On Call Dock Levelers Ftig

PROJECT STATEMENT and SCOPE OF WORK

FOR ON CALL DOCK LEVELER SERVICES FOR

THE DEPARTMENT OF MILITARY AND VETERANS AFFAIRS

Fort Indiantown Gap DIVISION OF INSTALLATION MAINTENANCE

I. Objectives.

A. General. The Department of Military and Veterans Affairs (DMVA) is seeking to award a contract for on call dock leveler services at Fort Indiantown Gap (FTIG) Division of Installation Maintenance (DIM) in accordance with this Project Statement.

B. Specific. DIM is located at Fort Indiantown Gap, Annville PA 17003.

The contract will cover the requirements for On Call Dock Leveler Services at Fort Indiantown Gap.

C. DMVA Contracting Officer. The DMVA Contracting Officer responsible for the solicitation and contract award is:

Pamela Fessler

Procurement Specialist 2

Procurement & Contracting

Bldg. 0-47

Fort Indiantown Gap

Annville, PA 17003-5002

Phone: 717-861-8518

Email: pfessler@pa.gov

D. Method of Award and Term of Contract. DMVA shall award the contract to the lowest responsive quote.

It is DMVA’s intent to establish a three-year term with two, one-year renewal options in accordance with the terms and conditions of the contract. The term of the contract shall commence on the executed effective date and shall end on the expiration date identified on the contract. Services shall begin as specified in the project statement or notice to proceed letter, whichever is the later. DMVA reserves the right, upon written notice to the awarded contractor, to extend the term of the contract or any part of the contract for up to 90 days under the same terms and conditions.

II. Minimum Solicitation Requirements.

A. Pricing. Potential bidders shall submit pricing for all line items/services requested by DMVA.

B. Subcontracting. For this service contract, subcontracting will be allowed. All subcontractors must hold the same qualifications as the awarded contractor and must be presented within 30 days of award of the contract. Any additional subcontractors that the awarded contractor wishes to utilize must be pre-approved by DMVA and meet all the same qualifications. Proof of qualifications must be pre-approved by Program Office POC. The awarded contractor shall only bill for subcontracted services in accordance with the pricing sheet.

III. Project Statement.

A. Response Time. The awarded contractor shall respond within 48 hours of initial call/email for on-call repairs made by DIM personnel. The contractor is required to have a telephone manned or some reliable answering service to receive all service calls; an answering machine is considered reliable if the contractor monitors it and is able to respond within the time period. DMVA will follow up with an email to include any pertinent information including building number, and work order number. DMVA will record and track the time of the initial call made to the contractor. If the contractor fails to respond within the 48 hour time period of the initial call, DMVA may contact another contractor to perform the service and bill the original contractor for the difference paid.

B. Hours of Operation. The awarded contractor shall perform inspections and routine on-call repairs within normal business hours. Emergency repairs or special requests may be performed outside of normal business hours. All work performed outside of normal business hours must be pre-approved by the DIM Installation Maintenance Manager. Normal business hours are Monday – Friday from 7:00 am through 3:00 pm.

C. Estimated Quantities. DMVA quantities listed in the contract are considered estimated.

D. Like Services/Increase and Decrease Quantities. The DMVA Reserves the right to add like services or supplies to the contract not listed in the original solicitation or contract if a need arises. The awarded contractor will be notified in writing when services or supplies have been added. DMVA reserves the right to increase and decrease quantities resulting from variations between any estimated quantities in the Contract and actual quantities.

E. Qualification/Scope of Work Changes.  The DMVA reserves the right to change qualifications and/or scope of work items to enhance the success of the service.

F. Final Inspection. DMVA reserves the right to conduct a final inspection and acceptance test of all work or deliverables acquired under this contract.

G. Funds Commitment. Any references to Purchase Order or Contract in the project statement, terms and conditions, or contract documents include the reference to Funds Commitment. 

H. Background Checks. The awarded contractor shall be required to certify compliance with the Commonwealth Standard Terms and Conditions Section V.43 Contract-036.1 Background Checks (February 2016).

The awarded contractor shall, at its expense, perform a background check on each of his/her/its employees who will provide services at FTIG. Backgrounds checks can be conducted via the Request for Criminal Record Check form and procedure found at https://uenroll.identogo.com/. The awarded contractor shall certify that a background check has been performed of each of the awarded contractor’s employees not less than five (5) days prior to that employee providing services at FTIG. Thereafter, the awarded contractor shall certify that a background check has been conducted on each employee on an annual basis. If an employee of the awarded contractor has not been a resident of Pennsylvania for at least two (2) consecutive years prior to providing services at FTIG, the award contractor shall also have an FBI check conducted on the employee.

The awarded contractor shall maintain documentation confirming that the required background checks and FBI checks, if required. In the event of an investigation or audit by DMVA or another governmental entity, the awarded contractor will be required to provide the documentation to DMVA.

