030-22.Event Production Services.pdf

IFB 030-22 1

Board of Education of Prince George’s County 13300 Old Marlboro Pike, RM 20

Upper Marlboro, MD 20772

INVITATION FOR BID

EVENT PRODUCTION SERVICES

ISSUED BY: Purchasing & Supply Services

Attention: Angela Queen, Senior Buyer

IFB NUMBER: IFB 030-22

RELEASE DATE: March 11, 2022

PRE-BID MEETING: N/A

BID DUE DATE: April 1, 2022 @ 2:00 pm

DIRECT INQUIRIES TO: Angela Queen Phone: 301.952.6560 Fax: 301.952.6726 E-mail: angela.queen@pgcps.org Kaniea.Barnhardt@pgcps.org

BID DOCUMENTS

The bid documents may be obtained by:

1. Downloading the document from the Prince Gorge’s County Public School Board’s website at:

www.pgcps.org or clicking on the following link: https://offices.pgcps.org/purchasing/bids.aspx

2. Access solicitations on eMaryland Marketplace @ https://ebidmarketplace.com/

3. Contact the Purchasing Department at 301-952-6560.

4. Visiting the Purchasing Department between the hours of 9:00 AM and 4:00 PM, Monday through

Friday, excluding holidays. The Purchasing Department is located at 13300 Old Marlboro Pike, Room 20, Upper Marlboro, MD 20772-9983.

Bidders are cautioned not to make changes to any of the terms and conditions or specifications in this solicitation, doing so may render a Bidder’s bid unacceptable and subject to rejection.

Questions and inquires maybe addressed as outlined in Part II, Item 4 of this solicitation. All questions must be in writing and directed to the Buyer specified above. Failure to adhere to this requirement may subject the bidder to immediate disqualification.

http://www.pgcps.org/ https://offices.pgcps.org/purchasing/bids.aspx

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TABLE OF CONTENTS

PART I: SCOPE OF WORK

1.0 INTRODUCTION

2.0 BACKGROUND

3.0 SCOPE OF WORK……

4.0 NON-EXCLUSIVE……………………………………………………………………………………… ..3

PART II: GENERAL TERMS AND CONDITIONS

1.0 STATEMENT OF CONFIDENTIALITY

2.0 TERM OF AGREEMENT

3.0 PRE-BID MEETING

4.0 QUESTIONS AND INQUIRIES

5.0 POINT OF CONTACT

6.0 CONTRACT MONITOR/BOARD SUPERVISION

7.0 CONTRACT TYPE

8.0 PAYMENT TERMS

9.0 INVITATION FOR BID (IFB) REVISIONS

10.0 SUBMISSION DEADLINE

11.0 BID OPENING

12.0 DURATION OF BID

13.0 MINORITY BUSINESS ENTERPRISE PROGRAM

14.0 E- COMMERCE

16.0 INSURANCE

16.0 LIQUIDATED DAMAGES

17.0 FINGERPRINTING AND CRIMINAL BACKGROUND CHECKS

18.0 BONDING

19.0 TERMS AND CONDITIONS

20.0 BASIS OF AWARD

20.1 OPTION TO RENEW CONTRACT PERIOD ………………………………………………………….10

21.0 STATE OF MARYLAND CERTIFICATE OF GOOD STANDING

22.0 PERSONALLY IDENTIFIABLE INFORMATION (PII) ……………………………………………… .11

PART III: BID SUBMISSION REQUIREMENTS

PART IV: SCOPE OF WORK

PART V: BID FORM

PART VI: APPENDICES

APPENDIX A - SPECIAL TERMS AND CONDITIONS FOR SEALED BIDS

APPENDIX B - NON-COLLUSION CERTIFICATE

APPENDIX C - DEBARMENT AFFIDAVIT

APPENDIX D - ANTI-BRIBERY AFFIDAVIT

APPENDIX E - CERTIFICATE OF INSURANCE COVERAGE

APPENDIX F – PRICING CONFIRMATION

APPENDIX G - ADDENDA ACKNOWLEDGEMENT

APPENDIX H – MBE DOCUMENTS

APPENDIX I - REFERENCES

APPENDIX J – LETTER OF INTENT TO APPLY

IFB 030-22 3

PART I: SCOPE OF WORK

1.0 INTRODUCTION

This Invitation for Bid (IFB) is soliciting bids for qualified and experienced vendor(s) to provide Event Production Services for graduation ceremonies and other events.

2.0 BACKGROUND

The Board Of Education of Prince George’s County (The Board) serves the needs of public education in Prince George’s County, covering approximately 1,789 square miles, with a residential population of more than 904,430. It is the second largest public school system in the State of Maryland. The Board operates 240 facilities over a ten-mile radius, which includes Pre-k, elementary, middle, and high schools as well as special education centers and alternative schools. The Central administration headquarters is located at 14201 School Lane, Upper Marlboro, Maryland.

The Board currently has approximately 132,000 students, 19,600 employees and an annual operating budget of $2.2 billion.

3.0 SCOPE OF WORK

The BOARD requests bids for Event Production Services for graduation ceremonies and other events. The specifications are contained in the Invitation for Bid, Part IV: Scope of Work.

Responses submitted must meet or exceed all requirements. Bids that do not meet or exceed all requirements will be considered non-responsive. All exceptions must be noted.

4.0 NON-EXCLUSIVE

The intent of this contract is to provide the Board with an expedited means of procuring supplies and/or services at the lowest cost. This contract is for the convenience of the Board and is considered to be a "Non-Exclusive" use contract. The Board does not guarantee any usage.

