02._IFB_BWI_Garage_MRC-26-017-MT.eMMA.pdf

STATE OF MARYLAND

MARYLAND TRANSIT ADMINISTRATION

(MTA)

INVITATION FOR BIDS (IFB)

BWI GARAGE OPERATIONS & MAINTENANCE

MRC-26-017-MT

ISSUE DATE: MAY 7, 2026

A Prospective Bidder that has received this document from a source other than eMaryland Marketplace

Advantage (eMMA) https://procurement.maryland.gov should register on eMMA https://emma.maryland.gov/

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

https://procurement.maryland.gov/ https://emma.maryland.gov/

MARC BWI Garage Operations and Maintenance

Solicitation #: MRC-26-017-MT IFB Document

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NO BID NOTICE/VENDOR FEEDBACK FORM

To help us improve the quality of State solicitations, and to make our procurement process more responsive and business friendly, please provide comments and suggestions regarding this solicitation.

Please return your comments with your response. If you have chosen not to respond to this solicitation, please email or fax this completed form to the attention of the Procurement Officer (see Key Information

Summary Sheet below for contact information).

Title: BWI Garage Operations and Maintenance

1. If you have chosen not to respond to this solicitation, please indicate the reason(s) below:

Other commitments preclude our participation at this time

The subject of the solicitation is not something we ordinarily provide

We are inexperienced in the work/commodities required

Specifications are unclear, too restrictive, etc. (Explain in REMARKS section)

The scope of work is beyond our present capacity

Doing business with the State is simply too complicated. (Explain in REMARKS section)

We cannot be competitive. (Explain in REMARKS section)

Time allotted for completion of the Bid is insufficient

Start-up time is insufficient

Bonding/Insurance requirements are restrictive (Explain in REMARKS section)

Bid requirements (other than specifications) are unreasonable or too risky (Explain in

REMARKS section)

MBE or VSBE requirements (Explain in REMARKS section)

Prior State of Maryland contract experience was unprofitable or otherwise unsatisfactory.

(Explain in REMARKS section)

Payment schedule too slow

Other: __________________________________________________________________

2. If you have submitted a response to this solicitation, but wish to offer suggestions or express concerns, please use the REMARKS section below. (Attach additional pages as needed.)

REMARKS:

Vendor Name: ________________________________ Date: _______________________

Contact Person: _________________________________ Phone (____) _____ - _________________

Address: ______________________________________________________________________

E-mail Address: ________________________________________________________________

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KEY INFORMATION SUMMARY SHEET

Invitation for Bids: Maintenance – MARC BWI Garage Operations and Maintenance

Solicitation Number: MRC-26-017-MT

IFB Issue Date: May 7, 2026

IFB Issuing Office: Maryland Transit Administration (MTA or the Department)

Procurement Officer: Sharon Curtis

Email:

Phone Number:

scurtis@mdot.maryland.gov

410-856-4827

Bids Submissions: Submit via eMMA

Instructions on how to submit proposals electronically can be found at:

https://procurement.maryland.gov

No Bid Notice Feedback Form If not submitting a bid for this solicitation, please submit the NO BID

NOTICE/VENDOR FEEDBACK FORM located in this IFB after the Title page.

Pre-Bid Conference: May 14, 2026, at 10:00 a.m. Local Time

To be held by Conference Call, Please complete the RSVP “IFB

Attachment A” and email to the Procurement Officer by May 13, 2026, at

5:00 p.m. The conference call information is located on IFB

Attachment A.

Pre-Bid Onsite Meeting: May 14, 2026, at 1:00 p.m. Local Time

2 Amtrak Way, Linthicum, MD 21240

Questions Due Date and Time: May 20, 2026, at 3:00 p.m. Local Time

Bid Due (Closing) Date &Time: June 3, 2026, at 2:00 p.m. Local Time

Bidders are reminded that a completed Feedback Form is requested if a no-bid decision is made (see Attachment 1 - No Bid Notice/Vendor

Feedback Form).

MBE Subcontracting Goal: 0%

VSBE Subcontracting Goal: 0%

Procurement Method: A Contract will be awarded in accordance with the Competitive Sealed

Bidding method under COMAR 21.05.02.

Contract Type: Fixed Firm Price

Contract Duration: Five (5) year period of performance https://procurement.maryland.gov/

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Primary Place of Performance:

