SPECIFICATIONS FOR MONROE COUNTY
PLUMBING and HVAC SERVICES
The Pennsylvania Department of Transportation, hereafter referred to as Department, preventive and/or corrective Plumbing and HVAC repairs and /or servicing at the listed belowconsistent with standard operating procedures and applicable Federal, State and Local rules and regulations for the protection of the public health and environmental and includes the following OSHA safety requirements. This service will be for a period of one (1) year, with two (2), one (1) year renewals.
Under this purchase order, there is a renewal option – by mutual consent of both parties, this purchase order shall be renewable for 2 additional one(1) year periods. This service will only commence when a fully executed Purchase Order has been created, approved and forward to the awarded vendor, and not before. In addition, the awarded vendor must supply the Department with a Certificate of Insurance to have on file before receiving the fully executed Purchase Order.
The Commonwealth reserves the right, upon notice to the Contractor, to extend the term of the purchase order for up to three (3) months upon the same terms and conditions. This will be utilized to prevent a lapse of service coverage and only for the time necessary, up to three (3) months, to enter into a new purchase order.
Plumbing and HVAC Services consists of servicing, maintaining and repairing sinks, urinals, toilets, water heaters, faulty plumbing fixtures, and heating and AC units, all heating, ventilation, and air-conditioning systems. This includes replacement of line and /or parts which are beyond repair as maybe determined by the County Equipment Manager of his designee. Contractor is responsiblefor all plumbing equipment at the facilities.
Upon the contractor’s arrival at the various facilities, the contractor is required to sign in the attendant’s daily log book documenting time of arrival. Upon departure from various facilities, contractor is responsible for documentation of the repairs completed during the duration of time the contractor is at the location in the attendant’s log book with the time of departure.
All quantities and materials are estimated and may be increased or decreased by the Department.
The following items will be completed as preventive and/or corrective maintenance services as defined in the specifications. The Contractor shall provide all equipment, labor, and supervision to satisfy the scope for the project completion.
The Contractor shall identify any necessary repair(s), as a result of preventive and/or corrective maintenance services, and notify the County Equipment Manager, or his/her designee, prior to competing the repair. The County Equipment Manager, or his/her designee, will determine if the repair can be completed through this contract. The Contractor should be prepared to provide a written cost estimate for the repair upon request from the Department.
The work under this purchase order/contract will be performed at the facility located at the Commonwealth of Pennsylvania, Department of Transportation – Monroe County Stockpiles under “Locations”.
LOCATIONS:
Department of Transportation
District 5-4 Monroe County SP01
SR 611 - seg. 190, offset 500
Stroudsburg, PA 18360
Analomink SP03
SR191 - Seg. 191, offset 1155
Stroudsburg Township
Long Pond SP04
SR115 – seg. 230, offset 2397
At Entrance Pocono Raceway on SR115
Tobyhanna SP05
SR0423 – seg. 120, offset 1300
Tobyhanna, PA
Gilbert SP06
SR3005 – seg. 110, offset 2439
Gilbert, Polk Township
Hardytown SP07
SR191 – seg. 191, offset 1571
½ Mile North of 191 on Hardytown RD
Cresco, PA
This procurement is reserved for Certified Small Businesses. ONLY CERTIFIED SMALL BUSINESSES ARE ELIGIBLE FOR AN AWARD.
The Department of Transportation has designed this procurement for the Small Business Procurement Initiative (SBPI). The SBPI allows for competitive bidding opportunities for self-certified small businesses with Commonwealth Agency contracts. Only self-certified small businesses are eligible to submit a bid. This small business requirements and certification processes can be found on the following site: .
To be eligible for award, a bidder must submit a copy of the Small Business Certification with its bid. The Small Business Certification will be provided after the self-certification process on the SBPI site: http// is completed.
An award cannot be made to a supplier that is not registered as a certified small business
DESCRIPTION:
Upon the Contractors arrival at the site, the Contractor is required to call the Equipment Manager or his/her designee documenting the arrival and departure time. Upon departure from the site, the Contractor is responsible for documentation of the services completed during the time the Contractor is at the site using the Confirmation of Service OS-501. Failure to provide complete information on the OS-501 will result in DELAYED OR NON PAYMENT of services provided for that day. The Department will provide Form OS-501 forms.
This work will consist of maintaining and/or repairing all heating, ventilation and air conditioning systems (HVAC) (electrical switches, electrical lines, various fixtures, luminaries, and other electrical equipment as required, etc.); in addition to all plumbing fixtures, water lines, sewer lines (Plumbing). It may also include lines and/or parts, which are beyond repair as may be determined by the County Equipment Manager or his designee. The contractor shall be held responsible for the disposal of item and materials removed at an approved site.
