High Density Filing Equipment Parent

Statement of Work
Invitation For Bid for
High Density Filing Equipment Contract
COMMONWEALTH OF PENNSYLVANIA
DEPARTMENT OF GENERAL SERVICES
BUREAU OF PROCUREMENT
Arsenal Building
1800 Herr Street, 2nd Fl
Harrisburg, PA 17103
IFB NUMBER 6100065712
DATE OF ISSUANCE 05/01/2026

1. PURPOSE:
This Invitation for Bid (IFB) will result in contracts that will cover the requirements for the
Commonwealth of Pennsylvania agencies regarding the supply of High-Density Filing Equipment. This
IFB and resulting contracts will be CoStars eligible.
A. High Density Filing Equipment includes these major product categories only:
Compact Mobile Shelving System - Electric
Compact Mobile Shelving System - Manual
Compact Mobile Shelving System - Mechanical
Lateral Mobile Shelving System
Mobilize Pallet Rack
Open Filing Shelving System
Specialized and Odd Sized Filing
Vertical Carousels
Vertical Lift Modules (Industrial Setting)
High Density Filing Equipment shall be defined as mobile aisle systems, rack sliding systems, high
density storage filing, and specialized and odd sized filing cabinets. It includes, but is not limited to,
Compact Mobile Shelving, Lateral Mobile Shelving, Vertical Carousels, Rotary Files, Open Filing
Shelving, Odd Sized Filing Cabinets.
Freestanding lateral and vertical file cabinets (i.e. standard sizes, modular office, stackable, etc.),
filing supplies, freestanding standard storage units, and mailroom equipment are specifically excluded
from this contract. These items are available on the Furniture Contract, Office Supplies Contract, or
Mailroom Equipment Contract as applicable.
Products shall meet American National Standards Institute (ANSI) and Business and Institutional
Furniture Manufacturer's Association (BIFMA) durability standards for commercial use. Preference
for specification-grade systems suitable for high-traffic institutional environments.
Defintions High Density Filing Equipment examples for the purpose of this contract will be defined as
follows:
* Compact Mobile Shelving System - Electric - Designed to maximize storage capacity
while optimizing floor space. It features:
1. Movable Carriages: Allows for easy movement of shelving units, eliminating the need
for fixed aisles.
2. Electric Drive: Operates with a motorized drive system, enabling the movement of
multiple rows of shelving simultaneously.
3. Customizable Options: Can be tailored to specific storage needs, including the addition
of accessories like pull-out referencing shelves and dividers.
4. Safety Features: Incorporates advanced safety mechanisms to ensure secure storage of
valuable items.
This system is ideal for various applications, including offices, warehouses, and industrial
settings, providing a cost-effective solution for efficient storage management.
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* Compact Mobile Shelving System - Manual - Storage solution designed to maximize floor
space efficiency while providing organized storage for various items. These systems
typically feature:
1. Movable Carriages: Allows for easy movement of shelving units, eliminating the need
for fixed aisles.
2. Electric Drive: Operates with a motorized drive system, enabling the movement of
multiple rows of shelving simultaneously.
3. Customizable Options: Can be tailored to specific storage needs, including the addition
of accessories like pull-out referencing shelves and dividers.
4. Safety Features: Incorporates advanced safety mechanisms to ensure secure storage of
valuable items.
This system is ideal for various applications, including offices, warehouses, and industrial
settings, providing a cost-effective solution for efficient storage management.
* Compact Mobile Shelving System - Mechanical - Storage solution designed to maximize
floor space by eliminating fixed aiseles. It consists of shelving units mounted on tracks,
allowing them to slide laterally or move mechanically to open only one aisle at a time. This
system enhances organization and accessiblity, increasing storage capacity by up to 80%
compared to satic shevling. Mechanical-assist systems can be operated with minimal effort,
making it easier to move heavy units and improve overall efficiency in stoage environments.
* Lateral Mobile Shelving System - Storage solution that consists of a back row of stationary
shevling placed alongside a wall, with additional movable shevling units that can be pushed
and slid in front of the stationary units. This system allows for efficient space optimization,
enabling easy access to stored items without the need to open aisles. It is ideal for high-
density stoarge needs, making it suitable for offices, archives, and other environments where
space is limited by storage capacity is crucial.