The Board will not be held to purchase any particular Brand, in any groups, prices or discount ranges, but reserves the right to purchase any item/items listed in the price schedule submitted.

CONTRACTORS IN LEGAL PROCEEDINGS WITH PGCPS

PGCPS recognizes the significant costs and imposition on the time of personnel associated with legal proceedings. Accordingly, PGCPS has adopted a process stating that:

“One factor, among others, that are to be considered when awarding a contract or purchase order is the existence of a pending legal dispute – whether in court or an alternative dispute forum – with any contractor or vendor which has submitted a bid or proposal. Before including consideration of the legal dispute as a factor, the Procurement Officer shall seek the advice of the Office of General Counsel regarding the legal dispute and shall obtain the concurrence of the CEO or his designee.”

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PART II: GENERAL TERMS AND CONDITIONS

1.0 STATEMENT OF CONFIDENTIALITY

It is understood and agreed that all information pertinent to this solicitation may contain trade secrets, which are confidential and proprietary. The selected vendor agrees not to disclose or knowingly use any confidential or proprietary information of the Board and/or third party participant.

Bid submissions are subject to the Maryland Public Information Act (Education Article, Maryland Annotated Code, §10-611, et seq.). In accordance with the Act, certain information is subject to public disclosure. Please be advised that should you deem any portion of your bid as confidential or proprietary, it must be conspicuously indicated on those portions so deemed. However, and in accordance with the Act, you are hereby notified that every portion may still be subject to disclosure under the Act.

2.0 TERM OF AGREEMENT

The anticipated terms of this contract shall be three (3) years from date of award.

The bidder warrants that prices for the bid under this IFB are not higher than prices currently extended to any other governmental agency for the same product or service.

Upon satisfactory service and by mutual agreement the BOARD OF EDUCATION OF PRINCE GEORGE’S COUNTY reserves the right to renew the contract. The term of renewal shall not exceed two (2) additional one (1) year periods.

3.0 PRE-BID MEETING (N/A)

A pre-bid meeting is NOT scheduled.

4.0 QUESTIONS AND INQUIRIES

No interpretation of the meaning of the specifications or other documents will be made to any Supplier orally. Questions shall be submitted in writing via email to the point of contact below.

To be given consideration, the questions must be received NO LATER THAN November 29, 2021, 1:00 p.m., EST. Questions that are deemed to be substantive in nature will be responded to in the form of an addendum and posted on PGCPS website www1.pgcps.org/Purchasing and www.emarylandmarketplace.com. Please do not submit question in PDF format.

Questions Due March 18, 2022

Addendum Posted March 24, 2022

5.0 POINT OF CONTACT TECHNICAL CONTACT

Angela Queen, Buyer Anika Marshall Purchasing Office Area 3 - High Schools E-mail: Angela.Queen@pgcps.org No Contact Allowed Kaniea.Barnhardt@pgcps.org http://www.emarylandmarketplace.com/

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6.0 CONTRACT MONITOR/BOARD SUPERVISION

The Contractor’s performance will be under the direction of the Buyer/Requesting Department who will be responsible for ensuring contractor’s compliance with the requirements of this contract to include managing the daily activities of the contract, providing guidance to the contract, and coordination. The Contractor shall be accountable to the end users on all matters relating to the scope of work.

7.0 CONTRACT TYPE

The contract resulting from this solicitation will be a fixed-price contract for the initial term of the contract.

8.0 PAYMENT TERMS

The Contractor shall submit an invoice detailing the product or services provided and the actual costs incurred. Payment shall be in accordance with line item price on the purchase order and made within Net 30 days upon receipt of invoice.

The Board 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 timeframe specified in the contract or in the event that the Contractor otherwise materially breaches the terms and conditions of the contract.

9.0 INVITATION FOR BID (IFB) REVISIONS

Should it become necessary to revise any part of this IFB, addenda will be posted on PGCPS www.1pgcps.org/purchasing and www.emarylandmarketplace.com. All addenda, amendments or changes issued shall be deemed received by bidder provided they are posted to eMaryland Marketplace or the Board website. Failure of any bidder to receive or acknowledge receipt of such addenda or interpretation shall not relieve any bidder from any obligations under this IFB as amended by all addenda. All addenda so issued shall become part of the award.

10.0 BID OPENING

NOTE: DUE TO COVID-19 PANDEMIC RESTORATIONS, BID OPENINGS WILL NOT BE

OPEN TO THE PUBLIC. SEE ABOVE SECTION 10.0 SUBMISSION DEADLINE FOR

INSTRUCTIONS ON ELECTRONIC SUBMISSIONS.

The Board shall receive sealed bids until the bid due date indicated on the bid front cover sheet and Section II.10. At the time of the bid opening (as directed on the front cover sheet and in Section II.10), the Buyer or designee shall open all bids received, and record all responses.

Due to the bid openings not being opened, publicly a copy of the bid tabulations will be made available to all interested vendors, upon written request submitted to: angela.queen@pgcps.org and Kaniea.Barnhardt@pgcps.org.

Please refer to PGCPS website and eMaryland MarketPlace Advantage for updates and details on bid opening.

http://www.1pgcps.org/purchasing

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11.0 DURATION OF BID

A bid submitted in response to this solicitation is binding upon the bidder and is considered irrevocable for a minimum of 120 days following the closing date for receipt of initial bids.

