ITB 24-10-JRNC Janitorial Services

Agency:	County of Berks
State:	Pennsylvania
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Posted:	Mar 18, 2024
Due:	Apr 25, 2024
Solicitation No:	ITB 24-10-JRNC
Publication URL:	To access bid details, please log in.

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COUNTY OF BERKS

Invitation to Bid # 24-10-JRNC

for

Janitorial Services

Issued on March 19, 2024

Pre-Bid Conference:

Tuesday, April 2, 2024

Refer to Section One, paragraph #1.2 for details.

Submittal Deadline:

Thursday, April 25, 2024, 1:00 P.M. Local prevailing time

Refer to Section One, paragraph 2.1 for submittal instructions.

Opening Date/Time:

Thursday, April 25, 2024, 3:15 A.M. Local prevailing time

County’s Point-of-Contact for this ITB:

Jennifer Rhoads, Senior Buyer

Tel: 610-478-6168 ext. 6278 Fax: 610-898-7432

Email: jarhoads@berkspa.gov

Mailing Address: Berks County Services Center, 633 Court Street – 13th Floor,

Reading, PA, 19601

This Invitation to Bid (ITB) package consists of 111 pages including this cover page and the

Table of Contents page. If the ITB package you received is missing any pages, contact the

County of Berks Purchasing Department at telephone number (610) 478-6168.

SECTION

One

Two

TABLE OF CONTENTS

Instructions to Bidders

Part 1 – Introduction and General Instructions

Part 2 – Bid Submission: Format and Content

Part 3 – Evaluation of Bids

Part 4 – Operation of Resulting Agreement

Technical Specifications

ATTACHMENTS

Attachment A

Bid Form

Attachment B

Piggyback Agreement

Attachment C

Non-Collusion Affidavit

Attachment D

Reference Form

Attachment E

Bid Bond

Attachment F

Consent of Surety

Attachment G

No Bid Reply Form

Attachment H

Form of Agreement and General Conditions

Attachment I

Performance Bond

Attachment J

Form of Purchase Order

Attachment K

Worker Protection and Investment Certification Form BOP-2201

Attachment L

Action Report

Attachment M

Service Completion Report

SECTION ONE

INSTRUCTIONS TO BIDDERS

PART 1 - Introduction and General Instructions

1.1 Purpose of Invitation to Bid

This Invitation to Bid (“ITB”) sets forth the terms and conditions under which a successful Bidder

shall be obligated to supply and deliver an indefinite quantity of Janitorial Services as further

detailed in the specifications (“Goods and Services”), through sealed bids (each a “Bid”) and which

are requested by the County of Berks (hereinafter “County”), a municipal corporation with its

principal office in Reading, Pennsylvania. If the County elects to make an award to the lowest

responsive, responsible Bidder for the Goods and Services, the Form of Agreement and General

Conditions included as Attachment H to this ITB as well as all documents incorporated therein shall

form the entire agreement between the County and the successful Bidder (“Agreement”).

1.2 Pre-Bid Meeting

1.2.1 A pre-bid meeting will be held through live broadcasting using Microsoft Teams on Tuesday,

April 2, 2024, beginning promptly at 3:30 PM. The bidder may participate in the pre-

bid conference of the ITB through a call-in number or utilizing Microsoft Teams. The

Microsoft Teams URL may be subject to change, current Microsoft Teams URL for the

opening can be located and on the following site under the listing for this specific ITB:

https://www.berkspa.gov/departments/purchasing/itb-rfp

1.2.2 The purpose of this meeting is to conduct a question-and-answer session regarding thit ITB

package to maximize the bidders understanding of what is required. Should questions asked

and answers given at the pre-bid conference potentially alter the intent or scope of the ITB,

the County will issue an amendment to the ITB to formally modify the ITB. This ITB cannot

be modified by, and bidder shall not rely on, comments made during the pre-bid conference

except as set forth in an amendment.

1.2.3 All bidders who have received the ITB package from the County will receive notification of

the issuance of the amendment.

1.3 Due / Opening Dates

1.3.1 The deadline for receipt of Bids is 1:00 P.M., local prevailing time, Thursday, April 25, 2024

(“Bid Deadline”). The County Controller’s time clock shall be considered the official time.

There will be no exceptions to Bid Deadline. See Section One, paragraph 2.1 for detailed

submittal instructions.

1.3.2 Bids will be opened publicly at 3:15 P.M., local prevailing time, the same day, Thursday,

April 25, 2024 (“Bid Opening”). A Bidders may attend the bid opening through a live

broadcast using Microsoft Teams. A summary of Bids received (company name and Bid

price) will be posted on the Purchasing Department page of the County’s website

(www.berkspa.gov). The Microsoft Teams URL for the opening can be found on the

following site under the listing for this specific ITB:

https://www.berkspa.gov/departments/purchasing/itb-rfp

1.4 Bid Modification / Withdrawal

1.4.1 Bids may not be modified after submittal. Bids may be withdrawn after submittal, provided

the Bidder makes its request to withdraw in writing and the request is acknowledged by the

Owner in writing prior to the time specified for Bid opening in the Invitation to Bid.

SECTION ONE

INSTRUCTIONS TO BIDDERS

1.4.2 Negligence by Bidder in preparing its Bid confers no right of withdrawal or modification of

its Bid after such Bid has been opened. No claims on account of mistakes or omissions in

any Bid will be considered.