All work shall be performed in accordance with all state and local codes that is accepted by the Department of Labor and Industry (L&I) by qualified contractor. The Department requires the awarded vendor to be licensed. All materials utilized must be originally manufactured approved substitutes. The plumbing / HVAC contractor, upon notification by the County Equipment Manager or his designee shall proceed with work no longer than three days from being notified and all work is continuous until all work is completed unless otherwise agreed upon by the County Manager and Contractor. The contractor must beavailable to respond on a 24-hour basis, 7 days a week, if the need arise within the specified facility locations, including after hours- - nights, weekends, and holidays. However, most of the work will be completed within County working hours (7:00 am – 3:00 pm; Monday – Friday). If the contractor cannot perform any of the above underlined procedures, the contractor will be assessed liquidated damages as stipulated within the IFB (Invitation for Bid) Terms and Conditions.
The awarded vendor must contact the Department within 24- hours from the initial phone call for work to be done, within one of the specified locations. In addition, the awarded contractor and service personnel must be qualified to perform all phases of HVAC and Plumbing repair work.
PROTECTION -CHARACTER OF WORKERS and EQUIPMENT:
The Contractor must employ at all times sufficient labor and equipment for performing all the work required. In the event the Department Equipment Manager or designees’ opinion, declares any person unfit to perform said tasks on a project, works’ contrary to instructions, or exhibits improper conduct. The Department can choose to not employ the person again on the project without written permission of the Department Equipment Manager or his/her designee.
Furnish the type, condition, and quantity of equipment that meets the qualifications necessary for the proper execution of the work within the specified purchase order/contract time. Maintain the equipment in good condition, subject to acceptance, before and during use in connection with the project.
Equipment:
The Contractor is required to provide all equipment necessary to complete the identified work in the time frame from the date of being provided a fully executed purchase order. PennDOT will not be held liable and/or responsible should the contractor need to leave any equipment and /or tools, etc. overnight.
Personnel:
All work scheduled will be performed on an hourly basis. Prior approval from the Equipment Manager or his designee is required when specialized equipment is required to perform a scheduled service. The Contractor is required to supply as many crews as necessary to complete the work within the scheduled time frame.
All work performed will be by a skilled craftsmen in a professional manner is warranted for a period of one (1) year from completion date.
MOBILIZATION:
Any cost associated with mobilization and other items such as; required licenses, permits, insurance, and communication devices as directed by the Department for the duration of this purchase order/contract will be considered incidental to the items of work and no additional payment will be made.
Travel time will NOT be paid to or from the jobsites (stockpiles, under “Locations”).
PERMITS:Permits obtained by contractor may be no more than Level 1 in complexity. Engineering services are not permitted under this contract.
The Contractor is responsible to determine if permits must be acquired to perform the work. The Contractor will also acquire all permits found to be necessary.
Contractor will coordinate with the Department and provide all correspondences with L & I to enable Department to track the permit process. Contractor will also confirm that all permits have been acquired before performing the work.
MATERIAL CONTINGENCY:
This item of the purchase order will be utilized for new or additional material, power equipment rental and other items as required, when necessary to complete required projects as directed by the County Equipment Manager or his/her designee. The Contractor shall provide all lubricants and fuel for equipment. This will not be a bid item within the IFB as an estimated price for all bidders. The purchase order created from this IFB Solicitation will have an additional line item for material contingency/parts allowance. An allowance of $2000.00 will be allotted for material contingency line items.
All replaced material shall have a warranty of one (1) year after placement by the Contractor.
The Contractor shall provide any requested material within ten (10) calendar days of written or verbal notification. If desired material is not available, the Contractor must present written verification to the County Equipment Manager or his/her designee.
All material expected to cost in excess of $300.00 must be approved by the County Equipment Manager or his/her designee prior to purchasing.
Measurement and Payment – Each. For all material and equipment rental shall be paid at invoice price plus 10% and documented on the Confirmation of Services OS-501. If the Contractor currently owns the required equipment, rates will be determined according to the current Pub 404 Section 110.03 (3).
SPECIAL INVOICE and BASIS OF PAYMENT - BILLING INSTRUCTIONS:
Upon Completion of service each month the contractor will complete a confirmation of services (OS-501) and compile a billable summary report containing all the information needed to invoice for the work. The OS-501 and the Billable Summary Report will be mailed to the Pennsylvania Department of Transportation Engineering District 5-4, 1586 North 9th Street, Stroudsburg, Pa. 18360, Attention: Lynn Rudelitch, or his/his designee, will confirm work that the vendor can invoice to the PennDOT Comptroller Office. Billable Summary and Confirmation of Services Form will be submitted on a monthly basis.
The Contractor shall submit an invoice to the PennDOT Comptroller Office (the address stated the first page of the Purchase Order), with the date of service, and the work listed by line item numbers, description and the unit prices.