2 Amtrak Way, Linthicum, MD 21240

SBR Designation: No

Federal Funding: No

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Table of Contents – IFB

1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.2 Background and Purpose

2.3 Project Goals

2.4 Administration (MTA) Responsibilities

2.5 Responsibilities and Tasks

3 Contractor Requirements: General

3.1 Contract Initiation Requirements

3.2 End of Contract Transition

3.3 Invoicing

3.4 Liquidated Damages

3.5 Insurance Requirements

3.6 Security Requirements

3.7 On-Site Security Requirement(s)

3.8 Problem Escalation Procedure

3.9 SOC 2 Type 2 Audit Report

3.10 Minority Business Enterprise (MBE) Reports

3.11 Veteran Small Business Enterprise (VSBE) Reports

3.12 Work Orders

3.13 Additional Clauses

4 Bid Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA)

4.2 Electronic Means

4.3 Pre-Bid Conference

4.4 Questions

4.5 Procurement Method

4.6 Multiple or Alternate Bids

4.7 Bid Due (Closing) Date and Time

4.8 Receipt, Opening and Recording of Bids

4.9 Duration of Bids

4.10 Revisions to the IFB

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4.11 Cancellations

4.12 Incurred Expenses

4.13 Protest/Disputes

4.14 Bidder Responsibilities

4.15 Acceptance of Terms and Conditions

4.16 Bid/Proposal Affidavit

4.17 Contract Affidavit

4.18 Compliance with Laws/Arrearages

4.19 Verification of Registration and Tax Payment

4.20 False Statements

4.21 Confidentiality of Bids / Public Information Act Notice

4.22 Use of Bidder’s Form Not Binding on State

4.23 MBE Participation Goal

4.24 Living Wage Requirements

4.25 Location of the Performance of Services Disclosure

4.26 Performance Bond

4.27 Corporate Diversity

5 Bid Format and Submission

5.1 One Part Submission

5.2 Labeling

5.3 Bid Price Form

5.4 Required Bid Submission

5.6 Documents Required upon Notice of Recommendation for Contract Award

5.7 Bid Evaluation Criteria and Award Basis

5.8 Tie Bids

5.9 Reciprocal Preference

6 IFB Appendices and Attachments

Attachment A Pre-Bid Conference Response Form

Attachment B Bid Instructions & Bid Form

Attachment C Bid Proposal Affidavit

Attachment D Minority Business Enterprise (MBE) Forms

Attachment E M aryland Living Wage Affidavit of Agreement for Service Contracts

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Attachment F Conflict of Interest Affidavit and Disclosure

Attachment G Non-Disclosure Agreement (Contractor)

Attachment H Location of the Performance of Services Disclosure

Attachment I Sample Contract

Attachment J Contract Affidavit

Attachment K Performance Bond

Attachment L Corporate Diversity

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1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

As part of the determination to be considered responsive, the Bidder must document in its Bid that it satisfies the following Minimum Qualifications:

1.1.1 The Bidder shall have at least five (5) years of managing a cash-based retail operation with Point-of-Sale technology with a total gross revenue processing of more than $1 million dollars.

1.1.2 The Bidder shall have at least (5) years’ experience processing and reconciling credit card payments.

1.1.3 The Bidder shall also possess at least five (5) years’ experience managing routine maintenance and janitorial service (either directly or through subcontract) for a public facility.

Required Documentation: As proof of meeting this requirement, the Bidder shall provide with its bid one or more references from the past five years that are collectively able to attest to the Bidder’s required years of experience in performing retail operations.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

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2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 The Maryland Transit Administration (MTA or the "Department") is issuing this

Invitation for Bids (IFB) to procure the services defined in this Section 2, as specified in this IFB, from a contract between the successful bidder and the Maryland Transit

Administration.

2.1.2 It is the State’s intention to obtain goods and services, as specified in this IFB, from a

Contract between the selected Bidder and the State.

2.1.3 The Department intends to make a single award for the work under this IFB. See IFB

Section 4.9 Award Basis for more Contract award information.

2.1.4 A Bidder, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all of the requirements requested in this solicitation and the successful Bidder (the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

2.2 Background and Purpose

2.2.1 The Administration owns a parking garage at BWI Airport MARC Station located at 2

Amtrak Way, Linthicum, MD 21240. The station parking garage consists of two seven-story garage structures with 3,200 total parking spaces. The two garage structures are connected to FLASH Parking access and revenue control system consisting of an automatic in/out pass system and pay-on-foot machines are provided at this location.

The garage is used daily by MTA MARC customers, Amtrak passengers, and as an overflow parking facility for Airport customers during holiday and other peak demand times.

The purpose of this solicitation is to award a contract to a bidder who can provide daily management of this garage, including staffing pay stations, maintaining garage equipment, and overseeing the janitorial and routine maintenance of the structure and its amenities.

2.3 Project Goals

2.3.1 Provide world-class customer service to MARC riders utilizing the garage at the BWI

MARC garage.

2.3.2 Efficiently collect revenue from the parking garage.

2.3.3 Maintain a safe, clean, and functioning garage complex.

2.3.4 Ensure the long-term state of good repair of the state-owned asset.

2.4 Administration (MTA) Responsibilities

2.4.1 The Administration shall maintain all landscaping, flowerbeds, shrubbery, and trees outside of the fence line, and shall maintain all landscaping for the dedicated roadways to and from the facility.

2.4.2 The Administration shall be responsible for inspection, repair and maintenance of the public automobile parking facilities’ fire alarm and fire suppression systems.

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2.4.3 The Administration shall conduct all major capital program repairs and replacements unless Contractor’s personnel or agents cause damage. It is the responsibility of the

Contractor to repair damage caused by the Contractor’s personnel or agents, to MTA’s specifications.

2.4.4 The Administration shall be responsible, if applicable, for the maintenance of the

Public Assistance Systems, Emergency Assistance Systems, and CCTV surveillance equipment at the public automobile parking facility.

2.4.5 The Administration shall be responsible for the inspection, routine maintenance, and repair of the elevators located in the parking garage.

