4-01. IFB 020.27.B9 Roof Replacement Contractor Services.pdf

Procurement Office 10910 Clarksville Pike

Ellicott City, Maryland 21042 https://purchasing.hcpss.org

NOTICE TO BIDDERS - INVITATION TO BID #020.27.B9

ROOF REPLACEMENT CONTRACTOR SERVICES

ON-CALL BID SUMMARY

The Howard County Board of Education invites your participation in Bid #020.27.B9 Roof Replacement Contractor Services. The work includes, but is not limited to, roof replacements at facilities within the school system on an as needed basis.

It is the intent of the Howard County Public System to pre-qualify and pre-approve a pool of roof contractors to bid on future roof replacement projects at facilities within the school system.

Roof replacement projects may include state funding and therefore bid utilizing prevailing wage rates at the time of bid from the pool of pre-approved bidders. The contractor or supplier who provides materials, supplies, equipment and/or services for roof replacement projects shall attempt to achieve the specific overall MBE goal of 29% percent established for these projects with sub goals of 8% from a certified African American Owned business and 11% from a certified Women Owned business.

Larger roof replacement projects may be completed in multiple phases over a two or three year period. The majority of roof replacement projects are completed during the school system’s summer break. Bidders are required to demonstrate experience with roof projects of similar size and scope completed under an accelerated schedule of 9 weeks.

Sample roof replacement projects of similar size and scope are included in the bid documents.

Potential bidders shall be qualified and authorized by the following roof system manufacturers for all roof replacement and warranty repair work; Sarnafil, Fibertite, Soprema, Johns Manville, Elevate (Firestone), GAF and Carlisle.

A link and instructions for registering in the Euna Bonfire portal can be located on the HCPSS Purchasing website at: https://purchasing.hcpss.org/business-opportunities.

EUNA / BONFIRE Help Center (online resources) https://procurement-help.eunasolutions.com/hc/en-us/categories/48350402912275-Vendors https://procurement-help.eunasolutions.com/hc/en-us/articles/48585321559955-Creating-and-Uploading-a- Submission https://procurement-help.eunasolutions.com/hc/en-us/articles/48608745851283-How-do-I-fill-out-a-Questionnaire-template

EUNA / BONFIRE CONTACT

If you need support, please email support@gobonfire.com or call 844-226-3862.

BIDS POSTED

Friday, August 21, 2026

Bid documents may be obtained on Bonfire’s website, https://hcpss.bonfirehub.com/portal/?tab=openOpportunities.

https://purchasing.hcpss.org/business-opportunities https://procurement-help.eunasolutions.com/hc/en-us/categories/48350402912275-Vendors https://procurement-help.eunasolutions.com/hc/en-us/articles/48585321559955-Creating-and-Uploading-a-Submission https://procurement-help.eunasolutions.com/hc/en-us/articles/48585321559955-Creating-and-Uploading-a-Submission https://procurement-help.eunasolutions.com/hc/en-us/articles/48608745851283-How-do-I-fill-out-a-Questionnaire-template https://procurement-help.eunasolutions.com/hc/en-us/articles/48608745851283-How-do-I-fill-out-a-Questionnaire-template mailto:support@gobonfire.com https://hcpss.bonfirehub.com/portal/?tab=openOpportunities

VIRTUAL PRE-BID CONFERENCE

Wednesday, September 2, 2026 at 11:00 AM

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/278032213773575?p=aZkbaFlr816p3ksZai Meeting ID: 278 032 213 773 575 Passcode: AL9Mg6m9

Dial in by phone +1 301-960-8312 Phone conference ID: 626 748 984#

Howard County Public School System staff will explain the bid process and answer any questions that will assist in the preparation of bids. Attendance is not mandatory; however, it is highly recommended.

QUESTIONS DUE

Tuesday, September 15, 2026 at 1:00 PM

All questions shall be directed, in writing, no later than the above date and time, via the Bonfire website, https://hcpss.bonfirehub.com/portal/?tab=openOpportunities. The Howard County Public School System is under no obligation to respond to any questions that are received after the cutoff date and time. Only answers provided via addenda issued by the HCPSS will be binding. Under no circumstances are bidders, including third party vendors or their staff, to contact any other HCPSS Staff, employees or any related constituency for purposes associated with this solicitation, including but not limited to, obtaining or providing information. Bidders failing to comply with this requirement may be disqualified.

BIDS DUE

Wednesday, September 23, 2026 at 1:00 PM

Bids shall be submitted electronically no later than September 23, 2026 at 1:00 PM via the Bonfire website:

https://hcpss.bonfirehub.com/portal/?tab=openOpportunities.

The bid opening will not be public. Sealed bids will be opened electronically by the Purchasing Officer after the due date and time. The Purchasing Officer shall provide the bid results via a bid tab to be posted on the Bonfire Portal within a reasonable time after the bid opening for all bidders to review.

ADDENDA

It is the bidders’ sole responsibility to regularly visit the Bonfire Portal listed above to download and acknowledge receipt of all Addenda. It is highly recommended that bidders ascertain if they have received all the addenda issued prior to submitting their proposal. Failure of any bidder to receive any such Addenda or interpretation may not relieve such bidder from obligation under his/her proposal as submitted.

The Board reserves the right to waive any informalities in, or to reject any or all bids.

Howard County Public School System shall not be responsible for errors or omissions made by the printer or advertising houses which prepare bid documents, addenda, or advertising services.

Instructions pertaining to the Bid Bond, Surety Checks, Performance and Materials Payment Bond requirements are contained in the bid documents.

Certified Minority Business Enterprises are encouraged to respond to this solicitation notice.

