BID# 6100041936 1.1 PROJECT INFORMATION Name: Program Manager: Historic Roadside Marker Maintenance PA Historical and Museum Commission State Historic Preservation Office 400 North Street, 2nd Floor Keystone Building Harrisburg, PA 17120 Attention: Karen Galle Email: kgalle@pa.gov Telephone: 717-705-4266 Issuing Office: PA Historical and Museum Commission State Museum of PA, 300 North Street Harrisburg, PA 17120 Attention: Rhonda Johnson Telephone: 717-783-2838 Fax: 717-783-2807 rhojohnson@pa.gov 1.2 SCOPE OF WORK Since 1946, the Pennsylvania Historical and Museum Commission (PHMC) has administered a program of historical markers to capture the memory of people, places, and events that have affected the lives of Pennsylvanians. Pennsylvania has more than 2,000 cast aluminum blue and gold markers and more than 100 bronze plaques that line its highways and streets. These markers and plaques must be maintained on a routine basis. PHMC is seeking a contractor to provide roadside maintenance of these markers and plaques.
General Instructions Contractor will provide all equipment, vehicles, supplies, tools, shop location, welding services, and labor for all marker maintenance/repairs. PHMC will supply all setscrews and paint. If PHMC and contractor have determined repairs are more costly than replacement, PHMC will also supply all new yokes, plates and poles. If the text plate is removed and the pole remains at marker location, vendor MUST place appropriate PHMC maintenance tag on the pole. Tags will be provided by PHMC. Roadside markers weigh approximately 75 lbs. and city markers weigh approximately 40 lbs. Vehicles must be able to accommodate poles ten feet in length. Contractor must clean debris from the site (remove all work related waste, surplus, materials, tools and construction materials). The PHMC has two types of markers: 1) roadside and 2) city. Roadside markers are usually along a highway, main road, in rural areas, park or grassy areas. They measure approximately 45" x 46". City markers are usually within city/borough limits and measure approximately 27" x 41". Both markers are made of painted composite aluminum, and are mounted on metal poles painted to match. The PHMC bronze plaques are usually along a highway, main road, in rural areas, park or grassy areas, or within city/borough limits. They measure approximately 27"x 41". Plaques are usually mounted on large stones. The plaques may require general surface cleaning and re-installation of plaques on stone. The PHMC also has two types of maintenance: 1) cyclical and 2) emergency. Cyclical maintenance is maintenance that the PHMC plans and assigns on a yearly basis. Usually this is assigned on a county by county basis and the contractor will be given a list of markers in that particular county that require maintenance. Cyclical maintenance work will include but not be limited to the following: Initial digital photographs of the marker prior to removal or treatment. Detailed photographs of specific maintenance needs are expected. The entire marker will be sandblasted, primed and repainted if the paint is badly chipped or uniformly faded. Spot work on site may be necessary for minor chipped paint or localized fading of the text plate, or if the pole needs major or minor repainting. The marker may simply need to be cleaned with a whisk broom or power washer to remove any grime, sap, etc. If contractors find it is more cost effective to sandblast, prime and repaint at the current marker location versus removing the sign and taking it to the shop, this method may be recommended. If the contractor removes the sign, all work will be accomplished at the contractor's shop, unless welding is required. Contractor is responsible to obtain welding services, if unable to be done in-house. Markers that have been removed for maintenance must be returned to the original site and reinstalled. Minor landscaping, brush clearing, or branch removal may be required if the marker is obscured Digital photographs will be taken after the maintenance has been completed.