12.0 MINORITY BUSINESS ENTERPRISE PROGRAM

Prince George’s County Public Schools has a Minority Business Enterprise (MBE) Program in effect. Information about this program and forms for compliance can be downloaded online at:

http://www.pgcps.org/generalcounsel/, click on “Administrative Procedures,” then click on Business and Non-Instructional Operations -3000 for Administrative Procedure 3325 and attachments. All vendors submitting a proposal must complete the appropriate forms and submit the forms with their proposal. For this project, the BOARD will recognize minority certification from the State of Maryland Department of Transportation (MDOT); Prince George’s County Government and Washington Metropolitan Area Transit Authority (WMATA). For additional information contact the Minority Business Office at 301-952-6563.

A. The Board of Education of Prince George’s County Administrative Procedure No. 3325 is applicable and will be part of the Bid Requirements. Forms to be used by all bidders for the applicable procedure will be attached to each response. The “Minority Business Enterprise Utilization Affidavit,” MUST BE SUBMITTED AT THE TIME OF BID OPENING. Failure to adhere to the guidelines outlined in this procedure, may result in your firm being ruled non-responsive and may jeopardize any future awards.

B. The contractor or supplier who provides materials, supplies, equipment, service and construction for this project shall attempt to achieve the minimum overall MBE goal of 15% of the total dollar value of the contract for this project from certified minority business enterprises (MBE), either directly or indirectly. The respondent agrees that this amount of the contract will be performed by certified minority business enterprises.

C. Only those businesses registered in the Purchasing. I Supplier database and listed in the Minority Business Enterprise Office directory for the Board of Education of Prince George’s County as a certified minority vendor at the time of any respective proposal opening, shall be recognized as a “Certified Minority Business.” If not listed, evidence of acceptable certification from the Maryland Department of Transportation (MDOT), Prince George’s County Government (SDDD) and/or Washington Metropolitan Area Transit Authority (WMATA) must be provided to the Board’s Purchasing Office prior to any respective proposal opening.

D. The Board of Education of Prince George’s County strongly encourages its Contractors to maximize the use of qualified locally based minority and women owned business within the geographical boundaries of Prince George’s County. The respondent or proposer should be able to verify, through documentation that good faith efforts were engaged to maximize the use of qualified local minority and women owned businesses in Prince George’s County. Documentation of good faith efforts may be required to be submitted in the sealed proposal or proposal packet on the date and at the time due for the respective proposal or proposal submittal. Prime Contractor may be prosecuted if they fail to comply with the law. The Board is required under the law to report the violation.

http://www.pgcps.org/generalcounsel/

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Prime Contractor may be prosecuted if they fail to comply with the law. The Board is required the law to report the violation.

LOCAL MBE INITIATIVE: In accordance with Prince George’s County School goals promoting minority and locally based purchases, if all other factors are equal, priority shall be given to a locally based firm. "Locally based firm" in this instance refers to a company or firm with a primary business address located within the geographical boundaries of Prince George’s County.

MINORITY BUSINESS ENTERPRISE PROGRAM – PROHIBITIONS: State Law HB 389 and SB 611, Prime Contractors are prohibited by law from including a certified MBE in a bid or proposal without requesting, receiving, or obtaining the MBE’s authorization. The contractor must also use the MBE’s services to perform the contract. In addition, the contractor may not pay the MBE solely for the use of its name in the bid or proposal.

Prime Contractor may be prosecuted if they fail to comply with the law. The Board is required under the law to report the violation.

13.0 E- COMMERCE

eMaryland Marketplace Advantage https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2f homepage is the primary site for the Board to transmit solicitations over $25,000. This website also serves to publish any addenda, associated materials, bidder questions and The Board’ responses and other solicitation related information.

Notices of solicitations are also posted on our website https://www.pgcps.org/purchasing/bids.aspx in accordance with State Finance and Procurement Article 13-103 Competitive Sealed Bids, Article 13-104 Competitive Sealed Proposals, and Article 13-107 Sole Source Procurements.

The eMaryland Marketplace law became effective on June 1, 2008 and requires units of State government, including those otherwise exempt from State procurement law, and all local government entities, to publish notices of procurement and procurement awards on the State’s e-commerce website eMaryland Marketplace Advantage (eMMA).

Bidders wishing to do business with the BOARD are asked to register with the Purchasing Department. The successful bidder must be an active vendor in Oracle to receive Purchase Orders and Payment. Instructions on how to register are detailed on the Purchasing website @ http://www.pgcps.org/isupplier/.

Prince George’s County Public Schools does not discriminate in educational programs, activities or employment on the basis of race, color, national origin, sex, age, religion or disability. Bidders will be required to comply with all applicable requirements pertaining to fair labor, state and local government.

14.0 INSURANCE

Failure to provide the required insurance coverage by either of the two (2) methods described in Appendix E when the bid is submitted may result in rejection of your bid as being non-responsive.

https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://www.pgcps.org/purchasing/bids.aspx http://www.pgcps.org/isupplier/

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15.0 LIQUIDATED DAMAGES (N/A)

The successful respondent accepts this contract with the understanding that should they fail to complete the work/delivery in an acceptable manner and in the time stated, shall be subject to the payment of liquidated damages as stated in the bid document.

16.0 FINGERPRINTING AND CRIMINAL BACKGROUND CHECKS

Employees Having Direct Contact with Students:

A. Any and all current and future employees of Consultant who have direct contact with students must have a fingerprinting criminal background check conducted by the Maryland Criminal Justice Information System (CJIS) and the FBI, a Child Protective Services clearance conducted by the Prince George’s County Department of Social Services, and complete the SafeSchools training module – Prince George’s County Child Abuse: Mandatory Reporting and any other required training as appropriate.

