2020 Parkville COVID Guards revised template 12.16.2020jrrevbz.pdf

V-LRP-20103-M

M A R Y L A N D D E P A R T M E N T O F T R A N S P O R T A T I O N

M O T O R V E H I C L E A D M I N I S T R A T I O N

I n v i t a t i o n f o r B i d s ( I F B )

C o n t r a c t s L e s s T h a n $ 5 0 , 0 0 0

PROJECT: UNARMED SECURITY GUARD

SERVICES –PARKVILLE BRANCH

OFFICE

CONTRACT NO. V-LRP-20103-M

REQUEST DATE: December 18, 2020

BID DUE DATE / TIME: January 8, 2021 @ 2:00P.M., local time

BID SUBMISSION TO: On-line @ eMaryland Marketplace

Advantage

I. SUMMARY STATEMENT

The Maryland Department of Transportation Motor Vehicle Administration (MDOT

MVA) is issuing this solicitation for the purpose to procure unarmed security services for the MDOT Parkville Branch Office.

A Bidder, either directly or through its subcontractor(s), must be able to provide all services and meet all of the requirements requested in this solicitation and the Successful Bidder

(the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

II. ISSUING OFFICE and PROCUREMENT OFFICER

Issuing Office:

Maryland Department of Transportation

Motor Vehicle Administration

6601 Ritchie Highway, N.E. Room 223

Glen Burnie, MD 21062

Procurement Officer:

The sole point of contact for the purposes of this quote request is the Procurement Officer, Mr. Joe Reese. Mr. Joe Reese, Procurement Officer, may be contacted via e-mail at jreese1@mdot.maryland.gov between 7:00 A.M. – 3:30 P.M. Monday through Friday, excluding State observed Holidays.

The Department may change the Procurement Office at any time by written notice.

III. CONTRACT MONITOR

The Contract Monitor is the State representative for this Contract who is primarily responsible for Contract administration functions after Contract award.

The name and contact information of the Contract Monitor are as follows:

Michelle Milam

Investigations/Police Chief

6601 Ritchie Highway

Glen Burnie, MD 21062

410-424-3016 mmilam@mdot.maryland.gov

The Department may change the Contract Monitor at any time by written notice.

IV. PRE-BID CONFERENCE AND QUESTIONS/INQUIRIES

A. Pre-Bid Conference:

No Pre-Bid Conference will be held for this IFB solicitation.

B. Questions/Inquiries:

All questions/inquiries regarding this solicitation must be submitted in writing (via email) to Mr. Joe Reese, via e-mail at jreese1@mdot.maryland.gov no later than

2:00 P.M. on December 23, 2020.

If necessary, MDOT MVA will issue addendum(s) for this IFB solicitation on eMaryland Marketplace Advantage (eMMA) to answer questions/inquiries submitted in writing by the questions/inquiries due date and time stipulated in the above paragraph. The Procurement Officer, based on the availability of time to research and communicate an answer, shall decide whether an answer can be given before the

Bid Due date. Time permitting, answers to all substantive questions that have not previously been answered, and are not clearly specific only to the requestor will be distributed to all vendors that are known to have received a copy of the solicitation in sufficient time for the answer to be taken into consideration in the Bid. All potential

Vendors are responsible to check eMaryland Marketplace Advantage for all solicitation documents, referenced attachments and amendments and submit their bids based on the contents as stated therein.

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V. REVISIONS TO THE SOLICITATION

If necessary, MDOT MVA will issue amendment(s) for this solicitation on eMaryland

Marketplace Advantage (eMMA) to answer questions/inquiries submitted in writing by the questions/inquiry due date and time stipulated in the above paragraph. All potential

Vendors are responsible to check eMaryland Marketplace Advantage for all solicitation documents referenced attachments and amendments and submit their bids based on the contents as stated therein.

Acknowledgement of the receipt of all addenda to this solicitation issued before the Bid due date shall be included in the submittal package accompanying the Bidder’s Bid. Failure to acknowledge receipt of an addendum does not release the Bidder from complying with the terms, addition, deletion, or corrections set forth in the addendum, and may cause the

Bid to be rejected as being non-responsive to the requirements of the solicitation.

VI. CANCELLATION OF THE SOLICITATION

This solicitation is subject to cancellation as provided in COMAR 21.06.02 MDOT MVA may cancel this solicitation, in whole or part, whenever this action is determined to be fiscally advantageous to MDOT MVA or otherwise in its or the State’s best interest.

VII. BID DUE DATE/TIME and EMARYLAND MARKETPLACE ADVANTAGE

(eMMA):

Bids for this solicitation must be received by the Procurement Officer, Joe Reese, or his designee on-line on eMMA, on or before 2:00 P.M. on January 8, 2020, local time.

There will not be a formal bid opening.

Each Bidder is requested to indicate its eMaryland Marketplace Advantage (eMMA) vendor number in the Bid Submission when submitted at the time of its Bid submission to this solicitation.

Bidders are responsible for assuring that their bids and all required documents are posted on-line on eMaryland Marketplace Advantage (eMMA) to the last round before the deadline for receipt of bids.

Bids, requests for withdraws, and modifications not received by the time and at the place indicated are late and may only be considered in accordance with COMAR 21.05.02.10.

Oral, fax, telegraphic, mailgram, or e-mail bids will not be accepted.

