21-JS-I03 Janitorial Services Garrett Office .docx

Janitorial Services Garrett Office Solicitation #: 21-JS-I03

SMALL PROCUREMENT

INVITATION FOR BIDS (IFB)

JANITORIAL SERVICES GARRETT OFFICE

SOLICITATION NO. 21-JS-I03 / eMMA# BPM022626 ISSUE DATE: February 4, 2021

NOTICE

A Prospective Offeror that has received this document from a source other than eMaryland Marketplace (eMMA) https://emma.maryland.gov/page.aspx/en/usr/login should register on eMMA.

Minority Business Enterprises Are Encouraged to Respond to this Solicitation

NO BID NOTICE/ VENDOR FEEDBACK FORM

To help us improve the quality of the Department of Juvenile Services solicitations, and to make our procurement process more responsive and business friendly, please provide comments and suggestions regarding the enclosed Request for Proposals. Please return your comments with your Proposal. If you have chosen not to respond to this solicitation, please email this completed form to the Procurement Officer at trahon.battle@maryland.gov.

a. If you have chosen not to respond to this solicitation, please indicate the reason(s) below:

b. If you have submitted a response to this solicitation, but wish to offer suggestions or express concerns, please use the REMARKS section below. (Attach additional pages as needed.)

REMARKS:

Vendor Name: Date:

Contact Person: Phone ( ) -

Address:

E-mail Address:

state of maryland department of juvenile services Key Information Summary Sheet

217 E. Redwood Street e-mail:

Office Phone:

trahon.battle@maryland.gov

(410) 230-3347

or via email at trahon.battle@maryland.gov

Bidders are reminded that a completed Feedback Form is requested if a no-bid decision is made (see page 2).

1 BIDDER MINIMUM QUALIFICATIONS

0. Bidder Minimum Qualifications As part of the determination to be considered responsive, the Bidder must document in its Bid that it satisfies the following Minimum Qualifications:

0.0.1 The Bidder shall have five (5) years’ experience performing infection prevention and control or work of similar nature in scope, type, size, magnitude and complexity comparable to those specified in the Scope of Work.

Required Documentation: As proof of meeting this requirement, the Bidder shall provide with its Bid three (3) references from the past five (5) years that collectively are able to attest to the Bidder’s required years of experience in providing infection prevention and control or of similar nature. For each reference, the Bidder shall provide the (a) name of the client organization, (b) the name, title, telephone number and e-mail address of the point of contact for the client organization and (c) project location, description, contract term, and amounts.

1.1.2 The Bidder shall be certified by the Certification Board of Infection Control and Epidemiology, Inc. (CBIC) as a certified infection prevention and control professional.

Required Documentation: As proof of meeting this requirement, the Bidder shall provide a copy of current the certificate(s) issued by CBIC or certification company/agency in your state, and resume(s) with five (5) years of experience similar in nature.

1 CONTRACTOR REQUIREMENTS: SCOPE OF WORK

2.1 Summary Statement

1.1.1 The Department of Juvenile Services (DJS or the Department) is issuing this Invitation for Bids (IFB) in order to procure the services defined in this Section 2, as specified in this IFB, from a contract between the successful bidder(s) and the Department for janitorial services at the Garrett Office, 7000 Thayer Center, Oakland, MD 21550.

1.1.2 It is the State’s intention to obtain goods and services, as specified in this IFB, from a Contract between the selected Bidder and the State.

1.1.3 The Department intends to make one (1) award for janitorial services. The anticipated duration of services to be provided under this Contract two (2) years. See IFB Section 3.6 Award Basis for more Contract award information.

1.1.4 A Bidder, either directly or through its subcontractor(s), must be able to provide all goods and 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.

2.2 Background and Purpose

The State is issuing this solicitation for the purposes of procuring a Contractor to provide janitorial services at the DJS, Garrett Office. This office provides individualized care and treatment to youth who have violated the law, or are a danger to themselves or others. DJS strives to help young people, with the involvement of their families, reach their full potential as productive and positive members of society.

2.3 Scope of Work Requirements

The Contractor shall provide the following upon commencement of the Contract:

2.3.1 General Requirements

2.3.1.1 The Contractor shall provide janitorial services at the Garrett Office located at 7000 Thayer Center, Oakland, MD 21550. All labor, equipment, products, supplies, and insurance will be the Contractor’s responsibility.

2.3.1.2 At least one (1) supervisor and employees needed to provide janitorial services five (5) days a week (Monday – Friday), excluding holidays. The one (1) shift must start no later than 5:00 p.m. and ending upon completion of the work areas deemed necessary by the Contract Monitor or Office Supervisor. Prior approval by the Contract Monitor must be obtained to perform work outside of shift hours.

