Project Information

Bid Title

High Density Filing Equipment Parent

Issuing Agency

State Government of Pennsylvania

Location

Pennsylvania

Published Date

May 28, 2026

Closing Date

Jun 11, 2026

Government Level

State & Local

Status

Closed

Ref. #

6100065712

Original Source

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Bid Documents

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Project Description

General Information
Department for this solicitation:	Procurement
Date Prepared:	04/01/26	Types:	IFB
Advertisement Type:	Service Materials Service & Materials PW Construction Agency Construction Real Estate
Solicitation/Project#:	6100065712	Solicitation/Project Title:	High Density Filing Equipment- Parent
Description:	High Density Filing Equipment

Department Information
Department/Agency:	All Using Agencies	Delivery Location:	Statewide
County:	Statewide	Duration:	05/01/2027 through 04/30/2032

Contact Information
First Name:	Char	Last Name:	Riley
Phone Number: (XXX-XXX-XXXX)	717-346-4868	Email:	Chariley@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:	06/11/26	Solicitation Due Time:	1:30 PM
Solicitation Opening Date:	06/11/26	Solicitation Opening Time:	1:31 PM
Opening Location:	Electronic Bid
No. of Addendums:	0
Amended Date:	05/28/26

Related Solicitation Files

Original Files 01 T&Cs High Density.pdf 02 Specifications New Contract HIGH DENSITY 2027-2031.pdf 03 BOP-1307 LOBBYING CERTIFICATION FORM.pdf 04 BOP-2201 EO 2021-06 Worker Protection Form BOP FINAL.pdf 05 GSPUR-89 Reciprocal_Limitations_Act_Requirements.pdf 06 BOP-1701 IranFreeProcurementCertificationForm.pdf 07 Cost Submittal Workbook.xlsx COSTARS Program Election to Participate Form - New Vendors.pdf E-AlertsGuide.pdf Electronic Bidding Procedures.pdf Locating and responding to a solicitation (1) 2.19.26.pdf Manufacturers Authorization to Bid Certification.pdf New Vendor Registration Guide.pdf Supplier Registration Guide.pdf VendorAttachingBidDocuments.pdf Flyers/Addendums Addendum 1 2026 0501.docx Addendum 2 2026 0527.docx

Attachment Preview

Table of Contents

SAP

PART I - GENERAL INFORMATION ...................................................................................................................... 3

I.1 IFB-001.1 Purpose (Oct 2006) ............................................................................................................................... 3

I.2 IFB-005.1 Type of Contract (Oct. 2006)................................................................................................................ 3

I.3 IFB-008.1C No Pre-bid Conference (Oct. 2006) ................................................................................................... 3

I.4 IFB-009.1 Questions (February 2012).................................................................................................................... 3

I.5 IFB-010.1 Addenda to the IFB (Oct. 2006)............................................................................................................ 3

I.6 IFB-011.1B Submission of Bids – Electronic Submittal (May 2011).................................................................... 3

I.7 IFB-024.1 Bid Protest Procedure (April 2016) ...................................................................................................... 4

I.8 IFB-025.1 Electronic Version of this IFB (Oct 2006)............................................................................................ 4

I.9 IFB-029.1 Prices (Dec 6 2006)............................................................................................................................... 4

I.10 IFB-030.1 Approved Equal (Nov 2006)............................................................................................................... 4

I.11 IFB-031.1 Alternates (Oct 2013).......................................................................................................................... 4

I.12 IFB-032.1 New Equipment (Nov 2006) ............................................................................................................... 5

I.13 I-IFB-033.1 Modification or Withdrawal of Bid (Nov 2006) .............................................................................. 5

I.14 I-IFB-034.1 Rejection of Bids (Nov 2006) .......................................................................................................... 6

I.15 Submission-001.1 Representations and Authorizations (February 2017) ............................................................ 6

PART II - REQUIREMENTS ..................................................................................................................................... 8

II.1 II-IFB-008.1b Lobbying Certification and Disclosure – Electronic Submission. (Oct 2006). ............................. 8

II.2 II-IFB-016.1 Post-Submission Descriptive Literature (Dec 2006) ....................................................................... 8

