fall work by November 15th of each year:

i) Rake and remove all fallen limbs and debris up to two to three (2-3) feet from all roadways around the campus as outlined including stairs, stairwells and basement access areas around the Solarium and Auditorium buildings.

ii) Rake and remove all fallen limbs and debris Thirty Feet (30’) from the roadway edge of Old Rte.22 inward toward the campus and within four feet (4’) of either side of.

(1) Driveway 1– PEMA Building Side

(2) Driveway 2 – Project Office and Auditorium Building side

(3) Driveway 3 – Pond Road (main roadway through campus)

11) WINTER ACTIVITIES – SNOW REMOVAL

a) When snowfall activities occur in accumulations of ½ inch or more of snow, freezing rain or icing conditions the vendor is to use plowing and or salt application to ensure roadway/driveway areas are clear of snow leading to buildings for emergency response and security needs. The roadways/driveways must be in an easily passable condition.

b) Debris removal includes downed tree branches twenty-five (25) feet and less.

c) Salt main entry driveways

i) Driveway 1 – (PEMA Building Side)

ii) Driveway 2 – (Project Office and Auditorium Building side)

iii) Driveway 3 – Pond Road (main roadway through campus)

iv) All roadways within the campus

d) Snow removal of Identified walkways, ramps, and steps leading to the entrance of buildings.

identified on Exhibit A

e) Snow removal at Project and Security office parking area including walkway and entrances to the Project and Security office.

f) Salt Storage- PennDOT will provide De-icing Salt for the vendor to treat the campus roadways and at the designated building entrances. Salt will be stored on site in the Salt Storage building on campus. The vendor is required to document approximate material usage per storm event and must return unused material back to the salt storage building prior to exiting the campus after the storm event.

12) LEAF REMOVAL

a) All leaves and debris shall be removed from the turf areas, roadways, and around buildings/building entrances. PennDOT will direct the vendor where to deposit leaves on the property. Fallen branches larger than 2” in diameter shall be chipped. PennDOT will instruct the vendor where to deposit them on the property.

b) It is anticipated that this work will be required after most of the leaves have fallen during the period from October 1 to December 10. There will be three (3) performances of this operation in Areas #1 & Area #2. If additional areas are identified for leaf removal outside of Area #1 & Area #2 the Department will discuss adding a supplement/addendum to the contract

c) Should the Contractor use a mower to shred the leaves, the Contractor will be paid the bid for “Leaf Raking or Shredding,” only.

13) MATERIALS

a) The Contractor shall provide all lubricants, fuels, transportation and equipment necessary to perform the necessary work, PennDOT will provide the salt only.

14) EQUIPMENT

a) The Contractor shall furnish the necessary equipment and tools required to maintain the safety of

The Hamburg Center. Such items shall include, but are not limited to power mowing equipment, edgers, sprayers, leaf blowers, lime spreader and hand tools such as rakes, shovels, pruning shears and other equipment.

15) PERSONNEL

a) The Contractor shall provide one (1) foreman, skilled in landscape maintenance practices, and as many workers as are necessary to meet the requirements of these specifications.

16) SAFETY

a) The Contractor shall perform all specified work with the knowledge that the property roadways are to be kept clear for employees and emergency response, the front by Old Route 22 needs to be clearly maintained for the safety of the traveling public. Maintenance work shall be performed with a minimum amount of interference to the site’s operations. Grounds maintenance should not be performed on weekends or holidays.

b) Special precautions shall be taken when using mowers and all other equipment near the buildings. The discharge from rotary mowers shall, always, be pointed away from walks, buildings, parking lots and other areas where people may be working.

17) BASIS OF PAYMENT

a) Failure to submit all payment documents will lead to delays in payment of invoices as they will be returned to the Contractor for correction.

b) The vendor shall invoice 1 time per month for all services rendered. Billing period equals 1 calendar month.

c) Two sets of invoice documents must be submitted.

i) Set one: Original Contractor’s invoice. Submit to the COMPTROLLER at 69180@pa.gov or to the address on the face of the Purchase Order.

ii) Set two: Copy of Contractor’s invoice, Suppliers’ original invoices, and the OS-501

“Confirmation of Services” form. This set shall be submitted to Bureau of Office Services, Facilities Management Division, Keystone Building, 400 North Street, Harrisburg, PA 17120 and via email to ra-FMDHamburg@pa.gov.

d) Gound maintenance and mowing shall be paid per performance.

e) Spring cleanup shall be paid upon completion of work. This item also includes the placement of the mulch.