2.3.1.3 The Contractor’s employees shall not be permitted access to the job site during non-working hours.

2.3.1.4 The Contractor shall maintain accessibility for vehicular traffic to the office.

2.3.1.5 DJS will provide hand towels, toilet tissue, trashcan liners, sanitary napkin receptacle liners, toilet seat covers, and hand soap. The Contractor shall purchase all other cleaning products and janitorial supplies through Blind Industries and Services of Maryland (BISM).

2.3.1.6 The Contractor shall maintain and submit a contingency plan to the Contract Monitor and Office Supervisor for lateness, call outs, and no shows. The contractor shall have emergency standby personnel to cover the shift in case of events such as these. The Contractor will provide coverage for assigned shift throughout the contract. The contractor must notify the Office Supervisor and Contract Monitor know of any lateness, call outs, and or no shows and what the appropriate action will follow for the specific shift. All emergency standby personnel shall be required to follow the same rules and guidelines set for this contract.

2.3.1.7 The Contractor shall be responsible for completing a checklist for daily cleaning duties and have it signed by the Office Supervisor.

2.3.1.10 The contractor shall maintain the work site in a safe, neat, and orderly manner. The contractor shall take steps to prevent accumulation of debris and shall remove all spoiled and unused material. Disposal of all materials shall be in accordance with all applicable laws, codes and regulations.

2.3.1.11 Certain areas of this office will not be completely utilized, and will be cleaned as specified by the Office Supervisor.

2.3.1.12 The Contractor shall be responsible for moving of all furniture and the replacement of all furniture to the correct area for any extra care services provided. This movement shall not interrupt the offices daily movement and should be put back in the proper area when the work is complete.

2.3.2 Specific Task

2.3.2.1 Restrooms/Bathrooms

Daily cleaning tasks consist of the following:

1. Clean and disinfect all high touch areas (handles, railings, dispensers, etc.);

2. Remove all easily lifted items from the floor of all restrooms;

3. Microfiber dust mop all floor surfaces per floor specifications;

4. Microfiber wet mop all floors per floor specifications;

5. Clean and disinfect walls and partitions including behind sinks and toilets;

6. Clean and disinfect inside and outside of sinks, toilets, and urinals to include bright work (sink handles, toilet handles, etc.);

7. Clean all mirrored surfaces;

8. Pick up all trash, empty trash receptacles replace liners and deposit trash at dumpster;

9. Replace all items previously removed from the floors after drying;

10. Wipe clean all walls for fingerprints, marks, and graffiti;

11. Clean around all door ledges;

12. Wipe clean all cove base for streaks and water marks;

13. Check all bathroom dispensers for adequate supply, change if necessary; and

14. Check inside all trashcans, dispensers, and clean if necessary.

2.3.2.2 All Other Areas

Daily cleaning tasks consist of the following:

1. Clean and disinfect all high touch areas (door handles, counters, phones, handles, railings, dispensers, etc.);

2. Microfiber dust mop all floor surfaces per floor specifications;

3. Microfiber wet mop all floor surfaces per floor specifications;

4. Pick up all trash, empty trash receptacles, replace liners, and deposit trash at dumpster;

5. Vacuum all carpeted floor surfaces;

6. Wipe clean all countertops, desks, and conference tables of fingerprints and dust;

7. Place all floor runners, rugs, and mats in uniform position;

8. Clean around all door ledges;

9. Microfiber dust mop under all floor runners, rug, and mats in all rooms;

10. Microfiber wet mop under all floor runners, rug, and mats in all rooms;

11. Wipe clean all dust and windows on display cases;

12. Wipe clean all walls for fingerprints, marks, and graffiti;

13. Wipe clean all door sills and window sills in all rooms;

14. Wipe clean all cove base for streaks and water marks;

15. Check all dispensers for adequate supply, change if necessary; and

16. Check inside all trashcans, and dispensers and clean if necessary,

2.3.3 Extra care services for all areas

2.3.3.1 The Contractor shall refer to the Building Maintenance Chart (see Exhibit 8) for all floor care services, services not specifically mentioned in this scope of work, and detailed information about each floor of the building.

a. Vinyl Composite Tile (VCT) floors shall be stripped, and have five coats of high gloss high traffic commercial grade floor wax applied two (2) times per year (as coordinated with the Office Supervisor and Contract Monitor).

b. VCT floors shall be Spray Buffed one (1) time every month (as coordinated with the Office Supervisor and Contract Monitor).

c. Epoxy floors shall be automatically floor scrubbed one (1) time a month (as coordinated with the Office Supervisor and Contract Monitor).

d. All stainless steel surfaces shall be cleaned, descaled, and polished two (2) times per year (as coordinated with the Office Supervisor and Contract Monitor). Stainless steel surfaces include urinals, toilets, showerheads, mirrors, and railings. All stainless steel surface locations will be located on the Building Maintenance Chart.

