Sci Retreat Site Maintenance Services

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Bidders ID:	NBD13138206525126008
Due Date:	Jul 31, 2026
Posted Date:	Jul 13, 2026
Level of Government:	State & Local
State:	Pennsylvania
Agency:	State Government of Pennsylvania
Category:	J - Maintenance, Repair, and Rebuilding of Equipment S - Utilities and Training Services
Solicitation Number:	6100066305
Source:	Members Only

General Information

Department for this solicitation:

Procurement

Date Prepared:

07/13/26

Types:

IFB

Advertisement Type:

Service

Materials

Service & Materials

PW Construction

Agency Construction

Real Estate

Solicitation/Project#:

6100066305

Solicitation/Project Title:

SCI Retreat Site Maintenance Services

Description:

The Department of Corrections (DOC) no longer operates the State Correctional Institution (SCI) at Retreat (RET). This contract is intended to provide for the continued Maintenance of the facility in accordance with Management Directive 625.5 at a minimum, and also in accordance with the information in the Statement of Work.

This is an ELECTRONIC bid only. Registered Vendors may find bid at: https://pasupplierportal.state.pa.us/irj/portal/anonymous.

ONLY ELECTRONIC BID RESPONSES WILL BE ACCEPTED. Registered Vendors may find solicitation on the PA Supplier Portal. All bidders are responsible for monitoring www.eMarketplace.state.pa.us to view any change notices to this IFB. The change notices shall become incorporated as part of this solicitation. Interested vendors must be registered to submit a bid. To register and obtain a vendor number visit the PA Supplier Portal. Information about the registration and bidding process can be found at the Supplier Service Center or on the attached guide.

You may refer to the SRM Bidding Reference Guide on the Supplier Service Center for bidding instruction or contact the helpdesk at (877) 435-7363, choose option 2.

Mandatory site inspection will be held at SCI Retreat, 660 State Route 11, Hunlock Creek, PA 18621 on July 22, 2026 at 10:00 AM. Prospective bidders shall contact Bob McSurdy, at SCI- Retreat, robmcsurdy@pa.gov to confirm attendance and identify participation

Department Information
Department/Agency:	Department of Corrections	Delivery Location:	660 State Route 11 Hunlock Creek Pa 18621
County:	Luzerne	Duration:	This is a one (1) year purchase order with the option of four (4) one (1) year renewals.

Contact Information
First Name:	Leslie	Last Name:	Cherry
Phone Number: (XXX-XXX-XXXX)	717-728-4038	Email:	lcherry@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:	07/13/26
Solicitation Due Date:	07/31/26	Solicitation Due Time:	4:30 PM
Solicitation Opening Date:	07/31/26	Solicitation Opening Time:	4:30 PM
Opening Location:	This Is An Electronic Bid Only
No. of Addendums:	0

Amended Date:	07/13/26

Related Solicitation Files

Original Files

	RET Site Maintenance Services SOW 2026July10.pdf
	Management Directive 625.5.pdf
	Locating and Responding to a solicitation.pdf

Attachment Preview

TECHNICAL SUBMITTAL

Site Maintenance – SCI Retreat

I-1. Statement of the Project.

The Department of Corrections (DOC) no longer operates the State Correctional

Institution at Retreat (RET). This contract is intended to provide for the continued

Maintenance of the facility in accordance with Management Directive 625.5 (as attached)

at a minimum, and also in accordance with the directions provided herewithin.

RET is located at 660 State Route 11, Hunlock Creek, PA 18621, and consists of 263

acres with 20 acres located inside the secure perimeter. There are 27 buildings with a

total enclosed area of approximately 282,000 square feet. Buildings in this facility vary

in age; average age is approximately 40-50 years old. No inmates are present or occupy

the facility.

This Technical Submittal defines the scope of services, including labor and materials,

which the awarded contractor shall perform to preserve the physical condition, integrity

and functionality of the buildings and related infrastructure systems at RET. The

intention of this contract is to keep the facility buildings and systems in good condition

so they are available for use if necessary.

I-2. Contract Term.