2.4.6 The Administration shall be responsible for capital roof repairs and replacement.

2.4.7 The Administration shall be solely responsible for furnishing necessary utility service to the public automobile parking facilities. Anything herein to the contrary notwithstanding, the Administration shall not be liable or responsible for any failure of any utility supplier to furnish the above services, any breakdown or failure in or of the apparatus, equipment or machinery employed in supplying the service, any temporary stoppage for repair, improvement or enlargement thereof, or any action or condition beyond Administration’s control.

2.5 Responsibilities and Tasks

2.5.1 General Requirements

A. The Administration is responsible for setting all policy and rates related to the garage. An increase or reduction in any rates made by the Contract Monitor shall not affect the provisions of the Contract. Rates in existence during the

Contract term shall be reviewed on an as needed basis, as determined by the

Contract Monitor, but not less than twice per year. The Contract Monitor reserves the right to offer discounts, promotional coupons, or adjust rates, as it deems necessary during the term of the Contract.

B. The Contract Monitor reserves the right to provide free parking and/or parking at a charge to personnel of the Administration, to employees of tenants and concessionaires at the Airport, and to a limited number of persons not included in such categories. The contractor shall comply with all directives and programs related to this right as directed by the Contract Monitor.

C. Provision of bathroom, office supplies, and other consumables for the

Contractor’s offices is the sole responsibility of the Contractor.

2.5.2 Retail Operations & Staffing

A. The Contractor shall be responsible for staffing the facility, as defined in this

IFB. The Contractor shall have the sole responsibility for employee wages, overhead, and benefits. The Contractor shall submit a Staffing Schedule to the

Contract Monitor (CDRL-001).

B. Within 10 days of Notice to Proceed (NTP), the Contractor shall submit a

Staffing and Operations Plan (CDRL-002) to the Contract Monitor for his review and approval. The plan should outline proposed staffing level, retail operations procedures, employee training, and any other information related to the Contractor’s operation of the daily operation of the garage (excluding maintenance).

C. While the facility can process all payments via the monthly pass and at pay-on-

IFB for Maryland Transit Administration 11 of 62 foot machines, the Contractor is required to provide one cashier 24 hours a day, seven days a week to handle payments, maintain oversight of the garage, and provide customer assistance when required.

D. The Contractor shall provide a second cashier Monday – Friday from 3pm-7pm to assist with peak exit demand.

E. The Contractor shall designate one (1) primary Manager for this project. This

Manager must be located within the Baltimore Metro Area and be able to respond to issues during normal business hours.

F. The Contractor shall also designate an on-call supervisor (who is not a cashier) to respond to after- hour emergencies. This designee and their contact information shall be submitted to the Contract Monitor weekly with the staffing schedule.

G. The Contractor shall provide and ensure personnel having public contact wear uniforms and legible nametags. Uniform color and design are subject to the approval of the Contract Monitor. Such personnel having public contact shall be well qualified, courteous, neat in appearance, and in uniform at all times.

H. The Contractor shall provide and ensure all personnel including cashiers and management staff wear highly reflective vests and/or outer wear while on site.

I. The Contractor shall, by training and close supervision of all personnel, assure that service to the public is prompt, efficient, courteous, and of the highest quality. In this regard, the Contractor shall devise and implement an orientation program for all new personnel to include customer service training, and training in company policies, and job procedures. The Contractor shall assure that the

Contractor's personnel who have direct contact with the public, and all of the

Contractor's managers and supervisors, have at least eight (8) hours of customer service training within two (2) weeks of commencement of duties and at least once a year thereafter. The Contract Monitor reserves the right to send a representative(s) to observe the Contractor’s training program.

J. The Contractor's personnel shall at no time demand or otherwise solicit tips from customers for services rendered. Upon objection from the Contract

Monitor concerning improper conduct, demeanor, or appearance of any such employee, the Contractor shall immediately take all steps necessary to correct the situation or remove employee from the staffing roster, at the sole discretion of MTA.

K. If there is an excessive delay in line (defined as a delay of ten [10] minutes or more) for payment at an exit booth as determined by the Contract Monitor, the

Contract Monitor reserves the right to require the Contractor to (a.) let public parking facility patrons exit the lots immediately and without charge, or (b.)

provide patrons with up to one (1) hour of free parking. The Contractor will be required to collect the tickets of such parking patrons and report the actual full value of such tickets in its monthly reporting to the Contract Monitor. The

Contractor shall be provided with a list of Administration personnel who are authorized to order "no charge" exiting of patrons.

L. The Contractor shall furnish public automobile parking tickets in a form, size, color, content, and quality satisfactory to the Contract Monitor and the manufacturer of the revenue control equipment in use at the public parking facility. Parking tickets shall be in consecutive numerical order.

M. The Contractor shall arrange with the Contract Monitor for the delivery of tickets to the Contractor’s storage vault from the ticket manufacturer so that an

IFB for Maryland Transit Administration 12 of 62 inventory can be taken for use in periodic audits by the Contract Monitor or

Designee. The Contractor shall be responsible for custody of the tickets, after the Contract Monitor or designee has recorded the information needed. The

Contractor shall arrange to maintain an adequate supply of tickets on hand to meet operational needs at all times.