e. Carpet floors shall be steam cleaned two (2) times per year (as coordinated with the Office Supervisor and Contract Monitor).

f. Ceramic tile and grout floors shall be steam cleaned two (2) times per year (as coordinated with the Office Supervisor and Contract Monitor).

g. All interior windows and blinds shall be cleaned one (1) time every two months (as coordinated with the Office Supervisor and Contract Monitor).

h. All exterior windows shall be cleaned two (2) times per year (as coordinated with the Office Supervisor and Contract Monitor).

i. All air vents, air returns, air supply, ceiling light fixtures, including high dusting of all areas shall be cleaned one (1) time every two (2) months (as coordinated with the Office Supervisor and Contract Monitor).

2.3.3.2 Additional Deep Clean/ Disease Control/Prevention

A. All areas of cleaning must be conducted from the floor to the ceiling;

B. Cleaning must consist from sweeping and mopping floors prior to applying chemicals;

C. Cleaning of walls must consist of a thorough wipe down prior to applying chemicals;

D. Walls must be cleaned from the floor to the ceiling to include light switches, light fixtures and vent coverings;

E. All surfaces must be wiped down prior to applying any chemical to be free of dust and debris;

F. All youth and staff bathrooms will be cleaned from floor to ceiling to include trash receptacles;

G. All horizontal surfaces (tables, desk) in all spaces must be wiped down and free of dust and debris before applying chemicals;

H. All windows are wiped down/cleaned free of dirt prior to applying chemicals;

I. All doors to include office doors, youth room doors, bathroom doors and storage room doors; doorknobs and handles;

J. Atomization of all high touch/ high traffic surfaces and areas;

K. Wipe down all areas that have not been atomized with Quats (quaternary ammonia) cleaning solutions for novel or at least a 70% alcohol solution or wipe approved through the EPA and follow the directions for the dwell time;

L. Once the dwell period has been reached all high touch areas will be wiped down;

M. Must use proper disinfectant that is EPA-registered and provide DJS with the certification from EPA-registered household disinfectant external icon;

N. Must wear the proper protective equipment (PPE) required based on the cleaning/disinfectant products being used;

O. Must safely and carefully remove PPE to avoid contamination of the wearer and the surrounding area;

P. Areas will be determined safe and free of all airborne pathogens;

Q. If possible, open outside doors and windows to increase air circulation in the area; and

R. Thoroughly clean and sanitize medical isolation areas and quarantine areas educational and training spaces that are not connected to the main building must be cleaned with the same outlined scope as mentioned above.

2.3.4 Emergency/On-Call Cleaning Services

A. DJS may request the contractor to provide disease control/prevention cleaning services, post-construction cleaning services and facility inspection deep cleaning services. The performance of these emergency and on-call services will be on an as needed basis and have a response time of 24 hours or less. If emergency or on-call services are requested, DJS and the Contractor will develop the scope of services and the Contractor shall then submit a cost proposal for DJS approval. No emergency on-call services shall begin without the prior written approval from DJS. The total amount payable to the Contractor for all "Emergency and On-call Cleaning Services" during the term of this contract shall not exceed $5,000.

2.3.5 Materials, Supplies, and Equipment

A. The Contractor shall be responsible for the coordination, offloading and proper storage of all materials, supplies, and equipment.

B. The Contractor must supply materials, supplies, and equipment for all restrooms throughout the office. Contractor must have equipment labeled for all regular areas as well as labeled equipment for restroom areas. Contractor must use the separate equipment when working at all times to avoid cross contamination. Items are subject to inspection at any time and must be visibly labeled for inspection purposes.

C. Materials, supplies and equipment shall be stored in a safe and secure area to ensure accountability and security. DJS shall approve the storage site location prior to the storage of any on-site materials, supplies and/or equipment.

D. All materials, supplies, and equipment are subject to the inspection and approval of the DJS Contract Monitor.

E. The Contractor shall provide any cleaning materials, cleaning supplies, and cleaning equipment not specifically mentioned but reasonably implied or necessary for the safe and satisfactory completion of the project as specified herein.

F. DJS will provide hand towels, toilet tissue, trashcan liners, sanitary napkin liners, toilet seat covers, and hand soap. The Contractor shall provide the Office Supervisor with inventory paperwork once a week for all supplies on hand and supplies needed for each separate area of the grounds.

G. The Contractor must use products made by Purell and Brutab, or equivalent, available through BISM. Chemicals shall be of a medical grade and approved by DJS for use. These chemicals must be registered and approved by the Environmental Protection Agency (EPA) to kill all or most viruses and bloodborne pathogens. The Contractor shall provide the Contract Monitor with invoices as proof and a copy of the chemicals ERA (Ecological Risk Assessment)/MSDS (Material Safety Data Sheet).

