2 - MAC Lab Walk-In Cooler & Freezer Replacement Product Specification.pdf

MARYLAND DEPARTMENT OF PLANNING

MARYLAND HISTORICAL TRUST

JEFFERSON PATTERSON PARK & MUSEUM

DECEMBER 7, 2023

PROJECT SPECIFICATIONS

MAC LAB WALK-IN COOLER & FREEZER REPLACEMENT

I. SUMMARY OF WORK

The walk-in cooler and freezer boxes at the Maryland Archaeological Conservation Laboratory (MAC Lab) at Jefferson Patterson Park and Museum require replacing due to age and disrepair. This project consists of furnishing all labor, overhead, equipment, materials, parts, incidentals, tests, supervision, and services necessary for and incidental to remove, dispose of, and replace existing outdoor walk-in cooler and freezer units at the MAC Lab. The project site is located at Jefferson Patterson Park and Museum (JPPM), 10515 Mackall Road, Saint Leonard, Maryland 20685 (JPPM).

JPPM strongly urges the contractor to visit the site and familiarize themselves with the conditions under which they will perform the work. At the scheduled site visit, each contractor will be permitted to examine and familiarize themselves with the full nature and extent of the work and obtain answers to questions about or clarifications of the contract. The new units should meet the minimum requirements of the current units. It is the sole responsibility of the contractor to familiarize themselves fully with the contents of these specifications. Failure to do so does not relieve the contractor with the successful bid from their obligations to comply with all aspects of this Invitations for Bids (IFB) package for the amount they specify as their bid. The State of Maryland or JPPM will not make allowance for any errors on the contractor’s part for failure to consider any conditions or circumstances existing on the site that may affect the contemplated work. The fact that the contractor submits a bid will be taken as evidence that the contractor has a full knowledge of the extent and character of the work and the problems in performing it.

II. PERMITS, CERTIFICATES, LAWS, LICENSING, AND ORDINANCES

A. The contractor must procure all necessary permits, certificates, and licenses required by law for the execution of the work. State of Maryland authorized inspection agencies will conduct inspections.

B. The contractor must comply with all requirements of Annotated Code of Maryland, Business

Regulation Article, Title 9A (latest revisions and supplements), Code of Maryland Regulations (COMAR) 09.15 (latest revisions and supplements), any and all bulletins, policies, directives, etc.

issued by the Maryland Department of Labor, Licensing, and Regulations (DLLR) (latest edition).

Additionally, the contractor must comply with the latest editions of applicable codes, regulations, standards, and laws in performing this work (for example, COMAR, the National Electric Code, International Building Code, International Mechanical Code, International Plumbing Code, etc.).

The contractor will remove, replace, and repair any violations when so directed by the Executive Director of JPPM or a designee, at the contractor’s expense.

C. The contractor and subcontractors must comply with minimum insurance requirements established under Annotated Code of Maryland, Business Regulation Article, Title 9A-402 (latest revision).

The contractor shall submit with the bid a Copy of current insurance certificates. All insurance certificates must be kept current during the term of the work or contract. Please mail updated copies to the Business Manager at JPPM.

III. BID SUBMISSION PACKET

A. JPPM must receive the bid on or before the due date. The contractor may submit their standard bid sheet but must also submit the filled out and signed IFB sheet. In addition, the following items must be submitted with the bid:

1. Signed Bid/Proposal Affidavit (attachment 1).

2. Signed “Conflict of Interest Affidavit and Disclosure” (attachment 2).

3. Completed reference sheets (attachment 4).

4. Proof of manufacturer’s training on equipment listed in the specifications.

5. Copy of current insurance certificates. All insurance certificates must be kept current during the term of the work or contract. Please mail updated copies to the business manager at JPPM.

JEFFERSON PATTERSON PARK AND MUSEUM

MAC LAB COOLER & FREEZER REPLACEMENT

6. Acknowledgement of receipt of any amendment(s) to this IFB. Please supply a letter on the company’s letterhead acknowledging receipt of amendments.

B. Please fill in and submit the “No Reply” form (attachment 5) if you do not wish to provide a bid.

JPPM will regard any bids without the required and completed paperwork, or any bids received after the due date, as non-responsive.

C. If any amendment(s) to the IFB are distributed, all bidders must acknowledge receipt of the amendment(s).

D. The contractor must be validly formed and in good standing (or qualified to do business) in the State with the Maryland State Department of Assessments and Taxation. See website https://egov.maryland.gov/BusinessExpress/EntitySearch.

IV. SAFETY

The contractor will adhere to the Maryland Occupational Safety and Health Act (MOSHA) and U.S.

Department of Labor, Occupational Safety and Health Administration (OSHA) laws, rules, and regulations as they apply to this project.