II.3 II-IFB-017.1b Reciprocal Limitations Act – Electronic Submittal (February 2007)............................................ 8

II.4 II-IFB-018.1b Iran Free Procurement Certification and Disclosure – Electronic Submittal (November 2016)... 8

PART III - SELECTION CRITERIA.......................................................................................................................... 9

III.1 III-IFB-001.1a Mandatory Responsiveness Requirements (Oct 2006) ............................................................... 9

III.2 III-IFB-006.1c Method of Award - By Manufacturer (April 2011) .................................................................... 9

III.3 III-IFB-007.1 Awards (May 2011) ...................................................................................................................... 9

III.4 III-IFB-008.1 Tie Bids (Nov 2006) ..................................................................................................................... 9

III.5 III-IFB-009.1 Prompt Payment Discounts (Nov 2006) ....................................................................................... 9

III.6 III-IFB-010.1 Option for Separate Competitive Bidding Procedure (Nov 2006)................................................ 9

III.7 III-IFB-014.1 Rebates (Nov 2006) ...................................................................................................................... 9

PART IV - WORK STATEMENT............................................................................................................................ 11

IV.1 IFB-001.1a Specifications (Nov 2006).............................................................................................................. 11

PART V - CONTRACT TERMS and CONDITIONS .............................................................................................. 12

V.1 CONTRACT-001.1b Contract Terms and Conditions (Nov 30, 2006).............................................................. 12

V.2 CONTRACT-002.1a Term of Contract – Contract (May 2012) ........................................................................ 12

V.3 CONTRACT-002.2a Renewal of Contract Term (Nov 30 2006)....................................................................... 12

V.4 CONTRACT-002.2e Renewal of Contract Term; Adjusted Prices in Accordance with Manufacturer Price

Increases (Oct 2013) .................................................................................................................................................. 12

V.5 CONTRACT-002.3 Extension of Contract Term (Nov 30 2006) ...................................................................... 12

V.6 CONTRACT-003.1a Signatures – Contract (July 2015) .................................................................................... 13

V.7 CONTRACT-004.1a Definitions (Oct 2013)...................................................................................................... 13

V.8 CONTRACT-004.2 Defintions (February 2024)................................................................................................ 14

V.9 CONTRACT-005.1a Purchase Orders (July 2015) ............................................................................................ 14

V.10 CONTRACT-006.1 Independent Prime Contractor (Oct 2006)....................................................................... 14

V.11 CONTRACT-007.01a Supplies Delivery (Nov 30 2006)................................................................................. 14

V.12 CONTRACT-007.02 Estimated Quantities (Nov 30 2006).............................................................................. 15

V.13 CONTRACT-008.1a Warranty. (Oct 2006) ..................................................................................................... 15

V.14 CONTRACT-009.1c Patent, Copyright, and Trademark Indemnity (Oct 2013).............................................. 15

V.15 CONTRACT-009.1d Ownership Rights (Oct 2006) ........................................................................................ 16

V.16 CONTRACT-010.1a Acceptance (Oct 2006)................................................................................................... 16

V.17 CONTRACT-010.2 Product Conformance (March 2012) ............................................................................... 16

V.18 CONTRACT-010.3 Rejected Material Not Considered Abandoned (March 2012) ........................................ 16

V.19 CONTRACT-011.1a Compliance With Law (Oct 2006) ................................................................................. 17

V.20 CONTRACT-013.1 Environmental Provisions (Oct 2006).............................................................................. 17

V.21 CONTRACT-014.1 Post-Consumer Recycled Content (June 2016)................................................................ 17

V.22 CONTRACT-014.3 Recycled Content Enforcement (February 2012) ............................................................ 17

V.23 CONTRACT-015.1 Compensation (Oct 2006) ................................................................................................ 17

Page 1

V.24 CONTRACT-015.2 Billing Requirements (July 2021) .................................................................................... 17

V.25 CONTRACT-015.6 Price Adjustment - Manufacturer Price Increases (Oct 2006) ......................................... 18

V.26 CONTRACT-016.1 Payment (Oct 2006) ......................................................................................................... 18