* Mobilized Filing Rack - Combines shelving or racking units with mobile carriages, allowing
for efficient storage and easy access to items. It elminated the need for fixed aisles,
maximizing space utilitzation and improving accessbility. The system can be moved laterally
along rails, providng a single aisle that can be opened. The innovative solution is ideal for
warehouses, libraries, and other storage facilities where space optmiation is crucial.
* Vertical Carousels - Automated storage and retrieval system that uses rotating trays to store
inventory on a vertical axis, similar to a Ferris wheel. The system maximizes vertical space
by allowing items to be stored and retrieved at ergonomic heights, significantly improving
efficiency in warehouse operations. Vertical carousels, can be designed to utilized unused
overhead space, allowing for more compact footprint while increasing storage capacity. They
are particulary useful in environments where space is limited, such as hospitals or small
warehouses, as they can double the storage capacity of traditional shelving systems and
enhance workplace ergonomics by reducing the need for walking aisles.
* Verticle Life Modules - Automated storage and retrieval system designed to maximize
vertical warehouse space. It consists of two parallel columns of trays that move vertically to
deliver items to an access point, allowing for efficient space utlilization and improved
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inventory management. VLMs automate the handling of materials, enhancing productivity
and reducing the risk of errors assocated with manual handling.
* Open Filing Shelving System - Designed to organize and hold large amounts of file folders
efficiently. These systems allow for easy, frequent access to files, making them ideal for use
in healthcare and office settings. They typically feature horizontal stoarage of files, which
helps maximize space utilization and improve productivity.
* Specialized and Odd Sized Filing - Context of filing can rfer to specific catgories of types
of records.
1. Specialized Filing: This term may refer to records that are categorized based on their
subject matter or purpose, such as specialized records in a particular field or
organization.
2. Odd Sized Filing: This term can refer to records that are not standard in size or format,
often used in the context of filing systems that require specific dimensions or formats
for documents.
3. METHOD OF AWARD - Single Award (Per Manufacturer Line):
Award will be made to the responsive and responsible bidders offering the greatest discount from the
referenced price list. Discount(s) will be taken from the best price column. Only one award will be made
for each particular manufacturer's list of items. Bidders who are not manufacturers must submit a letter
from the manufacturer stating that the bidder is an authorized dealer in Pennsylvania for the manufacturer.
The awarded bidder percentage discounts and any additional related services rates shall remain firm for the
entire contract period (the initial year plus any, and all renewal periods).
4. CONTRACT TERM AND RENEWALS:
The initial term of the Contract shall be 02 year(s) and 00 month(s).
The term of the Contract shall commence on the Effective Date (as defined below) and shall end on the
Expiration Date identified in the Contract, subject to the other provisions of the Contract.
The Effective Date shall be: a) the Effective Date printed on the Contract after the Contract has been fully
executed by the Commonwealth (signed and approved as required by the Commonwealth contracting
procedures) or b) the "Valid from" date printed on the Contract, whichever is later.
5. BIDDER REQUIREMENTS:
A. All bidders must be able to provide service to the entire Commonwealth of Pennsylvania.
B. The bidder is permitted to charge for the installation of new High Density Filing Equipment
purchased under this contract. Installation rates shall be determined based on the pricing submitted by
the bidder under the Additional Services Tab of the Cost Submittal. The bidder may also charge
installation on Commonwealth owned equipment as defined under Addition Services.
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Installation is limited to unpacking, assembling, and setting the equipment in its final location and
attaching it to other equipment, pre-existing electrical outlets, pre-existing fuel source connections,
pre-existing ventilation ducts, and pre-existing plumbing connections that are outside of the walls.
Under no circumstances shall the bidder do any additional electrical, HVAC or plumbing work as part
of the installation.
C. The OEM and/or Dealer shall be the Contractor of Record and shall be solely responsible for all
contractual performance including but not limited to reporting, warranty support, and invoicing.
D. All bidders shall provide referenced Original Equipment Manufacturer (OEM)'s price list(s) via a
web link and attach it to the bid within the Cost Submittal Workbook under tab 2. High Density Cost
Submittal Tab.
E. All bidders should provide a web link that will allow all ordering agencies to view and inspect the
OEM's equipment standard specifications to provide the ordering agency with adequate data
necessary to make a proper selection of a unit to meet their requirements.
