Gifford Pinchot State Park Janitorial Services

STATEMENT OF WORK
Commonwealth of Pennsylvania
Department of Conservation and Natural Resources
Bureau of State Parks
JANITORIAL SERVICES FOR PARK OFFICE AND CABINS
GIFFORD PINCHOT STATE PARK
YORK COUNTY, PENNSYLVANIA
I. SCOPE OF WORK:
The Department of Conservation and Natural Resources, Bureau of State Parks, Gifford
Pinchot State Park requires janitorial services for the cleaning of ten (10) rental cabins and the
park office located at 2200 Rosstown Road, Lewisberry, PA 17339-9787.
Questions regarding the technical aspects of this bid shall be directed to Paige Steffy, at phone
717-432-5011 or by email at giffordpinchotsp@pa.gov. Questions regarding the bidding or
contracting procedures shall be directed to Michelle Pritts at 717-772-0299 or by email at
mpritts@pa.gov .
II. CONTRACT TASKS:
The Contractor will furnish all cleaning products, supplies, and specified cleaning equipment,
including an LED UV flashlight, wet mop, and a vacuum cleaner with High Efficiency
Particulate Air (HEPA) filtration. Cleaning products must be approved by Park Management
prior to use. Park Management may require manufacturer's specifications, product samples,
or the product's Safety Data (SDS) sheets. The area within the park where supplies can be
stored is 0.5 miles away from the facilities to be cleaned.
Before Contractor's onsite cleaning staff begins work, they must complete a mandatory tour of
park facilities, receive detailed instructions, cleaning checklists, contact numbers for park staff,
and a park-provided tutorial on bed bug identification as further detailed within Section II.B.12.
All Cleaning Checklists for each unit cleaned must be signed and submitted to the Park Office
prior to the Contractor leaving the State Park premises each day.
These checklists will be used in conjunction with visual inspections to determine quality of
janitorial services being performed. If unsatisfactory cleanings are found, reference Section
VIII. Performance Issues for specific details on resolutions and potential consequences if not
resolved.
A. PARK OFFICE BUILDING
The Park Office Building consists of nine (9) offices, two (2) restrooms, kitchen area, and a
basement conference room totaling approximately 3,625 sq. ft.

Regular weekly office cleanings are to be completed outside of office operating hours. Office
operating hours are typically Monday through Friday, from 8:00 AM to 4:00 PM.
Weekly Park Office Requirements:
1. Remove all cobwebs from around exterior of Park Office entrance.
2. Empty all trash receptacles, place trash in a park dumpster, and clean trash
receptacles as needed.
3. Dust all woodwork, including but not limited to, furniture and desks, counters,
shelves, bookcases, cabinet exteriors, windowsills, doorways, tables, and fixtures.
4. Remove marks and dirt on walls, ceilings, windows, and screens as necessary.
5. Vacuum all carpets. Must use vacuum with a HEPA filter. Spot clean carpets, as
needed.
6. Sweep and wet mop all tile floors and entranceway with appropriate cleaner.
7. Restrooms: Clean and sanitize toilets and urinals. Replace toilet paper on holders.
Toilet paper will be provided by the park. Clean all sinks and chrome, wipe down
partitions and walls near sinks, toilets, and urinals. Wipe clean all mirrors.
8. Kitchen: Clean and wipe down interior and exterior of stove, oven, and microwave.
Clean and wipe down exterior of refrigerator. Clean and wipe down counter tops,
tables and chairs, sink, and chrome fixtures. Clean and wipe down walls as
necessary.
9. Report any maintenance/repair needs, damaged furniture, safety hazards, or other
items beyond the scope of this Contract to Park Office personnel immediately after
cleaning is completed.
10. Return to the Park Office to sign and date the Monthly Tally Sheet (Sample
Monthly Tally Sheet is attached). This step is necessary to ensure proper billing
and payment.
Semi-Annual Park Office Requirements:
In addition to weekly cleaning requirements, the following tasks are to be performed, once
during the early spring and once during the fall, at times agreed to by Park Management:
1. Wash all windows inside and outside. Clean all screens and window blinds. Clean
curtains in basement.
2. Vacuum cloth furniture coverings. Clean and polish non-fabric surfaces with an
appropriate furniture polish.
3. Dust all walls, ceilings, vacuum and clean all light fixtures and ceiling fan. Clean all
air vents for heating and cooling ducts.
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4. Wipe down and polish all wall paneling, doors and frames, pictures and frames,
light switch cover plates, and woodwork to remove dust and fingerprints.
