2 - Specifications, Elevator Maintenance and Inspections.pdf

MARYLAND DEPARTMENT OF PLANNING

MARYLAND HISTORICAL TRUST

JEFFERSON PATTERSON PARK & MUSEUM

July 13, 2026

PROJECT SPECIFICATIONS

ELEVATOR MAINTENANCE AND INSPECTIONS

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 preventative maintenance on all elevators and lifts in the museum and to conduct the annual testing and inspections. 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). A mandatory prebid meeting will be held. Only contractors who attended the prebid meeting will be considered.

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.

D. The contractor or subcontractor must be licensed in Maryland or certified, depending on the nature of the work to be performed. The contractor will designate an individual as their Master License or Certificate holder who will be responsible for all services to be performed under the contract.

mailto:jppm.accountspayable@maryland.gov

JEFFERSON PATTERSON PARK AND MUSEUM

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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 (CBS) certifications or Veteran-Owned Small Business

Enterprise (VSBE) certification.

5. Name and current license or certificate number of designated master license or certificate holder for the contract. Provide a copy of current license or certificate.

6. 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.

7. 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 4) 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.

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

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

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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. 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 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 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 three (3) years, beginning November 1, 2026, or upon the execution of the contract and notice to proceed, through October 31, 2029

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IX. Payment to contractor

A. Invoices for normal preventative maintenance are to be submitted quarterly for services provided for the previous quarter. 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 1/4 of 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. Any invoices received prior to the end of the quarter will be held until the end of the quarter.

JPPM reserves the right to hold the invoice until services for the previous period as stated herein are rendered by the contractor.

D. 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 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.

E. 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 complete the following:

A. Preventative Maintenance; The contractor will be responsible for the inspection, testing, monitoring, and maintenance, to include component repair and replacement, of the elevators and chair lifts located in JPPM. Maintenance will be performed according to the manufacturer’s recommendations. Preventative maintenance will be completed four times a year, once every three months (quarterly), with one visit to include the annual elevator inspection. Elevators include:

1. Building 8, Exhibit Services, Savaria Incline Lift, model DELTA, Control LEHNER, Manufactured May 2021, Job No: 642038, Maryland registration ST6024.

2. MAC Lab, Bldg. 31, National Wheel-O-Vater, Model CDE 60, S/N 35676, Manufactured July

1997, Maryland registration ST2301.

3. MAC Lab, Bldg. 31, freight elevator located in Curations Storage, Pflow D-Lift, S/N 20820, 3000 lbs. capacity.

4. Patterson House, bldg. 32, Garaventa chair lift, 750 lbs. maximum capacity, Maryland registration ST6067.

5. Manufacturer’s maintenance recommendations may include:

a) Provide general maintenance to include assessing and evaluating operations. Adjust as needed.

b) Evaluate controllers and safety components to include interlock and limit switches.

Evaluate stop distances, door equipment, fixtures, calling devices, emergency lighting, and other electric components. Perform maintenance and adjust as needed.

c) Evaluate the brake systems. Adjust or replace per manufacturer’s recommendations.

d) Check all wiring harnesses and hoses for damage. Replace as needed.

mailto:jppm.accountspayable@maryland.gov

2 - SPECIFICATIONS, ELEVATOR MAINTENANCE AND INSPECTIONS

e) Check battery condition and charger system if installed. Replace the batteries as needed.

f) Inspect and lubricate chains, worm drives, sprockets, tracks, and other components.

Lubricate all components according to manufacturer’s recommendations.

g) Check oil levels and look for leaks. repair leaks as needed. Adjust oil level to the normal operating level.

h) Clean pits, cartops, sills, etc.

B. The contractor will perform the Maryland annual inspection overseen by an independent third-party inspector that will be hired separately. The contractor must provide Maryland and the Executive Director of JPPM or a designee with the pertinent paperwork. Inspections will be completed per Maryland Regulations.

C. Emergency Service requires immediate action to restore equipment or system operations, to correct mechanical problems that will cause imminent interruption of operations or will cause damage to operating equipment. If necessary, the contractor will provide emergency and service calls after the hours listed herein to ensure minimum downtime. The contractor will bill these services separately as described herein in XII.A.2.