B. All background checks must be completed 15 business days prior to beginning work in and around PGCPS property or engaging in any authorized activities involved PGCPS students.

The background checks must be completed by the Fingerprinting Office in the Sasscer Administrative Building or by the PGCPS satellite fingerprinting offices located in Prince George’s County. No person may begin working in PGCPS until 15 days after completing the background clearance process (fingerprint and CPS) and required online training through SafeSchools.

C. Prior to initiating any work at a school building, current and future employees of Consultant must sign in and sign out via the Raptor Visitor Management System, which requires a copy of their government issued identification.

D. Pursuant to Md. Education Code Ann. §6-113.2 (Code), a contractor of a Board of Education who provides a services to a school or the students of a school shall meet the requirements set forth for screening its employees assigned to work at a school site to determine whether such employees have a history of child sexual abuse and/or sexual misconduct. Consultant shall be solely responsible for completing the screening set forth in the Code, shall maintain records of employee screenings, and shall make such records available to PGCPS upon request.

17.1 RESTRICTIONS ON EMPLOYEE ASSIGNMENTS

Vendors are prohibited from assigning the following persons from working at a PGCPS location:

A. Registered sex offenders (Maryland Code, Criminal Procedure Article Section 11-722)

B. Individuals convicted of a crime involving third or fourth degree sexual offence under sections 3-307 or 3-308 of the Criminal Law Article; child sexual abuse under Section 3- 602 of the Criminal Law Article; a crime of violence as defined in Section 14-101 of the Criminal Law Article; or comparable offenses in another state. (Annotated Code of Maryland, Education Article Section 6-113)

C. Individuals identified as an alleged abuse or neglector following completion of a Child

Protective Services investigation with a finding of “indicated” child abuse or neglect.

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18.0 VENDOR RESPONSIBILITIES

A. The Vendor agrees to provide the designated PGCPS representative with a list of all current employees and an immediate update of changes in personnel, employees, contractors, subcontractors, agents, volunteers, outsourced temporary staff and any instructors. All correspondence should include the following information as applicable:

1. title of the project

2. school/office

3. solicitation number

4. contract number; and

5. PGCPS representative/project manager

19.0 BONDING (N/A)

Bidders may be required to submit a bid bond in the amount of five percent (5%) as determined by the BOARD and specified in the IFB, to ensure the satisfactory completion of the work for which a contract or purchase order is awarded that may exceed $100K. (COMAR21.06.07.10)

The Bond must be made in favor of the BOARD OF EDUCATION OF PRINCE GEORGE’S

COUNTY, UPPER MARLBORO, MARYLAND 20772-9983.

PERFORMANCE AND LABOR BOND

The successful respondent may be required to submit a performance and/or labor bond, Cashier’s or Certified Check in the amount of one hundred percent (100%) as determined by the BOARD and specified in the IFB, of all phases of the contract to ensure the satisfactory completion of the work for which a contract or purchase order is awarded that exceeds 100K.

(COMAR 21.06.07.10) The Board reserves the right to request performance and labor bond.

The Bond, Cashier’s or Certified Check must be made in favor of the BOARD OF

EDUCATION OF PRINCE GEORGE’S COUNTY, UPPER MARLBORO, MARYLAND 20772-

9983.

Checks in the amounts stated above will be accepted in lieu of the performance bond and payment bond only upon prior approval of the Purchasing Director. If checks are approved for acceptance in lieu of either bond, they should be in the same amount as these bonds, they should be separate checks, and they should clearly designate the purpose (i.e.; performance or labor). Checks, if submitted, will be deposited in the Board non-interest bearing bank account(s).

Upon successful completion of the contract, check(s) will be drawn upon the Board's bank account(s) for the full amounts of both checks. This requirement may be modified in General Conditions attached to a bid. Bonds must be approved by surety companies that are in the most current Circular 570, Surety Companies Acceptable on Federal Bonds as issued by the U.S.

Treasury, Bureau of Government Finance Operations, Division of Banking and Cash Management, Washington, D.C. 20011. If a bonding company is used that is not on the most current Circular 570, the vendor will be contacted to obtain a bond from an approved surety company, and resubmit it to the Purchasing Director within ten (10) working days after the approval of the bid by the Board. Upon receipt and approval of the performance bond and/or payment bond or the checks, an official purchase order will be issued and a contract initiated where appropriate.

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20.0 TERMS AND CONDITIONS

Any contract entered in connection with this solicitation shall be subject to these General Terms and Conditions except as otherwise modified herein.

It shall be the Contractor’s sole responsibility to insure they are compliant with all applicable federal, state, and county laws, rules, ordinances, statutes, etc., that may impact this contract. The Board shall bear no responsibility for monitoring the Contractor’s compliance with said legal requirements. If the Contractor fails to maintain legal compliance, The Board may find said Contractor in default.

In the event of conflict between the General Terms and Conditions and any part or portion of the Special Conditions (Appendix A), these General Conditions shall take precedence.

In the event of conflict between this solicitation any of the General Terms and Conditions proposed by any bidder, or incorporated in any acknowledgement of contract awarded to the successful bidder, then, and in such event, the terms and conditions stated herein shall take precedence unless modified in writing by the Director of Purchasing & Supply Services, Prince George’s County Public Schools.

21.0 BASIS OF AWARD

Contract(s) shall be awarded to the qualified, lowest responsible and responsive bidder(s) offering the lowest bid price on the total lump sum. PGCPS reserves the right to award multiple contracts.

