HomeMy WebLinkAboutIFB 2025232-04 INVITATION FOR BIDS Inmate Exercise Equipment Replacements for Franklin County Jail FINALINVITATION FOR BIDS
Notice is hereby given that sealed bids will be received by the Franklin County Controller’s Office, Franklin
County Administration Building, 272 North Second Street, Chambersburg, PA 17201 for Inmate Exercise
Equipment Replacements for the Franklin County Jail until 4:00 PM prevailing time on Tuesday December
2, 2025. All bids so received will be publicly opened and read on Wednesday December 3, 2025 at 10:00
AM prevailing time at the Franklin County Commissioners’ Office, 272 North Second Street,
Chambersburg, PA 17201
Specifications, instructions and bid forms will be furnished by the Franklin County Procurement Office
upon request at 272 North Second Street, Chambersburg, PA 17201, or by calling (717) 261-3890.
The Franklin County Commissioners reserve the right to reject any or all bids and to waive any or all
defects, errors, omissions, irregularities or informalities in any bid.
Awards shall be made only to responsible bidders that possess the potential to perform successfully under
the terms and conditions of this procurement. Consideration shall be given to such matters as bidder
integrity, compliance with public policy, record of past performance and financial and technical resources
when determining responsibility.
FRANKLIN COUNTY COMMISSIONERS
Dean A. Horst, Chairman
John T. Flannery
Robert G. Ziobrowski
INVITATION FOR BID
INMATE EXERCISE EQUIPMENT REPLACEMENTS
THE FRANKLIN COUNTY JAIL
COUNTY OF FRANKLIN, PENNSYLVANIA
IFB# 2025232-04
County of Franklin, PA 272 North Second Street Chambersburg, PA 17201
Table of Contents
INTRODUCTION ................................................................................................................................................ 1
1. GENERAL INFORMATION ..................................................................................................................... 1
2. OBJECTIVE ............................................................................................................................................ 1
3. DESCRIPTION OF THE GOVERNMENT .................................................................................................. 1
4. TIME REQUIREMENTS. ......................................................................................................................... 1
INSTRUCTIONS TO BIDDERS ............................................................................................................................. 1
1. PREPARATION OF BID .......................................................................................................................... 1
2. AWARD AND EXECUTION OF THE CONTRACT ..................................................................................... 2
3. WITHDRAWAL OF BIDS ........................................................................................................................ 2
4. RIGHT TO REJECT BIDS ......................................................................................................................... 2
5. DELIVERY REQUIREMENTS ................................................................................................................... 2
6. EXEMPTION FROM FEDERAL EXCISE AND PENNSYLVANIA SALES TAX ................................................ 2
7. PROTECTION BY VENDOR .................................................................................................................... 2
8. PRE-BID CONFERENCE .......................................................................................................................... 3
9. QUESTION AND ANSWER PERIOD ........................................................................................................ 3
10. INSURANCE COVERAGE .................................................................................................................... 3
11. NONDISCRIMINATION CLAUSE ........................................................................................................ 4
12. CONTRACT PROVISIONS ................................................................................................................... 4
BID SPECIFICATIONS ......................................................................................................................................... 6
INSTRUCTIONS FOR NON-COLLUSION AFFIDAVIT
BID FORM
BID CHECKLIST
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INTRODUCTION
1. GENERAL INFORMATION. The County of Franklin, PA (“County”) is requesting bids from qualified
vendors to provide and deliver replacements of specified inmate exercise equipment for the Franklin
County Jail (“Jail” or “FCJ”) at 1804 Opportunity Avenue Chambersburg, PA 17201.
2. OBJECTIVE. Update inmate exercise equipment that is at the end of its lifespan as specified below.
3. DESCRIPTION OF THE GOVERNMENT. The County of Franklin, PA was incorporated on September 9,
1784. The County is a fourth-class county with a population of 155,932 (2020 Census). It operates under
a three-member elected Board of Commissioners. The County provides service to its citizens such as
judicial administration, human services, public safety, public works, economic development and general
administration. The Franklin County Jail is a 500-bed facility divided between 8 housing units and central
booking with an average daily population of 285. The facility opened in 2007 replacing the previous jail
located on Franklin Farm Lane in Chambersburg.
