Fmd Forklift Preventative Maintenance

PennDOT – Fleet Management Division (FMD)

Forklift Maintenance Statement of Work

Description:

The contractor shall furnish all equipment, personnel, and materials for performing forklift, floor scrubber, and electric pallet jack preventive maintenance (PM), repair work, service, and repair to battery chargers. All work will be performed at the various PennDOT locations. Please refer to “Exhibit A” of this specification for a breakdown of locations.

This contract will include all costs for each Preventive/Repair service for the department’s forklift trucks, floor scrubber, electric pallet jacks, and battery chargers.

The department reserves the right to increase/decrease department equipment and hours to this contract.

Term of Contract:

The initial term of this contract will be twelve (12) months with the option of four (4) 1-year renewals upon Department Consent. The anticipated start date of the contract is 7/1/2026.

Extension of Contract Term:

The Commonwealth reserves the right, upon notice to the Contractor, to extend any single term of the Contract for up to three (3) months upon the same terms and conditions.

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.

BID AND BID OPENING:

This project will be bid online via the portal at (www.emarketplace.state.pa.us). Public Bid Opening Will Be Held Virtually via Microsoft Teams on 04/24/2026 at 1:00PM (EST). Please contact Brad Diodato at bdiodato@pa.gov for meeting invitation.

QUESTIONS AND ANSWERS:

All questions regarding this IFB must be submitted in writing to the issuing officer, Brad Diodato bdiodato@pa.gov. All questions and answers will be posted as an addendum to this IFB. All questions pertaining to this solicitation must be made prior to 04/17/2026 at 11:00 AM(EST). All questions and answers will be posted to the solicitation in eMarketplace for public viewing.

Preventative Maintenance (PM) Performed Every 6 Months:

Includes eleven (11) Electric Fork Trucks, one (1) Diesel Fork Truck, three (3) Propane Fork Trucks, one (1) Electric Pallet Jack, and one (1) Propane Floor Scrubber. #1PM and #2PM shall be performed on alternating 6-month intervals.

• Perform one #2 PM or Major PM

o Up to 1 ½ hours labor

o Once per year

o Vendor shall perform service within 48 hours of scheduling.

o Cost shall include oil, filters, labor, and misc. supplies.

• Perform one #1 PM or Minor PM

o Up to 1 hour labor

o Once per year

o Vendor shall perform service within 48 hours of scheduling.

o Cost shall include fluids, labor, and misc. supplies.

#1 PM Checklist

1. Lubricate all lift components, steering, hydraulics, etc.

2. Inspection of tires and inflate as needed.

3. Inspection and cleaning of battery and load test – refill cells as needed.

4. Inspection of all lights and instrument panel.

5. Inspection of coolant level and test condition of coolant.

6. Inspection of all fluids and fill as needed (check for leaks).

7. Inspection of hydraulic system, hoses, controls, etc.

8. Inspection of body and lift components.

#2 PM Checklist

1. Change engine oil and filters.

2. Lubricate all lift components, steering, hydraulics, etc.

3. Inspection of tires and inflate as needed.

4. Inspection of battery and load test – refill cells as needed and clean batteries.

5. Inspection of all lights and instrument panel.

6. Inspection of coolant level and test condition of coolant.

7. Inspection of spark plugs, cap, wires, and exhaust system.

8. Inspection of all fluids and fill as needed (check for leaks).

9. Inspection of hydraulic system, hoses, controls, etc.

10. Inspection of body and lift components.

11. Inspection of charging system on gas/diesel units.

12. Inspection of electrical system(s)

Work Schedule:

Regular Hours shall be:

• Monday through Friday 7:00 AM – 3:00 PM, Local Time

• HOLIDAYS: No work shall be scheduled to occur on the following holidays unless written permission to do so is provided by PennDOT: 1. New Year’s Day 2. Dr. Martin Luther King Jr. Day 3. President’s Day 4. Memorial Day 5. Independence Day 6. Juneteenth 7. Labor Day 8. Indigenous People’s Day 9. Veteran’s Day 10. Thanksgiving Day 11. Day after Thanksgiving Day 12. Christmas Day

Reporting:

Confirmation of Services Reporting:

• A completed Confirmation of Service Form (Form OS-501) shall be submitted by the Contractor to the PennDOT Project Manager or designee, for review and verification, on a Monthly or end of call out basis, whichever occurs first.