VIII. DURATION OF QUOTE OFFER

Prices submitted in response to this solicitation are irrevocable for ninety (90) days following the due date. The Procurement Officer may, however, request Vendors to extend the time during which the State may accept their bids. Once a quote is accepted, all prices, terms, and conditions shall remain unchanged throughout the contract period.

IX. PROCUREMENT METHOD

This solicitation shall be conducted in accordance with COMAR 21.05.07 – Small

Procurement Regulations ($50,000 or Less).

X. TERMS AND CONDITIONS

A. Termination for Non-appropriation. If funds are not appropriated or otherwise made available to support continuation in any fiscal year succeeding the first fiscal year, this

Contract shall be terminated automatically as of the beginning of the fiscal year for which funds are not available. The Contractor may not recover anticipatory profits or costs incurred after termination.

B. Maryland Law Prevails. The law of Maryland shall govern the interpretation and enforcement of this Contract.

C. Disputes. Disputes arising under this Contract shall be governed by State Finance and

Procurement Article, Title 15, Subtitle 2, Part III, Annotated Code of Maryland, and by

COMAR 21.10.02 Administrative and Civil Remedies. Pending resolution of a dispute, the Contractor shall continue to perform this Contract, as directed by the

Procurement Officer.

D. Changes. This contract may be amended only with the written consent of both parties.

Amendments may not significantly change the scope of the Contract (including the

Contract price).

E. Termination for Default. If the Contractor does not fulfill obligations under this

Contract or violates any provision of this Contract, the State may terminate the Contract by giving the Contractor written notice of termination. Termination under this paragraph does not relieve the Contractor from liability for any damages caused to the

State. Termination hereunder, including the determination of the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.11B.

F. Nondiscrimination. The Contractor shall comply with the nondiscrimination provisions of federal and Maryland law. The Contractor shall comply with the provisions of the

State Finance and Procurement Article, Title 19, Annotated Code of Maryland.

G. Anti-Bribery. The Contractor certifies that, to the Contractor's best knowledge, neither the Contractor; nor (if the Contractor is a corporation or partnership) any of its officers, directors, or partners; nor any employee of the Contractor who is directly involved in obtaining contracts with the State or with any county, city, or other subdivision of the

State, has been convicted of bribery, attempted bribery, or conspiracy to bribe under the laws of any state or of the United States.

H. Termination for Convenience. The State may terminate this Contract, in whole or in part, without showing cause upon prior written notice to the Contractor specifying the extent and the effective date of the termination. The State shall pay all reasonable costs associated with this Contract that the Contractor has incurred up to the date of termination and all reasonable costs associated with termination of the Contract.

However, the Contractor may not be reimbursed for any anticipatory profits which have not been earned up to the date of termination. Termination hereunder, including the determination of the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.12A (2).

I. Additions and Deletions – The MDOT MVA’s Procurement Officer, upon five (5) days written notice to the Contractor, may add or delete any item covered under this proposal. When a unit is added or deleted, a rate adjustment shall be made proportionately.

J. Liability – The Contractor agrees to assume full responsibility for any and all damage to the property of the MDOT MVA, both real and person, which results from or arises in connection with the performance of this Contract.

K. Tax Exemption – The MDOT MVA is generally exempt from Federal Excise Taxes, Maryland Sales and Use Taxes, District of Columbia Sales Tax and Transportation

Taxes. Exemption certificates shall be completed upon request. Where a Contractor is required to furnish and install material in the construction or improvement of real property in the performance of a contract the Contractor shall pay the Maryland Sales

Tax and the exemption does not apply.

L. Minority Business Notice – The MDOT MVA hereby notifies bidders that in regard to any contract entered into pursuant to this advertisement, certified, disadvantaged businesses will be afforded full opportunity to submit bids in response to this notice and will not be subjected to discrimination in the basis of race, color, sex, or national origin in consideration for an award.

M. Toll Free Passage – The Contractor shall not be permitted toll free passage in the performance of this work.

N. Contract Administration – All work associated with this contract shall be at the direction of the Contract Administrator, Procurement Officer or her designee.

XI. BID PROPOSAL AFFIDAVIT

Each Bidder responding to this solicitation shall include a completed Bid/Proposal

Affidavit with its Bid. See Attachment II.

*The person signing the Bid/Proposal Affidavit must be an Officer of the Company, authorized to contract on behalf of the Company, or another authorized person whose proof of authority is hereby attached. (Please attach a notarized copy of said authorization to the Bid, i.e., Corporate Resolution.)

XII. CONTRACT AFFIDAVIT

All Bidders are advised that if a Contract is awarded as a result of this solicitation, the Successful Bidder will be required to complete a Contract Affidavit. A copy of this Affidavit is included as Attachment III of this IFB. This Affidavit must be provided within five (5) Business Days of notification of proposed Contract award.

This Contract Affidavit is also required to be submitted by the Contractor with any

Contract renewal, if required, including the exercise of any options or modifications that may extend the Contract term. For purposes of completing Section “B” of this

Affidavit (Certification of Registration or Qualification with the State Department of

Assessments and Taxation), note that a business entity that is organized outside of the State of Maryland is considered to be a “foreign” business.

XIII. SCOPE OF CONTRACTOR SERVICES

A. Background and Purpose

The Maryland Department of Transportation Motor Vehicle Administration (MDOT

MVA) is soliciting bids for all necessary expertise, labor, materials, management, uniforms, supplies and equipment, training, transportation, supervision, license, permits, bonds (if required) , liability and workers compensation insurance for qualified unarmed security guards for the contract period. The unarmed security guards will work the days and hours specified at the Parkville MDOT MVA Branch

Office located at North Plaza Shopping Center, 8966 Waltham Woods Road

Parkville, Maryland 21234.