18) WORK NOTIFICATION

a) The Contractor shall contact the Facility Management Division’s Construction Project Administrator (CPA) with any questions or problems that arise. A contact name and number will be provided to the vendor after the purchase order is awarded.

19) SERVICE PERIOD

a) The service period shall be for two (2) years, commencing on the validity start date listed on the fully executed purchase order (PO). This PO will have three one-year renewal options. The bid prices may be adjusted for each renewal period based solely upon any increases as indicated in the Federal CPI for that month and year as compared to the CPI baseline of July 2026. Each renewal option shall be at mutual consent.

b) Renewal notice will be provided approximately 90 days prior to the expiration of the purchase order.

20) EXTENSION OF CONTRACT TERM

a) The Commonwealth reserves the right, upon notice to the Contractor, to extend the term of the PO up to three (3) months upon the same terms and conditions.

21) STRATEGIC ENVIRONMENTAL MANAGEMENT PROGRAM

mailto:69180@pa.gov

a) PennDOT has implemented a Strategic Environmental Management Program (SEMP) which is compliance based. As part of SEMP, PennDOT has established a Green Plan Policy that can be found posted at District and County offices and at https://www.pa.gov/content/dam/copapwp-pagov/en/penndot/documents/public/pubsforms/publications/pub%20754.pdf. The Green Plan Policy is designed to protect the environment, conserve resources, and comply with environmental laws and regulations. The Contractor shall ensure that its personnel (including the personnel of any of its Subcontractors) are aware of PennDOT’s commitment to protecting the environment, are properly trained about environmental impacts of their work and are competent (through appropriate work experience, job training, or classroom education) to perform the work that they do.

22) WORKER PROTECTION AND INVESTMENT

a) 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 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.

23) PAY ITEM DEFNITIONS:

a) Pay Item #1: Mowing and Grounds Maintenance

i) Vendor may charge PennDOT this price for performing the Mowing and Grounds Maintenance activities listed above in section 7, pages 1 & 2. Vendors may bill against this line 1(one) time per mow.

b) Pay Item #2: Bi Weekly / Monthly Debris Removal

i) Vendor may charge PennDOT this price for the Bi Weekly / Monthly Debris Removal services listed in section 8, page 3. Vendors may bill against this line 1(one) time for each instance of service, not to exceed 2 times per month.

c) Pay Item #3: Spring Cleanup / Fall Activities

i) Vendor may charge PennDOT this price for both the Spring and Fall work outlined in section 9, page 3. Vendors may bill against this line 1(one) time for each instance of service, not to exceed 2 times per year.

d) Pay Item #4: Winter Activities – Snow Removal

i) Vendor may charge PennDOT this price for performing the Winter and Snow Removal services listed above in section 10, pages 3 & 4. Vendors may bill against this line 1(one) time for each instance of service.

e) Pay Item #5: Leaf Removal

i) Vendor may charge PennDOT this price for performing the Leaf Removal services listed above in section 11, page 4. Vendors may bill against this line 1(one) time for each instance of service, not to exceed 3 times per year.

f) Pay Item #6: Material Contingency

i) This will be a no-bid line. A material contingency of $5000.00 per year will be added to the awarded vendor’s purchase order. This line is to be used only when directed and approved by the Facility Management Division’s Construction Project Administrator (CPA) or Designee. This line is intended to https://www.pa.gov/content/dam/copapwp-pagov/en/penndot/documents/public/pubsforms/publications/pub%20754.pdf https://www.pa.gov/content/dam/copapwp-pagov/en/penndot/documents/public/pubsforms/publications/pub%20754.pdf be used for fencing repair items such as replacement rails. The cost of materials used will be reimbursable at the actual cost with no more than a 10% markup. The original invoice must be submitted by the vendor as an audit document when billing against this line.

Exhibit A: