Project Information

Bid Title

Hamburg Center Grounds Maintenance

Issuing Agency

State Government of Pennsylvania

Location

Pennsylvania

Published Date

May 1, 2026

Closing Date

May 15, 2026

Government Level

State & Local

Status

Closed

Ref. #

6100066013

Original Source

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Bid Documents

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Project Description

General Information
Department for this solicitation:	Procurement
Date Prepared:	05/01/26	Types:	IFB
Advertisement Type:	Service Materials Service & Materials PW Construction Agency Construction Real Estate
Solicitation/Project#:	6100066013	Solicitation/Project Title:	Hamburg Center Grounds Maintenance
Description:	This solicitation is for general grounds maintenance required at the Hamburg Center in Windsor Township, Berks County at 3560 Old Route 22, Hamburg, PA. All quantities are estimated. All bidders must submit their bids electronically through the Commonwealth’s electronic system (SRM) via the PA Supplier Portal:  www.pasupplierportal.state.pa.us If you experience difficulty with the bidding, please contact the Supplier Service Center at (877) 435-7363 and choose option #1. No mailed bids will be accepted. All line items must be bid, or your bid will be considered void. The service period shall be for two (2) years, commencing on the validity start date listed on the fully executed purchase order (PO).  This PO will have three one-year renewal options. The bid prices may be adjusted for each renewal period based solely upon any increases as indicated in the Federal CPI for that month and year as compared to the CPI baseline of July 2026. Each renewal option shall be at mutual consent. The Commonwealth reserves the right, upon notice to the Contractor, to extend any single term of the Contract for up to three (3) months upon the same terms and conditions. A public bid opening will be held virtually via Microsoft Teams on Friday, May 15, 2026, at 2:00 P.M. (EST). Please contact Jodi Wilson (jodwilson@pa.gov) for a meeting invitation. All questions pertaining to this solicitation should be submitted in writing to Jodi Wilson (jodwilson@pa.gov) and must be made prior to Monday, May 11, 2026, at 11:00 A.M. (EST). All questions and answers will be posted to the solicitation in eMarketplace for public viewing. A pre-bid conference will be held virtually via Microsoft Teams on Thursday, May 7, 2026, at 9:30 A.M. (EST). Please contact Jodi Wilson (jodwilson@pa.gov) for a meeting invitation. Suppliers may visit the site by appointment only. Site visits should be scheduled by contacting Jodi Wilson (jodwilson@pa.gov). The PO created from this solicitation will have an additional line item for parts allowance.  An allowance of $5,000.00 per year will be allotted for parts.  Vendor is required to submit documentation with invoices for the cost of the parts. 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

Department Information
Department/Agency:	Department of Transportation	Delivery Location:	3560 Old Route 22 Hamburg  Pa
County:	Berks	Duration:	2 Year Initial Term with 3 one-year renewal options

Contact Information
First Name:	Jodi	Last Name:	Wilson
Phone Number: (XXX-XXX-XXXX)	717-425-7861	Email:	jodwilson@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:	05/01/26
Solicitation Due Date:	05/15/26	Solicitation Due Time:	2:00 PM
Solicitation Opening Date:	05/15/26	Solicitation Opening Time:	2:00 PM
Opening Location:	Virtually Via Microsoft Teams On Friday  May 15  2026  At 2 00 P M  Est  Please Contact Jodi Wilson  Jodwilson Pa Gov  For A Meeting Invitation
No. of Addendums:	0
Amended Date:	05/01/26

Related Solicitation Files

Original Files SOW Hamburg Center Mowing Snow Removal and Grounds Maintenance Final.pdf Terms and Conditions.pdf Worker Protection and Investment Cert Form (BOP 2201).docx DomesticWorkforceUtilizationCertificationForm_MultipleAward.pdf

Attachment Preview

Pennsylvania Department of Transportation Hamburg Center

Mowing, Snow Removal and Grounds Maintenance

Statement of Work

1) DESCRIPTION

a) General grounds maintenance is required at the Hamburg Center in Windsor Township, Berks

County at 3560 Old Route 22, Hamburg, PA. The total estimated acres to be maintained: weekly

maintenance area is approximately 7.5 acres of the property and will also include the driveways

and roadways of the property. Snow Removal Maintenance in the event of snow will also be

required. The Contractor shall furnish all equipment, personnel and materials for performing

grounds maintenance work in all areas as outlined.

2) PUBLIC BID OPENING

a) A public bid opening will be held virtually via Microsoft Teams on Friday, May 15, 2026, at 2:00

P.M. (EST). Please contact Jodi Wilson (jodwilson@pa.gov) for a meeting invitation.

3) QUESTIONS & ANSWERS

a) All questions pertaining to this solicitation should be submitted in writing to Jodi Wilson

(jodwilson@pa.gov) and must be made prior to Monday, May 11, 2026, at 11:00 A.M. (EST). All

questions and answers will be posted to the solicitation in eMarketplace for public viewing.

4) PRE-BID CONFERENCE

a) A pre-bid conference will be held virtually via Microsoft Teams on Thursday, May 7, 2026, at 9:30

A.M. (EST). Please contact Jodi Wilson (jodwilson@pa.gov) for a meeting invitation.

5) SITE VISITS

a) Suppliers may visit the site by appointment only. Site visits should be scheduled by contacting Jodi

Wilson (jodwilson@pa.gov).

6) DOCUMENTATION

a) All documents requested must be received prior to the bid opening date and time. Any information

or documentation received after the bid close date and time will not be taken into consideration.

Bidders shall provide the information below with their bid submissions. Bidders will be

responsible for uploading these documents as attachments in the Supplier portal:

i) Worker Protection and Investment Certification Form (BOP 22-01)

ii) Domestic Workforce Utilization Form

iii) Certificate of Insurance

7) ONLY CERTIFIED SMALL BUSINESSES ARE ELIGIBLE FOR AWARD

a) 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

8) MOWING AND GROUNDS MAINTENANCE

a) Grounds maintenance shall include all items listed below:

i) Mowing and grounds maintenance of the property closest to Rt 22. Area 1 (Exhibit A-sections A,

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Pennsylvania Department of Transportation Hamburg Center

Mowing, Snow Removal and Grounds Maintenance

Statement of Work

B & C) is approximately 6.5 acres, and Area 2 (Exhibit A- sections E & D) is approximately 1 acre

running directly parallel to Rt 22). Area “G” on Exhibit A is approximately 250 sq. ft. of

mowing around the barn. Cutting shall begin approximately mid-April and continue until

approximately October 31. Grass shall be cut to a height of three to four inches. The mowing of

area #2 is to be from roadway edge of Old Rte. 22 to approximately thirty feet (30’) inward of

the property. Partial mowing in this area is unacceptable.

ii) No mowing will be needed during periods of drought or low rainfall causing slow grass growth.

If the grass is below 4 inches in overall height mowing should not be performed.

iii) Mowing and Grounds maintenance, including all trash and debris around designated Project field

office and Security office and vehicle parking area as shown on Exhibit A

iv) Mowing and Grounds maintenance, including all trash and debris around the Solarium and

Auditorium buildings including the walkways as shown on Exhibit A

v) Mowing and grounds maintenance, including all trash and debris removal three feet (3’) on

either side of

(1) Driveway 1– PEMA Building Side

(2) Driveway 2 – Project Office and Auditorium Building side

(3) Driveway 3 – Pond Road (main roadway through campus)

b) Monthly-Mowing and Grounds maintenance of the cemetery (Exhibit A item F) includes exposing

and trimming around grave markers and repairing any damaged or missing sections of the split rail

fence as identified by PennDOT.

c) Monthly-Mowing and Grounds maintenance (Exhibit A item “F”) of the two (2) vehicle pathways

that access the cemetery from the lower access pathway by the Maintenance building and the upper

access pathway by building unit #1

i) The Contractor is to ensure the area is clear of fallen trees/branches until snowfall prevents

access.

ii) Upper Pathway to be maintained at a ten (10) foot width until nearing the tie into the lower

pathway.

d) Monthly- Grounds maintenance (Exhibit A-Item H) ensuring all fallen trees/branches are removed

ensuring clear passage for vehicles year-round and upon request.

e) Remove all trash and debris from grass areas prior to the start of mowing operations. Debris

removal includes downed tree branches twenty-five (25) feet and less.

f) Driveways, roadways, and concrete access points to designated buildings are to be swept clean

of lawn maintenance debris.

i) Building access areas (Sidewalks, Ramps, Steps) for lawn maintenance and snow removal

will be identified on Exhibit A.

g) The Contractor must trim the grass and weeds at signs, trees & light poles within the designated

mowing areas identified in the scope of work.

h) All of the organic debris such as tree limbs, leaves and grass clippings shall be disposed of on site

at a designated area. Tree limbs and branches are to be chipped and discharged in designated

areas.

i) No trash or food waste shall be disposed of on site; the vendor will be responsible for

disposing of all trash and food waste offsite at their expense.

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Pennsylvania Department of Transportation Hamburg Center

Mowing, Snow Removal and Grounds Maintenance

Statement of Work

ii) MAP

9) BI-WEEKLY/MONTHLY ACTIVITIES

a) Ensure roadway/driveway areas are clear of debris leading to buildings for emergency response

and security needs.

b) Debris removal includes downed tree branches twenty-five (25) feet and less.

10) SPRING CLEANUP/FALL ACTIVITIES

a) Spring work shall be completed before May 15th of each year and Fall work by November 15th of

each year:

i) Rake and remove all fallen limbs and debris up to two to three (2-3) feet from all roadways

around the campus as outlined including stairs, stairwells and basement access areas around

the Solarium and Auditorium buildings.

ii) Rake and remove all fallen limbs and debris Thirty Feet (30’) from the roadway edge of Old

Rte.22 inward toward the campus and within four feet (4’) of either side of.

(1) Driveway 1– PEMA Building Side

(2) Driveway 2 – Project Office and Auditorium Building side

(3) Driveway 3 – Pond Road (main roadway through campus)

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Pennsylvania Department of Transportation Hamburg Center

Mowing, Snow Removal and Grounds Maintenance

Statement of Work

11) WINTER ACTIVITIES – SNOW REMOVAL

a) When snowfall activities occur in accumulations of ½ inch or more of snow, freezing rain or icing

conditions the vendor is to use plowing and or salt application to ensure roadway/driveway areas

are clear of snow leading to buildings for emergency response and security needs. The

roadways/driveways must be in an easily passable condition.

b) Debris removal includes downed tree branches twenty-five (25) feet and less.

c) Salt main entry driveways

i) Driveway 1 – (PEMA Building Side)

ii) Driveway 2 – (Project Office and Auditorium Building side)

iii) Driveway 3 – Pond Road (main roadway through campus)

iv) All roadways within the campus

d) Snow removal of Identified walkways, ramps, and steps leading to the entrance of buildings.

identified on Exhibit A

e) Snow removal at Project and Security office parking area including walkway and entrances to the

Project and Security office.

f) Salt Storage- PennDOT will provide De-icing Salt for the vendor to treat the campus roadways and

at the designated building entrances. Salt will be stored on site in the Salt Storage building on

campus. The vendor is required to document approximate material usage per storm event and must

return unused material back to the salt storage building prior to exiting the campus after the storm

event.

12) LEAF REMOVAL

a) All leaves and debris shall be removed from the turf areas, roadways, and around

buildings/building entrances. PennDOT will direct the vendor where to deposit leaves on the

property. Fallen branches larger than 2” in diameter shall be chipped. PennDOT will instruct

the vendor where to deposit them on the property.

b) It is anticipated that this work will be required after most of the leaves have fallen during the

period from October 1 to December 10. There will be three (3) performances of this operation

in Areas #1 & Area #2. If additional areas are identified for leaf removal outside of Area #1 &

Area #2 the Department will discuss adding a supplement/addendum to the contract

c) Should the Contractor use a mower to shred the leaves, the Contractor will be paid the bid for

“Leaf Raking or Shredding,” only.

13) MATERIALS

a) The Contractor shall provide all lubricants, fuels, transportation and equipment necessary to

perform the necessary work, PennDOT will provide the salt only.

14) EQUIPMENT

a) The Contractor shall furnish the necessary equipment and tools required to maintain the safety of

The Hamburg Center. Such items shall include, but are not limited to power mowing equipment,

edgers, sprayers, leaf blowers, lime spreader and hand tools such as rakes, shovels, pruning shears

and other equipment.

15) PERSONNEL

a) The Contractor shall provide one (1) foreman, skilled in landscape maintenance practices, and as

many workers as are necessary to meet the requirements of these specifications.

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Pennsylvania Department of Transportation Hamburg Center

Mowing, Snow Removal and Grounds Maintenance

Statement of Work

16) SAFETY

a) The Contractor shall perform all specified work with the knowledge that the property roadways are

to be kept clear for employees and emergency response, the front by Old Route 22 needs to be

clearly maintained for the safety of the traveling public. Maintenance work shall be performed with a

minimum amount of interference to the site’s operations. Grounds maintenance should not be

performed on weekends or holidays.

b) Special precautions shall be taken when using mowers and all other equipment near the

buildings. The discharge from rotary mowers shall, always, be pointed away from walks,

buildings, parking lots and other areas where people may be working.

17) BASIS OF PAYMENT

a) Failure to submit all payment documents will lead to delays in payment of invoices as they will

be returned to the Contractor for correction.

b) The vendor shall invoice 1 time per month for all services rendered. Billing period equals

1 calendar month.

c) Two sets of invoice documents must be submitted.

i) Set one: Original Contractor’s invoice. Submit to the COMPTROLLER at 69180@pa.gov or

to the address on the face of the Purchase Order.

ii) Set two: Copy of Contractor’s invoice, Suppliers’ original invoices, and the OS-501

“Confirmation of Services” form. This set shall be submitted to Bureau of Office Services,

Facilities Management Division, Keystone Building, 400 North Street, Harrisburg, PA 17120 and

via email to ra-FMDHamburg@pa.gov.

d) Gound maintenance and mowing shall be paid per performance.

e) Spring cleanup shall be paid upon completion of work. This item also includes the

placement of the mulch.

18) WORK NOTIFICATION

a) The Contractor shall contact the Facility Management Division’s Construction Project Administrator

(CPA) with any questions or problems that arise. A contact name and number will be provided to

the vendor after the purchase order is awarded.

19) SERVICE PERIOD

a) The service period shall be for two (2) years, commencing on the validity start date listed on the

fully executed purchase order (PO). This PO will have three one-year renewal options. The bid

prices may be adjusted for each renewal period based solely upon any increases as indicated in the

Federal CPI for that month and year as compared to the CPI baseline of July 2026. Each renewal

option shall be at mutual consent.

b) Renewal notice will be provided approximately 90 days prior to the expiration of the purchase

order.

20) EXTENSION OF CONTRACT TERM

a) The Commonwealth reserves the right, upon notice to the Contractor, to extend the term of the PO

up to three (3) months upon the same terms and conditions.

21) STRATEGIC ENVIRONMENTAL MANAGEMENT PROGRAM

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Commodity Codes

• NAICS 561730Landscaping Services

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