The term of the Contract shall commence on the Effective Date (as defined below) and

shall end on the Expiration Date identified on the Contract, subject to other provisions

of the Contract. This is a two (2) year contract with the option of three (3) one (1) year

renewals. Should the renewal option be exercised, pricing may change at the time of

renewal, not to exceed 3%. The price adjustment must be by mutual agreement between

the Department of Corrections and the supplier and must be submitted to the Department

of Corrections no later than sixty (60) days prior to the contract end date. All requests

for a price increase must include supporting documentation. to justify any price

increases.

The Effective Date shall be: a) the Effective Date printed on the Contract after the

Contract has been fully executed by the Contractor and the Commonwealth (signed and

approved as required by Commonwealth contracting procedures) or b) the “Valid from”

date printed on the contract, whichever is later.

I-3. Qualifications.

A. Company Overview and Prior Experience. Provide a company overview

that includes experience in operation and maintenance of HVAC, plumbing,

and electrical maintenance experience. Experience shown should be work

done by individuals who will be assigned to this project as well as that of

your company. Studies or projects referred to must be identified and the

name of the customer shown, including the name, address, and telephone

number of the responsible official of the customer, company, or agency who

may be contacted.

B. Insurance. The Contractor shall purchase and maintain, at its expense, the

following types of Insurance, issued by companies acceptable to the

Commonwealth. A. Workmen’s Compensation Insurance sufficient to cover

all of the employees of contractor working to fulfill this contract. B.

Comprehensive General Liability Insurance, including bodily injury and

property damage insurance, to protect the Commonwealth and the Contractor

from claims arising out of the performance of the contract. The amount of bodily

injury insurance shall not be less than $500,000 for injury to or death of persons

per occurrence. The amount of Property Damage Insurance shall not be less than

$300,000 per occurrence. Such policies shall name “The Commonwealth of PA-

DOC” as an additional insured. Prior to the commencement of work under this

contract, the Contractor must provide the Commonwealth with current

Certificates of Insurance which evidence that the Commonwealth has been

included on the policy as an additional insured. These certificates must include

the contract location and a brief description of the contract work. These

certificates shall contain a provision that coverage afforded under the policy shall

not be canceled or charged until at least thirty (30) days prior written notice has

been given to the Commonwealth.

C. Subcontractors: DOC Reserves the right to request from Awarded Contractor a

subcontracting plan for all subcontractors, including small diverse business and

small business subcontractors, who will be assigned to the Project. The selected

Offeror is prohibited from subcontracting or outsourcing any part of this Project

without the express written approval from the Commonwealth. Upon award of

the contract resulting from this IFB, subcontractors included in the proposal

submission are deemed approved. For each position included in your

subcontracting plan provide:

1. Name of subcontractor;

2. Primary contact name and email;

3. Address of subcontractor;

4. Description of services to be performed;

5. Number of employees by job category assigned to this project; and

6. Resumes (if appropriate and available).

I-4. Maintenance Services. Provide Maintenance service including: Maintenance and

operation of all utilities, routine maintenance and minor repairs for the entire facility site,

buildings, and associated systems.

The awarded contractor shall provide all services necessary to preserve the physical

condition, integrity and functionality of the buildings and related infrastructure systems at

RET including, but not limited to the following:

1. Safety

A. Fire Safety:

1. Maintain existing hydrants in operating condition.

2. Cover existing inoperable hydrants with a bag to indicate that they are

nonfunctional.

3. Maintain a set of keys at the security contractor headquarters on site to ensure

rapid access.

B. Local Coordination with Fire and State Police Authorities: Awarded Contractor

shall contact and inform all State Police and local fire authorities regarding the

presence of maintenance personnel, the availability of keys, and the location of

hydrants (if available) in the event of an emergency.

C. Potential Nuisance Hazard: Take special precautions to make safe against any

trespassers any open structures such as open pits, manholes, tunnels, etc. Provide

fencing or covering as required to eliminate all such hazards.

2. Protection of Hazardous Materials (where required)

A. There is existing lead paint and asbestos located on site. Protect and maintain

existing hazardous materials as is.

B. Provide OSHA practices in protection of personnel from hazardous material as

required to allow performance of routine maintenance, repair, and servicing

included in this contract. Execution of hazardous material precautions shall

include but not limited to asbestos, lead, PCB, mercury, miscellaneous

chemicals, etc.