4. TIME REQUIREMENTS.
Invitation for Bid Wednesday November 12, 2025
Questions & Answers ends Friday November 21, 2025 at 4:00 PM
Due Date for Bids Tuesday December 2, 2025 at 4:00 PM
Bid Opening Wednesday December 3, 2025 10:00 AM
Anticipated Bid Award December 10, 2025
INSTRUCTIONS TO BIDDERS
1. PREPARATION OF BID
1.1 Bids shall be addressed to and will be received by the Franklin County Controller’s Office, Franklin
County Administration Building, 272 North Second Street, Chambersburg, PA 17201 until 4:00 PM
prevailing time on Tuesday December 2, 2025. All bids so received will be publicly opened and read
at the Franklin County Commissioners on Wednesday, December 3, 2025 at 10:00 AM at their
offices at 272 North Second Street, Chambersburg, PA 17201.
1.2 Bids shall be enclosed in sealed opaque envelopes. Bids shall be identified by disclosing on the face
of the envelope the name of the project, “Inmate Exercise Equipment Replacements for the Franklin
County Jail” and the name of the bidder.
1.3 Attention is directed to the Bid Form in the Bidding Documents. Failure to fill out, execute and
submit this form as specified is sufficient reason for rejection.
1.4 Bids must be signed by an owner, partner, or in the case of a corporation, by the President or Vice
President and attested by the Secretary, with Corporate Officer, a Power-of-Attorney must be
attached to the bid.
1.5 All applicable blank spaces in the bid shall be filled in clearly where indicated, either typed or written
in ink. Altering and/or changing any part of this bid will be sufficient reason for rejection.
1.6 Where so indicated by the makeup of the Bid Form, sums shall be expressed in both words and
figures, and in the case of discrepancy between the two, the amount written in words shall govern.
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1.7 The owner reserves the right to award the contracts to the other than lowest bidder if, in its
opinion, the products included within such bids are not equal to the standard established for such
projects in the specifications.
1.8 Each bidder shall be required to execute a Non-Collusion Affidavit, and affix it to the Bid Form. No
bid shall be considered unless accompanied by such executed affidavits.
2. AWARD AND EXECUTION OF THE CONTRACT
2.1 The County reserves the right to correct minor math errors. The County shall be the sole judge as to
what constitutes a minor math error.
2.2 When the bid has been accepted by the County, notification of such acceptance will be mailed to
the successful bidder, at the address designated by the bidder on the BID FORM.
3. WITHDRAWAL OF BIDS
3.1 Bids may not be modified, withdrawn or cancelled by the bidder for thirty (30) days after the time
designated for the receipt of bids.
4. RIGHT TO REJECT BIDS
4.1 The County reserves the right in its discretion to reject any or all bids and to waive irregularities or
information in any bid and to award contracts on an item by item basis. Awards shall be made only
to responsible bidders that possess the potential ability to perform successfully under the terms and
conditions of this procurement. Consideration shall be given to such matters as bidder integrity,
compliance with public policy, record of past performance, and financial and technical resources
when determining responsibility.
5. DELIVERY REQUIREMENTS
5.1 Delivery under this contract shall be fully and finally completed no later than February 27, 2026,
except as may be mutually extended by the County and Contractor.
5.2 All deliveries shall be made FOB destination. There is a loading dock at the jail and a pallet
truck/pump lift to assist with unloading. The cost of delivery shall be included in the cost bid on the
bid form.
6. EXEMPTION FROM FEDERAL EXCISE AND PENNSYLVANIA SALES TAX
6.1 The County of Franklin, PA is exempt from Federal Excise Taxes and Pennsylvania Sales Taxes as a
political subdivision of the Commonwealth of Pennsylvania. Prices as shown in the bid shall exclude
such Federal and State Taxes.
7. PROTECTION BY VENDOR
7.1 The vendor agrees to indemnify and hold harmless the County of Franklin, PA, its representatives,
employees and agents, from any and all claims, demands, actions, suits and liabilities of any nature
whatsoever arising from the Vendor’s own fault or negligence or through the negligence or fault of
the manufacturer of goods, including reasonable attorneys’ fees and court costs incurred by the
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County in response to such claims, demands, actions or liabilities, provided it ultimately determined
that such claims result from the vendor’s or manufacturer’s fault or negligence.