Contractors are required to register on eMaryland Marketplace Advantage at eMaryland Marketplace Advantage (eMMA) within five days following notice of award. Maryland law requires local and state agencies to post award notices on eMaryland Marketplace Advantage. This cannot be done without the contractor’s self-registration in the system. Registration is free. Failure to comply with this requirement may be considered grounds for default. It is recommended that any interested bidder register with eMaryland Marketplace Advantage regardless of the award outcome for this procurement as it is a valuable resource for bid notification for municipalities throughout Maryland.

Tess Tyrrell Procurement Specialist https://teams.microsoft.com/meet/278032213773575?p=aZkbaFlr816p3ksZai https://hcpss.bonfirehub.com/portal/?tab=openOpportunities https://hcpss.bonfirehub.com/portal/?tab=openOpportunities https://emma.maryland.gov/page.aspx/en/sup/registration_extranet_manage https://emma.maryland.gov/page.aspx/en/sup/registration_extranet_manage

THE HOWARD COUNTY PUBLIC SCHOOL SYSTEM

BID # 020.27.B9

Contents

I. INSTRUCTIONS TO BIDDERS

A. OBJECTIVES

B. CONTRACT DOCUMENTS

C. CONTRACT PERIOD

D. CONTRACT MANAGER

E. INSTRUCTIONS FOR SUBMITTAL OF BID

F. ISSUING OFFICE

G. QUESTIONS AND INQUIRIES

H. DUE DATE AND TIME

I. BASIS FOR AWARDING BIDS

J. BID BOND

K. PERFORMANCE AND LABOR AND MATERIALS BONDS

L. ESTIMATED QUANTITIES

M. SITE INVESTIGATION

N. RIGHT TO REJECT BIDS AND WAIVE INFORMALITIES

O. BIDS FIRM FOR 120 DAYS

P. LICENSES AND QUALIFICATIONS

Q. CLARIFICATIONS AND ADDENDA

R. CANCELLATION OF THE BID

S. BID ACCEPTANCE

T. ORAL PRESENTATION

U. MODIFICATIONS AND WITHDRAWAL OF BIDS

V. MULTIPLE/ALTERNATIVE BIDS

W. CONFIDENTIALITY

X. TERMS OF CONTRACT

II. BIDS, FORMS AND EVALUATION

A. SIGNING OF FORMS

B. TECHNICAL OFFER

C. TECHNICAL OFFER CRITERIA

3. TRANSMITTAL LETTER

4. BID SIGNATURE SHEET-AFFIDAVIT

5. EXPERIENCE REFERENCE FORM

6. KEY PERSONNEL FORM

7. COMPANY PROFILE FORM

8. Copy of Contractors License

9. Copy of Certificate of Insurance

10. Number of incidents cited for non-compliance by MOSH/OSHA/ MDE/EPA

11. Enclose a letter from your bonding company

12. Copies of roof manufacturers certification certificates

13. CURRENT WORKLOAD FORM

14. ANNUAL SALES VOLUME/NUMBER OF PROJECTS

15. LIST OF SUBCONTRACTORS

D. EVALUATION PROCEDURE FOR TECHNICAL OFFERS

III. IMPLEMENTATION OF ROOF REPLACEMENT CONTRACTING

IV. TERMS AND CONDITIONS

A. TERMINATION FOR DEFAULT

B. TERMINATION FOR CONVENIENCE

C. PRICE ADJUSTMENTS

D. LIQUIDATED DAMAGES

E. TAXES

F. BILLING AND PAYMENT

G. FUNDING

H. ORDERS

I. PROCUREMENT CARD

J. INSURANCE

K. MATERIAL SAFETY DATA SHEETS

L. ASSIGNMENTS

M. SUBCONTRACTORS

N. TOBACCO FREE AND ALCOHOL/DRUG FREE ENVIRONMENT

O. CRIMINAL HISTORY BACKGROUND CHECKS

P. CHILD SEX OFFENDER NOTIFICATION

Q. MULTI-AGENCY PARTICIPATION

R. FORCE MAJEURE

S. MINORITY BUSINESS ENTERPRISE PARTICIPATION

T. BUILDING/SITE OCCUPANCY

U. OCCUPIED BUILDINGS – IDENTIFICATION AND SIGN IN PROCEDURES

V. LOCAL OFFICE

W. CONTRACTOR’S PROJECT MANAGER/COORDINATOR

X. PRIME CONTRACTOR SUPERVISORY RESPONSIBILITIES

Y. WORKING HOURS

Z. MAINTENANCE OF MANPOWER

AA. RIGHT TO ASSIGN WORK

BB. RESPONSIBILITY OF BIDDERS

CC. PERMITS, CODES, AND LAWS

DD. ASBESTOS, HAZARDOUS, OR TOXIC SUBSTANCES

EE. LEAD PAINT: 40 CFR PART 745 RENOVATION, REPAIR, AND PAINTING RULE

FF. PRODUCT TESTING DURING TERM OF CONTRACT

GG. BARRICADES AND WARNING SIGNS

HH. PRESERVATION AND RESTORATION OF PROPERTY

II. PERFORMANCE REQUIRMENTS

JJ. SITE WORK REQUIREMENTS

KK. PROTECTION OF ADJACENT FACILITIES AND PROPERTY

LL. CARE OF PREMISES

MM. PATENTS / COPYRIGHTS

NN. SAMPLES

OO. FINAL CLEANING

PP. DEMONSTRATION

QQ. SUBSTITUTION FOR DELIVERED PRODUCT

RR. INSPECTION OF PREMISES

SS. ACCEPTANCE & INSPECTION

TT. CONTRACTOR PERFORMANCE/EVALUATION SCORECARD

V. GENERAL REQUIREMENTS

A. SERVICE

B. REQUIREMENTS

C. PROJECT SCHEDULE

D. PROJECT SUBMITTALS

E. GUARANTEES AND WARRANTEES

VI. SAMPLE PROJECTS

Included at the end of this document:

