Project Information

Bid Title

Roofing Systems Maintenance

Issuing Agency

State Government of Pennsylvania

Location

Pennsylvania

Published Date

Apr 24, 2026

Closing Date

May 8, 2026

Government Level

State & Local

Status

Closed

Ref. #

6100065877

Original Source

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Bid Documents

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Project Description

General Information
Department for this solicitation:	Procurement
Date Prepared:	04/24/26	Types:	IFB
Advertisement Type:	Service Materials Service & Materials PW Construction Agency Construction Real Estate
Solicitation/Project#:	6100065877	Solicitation/Project Title:	Roofing Systems Maintenance
Description:	This solicitation shall provide maintenance, inspections, and repairs of roofing systems for all York County PennDOT locations by way of replacement or repair of existing parts as deemed beneficial to the Commonwealth as determined by the Department Representative.

Department Information
Department/Agency:	Department of Transportation	Delivery Location:	1920 Susquehanna Trail N  York  Pa 17404  Multiple Locations  See Statement Of Work Appendix B
County:	York	Duration:	1 yr with 4 optional 1yr renewals

Contact Information
First Name:	Jolene	Last Name:	Wagner
Phone Number: (XXX-XXX-XXXX)	717-718-6984	Email:	jolewagner@pa.gov

Solicitation Information
Bids must be received by the purchasing agency on the Solicitation Due Date no later than the Solicitation Due Time as set forth in the solicitation. Any conflict between the dates and/or times contained in the solicitation itself or its attachments and this advertisement shall be resolved in favor of the solicitation.
Solicitation Start Date:	04/24/26
Solicitation Due Date:	05/08/26	Solicitation Due Time:	10:00 AM
Solicitation Opening Date:	05/08/26	Solicitation Opening Time:	12:00 PM
Opening Location:	Virtual On Microsoft Teams    1920 Susquehanna Trail N  York  Pa 17404
No. of Addendums:	0
Amended Date:	04/24/26

Related Solicitation Files

Original Files Statement of Work - Roofing Systems Maintenance 2026.pdf Terms and Conditions - Roofing.pdf Americans with Disabili??es Act (February 2024).pdf Automated Clearing House (ACH) Payments (February 2024).pdf Billing Requirements (July 2021).pdf Contractor Information Form.pdf Contractor Responsibility (2024).pdf Enhanced Minimum Wage Provisions (February 2024).pdf Worker Protection and Investment Cert Form (BOP 2201).pdf

Attachment Preview

EXHIBIT A - STATEMENT OF WORK

ROOFING SYSTEMS MAINTENANCE OF STOCKPILE BUILDINGS FOR ALL

YORK COUNTY PENNDOT LOCATIONS

CONTACT PERSONS:

Facilities Manager: Sean Smoker

Contract Administrator: Jolene Wagner

Phone: 717-718-6983

Phone: 717-718-6984

1920 Susquehanna Trail N, York, PA 17404

PURPOSE: This statement of work shall provide for the Maintenance / Inspections / Repairs of

roofing systems for all York County PennDOT locations, by way of replacement or repair of

existing parts as deemed beneficial to the Commonwealth as determined by the Department

Representative. The replacement materials must be new, of the same exact component or a new

upgraded component. All repairs must be authorized by the Department Contract Administrator

or Facilities Manager.

GENERAL SPECIFICATIONS:

1. All preventative maintenance and inspection work will be performed between the hours of

7:00am and 3:00pm daily, except Saturday, Sunday, and Holidays. The Facilities Manager or

Contract Administrator may authorize work on Saturday and Sunday, only as necessary. No

work shall be scheduled to occur on the following holidays unless written permission to do

so is provided by the Facilities Manager or Contract Administrator:

a. New Year’s Day

b. Dr. Martin Luther King Jr Day

c. President’s Day

d. Memorial Day

e. Juneteenth

f. Independence Day

g. Labor Day

h. Columbus Day

i. Veteran’s Day

j. Thanksgiving Day

k. Day after Thanksgiving Day

l. Christmas Day

Contractor shall be available for call-out on a 24-hour basis.