V. QUALITY ASSURANCE AND WORKMANSHIP

A. The contractor will engage experienced technicians who have completed similar work using similar material and to the same extent as the work required for this Project that has resulted in a record of successful in-service performance.

B. The contractor is responsible for any work subcontracted to others. It is the contractor’s responsibility to ensure that any subcontractor hired adheres to the specifications and contract terms and conditions. The contractor must supply the Executive Director of JPPM or a designee the list of subcontractors the contractor intends to utilize prior to any work commencing.

C. The contractor must perform the work to the satisfaction of the Executive Director of JPPM or a designee, including the duty to:

1. Install all material and complete all work in a first-class manner. Any materials or equipment installed that does not present an orderly and reasonably neat workmanlike appearance and operation must be removed and replaced when so directed at the contractor’s expense.

2. Perform all cutting and patching necessary for the installation of the new work. Patching will be uniform in appearance and match the surrounding surface.

3. Perform all necessary alterations, cutting, fitting, etc., of the existing work as necessary or required to make satisfactory connections between new and existing work when the work specified hereunder connects to any existing work.

VI. INSPECTION UPON COMPLETION OF WORK

A. The Executive Director of JPPM or a designee will conduct an inspection with the contractor upon completion of the work to confirm that all work described in the contract has been completed in a satisfactory manner.

B. If the contractor has completed the work described in the contract in a satisfactory manner, both parties will sign a document confirming that the contractor has completed all work in a satisfactory manner.

C. If the contractor has not completed the work described in the contract in a satisfactory manner, the parties will develop a “work list”.

D. Once the contractor performs all the work included on the “work list”, the parties will begin the inspection process anew.

E. JPPM will not authorize payment or begin to process bills for payment until the parties have inspected the work, the contractor has completed the punch or work list items, and all re-inspections have occurred.

F. This inspection process does not in any way void or negate any warranties and JPPM reserves all its rights and remedies in the event the work proves to be unsatisfactory. The inspection document shall not serve as final acceptance of the work. The inspection document confirms only that the parties completed a preliminary review of the work immediately after completion.

https://egov.maryland.gov/BusinessExpress/EntitySearch

MAC LAB COOLER & FREEZER REPLACEMENT

VII. CLEANING

A. The contractor shall: remove all debris daily; at the end of each workday, remove empty cans, rags, rubbish, and other discarded materials from the site; continuously keep walkways, driveways, and outdoor living areas broom clean. The contractor will leave the work site in an orderly and clean manner.

B. Upon completion of this work, the contractor will leave the job site in as good or better condition as they found it before the commencement of the work. At the completion of the project, the contractor will immediately remove all their equipment and construction debris from the project site. The State reserves the right to keep all purchased but unused materials, parts, and supplies.

The contractor must dispose of all federally or state regulated waste (e.g., asbestos, lead) as mandated by federal and state laws and regulations and must provide a Chain of Custody to the Executive Director of JPPM or a designee.

C. The Contractor is to protect all surfaces adjacent to the work locations from damage.

VIII. OTHER CONDITIONS

A. The contractor will complete all work during a normal workday. A normal workday is defined as Monday through Friday, 7:30 am to 4:00 pm, except for Maryland State Holidays. The contractor may make mutually agreeable arrangements with the Executive Director of JPPM or a designee to come in earlier, later, or on non-working days without extra cost to the State.

B. The contractor must protect existing utilities. The contractor will verify the location of all existing utilities and is responsible for their protection and any relocation as required to complete the project.

C. The contractor will coordinate their work with that of other contractor(s) and staff members working on the premises.

D. The contractor is responsible for all damage to life and property due to its activities or those of its agents or employees relating to the services required under the work described herein. Damage caused by the contractor will be reported to JPPM on the day of discovery and must be repaired within 30 calendar days.

E. The contractor will notify the Executive Director or a designee prior to any work that would result in the disturbance of soil in or around the work site. The Regional Archaeologist or a designee must be present to approve and monitor soil disturbance on the property.

F. Upon arrival on site to perform an inspection, service call, or repair, the contractor must check in with the Maintenance Supervisor or a designee. Immediately upon the conclusion of each inspection, service call, or repair, the contractor will notify the Maintenance Supervisor or a designee that the work has been completed.

IX. PAYMENT TO CONTRACTOR

A. The contractor will submit all invoices for the work described herein within thirty (30) days of the completion of the final inspection of the work and the approval of the Executive Director of JPPM or a designee.

B. The contractor must invoice any approved additional work separately and provide the written document signed by the Executive Director of JPPM or a designee authorizing the additional work.

