Statement of Work Template Statement of Work – Cardboard License Plates

I. SCOPE OF WORK:

The Commonwealth of Pennsylvania, Department of Corrections, Huntingdon Correctional Industries at 1301 Pennsylvania Ave, Huntingdon, PA 16654, is seeking a contractor to provide Blank Cardboard License Plate Outdoor Signboard.

Samples are required as part of this solicitation. Bidders that cannot provide samples within the required timeframe may be disqualified.

II. ISSUING OFFICER

Questions regarding the technical aspect and the bidding or contracting procedures of this bid should be directed towards Bonnie Snyder at bosnyder@pa.gov

III. REQUIREMENTS

Blank Cardboard License Plate Outdoor Signboard Specifications:

· Estimated Quantity: 320,000 total units

· Cut

· 12” x 6” Size Sheets (-0.0 / + .0546875 (7/128”))

· “Grain-long” grain direction needs to be long on the finished item. The grain should run parallel to the longest edge of the finished product.

· No Holes Needed

· Squared Corners

· Thickness

· MIN: 0.050”

· MAX: 0.070”

· Alternative thickness of stock will not be acceptable

· Color

· White with Water resistant-dense cardboard plates that resist water, also known as Outdoor Signboard.

· White color on one (1) side

· No Finish

· Delivery and Packaging

· Packaged on Skids

· Delivery will be as requested by Purchase order as needed

· SAMPLES

· Required Samples: 2 Samples will be required by close date of the bid shipped to: CI Huntingdon Attn: Todd McMonigal 1301 Pennsylvania Ave Huntingdon, PA. 16654.

· Failure to deliver the required samples by the deadline will result in rejection of the bid.

· Samples will be inspected visually to ensure they meet the specifications listed above.

· Material must be compatible with Ryobi 580 Press which is used by PA DOC CI for imprinting

· Pictures of acceptable product are included in Attachment 05.

IV. CONTRACTOR REQUIREMENTS

· Reciprocal Limitation Act-complete form and submit with the response

· Worker Protection form 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 follow all applicable Pennsylvania state labor and workforce safety laws. Such certification shall be made through the Worker Protections and Investment Certification Form (BOP-2201) and the completed form must be submitted with the bid response

· The Blank Cardboard License Plates will be ordered as needed throughout the life of the contract. All Quantities are estimated.

· All items will be delivered F.O.B. destination. The awarded Contractor is responsible for any shipping or delivery costs.

· Cardboard blanks must be delivered within 60 days of an order being placed. Additional delivery time may be granted by the DOC due to extenuating circumstances during the contract period.

V. CONTRACTOR QUALIFICATIONS

All Contractors, their subcontractors, who utilize regular delivery transportation, will have to submit clearance checks through the Original Contractor, for all drivers (regardless of delivery inside or outside the fence). Common carriers will not be required to render clearance checks, however, are subject to search and escort procedures. ALL CARRIERS reporting to the outside warehouse must secure their vehicles (windows closed and door locked) sign in at the warehouse and wait for further directions / instructions from the Correctional Staff. Deliveries must adhere to the DOC delivery and security requirements specified on the Purchase Order. All products must meet security requirements of the DOC.

VI. CONTRACT TERM

This is a (2) two-year contract with the option of three (3) one-year renewals. Bid pricing is firm for the first year of the contract. Price changes can be negotiated at the anniversary date of the contract. The price changes are by mutual agreement between the Department of Corrections and the awarded Contractor. Pricing changes may be negotiated outside the renewal period in the event of extraordinary unforeseen circumstances. The request for increased pricing due to extraordinary circumstances must include adequate justification and supporting documentation. Any increase in pricing outside the renewal period shall be in the sole discretion of the DOC.

VII. BID AWARD

Contract Award will be made to the lowest cost responsive and responsible Bidder after an approved visual inspection of the samples.

A purchase order will be issued against the contract to indicate the amount needed ASAP. As additional cardboard license plates are required for CI operations, additional purchase orders will be issued.

Purchase orders must be issued within the contract’s validity dates.

It shall be understood and agreed that any quantities listed in the solicitation are estimated only and may be increased or decreased in accordance with the actual requirements of the Department of Corrections.

VIII. BID Results Bids will be opened on the date and time specified in the invitation for bid. Bid tabulations will be posted on the Department of General Services’ eMarketplace website (http://www.emarketplace.state.pa.us/). Tabulations are for information only and do NOT constitute actual award/execution of a contract. The results of the apparent bidders and all bids are under review until final award of the contract.

IX. INVOICING

Contractors must follow these 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 Contractor payments.

The awarded Contractor 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