Hvh Fryer Oil Removal

PROJECT STATEMENT SCOPE OF WORK

HVH FRYER OIL REMOVAL

THE PENNSYLVANIA DEPARTMENT OF MILITARY AND VETERANS' AFFAIRS

HOLLIDAYSBURG VETERANS HOME

Objectives.

General. The Department of Military and Veterans Affairs (DMVA) is seeking to award an agency contract for the provision of fryer oil removal at the Hollidaysburg Veterans Home (HVH) in accordance with this project statement.

Specific. HVH is located at 138 Veterans Boulevard, Duncansville, PA 16635.

The agency contract will cover all fryer oil removal for both full-service kitchens as outlined in this project statement.

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

Kay Marks, Purchasing Agent Supervisor

Procurement & Contracting

Bldg. 0-47 Fort Indiantown Gap

Annville, PA 17003-5002

Phone: 717-861-6249

Email: kaymarks@pa.gov

Method of Award and Term of Agency Contract. DMVA shall award an agency contract to the highest percentage of revenue.

It is DMVA's intent to establish a 5-year agency contract. The term of the agency contract shall commence on the executed effective date and shall end on the expiration date identified on the agency contract. Services shall begin as specified in the project statement or notice to proceed letter, whichever is the latter. DMVA reserves the right, upon written notice to the awarded contractor, to extend the term of the agency contract or any part of the agency contract for up to 90 days under the same terms and conditions.

Minimum Qualification Requirements.

Contractor Experience. Potential bidders shall guarantee that the collection service it provides will meet or exceed generally accepted standards in the grease collection industry.

Pricing. Potential bidders shall submit the percentage of revenue to HVH on the attached Appendix A. This contract is a revenue generating contract and will be at no cost to HVH.

Project Statement.

Contractor Responsibilities. The awarded contractor shall provide two 55-gallon barrels for fryer oil removal. The awarded contractor shall pick up fryer oil every three weeks or on an as needed basis. Extra pickups may be required after holidays or special events on an as needed basis. The awarded contractor shall coordinate scheduling of pickups with the Dietary Director or designee. The awarded contractor shall submit an itemized receipt of revenue generated and percentage paid to HVH.

One 55 gallon barrel shall be located at each of the following buildings.

Lightner Hall, 191 Veterans Blvd., dock area.

MacArthur Hall, 306 Veterans Blvd., dock area.

Hours of Operation. The awarded contractor shall perform the services and deliveries within normal business hours. Services or deliveries may be performed outside of normal business hours with prior approval from the Program Office POC. Normal business hours are Monday - Friday from 7:00 am through 4:00 pm.

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

Estimated Quantities and Like Services: DMVA quantities listed in the Purchase Order are considered estimated.

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.

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.

Background Checks. (January 2023)

a. The Contractor must, at its expense, arrange for a background check for each of its employees, as well as the employees of any of its subcontractors, who will have access to Commonwealth facilities, either through on-site access or through remote access. Background checks are to be conducted via the Request for Criminal Record Check form and procedure found at The background check must be conducted prior to initial access and on an annual basis thereafter.

b. Before the Commonwealth will permit access to the Contractor, the Contractor must provide written confirmation that the background checks have been conducted. If, at any time, it is discovered that a Contractor employee has a criminal record that includes a felony or misdemeanor involving terroristic behavior, violence, use of a lethal weapon, or breach of trust/fiduciary responsibility or which raises concerns about building, system or personal security or is otherwise job-related, the Contractor shall not assign that employee to any Commonwealth facilities, shall remove any access privileges already given to the employee and shall not permit that employee remote access unless the Commonwealth consents to the access, in writing, prior to the access. The Commonwealth may withhold its consent in its sole discretion. Failure of the Contractor to comply with the terms of this Section on more than one occasion or Contractor's failure to appropriately address any single failure to the satisfaction of the Commonwealth may result in the Contractor being deemed in default of its Contract.

c. The Commonwealth specifically reserves the right of the Commonwealth to conduct background checks over and above that described herein.

d. Access to certain Capitol Complex buildings and other state office buildings is controlled by means of card readers and secured visitors' entrances. Commonwealth contracted personnel who have regular and routine business in Commonwealth worksites may be issued a photo identification or access badge subject to the requirements of the contracting agency and DGS set forth in Enclosure 3 of Commonwealth Management Directive 625.10 (Amended) Card Reader and Emergency Response Access to Certain Capitol Complex Buildings and Other State Office Buildings. The requirements, policy and procedures include a processing fee payable by the Contractor for contracted personnel photo identification or access badges.

Background Check Restrictions. The awarded contractor's employees, contractors, or resources shall not be employable by DMVA if they have been found guilty of abuse, neglect, exploitation, misappropriation of property or mistreatment by a court of law, or have had a finding entered into the Pennsylvania nurse aide registry or any State registry if applicable, concerning abuse, neglect, exploitation, mistreatment of residents or misappropriation of resident property, or have disciplinary action in effect against his/her professional license by at state licensure body as a result of finding of abuse, neglect, exploitation, mistreatment of residents or misappropriation of resident property. DMVA has the right to review each individuals background check on a case-by-case basis for any other infractions.

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 agency contract 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 agency contract 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.

Facility Security Procedures. Each time the awarded contractor's employees provide services for DMVA, they will be required to sign in at the security desk at the main entrance of the facility, obtain contractor identification badges, and report to DMVA POC, prior to the provision of services under this agency contract. Upon completion of the services, the awarded contractor's employees must return to the security desk, sign out, and return all badges issued to them. For the Veterans Homes, any medical providers or individuals providing services directly to residents will be required to punch in and out at a time clock or access device. 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 DMVA staff to accompany the awarded contractor's employees. These procedures may vary from work location to work location and must be adhered to. If requested by the facility designee, the awarded contractor shall provide paperwork for facility designee to sign verifying satisfactory services have been provided.

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.

Service Deficiencies. DMVA will notify the awarded contractor verbally and in writing of any unsatisfactory services rendered. The awarded contractor shall correct the deficiency within the timeframe as specified by DMVA after such notification. If service deficiencies are ongoing and documented, DMVA will issue a Cure Letter to the awarded contractor stating the ongoing deficiencies, with a requirement that the awarded contractor submit a formal Plan of Corrective Action for resolution of the deficiency issue(s), as specified in the letter. The formal Plan of Correction must be submitted to DMVA within ten (10) calendar days of the date on the Cure Letter. Ongoing service deficiencies that are not resolved may result in termination of the contract.

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.

Infection Control. The awarded contractor must comply with all Commonwealth of PA infection control requirements, Centers for Disease Control and Prevention (CDC) guidance, and COVID-19 guidelines for the duration of the contract period. (

Billing. The awarded contractor shall submit a receipt to DMVA for services provided under the agency contract. The awarded contractor may be required to provide verification of costs.

The awarded contractor shall submit a monthly receipt for all pickups of fryer oil services. The monthly receipts shall contain an itemization of revenue and percentage paid to HVH as defined in the Commonwealth Terms & Conditions.

Contacts. The awarded contractor shall provide all required documentation throughout the term of the executed agency contract to the HVH POC:

Dawn Hopkins, Administrative Officer

Department of Military & Veterans

Hollidaysburg Veterans Home

138 Veterans Boulevard

Duncansville, PA 16635

Telephone: 814-696-5210

Email Address: dawhopkins@pa.gov