7-K27-0009-29 - Generator Maintenance.pdf

Solicitation No. K27-0009-29 – Generator Maintenance (2026 – 2031) Rev. 04/12/2026

STATE OF MARYLAND

ADMINISTRATIVE OFFICE OF THE COURTS

PROCUREMENT, CONTRACT AND GRANT ADMINISTRATION

187 HARRY S. TRUMAN PARKWAY

ANNAPOLIS, MD 21401

INVITATION FOR BIDS (IFB) FOR

GENERATOR MAINTENANCE (2026 - 2031)

Solicitation No. K27-0009-29

To help us improve the quality of the Administrative Office of the Courts solicitations and to make our procurement process more responsive and business friendly, Bidders may provide comments and suggestions regarding this solicitation by utilizing the Intent to Bid under the Submission section of the solicitation.

The sole point of contact for this solicitation is the Procurement Officer. Bidders are specifically directed NOT to contact any other Maryland Judiciary personnel or its contracted consultants for meetings, conferences, or discussions that are specifically related to this IFB at any time prior to any award and execution of a contract. Unauthorized contact with any Maryland Judiciary personnel or the Maryland Judiciary’s contracted consultants may be cause for rejection of the Bidder’s bid.

Unless otherwise stated in this solicitation, the Maryland Judiciary's Procurement Portal will be the sole method of communication during all phases of the solicitation and award process. We encourage Bidders to whitelist emails from the Procurement Portal to ensure relevant emails are not blocked and/or marked as spam. Additionally, Bidders are strongly encouraged to access the Procurement Portal on a regular basis to view and respond to relevant communications.

Minority Business Enterprises (MBE) and Veteran-owned Small Business Enterprises (VSBE) are encouraged to respond to this Invitation for Bids.

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KEY INFORMATION SUMMARY SHEET

Invitation for Bids (IFB) Generator Maintenance (2026 - 2031)

Solicitation No. K27-0009-29

IFB Issue Date: May 13, 2026

IFB Issuing Office: Procurement, Contract and Grant Administration

Procurement Officer: Marsha Rowe Maryland Judiciary, Administrative Office of the Courts Department of Procurement, Contract and Grant Administration 187 Harry S. Truman Parkway Annapolis, MD 21401 410-260-1263 Marsha.Rowe@mdcourts.gov

Bid Submission: Submissions are exclusively accepted electronically via the Procurement Portal.

Important Events: Refer to the project details and important events on the Procurement Portal for the date and time of the pre-proposal conference (as applicable), site visit(s) (as applicable), deadline for questions, and solicitation closing date & time.

Contract Term: The contract term will be for a period of one (1) year after the date of contract execution with the AOC retaining the sole right to exercise four (4) one-year renewal options at its discretion.