All materials used in the repairs will be of the same kind or equal to the current
installation. All materials are to be replaced in Kind. All materials are to be purchased by the contractor. The cost of materials, parts, or repair equipment not to exceed total dollar value of the contract shall be FOB to the job site and invoiced at the contractor’s cost plus 10%. No material purchase in excess of $300 may be initiated without approval of the EM (Equipment Manager). All parts will be paid for under the yearly value of the Electrical Material Contingency line item for supplies and the Plumbing Material Contingency line item for supplies included in this contract. The contractor will use the regular hourly rates and/or the after hourly rates (if Applicable) as contracted
The cost of materials, parts, or repair equipment shall be invoiced at the Contractor’s stated rate with a profit not to exceed 10%.
Work time begins when the contractor arrives at the job site and ends when the contractor leaves the job site. Contractor will not be paid for travel time.
Payment will be made on a per item basis after the following conditions have been met:
The Contractor will be responsible for work documentation. The Department will supply form OS-501 for this purpose. The Contractor will also include all necessary information required related to work completed. The Contractor must place the Purchase Order Number on each OS-501 form and on each invoice.
At the contractors request or Departments request an inspection will be performed regarding completed repairs. A Contractors representative is required to attend. At that time any unsatisfactory item will be identified and the Contractor will have until the agreed upon scheduled completion date to complete the required work.
The Department shall perform a final inspection before the Contractor invoices for the final payment.
After the final inspection, the Contractor will be immediately notified of the results, when the contracted work item is accepted by the Department the Contractor may then invoice the Commonwealth at the “Bill To” address on the purchase order. Invoices will be made out to the following address and mailed to this address:
Commonwealth of Pennsylvania – PO Invoice
P.O. Box 69180
Harrisburg, PA 17106
A copy of that invoice will also be sent to theMonroe’s County Equipment Manager or his designee, to insure proper and timely payment.
Meet the requirements of “Special Provision”, “Special Invoicing and Billing Instructions”. Failure to complete OS-501 form properly may result in a delay in payment. Once all work is approved by the County Equipment Manager or his/her designee, an official invoice may be sent to the office of Comptroller for payment.
Contractor will leave all replaced parts with the Department representative.
ADDITIONAL INFORMATION:
Any work done without authorization of the proper Department personnel are subject to non-payment. Prior to the effective date of the purchase order, the Department will provide a list of authorized personnel responsible for requesting work to be performed.
The Contractor shall provide the Department with all necessary information including business phone, cell phone, fax and e-mail prior to the start of any work.
Travel time is not included as hours of service and cannot be charged for any work performance under this purchase order. Contractor’s time begins upon arrival and ends upon departure from the site. No additional time allowance is made.
SAFETY REQUIREMENTS:
All work will be performed in a professional, safe and orderly manner in accordance with the latest publication of Bulletin 43 and/or Publication 90 with minimum interference to the traveling public. The contractor will be aware of the latest Department of Environmental Protection (DEP) safety regulations when entering confined areas. When working in such areas, all precautions will be taken as required by these regulations; including State and Federal Laws and OSHA Safety requirements.
All applicable laws are to be adhered too. All traffic control, if needed will be supplied by the Department. In the event, the Contractor fails to perform work according to the specifications and requirements of the contract or any part thereof. The Department reserves the right upon written notice to terminate further performance by the Contractor of record and award the same to another Contractor without liability therefore, except for payment for work satisfactorily performed prior to date of termination. All work will be in conformancewith plumbing Code and HVAC/electrical Code requirements. All necessary precautions will be the responsibility of the contractor.
Special precautions shall be taken when using power equipment near buildings. The Contractor shall be responsible for damage to any structures, vehicles or persons at the stockpiles. All damages shall be paid for by the Contractor and at no additional cost to the department.
No work shall be performed on holidays, or during holiday weekends, weekends, or scheduled activities, unless written authorization from the County Equipment Manager or his/her designee has been obtained.
All work must be performed during daylight normal working hours between 7:00am – 3:00pm; unless otherwise approved by the County Equipment Manager or his/her designee.
Proper personal protective equipment must be worn by all personnel.
The Contractor shall comply with all State and Federal laws and to OSHA safety requirements.
NON-COMPLIANCE:
If, for any reason, the Contractor fails to comply with the requirements of the specifications - PennDOT Specifications for Monroe County Plumbing and HVAC Services, the contractor will be found in non-compliance. In the event that any materials furnished by the Contractor are found to be defective, unsuitable, or otherwise unacceptable, the materials shall be removed by the Contractor and replaced with acceptable materials installed anew to the satisfaction and approval of the County Equipment Manager or his/her designee at the cost and expense of the Contractor.