N. A “lost ticket form” provided by the Contractor and approved by the Contract

Monitor, shall account for parking tickets, which are lost by customers. The

Contractor shall require all customers who claim to have lost ticket(s) to complete and sign this form, and the Contractor shall retain the completed forms for inspection by the Contract Monitor at its request. Customers who claim to have lost ticket(s) shall be charged an amount which the Contractor determines is the fair amount in each case, based on the customer's statements, the current parking inventory list, and any other relevant information.

O. Free monthly parking passes are provided for the BWI Marshall Rail Station

Garage for those patrons obtaining MARC monthly rail passes. A list of approved patrons and their vehicles will be provided by the MTA (or its ticket vending partner) to the Contractor monthly. The Contractor shall facilitate the activation and deactivation of these monthly passes. The Contractor shall supply any additional access cards needed to facilitate this program as directed by the Contract Monitor.

2.5.3 Garage Equipment & Systems Maintenance

A. Revenue control equipment for the BWI Marshall Rail Station Parking

Garage is a FLASH Parking PARCS System. The Contractor is required to maintain this system to manufacturer specifications.

B. The Contractor shall ensure that all pay stations, gate arms, and corresponding servers are operational. The Contractor shall remedy all equipment failures within twenty-four (24) hours or provide written documentation explaining an extended outage.

C. Within seven (7) days of NTP, the Contractor shall develop and submit a written Preventive Maintenance Schedule and Procedure for the FLASH

Parking PARCS System (CDRL-003) to the Contractor Monitor for review and approval.

D. The Contractor shall maintain a log of all such procedures identified in the

FLASH Parking PARCS System Maintenance Schedule and Procedures including date, time, identity of equipment, and name of staff or contractor who performed the procedure. Cashiers shall not be permitted to perform repair or maintenance to any of the revenue control equipment, including cash registers, ticket dispensers, etc. unless otherwise approved in writing by the

Contract Monitor.

E. The Contractor shall submit, in writing, to the Contract Monitor any issue that arise that requires substantial and nonroutine repair (over $1,500). The

Contractor shall not be responsible for such repairs that exceed the Garage

Equipment Allowance, unless the contract is amended to remedy such failure in accordance with COMAR and Maryland Procurement

Regulations.

F. The Contractor shall bill for repairs to Garage Fare Equipment and Systems at the bid hourly rate for such work. Cost for any needed parts shall be billed against the pre-determined allowance on the bid sheet. Parts reimbursement under this contract may include the direct cost for shipping, but may not include any mark-up or overhead for said purchase.

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G. Credit Card transaction fees associated with the FLASH Parking PARCS

System are considered incidental and should be included within the vendor’s price to manage the FLASH Parking PARCS System.

2.5.4 Financial Reconciliation & Reporting

A. The Contractor shall remit all monthly revenues (minus any applicable fees and taxes) received from the payment of parking fees to the Administration by electronic transfer, no later than the 10th day of the following month.

B. The Contractor shall establish administrative control procedures that provide for a daily reconciliation of all transactions including tickets issued and tickets collected, lost tickets, exception tickets, exit tickets, vehicle inventories, voided tickets, and revenue collection and deposit. This reconciliation data shall be held available and presented on demand to support Contractor's monthly statements of gross revenues and, additionally, held available for audit. All such administrative control procedures are subject to the prior written approval of the Contract Monitor. At termination of the Contract, if the Contractor does not succeed itself, Contractor shall place in storage, accumulated tickets, records and reports until notified by the Contract Monitor that the material can be disposed of, or when a final audit has been performed, whichever comes first. Cost for storage shall be the responsibility of the Contractor.

C. The Contractor shall not destroy or dispose of any records without prior written approval from the Administration.

D. The Contractor, as operator of the public automobile parking facility for the

Administration, shall be responsible for the collection and payment of, and all record-keeping in connection with, the parking tax) imposed by Local

Government Section 20- 603(a)(3) of the Annotated Code of Maryland and

Section 4-6-107 of the Anne Arundel County Code, future changes in said

Anne Arundel County parking tax, and any additional taxes imposed on the public automobile parking facility or operations during the term of the

Contract.

E. As part of the monthly invoice, the Contractor shall submit to the Contract

Monitor evidence that the monthly parking tax payment to Anne Arundel

County and any such other parking-related taxes have been made, if any.

F. The Contractor assures that revenue is safeguarded through proper use, maintenance, and supervision of equipment and personnel. In this respect, the Contract Monitor shall periodically conduct an inspection of the revenue control equipment and procedures in use on the public automobile parking facility. The purpose of these inspections shall include, but not be limited to verifying:

1) All entrance and exit gates are properly operating and cabinets are locked,

2) Ticket dispensers are properly functioning, and cabinets are locked,

3) Fee indicators are properly functioning,

4) Lock boxes for validated tickets are locked

5) Fee computers and validators are properly functioning,

6) Cashier booths are locked,

7) Proper security procedures appear to be in place,

8) Cashiers have not accumulated excessive amounts of money

9) All system clocks are correct, and

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10) Pay machine cabinets are locked and contain adequate change.

2.5.5 Routine Building Maintenance and Janitorial Services

Routine repairs are defined as repairs to a structure, equipment, or system to maintain it in good working condition.

Capital repairs are hereinafter defined as repairs to change a structure, equipment, or system to correct a problem, or to correct a major system failure, such as garage emergency/assistance communication, equipment, or system failure, pavement failure, roof replacement, etc. Repair or replacement decision shall be at the sole discretion of the Contract Monitor.

