2 - SPECIFICATION - FM27-14 - Tent Maintenance and Storage.pdf

MARYLAND DEPARTMENT OF PLANNING

MARYLAND HISTORICAL TRUST

JEFFERSON PATTERSON PARK & MUSEUM

October 28, 2026

PROJECT SPECIFICATIONS

Solicitation No: FM27-14

TITLE: JEFFERSON PATTERSON PARK AND MUSEUM TENT MAINTENANCE AND STORAGE (5 YEAR)

I. Summary of work

This project consists of furnishing all labor, overhead, equipment, materials, parts, incidentals, tests, supervision, and services necessary for and incidental to perform the take down, cleaning, storage, and set up of the canvas of two frame tents at Jefferson Patterson Park and Museum. The project site is located on Jefferson Patterson Park and Museum (JPPM), 10515 Mackall Road, Saint Leonard, Maryland 20685.

JPPM will give preference to contractors who are Certified Small Business (CBS), which include Small Business Reserve (SBR) and Small Business Preference (SBP), or Veteran-Owned Small Business Enterprise (VSBE).

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. 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 Bid 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 (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. The contractor shall submit with the bid a copy of current insurance certificates. The certificate holder must list Maryland Historical Trust, ISAOA/ATIMA, 100 Community Place, Crownsville, MD 21032.

All insurance certificates must be kept current during the term of the work or contract. Please email updated insurance certificates to jppm.accountspayable@maryland.gov or mail to the Business Manager at JPPM.

mailto:jppm.accountspayable@maryland.gov

JEFFERSON PATTERSON PARK AND MUSEUM

FM27-14 - JEFFERSON PATTERSON PARK AND MUSEUM TENT MAINTENANCE AND STORAGE (5 YEAR)

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. The following items must be submitted with the bid:

1. The completed Invitation for Bid form.

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

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

4. Provide Certified Small Business (CSB) certificate.

5. Copy of current insurance certificates. The certificate holder must list Maryland Historical

Trust, ISAOA/ATIMA, 100 Community Place, Crownsville, MD 21032. Insurance certificates must be kept current during the term of the work or contract. Please mail updated copies to the business manager at JPPM.

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. Qualifications of contractors

1. Prior to submitting a bid for the work covered by the specifications, the contractor will have no less than three years experience in providing services as specified for equipment equal or comparable to the type and size required by the specifications. The experience must have been within the past five years. The experience of officials gained prior to the formation of a corporation or other business entity can be considered when evaluating responsibility.

2. The contractor must submit with the bid documents references substantiating these qualifications. To expedite the award process, it is very important for bidders to include the references as detailed. With each reference, list details of type and size of equipment serviced, and a current working phone number for contact.

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 will supply the Executive Director of JPPM or a designee the list of subcontractors the contractor intends to utilize prior to any work commencing. The Executive Director of JPPM or a designee must approve the references and certifications of any and all subcontractors selected by the contractor.

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

FM27-14 - JEFFERSON PATTERSON PARK AND MUSEUM TENT MAINTENANCE AND STORAGE (5 YEAR) 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 must 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 newly purchased but unused materials, parts, and supplies. The contractor will remove all defective parts and dispose of all project waste offsite unless otherwise stated herein. 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.

VII. 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 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 in connection with the services required under the work described herein. Damage caused by the contractor will be reported to JPPM on the day of discovery and will 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, contractor must check in with the Maintenance Supervisor or a designee. Immediately upon the conclusion of each inspection, service call, or repair, contractor will notify the Maintenance Supervisor or a designee that the work has been completed.

VIII. Duration of the Contract

This Contract will be for a period of up to five (5) years, beginning November 30, 2026, or upon the execution of the contract and the issuance of the purchase order, through June 30, 2031.

IX. Payment to contractor

A. Invoices for normal preventative maintenance are to be submitted within thirty days of the date of the services. The contractor will provide a service report for each service visit. The contractor must itemize the invoice by separate labor and part and material costs, as indicated in the contract.

B. The invoice will not exceed one-half (1/2) the annual Base Bid amount of the contract, plus any reimbursable as defined in the contract. The contractor will provide a service report for each service visit. JPPM reserves the right to hold invoices until completed service reports are provided.