7.2 The vendor shall not assign or otherwise transfer any of its responsibilities or obligations under the
contract to any other person or entity without prior written consent of the County.
7.3 The vendor agrees that a failure to complete all work specified hereunder by the contractual
completion date shall result in damages to the County in an amount that is substantial and difficult
to calculate, and that such failure shall subject the vendor to the imposition of reasonable, non-
penal liquidated damages as set by the contract between the parties.
8. PRE-BID CONFERENCE
8.1 There is no pre-bid conference for this solicitation.
9. QUESTION AND ANSWER PERIOD
9.1 Questions will be accepted until 4:00 PM, Tuesday November 18, 2025 via email at
procurement@franklincountypa.gov. Answers will be posted at
https://www.franklincountypa.gov/current-solicitation-opportunities/
10. INSURANCE COVERAGE
10.1 The successful bidder shall be required to provide the following insurance coverage and submit
evidence of the coverage required below in the form of an ACORD certificate of insurance. The
County of Franklin shall be named as Additional Insured for the project. Liability Insurance shall
include all major divisions of coverage and be on a comprehensive basis including:
10.1.1 Premises Operations (including X, C and U as applicable).
10.1.2 Independent Contractors’ Protective.
10.1.3 Products and Completed Operations.
10.1.4 Personal Injury Liability with Employment Exclusion deleted.
10.1.5 Contractual Liability.
10.1.6 Owned, non-owned and hired motor vehicles.
10.1.7 Broad Form Property Damage including Completed Operations.
10.2 If the General Liability coverages are provided by a Commercial General Liability Policy on a
claims made basis, the policy date or Retroactive Date shall predate the Contract; the termination
date of the policy or applicable extended reporting period shall be no earlier than the termination
date of the coverages required to be maintained after the final payment. The County of Franklin
should be listed as Additional Insured under the Contractor’s General Liability Policy.
10.3 The Contract and all subcontractors, at their own expense, shall provide and maintain insurance
in companies acceptable to the Owner as follows:
10.3.1 Workers’ Compensation: As required by all applicable Federal, State, Maritime or other laws
including Employers’ Liability with a limit of at least $100,000.
10.3.2 Comprehensive General Liability: Including Contractor’s Liability; Contingent Liability;
Contractual Liability; Completed Operations and Products Liability all on the occurrence
basis with Personal exclusion relating to Explosion, Collapse and Underground Property
Damage. Completed Operations Liability shall be kept in force for at least two years after
the date of final Completion. Minimum limits to be as follows:
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Bodily Injury
Each Occurrence $1,000,000.00
Aggregate $2,000,000.00
Property Damage
Each Occurrence $1,000,000.00
Aggregate $2,000,000.00
10.3.3 Comprehensive Automobile Liability: Including non-ownership and hired car coverage as
well as owned vehicles with minimum limits as follows:
Combined Single Limit $1,000,000.00
10.3.4 Umbrella/Excess Policy $5,000,000.00
10.4 If this insurance is written on the Comprehensive General Liability policy form, the Certificates
shall be AIA Document G705, Certificate of Insurance. If this insurance is written on a Commercial
General Liability policy form, ACORD form 25S will be acceptable.
10.5 Furnish one copy of certificates herein required for each copy of Agreement naming the County
of Franklin, PA as certificate holder; specifically set forth evidence of all coverage required by
subparagraphs 12.1 through 12.3. Furnish to the owner copies of any endorsements that are issued
subsequently, amending coverage or limits.
10.6 Owner Liability Insurance: The contractor shall provide an Owner’s and Contractor’s Protective
Liability Policy in the name of the Owner with limits as follows:
Bodily Injury
Each Occurrence $500,000.00
Aggregate $500,000.00
Property Damage
Each Occurrence $500,000.00
Aggregate $500,000.00
11. NONDISCRIMINATION CLAUSE
12.1 Franklin County assures that no person shall be excluded from participating in, be denied the
benefits of, or be otherwise subjected to discrimination on the grounds of race, gender, creed, color,
sexual orientation, gender identity or expression, or in violation of the Pennsylvania Hunan Relations
Act, which prohibits discrimination on the basis of race, color, religious creed, ancestry, age, sex,
national origin, handicap or disability, or in violation of any applicable local, state, or federal laws.
