55PLU28SB -CAT II IFB Template.pdf

Prince Frederick Maintenance Facility – Plumbing

Maintenance and Repairs

Solicitation #: 55PLU28SB

IFB Document

IFB for Maryland State Highway – Prince Frederick Maintenance Facility Page 1 of 21

STATE OF MARYLAND

STATE HIGHWAY ADMINISTRATION

SHA

INVITATION FOR BIDS (IFB)

PRINCE FREDERICK MAINTENANCE FACILITY - PLUMBING

MAINTENANCE AND REPAIRS

IFB NUMBER 55PLU28SB

ISSUE DATE: JULY 22, 2026

A Prospective Bidder that has received this document from a source other than eMarylandMarketplace

Advantage (eMMA) https://procurement.maryland.gov should register on eMMA https://emma.maryland.gov/

NOTICE TO BIDDERS

SMALL BUSINESS RESERVE PROCUREMENT

This is a Small Business Reserve Procurement for which the award will be limited to certified small business vendors. Only businesses that meet the statutory requirements set forth in State Finance and

Procurement Article, §§14-501—14-505, Annotated Code of Maryland, and that are certified by the

Governor’s Office of Small, Minority & Women Business Affairs (GOSBA) Small Business Reserve

Program are eligible for award of a contract. Before awarding a contract under a procurement designated as a small business reserve procurement, the Procurement Officer shall verify that the apparent awardee is certified by the GOSBA as a small business through eMMA. However, if small businesses do not show interest in this solicitation, the Procurement Officer has the right to remove the SBR designation via an

Amendment on eMMA.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

https://procurement.maryland.gov/ https://emma.maryland.gov/ https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx

IFB for Maryland State Highway – Prince Frederick Maintenance Facility Page 2 of 21

Please note that this is a

*****Category II procurement under the Code of Maryland Regulations (COMAR) Title 21*****

KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for Bids Prince Frederick Shop Plumbing Services, Commodities, Maintenance

(Calvert County)

Solicitation

Number:

55PLU28SB

IFB Issue Date: July 22, 2026

IFB Issuing

Office:

Maryland State Highway Administration -SHA

Procurement

Officer:

William McGinty

P.O. Box 805, 100 Hallowing Point Road

Prince Fredeirck, MD 20678

Email:

Phone Number:

WMcGinty@mdot.maryland.gov

410-535-1748

Bids are to be sent to:

Submit on emma.maryland.gov under Solicitation Number 55PLU28SB

To submit a bid, bidders must first register on emma.maryland.gov. We recommend registering in advance to become acquainted with the site.

Pre-Bid

Conference:

N/A

Scheduled Site

Visit N/A

Questions Due

Date and Time:

July 24, 2026 10:00 AM Local Time

Bid Due (Closing)

Date and Time:

July 28, 2026 08:00 AM Local Time

IFB for Maryland State Highway – Prince Frederick Maintenance Facility Page 3 of 21

Public Bid

Opening Date, Time, and

Location

July 28, 2026 10:00 AM Local Time via EMMA

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/234488802433014?p=VY0KhqHUifpOj hesoW

Meeting ID: 234 488 802 433 014

Passcode: q3MT7nY9

Need help? | System reference

Dial in by phone

+1 667-262-2962,,576604628# United States, Baltimore

Find a local number

Phone conference ID: 576 604 628#

MBE/DBE

Subcontracting

Goal:

An overall Minority Business Enterprise (MBE) or Disadvantaged

Business Enterprise (DBE) subcontract participation goal of zero percent of the total contract dollar amount, including all renewal option terms, if any, has been established for this procurement.

VSBE

Subcontracting

Goal:

This solicitation includes a VSBE participation Goal of zero percent

Procurement

Method:

A Contract will be awarded in accordance with the Competitive Sealed

Bidding method under COMAR 21.05.02.

Multiple or

Alternate Bids:

Multiple or alternate Bids will not be accepted.

Contract Type: Fixed Price

Contract

Duration:

Twenty-four (24) months from date of contract award or when funds are exhausted – whichever occurs first.