C. Invoices for emergency services are to be submitted within thirty days from the date of the emergency service. The contractor will itemize the invoice to include labor, parts, and materials. The contractor will provide a service report for each service visit. JPPM reserves the

FM27-14 - JEFFERSON PATTERSON PARK AND MUSEUM TENT MAINTENANCE AND STORAGE (5 YEAR) right to hold invoices until completed service reports are provided. Labor that is to be paid by the State will be billed at the hourly rates of the contract.

D. 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 purchase order number on each copy and submit them 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

The contractor is furnishing all materials, labor, tools, equipment, overhead to include travel, and incidentals as necessary to undertake two visits a year during which the following is completed each visit:

A. Removal of canvas on the 40’ x 40’ frame tent found at the JPPM Pavilion This process should be completed after the last rental and before the 10th of December each year.;

B. Removal of canvas on the 30’ x 60’ frame tent found at the Willow Oak Terrace at the Patterson

House and Garden. This process should be completed after the last rental and before the 10th of December each year;

C. Cleaning of the canvas of the 40’ x 40’ frame tent from the JPPM Pavilion;

D. Cleaning of the canvas of the 30’ x 60’ frame tent from the Willow Oak Terrace at the Patterson

House and Garden;

E. Storage of the canvas of the 40’ x 40’ frame tent from the JPPM Pavilion;

F. Storage of the canvas of the 30’ x 60’ frame tent from the Willow Oak Terrace at the Patterson

House and Garden;

G. Installation of the canvas of the 40’ x 40’ frame tent from the JPPM Pavilion. This process should be completed after March 1st and before Marth 10th each calendar year;

H. Installation of the canvas of the 30’ x 60’ frame tent from the Willow Oak Terrace at the

Patterson House and Garden This process should be completed after March 1st and before Marth 10th each calendar year;

I. Major Repairs

1. The State reserves the right to seek competitive bids for all major overhauls and repairs as may be required during the term of the contract. The contractor awarded the preventive maintenance contract because of this solicitation will work cooperatively with any other contractor the State may have to perform any major repairs.

2. Major repairs, as defined in Section XI.C, may be excluded from the scope of the contract at the discretion of the agency. However, the agency may direct the contractor to perform a major repair, and the contractor will be bound to the hourly rates in the contract. The state will reimburse the contractor for the full amount of the freight expenses. The invoice will contain the necessary breakdown of costs with back-up documentation.

J. The contractor will provide, as if specified herein, any work not specifically mentioned but reasonably implied for the complete, safe, and satisfactory completion of the project.

K. Job Site Contact; After contract award all questions regarding services to be provided should be addressed to the JPPM designee listed below:

mailto:jppm.accountspayable@maryland.gov

FM27-14 - JEFFERSON PATTERSON PARK AND MUSEUM TENT MAINTENANCE AND STORAGE (5 YEAR)

Rod Cofield, Executive Director Jefferson Patterson Park and Museum 10515 Mackall Road St. Leonard, Maryland 20685 Telephone: 443-586-8502 Fax: 410-586-0080 Email: rod.cofield@maryland.gov

Eric Frere, Assistant Director Jefferson Patterson Park and Museum 10515 Mackall Road St. Leonard, Maryland 20685 Telephone: 443-845-4350 Fax: 410-586-0080 Email: eric.frere@maryland.gov

L. 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.

M. The building(s) will be occupied during all phases of this project. The contractor must 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 keep all driveways and walkways clear of materials, debris, etc., 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 must plan and execute all 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.

N. If it is not possible for 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. Definitions

A. Removal; This is the process of removing the canvas covering of the tent from the frame of the tent for the two JPPM frame tents. Removal includes all labor, parts, and material paid by the contractor.

B. Cleaning; This is the washing of all canvases that are used to cover the two JPPM frame tents to ensure they are presentable and ready for use in public settings.

C. Storage; This is the holding and maintaining of the tent canvas for the two JPPM frame tents in a manner that protects them from damage until they are to be re-installed.

D. Installation; This is the reinstallation of the canvases for the two JPPM frame tents. Installation includes all labor, parts, and material paid by the contractor.

E. Major Repairs; A major repair is defined as any repair that requires shut down of equipment to make the repair or involves replacement of parts, and parts cost exceeding $500.

XII. Materials and Labor Costs

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 mailto:rod.cofield@maryland.gov mailto:eric.frere@maryland.gov

FM27-14 - JEFFERSON PATTERSON PARK AND MUSEUM TENT MAINTENANCE AND STORAGE (5 YEAR) 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.

