Statement of Work - Fence & Gate 2026.pdf

EXHIBIT A – Statement of Work

FENCE AND GATE MAINTENANCE FOR ALL YORK COUNTY PENNDOT

STOCKPILE LOCATIONS

CONTACT PERSONS:

Facilities Manager: Sean Smoker Contract Administrator: Jolene Wagner Phone: 717-718-6983 Phone: 717-718-6984

1920 Susquehanna Trail N, York, PA 17404

PURPOSE: This statement of work shall provide for the Maintenance / Inspections / Repairs of stockpile fences and gates at all York County PennDOT stockpile locations, by way of replacement or repair of existing parts as deemed beneficial to the Commonwealth as determined by the Department Representative. The replacement part must be new, of the same exact component or a new upgraded component. All repairs must be authorized by the Department Contract Administrator or Facilities Manager.

GENERAL SPECIFICATIONS:

1. All preventative maintenance and inspection work will be performed between the hours of

7:00am and 3:00pm daily, except Saturday, Sunday, and Holidays. The Facilities Manager or Contract Administrator may authorize work on Saturday and Sunday, only as necessary. No work shall be scheduled to occur on the following holidays unless written permission to do so is provided by the Facilities Manager or Contract Administrator:

a. New Year’s Day

b. Dr. Martin Luther King Jr Day

c. President’s Day

d. Memorial Day

e. Juneteenth

f. Independence Day

g. Labor Day

h. Columbus Day

i. Veteran’s Day

j. Thanksgiving Day

k. Day after Thanksgiving Day

l. Christmas Day

Contractor shall be available for call-out on a 24-hour basis.

Contractor shall provide names and telephone numbers for individual(s) in the company who may be contacted should an emergency occur.

Access to the stockpile will include accompaniment by a Department employee, unless otherwise authorized by the PennDOT Facilities Manager or Contract Administrator.

2. Non-emergency repairs requested shall be scheduled within three (3) work days of initial notification.

3. Emergency is defined as:

The operational failure of an automatic or manual gate – will not open or close.

Access to and securement of PennDOT property is essential.

Emergency service work performed between the hours of 7:00am and 3:00pm daily, except Saturday, Sunday, and Holidays, receive the same labor rate. Emergency service performed at hours other than those above will be billed at an overtime rate.

Department will state during the request notification if the call-out is an emergency.

In an emergency the contractor is responsible to have a technician on site within two (2) hours of the call-out request. Emergency repairs may occur on a limited basis after 3:00pm until 7:00am weekdays and weekends from Friday at 3:00pm until Monday at 7:00am and State Recognized Holidays.

4. Access to the stockpile may include accompaniment by a Department employee during the unoccupied period.

5. Contract period 07/01/2026 to 06/30/2027 shall be 1 year with 4 renewals. Each renewal will be mutually agreed upon by the Contractor and the Commonwealth. Renews at original bid rates, rate increase not included. Quantities may be increased following proper approval process due to planned or emergency projects per budget allowances. Quantities are estimated.

6. Length of time to complete project after given notice to proceed with repairs should not exceed 60 calendar days unless approved by Department Contract Administrator or Facilities Manager.

7. Contractor Qualification:

ONLY CERTIFIED SMALL BUSINESSES ARE ELIGIBLE FOR AWARD: 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

The Small Business Certification will be provided after a supplier completes the self-certification process on the SBPI website. A valid Department of General Services (DGS)

Small Business certificate will be required as part of the bid in order to be deemed a responsive bidder

8. Pre-Quote Meeting: There will be no pre-quote meeting.

Contractor may visit any of our 12 stockpile sites to become familiar with the maintenance needs of each location before bidding.

Tours can be scheduled during our business hours: Monday-Friday, 7am-3pm.

Call Sean Smoker at: 717-718-6983 to schedule

9. Questions & Answers: All questions pertaining to Solicitation #6100065878 must be made prior to 05/01/2026 at 11:00A.M. (EST). All questions and answers will be posted to the Solicitation in eMarketplace for public viewing

10. Bid Prices: shall include all travel, labor, equipment, overhead, and profit. Time starts upon arrival at the jobsite and ends when leaving the jobsite. Award shall be based on the total low bid for all line items. All quantities are estimated and may not reflect actual quantities.

