statement of work tank replacement SCI Cambridge Springs.pdf

REV 03-05-18

Statement of Work SCI Cambridge Springs-Direct replacement of condensate tank

I. SCOPE OF WORK: The Commonwealth of Pennsylvania, Department of Corrections, requires replacement of boiler water condensate tank at SCI-Cambridge Springs, 451 Fullerton Avenue Cambridge Spring, PA 16403, Crawford County in accordance with the Terms & Conditions. There is a mandatory pre-proposal/bid conference being held October 16, 2026 at 8:00 AM with clearance forms being completed and returned to Jeffrey Vittorio @ jvittorio@pa.gov no later than 9:00 AM on October 14, 2026 to be attend.

II. ISSUIING OFFICER: Questions regarding the bid should be directed towards Lynne Hines at lhines@pa.gov

III. CONTRACT REQUIREMENTS:

The Contractor shall perform all tasks listed:

1. Prepare new & old tank for shutdown includes all piping, valves, controls and electrical connections.

2. Transport the old tank from mechanical room to loading dock.

3. Replacement tank is a direct replacement. Maximum two-day shutdown needed for tank replacement.

4. Contractor is to reuse pumps, fittings/valves, steam traps, etc. If any part is defective, Contractor will replace it at additional cost.

5. Insulate any disturbed pipe.

6. One-year material and labor warranty commencing on the date of completion

7. Reinstall any valves, controls, piping needed to be removed for thank removal/installation to manufacturers specifications.

IV. INSTITUTION REQUIREMENTS

1. Provide direct replacement tank

2. Institution will dispose of old tank from Building 6 loading dock.

3. Transport new tank to building 6 loading dock ESTIMATED QUANTITIES: The quantity of services is an estimate. If usage exceeds the original contract estimate during the effective time period of the contract, the contractor agrees to provide the additional units at the original contract unit rate.

NORMAL HOURS OF OPERATION: Monday through Friday, 7:30 AM - 3:30 PM, except legal holidays.

Any other required hours for completion of maintenance will be considered overtime/emergency.

CONTINGENT COMMITMENT: Purchase is contingent upon appropriation of funds by the legislature for each fiscal year.

PAYMENT WILL BE MADE FOR ACTUAL SERVICES/GOODS PROVIDED TO THE COMMONWEALTH:

Invoices must be sent to the "bill to" address as shown on the PO. Failure to follow this provision may cause delay in processing and payment of the vendor’s invoice. Payment shall be made after receipt and acceptance of order for service/supplies actually provided to the Commonwealth. Errors on the invoice will cause the Comptroller to put a hold on payment until a correct invoice is received.

SECURITY CLEARANCE INFORMATION FOR VENDORS: All vendors or their subcontractors, who utilize regular delivery, transportation will have to submit clearance checks through the original vendor for all drivers (regardless if delivery is inside or outside of the fence). Common carriers will not be required to render clearance checks, however are subject to search and escort procedures. ALL CARRIERS reporting to outside warehouses must secure their vehicle (windows closed and doors locked), sign in at warehouse and wait for further directions from correctional staff.

V. CONTRACTOR REQUIREMENTS:

Adhere to all Department of Corrections (DOC) policies (https://www.pa.gov/en/agencies/cor/about- us/doc-policies.html).

mailto:jvittorio@pa.gov https://www.pa.gov/en/agencies/cor/about-%09us/doc-policies.html

SCI Cambridge Springs-Direct replacement of condensate tank

Contractor is to perform preventative maintenance and identify all parts need to be replaced/repaired. Such list shall be provided prior to the completion of any upgrades.

o The field service department will include individuals who have extensive knowledge of products and their installation, operation and manufacturing.

o Field service will include repair and modification of existing equipment. It will also include training of customers on installation, maintenance, operation of equipment and witness testing/commissioning of the equipment installed by others.

o The contractor agrees to comply with prevailing wage requirements.

o The Contractor shall purchase and maintain, at its expense, the following types of Insurance, issued by companies acceptable to the Commonwealth. A. Workmen’s Compensation Insurance sufficient to cover all of the employees of contractor working to fulfill this contract. B. Comprehensive General Liability Insurance, including bodily injury and property damage insurance, to protect the Commonwealth and the Contractor from claims arising out of the performance of the contract. The amount of bodily injury insurance shall not be less than $500,000 for injury to or death of persons per occurrence. The amount of Property Damage Insurance shall not be less than $300,000 per occurrence. Such policies shall name “The Commonwealth of PA-DOC” as an additional insured. Prior to the commencement of work under this contract, the Contractor must provide the Commonwealth with current Certificates of Insurance which evidence that the Commonwealth has been included on the policy as an additional insured. These certificates must include the contract location and a brief description of the contract work. These certificates shall contain a provision that coverage afforded under the policy shall not be canceled or charged until at least thirty (30) days prior written notice has been given to the Commonwealth.

o The contractor shall abide by all Department of Corrections rules and regulations while on State Property as attached.

o 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 poses 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 at the same price.

o Cooperate in a background investigation by completing a security clearance application 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;

o All vendors or their subcontractors, who utilize regular delivery transportation will have to submit clearance checks through the original vendor, for all drivers (regardless if delivery is inside or outside of the fence). Common carriers will not be required to render clearance checks, however are subject to search and escort procedures. ALL CARRIERS reporting to outside warehouses must secure their vehicle (windows closed and doors locked), sign in at warehouse and wait for further directions from correctional staff;

VI. CONTRACTOR QUALIFICATIONS:

o The field service department will include individuals who have extensive knowledge of products and their installation, operation and manufacturing.

SCI Cambridge Springs-Direct replacement of condensate tank

VII. INVOICING

Contractors must follow the following invoicing requirements:

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

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

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

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

IX. BID AWARD

o 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. All items will be delivered F.O.B Destination. The awarded supplier is responsible for any shipping or delivery costs.

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

X. 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.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 purchase order.

mailto:69180@pa.gov https://www.budget.pa.gov/Services/ForVendors/Pages/default.aspx