2.3.6 State Office Access

A. In accordance with Maryland State guidelines set forth in the Access Protocols for State Offices, prior to entering the facility, DJS may screen all contractor personnel for signs and symptoms of COVID-19, including body temperature checks. Anyone who answers “yes” to any of the screening questions, has a temperature of 100.4℉ [38℃] or higher, or refuses to participate in the screening process will be denied entry to the facility.

B. If the Contractor’s work crew arrives in a single vehicle and any one individual screens positive for symptoms of COVID-19, the entire work crew may not be allowed to enter the facility. Contractors will not be reimbursed for time missed due to a positive screening for COVID-19.

C. In accordance with Maryland State guidelines, all staff and third party vendors shall be subject to on or off site COVID-19 testing once per month or at any time directed by the facility or office. Testing done by the state shall be of no charge, but DJS may require the contractor to have testing done off site at their own expense. The Contractor will not be reimbursed for time missed to take the test off-site. Testing is mandatory in order to work at the facility or office. Contractor’s may have their staff take a test from a third party vendor and shall submit all paperwork to DJS for the medical staff to review.

2.3.7 Administration and Management

2.3.7.1 Staffing (Facilitators)

A. The Contractor shall provide at least one (1) janitorial supervisor with the following qualifications. Proof of these qualifications shall be submitted with the Bid (Reference “Instructions to Bidders”).

1. Supervisor has five (5) years’ experience as a supervisor with knowledge of infectious prevention and control.

2. Provide a copy of resume.

3. Possess a Certificate in Infectious Prevention and Control.

B. The Contractor shall provide staff to preform janitorial services duties.

1. Staff has one (1) year of experience providing janitorial services.

2. Provide a copy of resume.

2.3.7.2 Continuous Performance of Key Personnel Provisions

Unless substitution or replacement is approved by the Contract Monitor, key personnel shall be the same personnel proposed in the Contractor’s Bid, which will be incorporated in the Contract by reference. Such identified key personnel shall perform continuously for the duration of the Contract, or such lesser duration as specified in the Bid. Key personnel may not be removed by the Contractor from working under this Contract as described in the specifications or the Contractor’s Bid without the prior written concurrence of the Contract Monitor.

A. Key Staff General Substitution Provisions

The following provisions apply to all of the circumstances of staff substitution described in Section 2.3.7.2 B.

1. The Contractor shall demonstrate to the Contract Monitor’s satisfaction that the proposed substitute personnel have qualifications at least equal to those of the personnel for whom the replacement is requested.

2. The Contractor shall provide the facility Contract Monitor with a written substitution request that shall include:

a) a detailed explanation of the reason(s) for the substitution request;

b) the resume of the proposed substitute personnel, signed by the substituting individual and his/her formal supervisor;

c) the official resume of the current employee for comparison purposes; and

d) any required credentials identified in Section 2.3.7.1.

3. The facility Contract Monitor may request additional information concerning the proposed substitution. In addition, the Contract Monitor, and/or other appropriate State personnel involved with the Contract Monitor may interview the proposed substitute personnel prior to deciding whether to approve the substitution request.

4. The facility Contract Monitor will notify the Contractor in writing of: (i) the acceptance or denial, or (ii) contingent or temporary approval for a specified time limit of the requested substitution. The facility Contract Monitor will not unreasonably withhold approval of a requested key personnel substitution.

B. Replacement Circumstances

1. Voluntary Staff Replacement:

The Contractor shall submit a replacement request to the Contract Monitor at least fifteen (15) calendar days prior to the intended date of change. Except in a circumstance described in section four of this clause, a replacement may not occur unless and until the Contract Monitor approves the replacement in writing.

2. Staff Replacement Due to Vacancy:

The Contractor shall replace key staff whenever a vacancy occurs due to the sudden termination, resignation or leave of absence due to an extraordinary personal circumstance of such staff, incapacitating injury, illness or physical condition, or death.

Under any of the above circumstances, the Contractor shall identify a suitable replacement and provide the same information or items required under Section A within fifteen (15) calendar days of the sooner of the actual vacancy occurrence or from when it was first learned by the Contractor that the vacancy would be occurring.

3. Staff Replacement Due to an Indeterminate Absence:

If any key staff has been absent from his/her job for a period of ten (10) calendar days due to injury, illness, or other physical condition, leave of absence under a family medical leave or extraordinary personal circumstance and it is not known or reasonably anticipated that the individual will be returning to work within the next twenty (20) calendar days to fully resume his/her job duties, before the 25th day of continuous absence the Contractor shall identify a suitable replacement and provide the same information or items required under the Contract.