Documents that must be signed and returned with bid:

BID SIGNATURE SHEET - AFFIDAVIT

APPENDIX F - EDUCATION ARTICLE 6-113.2 AFFIDAVIT

APPENDIX I - DEBARMENT CERTIFICATION

Documents for reference:

HCPSS CONTRACT SAMPLE

APPENDIX B - INSURANCE REQUIREMENTS

APPENDIX C – STUDENT DATA SHARING AGREEEMENT

APPENDIX E – PERFORMANCE EVALUATION SCORECARD SAMPLE

THE HOWARD COUNTY PUBLIC SCHOOL SYSTEM

ROOF REPLACEMENT CONTRACTOR SERVICE

BID # 020.27.B9

I. INSTRUCTIONS TO BIDDERS

A. OBJECTIVES

1. The objective of this Invitation to Bid process is for The Board of Education of the Howard County Public School System (herein referred to as “the Board”), administrated by the Howard County Public School System (herein referred to as “HCPSS” or “the School System”) to select a pool of qualified contractor(s) to perform Roof Replacement Services for The Howard County Public School System in accordance with these bid documents.

2. All work performed under this contract shall be in accordance with the 100% bid documents, procurement specifications, any applicable drawings and addenda issued and shall minimally follow current MOSHA and OSHA regulations.

3. Roof replacement services may be required at any one HCPSS facility, or at multiple facilities, at any given time. Only one contractor will be selected for each project.

B. CONTRACT DOCUMENTS

1. Contract Documents consist of the 100% bid documents, the procurement specifications and any applicable drawings and addenda issued.

2. The 100% bid documents, inclusive of the Bid Price Sheet, will be issued by an addendum to those bidders who achieve the required minimum (70%) or better technical score. Upon completion of the Technical Evaluation, respondents will be notified regarding the issuance of these documents.

3. All of these materials will be included in the contract which The Board of Education awards as a result of this solicitation and will be among the contract documents. The bidder, by submitting its bid, agrees that if awarded the contract that it will be bound under the contract to all the terms and conditions of the contract.

C. CONTRACT PERIOD

1. Any resulting contract(s) shall commence upon award. The Contract(s) is to be for three (3) years at the sole option of the school system pending successful performance and availability of funding.

D. CONTRACT MANAGER

1. The Howard County Public School System’s Contract Manager shall be responsible for the day-to-day administration of the contract upon award by the Howard County Public School System. The HCPSS Contract Manager’s contact information will be made available upon award. All communications on projects are to be directed to the Contract Manager only. No instructions, directions, or information are to be given to the contractor by any other HCPSS personnel. Any change order work shall not proceed until a change order to the purchase order has been issued by the procurement office confirming this additional work and the applicable additional cost.

E. INSTRUCTIONS FOR SUBMITTAL OF BID

1. For detailed information on preparation and submittal of this Bid, see Section II. Bid, Forms and

Evaluation.

F. ISSUING OFFICE

a) The Issuing Office is:

The Howard County Public School System Procurement Office

Ellicott City, Maryland 21042

b) The Issuing Office shall be the sole point of contact with HCPSS for purposes of preparation and submittal of the Technical Offer.

G. QUESTIONS AND INQUIRIES

1. Questions and inquiries must be submitted via the Bonfire Portal.

2. Items affecting the scope of work or conditions of the contract shall be subject to the conditions of addenda.

H. DUE DATE AND TIME

1. Bids shall be submitted electronically via the Bonfire portal in their entirety.

2. LATE BIDS CANNOT BE ACCEPTED.

I. BASIS FOR AWARDING BIDS

1. In accordance with the bid documents, the bid will be awarded to the lowest responsive and responsible bidder(s) selected by the school system.

2. It is the intent of the Howard County Public System to pre-qualify and approve a pool of roof contractors for future roof replacement projects at facilities within the school system on an as needed basis.

3. The Howard County Public School System reserves the right to make an award of the bid for all items, or any parts, thereof, to one or more bidders, as set forth in detail under the information furnished in this document. The owner further reserves the right to consider information other than price when evaluating bids.

J. BID BOND

1. A Bid Bond is not required for this bid.

2. This paragraph only applies to the contractor(s) selected as a result of this procurement.

A Bid Bond will be required for bids submitted for projects exceeding $100,000 during the term of the contract.

K. PERFORMANCE AND LABOR AND MATERIALS BONDS

1. This paragraph only applies to the contractor(s) selected as a result of this procurement. Awarded contractor(s) shall furnish a 100% Performance and Labor and Materials Bond for any projects during the term of the contract that exceed $100,000 to cover the work performed.

2. Bonds shall be written by a bonding company, licensed to do business in the state of Maryland and otherwise acceptable to The Howard County Public School System. Bonds shall be executed on AIA Document A312, or a bonding form approved by the HCPSS.

3. Bidders shall enclose a letter from its bonding company stating its willingness to provide the bidder with Performance, and Labor and Materials bonds.

L. ESTIMATED QUANTITIES

1. Estimated dollar volume for roof replacement projects will depend on the availability of funding for such projects. Project estimates may range from $150,000 to $4,000,000 per project depending on the size and scope of projects.

