Statement of Work CI Dallas Fill Machine.docx

Statement of Work Correctional Industries – Mattress Filling Machine SCI Dallas 1000 Follies Road Dallas, PA. 18612

I. SCOPE OF WORK

Pennsylvania Department of Corrections, SCI Dallas is seeking bidders to provide an Industrial filling machine for spring, foam, and densified polyester mattresses within the confines of SCI -Dallas located at 1000 Follies Road Dallas, PA. 18612.

II. ISSUIING OFFICER

Questions regarding this bid should be directed to Bonnie Snyder at bosnyder@pa.gov

III. CONTRACT REQUIREMENTS

A. The bidder shall provide the Elektroteks Matfill Machine with the specifications and requirements noted below. Bidder must provide detailed specifications on their product as part of their requested submission. “NO SUBSTITUTIONS WILL BE ACCEPTED. It must include:

· The machine must have the ability to compress 100 mattresses per hour

· The machine must allow for multiple sizes for height from 2” to 14”

· The machine must allow for multiple sizes in width from 16” to 87”

· Sizing adjustments should be easy to modify

· Mattress cover protection sensors to avoid damage on the product

· Motorized conveyor at the machine inlet

· Compress innerspring mattresses

· Belt driven

· Voltage: 208V 3PH

· Air pressure: 80 psi

· Emergency shutoff is required

· The machine must be brand new (no rebuilds)

· A timeframe of 6 months from award of the PO to delivery of the equipment

B. The supplier agrees that the warranty for the equipment shall come into effect from the date of the equipment installation or the date of acceptable use if there is no acceptance testing period.

C. SERVICES. Supplier agrees to provide service after the sale and parts available a must. The Awarded Contractor must provide Diagnostic Services to Dallas SCI free of charge for as long as they own the machine.

Supplier agrees to provide Telephone Support Services for the machine & parts troubleshooting to the original purchaser free of charge for as long as they own the machine.

Pricing should be bid as FOB destination.

D. INSTALLATION:

SCI Dallas has one loading Dock with dimensions of 8’ wide x 9’ high. All services as quotes shall include shipping to the SCI Dallas, 1000 Follies Road Dallas, PA. 18612. Installation and assembly of the products shall be in a “ready-to-run” state and training included. The awarded Contractor shall provide all rigging or other services as required to off load, spot and secure the equipment in the milling department. Only pallet jackets are allowed inside the institution. Lead timing of 10-12 weeks.

E. Delivery and Security Requirements Delivery Truck must leave Dallas SCI empty.

Security Clearance Information for all vendors. All Awarded Contractors or their subcontractors, who utilize regular delivery transportation, will have to submit clearance checks through the Awarded Contractor, for all drivers (regardless if delivery is 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 doors locked) sign in at the warehouses and wait for further directions / instructions from the Correctional Staff. More information regarding DOC’s Clearance policy can be found at https://www.pa.gov/services/cor/centralized-clearance-request.

All products must meet security requirements of the DOC. The Department of Corrections reserves the right to allow companies to adapt their packaging to meet the DOC’s security requirements before an award is generated. Product approval may be made contingent upon packaging changes. If, after award, DOC determines that a product possess a security threat, DOC will either cancel the award of that product upon written notification to the contractor detailing the nature of the security threat or allow the contractor to replace the product with a compliant product as the same price.

IV. BID AWARD

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 requirement of the Department of Corrections.

Unless otherwise indicated, the unit price must include all labor, materials, equipment, tools, insurance, delivery fees and all items necessary for the completion of the project. In cases of discrepancies in prices, the unit price will be binding unless the unit price is obviously in error and the extended price is obviously correct, in which case the erroneous unit price will be corrected. All items will be delivered FOB destination. The awarded Contractor is responsible for shipping or delivery costs.

V. 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: https://www.emarketplace.state.pa.us/ Tabulations are for information only and do NOT constitute actual award or execution of a contract. The results of the apparent bidders and all bids are under review until final award of the purchase order.

· 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 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