1.4.3 Notwithstanding the above, a Bidder may withdraw its Bid after such Bid has been opened if

the price Bid was submitted in good faith, and the Bidder submits credible evidence that the

reason for the price Bid being substantially lower was a clerical mistake as opposed to a

judgment mistake, and was actually due to an unintentional and substantial arithmetical error

or an unintentional omission of a substantial quantity of work, labor, material or services

made directly in the compilation of the Bid; provided, (i) notice of a claim of the right to

withdraw such Bid is made in writing with the County within two (2) business days after the

Bid Opening; and (ii) the withdrawal of the Bid would not result in the awarding of the

Agreement on another Bid of the same Bidder, its partner, or to a corporation or business

venture owned by or in which such Bidder has a substantial interest. No Bidder who is

permitted to withdraw a Bid shall supply any material or labor to or perform any subcontract

or other work agreement for any person to whom the Agreement may be subsequently

awarded without the prior written approval of the County.

1.4.4 Bids shall be irrevocable for sixty (60) days after the actual day of opening thereof unless

delayed by the required approval of another governmental agency, the sale of bonds or the

award of a grant, in which case, Bids shall be irrevocable for one hundred twenty (120) days

after Bid opening. Extensions of the date for the award of contract may be made by the

mutual written consent of Owner and the lowest responsible and responsive Bidder.

1.4.5 In the event the Prevailing Wage Rates included with the Bidding Document expire after the

opening of Bids, but before the award of the Contract, the Bidder agrees that an updated

determination of the Prevailing Wage Rates shall be obtained from the Secretary of Labor

and Industry and that the Bidder, if awarded the Contract, will pay the Prevailing Wage Rates

set forth in such updated determination in accordance with the requirements of the General

Conditions. Under such circumstances, the Bidder agrees that it will not withdraw its Bid nor

be entitled to increase the amount Bid or the Contract Sum, as applicable.

1.4.6 Withdrawn Bids may be resubmitted up to the time designated for the receipt of Bids

provided that they are then fully in conformance with these Instructions to Bidders.

1.5 Bidder Questions / Requested Changes to ITB

1.5.1 Questions requesting changes to the ITB requirements, or requests to bid a product that

differs from the Technical Specifications must be submitted in writing to the County’s point-

of-contact for this ITB (see cover page) no later than 3:00PM on April 2, 2024.

1.5.2 Requests to bid a product that differs from the Technical Specifications must include detailed

specifications on the proposed substitute product(s). If requested by the County, the Bidder

shall provide samples of the proposed substitute product(s). Such samples shall be provided

at the expense of the Bidder and shall become the property of the County.

1.5.3 Answers to questions, acceptance of requested changes to ITB requirements or Technical

Specifications will be provided in an amendment to the ITB, which will be posted on the

County’s website (www.berkspa.gov) and notice of the issuance of the amendment will be

given to all parties recorded by the County as having received the ITB documents from the

County’s Purchasing Department.

1.5.4 Questions answered, or responses not set forth in an amendment shall not be valid and

binding upon the County. A Bid that contains exceptions or offers substitute products not

SECTION ONE

INSTRUCTIONS TO BIDDERS

previously approved by the County may result in the County rejecting the Bid as a non-

responsive Bid.

1.6 Preparation Costs

The County will not be responsible for any costs associated with the preparation or submittal of any

Bid. If the County rejects a Bid or does not award an Agreement to any particular Bidder, the

Bidder agrees that it will not seek to recover lost or expected profits, Bid preparation costs or

claims for unjust enrichment.

1.7 Bidders’ Receipt of the ITB Package

1.7.1 The County’s Purchasing Department is the sole authority to provide the ITB package to

interested companies or individuals. Bidders who are working from an ITB package obtained

from any other source may be working from an incomplete set of documents. The County

assumes no responsibility for a Bid’s errors, omissions or misinterpretations resulting from a

Bidder’s use of an incomplete ITB package.

1.7.2 Bidders who have received the ITB package from a source other than the County’s

Purchasing Department or who have downloaded the ITB package from the County’s

website, are advised to contact the Purchasing Department to provide their company’s name,

address, telephone number, fax number and contact name. This will ensure that the Bidder

will receive all communication regarding the ITB such as addenda.

1.8 Public Information

1.8.1 Under Pennsylvania’s “Right to Know” laws (65 P.S. §§ 67.101-67.3104), public records are

required to be open to reasonable inspection. The County will make available for viewing the

Bids and associated documents by appointment, at the County’s Purchasing Department.

Requests for photocopies of public records must be made to the Chief Clerk and will be

provided to the requestor for a nominal per page fee.

1.8.2 Trade secrets and other proprietary data associated with the Goods and Services may be held

confidential, if the Bidder requests, in writing, that the County does so, and if the County

agrees, in writing, to do so. Material considered confidential by the Bidder must be clearly

identified and the Bidder must include a brief statement that sets out the reasons for

confidentiality.

1.8.3 All Bids received become the property of the County.

PART 2 - Bid Submission: Format and Content

2.1 Submission of Bids

2.1.1 Bids shall be submitted with one (1) original and one (1) copy printed on 8½” x 11” paper to

the following address: County of Berks, c/o County Controller, Berks County Services

Center, 633 Court Street, 12th Floor, Reading, PA 19601. The original Bid shall be marked

“original” and each copy of the Bid must be a complete copy of the original including all

attachments and appendixes.

2.1.2 Bids (original and copies) must be enclosed in a sealed, opaque envelope or other container

with the words “Sealed Bid – Janitorial Services” and the Invitation to Bid number clearly

printed on the outside.

2.1.3 To be considered, the Bid must be submitted in accordance with all requirements set

forth in this ITB.

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ITB 24-10-JRNC Janitorial Services

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