C. The contractor will submit all invoices, upon completion of the work described herein to the satisfaction of the Executive Director of JPPM or a designee, showing the contract number on each copy and submit to Jefferson Patterson Park and Museum, ATTN: Business Manager, 10515 Mackall Road, Saint Leonard, MD 20685-2433. Electronic invoices shall be sent to jppm.accountspayable@maryland.gov with ATTN: Business Manager clearly indicated in the email.

X. DETAILED SPECIFICATIONS

A. The contractor is furnishing all materials, labor, tools, equipment, overhead to include travel, and incidentals as necessary to complete the following:

1. Perform diagnostic test on the existing utilities unit a minimum of sixty days prior to unit delivery.

mailto:jppm.accountspayable@maryland.gov

MAC LAB COOLER & FREEZER REPLACEMENT

2. Demolish, remove, and dispose of current units with dimensions of approximately 11'8" wide by 9'6" deep.

3. All materials are to be new and delivered to the site in their original, unopened, and undamaged condition. A material staging area will be provided near the work location. The State will not be responsible for any stored materials.

4. Supply and install new walk-in freezer box in current area that meet product specifications.

a) Freezer box must have its own main entry door.

b) Freezer box must have its own windows.

c) Freezer box must have its own frame heaters.

d) Freezer box must have its own ramp.

e) Freezer box must have insulated floors.

f) Freezer box must have LED lights.

g) Freezer box must have an evaporator.

h) Freezer box must have condensing units.

i) Freezer box must have an alarm.

j) Freezer must fit in available area and be no smaller than current units of approximately

11'8" wide by 9'6" deep.

5. Supply and install new walk-in cooler box in current area that meet product specifications.

a) Cooler box must have its own main entry door.

b) Cooler box must have its own windows.

c) Cooler box must have its own frame heaters.

d) Cooler box must have its own ramp.

e) Cooler box must have insulated floors.

f) Cooler box must have LED lights.

g) Cooler box must have an evaporator.

h) Cooler box must have condensing units.

i) Cooler box must have an alarm.

j) Walk-in cooler unit must have a dehumidifier.

k) Cooler must fit in available area and be no smaller than current units of approximately

11'8" wide by 9'6" deep.

6. Supply and install rubber membrane over roof of walk-in boxes to protect from weather elements.

7. Supply and install evaporators for both walk-in boxes.

8. Supply and install new outdoor condensing unit to be located behind walk-in boxes on durablock supports.

9. Install new refrigeration line sets up from each evaporator to condensing unit.

10. Install new condensate drain lines to existing outdoor floor drain.

11. Connect to existing electric from cabinet for walk-in box condensers and evaporators.

12. Connect new light fixtures to existing electrical lighting service.

13. Provide and install dehumidifier unit for walk-in cooler.

14. Provide and install audible and visual alarms for both boxes.

15. Charge system, start up, and adjust temperature settings to operator specifications.

16. Check operation of units. The Contractor will work with the manufacture during the startup and commissioning of the unit.

B. The Contractor will provide and pay for electrical inspections which are to be performed by an approved Maryland State Fire Marshal’s Office, Licensed Non-Governmental Electrical Inspection company which can be found on-line at:

https://mdsp.maryland.gov/firemarshal/Documents/Licensed%20Electrical%20Inspectors%20List .pdf https://mdsp.maryland.gov/firemarshal/Documents/Licensed%20Electrical%20Inspectors%20List.pdf https://mdsp.maryland.gov/firemarshal/Documents/Licensed%20Electrical%20Inspectors%20List.pdf

MAC LAB COOLER & FREEZER REPLACEMENT

C. The Contractor will remove equipment, debris, trash, and other items from the project become the property of the Contractor and are to be disposal of responsibly in accordance with all applicable statutes, laws, and ordinances.

D. The Contractor is solely responsible for all construction means, methods, techniques, sequences, procedures, and coordination of the work. If necessary to perform the work, the Contractor is to temporarily disconnect, relocate and /or reconfigure any existing items of the building such as but not limited to the existing mechanical, electrical, plumbing, equipment, or any other existing obstacle to the work being performed. Reinstall the disconnected or relocated items to their original locations or to DGS and facility approved new locations.

E. All rigging, hoisting, lifting, and moving of equipment or other items are the responsibility of the Contractor.

F. The contractor will provide any work not specifically mentioned in the IFB but reasonably implied for the complete, safe, and satisfactory completion of the project.

G. The contractor will complete all work within 120 calendar days upon receiving the notice to proceed date.

H. If the contractor notes any existing defects not caused by the contractor while performing the work, during diagnosis, or start and operational checks, the contractor will provide the Executive Director of JPPM or a designee an immediate verbal notification, followed by a detailed report within five

(5) business days from the date that contractor noted the defect, indicating what components require further work or replacement, recommendations, and itemized costs including labor, parts, and materials. Upon approval, the Executive Director of JPPM or a designee will provide a written and signed document approving the additional work necessary to correct the defect.