Primary Place of

Performance:

Prince Frederick Maintenance Facility

100 Hallowing Point Road

Prince Frederick, MD 20678

Sunderland Yard

6250 N Solomons Island Road

Huntingtown, MD 20639 https://teams.microsoft.com/meet/234488802433014?p=VY0KhqHUifpOjhesoW https://teams.microsoft.com/meet/234488802433014?p=VY0KhqHUifpOjhesoW https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjVlNmIyMzYtYzUxMy00Mjk5LTlmZDUtZTc0NTIyN2RjMWNh%40thread.v2/0?context=%7b%22Tid%22%3a%22b38cd27c-57ca-4597-be28-22df43dd47f1%22%2c%22Oid%22%3a%2236db260b-0e63-4963-8d02-be36117f4458%22%7d tel:+16672622962,,576604628 https://dialin.teams.cloud.microsoft/bf475622-ba25-438e-9483-abd330e2c794?id=576604628

IFB for Maryland State Highway – Prince Frederick Maintenance Facility Page 4 of 21

Patuxent River Drawbridge

SBR Designation: Yes

Federal Funding: No

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT

BLANK.

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Minimum Qualifications

1.1 Bidder Minimum Qualifications

The Bidder must document in its Bid that it satisfies the following Minimum Qualifications:

A. The Contractor shall maintain a current active State of Maryland Master Plumber/Gas Fitter

License and shall have no less than five (5) years of experience on providing commercial plumbing work. The Contractor must have a minimum of one (1) master plumber with five (5) years of technical experience in conducting commercial plumbing work, as well as at least one (1) helper or apprentice with the ability to assist the master plumber when required. The Contractor shall provide documentation of certification, licenses, and experience for all staff working under this Contract prior to award. The Contractor shall provide "not to exceed' estimates on all work. All work shall be approved by the SHA authorized representative prior to any work being performed.

B. The bidder shall provide with its bid “Attachment E Reference Checks”. Contractor shall submit three (3) references with the bid, the name, address, telephone number and point-of-contact of at least three (3) firms, for which the bidder provided commercial plumbing services within the preceding twenty-four (24) months. References may be checked prior to award. Any negative responses received may result in disqualification of the bid. Proof of Contractor’s qualifications may be requested at MDOT SHA’s sole discretion.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

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2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 This Invitation for Bids (IFB) is issued to procure the goods or services, as specified in this Section 2, from a contract between the successful bidder(s) and the State of Maryland

(“State”): The Maryland Department of Transportation State Highway Administration

(MDOT SHA) is soliciting bids for a Contractor to provide plumbing maintenance, repair, and emergency services as outlined in this IFB at properties located in Calvert

County. The work under this contract shall include, but not be limited to, the furnishings of all labor, materials, equipment, ladders, scaffolds, hoists, services, and any other equipment necessary to satisfactorily execute and complete the project in full compliance with the Contract requirements.

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.

2.1.2 This is a single award IFB. See IFB Section 4.21 Bid Evaluation Criteria and Award

Basis for more Contract award information.

A Contract award does not ensure a Contractor will receive all or any State business under the

Contract.

2.2 Background and Purpose

This specification describes the requirements to provide licensed plumbing repairs, installation, maintenance, and remodeling services on an as-needed basis. This proposal will establish hourly rates for journeyman plumbers and helper/apprentices. Quantities listed are estimated and are only given for the purpose of the bid evaluation.

Plumbing services include, but are not limited to, emergency response, possible design, installation, maintenance, reconditioning, troubleshooting, or repair that may be required by the State Highway

Administration. In general, the work involved will include, but not be limited to, installation, repairs or modification to water, sewer and drain lines; cleaning and unstopping of drains and sewer lines from 1" to

6"; installation, repairs or modification on a variety of bathrooms, kitchens, and lab fixtures including sinks, showers, toilets, urinals, hot water heaters, well pumps, holding tanks, and drains, pipe insulation, and heat tape; and the installation and testing of backflow preventers. This is not an all-inclusive list.

Other types of repairs and services may be required.

Plumbing services include, but are not limited to, the repairs and maintenance of all plumbing systems associated within the shop or other State-owned buildings and facilities within jurisdiction of Calvert

County.

The Contractor will be expected to perform the required plumbing services from verbal request instructions and descriptions.

The State Highway Administration is exempt from Maryland Sales and Use Taxes by Exemption

Certificate Number 3000256-3 and from Federal Excise Taxes by Exemption Number 52-73-0358K.

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Tax will only be reimbursed on repair parts & materials purchased to be performed under this contract and will require acceptable documentation.

2.3 Contractor Responsibilities and Tasks

State Staff and Roles

Procurement Officer (PO) – William McGinty

Contract Monitor – (CM) – Lona Drake

Authorized Representative (AR) – Jeffrey Kirby

The Vendor shall furnish all labor, supervision, miscellaneous parts, equipment, tools, transportation, and methods of communication for work performed under the Contract.