V.27 CONTRACT-016.2 Automated Clearing House (ACH) Payments (February 2024) ...................................... 18

V.28 CONTRACT-017.1 Taxes (Dec 5 2006) .......................................................................................................... 19

V.29 CONTRACT-018.1 Assignment of Antitrust Claims (Oct 2006) .................................................................... 19

V.30 CONTRACT-019.1 Indemnification (February 2024) ..................................................................................... 19

V.31 CONTRACT-020.1 Audit Provisions (Oct 2006) ............................................................................................ 19

V.32 CONTRACT-021.1 Default (Oct 2013) ........................................................................................................... 20

V.33 CONTRACT-022.1 Force Majeure (Oct 2006)................................................................................................ 21

V.34 CONTRACT-023.1a Termination Provisions (Oct 2013)................................................................................ 21

V.35 CONTRACT-024.1 Contract Controversies (Oct 2011) .................................................................................. 22

V.36 CONTRACT-025.1 Assignability and Subcontracting (Oct 2013) .................................................................. 22

V.37 CONTRACT-026.1 Other Contractors (Oct 2006)........................................................................................... 23

V.38 CONTRACT-027.1 Nondiscrimination/Sexual Harassment (February 2024)................................................. 23

V.39 CONTRACT-028.1 Contractor Integrity (February 2024)............................................................................... 24

V.40 CONTRACT-029.1 Contractor Responsibility (February 2024) ..................................................................... 26

V.41 CONTRACT-029.2 Offset (February 2024)..................................................................................................... 27

V.42 CONTRACT-030.1 Americans with Disabilities Act (February 2024) ........................................................... 27

V.43 CONTRACT-031.1 Hazardous Substances (April 2017)................................................................................. 27

V.44 CONTRACT-032.1 Covenant Against Contingent Fees (Oct 2006) ............................................................... 29

V.45 CONTRACT-033.1 Applicable Law and Forum (February 2024)................................................................... 29

V.46 CONTRACT- 034.1b Integration (Nov 30 2006)............................................................................................. 29

V.47 CONTRACT-034.2b Order of Precedence - IFB (Dec 6 2006) ....................................................................... 29

V.48 CONTRACT-034.3 Controlling Terms and Conditions (Aug 2011) ............................................................... 29

V.49 CONTRACT-035.1a Changes (Oct 2006)........................................................................................................ 29

V.50 CONTRACT-037.1a Confidentiality (Oct 2013) ............................................................................................. 30

V.51 CONTRACT-045.1 Insurance - General (Dec 12 2006) .................................................................................. 31

V.52 CONTRACT-046.1 Manufacturer’s Price Reduction (Oct 2006) .................................................................... 31

V.53 CONTRACT-050.01b Steel Products Procurement Act “B“ (Oct 2009)......................................................... 31

V.54 CONTRACT-051.1 Notice (Dec 2006) ............................................................................................................ 32

V.55 CONTRACT-052.1 Right to Know Law (February 2024)............................................................................... 32

V.56 CONTRACT-054.1 Worker Protection and Investment (February 2024) ....................................................... 33

V.57 CONTRACT-055.1 Data Breach or Loss (February 2024).............................................................................. 33

Page 2

PART I - GENERAL INFORMATION

PART I - GENERAL INFORMATION

I.1 IFB-001.1 Purpose (Oct 2006)

The Commonwealth of Pennsylvania (Commonwealth) is issuing this Invitation for Bids (IFB) to meet the needs of

DEPT OF GENERAL SERVICES to satisfy a need for High Density Filing Equipment Contract - Parent.

I.2 IFB-005.1 Type of Contract (Oct. 2006)

If the Issuing Office enters into a contract as a result of this IFB, it will be a Established Price Contract with

Escalation contract containing the Contract Terms and Conditions as shown in Part V of this IFB.

I.3 IFB-008.1C No Pre-bid Conference (Oct. 2006)

There will be no pre-bid conference for this IFB. If there are any questions, please forward them to the Issuing

Office prior to the bid opening date and time.