• The PennDOT Project Manager or designee will notify the Contractor if corrections are needed.

• Each Form OS-501 shall be itemized, include sufficient detail, and coordinate with the line items on the Purchase Order.

• Reporting Forms Modifications:

• PennDOT reserves the right, throughout the life of the contract, to make changes to Form OS-501, including instructions, content, and all other requirements.

Billing and Payments:

• Invoices shall be submitted by the Contractor on a monthly basis. For further instructions regarding invoicing, see Section V.20 Contract-015.2 Billing Requirements, of the contract Terms and Conditions.

• Untimely or incomplete submissions of Form OS-501 and any required supporting documentation may delay processing of a “proper invoice” as required by the ITQ Terms & Conditions Section V.21 Contract-016.1 Payment.

• Payment will not be made for travel time to and from the jobsite. Other travel will not be paid without prior authorization by the Project Manager.

Mandatory Bidder Qualifications:

• Successful Bidder must have been in business for a minimum of 2 years.

• Successful bidder must have a minimum of 2 Technicians, that have been Forklift Service Technicians for a minimum of 2 years.

• Technicians must be well versed in the Diagnostics, maintenance and repair of our existing Mechanical Forklift equipment as shown on the attached Equipment list.

• Successful bidder must provide a current insurance Certificate that meets or exceeds the requirements listed on “Attachment OS-52 Insurance Requirements” form that is attached with these specifications.

Materials:

• The awarded vendor shall purchase and provide parts and wearable items as necessary to maintain current Forklift equipment. The awarded vendor shall not add more than a 10% markup over vendors cost to the parts. The department reserves the right to request vendor receipts for parts for audit purposes.

Preventative Maintenance:

• All PM services are to be performed during normal non holiday working hours between 7am and 3pm Monday through Friday and scheduled at a minimum of 1 day in advance with the designated contacts at 1700 Arsenal Blvd Harrisburg PA 17120.

• Successful bidder is to provide a written report per visit detailing PM checks performed and findings. Quotes for any suggested or necessary repairs are to be submitted to the designated contacts for approval prior to any quoted repairs being made.

• Successful bidder is to present an invoice after each PM Service is performed.

Forklift unscheduled Repairs:

• In the event of a Forklift failure, normal call out, the awarded vendor is to respond and be on site within 48 hours of being called out. The awarded vendors technician is to diagnose the problem with the Forklift and report the findings, estimated repair time and costs to the designated (FMD) contact.

• Approved minor repairs will be made at an hourly rate as defined below plus the cost of parts. Parts will be charged to PENNDOT at the awarded vendors cost plus no more than a 10% mark up. All repair parts must be replaced in kind.

• Regular Call out hours will be defined as the hours between 7am and 3:00pm Monday through Friday excluding PENNDOT Observed Holidays.

• Any repairs that are deemed Major (i.e. equipment replacement, renovation, repairs), with costs exceeding $10,000.00 may not apply to the scope of this contract. The Department reserves the right to bid Major projects out as separate contracts if it deems it to be in the best interest of the commonwealth.

• All newly installed equipment that is still under manufacturer warranty will be repaired by the installer until such warranty expires. Awardee will be responsible for preventive maintenance.

• If for any reason the awarded vendor does not arrive on site for a call out for repair after 48 hours PENNDOT personnel could use a different vendor.

License and Certification Requirements:

The contractor providing this service must meet state and local requirements for Forklift maintenance and have a Certificate of Training to perform work in the state of PA and the local municipalities where the work is being done. All work done by this contract is to be done by a Forklift certified technician.