5. Kitchen. Clean and wipe down interior and exterior of stove, oven, microwave and
cabinets. Follow the owner's manual for oven cleaning. Clean and wipe down
exterior of refrigerator. Clean and wipe down splashguards, counter tops, tables
and chairs, sinks, chrome fixtures. Clean and wipe down walls as necessary.
6. Vacuum carpets. Must use vacuum with a HEPA filter. Spot clean carpets.
7. Steam clean carpets. Turn on ceiling fan and place floor fans over wet carpets, to
run overnight or until carpets are dry.
8. Upon completion of each task, date and initial the Semi-Annual Cabin & Office
Cleaning Checklist, which will be kept with the Weekly Cabin Cleaning Schedule.
B. RENTAL CABINS
The rental cabins consist of eight (8) two-bedroom units (each approximately 864 sq. ft.) and
two (2) three-bedroom units (each approximately 928 sq. ft.).
Summer Peak Season rentals: 1-week minimum stay, Friday to Friday
During the summer peak season (the second Friday in June through the third Thursday in
August), cabins are rented in week-long increments, with a turnover in reservations occurring
each Friday. Therefore, during the summer peak season, the allotted timeframe for rental
cabin cleanings to be completed is after check-out and before check-in, on Fridays, between
the hours of 10:00 AM and 2:45 PM. If a customer vacates their rental cabin earlier than
Friday's 10:00 AM check-out time, then the cleaning of that cabin may be performed earlier
than the allotted timeframe.
Spring/ Fall/ Winter Non-Peak Season rentals: 2-night minimum stay
During the Spring/Fall/Winter non-peak season (the third Friday in August through the second
Thursday in June), cabins are rented sporadically throughout the 7-day week, with a two-night
minimum stay. Weekend stays with a Sunday or Monday check-out is common, but not the
rule, as any day of the week could potentially have check-outs. Therefore, during the non-
peak season, the allotted timeframe for cleaning is after any cabin checks-out, between the
hours of 10:00 AM and 2:45 PM. If a customer vacates their rental cabin earlier than the 10:00
AM check-out time, then the cleaning of that cabin may be performed earlier than the allotted
timeframe. With the consent of Park Management, a weekday cabin cleaning may sometimes
be delayed and consolidated with other scheduled cleanings for efficiency, so long as the
delay in cleaning does not interfere with another occupant's check-in.
Weekly/Daily Cabin Cleaning Requirements ~ Per each cabin. after each rental:
1. Arrive at the park office no later than 10:30 AM and check the cabin cleaning
schedule for any late updates. The arrival time may vary depending on the
cleaning needs, but any variation in arrival time must be relayed to the park office.
This step is necessary before beginning any work.
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2. Gather cleaning supplies from designated supply area within the park's facilities (If
supplies of toilet paper, aluminum foil, or plastic trash bags are low, notify park
staff.)
3. If cabin due for cleaning is still occupied, immediately alert park staff.
4. Sweep porch. Remove cobwebs on porch walls, ceilings, and entryway. Empty
porch ashtrays
5. Remove dust, debris, cobwebs, and insect nests from interior of cabin.
6. Vacuum carpets. Vacuum behind and under furniture, as needed. Must use
vacuum with a HEPA filter. Do not use the vacuum provided for cabin occupants.
Spot clean carpets, as needed.
7. Bathroom: Clean and disinfect shower walls and floors. Use a mold and mildew
cleaner on shower caulking joints. Clean and sanitize toilet. Replace toilet paper
on holder and provide two rolls of extra toilet paper on the bathroom shelf (Park
provides toilet paper). Clean and sanitize the sink, medicine cabinet (inside and
out), all chrome fixtures, and wipe adjacent walls.
8. Kitchen: Clean and wipe down splashguards, sanitize counter tops, tables and
chairs, sink, and chrome fixtures. Clean and wipe down walls as necessary.
Clean and wipe down interior and exterior of stove, oven, refrigerator, microwave,
and cabinets, sanitizing the handles of each fixture. Lift stovetop to clean below
drip pans and reline drip pans with aluminum foil if needed (Park provides
aluminum foil). NOTE: Properly reinsert heating elements.
9. Replace light bulbs in all light fixtures, as needed (Park provides light bulbs). For
bulbs needing replaced in ceiling fixtures or secured fixtures, inform Park staff of
this maintenance need.
10. Wipe clean all mirrors.
11. As needed, dust or damp wipe all furniture, inside furniture drawers, windowsills,
doorways, light fixtures, and ceiling fan blades.