However, if this person is available to return to work and fully perform all job duties before a replacement has been authorized by the Contract Monitor, at the option of the Contract Monitor the original staff may continue to work under the Contract, or the replacement staff will be authorized to replace the original staff notwithstanding the original staff’s ability to return.

4. Directed Staff Replacement:

a. The Contract Monitor may direct the Contractor to replace any staff who is perceived as being unqualified, non-productive, unable to fully perform his/her job duties due to full or partial Incapacity or extraordinary personal circumstance, disruptive, or who has committed a major infraction(s) of law or agency or Contract requirements. Normally, a directed replacement would only occur after prior notification of problems with requested remediation, as described in 4.b. below. If after such remediation the Contract Monitor determines that the staff performance has not improved to the level necessary to continue under the Contract, if at all possible at least fifteen (15) calendar days replacement notification will be provided. However, if the Contract Monitor deems it necessary to remove the offending individual with less than fifteen (15) calendar days’ notice, the Contract Monitor can direct the removal of a timeframe of less than fifteen (15) calendar days, to include immediate removal.

In circumstances of directed removal, the Contractor shall provide a suitable replacement for approval within fifteen (15) calendar days of the notification of the need for removal, or the actual removal, if that occurs first.

b. If deemed appropriate in the discretion of the Contract Monitor, the Contract Monitor shall give written notice of any personnel performance issues to the Contractor, describing the problem and delineating the remediation requirement(s). The Contractor shall provide a written Remediation Plan within ten (10) calendar days of the date of notice and implement the Remediation Plan immediately upon written acceptance by the Contract Monitor, or revise and resubmit the plan to the Contract Monitor within five (5) calendar days, as directed in writing by the Contract Monitor.

Should performance issues persist despite the previously agreed to Remediation Plan, the Contract Monitor will give written notice of the continuing performance issues and either request a new Remediation Plan within a specified time limit, or direct the substitution of personnel whose performance is at issue with a qualified substitute, including requiring the immediate removal of the key staff at issue.

c. Replacement or substitution of personnel under this section shall be in addition to and not in lieu of the State’s remedies under the Contract.

2.4 Additional Requirements

2.4.1 Insurance Requirements

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

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

a. Commercial General Liability - of one million dollars ($1,000,000) combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury and three million dollars ($3,000,000) annual aggregate. The minimum limits required herein may be satisfied through any combination of primary and umbrella/excess liability policies.

b. Errors and Omissions/Professional Liability - one million dollars ($1,000,000) per combined single limit per claim and three million dollars ($3,000,000) annual aggregate.

c. Crime Insurance/Employee Theft Insurance - to cover employee theft with a minimum single loss limit of $1,000,000 per loss, and a minimum single loss retention not to exceed $10,000. The State of Maryland and the Department should be added as a “loss payee.”

d. Worker’s Compensation - The Contractor shall maintain such insurance as necessary or as required under Workers’ Compensation Acts, the Longshore and Harbor Workers’ Compensation Act, and the Federal Employers’ Liability Act, to not be less than one million dollars ($1,000,000) per occurrence (unless a state’s law requires a greater amount of coverage). Coverage must be valid in all states where work is performed.

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

2.4.1.5 The recommended awardee must provide current certificate(s) of insurance with the prescribed coverages, limits and requirements set forth in this section within five (5) Business Days from notice of recommended award. During the period of performance for multi-year contracts, the Contractor shall provide certificates of insurance annually, or as otherwise directed by the Contract Monitor.

2.4.1.6 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.

2.4.2 Employee Identification

a. Each person who is an employee or agent of the Contractor 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.

b. At all times at any office, 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 visual location at all times.

2.4.2.1 Background and Child Protective Services Checks

The Contractor shall complete criminal background investigations pursuant to Sections 5560 through 5568 of the Family Law Article of the Annotated Code of Maryland and to any applicable laws and Departmental policies. The Contractor shall obtain from each prospective employee a signed statement permitting criminal background checks. The Contractor shall secure at its own expense a Maryland State Police and/or FBI background check and shall provide the Contract Monitor with completed checks on all new employees prior to assignment.

In addition, where applicable, the Contractor must submit to Child Protective Services clearances in accordance with COMAR 14.31.06.05.A(4)(a)(ii) and to any applicable laws and Departmental policies.

The Contractor may not assign an employee with a criminal or CPS record unless prior written approval is obtained from the Contract Monitor. Information on obtaining criminal background checks can be accessed via the Maryland Department of Public Safety and Corrections website at http://www.dpscs.state.md.us/. Information on obtaining CPS investigations can be accessed via the Maryland Department of Human Resources Child Protective Services website at http://dhr.maryland.gov/child-protective-services/.