Pricing shall remain firm for three (3) years, the initial term of the agreement.

22.0 OPTION TO RENEW CONTRACT PERIOD

A. Upon satisfactory service and by mutual agreement the BOARD OF EDUCATION OF PRINCE GEORGE’S COUNTY reserves the right to renew the contract. The term of renewal shall not exceed two (2) additional one (1) year periods.

B. The Board expects all vendors to provide year over year cost reductions recommendations.

C. Price decreases are acceptable at any time, need not be verifiable, and are required should the contractor/producer/processor/manufacturer experience a decrease in costs associated with the execution of the contract.

D. Price adjustments from the contractor/producer/processor/manufacturer for any/all items may be considered at renewal. The request is subject to approval by the Contracting Officer. The request must be submitted in writing at least sixty (90) days prior to the renewal term and shall be accompanied by supporting documentation.

E. Should the awarded vendor, at any time during the life of the contract, sell materials of similar quality to another customer, or advertise special discounts or sales, at a price below those quoted within the contract, the lowest discounted prices shall be offered to Prince George’s County Public Schools.

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23.0 STATE OF MARYLAND CERTIFICATE OF GOOD STANDING

Bidder shall submit a State of Maryland Certificate of Good Standing or other State of Maryland issued documentation verifying the bidder is in Good Standing with the Department of Assessment and Taxation of Maryland and/or registered to do business in the State of Maryland.

Certificates of Status may be obtained on line at http://www.dat.state.md.us.

This requirement applies to both Domestic and Foreign (out of state) Bidders. Foreign entities should contact the State Department of Assessments and Taxation, 301 West Preston Street, Baltimore, Maryland 21201, to determine and apply for the appropriate documentation.

24.0 PERSONALLY IDENTIFIABLE INFORMATION (PII)

Personally Identifiable Information includes any information that can be associated with or traced to any individual, including an individual’s name, address, telephone number, e-mail address, credit card information, social security number, or other similar specific factual information, regardless of the media on which such information is stored (e.g., on paper or electronically) and includes such information that is generated, collected, stored or obtained as part of this Agreement, including transactional and other data pertaining to users. The parties will comply with all applicable privacy and other laws and regulations relating to protection, collection, use, and distribution of Personally Identifiable Information. In no event may PII be sold or transferred to third parties, or otherwise provide third parties with access thereto. If there is a suspected or actual breach of security involving Personally Identifiable Information, the parties will notify each other within twenty-four (24) hours of a management-level employee becoming aware of such occurrence.

25.0 VACCINE AND TESTING REQUIREMENTS AND ON-SITE PROGRAMMING BY NON-PGCPS

EMPLOYEES

Effective September 13, 2021, or at any time during the term of this Contract in which services commence by any intern, volunteer, vendor, contractor or employee of Partner (referred to herein as “Partner’s staff”), PGCPS will require proof of vaccination against Covid-19 or weekly proof of a negative Covid-19 test [with results obtained within seventy-two (72) hours] each Monday for unvaccinated Partner’s staff who are providing services on-site at a PGCPS facility.

1. Unless otherwise stated and to the extent possible, Partner’s services shall be rendered virtually during the term of this Contract or until such time that PGCPS authorizes in-person services by Partner.

2. In the event Partner’s services must be provided at a PGCPS site (not virtually):

a. Partner’s staff shall be required to provide confirmation of vaccination to the designated PGCPS Point of Contact (i.e. principal/designee or responsible department/office representative) who is responsible for ensuring that the scope of services are completed.

b. Partner’s staff shall be required to submit a list or other documentation of all Partner’s staff who are vaccinated prior to the initiation of services. During the term of the Contract, Partner shall be responsible for supplementing this list for any new Partner staff assigned to provide services under this Contract prior to the Partner’s staff’s start date of services.

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c. Unvaccinated, staff providing services at a PGCPS site must present proof of a negative Covid-19 test taken within seventy-two (72) hours to the designated PGCPS Point of Contact (i.e. principal/designee or responsible department/office representative) who is responsible for ensuring that the scope of services are completed. Contractor shall be responsible for providing results from pharmacies and labs that are accredited to administer Covid-19 testing. Results obtained from home Covid-19 testing kits will not be accepted and shall not meet the requirements of this Contract.

d. Partner shall be required to submit a list or other documentation of all Partner’s staff who tested negative by the close of business each Monday. If Monday is a holiday, then the list or other documentation must be submitted on the next day in which schools are open by close of business. This requirement shall continue each week during the term of this Contract.

e. PGCPS will not be responsible for testing Partner’s staff. Failure to provide proof of negative results will bar Partner’s staff from providing in-person services at a PGCPS site until such time as the information is presented.

3. Partner shall inform its PGCPS Point of Contact via phone call or email immediately upon being informed that any of its staff are unavailable to provide onsite services for any day(s) in which they are unable to present a negative Covid-19 test.

4. In the event a non-PGCPS staff tests positive for Covid-19, Partner shall inform the

PGCPS Point of Contact immediately but no later than 24 hours after receiving notification of a positive Covid-19 test from the non-PGCPS employee.

The Parties agree that all other terms and conditions of the Agreement shall remain in full force and effect and shall only be amended in writing, signed by both parties.

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PART III: BID SUBMISSION REQUIREMENTS

1.0 GENERAL FORMAT

Submission of the bid response is via electronic portal, eMaryland MarketPlace Advantage as well as one (1) original hardcopy and one (1) copy submittal is required. Only bids that are submitted via eMMA will be utilized during the evaluation process. Bids that are not submitted via this portal will be ruled non-responsive.