1. All additional or replacement devices that are purchased from and/or installed by qualified technicians will be compatible with the existing equipment and are subject, at the time of attachment to the system, to the same terms and conditions as existing equipment under the contract.

2. Unless otherwise directed, the contractor will furnish and install all parts (those purchased by the State and those purchased by the contractor) for preventive maintenance, modifications, minor repairs, and emergency repairs in accordance with the specifications herein. In cases where the overall cost or critical time frame may be served by replacing a large part, the Executive Director of JPPM or a designee will exercise their right to decide on the desired approach. A copy of the manufacturer’s invoice to the contractor will be submitted to the State with invoice for payment. The contractor will provide replacement parts from the original manufacturers or substitute parts approved by the original manufacturers. The invoice will contain the necessary breakdown of costs with back-up documentation.

3. For minor repairs involving parts that cost up to $500 per incident, the contractor will be responsible for covering the cost of labor up to $500 per incident. The State will reimburse the contractor for labor exceeding $500 per incident based on the hourly rates of the contract, for minor repairs, upon approval of the State. The contractor will replace all parts necessary to restore equipment to complete operational service. Replacement parts charged to the State will be invoiced at cost. The State will reimburse the contractor for the full amount of freight expenses. The invoice will contain the necessary breakdown of costs with back-up documentation.

4. For major repairs, the contractor will be responsible for covering the cost of labor up to $500 per incident. The State will reimburse the contractor for labor exceeding $500 per incident based on the hourly rates in the contract for major repairs, upon approval from the State. Replacement parts charged to the State will be invoiced at cost. The State will pay all parts expenses and freight (except those defined under preventative maintenance and minor repairs). The invoice will contain the necessary breakdown of costs with back-up documentation.

B. The contractor will provide, as if specified herein, any materials and supplies not specifically mentioned but reasonably implied for the complete, safe, and satisfactory completion of the project.

C. 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 at no cost to the State.

XIII. Pricing

The contractor will 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. This covers potentially unforeseen but possible repairs that the contractor may find while performing this work. The contractor may or may not complete this additional work, pending approval of the Executive Director of JPPM or a designee.

A. On the IFB form opposite item no. 1, the contractor shall insert the cost for the removal of canvas on the 40’ x 40’ frame tent found at the JPPM Pavilion for each year of the five year contract, as described herein.

FM27-14 - JEFFERSON PATTERSON PARK AND MUSEUM TENT MAINTENANCE AND STORAGE (5 YEAR)

B. On the IFB form opposite Item no. 2, the contractor will insert cost for the removal of canvas on the 30’ x 60’ frame tent found at the Willow Oak Terrace at the Patterson House and Garden for each year of the five year contract, as described herein.

C. On the IFB form opposite Item no. 3, the contractor shall insert the cost for the cleaning of the canvas from the 40’ x 40’ frame tent found at the JPPM Pavilion for each year of the five year contract, as described herein.

D. On the IFB form opposite Item no. 4, the contractor will insert cost for the cleaning of the canvas from the 30’ x 60’ frame tent found at the Willow Oak Terrace at the Patterson House and Garden for each year of the five year contract, as described herein.

E. On the IFB form opposite Item no. 5, the contractor shall insert the cost for the storage of the canvas on the 40’ x 40’ frame tent found at the JPPM Pavilion for each year of the five year contract, as described herein.

F. On the IFB form opposite Item no. 6, the contractor will insert cost for the storage of the canvas from the 30’ x 60’ frame tent found at the Willow Oak Terrace at the Patterson House and Garden for each year of the five year contract, as described herein.

G. On the IFB form opposite Item no. 7, the contractor shall insert the cost for the installation of the canvas on to the 40’ x 40’ frame tent found at the JPPM Pavilion for each year of the five year contract, as described herein.

H. On the IFB form opposite Item no. 8, the contractor will insert cost for the installation of the canvas on to the 30’ x 60’ frame tent found at the Willow Oak Terrace at the Patterson House and Garden for each year of the five year contract, as described herein.

I. On the IFB form opposite Item no. 9, the contractor will insert rate, cost per hour, for service calls to undertake Major Repairs as described in XI.E.

XIV. 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 favorably evaluated bid price.

Evaluation criteria include 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. System and site knowledge.

2. Cost.

XV. 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;

FM27-14 - JEFFERSON PATTERSON PARK AND MUSEUM TENT MAINTENANCE AND STORAGE (5 YEAR)

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.