Pursuant to Prison Rape Elimination Act Juvenile Facility Standards §115.387 and §115.388, the Department is mandated to collect data for every allegation of sexual abuse occurring in its facilities. This data must include, at a minimum, the data required to answer all questions from the most recent version of the Survey of Sexual Victimization conducted by the Department of Justice Bureau of Statistics. Additionally, the Department is required to obtain incident-based and aggregate data from contracted private providers. A copy of the federal Prison Rape Elimination Act (PREA) law, Public Law 108-79, codified as 42 USC 15601 can be found on the following website: http://www.gpo.gov/fdsys/pkg/PLAW-108publ79/pdf/PLAW-108publ79.pdf.

The Contractor and any staff working under this solicitation shall review the Elimination and Reporting of Sexual Abuse and Harassment Policy - PREA Juvenile Facility Standards Compliance Policy NUMBER: RF-701-18, complete and sign the PREA disclosure form and the policy acknowledgement page.

2.4.3 On-Site Security Requirement(s)

2.4.3.1 For the conditions noted below, Contractor Personnel may be barred from entrance or leaving any site until such time that the State’s conditions and queries are satisfied.

a) Contractor Personnel may be subject to random security checks when entering and leaving State secured areas. The State reserves the right to require Contractor Personnel to be accompanied while in secured premises.

b) The Department may require Contractor personnel entering the premises to document an inventory of items (such as tools and equipment) brought on the site, and to submit to a physical search. Therefore, Contractor Personnel shall always have an available inventory list of tools being brought onto a site and be prepared to present the inventory list to the State’s staff or an officer upon arrival for review, as well as present the tools or equipment for inspection. Before leaving the site, the Contractor Personnel will again present the inventory list and the tools or equipment for inspection. Upon both entering the site and leaving the site, State staff or a correctional or police officer may search Contractor Personnel. Depending upon facility rules, specific tools or personal items may be prohibited from being brought into the facility.

2.4.3.2 Any Contractor Personnel who enters the premises of a facility under the jurisdiction of the Department may be searched, fingerprinted (for the purpose of a criminal history background check), photographed and required to wear an identification card issued by the Department.

2.4.3.3 Further, Contractor Personnel shall not violate Md. Code Ann., Criminal Law Art. Sections 9-410 through 9-417 and such other security policies of the agency that control the facility to which the Contractor Personnel seeks access. The failure of any of the Contractor Personnel to comply with any provision of the Contract is sufficient grounds for the State to immediately terminate the Contract for default

2.5 Problem Escalation Procedure

2.5.1 The Contractor must provide and maintain a Problem Escalation Procedure (PEP) for both routine and emergency situations. The PEP must state how the Contractor will address problem situations as they occur during the performance of the Contract, especially problems that are not resolved to the satisfaction of the State within appropriate timeframes.

2.5.2 The Contractor shall provide contact information to the Contract Monitor, as well as to other State personnel as directed should the Contract Monitor not be available.

2.5.3 The Contractor shall provide the PEP no later than ten (10) Business Days after notice of recommended award or after the date of the Notice to Proceed, whichever is earlier. The PEP, including any revisions thereto, must also be provided within ten (10) Business Days after the start of each Contract year and within ten (10) Business Days after any change in circumstance which changes the PEP. The PEP shall detail how problems with work under the Contract will be escalated in order to resolve any issues in a timely manner. The PEP shall include:

a. The process for establishing the existence of a problem;

b. Names, titles, and contact information for progressively higher levels of personnel in the Contractor’s organization who would become involved in resolving a problem;

c. For each individual listed in the Contractor’s PEP, the maximum amount of time a problem will remain unresolved with that individual before the problem escalates to the next contact person listed in the Contractor’s PEP;

d. Expedited escalation procedures and any circumstances that would trigger expediting them;

e. The method of providing feedback on resolution progress, including the frequency of feedback to be provided to the State;

f. Contact information for persons responsible for resolving issues after normal business hours (e.g., evenings, weekends, holidays) and on an emergency basis; and

g. A process for updating and notifying the Contract Monitor of any changes to the PEP.

2.5.4 Nothing in this section shall be construed to limit any rights of the Contract Monitor or the State which may be allowed by the Contract or applicable law.

2.6 Invoicing

2.6.1 General

2.6.1.1 All invoices for services shall be signed by the Contractor and submitted to the Accounts Payable unit identified in paragraph (c) under the section labeled “Invoice Submission” no later than the 15th day of the month following the month services rendered. All invoices shall include the following information:

1. Contractor name;

2. Remittance address;

3. Federal taxpayer identification number (or if sole proprietorship, the individual’s social security number);

4. Invoice period;

5. Invoice date;

6. Invoice number;

7. State assigned Contract number;

8. State assigned (Blanket) Purchase Order number(s);

9. Goods or services provided; and

10. Amount due.

Invoices submitted without the required information cannot be processed for payment until the Contractor provides the required information.