mailto:Marsha.Rowe@mdcourts.gov https://www.mdcourts.gov/procurementportal

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TABLE OF CONTENTS

KEY INFORMATION SUMMARY SHEET

SECTION I. GENERAL INFORMATION

A. PURPOSE

B. ABBREVIATIONS AND DEFINITIONS

C. PROCUREMENT OFFICER

D. CONTRACT MANAGER

E. BID OPENING

F. DURATION OF BID

G. REVISIONS TO THE IFB

H. CANCELLATIONS

I. PROTESTS/DISPUTES

J. MULTIPLE OR ALTERNATE BIDS

K. ARREARAGES

L. VERIFICATION OF REGISTRATION AND TAX PAYMENT

M. FALSE STATEMENTS

N. PRESS RELEASES

O. PAYMENTS TO SUCCESSFUL BIDDER

P. NON-DISCLOSURE AGREEMENT

Q. DAMAGE TO STATE AND PERSONAL PROPERTY

R. BIDDER SECURITY REQUIREMENTS

S. ACCESS TO AOC INFORMATION TECHNOLOGY SYSTEMS

T. ACCESS AND BACKGROUND CHECKS

U. REQUIRED POLICIES, GUIDELINES, AND METHODOLOGIES

V. SUBSTITUTION OF PERSONNEL

W. END OF CONTRACT TRANSITION

SECTION II. INSTRUCTIONS TO BIDDERS

A. CONTRACT TYPE

B. PROCUREMENT METHOD

C. AWARD BASIS

D. QUESTIONS

E. BID CLOSING DATE & TIME

F. INCURRED EXPENSES

G. ECONOMY OF PREPARATION

H. PUBLIC ACCESS TO JUDICIAL RECORDS

I. BIDDER RESPONSIBILITIES

J. ACCEPTANCE OF TERMS & CONDITIONS

K. ACCEPTANCE OF SERVICES

L. MINORITY BUSINESS ENTERPRISE

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M. VETERAN-OWNED SMALL BUSINESS ENTERPRISE

N. INSURANCE

O. BID/PROPOSAL AFFIDAVIT

P. CONTRACT AFFIDAVIT

SECTION III. SCOPE OF WORK

A. SUMMARY

B. OBJECTIVES

C. BIDDER MINIMUM QUALIFICATIONS

D. SCOPE OF WORK

E. DELIVERABLES

SECTION IV. BID SUBMISSION

A. BID SUBMISSION

B. BID SUBMITTALS

C. EVIDENCE OF BIDDER RESPONSIBILITY

ATTACHMENTS

Attachment A – Standard Contract Agreement Sample Attachment B – Bid/Proposal Affidavit Attachment C – Contract Affidavit Sample Attachment E – Bid/Price Proposal Form Attachment F – Non-Disclosure Agreement Sample Attachment L – Bidder/Offeror Profile Attachment M – Bidder/Offeror Experience

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SECTION I. GENERAL INFORMATION

A. PURPOSE

The Administrative Office of the Courts (AOC) issues this Invitation for Bids (IFB) on behalf of Judicial Information Systems to provide generator maintenance service for two (2) standby generators.

B. ABBREVIATIONS AND DEFINITIONS

For this IFB, the following abbreviations or terms have the meanings indicated below:

1. AOC – Administrative Office of the Courts.

2. Bidder – An entity that submits a bid in response to this solicitation.

3. Contract – A formal, written agreement entered into by the Judiciary for the provision of materials, supplies, and/or services. A Contract sample is attached to this solicitation as Attachment A.

4. Contract Manager – The AOC representative that serves as the technical manager for the resulting contract. The Contract Manager monitors the daily activities of the contract and provides technical guidance to the Successful Bidder.

5. Diversity & Outreach Programs – Judiciary Program established to encourage and increase participation in Judiciary procurement by underrepresented or disadvantaged groups. The Program includes Minority Business Enterprises (MBE) and Veteran-owned Small Business Enterprises

(VSBE).

6. eMMA – eMaryland Marketplace Advantage online procurement platform used to connect the supplier community with contracting opportunities from within the state, county, and local government entities.

7. IFB – Invitation for Bids

8. Local Time – Time in the Eastern Time Zone.

9. MBE – Minority Business Enterprise means any legal entity, other than a joint venture, organized to engage in commercial transactions, that is at least 51 percent owned and controlled by one or more individuals who are in a minority group (African American, Native American, Hispanic, women, or the physically or mentally disabled) that is socially and economically disadvantaged, and managed and operated by one or more of the socially and economically disadvantaged individuals who own it, and is so certified by the Maryland Department of Transportation.

10. Procurement Officer – The AOC representative responsible for this solicitation, for the determination of contract scope issues, and the only AOC representative who can authorize changes to the contract.

11. Procurement Portal – Strategic sourcing software allowing the Judiciary to receive and evaluate bids and proposals electronically.

12. Successful Bidder – The awarded Bidder.

13. VSBE – Veteran-owned Small Business Enterprise means any legal entity that meets the requirements set by the United States Small Business Administration, that is organized to engage in commercial transactions and is at least 51 percent owned and controlled by one or more individuals who are Veterans, and who manage the operations of the business, and is so registered and certified in eMMA.

