I. Work Objective

I. WORK OBJECTIVE:

The Department of Human Service, Selinsgrove Center is seeking a supplier to provide loose, coarse Solar Salt to three (3) each remove brine tanks. Contract will be awarded to the lowest responsive supplier.

II. BACKGROUND INFORMATION:

LOCATION: Selinsgrove Center, 1000 Route 522, Selinsgrove, PA 17870

III. LENGTH OF AGREEMENT:

The anticipated term of the contract will be one (1) year beginning July 1, 2016 through June 30, 2017 and may be renewed annually up to four (4) more years.

The beginning date of the term of the contract is an estimate only. The contract will not be valid or enforceable until fully executed, approved, and delivered to the contractor. No payment can be made for services provided prior to delivery of the contract to the contractor.

IV. PHASES:

This contract is for material only. No cleaning or maintenance service will be performed under the terms of this contract.

In the event the brine tanks need repairs or service, the supplier will notify the Contract Monitor to discuss before action may be taken.

The supplier will provide bulk, loose, coarse, solar salt that is white in color and free of any debris or foreign material.

Deliveries may range from 3 to 4 tons per tank per delivery. Deliveries may be made Monday through Friday 7:30am – 2:00pm.

Trucks will be weighed before and after pick-up at weigh scale near the facility at K & L Feeds, 2243 Route 522, Selinsgrove, PA 17870. A copy of the weigh slips will need to be forwarded to facility to be verified against the invoice. If the awarded supplier has a truck equipped with a scale, the supplier will not be required to get weighed.

The supplier will record usage and make AUTOMATIC deliveries when records indicate the brine tanks need product or when the facility calls for delivery.

The contractor shall designate a person who shall be familiar with the contract and authorized to act on the contractor’s behalf in resolving any issues relating to the contract and who shall be available to the facility during regular business hours and emergency requests.

The contractor’s contact person shall be: ______Telephone No: ______Emergency Telephone No.: ______Email: ______

PAYMENT PROVISION: Failure to submit invoices in compliance with the following instructions may result in the invoice being returned to the contractor and substantially delay processing of payment. The contractor shall be paid upon satisfactory completion of work performed and submission of an invoice on the contractor’s letterhead, in triplicate. The invoice should contain at minimum the information listed below: 1. Contract Number 2. Contractor’s Federal Employer’s Identification Number (EIN) 3. Date of invoice 4. Date(s) on which service was provided 5. Description of service provided 6. Number of hours of labor charged and rate per hour 7. Itemized list of parts used with part number, description, unit price 8. Total amount charged.

Invoice must be submitted by US Mail to:

Commonwealth of Pennsylvania – PO Invoice PO Box 69180 Harrisburg, PA 17106

Or By Email: [email protected]

A copy of the invoice may be mailed to Selinsgrove Center or faxed to 570.372.2544.

Invoices will be verified and approved by the Contract Monitor prior to payment being made.

The contractor shall be paid only for materials accepted by the facility. Mileage and travel time costs are to be included in the bid prices. No additional reimbursements will be made to the contractor other than for the bid prices.

The contractor agrees to provide the services described in the Invitation for Bid (IFB) in accordance with the provisions of the specifications.

Interested bidders must perform a site visit. Site visits may be scheduled by contacting the Contract Monitor.

V. TECHNICAL REQUIREMENTS:

The definitions of the following terms shall apply:

Facility – Selinsgrove Center, a center operated by the Pennsylvania Department of Public Welfare

Supplier – the party that has been awarded a contract based on this specification.

The facility has the right to request proof of qualifications for all persons performing services under the contract.

VI. MEASURES:

The contractor shall report to the Contract Monitor upon arrival at the facility. Each service visit shall be recorded on a service acknowledgement or other acceptable form, prepared by the contractor, which shall provide the following information:

a. Contractor’s name b. Date service provided c. Time serviceman arrived at the facility d. Time servicemen left the facility e. Total time serviceman spent at the facility f. Description and location of equipment serviced g. Description of service performed h. Itemized list of parts used i. Signature of Serviceman j. Signature of Contract Monitor or designee

VII. MISCELLANEOUS ISSUES:

The Contract Monitor on behalf of Selinsgrove Center will be:

Doug Emery, Water Plant Chief Operator Selinsgrove Center Selinsgrove, PA 17870 Telephone: 570.372.5747

The facility requires all contractors to visit job site which will include visual inspections. Contact Doug Emery, 570.372.5747 for an appointment. A completed signed site visit must accompany bid package.

Due to concerns over privacy, confidentiality, security, and sensitivity;

1. Living areas where individuals reside cannot be accessed unless accompanied by a facility representative. 2. And the use of the photographic capabilities of personal camera, picture, or video cellular telephones is prohibited by Contractors or vendors at Commonwealth owned/leased work sites. This policy does not forbid normal voice use of cellular phones that have photographic capabilities; however, it prohibits the use of the camera-related technology while in Commonwealth work settings.

Violations of this policy may result in termination of contract .