12. Visually inspect beds with LED UV light for signs of bed bugs. If bed bug activity
is suspected, stop cleaning and immediately notify Park staff.
13. Spray disinfectant on tops of bed mattresses and wipe off. Flip mattresses
monthly.
14. Remove marks and dirt on walls, ceilings, windows and screens as necessary.
15. Sweep and wet mop tile floors with appropriate cleaner in the kitchen, bathroom,
and entranceway.
16. Check for articles left by previous occupants. If any items have been found, make
a note of the cabin number and give the items to Park staff.
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17. Empty all trash receptacles, by removing and tying plastic bag. Replace plastic
bag in each trash receptacle and leave an extra plastic bag in the bottom of the
receptacle. (park provides plastic bags). If soiled, trash receptacles are to be
washed and cleaned. Place tied plastic bags with discarded trash in the dumpster
at the cabin colony entrance.
18. Close windows and curtains. Turn electric heaters to directed setting after cabin is
cleaned (October through April). Lock door and windows upon exiting.
19. Immediately report to Park staff any maintenance/repair needs, damaged furniture
or window screens, safety hazards, infestations, trash left at the cabin, excessive
soiling/litter, or any other items beyond the scope of this Contract.
20. Return to the Park Office to sign and date the Monthly Tally Sheet (Sample
Monthly Tally Sheet is attached). This step is necessary to ensure proper billing
and payment.
Semi-Annual Cabin Cleaning Requirements ~ Once in the Spring and once in the Fall:
In addition to weekly cleaning requirements, the following tasks are to be performed, once
during the early spring and once during the fall. Each cabin will be blocked from reservation
for a week-long period, on dates agreed to by Park Management, so that time is allotted for the
following tasks to be completed:
1. Remove and clean all screens.
2. Wash all windows inside and outside.
3. Dust and wipe clean interior and exterior of kitchen cabinets. Use solvent or
degreaser on and around cabinet door handles. Polish exterior of cabinets.
4. Use degreaser to clean stove's drip pans, underneath the stove's cooking range,
and hood above the cooking range.
5. Remove the filter from the hood above the cooking range, soak filter in degreaser,
then clean and reinstall in the hood.
6. Wipe grease from bottom of oven, then set the oven to self-clean.
7. Scrub and disinfect shower walls, using a bleaching agent to address all potential
mold issues.
8. Dust and remove cobwebs from less accessible areas not addressed in weekly
cleanings (e.g., walls, ceilings, rafters, ceiling fans, light fixtures, corners).
If using a ladder to access these areas, the ladder must be a safe and stable A-
frame type ladder.
9. Clean all furniture (i.e., beds, dressers, nightstands, end tables, living room
seating). Remove cobwebs from around and underneath furniture. Wipe clean the
wood or metal frame. Vacuum and remove all debris from under seat cushions.
Vacuum each seat cushion.
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10. Vacuum all carpets, all tile floor surfaces, in and around all electric baseboard
heating fixtures, as well as all lampshades and other light fixtures. Move furniture
to vacuum under and behind those areas. Must use vacuum with a HEPA filter.
Do not use the vacuum provided for cabin occupants.
11. Scrub and mop tile floors.
12. After vacuuming, steam clean all carpets. Use spot remover, as needed. Turn on
ceiling fan and place floor fans over wet carpet, to run overnight, or as long as it
takes to dry carpet.
13. Upon completion of each task/cabin, date/initial the Semi-Annual Cleanings
checklist, which will be kept with the Weekly Cabin Cleaning Schedule. (Sample
Semi-Annual Cleanings checklist is attached)
Notification of Services Needed: A weekly spreadsheet listing cabin rental dates of
occupancy and scheduled cleaning needs will be emailed from the Park Office one week
in advance of the scheduled cleaning week. As reservations are altered and changes
occur to the emailed spreadsheet, additional emails with updates will be sent from the
Park Office. The spreadsheet is also updated and always available at the Park Office
front desk area.
III. PRE-BID CONFERENCE:
Prior to bidding, a site inspection is mandatory for bidders to have full knowledge of the task at
hand and view the scope, become aware of the notification process of cabin vacancies and
cleaning needs, and potential of the cleaning schedule prior to submitting their bid.
A mandatory pre-bid conference will be held Tuesday, March 31, 2026, at 9:00 am. All
prospective bidders must sign in to acknowledge attendance.