Markers shall be picked up, repaired and replaced back to the original location within a mutually agreed upon schedule between the PHMC and the contractor. Emergency maintenance is statewide maintenance that is unplanned (example: a marker is hit by a car and needs to be removed from site immediately). Within a reasonable time period, the contractor will provide on-site emergency repairs (straightening bent text plates, touch-up painting, welding, reinstalling markers that have been knocked down) or if the repair cannot be accomplished on-site, remove sign to the contractor's sign shop for repair. If sign is returned to shop for repairs, PHMC and contractor will determine if the cost of the repair is more costly than replacement. These services will be provided on an as needed basis as directed by PHMC. If the contractor is unable to pick up the marker or repair on-site within a two week period, PHMC reserves the right to obtain an outside vendor. In infrequent situations when a damaged marker poses a hazard to pedestrians or motorists, retrieval within twentyfour hours of notification may be required. In some instances, markers may be removed by others (example: Department of Transportation or municipal maintenance crew). PHMC will notify contractor and contractor must arrange retrieval of markers from these storage or holding facilities. Marker Installation PHMC installs new markers from time to time. Contractor will not be responsible to install these new markers. However, contractor may be responsible to install replacement markers, or old markers at a new location, or at the same location but with a new pole. If so, contractor must follow the attached "Specifications for Installation of State Historical Markers" (Exhibit B). Contractor is responsible to contact PA One Call for all ground disturbing activities. If contractor installs a marker in the incorrect location, and if information provided by PHMC was correct, the contractor must rectify the problem within a two week period at no cost to PHMC. 1.3 BID QUESTIONS/BID REVISIONS Questions are due via email to rhojohnson@pa.gov by 2:00pm on Thursday, March 16, 2017. Answers to all questions and/or formal addendums will be posted to www.emarketplace.state.pa.us (click on "Solicitations", enter Solicitation # "6100041936", click on "search") by Monday, March 20, 2017 at 4:00 PM. No other questions will be permitted after this date. All questions and answers will become an addendum to the IFB. The issuing office shall not be bound by any verbal information nor shall it be bound by any written information that is not either contained within the IFB or formally issued as an addendum by the issuing office. If the Issuing Office deems it necessary to revise any part of this bid, bid bulletins will be posted to www.emarketplace.state.pa.us (click on "Solicitations", enter Solicitation# "6100041936", click on "search"). It is he potential vendor's responsibility to periodically check the website for any new or revised bid information or addenda prior to submission of the bid. If a bid bulletin has been issued, bidder must print the bulletin, sign and return the bulletin as part of the bid package.
1.4 BID SUBMISSION Bids will only be accepted electronically. Please go to the PA Supplier Portal https://pasupplerportal.state.pa.us to bid on this solicitation. No paper bids, faxes, or emails will be accepted. Please note the bidder assumes the responsibility to ensure that the bid is submitted electronically by 2:00 PM on Friday, March 31, 2017. PHMC will not be responsible for bids that were submitted incorrectly. It is the responsibility of the bidder to contact the issuing office to assure the bid was received prior to the bid opening date and time. Bids received after the bid opening date and time will be rejected. 1.5 INFORMATION REQUIRED FROM BIDDER To be considered, bids must respond to all requirements and attach the documents with your electronic bid response. Any other information thought to be relevant, but not applicable to the categories below, should be provided as an attachment to the required bid information. Paper copies, emails, or faxes of the attachments WILL NOT BE ACCEPTED. Submit company information to support your company has the background to support the scope of work. Submit a letter demonstrating a clear understanding of the services to be performed in Section 1.2 of the General Requirements. Submit a statement that you can provide: 1) all services noted in the "PHMC Marker Maintenance Contract Requirements (Exhibit C) and 2) a statement that you have the ability to supply the equipment listed in the PHMC Marker Maintenance Tool/Supply List (Exhibit D) Submit two (2) references, including names, addresses and email addresses, and telephone numbers, who can attest to the bidder's qualifications of similar projects your company is currently supplying or has supplied in the past 2 years. Bid Addendums (if issued) must be signed and attached to the electronic response. 1.6 CONTRACT INVOICING The contractor may invoice on an as needed basis BUT all outstanding invoices for each fiscal year (July 1 - June 30) are to be submitted by August 31 st. There are two invoicing submission options: the preferred method is by email to 69180@pa.gov or by mail to the address indicated in the Bill To: section on the first page of the purchase order. A copy of the invoice plus supporting documentation (Cyclical and Emergency Maintenance Action Report and Marker Maintenance Trip Logs) must also be submitted to the Program Manager. Contractor must submit itemized invoices naming each repaired marker, including county and location information and the specific repairs made to each.