It is the Respondent’s responsibility to submit their bids on time via the electronic portal. It is also the Respondent’s responsibility to ensure the proposal has been uploaded properly on eMMA. Therefore, it is recommended that Bidders become familiar with this portal as well as the submission process prior to the due date and time of this solicitation. Any questions regarding how to submit bids via the electronic portal shall be directed to eMMA.

PGCPS reserves the right to request proof of submission of the bid response submitted via the electronic portal.

1. Vendors’ mailing bids, one (1) original hardcopy and one (1) copy submittal, shall allow sufficient carrier delivery time to ensure timely receipt of their proposal in the Office of Purchasing & Supply Services prior to the deadline. Any proposal received in the Purchasing Office after the submission deadline, will be returned unopened. Delivery to the Board’s mailroom, lobby, etc. shall constitute delivery to the Purchasing Office located at 13300 Old Marlboro Pike, Room 20, Upper Marlboro, MD 20772-9983.

Bid submission shall be labeled on the outside of each submitted package with the following:

Bidder’s name and business address;

Bid Due Date/Time for receipt of Bids, and

Invitation for Bid (IFB) number and Title eMaryland Marketplace Advantage:

https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen% 2fbuy%2fhomepage

NOTE: Vendors/Bidders/Proposers will be required to submit hard copies with original signatures when required/requested by the PGCPS Purchasing Department.

Each bid must include a Transmittal Letter and Table of Contents. All pages must be numbered consecutively from beginning to end and separated by tabs as described below:

1. TRANSMITTAL LETTER (TAB A): Bids are to be accompanied by a brief transmittal letter prepared on the bidder’s letterhead, and signed by an individual who is authorized to commit the Bidder to the services and requirements in the IFB. This transmittal letter shall include:

a. The name, title, address, telephone number, and electronic mail address of the person authorized to bind the bidder to the contract, who will receive all official notices concerning this IFB.

b. The bidder’s Federal Tax Identification Number or Social Security Number.

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2. FISCAL INTEGRITY (TAB B): Bidder shall submit a State of Maryland Certificate of Good Standing or other filing verifying the bidder is in Good Standing with the Department of Assessments and Taxation of Maryland.

Certificates of Status may be obtained on line at http://www.dat.state.md.us.

This requirement applies to both Domestic and Foreign Bidders (out of state).

Foreign entities should contact the State Department of Assessments and Taxation, 301 West Preston Street, Baltimore, Maryland 21201, to determine and apply for the appropriate documentation.

3. FORMS (TAB C): (include the following)

a. Certificate of Status (State of Maryland Certificate of Good Standing with the Department of Assessments and Taxation)

b. Completed Non-Collusion Certificate (Notarized) (Appendix B)

c. Completed Debarment Affidavit (Notarized) (Appendix C)

d. Completed Anti-Bribery Affidavit (Notarized) (Appendix D)

e. Completed Certificate of Insurance (Appendix E)

f. Completed Pricing Confirmation (Appendix F)

g. Completed Addenda Acknowledgement form (Appendix G)

h. Completed MBE Document (Appendix H) including Administrative

Procedure 3325

i. References (Appendix I)

4. ADDITIONAL DOCUMENTS (TAB D):

a. Bid Cost Form (Attachment A): Bidders shall enter all information requested on the Excel electronic spreadsheet provided with this solicitation. Bidders shall submit all pricing in the Excel Bid Form. Do not submit in pdf.

Failure to provide any of the requested information or documents in this solicitation may render the bid non-responsive.

http://www.dat.state.md.us/

IFB 030-22 15

PART IV SCOPE OF WORK

1. INTRODUCTION

Prince George’s County Public Schools (PGCPS) Department of Area 3 – High Schools is soliciting bids from qualified vendors. The intent of this solicitation is to establish a firm fixed price for Event Production Services, for graduation ceremonies and other events, that will be held on PGCPS campuses, off campus locations and/or virtually. For any given event, Vender(s) must provide and deliver services to locations in and around the Prince George’s County area. Multiple bidder(s) may be awarded.

2. SCOPE OF WORK

Awarded vendor(s) shall be capable of providing all of the production services listed below.

Graduations begin in May 2022 for every fiscal year. Event Production Services, as requested by PGCPS, will be on an as-needed basis.

Vendors shall adhere to PGCPS’s requirements and standards as outlined in this solicitation and/or as specified at a later date. Contractors may offer services in addition to the required services. However, use of these additional services shall be at the sole option of PGCPS. Vendors may be asked to demonstrate their various event services.

.1 Service categories, included but are not limited to:

a. Creative Development and Direction - provide Scenery, Staging, and Display Materials.

Examples:

De’cor (stage and room)

Custom Signage/Banners

Custom Display Units

Pipe and Drape

Graphic Design

.2 Rental Supplies and Equipment – provide all necessary rental supplies and equipment including, but not limited to: Stages; Chairs; Tents; Generators; Safety or ADA Equipment; etc.

