Cabin Rental Government Bids & RFPs

The bid notice states that the deadline for submissions is May 28, 2026, 11:00 AM CDT.

The bid notice requires vendors to submit several forms for qualification, including a Proposal Acknowledgement Form, Company Information Antitrust Form, Pricing Service Affirmation, Bid Sheet, Vendor Certification Form, Edgar Certification Form, Certificate of Interested Parties Form ****, and an optional Certificate of Insurance.

The work must commence on May 11, 2026, and must be substantially complete on October 31, 2026. The work must reach final completion on November 30, 2026. The bid notice states: The work must commence on May 11, 2026, and must be substantially complete on October 31, 2026. The work must reach final completion on November 30, 2026.

The owner intends to award a contract to the lowest responsible, responsive bidder, provided the bid has been submitted in accordance with the bidding requirements. The bid notice states: It is the intent of the owner to award a contract to the lowest responsible, responsive bidder, provided the bid has been submitted in accordance with the bidding requirements.

A non-mandatory pre-bid meeting will be held virtually on April 9, 2026, at 1:00 PM. The bid notice states: A nonmandatory prebid meeting: Date: April 9, 2026 Time: 1:00 PM Location: Microsoft Teams.

The contract terms and conditions state that the term of the contract shall end on the later of complete delivery and acceptance of the awarded items, the expiration of any specified warranty and maintenance period, payment by the Commonwealth for the items received, or any expiration date identified in the purchase order. Specific delivery dates are not detailed in this section.

The bid notice states that the Commonwealth shall make reasonable efforts to make payment by the required payment date, which is either the date payment is due under the contract, or thirty (30) days after a proper invoice is received if no due date is specified. Payment may be delayed if the invoice amount is not based on contract prices. Interest may be paid if payment is delayed by more than fifteen (15) days after the required payment date.

The bid notice states that the contractor warrants that all items furnished and all services performed shall be free and clear of any defects in workmanship or materials. Unless otherwise stated, all items are warranted for a period of one year following delivery and acceptance by the Commonwealth.

The bid notice states that it is the intent of the Commonwealth to make a single award of items listed in the IFB to the lowest responsive and responsible bidder. The Commonwealth reserves the right to award by line item if it determines that it is in the best interest of the Commonwealth to do so.

To be eligible for selection, a bid must be timely received from a bidder and properly signed by the bidder. Additionally, bidders must be certified as a small business through the Department of General Services self-certification process at the time of bid opening and include a copy of the certification with the bid response.

The bid notice mentions that if the lowest responsible bidder withdraws its bid or fails to comply with requirements, the bidder shall be liable to the Commonwealth for all costs and damages associated with the reaward or rebid. It also states that the Commonwealth may cancel or terminate the contract and forfeit all money due for a violation of nondiscrimination and sexual harassment provisions.

The issuing office will hold a mandatory pre-bid conference on March 31, 2026, at 9:00 AM at Gifford Pinchot State Park office, located at **** Rosstown Rd, Lewisberry PA **** to attend the pre-bid conference shall disqualify a bidder from consideration.

The bid protest procedure is available on the DGS website. For contract controversies, the contractor must file a written claim with the contracting officer within six months after the cause of action accrues. Within fifteen (15) days of the mailing date of the determination denying a claim, the contractor may file a statement of claim with the Commonwealth Board of Claims.

The contract shall commence upon execution and receipt of a fully executed purchase order or May 1, 2026, whichever is later, and terminate April 30, 2027. The option to renew is for up to four additional consecutive annual terms, with the final termination date of April 30, 2031.

Payment will be made on a reimbursement basis for actual services satisfactorily performed. Invoices must be submitted monthly. This contract will be paid by automated clearing house (ACH), commonly referred to as direct deposit.

The bid will be awarded based on the lowest total sum. In the event of a discrepancy between the unit price and extension of figures, the unit price will prevail.

This invitation for bid (IFB) is reserved for small businesses. Bidders must be self-certified small businesses that have been certified by the Department of General Services prior to the bid opening date and time. A valid copy of the bidder's self-certification form and the worker protection and investment certification form must be submitted with the bid response.

If a cleaning is missed, the contractor will not be paid for that cleaning. If peak and nonpeak cleanings do not meet the requirements, the contractor will be contacted to take immediate corrective actions within 24 hours. If unable to resolve outstanding cleaning concerns within 24 hours, the contractor will not be paid for that respective cleaning. Five unsatisfactory cleanings that require corrective action between semiannual cleanings are unacceptable, and a mandatory performance meeting will be held.

Prior to bidding, a site inspection is mandatory for bidders to have full knowledge of the task at hand. Site inspections will take place by appointment only, Monday through Friday, between the hours of 8:00 am and 3:00 pm. To make an appointment, prospective bidders must contact park management by phone at **** or by email at giffordpinchotsp@pa. gov.

Park management may require manufacturers specifications, product samples, or the products safety data (SDS) sheets. Therefore, sample submission is required.