The MDOT MVA wants to award and begin this contract as quickly as possible.

B. General Requirements

1. The unarmed security guards shall work the hours specified at the Parkville

MDOT MVA Branch Office located at North Plaza Shopping Center, 8966

Waltham Woods Road Parkville, Maryland 21234 during the hours indicated in Section entitled Shift Hours.

2. The Contractor shall provide the required number of properly trained, experienced uniformed security personnel as required in this solicitation while creating a secure environment for the MDOT MVA employees, customers, and equipment.

3. The security personnel shall be familiar with the MDOT MVA premises and how the existing conditions will affect his/her work.

4. In order to ensure retention of highly qualified and professional individuals assigned to this facility, the unarmed guards accepted by MDOT MVA for this contract must be paid no less than minimum wage but prefer paid with wages appropriate for experienced guards. MDOT MVA prefers the guards to already have some guard experience.

5. All security guards must possess a valid security guard certificate issued by the Maryland State Police or have a pending application for certification with the Maryland State Police. Bidder shall include a copy of these certificates and pending applications with the bid submittals.

6. All security guards must be at least twenty-one (21) years of age on the day when he/she is working at MDOT MVA.

7. All security guards must have at a minimum, a high school diploma or equivalent (i.e. GED).

8. All security guards must have the ability to speak and write English in a clear and concise manner.

9. Security guards must be able to walk or stand for an entire shift.

10. Security guards must adhere to proper notification procedures in the event of an emergency or an unusual situation. Notification procedures will be provided during the MDOT MVA on the job orientation.

11. All security guards shall sign an agreement, with the hiring vendor, that they will:

• Submit to a drug test if the MDOT MVA has reasonable articulable belief that the security guard may be under the influence of drugs and/or alcoholic beverages. The MDOT MVA will pay for the cost of the “for cause” drug test.

• Refusal of any security guard to be tested will result in immediate disqualification for MDOT MVA work assignment.

12. Unarmed security guards must not have any criminal convictions.

a. All employees of the Contractor who will be working on the MDOT

MVA contract must have a Maryland Criminal Justice Information

System (CJIS) background check and an Immigration and

Naturalization Employment Eligibility Verification (I-9) Form completed prior to working at MDOT-MVA under this contract.

Within ten (10) business days of being awarded this contract, the selected contractor must provide written confirmation to the MDOT

MVA Procurement Office indicating that the CJIS and I-9 forms are on file for each employee who will be servicing the MVA offices. The confirmation must be on company letterhead and confirm that their employee(s) who will be working at MDOT MVA:

i. Has no criminal conviction history;

ii. Are not registered sex offenders;

iii. Are not under any criminal charge/indictment;

iv. And that the employee is in the United States legally and is not in violation of any Bureau of Immigration & Customs Enforcement

Regulations (formerly INS).

b. Those guards with MSP certification should already have the CJIS and

I-9 Forms completed. Those guards with pending applications may be permitted to begin work on MDOT MVA site; however, the vendor must notify MDOT MVA promptly when a guard who has a pending certification with the Maryland State Police is certified or denied certification. If certification is denied, the MDOT MVA will require the vendor to remove the individual immediately from this contract.

c. Both the completed CJIS and I-9 forms must be kept in the Contractor’s file. The contractor shall retain and maintain all records and documents relating to this contract for three (3) years and shall make them available for inspection and audit by authorized representatives of the

State.

d. The contractor further agrees that in the event any its employees is charged, arrested and/or convicted and/or found to be in violation of the aforementioned provisions, the employee’s name will be immediately reported to the MDOT MVA Procurement Office and removed from employment in connection with the MDOT MVA.

13. The MDOT MVA reserves the right to interview, at its discretion, any guard prior to being assigned to the MDOT MVA.

14. Authority to Reject Contractor’s Employees

The MDOT MVA reserves the right to dismiss any Contractor’s employee, without stated cause, when determined incompetent, careless, insubordinate and/or objectionable. MDOT MVA’s decision to reject a contractor’s employee is final and is not subject to administrative review or appeal.

15. Staffing and Management

a. The Contractor shall provide contact person(s) telephone number(s) which is/are available twenty-four (24) hours a day, seven days a week, to provide coordination between the Contractor and MDOT

MVA and respond to emergencies. The contact person must have the authority and responsibility to supply the MDOT MVA with the required number of qualified security guards.

b. No overtime shall be billed under the Scope of Work of this contract, except as expressly approved in this solicitation.

16. Notification of Staffing Change

In the event that a contractor’s employee must abandon its guard position before the end of a scheduled shift, the contractor must notify the MDOT

MVA Police Chief or the Chief’s designee as soon as possible before the employee leaves the post. The contact person shall provide a new replacement within two (2) hours of the notice of abandonment. In the event that a contractor’s employee does not report as scheduled, the contact person shall hold-over the earlier shift and provide a new replacement within two (2) hours of the hold-over start time. Any overtime costs incurred by the “held-over” security guard will be absorbed by the contractor.