1. Notify DOC Manager of any required abatement or encapsulation. DOC

shall engage a certified contractor to perform the work in accordance with all

applicable federal, state, and local environmental codes and regulations.

2. Disposal of hazardous materials generated by the Contractor in performance

of this work shall be accomplished by this contractor in accordance with all

applicable federal, state, and local environmental codes and regulations.

3. Site Lighting

A. As directed by the DOC, the Awarded Contractor shall operate and maintain

all exterior lighting on or outside of the secured perimeter.

B. Within the facility, a minimum of 25% of the exterior lighting fixtures spread

uniformly throughout the facility shall be operated and maintained.

C. All light fixtures for entrance streets and driveways shall be operated and

maintained.

4. Snow/Ice Removal

A. Provide snow and ice removal from site roadways, parking lots, and walkways

as necessary to enable safe access to entire facility to accommodate essential

safety, maintenance, security, and inspection services. Snow and ice shall be

removed when it becomes a hazard to personnel and/or vehicular traffic. For

this contract, any amount of precipitation that renders walking at a normal pace

will require surface treatment; accumulation of snow or ice shall be removed

by Awarded Contractor as soon as possible.

B. Snow and ice must be removed to maintain accessibility of all buildings to local

fire, State Police and emergency personnel.

C. Keep fire hydrants clear of snow and ice, and maintain their accessibility to

local fire department.

D. Any snow required to be removed for accessibility, safety, maintenance,

security, or inspection shall be deposited at a location approved by the DOC

Manager.

E. Remove snow and ice from the roof of a building when accumulations could

potentially cause unsafe conditions, structural damage, or infiltration of

moisture into interior of building.

F. Contact DOC Manager for removal of snow and ice from the roof of a building

if the weight is equal to or greater than 30 lbs./square foot.

G. A general formula to use to calculate snow and ice weight is as follows,

however, it should be noted that this is a general formula and different weather

conditions can severely affect snow weight:

Ice = 57 lbs./cubic foot

Fresh Snow = 5·1/2 lbs./cubic foot

Compacted or Wet Snow = 12-50 lbs./cubic foot

H. Any suspected or potential damage observed to the roof should be reported

immediately to the DOC Manager.

5. Minor Repair/Replacement of equipment and systems essential to the

preservation of the facility

A. The awarded contractor shall provide the necessary:

1. Management/supervision,

2. Expertise,

3. Qualified personnel,

4. Materials,

5. Supplies,

6. Equipment, and

7. Business support

As required to perform all required services essential to the safety, maintenance, and

inspection of the facility as described herewithin.

B. Examples of the work shall include, but not be limited to the following (where

applicable):

1. Maintenance Inspection: Provide and utilize an electronic guard tour

system for maintenance inspections. Provide an inspection of all

buildings at least once every three days by maintenance personnel. The

inspection shall include an internal and external walkthrough of all

building areas. Maintain documentation of inspections detailing

inspection staff names, observations, and times of walkthroughs. The

inspections shall pay special attention to water leaks, maintenance issues,

and any other items that will cause deterioration of the buildings or

systems. Temporary repairs and measures to reduce damage to buildings

caused by any issues discovered during maintenance inspections shall be

taken immediately.

2. Structural Integrity Inspection: Inspect all buildings at a minimum

monthly for leaking roofs or other structural problems, and repair or

replace as necessary.

3. Maintain, repair, and replace the electrical distribution system from the

utility point of entry throughout the entire facility. This shall include

transformers, switchgear, motor control centers, panelboards, generators,

etc.

4. Perform maintenance of paved areas, which shall include patching of

potholes to preserve and maintain condition at contract start date.

5. Maintain, repair, and replace infrastructure of sanitary, storm, and rain

You are viewing the opportunity summary page, which includes a brief overview and a preview of the attached documents.

Disclaimer: The details regarding bids, requests for proposals (RFPs), and requests for qualifications (RFQs) on this site are provided for convenience and do not represent official public notice. To respond to or inquire about bids, RFPs, or RFQs, please contact the appropriate government department.

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