I.4 IFB-009.1 Questions (February 2012)

All questions regarding the IFB must be submitted in writing to the email address of the Issuing Officer provided in

the solicitation. While there is no set timeline for the submittal of questions, questions received within 48 hours

prior to the bid due date and time will be answered at the discretion of the Commonwealth. All questions received

will be answered, in writing, and such responses shall be posted to eMarketplace as an addendum to the IFB. The

Issuing Officer 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. The Issuing Office

does not consider questions to be a protest of the specifications or of the solicitation.

I.5 IFB-010.1 Addenda to the IFB (Oct. 2006)

If the Issuing Office deems it necessary to revise any part of this IFB before the bid response date, the Issuing Office

will post an addendum to its website at WWW.DGS.PA.GOV it is the Bidder's responsibility to periodically check

the website for any new information or addenda to the IFB.

I.6 IFB-011.1B Submission of Bids – Electronic Submittal (May 2011)

a. Bids are requested for the item(s) described in the Invitation For Bids and all the documents referenced in the

form (collectively called the IFB). Bidders must submit their bids through the Commonwealth's electronic

system (SRM).

b. It is the responsibility of each bidder to ensure that its Bid is received through the electronic system prior to

the date and time set for the opening of bids ("Bid Opening Time"). No Bid shall be considered if it arrives after

the Bid Opening Time, regardless of reason for the late arrival.

Bids that are timely received prior to the Bid Opening Time shall be opened publicly in the presence of one or

more witnesses at the time and place designated in this IFB for the Bid opening.

c. Bids must be firm. If a Bid is submitted with conditions or exceptions or not in conformance with the terms

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and conditions referenced in the IFB Form, it shall be rejected. The Bid shall also be rejected if the items offered

by the Bidder are not in conformance with the specifications as determined by the Commonwealth.

d. The Bidder, intending to be legally bound hereby, offers and agrees, if this Bid is accepted, to provide the

awarded items at the price(s) set forth in this Bid at the time(s) and place(s) specified.

I.7 IFB-024.1 Bid Protest Procedure (April 2016)

The Bid Protest Procedure is on the DGS website at

http://www.dgs.pa.gov/Documents/Procurement%20Forms/Handbook/Pt1/Pt%20I%20Ch%2058%20Bid%20Protests.pdf

I.8 IFB-025.1 Electronic Version of this IFB (Oct 2006)

This IFB is being made available by electronic means. If a Bidder electronically accepts the IFB, the Bidder

acknowledges and accepts full responsibility to insure that no changes are made to the IFB. In the event of a

conflict between a version of the IFB in the Bidder's possession and the Issuing Office's version of the IFB, the

Issuing Office's version shall govern.

I.9 IFB-029.1 Prices (Dec 6 2006)

The bid submitted by the successful Bidder will be incorporated into any resulting Contract and the Bidder will be

required to provide the awarded item(s) at the prices quoted in its Bid.

I.10 IFB-030.1 Approved Equal (Nov 2006)

Whenever an item is defined in this IFB by trade name and catalogue number of a manufacturer or vendor, the term

'or approved equal,' if not inserted therewith shall be implied. Any reference to a particular manufacturer's product

either by trade name or by limited description is solely for the purpose of more clearly indicating the minimum

standard of quality desired, except where a 'no substitute' is requested. When a 'no substitute' is requested, the

Issuing Office will consider Bids for the referenced product only. The term 'or approved equal' is defined as

meaning any other make which, in the sole opinion of the Issuing Office, is of such character, quality, and

performance equivalence as to meet the standard of quality of products specified for which it is to be used equally as

well as that specified. A Bidder quoting on a product other than the referenced product shall: a) furnish complete

identification in its Bid of the product it is offering by trade name, brand and/or model number; b) furnish

descriptive literature and data with respect to the substitute product it proposes to furnish; and c) indicate any known

specification deviations from the referenced product.

I.11 IFB-031.1 Alternates (Oct 2013)

A Bidder who wants to offer an alternate must notify the Issuing Office in writing, at least five (5) days prior to the

scheduled Bid opening, that the Bidder intends to offer an alternate in its Bid. An "alternate" is a product that

deviates from the requirements of the specifications in its composition, qualities, performance, size dimension, etc.