Vendor shall provide licensed journeyman technicians to perform various plumbing duties as directed by the SHA CM or AR. The vendor shall provide "not to exceed' estimates for all work. Estimates are to be provided within twenty four (24) hours of the service call. All work must be approved by the SHA CM or AR prior to any work being performed. All work must be performed according to the standards of the plumbing industry and to the complete satisfaction of the SHA. The Vendor shall work until each job is completed and when necessary; respond to multiple requests for services at the same time. SHA can perform on-site inspections at any time.

The Vendor shall be responsible for obtaining all necessary permits before work is started. The

Vendor is also responsible for contacting and obtaining utility markings from Miss Utility if applicable

The vendor must meet all Federal EPA, OSHA, and MDE guidelines in the performance of work and proper handling and disposal of waste and/or contaminated materials. The SHA will not receive any materials, products, or chemicals, which may be hazardous to an employee’s health unless accompanied by a Material Safety Data Sheet.

All work performed under this contract shall be done in accordance with the Maryland Department of

Transportation, State Highway Administration’s Specifications entitled, “Standard Specifications for

Construction and Materials” dated October 2001 revisions thereof, or additions thereto, Maryland

Department of Transportation General Conditions for Maintenance Contracts, and the Special

Provisions and all other provisions contained in the contract, the Engineer will be the sole authority as to the proper procedure to follow.

The Vendor shall maintain a stocked service truck with materials, tools, ladders, and equipment, to provide plumbing services as described in the “scope of contracting services”.

Vendor shall provide drain/sewer line cleaning service to be paid at the same hourly rate as an authorized service call.

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A normal work crew will consist of one (1) licensed journeyman technician on all service calls. On complicated work assignments, a plumber’s helper/apprentice may be used only if pre-approved by the SHA CM or AR. A licensed journeyman technician shall be required to be on site at all times either performing or overseeing the work of a plumber’s helper/apprentice when applicable. The State reserves the right to require the vendor to have a helper or secondary individual on all assigned tasks as SHA deems necessary.

The Vendor may be required to do emergency repairs at times other than normal working hours. The

Vendor shall be in a position to be available on a twenty-four (24) hour basis for emergency work 365 days per year. The Vendor shall supply a monitored 24-hour a day phone number(s) to contact for service upon award.

Location of work shall include but not be limited to:

SHA Prince Frederick Maintenance Facility – 100 Hallowing Point Road

Prince Frederick, MD 20678

Sunderland Yard

6250 N Solomons Island Road

Huntingtown, MD 20639

Patuxent River Drawbridge

Regular service shall be made available between the hours of 7:30 a.m. - 4:00 p.m., Monday through

Friday, excluding State-recognized holidays. All work requested outside of these times should be considered EMERGENCY, after hour service, and shall be charged at overtime rates not to exceed one and one-half times the routine hourly rate as specified in the bid.

The State recognized holidays are New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day. No work shall be permitted on Saturdays, Sundays or

Holidays without the permission of the SHA CM or AR.

SHA’s CM or AR shall notify the Vendor of the type of service call (routine or emergency) at the time of call in. The Vendor shall respond to routine service calls within forty-eight (48) hours after notification. The Vendor shall respond to emergency service calls within six (6) hours after notification.

Man-hours paid under this contract shall be only for productive hours at the job site. No additional service fees or travel fees to and from the worksite, lunch, material acquisition, handling and delivery, or movement of contractor owned or rental equipment will be chargeable directly to SHA, but is overhead and shall be included in the hourly rate bid for basic labor, unless prior approval is granted by the CM. If travel time is granted by the CM between job assignments, a maximum of one-half of the regular hourly bid rate shall be paid.

All parts/materials used by the contractor shall be billed to SHA at actual cost to the Vendor and a % mark-up does not exceed 10 % as determined by vendor’s bid. SHA has the option to purchase directly any individual parts/materials for the services/repairs that exceed $250.00 in cost. An original

IFB for Maryland State Highway – Prince Frederick Maintenance Facility Page 9 of 21 copy of the Vendor’s source invoice(s) for all parts/materials used for repairs/services must accompany the invoice in order to be reimbursed. Payments shall not be made for any parts/material without the proper documentation attached to the vendor’s original invoice. Payments will also not be made for additional journeyman technicians under any circumstances, and will only be paid for helper/apprentice if prior approval was given by CM. Payment will also not be made for parts/materials not prior approved by SHA CM or AR. Invoices held for missing source documents, service/work order tickets or other documentation required for SHA to determine that fees are legitimate will not be subject to late fees or any other charges to SHA.