C. PROCUREMENT OFFICER

The sole point of contact in the AOC for purposes of this IFB is the Procurement Officer noted on the Key Information Summary Sheet. The AOC may change the Procurement Officer at any time by written notice.

Only information communicated by the Procurement Officer shall be deemed the official position of the AOC. No other State of Maryland or AOC employee, official, or representative has the authority to change the requirements of this solicitation. Attempts by the Bidder to circumvent this procedure in any manner may be grounds for disqualification.

D. CONTRACT MANAGER

The Contract Manager for post-award activities will be disclosed to the Successful Bidder. The AOC may change the Contract Manager at any time by written notice to the Successful Bidder.

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E. BID OPENING

The Procurement Officer shall hold all bids and modifications in a secure place (i.e., Procurement Portal) until the closing date, after which time the bids will be opened.

F. DURATION OF BID

Bids submitted in response to this IFB shall be valid and irrevocable for 90 days following the closing date for this IFB. This period may be extended at the Procurement Officer’s request only with the Bidder’s written agreement.

G. REVISIONS TO THE IFB

1. The AOC reserves the right to amend this IFB at any time prior to the bid closing date and time. If the IFB is revised prior to the bid closing date and time, the AOC shall post any addenda to the IFB on the Procurement Portal and shall attempt to provide such addenda to all prospective Bidders that received the IFB or are otherwise known by the Procurement Officers to have obtained this IFB. It remains the responsibility of all prospective Bidders to review the Procurement Portal for any addenda issued prior to the submission of bids.

2. If one (1) or more than one (1) addenda are issued to this IFB, Bidders shall acknowledge receipt of all addenda on the Procurement Portal.

3. Failure to acknowledge receipt of an addendum does not relieve the Bidder from complying with the terms, additions, deletions, clarifications, or corrections set forth in the addendum, and may cause the bid to be rejected.

H. CANCELLATIONS

The AOC 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; or waive or permit cure of minor irregularities. Bidders, whose bids are not accepted, will be notified in writing.

I. PROTESTS/DISPUTES

Any protest or dispute related to this solicitation or the resulting Contract shall be subject to the provisions of the Judicial Branch Procurement Policy.

J. MULTIPLE OR ALTERNATE BIDS

Neither multiple nor alternate bids will be accepted.

K. ARREARAGES

By submitting a bid in response to this IFB, the Bidder shall be deemed to represent that it is not in arrears in the payment of any obligation due and owing the State of Maryland, including the payment of taxes and employee benefits, and that it shall not become so in arrears during the term of the contract if selected for Contract award.

L. VERIFICATION OF REGISTRATION AND TAX PAYMENT

1. Before an entity can do business in the State of Maryland, it must be registered with the Department of Assessments and Taxation (SDAT), State Office Building, 123 Market Place, Baltimore, Maryland 21202. For registration information, visit: Maryland Business Express.

2. It is strongly recommended that any potential Bidder complete the registration prior to the due date for receipt of bids. A Bidder’s failure to complete registration with SDAT may disqualify an otherwise Successful Bidder from final consideration and recommendation for Contract award.

M. FALSE STATEMENTS

Bidders are advised that in connection with a procurement contract, a person may not willfully: Falsify, conceal, or suppress a material fact by any scheme or device; make a false or fraudulent statement or representation of a material fact; use a false writing or document that contains a false or fraudulent statement or entry of a material fact; or, aid or conspire with another person to commit any of these acts.

https://www.egov.maryland.gov/businessexpress

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N. PRESS RELEASES

The Successful Bidder shall issue no press release to any publication, including newspapers and social media outlets, regarding work being conducted under the resulting contract from this IFB, or utilize the Maryland Judiciary brand mark in any marketing materials, without the express written consent of the AOC.

O. PAYMENTS TO SUCCESSFUL BIDDER

1. By submitting a response to this solicitation, the Bidder agrees to accept payments by electronic funds transfer unless the State Comptroller’s Office grants an exemption. The selected 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 and must include the business identification information as stated on the form and include the reason for the exemption. The COT/GAC X-10 form can be downloaded at: COT-GAD X-10 Form

2. Payments to the Successful Bidder shall be made not later than thirty (30) days after the acceptance of deliverables, and receipt of a proper invoice from the Bidder. Any charges of interest or the like for late payment are prohibited.

