2025 Indiana Co Penndot Tank Alarm

1. Overview

The purpose of this solicitation is to procure the supply and installation of a new Fuel Tank Alarm/Monitoring system for PennDOT. This Invitation for Bid (hereafter referred to as “IFB”) is governed by the attached Terms and Conditions.

The solicitation has been designated as a Small Business Reserve. Only businesses maintaining Small Business status with the Pennsylvania Department of General Services (DGS) are eligible to participate in this solicitation.

2. Contact Information

The issuing officer of this IFB will be Nathan Sykes- the sole point of contact for this solicitation. Any/all questions must be submitted via email at nasykes@pa.gov. All questions/answers will be shared with all participants.

Please note that questions will only be accepted during the first week of the two-week solicitation.

3. Location of Work

The above-mentioned supply/installation services will primarily be performed at the following location(s):

1. PennDOT Indiana County, 2550 Oakland Avenue, Indiana, PA 15701.

4. Schedule of Work

The contractor shall perform the required services between the hours of 8:00 am to 3:00 pm, Mondays through Fridays unless other arrangements are made with the Department. No work shall be performed during the following recognized holidays unless written permission is provided by the Department:

1. New Year’s Day

2. Dr. Martin Luther King Jr. Day

3. President’s Day

4. Memorial Day

5. Independence Day

6. Juneteenth Day

7. Labor Day

8. Columbus Day

9. Veteran’s Day

10. Thanksgiving Day

11. Day after Thanksgiving Day

12. Christmas Day

Procedures for services rendered outside of normal business hours are delineated within the section entitled “13. Commencement of Work.”

5. Scope of Work

This project entails the supply and installation of a new Veeder Root TLS-450 ATG (or equivalent) system at the facility. The new system will replace the existing Eeco system that no longer has parts available. The project also includes the removal of the existing Eeco system.

The new system will include the following:

• TLS-450 Plus w/display & printer (or equivalent)

• Probe Module Board

• 2- Mag Plus Probes

• 2- 4’’ Diesel Float Kits

• Dispenser, Tank top, and tank interstitial sensors

The system will be programmed specifically for the tank. Upon completion an ATG evaluation will be completed.

The vendor will be responsible to submit all required paperwork with the Department of Environmental Protection upon project completion.

The vendor must also provide on-site operational training to Commonwealth staff.

6. Pre-Bid Meeting

There will be no official pre-bid meeting for this solicitation, however, requests to visit the jobsite in order to view the project for bidding purposes are permitted. Please email the PennDOT Issuing Officer (stated above in section “2: Contact Information) in order to schedule an appointment.

7. Bidding

This solicitation will be bid online via SRM/PAeMarketplace. As part of their response, each vendor must enter their respective bids for each line item via this online portal. Paper/emailed bids will not be accepted. The IFB line items will correspond with the line-item descriptions discussed below under “8. Request for Quote Cost Sheet Item Descriptions”.

To be considered for selection, electronic quotes must be submitted on or before the time and date specified in the RFQ. The Department will reject any quotes not received by the RFQ deadline.

Please note that any submitted bids are considered firm bid. Except as provided above, a bid may not be modified, withdrawn, or cancelled by any bidder for a period of 120 days following the time and date designated for bid opening unless otherwise specified by the bidder in its bid. If the lowest responsible bidder, as determined by the Issuing Office, withdraws its bid prior to the expiration of the award period or fails to comply with the requirements set forth in the RFQ (including but not limited to any requirement to submit performance or payment bonds or insurance certificates within the required time period), the bidder shall be liable to the Commonwealth for all costs and damages associated with the re-award or re-bid including the difference between the bidder's price and the actual cost that the Commonwealth pays for the awarded items.

8. Request for Quote Cost Sheet Item Descriptions

All items bid by the contractor should include any/all related costs such as incidental fuel payments, mobilizations, standard vehicle maintenance, permits, etc.

The line-items in the solicitation will correspond with the line-item descriptions discussed below.

1. Line 1: Supply and installation of a new Veeder Root TLS-450 ATG system (or equivalent)

a. This solicitation will be a “lump sum” payment that will cover the entire cost of the removal of the old system, material supply, installation cost of the new system, travel cost etc.

b. Bid price must represent the entire amount that will be invoiced at the conclusion of the project.

9. Additional Required Documents

The below list of required documents must also be included in vendor response:

1. Contractor Information Form

2. Domestic Workforce Utilization Certification Form

3. Iran Free Procurement Certification and Disclosure Form

4. Trade Secret/Confidential Proprietary Information Notice

5. BOP-2201 Worker Protection and Investment Certification Form

10. Bid Opening

The bid opening will be conducted electronically by PennDOT District 10 via Microsoft Teams at the conclusion of the bidding period as designated on the RFQ. As per Commonwealth procurement directive, the bid opening will be open to the public. For login information to the bid opening, please contact Issuing Officer Nathan Sykes at nasykes@pa.gov.

The result of this solicitation will be a Commonwealth issued Purchase Order to the lowest responsible, responsive bidder.

Bid results are available upon request after the award of the final purchase order.

PennDOT reserves the right to cancel the IFB should no vendor meet project qualification or meet fiscal objectives.

11. Post-Bid Meeting

There will be no post-bid meeting for this solicitation.

12. Insurance Requirements

The awarded contractor shall purchase and maintain, at its expense, during the entire term of this contract and any renewals or extension thereof, the types of insurance (set forth in the attached OS-52 form) issued by insurance companies licensed to do business in the commonwealth of Pennsylvania. The awarded contractor shall ensure that such insurance is in effect prior to commencing work and/or entering Department of Transportation property.

Please note that the insurance certificate must name the Commonwealth of Department as an additional insured party as outlined on the OS-52 form.

13. Commencement of Work

Contractor may not commence work until authorization is given by PennDOT personnel. Upon notice to proceed by Commonwealth staff, the contractor must commence work within 3 business days.

All work must be completed within PennDOT business hours unless permission is granted in writing from authorized PennDOT staff.

14. Payment

All items will be paid at the contractor's bid prices for actual work completed and in accordance with the Purchase Order.

The vendor must submit the following for payment:

1. OS-501 Confirmation of Services form

a. a. All labor and materials will be documented on Form OS-501 (Confirmation of Services Form). This form will be included as an attachment to the IFB.

2. Contractor Invoice.

a. a. A separate invoice on vendor’s letterhead, listing each line item (as per OS-501) must also be emailed in PDF form to Comptroller Operations at 69180@pa.gov (also listed under “Please Bill To:” section of the Purchase Order). This invoice must include the following information: date of service, quantity, and description of service.

15. Validity Periods

The validity period of this purchase order will be stated on the Purchase Order.

16. Contractor Performance

During the Contract period, Contractors who perform poor or unsafe work, do not provide services on time, or engage in other unacceptable conduct (e.g. violation of the Contract Terms and Conditions), may be entered into the Commonwealth’s Contractor Responsibility Program (CRP), and may be removed from the list of Qualified Contractors and restricted from supplying future services. Furthermore, entry into the CRP may affect the contractor’s ability to obtain future contracts with all Commonwealth agencies.

Failure by the Contractor to supply equipment that meets the specifications identified within the RFQ/ Invitation for Bid (IFB) may result in termination, the Contractor being determined non-responsive, and/or entry into the Commonwealth’s Responsibility Program for Contractor performance.

Contractors shall not issue news releases, internet postings, advertisements or any other public communications pertaining to any projects with the Department without written approval of the PennDOT, and then only in coordination with PennDOT.