PUBLIC BID OPENING: Public Bid Opening Will Be Held Virtually via Microsoft Teams on 05/08/2026 at 12:00P.M. (EST). Please contact Jolene Wagner at jolewagner@pa.gov for meeting invitation

11. Pre-Service Kick-off Meeting: A Pre-Service Kick-off Meeting will be scheduled by the

PennDOT Project Manager or Designee and will occur within 14 days after the fully executed purchase order is delivered to the awarded Contractor. The Contractor’s Representative, Contractor Project Manager, and Foreperson must be present. The meeting will be held at a mutually agreed upon location. Topics to be discussed include bullet points from this statement of work, documentation, and other Contractor responsibilities as required within the scope of work as well as any other contract Terms and Conditions.

12. Executive Order 2021-06, Worker Protection and Investment:

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

13. Contractor shall furnish the personnel and equipment of the type, condition, and quantity necessary for the proper and productive execution of the contracted work.

Contractor shall be responsible for the disposal of items/materials removed to an approved site unless otherwise indicated to be retained by the Facilities Manager.

14. Contractor shall maintain all equipment in good condition, subject to acceptance by

PennDOT, prior to and during use in connection with this contract.

15. Contractor shall provide all lubricants, fuel, fluids, and antifreeze for equipment. Contractor shall ensure that all equipment and operators are in conformance with applicable PA Motor Vehicle Laws and Federal regulations

16. The authorized Department Representative calling for service must provide their name, title, and phone number. This information must appear on the service call work order. The work order is to be completed with a description of work and services needed along with a cost estimate for repairs. The work orders are to be signed by the Department Representative and the Contractor’s Service Technician. A copy is to be given to the Department. Estimate may be waived per Facilities Manager or Contract Administrator discretion.

17. All labor and materials used at this facility will be documented on a Confirmation of Service

Form (OS-501). This form will be signed by the contractor’s representative and faxed/emailed to the Department Contract Administrator following completion of work assignment. Supporting documentation for materials used will be attached to the OS-501 and the invoice. This form shall serve as backup documentation for payment. Invoices shall be submitted to the Comptroller’s Office listed on the Purchase Order within 30 calendar days from the date of service. Untimely or incomplete submissions of the invoice, OS-501, and any required supporting documentation may delay processing of payment.

18. Two (2) instances of failure to respond within the timed constraints, unless otherwise permitted in writing by the Department Contract Administrator, can constitute a violation of the contract which gives the Department, at its discretion, the right to cancel the contract and retain services from the next lowest bidder and surcharge the low bidding contractor for cost differences incurred during current contract term.

19. The Contractor shall not use jumpers (illegal wiring connector) to bypass safety controls on automatic gates in order to place them in operation. All existing and new safety controls, programmers, valves, switches, solenoids, etc. installed on any unit must be fully operational and in compliance with UL and FM requirements.

20. The Contractor shall repair or replace any of PennDOT’s property, real or physical, or private property damaged during the performance of their duties at no additional cost to PennDOT.

Scope of Work:

The Contractor shall provide preventative maintenance, testing and/or inspections services to stockpile fencing and gate equipment managed by the Department. Any repair service performed must be as a direct result of and be required to complete the specific preventative maintenance and or inspection activities. All repairs shall be performed in accordance with the OEM specifications. All work shall be performed in accordance with all State and Local laws, codes, and ordinances which relate to the work.

Appendix D provides the address for each stockpile including what township the stockpile is in and the type of entrance gate it is equipped with.

All work shall be performed in a safe and orderly manner with minimum interference to persons using the facility. The contractor shall be aware of the latest safety regulations when entering confined areas. When working in such areas, all precautions shall be taken as required by these regulations. The Contractor shall comply with all local, state, and federal laws and with OSHA safety requirements.

Time starts upon arrival at the job site and ends when leaving the job site.

Contractor must pay any sub-contractor for services requested by the Contractor.

1. Electronic Open/Close Gates

Complete Inspection every 6 months March and September Appendix A describes the service required to put in proper operating condition for slide gates.

Monthly Intervals: 6 months 12 months Drive Chain Check for excessive slack + X X Brake Check and adjust as required X X Sprockets Check set screw tightness X X All Chain Lubricate ++ X X Clutch Check & adjust as required X X Belts Check condition & tension X X Manual Disc Check and operate X X Frame Bolts Check & tighten as required X X Total Unit Inspect for wear or damage X X Gate Inspect for wear or damage X X Electrical Inspect wire connections, keypads, pavement sensors X X

2. Manual Open/Close Gates

SLIDE GATES

o Inspect every 12 months September o Appendix A describes the service required to put in proper operating condition for slide gates.

SWING GATES

o Inspect every 12 months September o Appendix B describes the service required to put in proper operating condition for swing gates.