PROOF OF INSURANCE:

Please provide proof of insurance. No vendor should perform work on the Department’s property without proof of insurance.

Property Damage:

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.

Repair Parts and Labor:

Repairs to all equipment may only be performed after written or verbal quote is approved by Mechanic Supervisor or Equipment Manager.

PM Schedule:

The Mechanic Supervisor will coordinate all scheduled PM’s. The Mechanic Supervisor/Highway Equipment Manager will notify the vendor to schedule services for PM’s and repairs.

Pay Items:

Note: The Unit of Measure for Pay Items are identified at the bottom of each Pay Item and on the Cost Sheet. The Unit of Measurement reflected on the Purchase Order will reflect “each”.

Pay Item 1: FMD Forklift Journeyman Reg.

PENNDOT will require one Forklift Journeyman with qualifications listed on page 4, section “Mandatory Bidder Qualifications”; and that is accomplished in the field and familiar with industry and manufacturers repair standards. This person is to have all of the necessary tools with him or her to perform preventative maintenance and repairs to all equipment listed. This line will be used for actual hours on the job only, per person.

PENNDOT will require one Forklift Journeyman with qualifications listed on page 4, section “Mandatory Bidder Qualifications”; and that is accomplished in the field and

Pay Item 2: Sub-contracted vendor costs

If vendor must use a sub-contracted vendor, it must be billed to this line. This line will be used for actual hours on the job only, per person.

Pay Item 3: FMD Material Contingency

The awarded vendor may use this line to charge the department for parts and materials used to repair and maintain the listed equipment on “Exhibit A” as set for on page 5 section “Materials”. This amount will be set at $10,000 for the year.

“Exhibit A”

Equipment No.	Model	Org.	Penn DOT Location
228-4528	Clark-Elect. Jack	4800	Penn DOT Lab-81 Lab Lane Hbg.
229-3528	Yale-Electric	4800	Penn DOT Lab-81 Lab Lane Hbg.
115-1528	Clark-Propane	4910	Penn DOT FMD-17th St. & Arsenal Blvd Hbg.
113-1528	Yale-Propane	4910	Penn DOT FMD-17th St. & Arsenal Blvd Hbg
134-1528	Yale-Propane	4910	Penn DOT FMD-17th St. & Arsenal Blvd Hbg
155-3528	Hyster-Electric	4910	Penn DOT FMD-17th St. & Arsenal Blvd Hbg
156-3528	Hyster-Electric	4910	Penn DOT FMD-17th St. & Arsenal Blvd Hbg
167-3528	Yale-Electric	4910	Penn DOT FMD-17th St. & Arsenal Blvd Hbg
004-1823	Advance-Propane Scrubber	4910	Penn DOT FMD-17th St. & Arsenal Blvd Hbg
144-1528	Clark-Diesel	6100	Penn DOT Cap City Airport-New Cumberland
137-1528	Yale-Electric	4700	Penn DOT Sign Shop-Herr St. Harrisburg
138-1528	Yale-Electric	4700	Penn DOT Sign Shop-Herr St. Harrisburg
188-1528	Yale-Electric	4700	Penn DOT Sign Shop-Herr St. Harrisburg
189-1528	Yale-Electric	4700	Penn DOT Sign Shop-Herr St. Harrisburg
166-3528	Yale-Electric	4700	Penn DOT Sign Shop-Herr St. Harrisburg
257-3528	Doosan-Electric	4700	Penn DOT Sign Shop-Herr St. Harrisburg
286-1528	Doosan-Electric	4700	Penn DOT Sign Shop-Herr St. Harrisburg
N/A	Battery Charger (2)	4800	Penn DOT Lab-81 Lab Lane Harrisburg
N/A	Battery Charger (4)	4700	Penn DOT Sign Shop-Herr St. Harrisburg
N/A	Battery Charger (2)	4910	Penn DOT FMD-17th St. & Arsenal Blvd Harrisburg

**All quantities of this contract are estimated**