17. Additional Staffing at Request of MDOT MVA

a. If MDOT MVA requests additional staffing, outside of the shift hours specified in Shift Hours of this solicitation, MDOT MVA shall provide at least thirty-six hours’ notice to the contractor for the additional staffing.

b. The additional employees are subject to the same minimum requirements and training and will be paid the same hourly rate as the other contractor’s unarmed security guards working at the

MDOT MVA site.

c. When MDOT MVA fails to provide at least thirty-six (36) hours’ notice for the additional staffing, the contractor may bill the first four

(4) hours of the additional staff person at 1.5 (one and a half) times the regular rate of the employee. Example: If the regular rate is

$12.00 per hour, the additional staff person(s) can be billed at a rate of ($12.00 + $6.00) $18.00 per hour for the first four hours. All hours worked thereafter would be at the normal rate.

18. Terminated Employees

The Contractor shall immediately notify the MDOT MVA Police Chief or designated representative upon termination of employment of any contractor’s employee assigned to this facility.

19. New Hires

a. The contractor must comply with all provisions of this solicitation for all newly hired employees. Reference Section – General

Requirements.

b. Employment applications and other required documentation must be submitted to the MDOT MVA Police Chief or designee five (5) working days prior to the new hire’s initial MVA assignment.

c. MDOT MVA hereby reserves the right to reject any applicant it has reason to believe lacks the proficiency, proper background and/or experience to effectively perform the work.

d. All security guards will receive a brief orientation before beginning services for MDOT MVA. This may be done by Branch

Management on the first day the guard reports to the MDOT MVA or may be completed by the Contractor before the security guards report to the MDOT MVA.

20. General Conduct of Security Guards

a. The Contractor’s employees assigned to this contract shall, at all times, conduct themselves in a professional and respectful manner.

The employees must be courteous and professional in their contact with MDOT MVA customers, its employees, or anyone having business in the MDOT MVA facility.

b. The Contractor shall be responsible for the conduct of its employees and liable for any action or inaction of its employees while performing under this contract.

21. Prohibitions of the Security Guards

Security Guards are not allowed to:

a. Carry any weapons such as guns, knives, nightsticks, mace, etc.

b. Use force except to defend themselves, or others, when in immediate threat of bodily harm of themselves or others;

c. Make any verbal or written statement to any external entity, or non MDOT MVA employee, about any MDOT MVA policies, incidents, or unusual occurrences at any MDOT MVA facility without the approval of the Chief of the MVA Police or his/her designee.

d. Replace and/or repair any of the installed equipment at any

MDOT MVA facility.

e. Use installed telephones for personal business, or for prolonged calls initiated or received by assigned personnel to and from

Contractor’s office.

f. Use their personal cellphone and/or handheld device without obtaining permission from the Branch Manager or his/her designee. Continued violation of personal cellphone restriction can result in the MDOT MVA refusing to allow the guard to work at the branch.

g. Visit the MDOT MVA Buildings for the purposes of fraternizing during off-duty hours.

h. Receive personal visitors at any time while on Duty at the

MDOT MVA.

22. Duties

The general duties of the security guard(s) include, but are not limited to, the following:

a. Monitoring all electronic equipment, if applicable, at their console/desk on a continuous basis.

b. Providing direction(s) to and monitoring customers/individuals entering the building.

c. Answering telephones and radio communications.

d. Maintaining the security officer’s log (security officer arrival, departure, activities during shifts, any, and all, significant developments indicated above).

e. Monitoring employees entering the building before and after normal business hours for proper ID cards.

f. Patrol (on foot) buildings and parking lots, inspecting for water leaks, electrical problems, hazardous conditions, fire and/or security breaches.

g. Conducting security rounds as well as raising and lowering State, US, and/or MDOT MVA flags as necessary.

h. Following the directions and supervision of the MDOT MVA

Police/MDOT MVA Investigators/MDOT MVA Branch

Management or their designee and/or any state or local law enforcement officers working for or responding to the MDOT MVA location.

i. Reporting fires, criminal incidents, altercations, unusual incidents, security breaches, or suspicious occurrences to the MDOT MVA

Police/MDOT MVA Investigators/MDOT MVA Branch

Management or their designees.

j. Emergency incidents or other criminal incidents calling the local police non-emergency line. Emergencies shall be reported by calling 911.

k. Non-criminal incidents (customer complaints, storm damage) at a branch location, other than shall be reported to the Branch

Management, or their designee.

l. Any other duties or responsibilities assigned by an MDOT MVA

Police Officer, MVA Division of Investigation member, Branch

Manager, or their designee.

m. Vendor shall provide uniforms for its security guards. The uniforms can be a police/military style, or a polo shirt, or button-down shirt that clearly identifies the security guards as Security and the company name. The word “POLICE” is prohibited on any part of the uniform.

n. Communication equipment is not required for this assignment.

o. Floor plans and evacuation plans for the specified location will be provided to the Contractor by MDOT MVA after award.

C. Specific Duties at the MDOT MVA Parkville Branch Office

The following specific duties will be required at the MDOT MVA Parkville

Branch Office:

1. Asking the latest version of the access protocols for state offices related to COVID19 (non-congregate care facilities) to MDOT MVA customers and employees/contractors. See COVID-19 Safety Requirements at the end of this solicitation.

2. Guards will perform temperature screenings of all MDOT MVA customers and employees/contractors consistent with the manner and procedures as instructed by the MDOT MVA. Vendor is required to equip its employees with Personal Protective Equipment (PPE) which will consist minimally of disposable masks and disposable gloves.

3. Maintaining surveillance of the building and, if required set the intrusion alarms, before vacating their post.

4. Reporting any fire, smoke or other emergencies to local police or 911 and remain available to answer any questions by first responders.