The awarded contractor shall complete and return the background certification form and the RFQ to DMVA’s point of contact (POC) prior to commencement of services and annually thereafter.

I. Facility Security Procedures. Each time the awarded contractor’s employees provide services at FTIG, they will be required to sign in at building 11-64. Upon completion of the services, the awarded contractor’s employees must return to building 11-64 to sign out. The awarded contractor shall follow all required security procedures of each location within the facility in addition to any other pertinent identification or requirements as deemed necessary by DMVA. Particularly sensitive areas may require DIM staff to accompany the awarded contractor’s employees. These procedures may vary from work location to work location and must be adhered to. The awarded contractor will provide all necessary paperwork for facility designee to sign verifying services rendered.

J. Facility Policies and Procedures. The awarded contractor’s employees providing services at the DMVA location shall follow all policies and procedures of the location(s). The awarded contractor may obtain a copy of all policies and procedures from the Program Office POC.

K. Compliance. All services and supplies provided must be compliant with the most current applicable Federal, State, and Local, Standards, Laws, Guidelines, Licensure Requirements, and Regulations (Requirements). In any event where the awarded contractor creates a scenario where the contracting agency is found to be out of compliance with any Requirements the awarded contractor will be liable and responsible for any damages suffered by DMVA. All non-compliance issues must be addressed and resolved by the awarded contractor within (48) forty-eight hours of notification to the awarded contractor. It is the awarded contractor’s responsibility to ensure they are complying with all Requirements, including any updates throughout the duration of the contract, regardless of being provided them specifically by DMVA. 

L. Removal of Contractor Personnel. The POC or designee reserves the right to direct the awarded contractor to permanently remove any contractor personnel from duty under the PO when the performance does not meet the standards outlined in these Specifications or when DMVA determines that it is in the best interest of the Commonwealth to have the personnel removed. The POC or designee shall notify the awarded contractor in writing of the reason(s) the removal of contracted personnel is required. Removal of contractor personnel will not relieve the awarded contractor of any performance requirements under the PO or create an entitlement of the contractor to receive an equitable payment adjustment. The awarded contractor shall not, without the POC or designee’s consent, assign a permanently removed individual to DMVA at any time. 

M. Fort Indiantown Gap Access Control. Fort Indiantown Gap is an access-controlled installation, and all awarded contractor employees, subcontractors, partners, and delivery personnel (“Personnel”) shall be required to complete a National Crime Information Center security check and be cleared prior to entering the installation. All Personnel shall present a valid United States government issued form of identification at the access control point. Examples of government issued identification include a valid driver’s license, a state identification card, a passport, or federally issued identification cards. DMVA retains the authority to deny access based on the presented credentials. Long-term contractor Personnel may be issued an identification card for future use if approved by DMVA. Personnel may be required to be escorted for access to the installation. The awarded contractor shall provide Personnel that meet the requirements to access FTIG for the provision of all services and deliveries at Fort Indiantown Gap. Per Homeland Security Presidential Directive 12, Army Directive 05-2014 and Fort Indiantown Gap Regulation 190-13, shall apply. All Personnel shall comply with all FTIG policies and Department of Defense regulations while at FTIG; policies and regulations may be obtained from the FTIG Visitors Center Fort Indiantown Gap > Visitor Info or the FTIG website at Fort Indiantown Gap. 

N. Billing. The awarded contractor shall invoice DMVA for services provided under the contract. Renewal year pricing will be maintained at each renewal period. The awarded contractor will be required to provide verification of costs.

If the invoice does not contain the minimum information set forth as defined in the Commonwealth’s Standards Terms & Conditions, the Commonwealth may return the invoice as improper. If the Commonwealth returns an invoice as improper, the time for processing a payment under the Commonwealth’s Standard Contract Terms and Conditions for contracts, will be suspended until the Commonwealth receives a correct invoice. The awarded contractor may not receive payment until the Commonwealth has received a correct invoice.

The contractor shall provide all parts, materials, and supplies at cost plus 10% markup. Parts invoices must be included with contractors invoice for verification purposes.

Billing will be limited to actual time spent on the job plus materials used for each service call based on rates and costs quoted herein. Travel time and/or time to obtain parts will not be billed. Invoices must be itemized to show hours worked and price for parts used. Travel time and/or time required to secure parts shall not be charged to the Department of Military and Veterans Affairs. Invoice shall be provided within two weeks of completed job.

All work performed during normal working hours 7:00am to 3:00pm will be paid at straight time rates. Approval from FOA1 must be obtained prior to performing work beyond normal working hours.

O. Program Office POC. The awarded contractor shall provide all required documentation throughout the term of the executed contract to the POC for the program office:

Craig Hasenauer, Facilities Operations Administrator 1

Department of Military & Veterans

Division of Installation Maintenance

Building 11-64, Fort Indiantown Gap

Annville, PA 17003

Telephone: 717-861-2660

Email Address: chasenauer@pa.gov