P. NON-DISCLOSURE AGREEMENT

All Bidders are advised that if a contract is awarded as a result of this IFB, the Successful Bidder shall be required to complete a Non-Disclosure Agreement. A sample of this Agreement is included for informational purposes as Attachment F of this IFB. This signed Agreement must be provided with the Successful Bidder’s signed Contract.

Q. DAMAGE TO STATE AND PERSONAL PROPERTY

1. The Bidder, their employees, subcontractors, and agents shall be held directly responsible to repair, replace, or restore to its original condition, to the satisfaction of the AOC, curbs, roadway surfaces, wheel stops, shrubbery, trees, buildings, bollards, gates, light pole, sign poles or any other State-owned property which is damaged by the actions of the above-mentioned representatives.

2. The Bidder, their employees, subcontractors, and agents shall be held directly responsible for any damage caused by their action or inaction to privately-owned property and shall hold the State of Maryland harmless for such damages.

R. BIDDER SECURITY REQUIREMENTS

1. The Successful Bidder, and all Successful Bidder personnel and subcontractor personnel assigned to the Contract, must comply with all applicable federal and state laws, regulations, policies, and AOC policies and procedures for the duration of the contract.

2. The Successful Bidder must comply with the Judicial Information Systems (JIS) Information Security Policy. The Information Security Policy closely aligns with guidelines published by the National Institute of Standards and Technology. The Information Security Policy is available online at: Procurement, Contract & Grant Administration Website.

3. The AOC reserves the right to monitor all applicable computer and electronic equipment usage for compliance with its policies.

S. ACCESS TO AOC INFORMATION TECHNOLOGY SYSTEMS

1. The Successful Bidder’s personnel shall complete all required paperwork as directed for access to any AOC information systems.

2. The Successful Bidder shall ensure the list of authorized Bidder personnel is always maintained and accurate. The system access rights of Successful Bidder personnel must be updated no later than twenty-four (24) hours after notification of the change in status; therefore, the Successful Bidder shall immediately notify the Contract Manager and JIS Information Security of any termination of Successful Bidder personnel or if any approved Successful Bidder personnel no longer require access to an AOC system. The AOC security identification badge and all issued AOC assets must be immediately returned to the Contract Manager.

https://www.marylandtaxes.gov/forms/state-accounting/static-files/GADX10Form.pdf http://www.mdcourts.gov/procurement/index.html

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3. To ensure compliance with the JIS Information Security Policy, the approval, configuration, and monitoring of secured remote access into AOC systems will be processed by JIS staff. All remote connections that utilize a shared infrastructure must utilize encryption for transmission of data and authentication.

4. Any software used to meet the requirements of this solicitation, on any AOC system, must be included in the Bidder’s bid. Software must be assessed by JIS and approved by the JIS Chief Information Officer. At the discretion of JIS, proposed software may be determined to be a risk to system and information integrity security controls and therefore rejected. If software is to be used remotely, the Judiciary shall control the method of access to our network via Virtual Private Network (VPN), firewall configurations, and/or segregating remote machine access within our environment.

5. Bidders using an As-a-Service (e.g., infrastructure, software, platform, hardware) subservice hosting provider (e.g., Microsoft Azure, Amazon Web Services, Google Cloud Platform) must submit a current Service Organization Control (SOC) 2 Type II report, or equivalent (as determined by the AOC), for the subservice and for the As-a-Service service provider. A SOC 2 Type II report for the subservice alone does not meet the requirements of this solicitation.

T. ACCESS AND BACKGROUND CHECKS

1. Successful Bidder may be required to submit the following information for AOC engagements for

Successful Bidder personnel, subcontractors, third-party resources, temporary employees, and training candidates:

a. Full Name.

b. Phone Number.

c. Personal/Private email with no connection to employer.

d. Emergency contact information

2. Site visits to any AOC location must be coordinated by AOC staff with the designated site personnel in advance of any visit.