The written notification from the Bidder must include a complete description of the alternate and must identify the

product's deviations from the specifications. Upon receipt of the notification, the Issuing Office will determine

whether the alternate is acceptable. If the Issuing Office, in its discretion, determines that the alternate is

acceptable, the Issuing Office will issue a change notice to the invitation for bids that revises the specifications. If

no change notice is issued revising the specification, a Bid offering the alternate will not be considered for award.

If an item or items in the IFB are designated “no substitute,” this provision does not apply and no alternate may be

proposed by a bidder nor will any alternate be considered by the Issuing Office.

Page 4

I.12 IFB-032.1 New Equipment (Nov 2006)

Unless otherwise specified in this invitation for bids, all products offered by Bidders must be new or

remanufactured. A 'new' product is one that will be used first by the Commonwealth after it is manufactured or

produced. A 'remanufactured' product is one which: 1) has been rebuilt, using new or used parts, to a condition

which meets the original manufacturer's most recent specifications for the item; 2) does not, in the opinion of the

Issuing Office, differ in appearance from a new item; and 3) has the same warranty as a new item. Unless

otherwise specified in this invitation for bids, used or reconditioned products are not acceptable. This clause shall

not be construed to prohibit Bidders from offering products with recycled content, provided the product is new or

remanufactured.

I.13 I-IFB-033.1 Modification or Withdrawal of Bid (Nov 2006)

a. Bid Modification Prior to Bid Opening. Bids may be modified only by written notice or in person prior to the

exact hour and date specified for Bid opening.

1) If a Bidder intends to modify its Bid by written notice, the notice must specifically identify the Bid to be

modified and must be signed by the Bidder. The Bidder must include evidence of authorization for the

individual who signed the modification to modify the Bid on behalf of the Bidder. The Bid modification must

be received in a sealed envelope. The sealed envelope must identify the assigned Collective Number and the

Bid Opening Time, and should state that enclosed in the envelope is a Bid modification

2) If a Bidder intends to modify its Bid in person, the individual who will modify the Bid must arrive in the Bid

Opening Room prior to the Bid Opening Time, show a picture identification and provide evidence of his/her

authorization to modify the Bid on behalf of the Bidder. If a Bidder intends to modify its Bid in person, the

Bidder may do so only in the presence of an agency employee. (The agency employee will observe the

actions taken by the individual to modify the Bid, but will not read the Bid or the modification).

b. Bid Withdrawal Prior to Bid Opening. Bids may be withdrawn only by written notice or in person prior to the

exact hour and date specified for Bid opening.

1) If a Bidder intends to withdraw its Bid by written notice, the notice shall specifically identify the Bid to be

withdrawn and shall be signed by the Bidder. The Bidder must include evidence of authorization for the

individual who signed the bid withdrawal to withdraw the bid on behalf of the Bidder. Except as provided in

Subparagraph c, below, bid withdrawals received after the exact hour and date specified for the receipt of

Bids shall not be accepted.

2) If a Bidder intends to withdraw its Bid in person, the individual who will withdraw the Bid must arrive in the

Bid Opening Room prior to the Bid Opening Time, show a picture identification and provide evidence of

his/her authorization to withdraw the Bid on behalf of the Bidder.

c. Bid Withdrawal After Bid Opening. Bidders are permitted to withdraw erroneous Bids after Bid opening only if

the following conditions are met:

1) The Bidder submits a written request for withdrawal.

2) The Bidder presents credible evidence with the request that the reason for the lower Bid price was a clerical

mistake as opposed to a judgment mistake and was actually due to an unintentional arithmetical error or an

unintentional omission of a substantial quantity of work, labor, material, or services made directly in the

compilation of the Bid.

3) The request for relief and supporting evidence must be received by the Issuing Office within three (3)

business days after Bid opening, but before award of the contract.

4) The Issuing Office shall not permit a Bid withdrawal if the Bid withdrawal would result in the award of the

contract on another Bid of the same Bidder, its partner, or a corporation or business venture owned by or in

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Commodity Codes

• NAICS 337214Office Furniture (except Wood) Manufacturing
• NAICS 337215Showcase, Partition, Shelving, and Locker Manufacturing

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