If web link cannot be provided a current catalog must be submitted at time of bid for the sole purpose
of providing a reference to the various items on the price list and the manufacturer's price for each
item.
F. All bidders must provide a web link referencing current catalog pricing. If a web link cannot be
provided, a current price sheet must be submitted at the time of bid.
G. The bidder shall provide the Commodity Specialist with quarterly reports on any P-Card purchases
made by any agency. All reports shall be submitted via email by the end of each quarter.
6. ELIGIBILITY:
The OEM and/or the Dealer shall be the Contractor of Record and shall be solely responsible for all
contractual performance including but not limited to reporting, warranty support, and invoicing. This
means that the Contractor of Record is the primary legally recognized party responsible for fulfilling all
the terms and conditions of the contract.
The two (2) possible scenarios for any given OEM's product lines will be as follows:
* The OEM will be submitting a bid directly:
Contract Awardees (the OEM) may utilize its authorized dealer/reseller network to market the
contract. All purchase orders shall be written and addressed to the OEM's single designated
addressee. All invoices and payments shall be transacted exclusively through OEM's designated
point of contact for this contract.
For the avoidance of doubt, a dealer shall not be considered an acceptable point of contact. The
authorized point of contact for purposes of this Contract must be an affiliate of the OEM.
Any business arrangement between the OEM and any of their authorized dealers/resellers is of
minor concern to the Commonwealth, as the ultimate responsibility for contract performance will
remain with the contractor of record (the OEM in this case).
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* The OEM authorizes their Dealer/Reseller to bid on the contract:
Only the single OEM's authorized dealer/reseller, who provides a responsive and responsible bid
deemed to be the most cost/price effective for the Commonwealth, may be awarded the contract
for this OEM's product line category in accordance with the Bid Item Sheets for this bid.
As the dealer/reseller you must attach to the bid the "Original Equipment Manufacturer's
Authorization to Bid Certification" on the Manufacturer's letterhead.
The document states that the bidder is an authorized representative (i.e. dealer/reseller) for the
OEM's equipment for which the bidder is submitting a bid, and that the bidder is authorized to
provide a bid for High Density Filing Equipment. The document also states that the OEM will
honor any responsibilities under warranty for products sold by the bidder, under any contract
resulting from this bid action, if the bidder fails to perform such service. Dealers/resellers failing
to provide a signed "Original Equipment Manufacturers (OEM's) Authorization to Bid
Certification" document for any manufacturer's product bid may result in rejection of bid.
Any business arrangement between the OEM and any of their authorized dealers/resellers is of
minor concern to the Commonwealth, as the ultimate responsibility for contract performance will
remain with the contractor of record (the OEM in this case).
All bidders must provide referenced OEM's price/catalog list(s) in electronic format and attach it to the
bid via a web link. Most current price/catalog must be used when providing quotes with discount
provided at time of bid.
All OEMs shall provide a listing indicating all their authorized dealers that they intend to utilize in the
performance of any contract awarded. The list includes a minimum: dealer business name; dealer business
address; point of contact name; phone number; mobile number, e-mail address. Please provide your list
using the format provided in the cost submittal workbook. This list can be updated throughout the term of
the contract.
It is to be understood that though associated dealers/resellers may be utilized in the performance of
this contract, all purchase orders and invoicing/payments will be made directly to the Contractor of
Record.
7. BID SUBMISSION REQUIREMENTS:
A. The following documentation must be completed and submitted with the bid. Failure to submit the
completed documentation listed below will result in the bid being rejected.
* Bidder Cost Submittal Workbook.
B. In addition, as indicated in Parts I and II of the Terms and Conditions, the following documents must
be submitted with the bid. Failure to submit any of the documentation listed below may result in the
bid being rejected.
* Lobbing Certifications and Disclosure BOP-1307
* Worker Protection Act BOP-2201
* Reciprocal Limitations Act GSPUR-89
* Iran Free Certification and Disclosure
* All bidders shall provide current & referenced OEM's catalog & price list(s) via a web link
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and attach to Cost Submittal Workbook
* Authorized Manufacturer Letter/OEM Letter (if Applicable)
* CoStars Election (Optional)
* Small Diverse Business (SDB)/Veteran Own Business (VBD) documentation (Optional)
8. DISCOUNT AT TIME OF BID SUBMISSION:
Bidders must provide their percent discounts from the Original Equipment Manufacturer's
(OEM's) current published list pricing for each Equipment Category they are bidding on by completing
the document entitled "Cost Submittal Workbook" to their bid submission.