Prospective bidders must meet at the Gifford Pinchot State Park Office, located at 2200
Rosstown Rd, Lewisberry PA 17339. Interested Contractors should contact Paige Steffy at
717-432-5011 or giffordpinchotsp@pa.gov for additional directions.
Contractors may not request an alternate date if unable to attend the scheduled pre-bid
conference; all interested Contractors must attend on the noted date and time.
IV. CONTRACTOR QUALIFICATIONS:
A. This Invitation for Bid (IFB) is reserved for the Small Business Procurement Initiative as
designated in Executive Order 211-09 dated November 21, 2011. Only Self-Certified Small
Businesses which have been certified by the Department of General Services prior to the
bid opening date and time may submit a response to this IFB.
Your self-certification from the Department of General Services must be submitted along
with your IFB response. Failure to produce a valid Self-Certified Small Business Certificate
(which must be dated prior to the opening date of this IFB) will render your submission non-
responsive.
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For more information on the Department of General Services Small Business Self
Certification process, please visit: www.smallbusiness.pa.gov .
B. 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 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. Failure to submit a completed Worker
Protection and Investment Certification Form may render your submission as non-
responsive.
V. CONTRACTOR REFERENCES:
After bid opening, and prior to awarding of the contract, the Department has the right to
request references (names, addresses and telephone numbers) of similar work performed in
the previous two (2) years as proof of qualifications to perform the work involved in this
contract.
Similar work is defined as prior janitorial services experience in a high-volume, high-stress
environment, that includes the need to meet specific deadlines with quick turnaround time.
Interested vendors should be prepared to show they can prioritize varying daily workload that
included potential interaction with the public and overnight accommodation.
References are an optional tool available to the Department to help determine bidder
capabilities. If any of these references are requested and a bidder cannot supply the
necessary documentation and proof of compliance, the Department reserves the right to reject
the bidder. The decision to both request references or reject bidders based on inadequate
reference will be made solely at the discretion of the Department.
VI. INSURANCE REQUIREMENTS:
The Contractor is required to have in place during the term of the Contract and any renewals
or extensions thereof, the following types of insurance issued by companies acceptable to the
Commonwealth and authorized to conduct such business under the laws of the
Commonwealth of Pennsylvania:
A. Workmen's Compensation Insurance for all the Contractor's employees and those of any
subcontractor engaged in work at the site of the project as required by law.
B. Public Liability and Property Damage Insurance to protect the Commonwealth, the
Contractor, and any and all subcontractors from claims for damages for personal injury
(including bodily injury), sickness or disease, accidental death and damage to property
including the loss of use resulting from any property damage; which may arise from the
activities performed under the Contract, or the failure to perform under the Contract,
whether such performance or non-performance be by the Contractor, by any subcontractor,
or by anyone directly or indirectly employed by either. The minimum amounts of coverage
shall be $250,000 per person and $1,000,000 per occurrence for bodily injury, including
death, and $250,000 per person and $1,000,000 per occurrence for property damage.
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Such policies shall be occurrence rather than claims-made policies and shall not contain
any endorsements or any other form designated to limit and restrict any action by the
Commonwealth, as an additional insured, against the insurance coverage in regard to work
performed for the Commonwealth.
Prior to commencement of the work under this Contract and at each insurance renewal
date during the term of the Contract, the Contractor shall provide the Commonwealth with
current Certificates of Insurance. These Certificates or Policies shall name "The
Commonwealth of PA - DCNR" as an additional insured and shall contain a provision that
The coverage's afforded under the policies will not be cancelled or changed until at least
thirty (30) days written notice has been given to the Commonwealth.
Prior to commencement of any work under this Contract, and at each insurance renewal
date during the term of the Contract, the Contractor must provide the Commonwealth with
current Certificates of Insurance naming "The Commonwealth of PA - DCNR" as an
additional insured. These Certificates shall contain a provision that coverage afforded
under the policy will not be canceled or changed until at least thirty (30) days' prior written
notice has been given to the Commonwealth. These Certificates shall include the location
and a brief description of the work to be performed under the Contract.
The Commonwealth shall be under no obligation to obtain such Certificates from the
Contractor(s). Failure by the Commonwealth to obtain the Certificates shall not be deemed
a waiver of the Contractor's obligation to obtain and furnish Certificates. The
Commonwealth shall have the right to inspect the original insurance policies.
VII. CONTRACT TERM:
The Contract shall commence upon execution and receipt of a Fully Executed Purchase Order
or May 1, 2026, whichever is later, and terminate April 30, 2027.