2. All bidders are advised that such dollar volumes are estimates only and further understand and agree that in providing such estimates, the school system makes no guarantee that any or all of the estimated work will be assigned to the selected contractor(s).

M. SITE INVESTIGATION

1. By submitting a bid the contractor acknowledges that they have investigated and satisfied themselves as to the conditions affecting the work, including, but not restricted to, those bearing upon transportation, disposal, handling and storage of materials, availability of labor, water, and electric power. Any failure by the contractor to acquaint themselves with the available information will not relieve them from responsibility for estimating properly the cost of successfully performing the work.

HCPSS shall not be responsible for any conclusions or interpretations made by the contractor of the information made available by HCPSS.

N. RIGHT TO REJECT BIDS AND WAIVE INFORMALITIES

1. The Howard County Public School System reserves the right to waive any technicality or minor irregularity in a Bid in the interest of the Board.

O. BIDS FIRM FOR 120 DAYS

1. Bid prices shall remain firm for one hundred twenty (120) calendar days from the date of opening.

P. LICENSES AND QUALIFICATIONS

1. Bidders must be licensed to do business in the State of Maryland. Bidders shall submit proof of current licensing with their technical package.

2. Bidders shall have a minimum of five (5) years’ experience under the same company name with roof replacement services. Prior school system experience is preferred.

3. Bidders shall be qualified and authorized by the following roof system manufacturers for all roof replacement and warranty repair work.

a) Sarnafil

b) Fibertite

c) Soprema

d) Johns Manville

e) Elevate (Firestone)

f) GAF

g) Carlisle

4. Bidders shall maintain an office within a 50-mile radius of the Howard County School System.

5. Subcontractor / Installer Qualifications

The Contractor shall utilize only subcontractors and installers who are currently trained, qualified, and approved by the roof system manufacturer to install the specified roofing assembly.

At a minimum, the roofing subcontractor shall:

• Be authorized by the roof system manufacturer to install the specified roofing system and maintain all required manufacturer certifications or approved applicator status throughout the duration of the project.

• Employ personnel who have successfully completed the manufacturer's training program(s) applicable to the specified roofing system.

• Install the roofing assembly in strict accordance with the manufacturer's current published installation requirements and project-specific details.

• Be eligible to provide and obtain the specified manufacturer's warranty upon successful completion of the work.

• Submit documentation, upon request, demonstrating current manufacturer approval, installer qualifications, training records, and warranty eligibility.

• HCPSS will require the installation crew to have training performed by the manufacturer of the installed roof system prior to commencing of roofing activities.

The Owner reserves the right to reject any proposed roofing subcontractor that cannot demonstrate current manufacturer authorization, training, and qualifications.

Q. CLARIFICATIONS AND ADDENDA

1. Should a Bidder find discrepancies in the bid documents, or should they be in doubt as to the meaning or intent of any part thereof, they must, not later than seven (7) days (Saturdays, Sundays and Holidays excluded) prior to the bid due date, request clarification in writing from the issuing office, who will issue a written Addendum to the contract. Failure to request such clarification is a waiver to any claim by the bidder for expense made necessary by reason of later interpretation of the bid documents by the HCPSS. Requests shall include the bid number and name.

2. Oral explanations or instructions will not be binding; only written addenda will be binding. Any addenda resulting from these requests will be posted on the school system website no later than two days prior to the bid due date. The bidder shall acknowledge the receipt of all addenda on the Bid Signature Sheet-Affidavit.

R. CANCELLATION OF THE BID

1. HCPSS may cancel this Bid, in whole or in part, at any time before the opening of the Bids.

S. BID ACCEPTANCE

1. The Howard County Public School System reserves the right to accept or reject any and all bids, in whole or in part, received as a result of this bid or to waive minor irregularities, in any manner necessary, to serve the interest of The Board of Education. HCPSS further reserves the right to award in full, make multiple awards, partial awards, or to make no award at all.

T. ORAL PRESENTATION

1. Bidders who submitted technical offers may be required to make individual presentations to HCPSS representatives in order to clarify their proposals.

U. MODIFICATIONS AND WITHDRAWAL OF BIDS

1. Withdrawal of, or modifications to bids are effective only if written notice thereof is filed to the Procurement Office prior to the time bids are due. A notice of withdrawal or modification to a bid must be signed by an officer with the authority to commit the company.

2. No withdrawal or modifications will be accepted after the time bids are due.

V. MULTIPLE/ALTERNATIVE BIDS

1. Bidders may not submit more than one (1) bid nor may bidders submit an alternate to this bid.

W. CONFIDENTIALITY

1. Bidders should give specific attention to the identification of those portions of their Technical Offers which they deem to be confidential, proprietary information or trade secrets, and provide any justification of why such materials, upon request, should not be disclosed by HCPSS under the Access to Public Records Act, State Government Article, Title 10, Subtitle 6 of the Annotated Code of Maryland. Contractors must clearly indicate each and every section that is deemed to be confidential, proprietary, or a trade secret. It is not sufficient to preface your technical offer with a proprietary statement. Bid prices will be opened publicly.

X. TERMS OF CONTRACT

1. By submitting a response to this solicitation, a firm affirms acceptance of all terms and conditions contained in the conditions of the Contract (General, Supplementary, and other Conditions), Drawings, Specifications, and any addenda.

