Roofing Systems Maintenance
| Location: | Pennsylvania |
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| Posted: | Apr 24, 2026 |
| Due: | May 8, 2026 |
| Agency: | State Government of Pennsylvania |
| Type of Government: | State & Local |
| Category: |
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| Solicitation No: | 6100065877 |
| Publication URL: | To access bid details, please log in. |
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General Information |
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Department for this solicitation: |
Procurement | ||||||
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Date Prepared: |
04/24/26 |
Types: |
IFB | ||||
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Advertisement Type: |
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Solicitation/Project#: |
6100065877 |
Solicitation/Project Title: |
Roofing Systems Maintenance | ||||
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Description: |
This solicitation shall provide maintenance, inspections, and repairs of roofing systems for all York County PennDOT locations by way of replacement or repair of existing parts as deemed beneficial to the Commonwealth as determined by the Department Representative. | ||||||
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Department Information |
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Department/Agency: |
Department of Transportation |
Delivery Location: |
1920 Susquehanna Trail N York Pa 17404 Multiple Locations See Statement Of Work Appendix B |
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County: |
York |
Duration: |
1 yr with 4 optional 1yr renewals |
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Contact Information |
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First Name: |
Jolene |
Last Name: |
Wagner |
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Phone Number: (XXX-XXX-XXXX) |
717-718-6984 |
Email: |
jolewagner@pa.gov |
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Solicitation Information |
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Bids must be received by the purchasing agency on the Solicitation Due Date no later than the Solicitation Due Time as set forth in the solicitation. Any conflict between the dates and/or times contained in the solicitation itself or its attachments and this advertisement shall be resolved in favor of the solicitation. |
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Solicitation Start Date: |
04/24/26 | ||
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Solicitation Due Date: |
05/08/26 |
Solicitation Due Time: |
10:00 AM |
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Solicitation Opening Date: |
05/08/26 |
Solicitation Opening Time: |
12:00 PM |
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Opening Location: |
Virtual On Microsoft Teams 1920 Susquehanna Trail N York Pa 17404 | ||
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No. of Addendums: |
0 | ||
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Amended Date: |
04/24/26 |
Attachment Preview
EXHIBIT A - STATEMENT OF WORK
ROOFING SYSTEMS MAINTENANCE OF STOCKPILE BUILDINGS FOR ALL
YORK COUNTY PENNDOT 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
roofing systems for all York County PennDOT locations, by way of replacement or repair of
existing parts as deemed beneficial to the Commonwealth as determined by the Department
Representative. The replacement materials 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
2. Non-emergency repairs requested shall be scheduled within three (3) work days of initial
notification.
3. Emergency is defined as:
The event of a natural disaster or fire – when the building would need to be
stabilized or made safe to work around.
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.
Contractor must be able to respond and perform emergency repairs 365 days a year, 24 hours
a day. The contractor is responsible to have a technician on site within one (1) hour of the
initial emergency 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. Contract Period: begins when PO is fully executed through 06/30/2027 and shall be
approximately one (1) year with four (4) optional one (1) year 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.
5. Contractor business location must be no more than 60 miles from any stockpile location in
York County, see Appendix B, to be eligible for this maintenance contract.
6. Length of time to complete project after given notice to proceed with repairs should not
exceed 60 calendar days.
7. Experience Required: Contractors bidding on this contract are required to have a minimum of
five (5) years of roofing experience and be accustomed to maintenance all roofing systems.
Contractor is required to provide documentation justifying their roofing experience meets the
above requirements.
Contractor must furnish a copy of their current insurance certificate upon award of bid.
8. 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
9. 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
10. Questions & Answers: All questions pertaining to Solicitation #6100065877 must be made
prior to 05/01/2026 at 10:00A.M. (EST). All questions and answers will be posted to the
Solicitation in eMarketplace for public viewing
11. 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 11:00A.M. (EST). Please contact Jolene Wagner at jolewagner@pa.gov for
meeting invitation
12. 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.
13. Service Performance Standards: Services are to be performed in accordance with the
PennDOT Publication 23 – Maintenance Manual, Chapter 12.
All repairs shall be performed in accordance with the OEM specifications. 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 OSHA safety requirements,
Federal/State/Local laws, codes, and ordinances which relate to this scope of work
14. 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
15. 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.
16. Contractor shall maintain all equipment in good condition, subject to acceptance by
PennDOT, prior to and during use in connection with this contract.
17. 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
18. 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.
19. 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.
20. 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.
21. 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
roofing systems 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 National Roofing Contractors Association Codes and
Standards and with all State and Local laws, codes, and ordinances which relate to the work.
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. Repairs
The Contractor shall make repairs as needed to the roofing system that will maintain the systems
watertight integrity and warranty the work performed for 180 days from last date of service of
project. Some repairs may be made under warranty from manufacturer, some will be made
through the use of this contract.
Contractor shall be available for emergency calls on a 24-hour basis.
The contractor is responsible to have a technician on site within one (1) hour of the initial
emergency call-out request
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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