5. If an emergency or unusual occurrence occurs, in addition to reporting the incident to 911, notifying MDOT MVA Police Officer, MDOT MVA

Division of Investigation member, Branch Manager, or designee.

6. Any other duties or responsibilities assigned by an MDOT MVA Police

Officer, MVA Division of Investigation member, Branch Manager, or their designee.

D. Shift Hours – MDOT MVA Parkville Office

1. The shifts and staffing levels for the Parkville Branch are as follows. On

Monday, Tuesday, Wednesday, Friday and full Saturdays Branch

Management will allow the guard one (1) fifteen (15) minute break in the

AM hours, a thirty (30) minute lunch period and one (1) 15-minute break in the PM hours. On Thursdays, the lunch period can be for one-hour if the same guard is working the entire shift, and two (2) fifteen-minute breaks in the PM hours. The times for the work breaks will be decided by Branch Management.

2. Work breaks will be pro-rated if the shift is split between more than one

(1) guard.

Monday, Tuesday, Wednesday, Friday: 8:30 a.m. to 4:30 p.m.

(1-Shift) (2 guards)

Thursday: 8:30 a.m. to 6:30 p.m.

(1-shift) (2 guards)

Saturdays: 8:00 a.m. to 12:00 p.m.

(1 Shift) (2 guards)

One (1) full Saturday per month 8:00 to 4:30 p.m.

2021 (2 guards)

3. NOTE: Designated Saturday coverage dates in 2021 will be provided once known.

4. Important note: Bids that result in a total that exceeds $50,000, the contract written with the low bidder will be written as “not to exceed

$50,000” using the unit prices established as the hourly rate.

5. The Contractor may not assign one of their security guards to work two

(2) consecutive shifts unless approved by the MDOT MVA Chief of

Police or his/her designee.

6. The Contractor must obtain approval from the MDOT MVA Chief of

Police or his/her designee before an employee can work more than eight

(8) hours in a twenty-four (24) hour period for any MDOT MVA post.

For example, approval from the MDOT MVA Police Chief or designee would be required if an employee would work 4:00 p.m.to 12:00 p.m. and then would be scheduled to work the next 8:00 a.m. to 4:00 p.m. shift.

7. When the MDOT MVA is closed to the public (State Holidays, etc.)

security guards will not work on these days.

8. In the event that a Contractor’s employee does not report to duty as scheduled, the Contractor shall hold-over the earlier shift and provide a new replacement within two (2) hours of the hold-over start time. Any overtime costs incurred by the Contractor shall be at the Contractor’s expense.

9. Each guard shall report for duty and begin his or her shift operation at the time specified. Nothing in the contract shall be deemed to permit a guard to leave his or her post until properly relieved. A guard leaving his or her post without being properly relieved shall be grounds for denying payment to the Contractor.

10. The MDOT MVA shall only pay for hours when the guard is at his/her post and available for duty.

11. Important Note: Hours and days coverage are subject to change as needed by MDOT MVA.

E. Security Requirements

Employee Identification

1. Each person who is an employee or agent of the Contractor or subcontractor shall display his or her company ID badge at all times while on State premises. Upon request of authorized State personnel, each such employee or agent shall provide additional photo identification.

2. At all times at any facility, the Contractor’s personnel shall cooperate with State site requirements that include but are not limited to being prepared to be escorted at all times, providing information for badge issuance, and wearing the badge in a visible location at all times.

F. Insurance Requirements

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

1. The following type(s) of insurance and minimum amount(s) of coverage are required:

a. General liability insurance covering the full scope of this Agreement with limits not less than $1,000,000 per Bodily Injury/Property

Damage Each Occurrence and $1,000,000 for Personal and

Advertising Injury Limit, and not less than $2,000,000 General

Aggregate limit and also for Products/Completed Operations

Aggregate Limit. Vendor will also maintain with limits not less than

$5,000 for Medical Payments to Others. Certificates of this insurance shall be furnished to the MDOT MVA upon execution of this agreement and annually thereafter.

b. Errors and Omissions/Professional Liability - $1,000,000 per combined single limit per claim and $3,000,000 annual aggregate.

c. Crime Insurance/Employee Theft Insurance – to cover employee theft with a minimum single loss of $2,000 per loss.

d. Worker’s Compensation – The Contractor shall maintain such insurance as necessary or as required under Worker’s Compensation

Act, the Longshore and Harbor Workers’ Compensation Act, and the

Federal Employers’ Liability Act, to not be less than one million dollars ($1,000,000.00) per occurrence (unless a state’s law requires a greater amount of coverage). Coverage must be valid in all states where work is performed.

2. The State shall be listed as an additional insured on the faces of the certificates associated with the coverages listed above, including umbrella policies, excluding Workers’ Compensation Insurance and professional liability.

3. All insurance policies shall be endorsed to include a clause requiring the insurance carrier provide the Procurement Officer, by certified mail, not less than 30 days’ advance notice of any non-renewal, cancellation, or expiration. The Contractor SHALL NOTIFY the Procurement Officer in writing, if polices are cancelled or not renewed within five (5) days of learning of such cancellation or nonrenewal. The Contractor shall provide evidence of replacement insurance coverage to the Procurement Office at least 15 days prior to the expiration of the insurance policy then in effect.

4. Any insurance furnished as a condition of the Contract shall be issued by a company authorized to do business in the State.