II. BIDS, FORMS AND EVALUATION

A. SIGNING OF FORMS

1. The Technical Offer & Bid Price, if submitted by an individual, shall be signed by the individual; if submitted by a partnership, they shall be signed by such member or members of the partnership as have authority to bind the partnership; if submitted by a corporation, they shall be signed by an officer, and attested by the corporate secretary or an assistant corporate secretary. If not signed by an officer there must be attached a copy of that portion of the by-laws or a copy of a board resolution, duly certified by the corporate secretary, showing the authority of the person so signing on behalf of the corporation. Signatures shall be under seal, i.e.: indicated by the word “(Seal)” following signature of individual and partner bidders, and indicated by affixing the Corporate Seal at corporate signatures.

B. TECHNICAL OFFER

The selection procedure for procurement of this contract requires that an Evaluation and Selection Committee conduct a review of the technical offers submitted by the bidders.

1. TECHNICAL OFFER

a) This should be prepared in a clear and precise manner. All appropriate points of the Bid solicitation must be addressed.

b) Only the Contractor(s) whose technical offer has achieved the required (70%) minimum or better technical score will be considered for award.

c) The file bid response shall be titled, "TECHNICAL OFFER".

d) Bidders shall use the Forms or Bonfire Questionnaires as provided. Substitute forms and/or data may not be considered.

e) Detailed responses to the Technical Criteria listed in paragraph II. C. Technical Offer Criteria

BID PRICE

a) No bid prices are requested at this time. A pool of qualified roof replacement contractors will be selected after the technical evaluation. Those contractors will be asked to submit a bid on future roof replacement projects.

C. TECHNICAL OFFER CRITERIA

1. The following information (items 3 through 15) must be furnished in the Technical Offer portion of the

Bid. Failure to include any of the items below in your response may result in the Bid being considered non-responsive. The criteria are listed in the order of importance. Bidders are to compile their Technical Offer in this same order.

2. Loose blank forms for each of the items required are furnished with this bid package along with a checklist that lists all documents/responses to be submitted in your Technical Offer. Some of the forms are loaded into Bonfire as Questionnaires. Complete those forms in the Bonfire Portal. The Euna / Bonfire Help Center provides instructions. Substitute forms and/or data may not be considered.

3. TRANSMITTAL LETTER: A transmittal letter prepared on the Bidder’s business stationery should accompany the Technical Offer. The purpose of this letter is to transmit the Technical Offer; therefore, it should be brief, but shall list all items contained within each volume as defined below. The letter must be signed by an individual who is authorized to bind the firm to all statements contained in the Technical Offer.

4. BID SIGNATURE SHEET-AFFIDAVIT: The Bid Signature Sheet-Affidavit enclosed in this document must be executed by each responding bidder and submitted with their technical offer. This affidavit must be signed and notarized.

5. EXPERIENCE REFERENCE FORM: Complete the “Experience / Reference Form” Questionnaire in

Bonfire for four (4) recent projects, within the past three years, which demonstrate your firm’s experience with Roof Replacement Services. Higher consideration will be given to those jobs that were done on an On-Call or Time & Material basis and to those jobs that demonstrate your firm's experience at working on public school buildings under accelerated schedules.

a) As indicated on the form, the following information is to be provided for each project:

1. Customer/Owner’s name, address, contacts names and telephone number;

2. A brief description of the project including:

(a) Type of roofing service performed, repair, replacement, etc;

(b) Type of roof system (built up, single ply, etc.);

(c) Square footage of roof repaired, replaced);

(d) The specific product installed;

(e) Setting (school building, etc.);

(f) Name of your firm’s Project Manager and Field Personnel;

(g) Dollar amount of the contract;

(h) Type of contract: (On-Call, Time & Material, Lump Sum, etc.);

(i) Official start date and completion date;

(j) List all similarities of your projects to the HCPSS sample projects.

b) NOTE: Experience noted must demonstrate the Bidder’s knowledge and ability to perform similar work for a public school system. The bidder should place emphasis on the scope of work required, product manufacturer utilized, the time to complete, their ability to perform satisfactorily and their competency and responsibility to perform within limited time frames.

c) The references listed on the Contractor’s “Experience/Reference Form” will be checked by

HCPSS. All references must include a contact person and telephone number who can comment on the firm’s ability to do a project of this type. It is imperative that contact names and phone numbers given for the projects listed be accurate.

d) The school system reserves the right to check other sources available. References will be held in the strictest of confidence by the school system.

6. KEY PERSONNEL FORM: Complete the “Key Personnel Form” Questionnaire in Bonfire. Provide the names of the Project Manager (100% on site supervisor with authority to act on behalf of the firm), and three (3) Field Personnel (a total of four (4) key personnel forms) to be assigned to this contract if awarded and a complete “Key Personnel Form” for these people inclusive of the following:

(1) Technical Training/Educational background;

(2) Direct work experience with the bidding firm;

(3) Work experience with other employers, duration of employment and position(s) held;

(4) Specific project experience similar to the roof replacement service described herein.

Include:

(5) Individual’s role on each project;

(6) A brief description of the project including the type of roof replacement service, the dollar volume of project and the start and completion dates;

(7) Personnel References: Provide two (2) project references for the Project Manager and three (3) Field Personnel in the space provided on the Key Personnel Form. All references must include a contact person and telephone number who can comment on the individual’s ability to manage a project of this type. It is imperative that contact names and phone numbers given for the projects listed be accurate. All references will be held in the strictest of confidence.

a) NOTE: Personnel Commitment: By submitting these names for consideration, the Bidder is committing these people to HCPSS for any resulting contract’s duration. Personnel changes will not be permitted without written authorization from HCPSS.

b) NOTE: Higher consideration will be given in the evaluation if the Project Manager and Field

Personnel have worked together on previous successful projects and have demonstrated experience on projects similar in scope to the school system’s projects.