3. Any Successful Bidder personnel working at AOC locations, or on AOC systems or projects, or who have access to AOC or State criminal data or systems, must be approved in writing by the Procurement Officer prior to beginning work.

4. All Successful Bidder personnel working on AOC premises, property, systems or projects, contracts, or who have access to AOC or State criminal data or systems, may be required to obtain a Criminal Justice Information System (CJIS) State and Federal criminal background check prior to beginning work. The AOC reserves the right to refuse to allow any Successful Bidder personnel to begin work based upon criminal records.

5. All Successful Bidder personnel assigned to work at AOC locations may be required to obtain an AOC security identification badge prior to beginning work, and annually thereafter. The Successful Bidder is responsible for any fees that may be incurred for initial issuance of the badge and for any replacement.

6. The security identification badge shall always be displayed while on AOC premises. To verify identity, the Successful Bidder personnel shall be prepared to provide photo identification upon request by an AOC employee.

7. Successful Bidder personnel are required to immediately notify the Contract Manager, the Administrative Official of the respective department or office or the Contract Manager, if their security identification badge is lost or stolen.

8. The Successful Bidder personnel must notify the Contract Manager and the Administrative Official of the respective department or office, within one (1) business day if any personnel have been arrested, indicted, served with a criminal summons, named in a peace or protective order, or named as a defendant in any civil case. The Successful Bidder personnel are also required to provide regular updated information regarding the status of any of these court actions.

9. The Contract Manager, in conjunction with the Chief of the Office of Security Administration and the Procurement Officer, may impose restrictive conditions in response to prior criminal convictions, pending criminal charges, or a violation of AOC procedures, including removal from the contract, and/or restricted access to AOC locations or systems.

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10. In the event of a security incident or suspected security incident, the Successful Bidder personnel shall immediately notify the Contract Manager:

11. The Successful Bidder personnel shall cooperate fully in all security incident investigations.

12. During the contract, if necessary, for the delivery of goods and services, the Successful Bidder may be provided an AOC asset in the form of a cell phone, laptop, or other electronic device. All AOC devices are the property of the AOC and must be returned in working, acceptable condition at the contract’s conclusion. If said devices are not in working acceptable conditions, Successful Bidder may be responsible for the cost of said device(s). All devices must be regularly updated as specified by the manufacturer and JIS and must adhere to all confidentiality guidelines as provided by JIS and the AOC.

13. If the AOC determines that there is cause for the Successful Bidder’s work to be suspended, the Successful Bidder shall take the following steps:

a. Immediately cease to represent itself as providing services to the AOC.

b. Deliver to the AOC: (a) a report describing the current state of the Deliverables provided by the Successful Bidder under this Agreement and any applicable Statements of Work outstanding as of the date of termination; (b) all AOC Confidential information in its possession or, at AOC’s option, destroy all such AOC Confidential information; and, (c) all work product to the AOC within seven (7) business days as of the date of termination. Work product includes, but is not limited to, works for hire and materials as described in §29.3.

c. The Successful Bidder is responsible for all AOC assets (including but not limited to, laptops, tablets, computers, cell phones, other portable electronic devices, accessories, and peripherals, etc.), that have been provided to the Successful Bidder at the AOC’s cost. All AOC issued assets are required to be surrendered to the AOC within five (5) business days of the termination of services. Assets will be subject to evaluation and can include normal and expected wear and tear but must be functional and operable. Assets that do not meet this condition may be subject to additional charge to the Successful Bidder. Successful Bidder shall be liable to the AOC for all assets not surrendered.

U. REQUIRED POLICIES, GUIDELINES, AND METHODOLOGIES

The Bidder shall be required to comply with all applicable laws, regulations, policies, standards and guidelines affecting information technology projects, which may be created or changed periodically by the AOC. The Bidder shall adhere to and remain abreast of current, new, and revised laws, regulations, policies, standards and guidelines affecting project execution. These may include, but are not limited to:

1. A System Development Life Cycle (SDLC) methodology and framework based on best practices and industry standards, such as the incremental waterfall methodology, and the agile software development framework.