Any specialized equipment which is rented by the Vendor for use on a project and is intended to be billed as a direct charge must be identified on the initial “not to exceed cost estimate” and shall be charged to SHA at actual cost to the vendor. No mark-up is allowed on specialized or rental equipment

No minimum show-up time shall be paid under this contract.

The journeyman technician shall contact the SHA CM or AR upon all arrival and departure times of on-site work performed.

A service/work order ticket shall be provided indicating date, location, arrival time, name of journeyman technician performing work, helper/apprentice name (if applicable), brief description of service performed and list any parts or materials used for the job on the service ticket. Total number of hours worked on jobsite for journeyman technician and helper/apprentice shall be placed on service/work ticket before SHA representative signs off.

Note: No lunch or material acquisition time shall be included on the service ticket without the approval of the CM. Upon completion of the work, the journeyman technician shall record the finished time, sign the ticket to indicate the work is complete and obtain the SHA CM or AR signature on the service ticket for verification. A copy of the service ticket shall be given to the SHA

CM or AR.

SHA shall provide a list of contact names and phone numbers for reporting in and out times on jobs upon award of this contract or for each service request as scheduled.

Under no circumstances will payment be made for a service ticket not signed by authorized SHA personnel from the list provided. It is the Contractor’s responsibility to see that proper signature is obtained before leaving the worksite and that service/work order ticket is left at the site.

The Vendor shall keep the premises free from accumulation of waste materials or rubbish caused by their operations. The Vendor shall leave the work area clean and free of materials, debris, and vendor equipment to the satisfaction of the authorized SHA CM or AR. Vendor shall be responsible for removal and disposal of all debris and defective materials removed in performance of the service and in strict accordance with all applicable regulations, codes, laws, and ordinances. If area is not cleaned by the Contractor upon completion, the sum of $10.00 per hour needed to clean the area shall be deducted from the Contractor’s invoice, not as a penalty but as liquidated damages.

Parts furnished under the purchase order shall be the latest improved models in current production, as offered to commercial trade, and shall be of quality material. Manufacturer warranties shall apply to new materials/parts provided. Vendor shall provide the SHA CM or AR with all manufacturer’s warranty documents upon completion of installation and prior to leaving the job site.

The vendor shall guarantee all work included in the “Contract” against any defects in workmanship;

and shall satisfactorily correct, at no cost to SHA, any such defect that may become apparent within a

IFB for Maryland State Highway – Prince Frederick Maintenance Facility Page 10 of 21 period of one year after completion of work. The warranty period shall commence upon date of acceptance by SHA.

No sub-contractors shall be permitted to work under this contract.

A site inspection is not required but it would allow the prospective bidder to become familiar with all conditions that may affect the performance and cost of the contract.

2.4 Supplemental Category of Work Requirements and Responsibilities

No supplemental documents associated with this solicitation.

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3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

Once all approvals have been obtained and the Contract is fully executed, the Procurement Officer may schedule a kickoff meeting to be held prior to commencement of Contract performance.

3.2 End of Contract Transition

The Contractor shall cooperate in the orderly transition of services from it to a subsequent contractor at the end of the contract term or upon receipt of a Notice of Termination from the State. Transitions shall be provided in a prompt and timely manner and shall proceed in accordance with the schedule provided to the Contractor by the State in the Notice of Transition. Additional instructions regarding transition services may be provided in the event of a Notice of Termination issued by the State.

3.3 Invoicing

Submission of an invoice constitutes the Contractor’s verification that the information in the invoice is accurate as of the time of submission.

An invoice not satisfying the requirements of a Proper Invoice (as defined in COMAR 21.06.09) will not be processed for payment. To be considered a Proper Invoice, invoices must include the following information, without error:

A. Contractor name and address;

B. Remittance address;

C. Federal taxpayer identification (FEIN) number, social security number, as appropriate;

D. Invoice period (i.e. time period during which services covered by invoice were performed);

E. Invoice date;

F. Invoice number;

G. State assigned Contract number;

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

I. Goods or services provided;

J. Amount due; and

K. Any additional documentation required by regulation or the Contract.

Invoices that contain both fixed price and labor hour or time and material items shall clearly identify each item as either fixed price, and labor hour, or time and material billing.