5. The recommended awardee must provide current certificate(s) of insurance with the prescribed overages, limits and requirement set forth in this section within in five (5) Business Dyas from notice of recommended award.

6. Subcontractor Insurance – The Contractor shall require any subcontractors to obtain and maintain comparable levels of coverage and shall provide the

Contract Monitor with the same documentation as is required of the

Contractor.

XIV. MINIMUM QUALIFICATIONS

The Bidder must provide proof with its Bid that the following Minimum

Qualifications have been met:

A. The Bidder must have a valid Security Agency License issued by the Maryland

State Police. A copy of this license must be included in the Bid Response.

B. The Bidder shall have been in business for a minimum of three (3) years managing and providing unarmed security officers. The Bidder must currently be in business providing unarmed security officers services.

C. The Bidder shall provide with its Bid a minimum of three (3) references on the

Questionnaire Attachment IV and submit with bid response package. At least one (1) of these references shall be within the last five (5) years. References must support successful performance with the same or similar unarmed security services as this solicitation. In order to expedite the award process, it is especially important for bidders to include detailed information for each reference. This includes dates the services were provided, the type of services provided, type of buildings serviced, reachable reference contact phone numbers and e-mail Addresses. All information will be verified. All reference contacts shall be current and willing to provide information over the phone.

D. The security guards assigned to the MDOT MVA must possess a current security guard certificate issued by the Maryland State Police or have a pending application for certification with the Maryland State Police. Bidder must provide a copy of the certificates and pending certificate applications with the Bid Response for those guards to be utilized on this contract.

E. Any Bidder who does not qualify to bid this work as specified in this section or who fails to submit his or her references as a requirement of this IFB, or whose references cannot be verified may be deemed non-responsive and its bid may be rejected.

XV. BID SUBMITTAL REQUIREMENTS

A. Vendors shall submit all-inclusive costs for the item on the Contract Bid Form

Sheet – Attachment I. Vendor must follow the instructions on the Contract

Bid Sheet and submit quote as stipulated below under Submittal Instructions.

B. Submittal Instructions:

1. Total bid pricing shall be posted online in eMMA by the Bidder. Bidder is to utilize the proposed hours and workdays to estimate total hours for the total bid amount for one (1) year. This bid amount is an estimate and used for bid evaluation only. This may not represent the actual number of hours experienced once the contract is awarded

2. The required documents (below) shall be submitted as attachments on-line through eMMA under the specified solicitation and under the last round.

a. Completed Non-Altered Contract Bid Form – Attachment I showing the hourly guard services rate only.

b. Completed Bid/Proposal Affidavit – Attachment II

c. Completed Questionnaire – Attachment IV which includes:

• Agency Security License

• Experience

• References

• Proposed Subcontractors

d. Copy of current Security Agency License.

e. Copies of guard certificates and/or guard pending applications for personnel to be utilized at this location.

3. If applicable, include the following:

A Signed Statement from the Bidder’s Parent Organization Guaranteeing

Performance of the Bidder.

4. In order to receive a contract award, a vendor must be registered on eMMA. Registration is free. Go to emma.maryland.gov/page.aspx click on “Register: to begin the process, and then follow the prompts.

XVI. BASIS OF AWARD

A. One Contract will be awarded under this solicitation. The contract shall be awarded to the responsible Bidder submitting a responsive Bid with the most favorable Hourly Guard Services Rate (as referenced in COMAR 21.05.02.13) and meeting all the requirements to provide the services as specified in this solicitation. The most favorable Hourly Guard Services Rate will be the lowest hourly guard rate listed on Attachment I – Contract Bid Form by the Bidder.

B. Partial or incomplete bids will be rejected unless otherwise stated in the solicitation. Bid responses will be evaluated based on the information supplied to meet the bid submittal requirements to ensure all the minimum requirements/ specifications set forth in this solicitation and all attachment requirements were completed and submitted.

C. Multiple and/or alternate Bids will not be accepted.

D. Tie bids will be decided pursuant to COMAR 21.05.02.14.

E. Qualification acceptability shall be at the sole discretion of the MDOT MVA.

XVII. AWARD INFORMATION

A. Contract award information will be posted on eMMA.

B. The awarded Vendor will receive a written Notice to Proceed.

C. A purchase order will be issued to the awarded Vendor.

D. Required Start Date

The Vendor must be able to start providing the required services within 10 business days after Notice to Proceed whichever is sooner.

XVIII. COMPENSATION AND METHOD OF PAYMENT

A. Payments by Electronic Funds Transfer

By submitting a response to this solicitation, the Bidder/Offeror agrees to accept payments by electronic funds transfer (EFT) unless the State Comptroller’s

Office grants an exemption. Payment by EFT is mandatory for contracts exceeding $200,000. The selected Bidder/Offeror shall register using the

COT/GAD X-10 Vendor Electronic Funds (EFT) Registration Request Form.