Contractor shall provide names and telephone numbers for individual(s) in the company who

may be contacted should an emergency occur.

Access to the stockpile will include accompaniment by a Department employee, unless

otherwise authorized by the PennDOT Facilities Manager

2. Non-emergency repairs requested shall be scheduled within three (3) work days of initial

notification.

3. Emergency is defined as:

 The event of a natural disaster or fire – when the building would need to be

stabilized or made safe to work around.

Emergency service work performed between the hours of 7:00am and 3:00pm daily, except

Saturday, Sunday, and Holidays, receive the same labor rate. Emergency service performed

at hours other than those above will be billed at an overtime rate.

Department will state during the request notification if the call-out is an emergency.

Contractor must be able to respond and perform emergency repairs 365 days a year, 24 hours

a day. The contractor is responsible to have a technician on site within one (1) hour of the

initial emergency call-out request. Emergency repairs may occur on a limited basis after

3:00pm until 7:00am weekdays and weekends from Friday at 3:00pm until Monday at

7:00am and State Recognized Holidays.

4. Contract Period: begins when PO is fully executed through 06/30/2027 and shall be

approximately one (1) year with four (4) optional one (1) year renewals. Each renewal will

be mutually agreed upon by the Contractor and the Commonwealth. Renews at original bid

rates, rate increase not included. Quantities may be increased following proper approval

process due to planned or emergency projects per budget allowances. Quantities are

estimated.

5. Contractor business location must be no more than 60 miles from any stockpile location in

York County, see Appendix B, to be eligible for this maintenance contract.

6. Length of time to complete project after given notice to proceed with repairs should not

exceed 60 calendar days.

7. Experience Required: Contractors bidding on this contract are required to have a minimum of

five (5) years of roofing experience and be accustomed to maintenance all roofing systems.

Contractor is required to provide documentation justifying their roofing experience meets the

above requirements.

Contractor must furnish a copy of their current insurance certificate upon award of bid.

8. Contractor Qualification:

ONLY CERTIFIED SMALL BUSINESSES ARE ELIGIBLE FOR AWARD: PennDOT

has designated this contract as a Small Business Procurement to provide DGS-certified small

businesses with opportunities to compete against other DGS-certified small businesses for

Commonwealth agency and DGS statewide contracts under the Small Business Procurement

Initiative (SBPI) set forth in Executive Order 2011-09. Only certified small businesses are

eligible to submit a bid and receive an award. The small business requirements and

certification process can be found on the following site:

https://www.dgs.pa.gov/Small%20Business%20Contracting%20Program/Pages/default.aspx

The Small Business Certification will be provided after a supplier completes the self-

certification process on the SBPI website. A valid Department of General Services (DGS)

Small Business certificate will be required as part of the bid in order to be deemed a

responsive bidder

9. Pre-Quote Meeting: There will be no pre-quote meeting.

Contractor may visit any of our 12 stockpile sites to become familiar with the

maintenance needs of each location before bidding.

Tours can be scheduled during our business hours: Monday-Friday, 7am-3pm.

Call Sean Smoker at: 717-718-6983 to schedule

10. Questions & Answers: All questions pertaining to Solicitation #6100065877 must be made

prior to 05/01/2026 at 10:00A.M. (EST). All questions and answers will be posted to the

Solicitation in eMarketplace for public viewing

11. Bid Prices: shall include all travel, labor, equipment, overhead, and profit. Time starts upon

arrival at the jobsite and ends when leaving the jobsite. Award shall be based on the total low

bid for all line items. All quantities are estimated and may not reflect actual quantities.

PUBLIC BID OPENING: Public Bid Opening Will Be Held Virtually via Microsoft Teams

on 05/08/2026 at 11:00A.M. (EST). Please contact Jolene Wagner at jolewagner@pa.gov for

meeting invitation

12. Pre-Service Kick-off Meeting: A Pre-Service Kick-off Meeting will be scheduled by the

PennDOT Project Manager or Designee and will occur within 14 days after the fully

executed purchase order is delivered to the awarded Contractor. The Contractor’s

Representative, Contractor Project Manager, and Foreperson must be present. The meeting

will be held at a mutually agreed upon location. Topics to be discussed include bullet points

from this statement of work, documentation, and other Contractor responsibilities as required

within the scope of work as well as any other contract Terms and Conditions.