The State reserves the right to reduce or withhold Contract payment in the event the Contractor does not provide all required deliverables within the time frame specified in the Contract or otherwise breaches the terms and conditions of the Contract until such time as the Contractor brings itself into full compliance with the Contract.

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The State is generally exempt from federal excise taxes, Maryland sales and use taxes, District of

Columbia sales taxes and transportation taxes. The Contractor, however, is not exempt from such sales and use taxes and may be liable for the same.

Invoices for final payment shall be clearly marked as “FINAL” and submitted when all work requirements have been completed and no further charges are to be incurred under the Contract. In no event shall any invoice be submitted later than 60 calendar days from the Contract termination date.

3.3.1 Invoice Submission Schedule

The Contractor shall submit invoices in accordance with the following schedule:

A. For items of work for which there is one-time pricing (see Attachment B –The Price

Form), those items shall be billed in the month following the acceptance of the work by the State.

B. Invoices for work performed on a labor hour or time and materials basis shall be submitted on or before the 15th business day of the month following the end of the invoice period.

3.3.2 Travel Reimbursement

Travel will not be reimbursed under this IFB.

3.4 Payments by Electronic Funds Transfer

By submitting a Bid in response to this solicitation, the Bidder, if selected for award:

Agrees to accept payments by electronic funds transfer (EFT) unless the State Comptroller’s

Office grants an exemption. The successful Bidder shall register using the COT/GAD X-10

Vendor Electronic Funds (EFT) Registration Request Form.

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

X-10 form may be downloaded from the Comptroller’s website at:

http://comptroller.marylandtaxes.com/Vendor_Services/Accounting_Information/Static_Files/GA

DX10Form20150615.pdf.

3.5 Prompt Payment Policy

This procurement and the Contract(s) to be awarded pursuant to this solicitation are subject to Md.

Code Ann., State Finance and Procurement Article, §§15-226 to ensure the prompt payment of all subcontractors on non-construction procurement contracts. The Contractor shall comply with the prompt payment requirements outlined in the Contract; Section 31 “Prompt Pay Requirements”

Additional information is available on GOSBA’s website at:

http://www.gomdsmallbiz.maryland.gov/documents/legislation/promptpaymentfaqs.pdf.

3.6 Conflict of Interest Affidavit and Disclosure

The Bidder shall complete and sign the Conflict-of-Interest Affidavit and Disclosure (Attachment I) and submit it with its Bid. By submitting a Conflict-of-Interest Affidavit and Disclosure, the

Contractor shall be construed as certifying all Contractor Personnel and subcontractors are also without a conflict of interest as defined in COMAR 21.05.08.08A.

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Additionally, a Contractor has an ongoing obligation to ensure that all Contractor Personnel are without conflicts of interest prior to providing services under the Contract. For policies and procedures applying specifically to Conflict of Interests, the Contract is governed by COMAR

21.05.08.08.

3.7 Maryland Healthy Working Families Act Requirements

On February 11, 2018, the Maryland Healthy Working Families Act went into effect. All Bidders should be aware of how this Act could affect your potential contract award with the State of

Maryland. See the Department of Labor, Licensing and Regulations website for Maryland

Healthy Working Families Act Information: https://labor.maryland.gov/paidleave/.

3.8 The State of Maryland’s Commitment to Purchasing Environmentally

Preferred Products and Services (EPPs)

Maryland’s State Finance & Procurement Article §14-410 defines environmentally preferable purchasing as “the procurement or acquisition of goods and services that have a lesser or reduced effect on human health and the environment when compared with competing goods or services that serve the same purpose.” Accordingly, Bidders are strongly encouraged to offer EPPs to fulfill this contract, to the greatest extent practicable.

3.9 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:

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

A. Commercial General Liability - 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. 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.

3.9.2 The State shall be listed as an additional insured on the faces of the certificates associated with the coverages listed above, including umbrella policies, excluding Workers’

Compensation Insurance and professional liability.

3.9.3 All insurance policies shall be endorsed to include a clause requiring the insurance carrier to provide the Procurement Officer by certified mail, not less than 30 days’ advance notice of any non-renewal, cancellation, or expiration. The Contractor shall notify the

Procurement Officer in writing, if policies are canceled or not renewed within five (5) days of learning of such cancellation or nonrenewal. The Contractor shall provide https://labor.maryland.gov/paidleave/ https://trackbill.com/bill/maryland-house-bill-629-environmentally-preferable-procurement-maryland-green-purchasing-committee/647077/

IFB for Maryland State Highway – Prince Frederick Maintenance Facility Page 14 of 21 evidence of replacement insurance coverage to the Procurement Officer at least 15 days prior to the expiration of the insurance policy then in effect.