Monthly Intervals: 6 months 12 months Rollers Check set screw tightness & lubricate X Frame Bolts Check & tighten as required X Hinges Check & adjust as required & lubricate X Latches Check & adjust as required X Total Unit Inspect for wear or damage X Gate Inspect for wear or damage X

APPENDIX A – SLIDE GATES

It is agreed that “to service and put in proper operating condition” includes service to and repair of the following:

A. Drive Train: check for excessive slack/bearings/shafts B. Limit Switches: check and adjust as required C. Brake: check and adjust as required D. Sprockets: check for wear and set screw tightness E. Reducer: check oil level F. Chains: lubricate and adjust as required G. Clutch: check and adjust as required H. Belts: check condition and tension I. Manual Disconnect: check and operate J. Frame Bolts: check and tighten as required K. Safety: check and operate L. Controls: check and operate M. Electrical: inspect wire connections and relays N. Total Unit: inspect for wear and damage O. Gate: inspect for wear or damage

A report of the work accomplished and parts used, if any, will be furnished to the Contract Administrator in the form of an invoice and Confirmation of Service (OS-501).

APPENDIX B – SWING GATES

It is agreed that “to service and put in proper operating condition” includes service to and repair of the following:

A. Hinges: check for excessive slack/shafts B. Stop Switches: check and adjust as required C. Frame Bolts: check and tighten as required D. Safety: check and operate E. Controls: check and operate F. Total Unit: inspect for wear and damage G. Gate: inspect for wear and damage

A report of the work accomplished and parts used, if any, will be furnished to the Contract Administrator in the form of an invoice and Confirmation of Service (OS-501).

APPENDIX C – ADDITIONAL SPECIFICATIONS

PennDOT’s Strategic Environmental Management Program (SEMP) Requirements:

The contractor must comply with PennDOT’s Strategic Environmental Management Program (SEMP) Requirements. The requirements of this program can be found on PennDOT’s website at www.pa.gov

SEMP is an environmental management system that ensures PennDOT employees and business partners continue appropriate environmental stewardship in everyday maintenance practices. Three areas of focus include Winter Services, Stockpile and Garage Management, and Maintenance Operations. SEMP establishes best management practices within maintenance to make certain PennDOT follows the key principles of the Green Plan Policy, protects the environment, conserves resources, and complies with environmental laws and regulations.

This work consists of repair and maintenance of facility and material storage buildings. Prior to performing work, submit estimate resulting from inspections of buildings. Do not complete work until estimate is approved and notification is given by the Department Contract Administrator or Facilities Manager.

Materials & Construction

All work performed by skilled craftsmen in a professional manner is warranted for a period of one (1) year form completion of work and acceptance of work by the Department.

All hand tools (hammers, screw drivers, drills, drill bits, saws, saw blades, chisels, etc), fastening devices (nails, staples, screws, adhesives, etc.), safety equipment (gloves, goggles, safety glasses, hardhats, etc), ladders, and scaffolding are considered incidental to the work performed. The Department will not provide any of these tools.

Contractor is responsible for arranging rental tools and/or equipment needed to perform the repair or maintenance. Equipment rental cost must be included in the estimate in the same units as indicated on the purchase order.

APPENDIX D – LOCATIONS

Stockpile #01 1920 Susquehanna Trail – North York, PA 17404 (Manchester Township) Gate Type: Manual – Double Slide

Stockpile #02 5900 Route 30 East York, PA 17406 (Hellam Township) Gate Type: Manual – Single Slide

Stockpile #03 2230 North George St York, PA 17402 (Manchester Township) Gate Type: Electronic – Single Slide

Stockpile #05 6971 Lincoln Highway Thomasville, PA 17364 (Paradise Township) Gate Type: Electronic – Single Slide

Stockpile #06 19 Glenwood Road Dillsburg, PA 17019 (Franklin Township) Gate Type: Manual - Swing

Stockpile #07 988 E. Forrest Avenue New Freedom, PA 17349 (Shrewsbury Township) Gate Type: Manual – Double Slide

Stockpile #08 3441 Blue Hill Rd Hanover, PA 17331 (Manheim Township) Gate Type: Manual – Single Slide

Stockpile #10 4321 Fox Run Road Dover, PA 17315 (Dover Township) Gate Type: Manual – Single Slide

Stockpile #12 985 Bacon Road Felton, PA 17322 (Chanceford Township) Gate Type: Manual – Double Slide

Stockpile #16 250 Alum Rock Road New Park, PA 17352 (Fawn Township) Gate Type: Manual – 1 Swing, 1 Slide

Stockpile #17 131 Snodgrass Road Airville, PA 17302 (Lower Chanceford Township) Gate Type: Manual – Double Slide

Stockpile #25 1500 Old Trail Road Etters, PA 17319 (Newberry Township) Gate Type: Electronic – Single Slide