Option to Renew:
Further, both parties may agree to renew this contract for up to four (4) additional consecutive
annual terms, with the final termination date of April 30, 2031, upon the same terms and
conditions set forth in this contract. The Department, based on past contractor performance,
may negotiate an increase in the unit price(s) by a rate not to exceed 3%.
The Department will reach out to the Contractor no later than December 31st prior to the
termination date to begin renewal discussions.
Once the renewal terms are mutually decided, the Contractor must provide written notification
of the intent to renew, including the requested price increase(s) if desired, to the Department
no later than January 31st prior to the termination date.
The renewal notice must be emailed to giffordpinchotsp@pa.gov, mailed, or hand delivered
to:
DCNR, Bureau of State Parks
Attention: Park Management
Gifford Pinchot State Park
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2200 Rosstown Road
Lewisberry, PA 17339-9787
VIII. PERFORMANCE ISSUES:
Weekly Cleanings of Park Office and Peak/Non-Peak Cleanings of Cabins
* If a cleaning is missed, the contractor will not be paid for that cleaning.
* If Peak and Non-Peak Cleanings do not meet the requirements outlined herein, the
contractor will be contacted to take immediate corrective actions (within 24 hours) that
resolve all outstanding cleaning concerns.
* If the Contractor is unable to or does not resolve any outstanding cleaning concerns within
24 hours, the contractor will not be paid for that respective cleaning.
* Five (5) unsatisfactory cleanings that require corrective action between the semi-annual
cleanings are unacceptable. A mandatory performance meeting will be held with the prime
contractor and all appropriate subcontractors to address performance concerns, discuss
corrective actions, and outline potential repercussions.
Semi-annual Cleanings
* The park will thoroughly inspect each unit once the semi-annual cleaning is complete. A
checklist of required work tasks will be completed by the park representative, and a copy
will be provided to the contractor for each cleaning.
* Any missed or improperly performed tasks on the checklist must be properly rectified and
approved by the park representative within seven (7) calendar days of the original cleaning
date.
* Should the contractor unsatisfactorily rectify any missed or improperly handled tasks within
seven (7) calendar days, the contractor will not be paid for that semi-annual cleaning.
IX. BID AWARD:
Bidder must complete and return the following with the bid response:
1. The electronic Invitation for Bid to be found at: www.pasupplierportal.state.pa.us .
2. A valid copy of Bidder's Self-Certification Form from the Department of General Services
and The Small Business Procurement Initiative. Failure to produce a valid Self-Certified
Small Business Certificate will render Bidder's submission non-responsive.
3. A properly executed Worker Protection and Investment Certification Form.
Bid will be awarded based on lowest total sum. In the event of a discrepancy between the unit
price and extension of figures, the unit price will prevail.
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The contract quantities herein are estimated only and may increase or decrease depending
upon the needs of the Department. The Contractor shall be paid at the unit price bid for actual
work performed.
NOTE: The Department will only accept out to two (2) decimal points when entering your "Unit
Price" figure on the IFB - Invitation for Bid.
X. PAYMENT TERMS:
Payment will be made on a reimbursement basis for actual services satisfactorily performed.
Invoices must be submitted monthly.
This contract will be paid by Automated Clearing House (ACH), commonly referred to as Direct
Deposit. Contractor should review V.23 CONTRACT-016.2 Automated Clearing House (ACH)
Payments of the Commonwealth's Terms and Conditions for complete details and Contractor's
Responsibilities.
XI. SERVICE SLIPS:
The Contractor is required to provide signed and dated service slips to the Park Office.
To ensure prompt payment and verification of services rendered, all service slips must include:
A. The date of each cleaning
B. The type of each cleaning (summer, non-summer, semi-annual, etc.)
C. The location of cleaning (park office or cabin)
D. Include the quantities and contracted amount charged for each
Weekly Service Slips must include all cleanings completed on a Friday to Thursday basis.
Monthly Service Slips must include all cleanings completed for the entire calendar month.
XII. INVOICES:
Invoice format must be in accordance with the IFB - Invitation for Bid.
All invoices for this contract MUST either be:
A. Emailed to the following for a Paperless Email Invoice Option: 69180@pa.gov
For information on the Commonwealth's E-Invoicing Program, visit:
http://www.budget.pa.gov/Programs/Pages/E-Invoicing.aspx
Or, mailed to the following address:
Commonwealth of PA - PO Invoice
P.O. Box 69180
Harrisburg, PA 17106
B. A copy of the invoice(s) MUST also be sent to the State Park:
By email: nrspprga@pa.gov.
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