A. Contractor shall be responsible for routine repairs for normal wear and tear such as door closures, shelter panels, potholes, and fences. All repairs performed by Contractor are subject to Contract Monitor’s prior written approval.

B. Contractor shall be responsible for capital repairs for damage due to its activities, or activities of its personnel, sub-contractors or agents, e.g., at public parking facility at its own expense and to the satisfaction of the

Contract Monitor.

C. The Contractor shall keep the public automobile parking facility including but not limited to offices, cashier booths, and bus shelters in good repair, to include routine maintenance and repair of all doors, walls, including, but not limited to the sliding glass doors in the BWI Rail Station Parking Garage, ceilings, and roofs of the structures as needed. The routine repair of roofs by the Contractor shall be by a method approved by the Contract Monitor and meeting industry specifications.

D. The Contractor shall provide for daily custodial services to the above stated structures. The Contractor, at its expense, shall repair, or reimburse the

Administration for repairs to the public automobile parking facility, including but not limited to the elevators in garages, passenger bridges, and tunnels due to negligence or abuse on the part of Contractor’s personnel or its agents.

E. The Contractor shall be responsible for repairs and maintenance of HVAC equipment at all surface lots including guard booths, cashier booths, restrooms and other structures for the sole use of the Contractor’s staff or parking patrons.

F. The Contractor shall remove any graffiti that may appear in and on the garage facility within forty-eight (48) hours.

G. The Contractor shall make all required preventive maintenance schedules, repairs, renewals, refurbishments and replacements to building, mechanical, and electrical systems in the Contractor’s area of responsibility, within ninety

(90) calendar days after the commencement of the Contract and every year thereafter of the Contract Term, the Contractor shall develop and submit a

Preventative Maintenance Plan (CDRL-004). The plan shall be in accordance with Manufacturers’ recommendations, industry best practices and as approved by the Contract Monitor.

H. The Contractor shall record all work orders, logs, maintenance history, invoices, and costs associated with preventive maintenance work or other repair work performed by the Contractor during the Contract Term. These records shall be provided to the Contract Monitor or his Designee.

I. The Contractor shall be responsible for the maintenance and repair of all utility services including all packaged HVAC units, service lines, IFB for Maryland Transit Administration 15 of 62 connections, and valves, including, without limitation, service lines for the supply of electric power, plumbing, plumbing fixtures, telephone and data transmission conduits and lines, located upon the public automobile parking facility including all utility service exclusively serving Contractor offices, except to the extent such repair is related to base building work installed by or on behalf of the Administration.

J. The Contractor shall be responsible for grounds keeping (i.e. grass cutting, weed removal, landscape maintenance and trash removal) within the fence lines of the public automobile parking facility except areas, if any, to which the Contract Monitor has restricted access to said areas.

K. The Contractor shall be responsible for the maintenance and repairs of any fencing that is internal, contiguous, or bordering on the public automobile parking facility. Fencing includes jersey barriers, guardrails, visual barriers

(e.g. pre-cast concrete walls) and chain link. An inspection of all the fencing at the public automobile parking lots by the Contract Monitor and the

Contractor shall be made at the time of commencement of the Contract.

The Contractor shall maintain the fencing in the same or better condition than the condition at the time of commencement of the Contract at the expense of the

Contractor. Such maintenance shall include, but not be limited to, repair

(including repair due to accidental damage), and painting.

The Contractor shall regularly inspect and perform routine repairs to the pavement, curbs, steps, walls, ramps, ground mounted delineation markers, concrete bumper blocks, and bollards on the public automobile parking facility and promptly fill all holes, cracks, and depressions, remove all raised areas that develop, and on a monthly basis, align concrete bumper blocks in appropriate positions.

L. The Contractor shall keep all glass surfaces, free from smears, streaks, and residue. The Contractor shall also be responsible for cleaning any graffiti that may appear on such glass surfaces. The Contractor shall ensure that that all interior glass surfaces are spot-cleaned on an as needed basis to get rid of smears and handprints, and that interior and exterior glass surfaces of the garage towers are hand-cleaned on a quarterly basis to the satisfaction of the

Contract Monitor.

M. The Contractor shall be responsible for lamp installation & replacement, repair and replacement of ballasts, and routine maintenance of all lighting fixtures in the public automobile parking facilities.

The Contract Monitor will provide specifications for the required lamps and fixtures to the Contractor for replacement in the parking facilities, and the Contractor shall install them as needed.

N. Snow and Ice:

1. The Contractor or subcontractor shall use only those deicing agents specifically approved by the Contract Monitor. The Contractor must use the following deicing agents for the parking garage structures:

Calcium-Magnesium Acetate Sodium Acetate, or Potassium Acetate

(liquid).

2. The Contractor or subcontractor shall use sand on surfaces but must keep it to a minimum to prevent damage to storm drainage systems. The Contractor may use sodium chloride on surface lots, IFB for Maryland Transit Administration 16 of 62 but it is not permitted on concrete parking structures.