2.6.1.2 The Department reserves the right to reduce or withhold Contract payment in the event the Contractor does not provide the Department with all required deliverables within the time frame specified in the Contract or in the event that the Contractor otherwise materially breaches the terms and conditions of the Contract until such time as the Contractor brings itself into full compliance with the Contract. Any action on the part of the Department, or dispute of action by the Contractor, shall be in accordance with the provisions of Md. Code Ann., State Finance and Procurement Article §§ 15-215 through 15-223 and with COMAR 21.10.02.

2.6.2 Invoice Submission Schedule

The Contractor shall submit invoices in accordance with following schedule:

1. Juvenile Services shall pay the Contractor in accordance with Article 4 of the Contract. Payments pursuant to this contract shall be made no later than thirty (30) days after receipt by DJS of a proper invoice from the Contractor. Charges for late payment of invoices shall be governed by Title 15, Subtitle 1 of the State Finance and Procurement Article, Annotated Code of Maryland, as from time to time amended, are prohibited.

2. The Contractor shall send a proper invoice via US Mail or e-mail, and shall certify that the work and services have been performed, that payment for this work has not been received, and that the amount specified is due and payable.

3. The Contractor agrees to send all invoices to:

Department of Juvenile Services Western Region – Accounts Payable 1 James Day Drive Cumberland, Maryland 21502 Attention: Accounting djs.westernap@maryland.gov

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3 INSTRUCTIONS TO BIDDERS

3.1 Pre-Bid Conference/Site Visit: It is strongly recommended that each prospective Bidder and its representative(s) attend the scheduled Pre-Bid Conference/Site Visit.

The Site Visit is scheduled for February 9, 2021 at 11:00 AM at the Garrett Office. Attendance at the scheduled Site Visit is not mandatory, but all interested parties are encouraged to attend in order to facilitate better preparation of their bids.

As promptly as it is feasible subsequent to the Conference, a summary of the Conference and all questions and answers known at that time will be distributed to all prospective Bidders known to have received a copy of this IFB.

In addition, if there is a need for sign language interpretation and/or other special accommodations due to a disability, please notify the Procurement Officer no later than February 5, 2021. The Department will make a reasonable effort to provide such special accommodation.

3.2 eMaryland Marketplace Advantage (eMMA): eMMA is the electronic commerce system for the State of Maryland. The IFB, questions and the Procurement Officer’s responses, addenda, and other solicitation-related information will be made available via eMMA.

In order to receive a contract award, a vendor must be registered on eMMA. Registration is free. Go to www.procurement.maryland.gov click on “Register” to begin the process, and then follow the prompts.

Each Bidder is requested to indicate its eMaryland Marketplace Advantage (eMMA) vendor number in the Transmittal Letter (cover letter) submitted at the time of its Bid submission to this IFB.

3.3 Questions: All questions shall be submitting in writing via e-mail to the Procurement Officer. The subject of the e-mail shall identify the Solicitation Number and Title. 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. Answers to all questions that are not clearly specific only to the requestor shall be posted to eMMA. The statements and interpretations contained in responses to any questions, whether responded to verbally or in writing, are not binding unless an amendment to the solicitation is issued in writing.

3.4 Procurement Method: A Contract will be awarded in accordance with the Competitive Sealed Bidding method under COMAR 21.05.02 and Small Procurement under COMAR 21.05.07. A Small Procurement is defined as the use of procedures to obtain items reasonably expected by the Procurement Officer to cost $50,000 or less.

3.5 Bid Due (Closing) Date and Time

A. Bids, must be received by the Procurement Officer no later than the Bid due date and time indicated on the Key Information and Summary sheet in order to be considered.

B. Requests for extension of the Bid due date or time shall not be granted.

C. Bidders submitting Bids should allow sufficient delivery time to ensure timely receipt by the Procurement Officer. Except as provided in COMAR 21.05.02.10, Bids received after the due date and time listed in the Key Information Summary Sheet will not be considered.

D. Bids may be modified or withdrawn by written notice received by the Procurement Officer before the time and date set forth in the Key Information Summary Sheet for receipt of Bids.

E. Bids may be submitted by e-mail. Bids will be opened publicly at the date and time indicated on the Key Information Summary Sheet.

F. Potential Bidders not responding to this solicitation are requested to submit the “No Bid/Vendor Feedback” form, which includes company information and the reason for not responding (e.g., too busy, cannot meet mandatory requirements). This form is located in the IFB immediately following the Title Page (page ii).

3.6 Award Basis: The Contract shall be awarded to the responsible Bidder submitting a responsive Bid with the most favorable Total Bid Price (as referenced in COMAR 21.05.02.13) for providing the goods and services as specified in this IFB. Bidders must bid all line items. Partial or incomplete bids will be rejected unless otherwise stated in the solicitation.