For each OEM's price list within an individual Equipment Category, only one discount percentage will be
accepted per category. The percentage discount shall be taken from the appropriate, current
manufacturer's published price list. The discount percentage must be expressed as a numeric figure not to
exceed four (4) digits, to ensure compatibility with the Commonwealth's electronic data entry system
(e.g. 56.15%). Failure to provide the minimum discount will result in your bid being marked as non-
compliant with the bid requirements.
9. PRICE LISTS:
A copy of the bidder's current catalog price list and/or the OEM the bidder represents is to be submitted
with the bid response via a web link. If web link cannot be provided a current price sheet must be
submitted for the sole purpose of providing a reference to the various items on the price list and the
manufacturer's price for each item.
All bidders are to provide a web link that will allow all ordering agencies to view and inspect the OEM's
equipment standard specifications to provide the ordering agency with adequate data necessary to make a
proper selection of a unit to meet their requirements.
Bidders, when providing a quote to the requesting Agencies, the quote must show List Price less Percentage
Discount at time of bid and then Commonwealth Final Price. The awarded bidder must also submit a copy
of their most current catalog pricing page. The catalog pricing page must show the MSRP price and
Commonwealth price.
All quotes should also contain the contract number and date. When quotes are issued by the awarded bidder
it should also provide a link to their most current catalog price/sheet or bidder must also submit a copy of
their most current catalog pricing page to the requesting agency showing the MSRP price and
Commonwealth price.
All quotes must hold pricing for thirty (30) days from issue date on the quote.
Under no circumstances is the bidder allowed to charge tariffs, credit card fees or additional surcharges.
Those charges will be disregarded by the Commonwealth.
Bidders do not need to notify the Department of General Services, Commodity Specialist, when prices
change throughout the term of the contract, however the new pricing should be reflected on their price
sheets and or a web link.
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10. CONDITION OF PRODUCT/SPECIFICATION:
All equipment offered in response to this bid must be NEW and in accordance with the OEM's standard
commercial specification.
11. AGENCY ORDERING REQUIREMENTS:
Agencies using this contract must follow the following ordering procedures. The agencies must inform
Department of General Services High-Density Filing Equipment Commodity Specialist (CS) or in the
absence of the CS, inform the Commodity Manager (CM) of said project.
Agencies must reach out to all vendors on this contract to obtain a quote and the agency must indicate low
cost or best value based on the specifications.
1. The specifications will be emailed to ALL awarded bidders, giving each awarded bidder the
opportunity to submit a quote and participate in a project.
2. Project specification from the Agency must be detailed. Please reference contract overview
for example of statement of work.
3. If a project is complex, an on-site visit is suggested for the awarded bidders and/or designated
dealers as well as the Contract Commodity Specialist.
4. The Contractor of Record may engage with one (1) dealer/reseller per project when preparing
and submitting a proposal. Likewise, a dealer/reseller may engage with only one (1)
Contractor of Record for the same project. Collaboration involving multiple contractors of
record or multiple dealers/resellers on the same project is not encouraged, unless the agencies
Statment of Work states otherwise and the Contractor of Record states they can not provide
all items being requested by using agency (see Number 5).
5. Should the Contractor of Record be unable to supply all requested items, the Contractor of
Record shall formally declare such inability in writing on official company letterhead. Failure
to provide all requested items without such written declaration shall constitute non-compliance
with the terms of this Agreement. Upon submission of the written declaration, the Agency
may, at its sole discretion, retain additional contractors to fulfill the remaining scope of work.
12. ADDITIONAL RELATED SERVICES:
Bidders may offer to provide additional related services and will apply to High Density Filing Equipment.
The additional related services are limited to:
A. Relocation and/or Reconfiguration of Manufactures Line of Filing Equipment
B. Installation of Commonwealth Owned Products
C. Storage of Goods Beyond 90 Days
Bidders are required to complete the Additional Related Services tab on the Cost Submittal Workbook,
should they choose to offer any of these related services. Additional Related Services will not be used as a
factor in award determinations.