3. The Contractor shall act promptly to prevent the accumulation of snow and ice on the Parking Garage, and exposed walkways, and shall remove any accumulated snow and ice as expeditiously as possible or at Contract Monitor's request. The Contractor shall not permit more than ½ inch of snow to accumulate on the public automobile parking facility surfaces or exposed walkways before initiating snow removal activity.

4. Any ice or similar frozen coating on the public automobile parking facilities' surfaces shall be treated immediately with melting or anti-skid materials upon detection. In removing snow from the facility, the Contractor or subcontractor shall ensure that all entrance/exit roadways/ramps and lanes within the lots are plowed and cleaned full width.

5. Snowplow windrows are to be removed so that patrons can remove their vehicles from parking without impediment.

6. Pedestrian walkways shall be kept free of appreciable accumulation

(i.e., no more than

½") of snow and ice at all times. The Contractor shall remove all accumulations of sand, or other anti-skid materials, from the public automobile parking facilities within three (3) calendar days of the disappearance of all snow and/or ice.

7. The Contractor, at its option, shall have the right to contract with a private firm for the purpose of snow removal on condition that the subcontractor shall ensure that all snow and ice is removed quickly and effectively as indicated above. In performance of the

Contractor's responsibility to remove snow and ice from the top level of the garages, snow removal equipment must be approved by the Administration because of weight limitations. Small “bobcats” and one-ton dump trucks may be used. The Contractor shall provide a Snow Removal Plan (CDRL-005) to the Contract

Monitor by October 1 of each Contract Year, which will be subject to the Contract Monitor’s review and approval. The plan shall include steps the Contractor will take to prevent snow from the chute from accumulating on and around parked automobiles and pedestrian walkways. At the conclusion of each snow/ice season, the contractor will power wash entire structure, inside and out, to remove ice melting residue.

8. Salt and Ice Melt shall be billed against the Routine Maintenance Parts

Allowance.

O. The Contractor shall be responsible for the removal of all bird nests and other rodent/pests infestations that may occur.

P. The Contractor, at its sole cost and expense, shall provide a minimum of fifty

(50) traffic cones.

Q. The Contractor shall keep the public automobile parking facility free from all fire and other hazards to persons and property. The Contractor is responsible for the inspection, maintenance, and replacement of those fire extinguishers in its exclusive use areas and shall annually provide the Contract Monitor with a report of the inspection performed by a certified fire inspection firm selected

IFB for Maryland Transit Administration 17 of 62 by the Contractor and approved by the Contract Monitor.

R. The Contractor shall conduct a daily inspection of the public automobile parking facility, including structures, and a report of the condition of the lot and facilities shall be made available to the Contract Monitor at his/her request. The Contractor shall maintain daily inspection records during the contract term.

S. The Contractor shall replace or repair trash receptacles if damaged by

Contractor.

B. The Contractor is required to clean-up all oil/hydraulic spills and remove absorbent material as soon as possible. The Contractor shall use appropriate measures and or subcontractor to assure all clean-up or remediation, meets all state, local and federal environmental regulations.

C. Public areas and Contractor Areas: The Contractor shall maintain the garage at a first-class appearance level at all time. This may require cleaning every day or every-other day.

The Contractor shall recognize the importance of this objective and ensure proper cleaning quality and quality control. The quality standards of cleanliness shall be measured in accordance with, but not be limited to, the following provisions.

1) All floors shall be clean and free of dirt and streaks. There shall be no dirt remaining in corners or behind doors. No dirt shall be left after sweepings are removed from the floor,

2) Dust shall not be moved from spot to spot but removed directly from the areas in which it lies, by the most effective means, i.e., treated dusting cloths, vacuum tools, short, handled duster, damp wiping, etc.,

3) If the facility fails to meet these and other common-sense cleanliness standards the

Contract Monitor may direct the Contractor to correct the problems at no additional expense to the Administration.

4) The following areas shall be cleaned in the garage:

a) All interior curbs

b) Stairwells and landings, including railings

c) Elevators, including interior wall and doors

d) Elevator landings

e) Passenger Waiting Area and Ticket Lobby

f) Removal of all trash and debris from all automobile parking areas, travel lanes and trash receptacles.

D. The contractor shall bill for repairs to the Garage and the components outlined in this IFB at the bid hourly rate for such work. Cost for any needed parts shall be billed against the pre-determined allowance on the bid sheet. Parts reimbursement under this contract may include the direct cost for shipping, but may not include any mark-up or overhead for said purchase.

E. Janitorial services are fixed price and inclusive of all overhead and profit. The contractor shall bill for janitorial services at the fixed bid cost contained on the bid sheet.

F. Landscaping/Snow Removal services are fixed price and inclusive of all overhead and profit. The contractor shall bill for landscaping services at the fixed bid cost contained on the bid sheet.

2.5.6 Customer Service

A. The Contractor, at its sole cost and expense, shall design, print, and make available to patrons on an on-going basis, a card for the recording of customer's comments relating to service provided. Card design and content shall be subject to the Contract Monitor’s prior

IFB for Maryland Transit Administration 18 of 62 written approval. Design of the card shall include a procedure for delivery of card to the

Contractor after the card has been completed (filled-in) by the customer. The card shall be made available to customers at cashier booths and other locations and proposed by the

Contractor and approved by the Contract Monitor.

The Contractor shall provide the completed card(s) to the Contract Monitor with its monthly invoices.