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

3.9.5 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.

3.9.6 Subcontractor Insurance

The Contractor shall require any subcontractors to obtain and maintain comparable levels of coverage and shall provide the Contract Monitor with the same documentation as is required of the Contractor.

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4 Bid Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA) eMMA is the electronic commerce system for the State of Maryland. The IFB, Pre-Bid Conference

(Conference)summary and attendance sheet, Bidders’ questions and the Procurement Officer’s responses, addenda, and other solicitation-related information will be made available via eMMA.

To receive a contract award, a vendor must be registered on eMMA. Go to emma.maryland.gov, click on “New Vendor? Register Now” to begin the process and then follow the prompts.

4.2 Electronic Means

The following transactions related to this procurement and any Contract awarded pursuant to it are not authorized to be conducted by electronic means; any transaction, submission, or communication where the Procurement Officer has specifically directed that a response from the Contractor or

Offeror be provided in writing or hard copy. Any e-mail transmission is only authorized to the email addresses for the identified person as provided in the solicitation, the Contract, or in the direction from the Procurement Officer or Contract Monitor.

4.3 Pre-Bid Conference

If a Conference will be held, the date, time, and location is indicated on the Key Information

Summary Sheet. Attendance at the Conference is not mandatory, but all interested parties are encouraged to attend to facilitate better preparation of their Bids.

To assure adequate accommodations at the Conference, please email the completed Attachment 2 for those expected to attend the Conference to the Procurement Officer no later than the time and date indicated on the Key Information Summary Sheet. In addition, if there is a need for sign language interpretation or other special accommodations due to a disability, please notify the Procurement

Officer at least five (5) Business Days prior to the Conference date. Reasonable efforts will be made to provide such special accommodation. If the Conference is in person, attendees should bring a copy of the solicitation and a business card to help facilitate the sign-in process.

4.4 Questions

All questions, including concerns, shall identify in the subject line with the Solicitation Number and

Title for this IFB and must be submitted in writing via e-mail or eMMA to the Procurement Officer no later than the date and time specified in the Key Information Summary Sheet. 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.

4.4.1 Answers to all questions that are not clearly specific only to the requestor will be distributed via the same mechanism as for IFB amendments and posted on eMMA.

4.4.2 The statements and interpretations contained in responses to any questions, whether responded to verbally or in writing, are not binding on the State unless it issues an amendment to the solicitation in writing.

4.5 Bid Due (Closing) Date and Time

Bids must be received by the Procurement Officer no later than the Bid due date and time indicated on the Key Information Summary Sheet to be considered. Except as provided in COMAR https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

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21.05.02.10. Bids received after that date will not be considered. Requests for an extension of this date or time shall not be granted.

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.

4.6 Receipt, Opening and Recording of Bids

Upon receipt, each Bid and any timely modification(s) to a Bid shall be stored in a secure place until the time and date set for Bid opening. Before Bid opening, the State may not disclose the identity of any Bidder. Bids shall be opened publicly at the time, date and place designated in the Key

Information Summary Sheet. The name of each Bidder, the Total Bid Price, and such other information as is deemed appropriate shall be read aloud or otherwise made available and recorded at the time of Bid opening.

4.7 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.

4.8 Revisions to the IFB

4.8.1 All revisions to the IFB before the due date for Bids will be published in an addendum to the IFB and posted on eMMA and reasonable effort will be made to provide such addenda to all prospective Bidders that were sent this IFB or are otherwise known by the

Procurement Officer to have obtained this IFB. It is the responsibility of all prospective

Bidders to check eMMA for any addenda issued prior to the submission of Bids.

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

4.8.3 Failure to acknowledge receipt of an addendum does not relieve 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.

4.9 Cancellations

4.9.1 This IFB may be cancelled as provided in COMAR 21.06.02.02

4.9.2 The State reserves the right to cancel this IFB, accept or reject any and all Bids, in whole or in part, received in response to this IFB and to waive or permit the cure of minor irregularities.

4.9.3 In the event a government entity proposes and receives the recommendation for award, this procurement may be canceled, and the award processed in accordance with COMAR

21.01.03.01.A(4).