With advance notification, accommodations may be provided for those with special needs to
language, speech, sight or hearing. If you have a request for a special need, wish to file a complaint,
or desire additional information please contact the Risk Department at (717) 261-3819 or
riskmgt@franklincountypa.gov.
12. CONTRACT PROVISIONS
13.1 After Franklin County makes its selection, it shall proceed to negotiate a contract based on the
bid and scope of work for the project. If the County is unable to negotiate a satisfactory contract
with the most highly qualified bidder, the County shall formally end negotiations with that bidder
and being to negotiate with the second most highly qualified bidder. Negotiations shall continue in
this sequence until a contract is agreed upon.
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13.2 The performance of this contract shall be in accordance with all Federal, State and local laws as
may be applicable. Any contract between Franklin County and the awarded bidder shall be subject
to the rules and regulations of any agencies where funding is being requested. Franklin County
reserves the right to reject any and all proposals, and to waive irregularities. Additionally, in the
event that Franklin County procures grant funding assistance, the contract shall contain all
necessary provisions of that grant award contract.
13.3 The contract between the County and the selected bidder shall include the following non-
negotiable contact provisions
13.3.1 Indemnification of the County.
13.3.2 Non-Indemnification of the contractor.
13.3.3 Forum Selection (Franklin County, PA Court of Common Pleas).
13.3.4 Choice of law (Commonwealth of Pennsylvania).
13.3.5 Termination for convenience/termination for cause by the County.
13.3.6 Work-for-Hire Transfer of Copyrights/Intellectual Property, if applicable.
13.3.7 County ownership of the instruments of service/deliverables.
13.3.8 Prevailing party attorneys’ fees.
13.3.9 Nondiscrimination.
13.3.10 Suspension and debarment.
13.3.11 Release of liability in favor of the County.
13.3.12 Non-release of liability of the contractor.
13.3.13 Insurance Coverage and County status as an additional insured as set forth in Section 10
herein.
13.3.14 Terms of payment and invoicing, including 45-day payment period.
13.3.15 Any and all federal and state provisions required as a result of grant funding.
13.4 The County reserves the right to request additional contract provisions it deems necessary as
needed to protect the best interest of the County.
13.5 The selected bidder shall execute a waiver of liens pursuant to the Pennsylvania Mechanics’ Lien
Law of 1963, as amended.
13.6 The form of contract shall be a Purchase Order issued by the County upon award of the bid and
compliance with the requirements of the bid document.
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BID SPECIFICATIONS
Provision and deliver a quantity of 6 TriActive USA Item Number MODU – Modular Series Unit – 4 person. The
color shall be Blue. See the image below.
INSTRUCTIONS FOR NON-COLLUSION AFFIDAVIT
1. This Non-Collusion Affidavit is material to any contract awarded pursuant to this bid and in
accordance with the Pennsylvania Antibid-Rigging Act, 73 P.S. 1611 et seq.
2. This Non-Collusion Affidavit must be executed by the member, officer or employee of the Bidder who makes
the final decision on prices and the amount quoted in the bid.
3. Bid rigging and other efforts to restrain competition, and the making of false sworn statements in
connection with the submission of bids are unlawful and may be subject to criminal prosecution.
The person who signs the Affidavit should examine it very carefully before signing and assure
himself or herself that each statement is true and accurate, making diligent inquiry, as necessary, of
all other persons employed by or associated with the bidder with responsibilities for the
preparation, approval, or submission of the bid.
4. In the case of a bid submitted by a joint venture, each party to the venture must be identified in the
bid documents, and an Affidavit must be submitted separately on behalf of each party.
5. The term “Complementary Bid” as used in the Affidavit has the meaning commonly associated with
the term in the bidding process, and includes the knowing submission of bids higher than the bid of
another firm, any intentionally high or noncompetitive bid, and any other form of bid submitted for
the purpose of giving a false appearance of competition.