I. The building(s) will be occupied during all phases of this project. The contractor will plan and execute all work in such a manner as to reduce interference with the normal function of the building(s).

1. The contractor must provide adequate protection where required for the existing building(s), contents of same, and all building occupants.

2. The contractor must take particular care to prevent water infiltration into building(s).

3. The contractor will always keep all driveways and walkways clear of materials, debris, etc.

times so there will be no interference with the usual traffic serving the building(s).

4. The contractor must ensure that emergency vehicles have free and clear access to all points on the property.

5. The contractor will plan and execute all the work to ensure, to the extent possible, that there is no interruption in the utilities servicing the building(s). The contractor will schedule any interruptions in advance.

J. If it is not possible for the contractor to avoid interference with the normal use of the building or area, the work shall be performed at such a time or times as mutually agreed upon between the contractor and the Executive Director of JPPM or a designee.

XI. MATERIALS

A. The contractor is furnishing all parts, materials, incidentals, and supplies to complete this work.

Replacement parts and material will meet all specifications and ratings of listed or removed items and be of the same type, style, and be interchangeable. The Executive Director of JPPM or a designee must approve parts and materials or any substitutions. The contractor will provide, as specified herein, any materials and supplies not specifically mentioned but reasonably implied for the complete, safe, and satisfactory completion of the project.

B. Asbestos containing material is prohibited. An asbestos containing material is defined as a material that contains one percent or more of asbestos by weight. The contractor will supply paperwork that indicates the composition of materials used (i.e., supplier’s and/or manufacturer’s legal statement or certification and Safety Data Sheet). The contractor is responsible for the replacement of any asbestos containing material they install in contravention of this provision at no cost to the State.

XII. PRICING

MAC LAB COOLER & FREEZER REPLACEMENT

The contractor must provide pricing as indicated below. Additional prices are separate and in addition to, but not included in the total cost of the work described herein. Additional prices are intended to cover potentially unforeseen but possible repairs that the contractor may find while performing this work. The contractor may only complete this additional work if it is approved by the Executive Director of JPPM or a designee.

A. On a financial proposal, separate from the IFB form the contractor shall insert cost to … as detailed herein.

XIII. BASIS FOR SELECTION

A. This IFB may be cancelled, and the State may reject any bids when it is in the best interest of the State to do so.

B. The Selection Committee will choose the bid based on the most favorable evaluated bid price.

Evaluation criteria includes responsiveness of the bid to the project requirements and which bid is the most advantageous to JPPM. The selection of the contractor is based on

1. Qualifications and references.

2. System and site knowledge.

3. JPPM’s or other Maryland agency’s previous experience with the contractor.

4. Ability to complete the project within the time allotted.

5. Cost.

XIV. IFB MANDATORY STATE PROVISIONS

A. Bidders should give specific attention to the identification of those portions of their proposals that they deem to be confidential, proprietary information or trade secrets and provide any justification why such materials, upon request, should not be disclosed by the State under the Access to Public Records Act, State Government Article, Title 10, Subtitle 6, Annotated Code of Maryland;

B. Minority business enterprises and small businesses are encouraged to respond to this IFB;

C. By submitting a bid to this IFB, a bidder represents that it is not in arrears in the payment of any obligation due and owing the State of Maryland, including the payment of taxes and employee benefits, and that it shall not become so in arrears during the term of the contract if selected for contract award;

D. If JPPM determines before award that facts or circumstances exist giving rise to, or which could in the future give rise to, a conflict of interest, JPPM may request a bidder to provide a conflict of interest affidavit and disclosure. JPPM may also terminate the contract after award, in whole or in part, if it considers termination necessary to avoid an actual or potential conflict of interest;

E. JPPM shall give preference to products and equipment that are mercury-free as required under COMAR 21.11.07.07 where applicable.

F. All bidders certify that they will not engage in the unlawful manufacture, distribution, dispensing, possession, or use of drugs or the abuse of drugs or alcohol in the performance of the procurement, in compliance with the State’s Drug and Alcohol Free Workplace Policy and COMAR 21.11.08.03.B.

XV. PHOTOS OF EXISTING WALK-IN COOLER & FREEZER UNITS AT JPPM

(continued on following page)

MAC LAB WALK-IN COOLER & FREEZER REPLACEMENT

Solicitation #: MDP23-003 Product Specifications

Existing walk-in freezer (left) and cooler (right).

Interior of existing freezer (left) and cooler (right).

MAC LAB WALK-IN COOLER & FREEZER REPLACEMENT

Solicitation #: MDP23-003 Product Specifications

External components on freezer (left) and cooler (right).