4.9.4 If the services that are the subject of the IFB are currently being provided under an interagency agreement with a public institution of higher education and the State determines that the services can be provided more cost effectively by the public

IFB for Maryland State Highway – Prince Frederick Maintenance Facility Page 17 of 21 institution of higher education, then the IFB may be canceled in accordance with Md.

Code Ann., State Finance and Procurement Art., § 3-207(b)(2).

4.10 Incurred Expenses

The State will not be responsible for any costs incurred by any Bidder in preparing and submitting a

Bid or performing any other activities related to submitting a Bid in response to this solicitation.

4.11 Protest/Disputes

Any protest or claim related to this IFB or the Contract award hereunder shall be subject to the provisions of COMAR 21.10 (Administrative and Civil Remedies).

4.12 Bidder Responsibilities

4.12.1 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.

4.12.2 If the Bidder is the subsidiary of another entity, all information submitted by the Bidder, including but not limited to references, financial reports, or experience and documentation (e.g., insurance policies, bonds, letters of credit) used to meet minimum qualifications, if any, shall pertain exclusively to the Bidder, unless the parent organization will guarantee the performance of the subsidiary. If applicable, the Bidder’s

Bid shall contain an explicit statement, signed by an authorized representative of the parent organization, stating that the parent organization will guarantee the performance of the subsidiary.

4.12.3 A parental guarantee of the performance of the Bidder under this section will not automatically result in crediting the Bidder with the experience or qualifications of the parent under any evaluation criteria pertaining to the actual Bidder’s experience and qualifications. Instead, the Bidder’s responsibility will be assessed to the extent to which the State determines that the experience and qualifications of the parent are applicable to and shared with the Bidder, any stated intent by the parent to be directly involved in the performance of the Contract, and the value of the parent’s participation as determined by the State.

4.13 Acceptance of Terms and Conditions

By submitting a Bid in response to this IFB, the Bidder, if selected for award, is deemed to have accepted the terms and conditions of this IFB and the Contract, attached hereto as Exhibit 2 –

Sample Contract. Any questions or exceptions to this IFB or the Contract must be submitted by the

“Questions Due Date and Time” prior to Bid submission. Changes to the solicitation, including the

Bid Form or Contract, made by the Bidder may result in Bid rejection.

4.14 Compliance with Laws/Arrearages

By submitting a Bid in response to this IFB, the Bidder, if selected for award, agrees that it will comply with all federal, State, and local laws applicable to its activities and obligations under the

Contract. By submitting a response to this solicitation, each Bidder represents that it is not in arrears in the payment of any obligations due and owing the State, including the payment of taxes and

IFB for Maryland State Highway – Prince Frederick Maintenance Facility Page 18 of 21 employee benefits, and shall not become so in arrears during the term of the Contract if selected for

Contract award.

4.15 Verification of Registration and Tax Payment

Before a business entity can do business in the State, it must be registered with the State Department of Assessments and Taxation (SDAT). SDAT is located at State Office Building, Room 803, 301

West Preston Street, Baltimore, Maryland 21201. For registration information, visit https://egov.maryland.gov/BusinessExpress/.

It is strongly recommended that any potential Bidder complete registration prior to the Bid due date and time. The Bidder’s failure to complete registration with SDAT may disqualify an otherwise responsive successful Bidder from final consideration and recommendation for Contract award.

4.16 False Statements

Bidders are advised that Md. Code Ann., State Finance and Procurement Article, § 11-205.1 provides as follows:

A person who, for the purpose of defrauding the State, acts in collusion with another person in connection with the procurement process is liable for damages equal to 3 times the value of the loss to the State that is attributable to the collusion.

4.17 Confidentiality of Bids / Public Information Act Notice

The Bidder should give specific attention to the clear identification of those portions of its Bid that it considers to contain confidential and/or proprietary commercial information or trade secrets, and provide justification for why such materials, upon request, should not be disclosed by the State under the Public Information Act, Md. Code Ann., General Provisions Article, Title 4. This information should be identified by page number and placed in the Transmittal Letter with the Bid.

For requests for information made under the PIA, the Procurement Officer shall examine the Bids to determine the validity of any requests for nondisclosure. Nondisclosure is permissible only if approved by the Office of the Attorney General.

4.18 Use of Bidder’s Form Not Binding on State

The Bidder may not substitute, modify, or provide any other document in lieu of the documents provided with this Bid. Only those forms and documents provided with this solicitation and by the

Procurement Officer will be considered acceptable as bid submission.