An invoice will be approved for payment generally when historical markers are replaced back to their original location and a finalized Cyclical and Emergency Maintenance Action Report (with before and after photos noting when the sign was returned and reinstalled) has been submitted. Exceptions to this general invoicing rule may occur but only with Program Manager approval. 1.7 CONTRACT AWARD CRITERIA Contractor must be able to supply all services listed in this bid package. Contractor must receive satisfactory reference checks Contractor submitted the lowest price 1.8 TERM OF PURCHASE ORDER The term of the purchase order will commence on the Effective Date or July 1, 2017 (whichever date is later) and will terminate on June 30, 2019. The contractor shall not start the performance of any work prior to the Effective Date of the Purchase Order and the Commonwealth shall not be liable to pay the selected contractor for any service or work performed or expenses incurred before the effective Date of the purchase order. Further, the purchase order may be mutually renewed for a maximum of three (3) additional one (1) year terms. The renewal may be exercised as individual or multiple year terms. Any renewal will be under same terms and conditions. If the renewal option is executed, the optional renewal years may include negotiations for price adjustments. However, prices for any renewal periods exercised may not increase by more than three percent (3%). 1.9 REPORTING REQUIREMENTS Contractor must fill out a PHMC Cyclical and Emergency Maintenance Action Report (Exhibit A) when either cyclical or emergency maintenance is performed at the site location or the marker is removed for maintenance. If the contractor will provide maintenance at the marker location, this report will include a digital photograph prior to maintenance, GIS coordinates, specific repairs made to the marker and a digital photograph after maintenance. If the contactor must remove the marker, the report will include a digital photograph prior to maintenance, GIS coordinates and specific suggested repairs that will be made to the marker. The reports should be faxed or scanned and submitted to the Program Manager. After the maintenance has been performed and marker has been placed back at the original location, a digital photograph after maintenance and a completed Cyclical and Emergency Maintenance Action Report form must be prepared and submitted via fax or scan to the Program Manger.
1.10 MATERIAL PURCHASES AND TRAVEL Material purchases are allowable and may be reimbursed if contractor submits an itemized invoice for these expenses and the expenses are approved by the program manager. Since estimating the cost of materials is difficult for as needed work, materials will not be part of the bid submission. Materials will be reimbursed at cost. Contractor will be reimbursed for associated travel costs as per Management Directive 230.10, Amended. A copy of this management directive can be viewed at http://www.portal.state.pa.us/portal/server.pt?open=512&obj1d=711&mode=2&in hi us erid=2&cached=true (left side of screen), click on management/administrative support (205-260), and click on 230.10. Contractor must have a schedule to coordinate the maximum number of markers to be repaired/removed in one day that is as efficient as possible. If excessive travel is suspected and unjustified by the contractor, this travel may not be reimbursed by PHMC. Travel will involve the entire state of Pennsylvania. If the contractor will be using more than two employees to complete repairs/removal, etc., a justification will be needed as to why more than two employees were needed. Contractor must complete a Marker Maintenance Trip Log (Exhibit E) for each trip (mileage to and from each marker must be noted on this form). 1.11 INSURANCE REQUIREMENTS The Contractor is required to have in place during the term of the Contract and any renewals or extensions thereof, Worker s Compensation and Public, Liability and Property Damage Insurance per section V.43 CONTRACT- 045-1 Insurance- General in the terms and conditions of the bid and should be issued by companies acceptable to the Commonwealth and authorized to conduct such business under the laws of the Commonwealth of Pennsylvania. Other insurance that must be provided by the contractor is: Automobile Insurance: The Contractor shall also provide at its sole expense and maintain in full force and effect during the term of this agreement, automobile insurance for all personnel vehicles used by the vendor to perform services under this agreement. Prior to commencement of the work under the 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 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. The Commonwealth shall be under no obligation to obtain such certificates from the Contractor. Failure by the Commonwealth to obtain certificates shall not be deemed as a waiver of the Contractor s obligation to obtain and furnish certificates. The Commonwealth shall have the right to inspect the original insurance policies.
1.12 VENDOR/SUPPLIER REGISTRATION NUMBER The contractor must apply for a Commonwealth vendor/supplier registration number to be able to submit an electronic bid response. To register to become Commonwealth vendor, please go to PA Supplier Portal at https://pasupplerportal.state.pa.us. IMPORTANT IFB DATES March 2, 2017- IFB is released March 16, 2017 by 4:00 PM- IFB questions are due March 20, 2017- IFB Bulletin and/or Answers to Questions Posted March 31, 2017 by 2:00 PM- Bid is due electronic submission only ATTACHED EXHIBITS Exhibit A - Cyclical and Emergency Maintenance Action Report Exhibit B - Specifications for Installation of State Historic Markers Exhibit C - PHMC Marker Maintenance Contract Requirements Exhibit D - PHMC Marker Maintenance Tool/Supply List Exhibit E - Marker Maintenance Trip Log