B. The Contractor shall reply promptly and courteously, in writing, to each customer complaint. In any event, the Contractor shall, within three (3) business days of the date the complaint is first received, make an appropriate response to the customer, which, if further action on the complaint is required, may consist of an acknowledgement of the complaint and a statement of further action to be taken by the Contractor. The Contractor shall forward to the Contract Monitor or Designee, a copy of each complaint, and the written response at the same time such response is mailed or delivered to the customer.

2.5.7 Signage & Advertising

A. The Contractor may install and maintain appropriate signs provided that all such signage shall be uniform and consistent with the graphic standards of the Administration. The

Contractor shall submit a written request to the Contract Monitor or Designee for approval of all proposed exterior signage prior to installation of each sign by the

Contractor and said written request shall include a sketch or drawing and description of each sign, which shall indicate the wording, color, font size, style, specific place of installation, sign size, and signage materials for each sign.

B. The Contractor shall not place freestanding signage outside of its assigned areas without prior written approval from the Contract Monitor or Designee. The cost of installation and operation of signs, including removal shall be the responsibility of the Contractor. No signage, banners, corporate logo, regulatory signage, employee oriented or warning signs will be allowed within the public automobile parking surface lots without the prior written consent of the Contract Monitor or Designee.

C. Additional items including, but not limited to, vending machines and dumpsters, must be approved for placement in advance by MTA’s Contract Monitor or Designee.

D. The Administration retains the sole right to sell or place advertising through the garage.

The Contractor may not sell or profit from advertising fees related to this project or property. The Contractor may, with written approval from MTA’s Contract Monitor or

Designee, identify itself as the operator of the garage with approved signage.

IFB for Maryland Transit Administration 19 of 62

IFB for Maryland Transit Administration 20 of 62

3 Contractor Requirements: General

3.1 Contract Initiation Requirements

3.1.1 Contractor shall schedule and hold a kickoff meeting within seven (7) Business Days of

NTP

3.1.2 The Contractor shall submit draft Contract Deliverable Documents (CDRLs) in accordance with section 2 of the IFB.

3.2 End of Contract Transition

3.2.1 The Contractor shall provide transition assistance as requested by the State to facilitate the orderly transfer of services to the State or a follow-on contractor, for a period up to

<<60>> days prior to Contract end date, or the termination thereof. Such transition efforts shall consist, not by way of limitation, of:

A. Provide additional services and support as requested to successfully complete the transition;

B. Maintain the services called for by the Contract at the required level of proficiency;

C. Provide updated System Documentation as appropriate; and

D. Provide current operating procedures (as appropriate).

3.2.2 The Contractor shall work toward a prompt and timely transition, proceeding in accordance with the directions of the Contract Monitor. The Contract Monitor may provide the Contractor with additional instructions to meet specific transition requirements prior to the end of the Contract.

3.2.3 The Contractor shall ensure that all necessary knowledge and materials for the tasks completed are transferred to the custody of State personnel or a third party, as directed by the Contract Monitor.

3.2.4 The Contractor shall support end-of-Contract transition efforts with technical and project support to include but not be limited to:

3.2.5 The Contractor shall provide a draft Transition-Out Plan 120 Business Days in advance of Contract end date.

The Transition-Out Plan shall address at a minimum the following areas:

1) Any staffing concerns/issues related to the closeout of the Contract;

2) Communications and reporting process between the Contractor, the

Department and the Contract Monitor;

3) Security and system access review and closeout;

4) Any hardware/software inventory or licensing including transfer of any point of contact for required software licenses to the Department or a designee;

5) Any final training/orientation of Department staff;

6) Connectivity services provided, activities and approximate timelines required for Transition- Out;

7) Knowledge transfer, to include:

a) A working knowledge of the current system environments;

b) Review with the Department the procedures and practices that

IFB for Maryland Transit Administration 21 of 62 support the business process and current system environments;

c) Working knowledge of all technical and functional matters associated with the solution, its architecture, data file structure, interfaces, any batch programs, and any hardware or software tools utilized in the performance of the Contract;

d) Documentation that lists and describes all hardware and software tools utilized in the performance of the Contract;

8) Plans to complete tasks and any unfinished work items (including open change requests, and known bug/issues); and

9) Any risk factors with the timing and the Transition-Out schedule and transition process. The Contractor shall document any risk factors and suggested solutions.

The Contractor shall ensure all documentation and data including, but not limited to, System Documentation and current operating procedures, is current and complete with a hard and soft copy in a format prescribed by the Contract Monitor.

The Contractor shall provide copies of any current daily and weekly back-ups to the

Department or a third party as directed by the Contract Monitor as of the final date of transition, but no later than the final date of the Contract.

Access to any data or configurations of the furnished product and services shall be available after the expiration of the Contract.

3.3 Invoicing

3.3.1 General

The Contractor shall e-mail the original of each invoice and signed authorization to invoice to the Contract Monitor and pkrysowaty@mdot.maryland.gov and at e-mail address:

marcadmin@mdot.maryland.gov.

All invoices for services shall be verified by the Contractor as accurate at the time of submission.