4.19 Attachments and Documents Required with the Bid (Table A)

A Bidder shall include the following Attachments with its Bid as a single Bid Package:

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

IFB for Maryland State Highway – Prince Frederick Maintenance Facility Page 19 of 21

TABLE A - Attachments and Documents Required with the Bid

Attachment Attachment Name

A

Bid/Proposal Affidavit

A Bid submitted by the Bidder must be accompanied by a completed Bid/Proposal

Affidavit.

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-A.-Bid-Proposal-Affidavit.pdf

B

The Price Form (as specified within eMMA)

Do not alter this Price Form or the Bid may be determined to be not responsive.

The Price Form must be signed and dated, where requested, by an individual who is authorized to bind the Bidder to the prices entered on the Bid Form.

(See Appendix 2 for specific Price Form Instructions.)

C

Conflict of Interest Affidavit and Disclosure https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-I.-Conflict-of-Interest-Affidavit.pdf

Note: If this solicitation will result in the “selection of a contractor who will assist a unit in the formation, evaluation, selection, award, or execution of another State contract” the Bidder shall provide this Affidavit and other times as requested by the Procurement Officer.

D

Mercury Affidavit https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-J.-Mercury-Affidavit.pdf

E

Reference Checks

(Each reference shall be from a customer for whom the Bidder has provided goods or services within the most recent past five years) https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-L.-Reference-Checks.pdf

Additional Required Documents with the Bid

Minimum Qualifications Documentation. The Bidder shall submit any Minimum Qualifications documentation that may be required, as set forth in IFB Section 1. If references are required in IFB

Section 1, those references shall be included in Attachment E. Reference Checks.

Acknowledgement of all addenda to this IFB.

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-A.-Bid-Proposal-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-A.-Bid-Proposal-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-I.-Conflict-of-Interest-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-I.-Conflict-of-Interest-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-J.-Mercury-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-J.-Mercury-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-L.-Reference-Checks.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-L.-Reference-Checks.pdf

IFB for Maryland State Highway – Prince Frederick Maintenance Facility Page 20 of 21

4.20 Bid Delivery Instructions

Each Bidder shall submit its Bid Package as specified below.

Bids shall only be accepted via the State’s internet-based electronic procurement system, eMMA.

Bidders shall provide their Bids in one submission through eMMA following the Quick Reference

Guides (QRG) labeled “4 - eMMA QRG Responding to Solicitations (IFB)” for single envelope submissions.

4.21 Bid Evaluation Criteria and Award Basis

The Bids will be evaluated based on the Total Bid Price, as per COMAR 21.05.02.13. All Bids will be ranked from the lowest (most favorable) to the highest (least favorable) price based on the Total

Bid Price as submitted in its Bid. A Contract shall be awarded to the responsible Bidder(s) submitting a responsive Bid with the most favorable Bid Price or most favorable evaluated Bid Price for providing the goods and services as specified in this IFB. The award for this solicitation will be made to the responsive and responsible Vendor with the lowest price, as determined by the Procurement

Officer to be in the best interests of the State of Maryland.

Vendor shall submit a bid price based on product description (specification) and unit of measure specified on each line. Award of this contract will not be final and complete until after: (1) the

Contractor submits complete and satisfactory documentation required under the Contract and/or documentation required by the Procurement Officer; and (2) the Contract is signed by the State

Highway Administration following any approvals of the Contract required by law or regulation.

4.22 Tie Bids

Tie Bids will be decided pursuant to COMAR 21.05.02.14.

4.23 Reciprocal Preference

Although Maryland law does not authorize procuring agencies to favor resident Bidders in awarding procurement contracts, many other states do grant their resident businesses preferences over Maryland contractors. COMAR 21.05.01.04 permits procuring agencies to apply a reciprocal preference under the following conditions:

A. The Maryland resident business is a responsible Bidder, under a competitive sealed bid;

B. The lowest responsive Bid is from a responsible Bidder whose principal office, or principal base of operations, is in another state;

C. The state in which the nonresident's principal office is located or the state in which the nonresident has its principal operation through which it would provide the goods or services gives a preference to its resident businesses through law, policy, or practice; and

D. The preference does not conflict with a federal law or grant affecting the procurement

Contract.

https://procurement.maryland.gov/emma-qrgs/ https://procurement.maryland.gov/emma-qrgs/

IFB for Maryland State Highway – Prince Frederick Maintenance Facility Page 21 of 21

The preference given shall be identical to the preference that the other state, through law, policy, or practice gives to its resident businesses.