6. Failure to file an Affidavit in compliance with these instructions will result in disqualification of the
bid.
7. A person’s affidavit stating that the person has been convicted or found liable of any act prohibited
by State or Federal law in any jurisdiction involving conspiracy or collusion with respect to bidding
in any public contract within the last three (3) years does not prohibit a governmental agency from
accepting a bid or awarding a contract to that person, but may be a ground for administration,
suspension or debarment in the discretion of a governmental agency under the rules and
regulations of that agency, or, in the case of a governmental agency with no administrative
suspension or debarment regulations or procedures, may be a ground for consideration on the
question whether such agency should decline to award the contract to that person on the basis of a
lack of responsibility.
NON-COLLUSION AFFIDAVIT
Contract/Bid No : 2025232-04
State of: ________________________:
: ss
County of: ______________________:
I state that I am ____________ of __________________________________________________
(Title) (Firm)
and that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and
officers. I am the person responsible in my firm for the price(s) and the amount of this bid.
I state that:
1. The price(s) and amount of this bid have been arrived at independently and without consultation,
communication or agreement with any other contractor, bidder or potential bidder.
2. Neither the price(s) nor the amount of this bid, and neither the approximate price(s) nor
approximate amount of this bid, have been disclosed to any other firm or person who is a bidder or
potential bidder, and they will not be disclosed before bid opening.
3. No attempt has been made or will be made to induce any firm or person to refrain from bidding on
this contract, or to submit a bid higher than this bid, or to submit any intentionally high or
noncompetitive bid or other form of complementary bid.
4. The bid of my firm is made in good faith and not pursuant to any agreement or discussion with, or
inducement from, any firm or person to submit a complementary or other noncompetitive bid.
5. ________________________________, its affiliates, subsidiaries, officers, directors, and
(Firm)
employees are not currently under investigation by any governmental agency and have not in the
last four years been convicted or found liable for any act prohibited by State or Federal Law in any
jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract, except
as follows:
6. ___________________________ has or has not (circle one) been convicted or found liable for any
act prohibited by State or Federal Law in any jurisdiction involving conspiracy or collusion with
respect to bidding on any public contract within the last three (3) years.
I state that ____________________________________ understands
(Firm)
acknowledges that the above responsibilities are material and important,
and will be relied on by the Owner in awarding the contract(s) for which
this Bid is submitted. I understand and my firm understands that any
misstatement in this affidavit is and shall be treated as fraudulent
concealment from the Owner of the true facts relating to the submission
of bids for this contract.
______________________________________
Name
______________________________________
Company Position
SWORN TO AND SUBSCRIBED
BEFORE ME THIS ___________
DAY OF _________, 20 _______.
_______________________________________
Notary Public
My Commission Expires:
BID FORM
INMATE EXERCISE EQUIPMENT REPLACEMENTS FOR THE FRANKLIN COUNTY JAIL
To: Franklin County Controller’s Office
Franklin County Administration Building
272 North Second Street
Chambersburg, PA 17201
The undersigned, having carefully examined the specifications and instructions to bidders, and being familiar with the
various requirements concerning the work, agree to furnish all materials and preform all work necessary in strict
accordance with the Contract Documents for the consideration in the following amount:
Cost: $__________________________________________________________ (words)
$__________________________________________________________ (figure)
If written notice of the acceptance of the bid is mailed or delivered to the undersigned within thirty (30) days after
the day set for the opening of this bid or at any other time thereafter before it is withdrawn, the undersigned will
execute and deliver the contract documents to the Owner in accordance with this bid.
Notice of acceptance, or request for additional information, may be addressed to the undersigned at the address set
forth below.
The undersigned hereby declares that this bid is made without connection with any other person or persons making a
bid for the same work and is without collusion or fraud.
Submitted by:________________________________
(Type Name) Signed by: __________________________________
Title: ______________________________________
Address: ___________________________________
Phone: ____________________________________
Date: ______________________________________
___________________________________________
Contractor
___________________________________________
Address
___________________________________________ (Submitted By)
BID CHECKLIST
Bid Form _____
Non-Collusion Affidavit _____