13. Service Performance Standards: Services are to be performed in accordance with the

PennDOT Publication 23 – Maintenance Manual, Chapter 12.

All repairs shall be performed in accordance with the OEM specifications. All work shall be

performed in a safe and orderly manner with minimum interference to persons using the

facility. The contractor shall be aware of the latest safety regulations when entering confined

areas. When working in such areas, all precautions shall be taken as required by these

regulations. The Contractor shall comply with OSHA safety requirements,

Federal/State/Local laws, codes, and ordinances which relate to this scope of work

14. Executive Order 2021-06, Worker Protection and Investment:

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 that they are in 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

15. Contractor shall furnish the personnel and equipment of the type, condition, and quantity

necessary for the proper and productive execution of the contracted work.

Contractor shall be responsible for the disposal of items/materials removed to an approved

site unless otherwise indicated to be retained by the Facilities Manager.

16. Contractor shall maintain all equipment in good condition, subject to acceptance by

PennDOT, prior to and during use in connection with this contract.

17. Contractor shall provide all lubricants, fuel, fluids, and antifreeze for equipment. Contractor

shall ensure that all equipment and operators are in conformance with applicable PA Motor

Vehicle Laws and Federal regulations

18. The authorized Department Representative calling for service must provide their name, title,

and phone number. This information must appear on the service call work order. The work

order is to be completed with a description of work and services needed along with a cost

estimate for repairs. The work orders are to be signed by the Department Representative and

the Contractor’s Service Technician. A copy is to be given to the Department. Estimate may

be waived per Facilities Manager or Contract Administrator discretion.

19. All labor and materials used at this facility will be documented on a Confirmation of Service

Form (OS-501). This form will be signed by the contractor’s representative and

faxed/emailed to the Department Contract Administrator following completion of work

assignment. Supporting documentation for materials used will be attached to the OS-501 and

the invoice. This form shall serve as backup documentation for payment. Invoices shall be

submitted to the Comptroller’s Office listed on the Purchase Order within 30 calendar days

from the date of service. Untimely or incomplete submissions of the invoice, OS-501, and

any required supporting documentation may delay processing of payment.

20. Two (2) instances of failure to respond within the timed constraints, unless otherwise

permitted in writing by the Department Contract Administrator, can constitute a violation of

the contract which gives the Department, at its discretion, the right to cancel the contract and

retain services from the next lowest bidder and surcharge the low bidding contractor for cost

differences incurred during current contract term.

21. The Contractor shall repair or replace any of PennDOT’s property, real or physical, or private

property damaged during the performance of their duties at no additional cost to PennDOT.

SCOPE OF WORK:

The Contractor shall provide preventative maintenance, testing and/or inspections services to

roofing systems managed by the Department. Any repair service performed must be as a direct

result of and be required to complete the specific preventative maintenance and or inspection

activities. All repairs shall be performed in accordance with the OEM specifications. All work

shall be performed in accordance with National Roofing Contractors Association Codes and

Standards and with all State and Local laws, codes, and ordinances which relate to the work.

All work shall be performed in a safe and orderly manner with minimum interference to persons

using the facility. The contractor shall be aware of the latest safety regulations when entering

confined areas. When working in such areas, all precautions shall be taken as required by these

regulations. The Contractor shall comply with all local, state, and federal laws and with OSHA

safety requirements.

Time starts upon arrival at the job site and ends when leaving the job site.

Contractor must pay any sub-contractor for services requested by the Contractor.

1. Repairs

The Contractor shall make repairs as needed to the roofing system that will maintain the systems

watertight integrity and warranty the work performed for 180 days from last date of service of

project. Some repairs may be made under warranty from manufacturer, some will be made

through the use of this contract.

Contractor shall be available for emergency calls on a 24-hour basis.

The contractor is responsible to have a technician on site within one (1) hour of the initial

emergency call-out request

Commodity Codes

• NAICS 238160Roofing Contractors

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