Any request for exemption must be submitted to the State Comptroller’s Office for approval at the address specified on the COT/GAD X-10 form, must include the business identification information as stated on the form, and must include the reason for the exemption. The COT/GAD X-10 form may be downloaded from the Comptroller’s website at:

http://comptroller.marylandtaxes.com/Government_Services/State_Accounting_

Information/Static_Files/APM/gadx-10.pdf

B. Prompt Payment Policy

This procurement and the Contract(s) to be awarded pursuant to this solicitation are subject to the Prompt Payment Policy Directive issued by the Governor’s Office of Minority Affairs (GOMA) and dated August 1, 2008. Promulgated pursuant to Md. Code Ann., State Finance and

Procurement Article, §§ 11-201, 13-205(a), and Title 14, Subtitle 3, and

COMAR 21.01.01.03 and 21.11.03.01, the Directive seeks to ensure the prompt payment of all subcontractors on non-construction procurement contracts. The Contractor shall comply with the prompt payment requirements. Additional information is available on GOMA’s website at:

http://goma.maryland.gov/Documents/Legislation/PromptPaymentFAQs.pd f

XIX. DURATION TERM OF CONTRACT

The contract will be for one (1) year beginning within 10 calendar days of Notice to Proceed or until the not-to-exceed $50,000 is reached, whichever occurs first.

XX. COMPENSATION AND METHOD OF PAYMENT

A. Subject to the performance of the work and its acceptance by the MDOT MVA, the awarded Vendor may invoice the MDOT MVA for all appropriate charges for services performed within thirty (30) days after completion of the approved work. All such charges shall be derived in accordance with the prices originally quoted on the Contract Bid Form, attached hereto and made a part hereof. In the event that the successful respondent is not in default of any of the contract terms and conditions, then MDOT MVA shall cause said invoice to be timely paid.

B. The Vendor invoice provide an invoice for services rendered. The invoice must contain the following: complete company name; address; telephone number;

contact person; F.E.I.N. (Federal Employment Identification Number); MDOT

MVA full address; contract number; and a unique invoice number. Invoice(s) shall also contain the details of services provided, such as: number of hours worked by security officer/guard, rate of pay, dates of services provided, location of services and total amount (based on the amounts bid on the Contract

Bid Form – Attachment I. Failure to do so may result in delay of payment.

Invoices held for verification, missing information, or returned for corrective re-submittal shall not be subject to late fees. Invoices shall reference contract

Number V-LRP-20103-M. Invoices shall be submitted monthly. Submit invoices to the address below:

Maryland Department of Transportation

Motor Vehicle Administration

Accounts Payable

6601 Ritchie Highway, Room 220

Glen Burnie, MD 21062

Attention: MDOT MVA Accounts Payable

C. Payment will be made by check, within thirty (30) days upon receipt of an invoice from the Contractor. All invoices and/or correspondence pertaining to invoices shall be identified with a Purchase Oder Number and shall be forwarded to department on front of the purchase order. Under certain conditions, the MDOT MVA reserves the right to make payments via its

VISA Procurement Card. Contractor agrees to include on the face of the invoice billed to the MDOT MVA the federal Tax identification or Social

Security Number.

D. NOTE: MDOT MVA is exempt from Maryland Sales and Use Taxes by

Exemption Certificate Number 30002563 and from Federal Excise Taxes by

Exemption Number 52-73-0358K. Do not include tax.

XXI. ATTACHMENTS

Attachments to this Solicitation are as follows:

• Attachment I - Contract Bid Form (Pricing) - (Required to be completed and submitted with the Bid)

• Attachment II - Bid/Proposal Affidavit - (Required to be completed and submitted with the Bid.)

• Attachment III – Contract Affidavit - (This Attachment must be completed and submitted within 5 business days after receiving notification or recommendation for Award.)

• Attachment IV - Questionnaire - (Required to be completed and submitted with the Bid along with any additional required documentation.)

CONTRACT BID FORM - ATTACHMENT I

This form is to be completed in its entirety.

This form cannot be altered in any way.

Vendors must provide the requested hourly rates requested in the first areas of this Contract Bid

Form.

Item must only contain the rate (dollars and cents, two decimal places only) for the hourly unit and the total price for the line item.

Vendor shall print and complete the pricing information requested below for Parkville Branch

Office:

1. Guard Services Rate @ $ per hour

(fill in hourly rate)

HOURLY GUARD RATE $ _____________________

(BASIS FOR AWARD)

Note:

a) If the “Total Bid Amount” results in a total that exceeds $50,000, the contract written with the low bidder will be written as “not to exceed $50,000” using the unit prices established as the hourly rate. Bidder is to utilize the proposed hours and workdays to estimate total hours for the total bid amount. This bid amount is an estimate and used for bid evaluation only.

This may not represent the actual number of hours experienced once the contract is awarded.

c) MDOT MVA, is exempt from Maryland Sales and Use Taxes by Exemption Certificate

Number 30002563 and from Federal Excise Taxes by Exemption Number 52-73-0358K.

Do not include tax in bid prices.

BIDDER INFORMATION

Submitted By:

Authorized Representative Signature: __________________________________

Date: ___________________

Printed Name:

Title: ________________________________________________________________________

Bidder Company Name :

Bidder Company Address:

Location(s) from which services will be performed (City/State):

FEIN or SSN#: _________________________________________ eMMA # ___________________________________

Small Business Reserve registered in MD: ______ Yes _______ No

(check one)

Minority Business Enterprise registered in MD: ______ Yes _______ No

Veteran-Owed Small Busines Enterprise registered in MD: ______ Yes _______ No

Bidder Contact Information: Telephone: (____) ____-- ______________

Fax: (____) ____--_________________

E-mail: ______________________________________________________________

ATTACHMENT II – BID/PROPOSAL AFFIDAVIT

A. AUTHORITY

I hereby affirm that I, _______________ (name of affiant) am the ______________(title) and duly authorized representative of ______________(name of business entity) and that I possess the legal authority to make this affidavit on behalf of the business for which I am acting.