.3 Production Services and AV Equipment - provide audio and video equipment and production services including:

Video Cameras and Monitors

Microphones, Speakers

Projection Equipment and Screen

Lighting: Lamps and Light Sources

Web Based Virtual Platform

Webcasting Capabilities and Equipment

Full Production Crew (Audio/Video/Lighting/Producer) - Onsite and Virtual

.4 Other services – provide other services to include, but not limited to:

Event Project Management

Audio Engineer

Video Engineer

Camera Operator

Webcasting Technician

IFB 030-22 16

3. PRICE

Pricing must be provided in Attachment A – Bid Form and submitted in Excel format only. All pricing must be:

1. Be firm fixed

2. Be F.O.B. Destination, include inside delivery

3. Be free of all taxes and finance charges where applicable

4. Include all trade discounts

5. Include any other cost factors relative to the performance of the contract

4. INVOICES

Invoices must be submitted in duplicate, accompanied by a signed Delivery Ticket to: Building Services Department, Board Of Education Of Prince George’s County, 13300 Old Marlboro Pike, Room 13, Upper Marlboro, MD 20772, and contain the following minimal information:

1. Purchase order number

2. Invitation for Bid number

3. Delivery destinations as it appears on the purchase document

4. Quantity, item number, and description of item billed

5. Unit price and extended price of item

6. Total amount of invoice

5. REFERENCES

Vendors must provide a minimum of three (3) customer references (preferably school districts) that are current within the last three years. These references must have received services that were similar in the scope and nature of the services being requested in this solicitation. PGCPS request department may contact any or all references during the evaluation process. Vendors must complete the Vendor Profile/Reference form contained herein.

6. COMMERCIAL WARRANTY

The Contractor agrees that the supplies or services furnished under the Contract shall be covered by the most favorable commercial warranties the Contractor gives to any customer for such supplies or services and that the rights and remedies provided herein are in addition to and do not limit any rights afforded to the BOARD OF EDUCATION by any other clauses of the Contract.

7. AWARD CRITERIA

Conformance to specifications

Ability to perform/Paste Performance and/or References

Price

IFB 030-22 17

PART VI: APPENDICES

APPENDIX A - SPECIAL TERMS AND CONDITIONS FOR SEALED BIDS

These Terms and Conditions shall apply unless otherwise noted in General Terms and Conditions attached to individual bid request. It shall be the Contractor’s sole responsibility to insure they are compliant with all applicable federal, state, and county laws, rules, ordinances, statutes, etc., that may impact this contract. The Board shall bear no responsibility for monitoring the Contractor’s compliance with said legal requirements. If the Contractor fails to maintain legal compliance, The Board may find said Contractor in default.

1. INVITATION TO BID

a. The Board of Education of Prince George’s County (“The Board”) invites all interested and qualified vendors to submit sealed bids for the procurement of goods and services in accordance with directions specified in the attached General Terms and Conditions and these Special Terms and Conditions

b. DEFINITIONS: For the purpose and clarity of this document only, "The Board" will mean the Board of Education of Prince George’s County. Also, for the purpose and clarity of this document, “Bidder" will mean any reliable and interested broker, vendor, contractor, and/or manufacturer that want to bid on this contract.

2. GENERAL BID REQUIREMENTS

a. AUTHORIZED DEALERS: Only authorized dealers may bid on requested equipment. At the discretion of The Board, a certificate, executed by the manufacturer, may be requested stating that the Bidder is an authorized agent of the manufacturer and is duly authorized to service and maintain the equipment.

b. INSPECTIONS: After Bid award, The Board reserves the right to have inspectors on the premises of the manufacturer during the process of manufacture of any products being furnished under this bid for as long as may be considered necessary by The Board. All expenses of the inspectors shall be borne by The Board. The presence of the inspectors at the site of manufacture of the products shall not relieve the Awarded Bidder of responsibility for faulty workmanship of materials that may be discovered at any time after delivery and prior to final acceptance in accordance with the specifications. In case of factory inspection of items being manufactured for The Board, every facility shall be afforded inspectors by the manufacturers for the pursuance of their work.

c. TYPES OF PURCHASES: These specifications are intended to cover the various types of purchases of equipment, materials, supplies, or services as shown to any or to each of the various public schools, offices, or to any designated warehouse or warehouses in Prince George’s County, Maryland, whichever is specified, in quantities to be determined subsequent to the bid opening. There are approximately 240 schools and offices in The Board.

d. SINGLE PRICE: The Bidder will not be allowed to offer more than one price on each item even though the Bidder may feel that it has two or more types or styles that will meet specifications.

Bidder must determine which to offer. If said Bidder should submit more than one price on any item, all prices for that item will be rejected.

e. AGGREGATE BIDS: Where provision is made on the proposal form for bidding items on an individual, group or aggregate basis, the award will be made on whichever basis is in the best

IFB 030-22 18

interest of the Board. When an aggregate bid is requested, the unit prices for each item shall be identified in the bid response. The unit prices in an aggregate bid should be consistent with the total quoted price for an aggregate bid. No bid or a combination of items will be permitted except as noted in the General Terms and Conditions.

f. MINIMUM REQUIREMENTS: Whenever mention is made of any article, material, or workmanship to be in accordance with laws, ordinances, building codes, underwriter's code, A.S.M.E. regulations, or similar expressions, the requirements of these laws, ordinances, etc., shall be construed as to the minimum requirements of these specifications. In case of any apparent conflict between the specifications and such laws, ordinances, etc., the Awarded Bidder shall call the attention of the Board Director of Purchasing & Supply Services to such conflict for a decision before proceeding with any work.

g. USE OF BRAND NAMES: Brand name and model numbers are offered as a reference for Bidders as to the style, size, weight, and other characteristics of the item(s) in the specifications. The use of such brand names should not be interpreted to be the exclusive brand desired unless so stated. The determination of the acceptability and/or the criteria for acceptability of an alternate is solely the responsibility of the Board. (Refer to General Conditions.)