3.7 Tie Bids: Tie Bids will be decided pursuant to COMAR 21.05.02.14.

3.8 Duration of Bids: Bids submitted in response to this IFB are irrevocable for the latest of the following: 120 days following the Bid due date and time or the date any protest concerning this IFB is finally resolved. This period may be extended at the Procurement Officer’s request only with the Bidder’s written agreement.

3.9 Revisions to the IFB

A. If the IFB is revised before the due date for Bids, the Department shall post any addenda to the IFB on eMMA and shall endeavor to provide such addenda to all prospective Bidders that were sent the IFB or otherwise known by the Procurement Officer to have obtained this IFB. It remains the responsibility of all prospective Bidders to check eMMA for any addenda issued prior to the submission of Bids.

B. Bidders shall acknowledge the receipt of all addenda to this IFB issued before the Bid due date.

C. Failure to acknowledge receipt of an addendum does not relive the Bidder from complying with the terms, additions, deletions, or corrections set forth in the addendum, and may cause the Bid to be deemed not responsive.

3.10 Cancellation of Bids: The Department may cancel this solicitation, accept or reject any and all Bids, in whole or in part, received in response to this IFB and waive or permit the cure of minor irregularities.

A. In the event a government entity proposes and receives the recommendation for award, the procurement may be cancelled and the award processed in accordance with COMAR 21.01.03.01.A(4).

B. If the services that are subject of the IFB are currently being provided under an interagency agreement with a public institution of higher education and the Department determines that the services can be provided more cost effectively by the public institution of higher education, then the IFB may be cancelled in accordance with Md. Code Ann., State Finance and Procurement Art., § 3-207(b)(2).

3.11 Contract: A response to an IFB is an offer to contract with the Department based upon the terms, conditions, and specifications contained in the Department’s IFB. Bids do not become contracts unless and until the Department accepts the Bidder’s Bid and executes a purchase order, eliminating a formal signing of a separate contract/agreement. For that reason, all of the terms and conditions of the contract are contained in the IFB, unless any of the terms and conditions are modified by an IFB amendment, a Contract Amendment, or by mutually agreed terms and conditions in the contract which shall be in writing. The terms and conditions in the IFB along with the Bidder’s Bid shall be incorporated into the Purchase Order. If there is any conflict between the terms and conditions in the RFP and the Bidder’s Bid, the terms and conditions of the IFB shall control. The Contract may be modified by mutual agreement of the parties which shall be in writing.

A. The Contract awarded from this solicitation shall be for the term as noted on the Purchase Order.

B. A performance evaluation shall be conducted by DJS staff at various intervals during any trial period, and that evaluation shall be the basis for the DJS’s decision to continue with the Contractor in current and future solicitations and projects.

C. Pricing proposed by the Bidder shall be firm from the date of actual Contract start date and shall be in effect for the entire contract period. Increases shall not be allowed.

3.12 Communication: No negotiations, decisions, or actions shall be initiated or executed by the Contractor as a result of any discussions with any Department or State employee. Only those communications which are in writing from an authorized DJS or State representative may be considered. Written communications from Contractors, which are assigned by a person designated as authorized to bind the Contractor, will be recognized by DJS as duly authorized expressions on behalf of Contractors.

3.13 Notice to Proceed/Purchase Order: The successful Bidder may not commence work under this contract/agreement until authorized to do so upon receipt of an authorized Purchase Order and a Notice to Proceed from the Department.

3.14 Materials and Workmanship: Unless otherwise specified, all materials and workmanship shall be new and of the best grade of their respective kinds for the purpose. Whenever an article, material or equipment is specified by name, a substitute of equal qualification may be used upon written approval of the Department.

3.15 Invoicing: The Contractor must render an original invoice in duplicate that references the appropriate Purchase Order number. Invoices are to be submitted to the Accounts Payable address stated on the Purchase Order. The Purchase Order number should appear on all invoices, packing slips, ship notices, freight bills and all correspondence concerning this service.

3.16 Security: The successful Bidder, upon award of a Contract, shall comply with all security procedures and regulations. A list shall be provided to include the Contract Monitor’s name and phone number, emergency contact name(s) and phone number(s), Office Management personnel for the Department and Contractor and all authorized personnel’s name(s) and approximate shift start and end times that will be assigned to perform work under this Contract shall be made available.

It is mutually understood that only authorized personnel from the successful Bidder will be permitted to enter any DJS facility. During the period that the work is being performed, keys to the facility placed in the Contractor’s custody must be accounted for all times and handled as described in security regulations and per office management.

4 BID FORMAT

4.1 One Part Submission

Each Bidder shall submit its Bid with all required bid submissions (see IFB Section 4.4) in a single sealed package.