7. COMPANY PROFILE FORM: Complete the “Company Profile Form” Questionnaire in Bonfire. It is required that your firm have at least five (5) years commercial roof replacement experience with three

(3) years’ experience in a school system preferred. The Contractor must maintain an office within a 50-mile radius of the Howard County Public School System.

Include the following forms/copies with your submittal. Failure to provide copies of the following forms may result in your submittal being rejected.

8. Copy of Contractors License.

9. Copy of Certificate of Insurance.

10. Number of incidents cited for non-compliance by MOSH/OSHA/ MDE/EPA or letter stating no incidents on company letterhead.

11. Enclose a letter from your bonding company stating its willingness to provide your firm with

Performance bonds for the projects over $100,000.

12. Copies of roof manufacturers certification certificates.

13. CURRENT WORKLOAD FORM: Complete the “Current Workload Form” Questionnaire in Bonfire.

(under the Company Profile Questionnaire)

14. ANNUAL SALES VOLUME/NUMBER OF PROJECTS: Complete the “Annual Sales Volume/Number of Projects” Form Questionnaire in Bonfire (under the Company Profile Questionnaire) on your firm for the last three (3) years with the total sales dollars, the number of completed projects and largest project size completed.

15. LIST OF SUBCONTRACTORS: Complete the “Subcontractors / Installers” Questionnaire in Bonfire

(under the Company Profile Questionnaire). The bidder shall provide a list of subcontractors that are intended to be used to perform the work and their applicable experience. The list shall include, but is not limited to the following: Mechanical and plumbing, electrical, sheet metal, masonry, roofing.

D. EVALUATION PROCEDURE FOR TECHNICAL OFFERS

1. Each Technical Offer will be evaluated by a HCPSS Evaluation Committee before Bid Prices are requested. Those Bidders not achieving at least 70% of the available technical points will not be considered further.

2. Once the technical scores have been tabulated, all bidders will be notified as to the results of their firm’s Technical Offer. Those Bidders who achieve at least 70% of the available technical points will be issued a pre-qualified award letter.

3. Debriefing of unsuccessful bidders shall be conducted upon written request submitted to the Procurement Office within a reasonable time. A debriefing shall be scheduled at the earliest feasible time AFTER CONTRACT AWARD by the Board of Education. The debriefing shall be limited to a discussion of the unsuccessful bidder’s technical offer only and shall provide information on areas in which it was deemed weak or deficient.

III. IMPLEMENTATION OF ROOF REPLACEMENT CONTRACTING

It is the HCPSS intent to establish a pool of qualified roof replacement contractors to bid on future roof replacement projects. The successful contractor(s) shall follow the procedure, as outlined below, when roof replacement work is required.

1. For each roof replacement project the school system’s Contract Manager will contact the selected pre-approved contractor(s) to establish a pre-bid meeting date and site visit. A scope of work will be defined inclusive of the project schedule. Bid documents and drawings will be distributed to all pre-approved bidders to include MBE and prevailing wage information when applicable. Bidders will be notified of the established bid opening date and time for each project. Roof replacement projects will be awarded to the lowest responsive and responsible bidder from the pre-approved pool of roofing contractors.

2. HCPSS may opt to utilize the Bonfire portal to solicit roof replacement bids from the pre-approved pool of roofing contractors.

IV. TERMS AND CONDITIONS

A. TERMINATION FOR DEFAULT

1. When the contractor, including subcontractor as applicable, has not performed or has unsatisfactorily performed the contract, payment shall be withheld at the discretion of The Howard County Public School System. Failure on the part of the contractor to fulfill contractual obligations shall be considered just cause for termination of the contract and the contractor is not entitled to recover any costs incurred by the contractor up to the date of termination. Notification shall be in writing and shall be issued 30 days prior to termination date. In the event of default of contract The Howard County Public School System may procure services from other sources. The contractor found in default will be held responsible for all costs incurred.

B. TERMINATION FOR CONVENIENCE

1. The Howard County Public School System may terminate this contract, in whole or in part, without showing just cause upon giving written notice to the contractor. The Howard County Public School System shall pay all reasonable costs associated with termination of the contract. However, the contractor shall not be reimbursed for any anticipatory profits which have not been earned up to the date of termination.

C. PRICE ADJUSTMENTS

1. The Howard County Public School System will only consider adjustments on labor rates based only upon federal minimum wage increases and decreases in the Consumer Price Index (CPI-W), Baltimore Region, as published by the Bureau of Labor Standards. Requested increases above a 10% cap will not be considered. In order to receive consideration for a price increase, the contractor must submit to The Howard County Public School System, sixty (60) days prior to the contract expiration date, a statement of any change in the hourly rate wage actually to be paid to its employees during the renewal term. Adjustments will be calculated by comparing the current index with the previous year's index so as to determine the change in index points. The point change will then be divided by the price index to obtain the percentage of change. The percentage of change will then be multiplied by .75 to obtain the adjustment to be applied to the current prices.

2. The Howard County Public School System will also consider adjustments based on fees outside of the control of the contractor, such as manufacturer price increases. However, such increases will be a "pass through" to the Howard County Public School System with no mark-up allowed. For such changes to be considered by the Howard County Public School System, documentation from the manufacturer (or any other applicable party) assessing a cost increase must accompany a written request from the contractor.

3. The Howard County Public School System will then review the request and advise the contractor of approval or disapproval of the price change request.

4. Price increase requests will not be considered if not accompanied with the proper information.

D. LIQUIDATED DAMAGES

1. Liquidated damages shall be assessed at the rate of one thousand dollars ($1,000.00) per calendar day beyond the completion date indicated in the scope of work for each project and/or listed on the purchase order for work not 100% complete.