h. PRODUCT OFFERED BY THE BIDDER: The product offered by the Bidder shall be new, not used, and the latest version of the product. Should a product be discontinued and/or upgraded during the course of the contract, the Bidder shall offer to The Board a new alternate product that meets and/or exceeds the established specifications, under the same terms, conditions, and prices as the originally offered item.

i. COMPLIANCE WITH SPECIFICATIONS: The awarded Bidder shall abide by and comply with the true intent of the specifications and not take advantage of any unintentional error or omission, but shall fully complete every part as the true intent and meaning of the drawings and specifications, as decided by the Director, Purchasing & Supply Services. Where the requirements of the specifications call for higher grade and are not in conflict with the laws, ordinances, etc., the specifications shall govern. Where the requirements of the laws, ordinances, etc., are mandatory, they shall govern. The successful bidder, after award and before manufacture and/or shipment, may be required to submit working drawings or detailed descriptive data identified as acceptable to The Board, which would provide sufficient data to enable The Board to judge the bidder's compliance with the specifications.

j. DEVIATIONS TO SPECIFICATIONS: Any deviation from the specifications must be noted in detail by the Bidder, in writing, as an attachment to the bid response. Bidders are fully aware that any deviations may render their bid as non-responsive. The absence of a written list of specification deviations attached to the bid response will hold the Bidder strictly accountable to The Board to the specification as written. After Bid award, any deviation by the Awarded Bidder from the specifications, without prior documented approval, will be grounds for rejection of the goods and/or equipment when delivered.

k. SUB-CONTRACTORS: The Awarded Vendor shall give its constant personal attention to the faithful execution of this contract, shall keep the same under its own control, and shall not assign by power of attorney or otherwise, the work or any part thereof without the previous written consent of the Board. The Awarded Bidder shall provide the name of the sub-contractor(s) it intends employing, the portion of the materials/labor to be furnished, their place of business, and such other information as requested by the bid specifications. The information may be used in considering the potential performance capabilities of the sub-contractor(s).

The Awarded Vendor shall not, without prior written consent of The Board, assign any of the monies payable under the contract.

IFB 030-22 19

l. COOPERATIVE PURCHASING: The Board reserves the right to extend the terms and conditions of this solicitation to any and all other agencies within the state of Maryland as well as any other federal, state, municipal, county, or local governmental agency under the jurisdiction of the United States and its territories. This shall include but not limited to private schools, parochial schools, non-public schools such as charter schools, special districts, intermediate units, non-profit agencies providing services on behalf of government, and/or state, community and/or private colleges/universities that require these goods, commodities and/or services. This is conditioned upon mutual agreement of all parties pursuant to special requirements, which may be appended thereto. The supplier/contractor agrees to notify the issuing body of those entities that wish to use any contract resulting from this bid and will also provide usage information, which may be requested. A copy of the contract pricing and the bid requirements incorporated in this contract will be supplied to requesting agencies.

Each participating jurisdiction or agency shall enter into its own contract with the Awarded Bidder(s) and this contract shall be binding only upon the principals signing such an agreement. Invoices shall be submitted in duplicate "directly" to the ordering jurisdiction for each unit purchased. Disputes over the execution of any contract shall be the responsibility of the participating jurisdiction or agency that entered into that contract. Disputes must be resolved solely between the participating agency and the Awarded Bidder. The Board does not assume any responsibility other than to obtain pricing for the specifications provided.

m. E-COMMERCE: The Board has entered into an agreement with a third party provider of an e-commerce system. The Awarded Vendor shall provide and maintain an electronic catalog of all applicable supplies and materials during the term of the contract. (Not Applicable)

n. VISA CREDIT CARD ACCEPTANCE: The Board of Education of Prince George’s County (the Board) is engaged in a Visa Purchasing Card Program to procure product. The Board reserves the right to use, the Visa Card in addition to purchase orders for purchases made under any contract resulting from this solicitation.

3. BID PRICES

a. UNIT PRICES: Unit Prices must be rounded off to no more than two (2) decimal places, unless so specified in the General Terms and Conditions included with the bid request. All unit prices on items bid shall be completed on the proposal sheet(s). A NO BID notation must be completed for each item not being bid. In case of error in extension of prices in the bid, the unit price shall govern.

b. UNITS OF MEASURE: Wherever The Board indicates the unit of measure required for bidding purposes and the Bidder's price(s) is based on a different unit of measure than that indicated in the bid proposal, it shall be at the sole discretion of The Board to determine whether the Bidder’s price will be recalculated. The Board will not accept any bids with bidder escalator clauses, unbalanced figures, or irregular features.

c. CASH DISCOUNTS: Cash discounts will not be taken into consideration in determining a contract award. All discounts, other than prompt payment, are to be included in the bid price.

d. PRICE REDUCTIONS: The Board reserves the right to accept price reductions from the Awarded Bidder during the term of this contract.

e. TAXES: The Board is exempt from the payment of the Maryland Sales Tax (Tax Exempt Number 30002539) and Federal Excise Tax (Tax Identification Number 52-2064-235). Prices quoted shall not include State Sales and Use Tax or Federal Excise Tax.

IFB 030-22 20

4. ITEM DELIVERY

a. GENERAL DELIVERY REQUIREMENTS: All materials, supplies, and equipment for The Board shall be delivered F.O.B. Destination. All deliveries must be inside the building. Delivery hours shall be Monday through Friday with the exception of holidays, to offices - between 8:30 a.m.