Bidders offering additional related services shall use the Additional Services tab within the Cost
Submittal Workbook. Labor rates established at the time of bid must be reflected in all quotes provided to
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agencies. All pricing shall be entered in U.S. dollar format and shall remain firm for the duration of the
contract term and any renewal periods. All purchase orders must include the applicable quote as an
attachment.
A. Relocation and/or Reconfiguration of Manufactures Line of Filing Equipment:
This service shall include the planning, coordination, and execution of the relocation and/or
reconfiguration of an existing manufacturer's line of high-density filing equipment. Activities may
include disassembly, transportation, redesign, and reinstallation of components to meet requirements
or functional needs.
1. Planning and Coordination
The bidder shall provide comprehensive project planning and coordination services to ensure
an efficient and organized relocation or reconfiguration process. This shall include, but not be
limited to:
* Conducting an on-site assessment of the existing filing equipment layout.
* Developing a relocation or reconfiguration plan that optimizes space utilization and
workflow.
* Coordinating all logistical requirements, including labor, transportation, and equipment
scheduling.
* Ensuring minimal disruption to Agency operations during the relocation or
reconfiguration process.
2. Compliance and Safety
All work shall be performed in accordance with manufacturer's specifications, applicable
safety regulations, and Agency facility policies. The Bidder shall ensure that all components
are properly handled, transported, and reassembled to maintain product integrity and warranty
coverage.
3. Deliverables
Upon completion, the awarded bidder shall provide the Agency with:
a. A summary report documenting the scope of work completed.
b. Confirmation that all high-density filing equipment items have been installed and
inspected for proper function and condition.
B. Installation of Commonwealth Owned Products:
Any new or used high-density filing equipment property owned by the Commonwealth of
Pennsylvania.
For the purposes of this contract, installation is defined as unpacking, assembling, setting the items in
place and removing the packaging when items are purchased new.
However, installation is limited to setting the high-density filing equipment in its final location.
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Per the Prevailing Wage Act, public works projects more than $25,000 must use Prevailing Wages.
The purchasing agency must include in the purchase order the minimum prevailing wages to be paid
by the contractor to its workers on the project if the installation of the filing equipment falls under the
requirements of the Prevailing Wage Act. Some installation may be considered a public works
project. (see Prevailing Wage Act.pdf).
The Awarded Bidder must use Union Labor Rates for installation in areas/buildings that are Union
covered, such as Philadelphia; or when a determination that the provisions of the Pennsylvania
Prevailing Wage Act, 43 P.S. 165-1 thru 165-17, apply to the installation. The Using Agency shall
notify Awarded Bidders if the Prevailing Wage Act is applicable when requesting quotes.
Total Dollar Value of the Purchase Order for Applicable Clauses
Equipment and Installation/Relocation
* Steel Products Procurement Act "A"
* Prohibition Against the Use of Certain Steel and
$0 to $24,999.99
Aluminum Products
* Insurance
* Steel Products Procurement Act "A"
* Prohibition Against the Use of Certain Steel and
Aluminum Products
$25,000.00 to $99,999.99
* Insurance
* Prevailing Minimum Wages
* Performance Security
* Steel Products Procurement Act "A"
* Prohibition Against the Use of Certain Steel and
Aluminum Products
$100,000.00 and greater
* Insurance
* Prevailing Minimum Wages
* Performance Security and Payment Bond
C. Storage of Goods Is Beyond 90 Days:
High-Density Filing Equipment may be stored in a warehouse or other approved storage location if
the agency is unable to accept delivery. Storage charges shall not accrue until ninety (90) calendar
days after receipt of the purchase order, provided the agency has indicated that they cannot accept
delivery.
13. SECURITY REQUIREMENTS:
Security requirements may vary based on the requesting agency and facility. Access to Commonwealth
facilities requires compliance with all applicable Commonwealth and site-specific security procedures.
Contractors and subcontractors must comply with all access control requirements, including identification
verification, escort requirements, and any background screening procedures required by the facility.
Access to Fort Indiantown Gap additionally requires compliance with all applicable military installation
security procedures.
Specific security requirements, including but not limited to access credentials, badging, background
checks, and escort protocols, will be defined at the time of Purchase Order issuance and/or prior to site
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