2. The contractor agrees that the sum specified for liquidated damages for delay by the contractor is not a penalty and is liquidated damages, that the damages resulting to the owner for delay in completion by the contractor are difficult of ascertainment and that the amount specified is not grossly excessive and it is not out of proportion to the damages that might readily be expected to result from delay caused by the contractor. Excluded from the liquidated damage provision, however, are any damages for loss of use of any facility of the owner that arises from a delay and the owner expressly reserves the right to claim damages for such loss of use. The contractor agrees that it has freely bid on this contract with the full and complete knowledge of the provisions for liquidated damages and waives all objections to such provisions as a penalty.

3. In addition, the owner shall assess and deduct from the contract sum any and all extra costs associated with maintaining the project (e.g. engineering fees, owner’s overtime, etc.) for each calendar day of delay that the contractor extends substantial completion of the entire work beyond the completion date or time stipulated in the contract documents.

4. Any delays to projects must be communicated to the Contract Manager immediately.

E. TAXES

1. The Howard County Public School System is tax exempt, and the price quoted shall not include federal excise taxes, state or local taxes, or use taxes.

2. The bidder is responsible for all taxes, including but not limited to sales and use taxes on the purchase of the bidder's equipment and materials, or any equipment and materials supplied to the Board of Education on the project.

F. BILLING AND PAYMENT

1. The contractor shall submit invoices to the Howard County Department of Education, (Name of Department), 10910 Clarksville Pike, Ellicott City, MD 21042, Attn: (Name of Contact), at the completion of each job. Invoices must contain the following information:

a) Purchase Order Number

b) Name of school

c) Description of work along with quantities

d) Start date and completion date

e) Itemized breakdown of project costs to include labor and materials.

f) Total due

G. FUNDING

1. The contractual obligation of the Board of Education under any resulting contract is contingent upon the availability of appropriated funds.

H. ORDERS

1. Orders shall be in the form of an official Howard County Public School System Purchase Order. No deliveries are to be made under any contract(s) resulting from this bid without a purchase order.

I. PROCUREMENT CARD

1. The Howard County Public School System utilizes a Purchasing Card Program. Purchases resulting from this solicitation may be made through a Visa/Mastercard credit card.

2. Bidders are prohibited from charging any additional costs/fees above and beyond the established contract prices to process such orders. Bidders lacking Visa/Mastercard capability should contact the Purchasing Office.

J. INSURANCE

1. See APPENDIX B, INSURANCE REQUIREMENTS.

K. MATERIAL SAFETY DATA SHEETS

1. Pursuant to Occupational Safety and Health Act (OSHA) 29CFR1910, where applicable, MSDS for the products supplied or used as a result of this contract must be attached to each shipment of product as well as mailed to:

The Howard County Public School System Safety, Environment and Risk Management

Ellicott City, MD 21042

2. MSDS must show the contract number under which the products were supplied or used and certify that no asbestos containing products have been installed.

L. ASSIGNMENTS

1. The contractor may not assign or transfer this contract, any interest herein or any claim hereunder, except as expressly authorized in writing by the Howard County Public School System. Unless the performance is expressly waived in writing by the Howard County Public School System, an assignment does not release the contractor from responsibility for performance of this contract.

Assignment or subcontracting without the written approval of the Howard County Public School System will be cause for termination.

M. SUBCONTRACTORS

1. Subcontractors may not be employed to perform any work under any resulting contract(s) unless specifically approved by the Contract Manager.

2. Nothing contained in these contract documents shall create any contractual relation between any subcontractor and the Howard County Public School System.

3. The Contractor shall be fully responsible for the performance of its subcontractors. Any failure of a subcontractor to comply with the requirements of the Contract shall be considered a failure of the Contractor and will be evaluated accordingly in the Contractor's performance assessment.

N. TOBACCO FREE AND ALCOHOL/DRUG FREE ENVIRONMENT

1. The Board of Education of Howard County maintains a tobacco, alcohol/drug free environment. The sale or use of tobacco, alcohol or drugs, in any form, or related product, is prohibited in school buildings and grounds at all times. Persons found violating this policy will be requested to remove the product and themselves from school premises.

O. CRIMINAL HISTORY BACKGROUND CHECKS

1. All employees, agents, or representatives of the awarded contractor who will be performing work on any phase of the contract arising out of this bid are subject to a criminal history background check by the school system. Such persons, if requested by the school system, must provide fingerprints and other required information to facilitate such a check, as well as the necessary fees to obtain such a check from the federal or state government. At the completion of a background check, the school system may, at its sole discretion, decide that a particular employee, agent, or representative of the contractor be barred from school system property.

P. CHILD SEX OFFENDER NOTIFICATION

1. Sex Offender Requirement: Maryland law requires certain sex offenders to register with the local law enforcement agency; See Maryland Annotated Code, Criminal Procedure Article, §11-704. One of the purposes of this law, is to inform school systems when a Registered Sex Offender is residing or working in the area. When the sex offender registers, the local police are required to notify the Superintendent of Schools, and the Superintendent, in turn, is required to send a notice to school principals.

2. As a contractor working for Howard County Public School System (HCPSS), we require that you do not employ Registered Sex Offenders to work on projects for our school system if they, as a result, are required to perform delivery, installation, repair, construction or any other kind of services on HCPSS property. Further, Maryland Law that became effective June 22, 2006, requires that any person who enters a contract with a county board of education or a non-public school "may not knowingly employ an individual to work at a school" if the individual is a registered sex offender; See §11-722 Criminal Procedure Article. An employer who violates this requirement is guilty of a misdemeanor and if convicted may be subject to up to five years imprisonment and/or a $5,000 fine.

