Fence and Gate Maintenance

Pennsylvania's Department of Transportation (PennDOT) in York County is soliciting competitive bids through an Invitation to Quote (ITQ) process for fence and gate maintenance services at twelve stockpile locations throughout York County. The scope of work encompasses preventative maintenance, inspections, and repairs of stockpile fences and gates, including replacement or repair of existing components as determined beneficial by the Department Representative. Work must be performed between 7:00 a.m. and 3:00 p.m. on weekdays, excluding state-recognized holidays, with 24-hour emergency call-out availability; non-emergency repairs must be scheduled within three work days of notification, while emergency repairs (defined as operational failure of automatic or manual gates) require technician arrival within two hours. The twelve stockpile facilities are equipped with either manual slide gates, manual swing gates, or electronic slide gates, with electronic open/close gates requiring complete inspections every six months (March and September) with monthly maintenance intervals, and manual slide and swing gates requiring annual inspections in September. All work must comply with OEM specifications, OSHA requirements, and PennDOT's Strategic Environmental Management Program, with contractor responsibility for furnishing all personnel, equipment, tools, lubricants, fuel, and fluids. The contractor must document all materials and labor on a Confirmation of Service Form (OS-501) and submit within 30 calendar days of service completion, with a pre-service kick-off meeting required within 14 days after purchase order execution. The solicitation deadline is May 8, 2026, with all questions due by May 1, 2026, at 11:00 a.m. EST, and a virtual bid opening scheduled for May 8, 2026, at 12:00 p.m. EST via Microsoft Teams; contractor site visits for familiarization can be scheduled Monday through Friday between 7:00 a.m. and 3:00 p.m. by contacting the Facilities Manager. The contract period runs from July 1, 2026, through June 30, 2027, with four one-year renewal options at original bid rates, with award based on the lowest total bid for all line items.

Only DGS-certified small businesses are eligible to submit bids and receive awards under Pennsylvania's Small Business Procurement Initiative, establishing a significant set-aside restriction on bidder eligibility. Bid prices must include all travel, labor, equipment, overhead, and profit, with no specific budget range or award value identified in the solicitation documents. Contractors must comply with enhanced minimum wage provisions requiring payment of at least $15.00 per hour (adjusted annually based on Consumer Price Index), along with comprehensive worker protection and investment certifications covering unemployment compensation, workers' compensation, and applicable state labor and workforce safety laws. All contractors must submit a completed Contractor Information Form as part of their response, provide ACH payment information within their user profile in the Commonwealth's procurement system (SRM) within 10 days of contract award, and comply with billing requirements including itemized invoices with SAP Vendor and Purchase Order numbers. Additionally, contractors are subject to Americans with Disabilities Act (ADA) compliance requirements, Contractor Responsibility provisions requiring certification of non-debarment status, and must maintain current contractor responsibility certifications throughout the contract period, with failure to respond within timed constraints on two instances potentially resulting in contract cancellation with cost differences charged to the contractor.