STATEMENT OF WORK Overhead Doors.docx

STATEMENT OF WORK

SCI-PHOENIX

PREVENTATIVE MAINTENANCE AND REPAIR FOR OVERHEAD DOORS

I. SCOPE OF WORK

The Commonwealth of Pennsylvania, Department of Corrections requires the preventative maintenance and repair services for the overhead doors and dock levelers for Phoenix State Correctional Institution (SCI) at 1200 Mokychic Drive, Collegeville, PA 19426.

II. ISSUIING OFFICER

Questions regarding the bidding or contracting procedures should be directed towards Ron Schlotzhauer at 610-409-7890, x1470 or rschlotzha@pa.gov.

III. SITE INSPECTION REQUIREMENT

A mandatory site visit will be held on November 9 at 9:00 a.m. at SCI Phoenix, 1200 Mokychic Drive, Collegeville, PA 19426.

It is the responsibility of the contractor, after careful examination, to determine the nature and location of the work, and the character, quality, and quantity of the labor and materials that will be required. By careful examination of the bid specifications, and being in accord therewith, the contractor shall predetermine prosecution of the work, the general and local conditions, and all other matters that in any way affect the work under this contract. Failure to become familiar with the contract or to comply with any or all the requirements of this paragraph shall not be permitted as a basis for any claims made by the contractor, and the contractor assumes all responsibility for the faithful performance of the provisions of the contract.

Prospective bidders shall contact Rick DeLaney, Facilities Maintenance Manager 3 at 610-409-7890, x1440 or at ridelaney@pa.gov. to confirm attendance and identify participation by November 5 at 3:00 p.m.

A Centralized Clearance check form will need completed by all contractor representatives and approved by SCI-Phoenix prior to pre-bid inspection. A link to the Centralized Clearance Request Form is provided here: https://www.cor.pa.gov/Facilities/Pages/Clearance-Request.aspx Clearance periods may be granted up to a maximum of two years for all candidates requesting access. It is the candidate’s responsibility to renew their clearance by submitting a new Centralized Clearance Information Request Form prior to the expiration of the approved clearance period to ensure continued access.

Unscheduled and/or individual visits by representatives of bidders will be denied.

IV. CONTRACT REQUIREMENTS

The contractor shall provide all labor, materials, tools and equipment necessary to repair and maintain the 51 electrically operated overhead doors, controls, and 16 levelers located throughout the institution.

Services shall be performed by the contractor during the normal work week. 7:00 A.M. to 3:00 P.M. Monday thru Friday.

PREVENTATIVE MAINTENANCE

Preventative maintenance will be done once per year and will include:

· Inspect doors and operating hardware for any needed repair work or replacement of parts. Inspection information shall be reported to the Facilities Maintenance Manager prior to proceeding with any repair work or replacement of parts.

· Lubricate all rollers, hinges, guides, chains, sprockets, gears, grease fittings, shafts, motors and all other operating hardware that may require lubrication.

· Check and tighten all hinges and roller hardware. Replace worn items.

· Check cables for wear and fraying, replace cables as necessary. Check tension of cables and all connectors.

· Tighten any loose nuts and bolts.

· Check track conditions and alignment. Replace track or sections of track as necessary.

Locations of doors needing maintenance/repairs listed below:

REPAIR and PARTS:

Any repairs needed as a result of maintenance shall get the approval of the maintenance manager prior to repair being completed. Any repair parts needed shall be furnished by the contractor as required. All repair parts will be shipped F.O.B. Destination. Also, the Institution reserves the right to furnish repair parts and/or replacement components.

V. CONTRACTOR REQUIREMENTS

At the conclusion of each day that services are performed, the contractor performing the work shall complete a service report form showing, as a minimum, the following:

a. Date service rendered;

b. Name of service;

c. Time of arrival;

d. Time of departure;

e. Total number of labor hours;

f. Identification of equipment worked on and a brief description of the work performed, including a list of parts and/or replacement components used;

g. Signature of service person;

h. Signature of facility representative.

The contractor shall purchase and maintain, at its expense, Workmen’s Compensation Insurance and Public Liability and Property Damage Insurance. Additional insurance requirements are provided in the associated terms and conditions.

All regular scheduled services shall occur within normal business hours: Monday through Friday, from 7:00am to 3:00pm (excluding DOC-recognized legal holidays). Overtime hours shall be billed when regular hours per technician accrue a total in excess of forty (40) hours within one (1) calendar week. Weekend/Holiday rates will apply for required repairs outside of normal business hours, except in the case of Emergency hours for emergency requested repairs, responded to within 2 hours of a reported emergency.

The contractor shall abide by all Department of Corrections rules and regulations while on State Property. The contractor and all employees and subcontractors shall cooperate in a background investigation by completing a security clearance application (https://www.pa.gov/services/cor/centralized-clearance-request) and answering any questions posed by the investigator. The contractor and contractor’s employees are responsible to renew their request for a security clearance prior to expiration of their current clearance. The DOC may deny an individual access to its facilities, information or clients as a result of confidential information obtained during the course of the security clearance process, or for violation of DOC policy. All employees of the contractor and sub-contractor are subject to complete background investigations at the discretion of the PA DOC. PA DOC reserves the right to deny any employee of the contractor.

RATE SCHEDULE:

It is agreed that the rates proposed for the services will be total and final and that the Commonwealth will not pay any additional sums for services over and above the contract rates. There will be no additional charges for travel time, mileage, meals, etc.

VI. CONTRACTOR QUALIFICATIONS

After the bid opening, and prior to awarding the contract, the Department has the right to request references (name, 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.

VII. CONTRACT TERM:

The term of the Contract shall commence on the Effective Date (as defined below) and shall end on the Expiration Date identified on the Contract, subject to other provisions of the Contract.

The Effective Date shall be: a) the Effective Date printed on the Contract after the Contract has been fully executed by the Contractor and the Commonwealth (signed and approved as required by Commonwealth contracting procedures) or b) the “Valid from” date printed on the contract, whichever is later.

This is a one-year contract with the option of three one-year renewals.

Should the renewal option be exercised, pricing may change at the time of renewal. The price adjustment must be by mutual agreement between the Department of Corrections and the supplier and must be submitted to the Department of Corrections no later than sixty (60) days prior to the contract end date. All supporting documentation must be submitted with the pricing to justify any price increases.

Upon renewal, the Department, based on past performance, may negotiate an increase in the unit prices, by a rate not to exceed 3%. The Contractor shall provide written notification to the Department no later than sixty (60) days prior to the contract end date.

VIII. 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 requirements 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.

The Commonwealth reserves the right to award by item or on a total Bid basis, whichever is deemed more advantageous to the Commonwealth.

IX. BID RESULTS

Bids will be opened on the date and time specified in the invitation for bid. Bid tabulations will be posted on the day after the bid opening, on the Department of General Services’ eMarketplace website http://www.emarketplace.stat.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 purchase order.

X. INVOICING

Contractors must follow the following invoicing requirements:

a. Accurately bill the Commonwealth for actual services rendered on all invoices.

b. Submit invoices to appropriate resource account within 10 business days of completed service.

c. Comply with Commonwealth / Department of Correction’s practices for supplier payments

d. The awarded supplier should submit all invoices, as outlined by the Pennsylvania Office of the Budget, as a PDF for to email address 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