3. Each contractor shall screen their work-forces to ensure that a Registered Sex Offender does not perform work at a county public school and also ensure that a subcontractor and independent contractor conducts screening of its personnel who may work at a school. The term "work force" is intended to refer to all of the contractor's direct employees and subcontractors and/or independent contractors it uses to perform the work. Violations of this provision may cause HCPSS to take action against the contractor up to and including termination of the contract.

4. Effective July 1, 2015, amendments to § 6-113 of the Education Article of the Maryland Code further require that a contractor or subcontractor for a local school system may not knowingly assign an employee to work on school property with direct, unsupervised, and uncontrolled access to children, if the employee has been convicted of, or pled guilty or nolo contendere to, a crime involving a sexual offense, child sexual abuse and crimes of violence.

5. The Contractor shall submit to HCPSS a listing of any employees assigned to perform under this agreement and certify that the necessary criminal history records checks have been conducted and that each employee complies with the requirements. See attached Appendix F – EDUCATION

ARTICLE 6-113.2 AFFIDAVIT.

Q. MULTI-AGENCY PARTICIPATION

1. Under §5-112, Paragraph (3) of the Education Article of the Annotated Code of Maryland HCPSS may with Board of Education approval participate in contracts for goods or commodities that are awarded by other public agencies or by intergovernmental purchasing organizations if the lead agency for the contract follows the public bidding procedures. HCPSS therefore reserves the right to extend the terms and conditions of this solicitation to any and all other agencies within the state of Maryland as well as any other federal, state, municipal, county, or local governmental agency under the jurisdiction of the United States and its territories. This shall include but not limited to private schools, parochial schools, non-public schools such as charter schools, special districts, intermediate units, non-profit agencies providing services on behalf of government, and/or state, community and/or private colleges/universities that require these goods, commodities and/or services. A copy of the contract pricing and the bid requirements incorporated in this contract will be supplied to requesting agencies.

2. Each participating jurisdiction or agency shall enter into its own contract with the Award Bidder(s) and this contract shall be binding only upon the principals signing such an agreement. Invoices shall be submitted in duplicate "directly" to the ordering jurisdiction for each unit purchased. Disputes over the execution of any contract shall be the responsibility of the participating jurisdiction or agency that entered into that contract. Disputes must be resolved solely between the participating agency and the award.

R. FORCE MAJEURE

1. Force Majeure shall be defined as an event beyond the control of the affected party and not avoidable by reason of diligence. It includes the acts of nature, war, riots, strikes, fire, floods, epidemics, pandemics, government decrees and/or similar occurrences. If either party is delayed by a force majeure event, said party shall provide written notification to the other within 48 hours. Delays shall cease as soon as practicable and written notification shall be provided. The time of contract completion may be extended by contract modification request, for a period of time equal to that of the delay caused under this condition. HCPSS reserves the right to cancel the contract and/or purchase materials, equipment, or services from the best available source during the time of force majeure, and the Awarded Bidder(s) shall have no recourse against HCPSS. Further, except for payment of sums due, neither party shall be liable to the other nor deemed in default under this contract to the extent that such party’s performance is prevented by reason of force majeure as defined herein.

S. MINORITY BUSINESS ENTERPRISE PARTICIPATION

1. Certified Minority Business Enterprises are encouraged to respond to this solicitation notice. Minority Business Enterprise participation shall be as defined by the procedures established for State of Maryland funded public school construction projects.

2. The contractor or supplier who provides materials, supplies, equipment, and/or services shall attempt to achieve the established goals determined for each project from certified minority business enterprises. The bidder or offeror agrees to make a good faith effort to achieve the established goals when applicable.

3. The Howard County Public School system may request Minority Business Enterprise (MBE) participation on future projects that may be funded by State of Maryland and/or Federal agencies. The awarded contractor(s) may be required to submit along with their pricing proposals on future projects (MBE) documentation (Section 00730, Attachments A, B, C, D, E, F, G, I, & D-5) if applicable, at the request of the HCPSS.

T. BUILDING/SITE OCCUPANCY

1. Under no circumstances shall any driveway, access road or walkway be blocked by the contractor's vehicles to prohibit use of, or disruption to pedestrian or vehicular traffic to the buildings or site.

2. If there is any off-site work such as shop fabrication, the School System shall be notified at the time the not-to-exceed price is provided by the Contractor. The School System reserves the right to inspect such off-site work, including the manufacturer's premises at any time.

U. OCCUPIED BUILDINGS – IDENTIFICATION AND SIGN IN PROCEDURES

1. Contractors will be required to provide identification and sign-in and sign-out at the front office at each site on a daily basis during the course of each project.

2. The contractor and subcontractors shall provide laminated identification badges for their personnel.

3. All contractor personnel, working in or around buildings designated under this contract, shall have a valid driver’s license or photo ID in their possession at all times and wear distinctive uniform clothing while on the school system’s premises.

4. Work under this contract and any resulting contract or sub-contract will take place while school facilities are occupied by staff and often also by students and visitors. Every precaution shall be exercised to protect people from injury and to minimize disruption of activity. As well, contract employees shall conduct themselves in a professional manner while on The Howard County Public School System’s premises. Any Contractor employee found to disregard the nature of the school system’s surroundings, policies, procedures or protocols shall be removed from the premises and may be prohibited from further servicing the HCPSS contract.

5. The contractor shall determine and provide additional personal protective equipment required for the safe performance of work.