1. In the event of equipment failure, imminent failure, or damage, a qualified maintenance mechanic will make an on-site response within three (3) hours after the contractor has been given notification of the emergency. The contractor will provide the estimated time of arrival. Service response shall be sufficient to restore the equipment or system to operation. If temporary measures are taken to restore operation, then permanent repair service will be completed within seven (7) calendar days.

2. Under no circumstances will equipment or system failure result in loss of essential service exceeding five (5) business days. Inability to obtain special technical or engineering services will not be considered reason to extend this time.

3. Emergency Service will be available twenty-four hours a day, seven days a week throughout the contract term. Contractor must submit a phone number with 24-hour availability for emergency maintenance.

4. Failure of the contractor to provide Emergency Service within the stated time frames may be cause to consider the contractor in default of the contract by the Procurement Officer.

5. The site averages four emergency service calls per year.

D. Contractor responsibilities and exclusions; Malfunctions of the systems listed herein which are the result of fire, earthquakes, hurricanes, floods, lightning strikes, or any negligence, misuse, or vandalism that are out of the control of the contractor will be handled as follows:

1. The contractor will be expected to respond to JPPM’s request for service calls when the failure is due to any exclusion listed above. The contractor will bill these service calls separately as described herein in XII.A.2.

2. The contractor will not be responsible for any component part replacements when the failure is due to the exclusions above. Maryland Department of Planning (MDP) reserves the right to obtain the component parts necessary under these circumstances to make the systems listed herein functional under a separate contract with an alternate vendor.

E. 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 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

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contractor for the full amount of the freight expenses. The invoice will contain the necessary breakdown of costs with back-up documentation.

F. 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.

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

Rod Cofield, Executive Director Jefferson Patterson Park and Museum 10515 Mackall Road St. Leonard, Maryland 20685 Telephone: 443-845-4340 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 /

301-481-3814 Fax: 410-586-0080 Email: eric.frere@maryland.gov

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 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.

J. 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. Preventive Maintenance; Preventive maintenance is defined as periodically scheduled work to provide systematic checking, adjustment, cleaning, and routine services in strict compliance with the relevant equipment manufacturer’s recommendations. The contract includes parts and labor that are part of a preventive maintenance program; the routine testing and inspecting of equipment to obtain optimum operating efficiency, maximum life expectancy, and preventive measures to reduce or avoid service interruptions. Preventive maintenance includes developing and recording equipment and system performance and inspection data for operational analysis and anticipated corrective action. Preventive Maintenance includes all labor, parts, and material paid by the contractor.

B. Emergency Services; an emergency is defined as a failure of any component that has caused the system to function at a less than normal state; Emergency Service is unscheduled work mailto:rod.cofield@maryland.gov mailto:eric.frere@maryland.gov

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that requires immediate action to restore equipment or system operations, to correct mechanical problems that will cause imminent interruption of operations or will cause damage to operating equipment.

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

D. Minor Repairs; A minor repair is defined as any scheduled repair that requires shut down of equipment to make the repair or involves replacement of parts, and parts cost equal to or less than $500. Minor repairs are within the scope of services to be provided under the contract.

E. Parts and Materials; Use of the term “parts” is intended to imply the smallest item and device that effectively and completely accomplishes needed repair. Use of the term “materials” is intended to imply the smallest item associated with the part that effectively and completely accomplishes needed repair.

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 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. Repair and replacement parts for Emergency Services chargeable to the State will be invoiced at cost. The invoice will contain the necessary breakdown of costs with back-up documentation. 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.

4. 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.

5. 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

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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 will insert cost for each year of the three year contract, as described herein.

B. On the IFB form opposite Item no. 2, the contractor will insert rate, cost per hour, for emergency service calls as described in X.C during normal working hours. Normal working hours are described herein in VII.A.

C. On the IFB form opposite Item no. 3, the contractor will insert the rate, cost per hour, for emergency service calls after hours as described in X.C.

D. On the IFB form opposite Item no. 4, the contractor will insert rate, cost per hour, for service calls due to failures as described in X.D.

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. Attending the mandatory prebid meeting. Vendors who did not attend the mandatory prebid meeting will not be considered.

2. Certified Small Business (CBS) certifications or Veteran-Owned Small Business Enterprise

(VSBE) certification.

3. System and site knowledge.

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

5. 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;

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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.