B. CERTIFICATION REGARDING COMMERCIAL NONDISCRIMINATION

The undersigned Bidder/Offeror hereby certifies and agrees that the following information is correct: In preparing its Bid/Proposal on this project, the Bidder/Offeror has considered all Proposals submitted from qualified, potential subcontractors and suppliers, and has not engaged in "discrimination" as defined in §

19-103 of the State Finance and Procurement Article of the Annotated Code of Maryland.

"Discrimination" means any disadvantage, difference, distinction, or preference in the solicitation, selection, hiring, or commercial treatment of a vendor, subcontractor, or commercial customer on the basis of race, color, religion, ancestry, or national origin, sex, age, marital status, sexual orientation, sexual identity, or on the basis of disability or any otherwise unlawful use of characteristics regarding the vendor's, supplier's, or commercial customer's employees or owners. "Discrimination" also includes retaliating against any person or other entity for reporting any incident of "discrimination". Without limiting any other provision of the solicitation on this project, it is understood that, if the certification is false, such false certification constitutes grounds for the State to reject the Bid/Proposal submitted by the

Bidder/Offeror on this project, and terminate any contract awarded based on the Bid/Proposal. As part of its Bid/Proposal, the Bidder/Offeror herewith submits a list of all instances within the past 4 years where there has been a final adjudicated determination in a legal or administrative proceeding in the State of

Maryland that the Bidder/Offeror discriminated against subcontractors, vendors, suppliers, or commercial customers, and a description of the status or resolution of that determination, including any remedial action taken. Bidder/Offeror agrees to comply in all respects with the State's Commercial

Nondiscrimination Policy as described under Title 19 of the State Finance and Procurement Article of the

Annotated Code of Maryland.

B-1. CERTIFICATION REGARDING MINORITY BUSINESS ENTERPRISES.

The undersigned Bidder/Offeror hereby certifies and agrees that it has fully complied with the State

Minority Business Enterprise Law, State Finance and Procurement Article, § 14-308(a)(2), Annotated

Code of Maryland, which provides that, except as otherwise provided by law, a contractor may not identify a certified minority business enterprise in a Bid/Proposal and:

(1) Fail to request, receive, or otherwise obtain authorization from the certified minority business enterprise to identify the certified minority Proposal;

(2) Fail to notify the certified minority business enterprise before execution of the contract of its inclusion in the Bid/Proposal;

(3) Fail to use the certified minority business enterprise in the performance of the contract; or

(4) Pay the certified minority business enterprise solely for the use of its name in the Bid/Proposal.

Without limiting any other provision of the solicitation on this project, it is understood that if the certification is false, such false certification constitutes grounds for the State to reject the Bid/Proposal submitted by the Bidder/Offeror on this project, and terminate any contract awarded based on the

Bid/Proposal.

B-2. CERTIFICATION REGARDING VETERAN-OWNED SMALL BUSINESS ENTERPRISES.

The undersigned Bidder/Offeror hereby certifies and agrees that it has fully complied with the State veteran-owned small business enterprise law, State Finance and Procurement Article, § 14-605, Annotated Code of Maryland, which provides that a person may not:

(1) Knowingly and with intent to defraud, fraudulently obtain, attempt to obtain, or aid another person in fraudulently obtaining or attempting to obtain public money, procurement contracts, or funds expended under a procurement contract to which the person is not entitled under this title;

(2) Knowingly and with intent to defraud, fraudulently represent participation of a veteran–owned small business enterprise in order to obtain or retain a Bid/Proposal preference or a procurement contract;

(3) Willfully and knowingly make or subscribe to any statement, declaration, or other document that is fraudulent or false as to any material matter, whether or not that falsity or fraud is committed with the knowledge or consent of the person authorized or required to present the declaration, statement, or document;

(4) Willfully and knowingly aid, assist in, procure, counsel, or advise the preparation or presentation of a declaration, statement, or other document that is fraudulent or false as to any material matter, regardless of whether that falsity or fraud is committed with the knowledge or consent of the person authorized or required to present the declaration, statement, or document;

(5) Willfully and knowingly fail to file any declaration or notice with the unit that is required by

COMAR 21.11.12; or

(6) Establish, knowingly aid in the establishment of, or exercise control over a business found to have violated a provision of § B-2(1)-(5) of this regulation.

C. AFFIRMATION REGARDING BRIBERY CONVICTIONS

I FURTHER AFFIRM THAT:

Neither I, nor to the best of my knowledge, information, and belief, the above business (as is defined in

Section 16-101(b) of the State Finance and Procurement Article of the Annotated Code of Maryland), or any of its officers, directors, partners, controlling stockholders, or any of its employees directly involved in the business's contracting activities including obtaining or performing contracts with public bodies has been convicted of, or has had probation before judgment imposed pursuant to Criminal Procedure Article, § 6-220, Annotated Code of Maryland, or has pleaded nolo contendere to a charge of, bribery, attempted bribery, or conspiracy to bribe in violation of Maryland law, or of the law of any other state or federal law, except as follows (indicate the reasons why the affirmation cannot be given and list any conviction, plea, or imposition of probation before judgment with the date, court, official or administrative body, the sentence or disposition, the name(s) of person(s) involved, and their current positions and responsibilities with the business):

D. AFFIRMATION REGARDING OTHER CONVICTIONS

I FURTHER AFFIRM THAT:

Neither I, nor to…