An invoice not satisfying the requirements of a Proper Invoice (as defined in COMAR 21.06.09) cannot be processed for payment. To be considered a Proper Invoice, invoices must include the following information, without error:

1. Contractor name and address;

2. Remittance address;

3. Federal taxpayer identification (FEIN) number, social security number, as appropriate;

4. Invoice period (i.e. time period during which services covered by invoice were performed);

5. Invoice date;

6. Invoice number;

7. State assigned Contract number;

8. State assigned (Blanket) Purchase Order number(s);

9. Goods or services provided;

10. Amount due; and

11. Any additional documentation required by regulation or the Contract.

Invoices that contain both fixed price and time and material items shall clearly identify each item as either fixed price or time and material billing.

mailto:pkrysowaty@mdot.maryland.gov mailto:marcadmin@mdot.maryland.gov

IFB for Maryland Transit Administration 22 of 62

The Department reserves the right to reduce or withhold Contract payment in the event the

Contractor does not provide the Department with all required deliverables within the time frame specified in the Contract or otherwise breaches the terms and conditions of the Contract until such time as the Contractor brings itself into full compliance with the Contract.

Any action on the part of the Department, or dispute of action by the Contractor, shall be in accordance with the provisions of Md. Code Ann., State Finance and Procurement Article §§

15-215 through 15-223 and with COMAR 21.10.04.

The State is generally exempt from federal excise taxes, Maryland sales and use taxes, District of Columbia sales taxes and transportation taxes. The Contractor, however, is not exempt from such sales and use taxes and may be liable for the same.

Invoices for final payment shall be clearly marked as “FINAL” and submitted when all work requirements have been completed and no further charges are to be incurred under the

Contract. In no event shall any invoice be submitted later than 60 calendar days from the

Contract termination date.

3.3.2 Invoice Submission Schedule

The Contractor shall submit invoices in accordance with the following schedule:

A. For items of work for which there is one-time pricing (see Attachment B –Bid Form) those items shall be billed in the month following the acceptance of the work by the

Department.

B. For items of work for which there is annual pricing, see Attachment B–Bid Form, those items shall be billed in equal monthly installments for the applicable

Contract year in the month following the performance of the services.

3.3.3 For the purposes of the Contract an amount will not be deemed due and payable if:

A. The amount invoiced is inconsistent with the Contract;

E. The proper invoice has not been received by the party or office specified in the Contract;

F. The invoice or performance is in dispute or the Contractor has failed to otherwise comply with the provisions of the Contract;

G. The item or services have not been accepted;

H. The quantity of items delivered is less than the quantity ordered;

I. The items or services do not meet the quality requirements of the Contract;

J. If the Contract provides for progress payments, the proper invoice for the progress payment has not been submitted pursuant to the schedule;

K. If the Contract provides for withholding a retainage and the invoice is for the retainage, all stipulated conditions for release of the retainage have not been met;

or

L. The Contractor has not submitted satisfactory documentation or other evidence reasonably required by the Procurement Officer or by the Contract concerning performance under the Contract and compliance with its provisions.

3.3.4 Travel Reimbursement

Travel will not be reimbursed under this IFB

3.4 Liquidated Damages

3.4.1 MBE Liquidated Damages

THIS SECTION IS INAPPLICABLE TO THIS IFB.

3.4.2 Liquidated Damages other than MBE

IFB for Maryland Transit Administration 23 of 62

THIS SECTION IS INAPPLICABLE TO THIS IFB.

3.5 Insurance Requirements

The Contractor shall maintain, at a minimum, the insurance coverages outlined below, or any minimum requirements established by law if higher, for the duration of the Contract, including option periods, if exercised:

3.5.1 Insurance Types

[x] Commercial General Liability Insurance with minimum limits of $5,000,000 per occurrence, written on an occurrence form. When the minimum contract amounts can only be met when applying the umbrella/excess policy, the umbrella/excess policy must follow form of the underlying policy and be extended to “drop down” to become primary in the event the primary limits are reduced or aggregate limits are exhausted.

The coverage shall include:

[x] Personal and Advertising Injury coverage, [x] Products and Completed Operations coverage, [x] Independent Contractors coverage, [x] Terrorism coverage, [x] XCU coverage (explosion, collapse, and underground hazards)

[x] Additional Insured Endorsement naming MTA.

[x] Waiver of subrogation rights in favor of MTA

[x] Workers’ Compensation Insurance meeting the statutory requirements of the jurisdiction where the work will be performed for employees and or volunteers, including

Employer’s Liability coverage with minimum limits of $1,000,000 each accident or disease.

[x] Commercial Automobile Liability Insurance with minimum limits of $1,000,000 per occurrence covering contractor against claims for bodily injury and property damage arising out of the ownership, maintenance or use of any owned, hired, or non-owned motor vehicle. MTA shall be added as an additional insured on the policy.

[ x] Professional Liability (Errors and Omissions) Insurance appropriate to the

Contractor’s profession with limits not less than $1,000,000 per occurrence or claim, $2,000,000 aggregate to cover liability resulting from any error or omission in the performance of professional services under this contract. Insurance must be maintained, and evidence of insurance must be provided for at least five (5) years after completion of the contract work.

[x] Property Insurance (including flood and earthquake, if warranted) for all-risk coverage including terrorism, physical destruction and theft for any MTA machinery or equipment

IFB for Maryland Transit Administration 24 of 62 in the Contractor’s /…