2. The Administrative Office of the Courts Judicial Information Systems Security Policy.

V. SUBSTITUTION OF PERSONNEL

1. Successful Bidder personnel may not be removed from working under the Contract without the express written approval of the Contract Manager, or designee, and shall be subject to the same requirements set forth in Access and Background Check Section of this IFB.

2. The Contract Manager may direct the Successful Bidder to replace any Successful Bidder personnel who, in the sole discretion of the Contract Manager, are perceived as being unqualified, non-productive, unable to fully perform the job duties, disruptive, or known, or reasonably believed, to have committed a major infraction(s) of law, AOC policies, or Contract requirements.

W. END OF CONTRACT TRANSITION

1. The Successful Bidder recognizes that the services under this Contract are vital to the AOC and must be continued without interruption and that, upon Contract expiration, a successor, either the AOC or another contractor, may continue them. The Successful Bidder shall:

a. Furnish phase-in training; and

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b. Exercise its best efforts and cooperation to affect an orderly and efficient transition to a successor.

2. The Successful Bidder shall, upon written notice, (1) furnish phase-in, phase-out services for up to 90 days after the Contract expires and (2) coordinate in good faith a plan with the successor and Contract Manager to determine the nature and extent of phase-in, phase-out services required.

a. The plan shall specify a training program and a date for transferring responsibilities for each division of work described in the plan and shall be subject to the Contract Manager’s approval.

b. The Successful Bidder shall provide sufficient experienced personnel during the phase-in, phase-out period to ensure that the services called for by the Contract are maintained at the required level of proficiency.

END OF SECTION I.

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SECTION II. INSTRUCTIONS TO BIDDERS

A. CONTRACT TYPE

The Contract that results from this IFB shall be based on Fixed Price for the quarterly and annual generator maintenance services, bi-annual Full-Load Testing and Time & Materials for any non-maintenance services.

B. PROCUREMENT METHOD

The Contract resulting from this IFB shall be awarded in accordance with the Invitation for Bids (IFB) process under the Judicial Branch Procurement Policy.

C. AWARD BASIS

After obtaining all required approvals, a contract shall be awarded to the responsive and responsible Bidder(s) submitting the most favorable bid. The AOC intends to make a single award under this IFB.

D. QUESTIONS

1. Bidders shall direct all communication regarding this IFB to the Procurement Officer. Submit questions to the Procurement Officer through the opportunity Q&A section on the Procurement Portal, no later than the date indicated on the solicitation.

2. The Procurement Officer, based on the availability of time to research and communicate, shall answer questions at their discretion prior to the bid closing date.

3. Answers to all substantive questions that are not clearly specific only to one (1) Bidder will be answered via Addenda and will be furnished to all potential Bidders known to have received the IFB as posted on the Procurement Portal.

4. The statements and interpretations contained in responses to any questions, whether responded to verbally or in writing, are not binding on the AOC unless issued in writing as an addendum.

E. BID CLOSING DATE & TIME

1. Bids must be received through the Procurement Portal not later than the date and time indicated on the solicitation. Bidders shall allow sufficient time to complete the submission process on the Procurement Portal. Untimely bids will not be considered.

2. Bids may be modified or withdrawn by the Bidder through the Procurement Portal any time before the date and time set forth in the solicitation.

3. Unless specifically requested, bids not submitted electronically through the Procurement Portal will not be accepted.

F. INCURRED EXPENSES

The AOC will not be responsible for any costs incurred by a Bidder in preparing and submitting a bid in response to this IFB.

G. ECONOMY OF PREPARATION

Bids shall be prepared simply and economically providing a straightforward, concise description of the Bidder’s ability to meet the requirements of this IFB.

H. PUBLIC ACCESS TO JUDICIAL RECORDS

1. Bidders shall specifically identify those portions of its bid that it considers confidential, proprietary commercial information, or trade secrets and provide justification why such materials, upon request, shall not be disclosed by the AOC under Title 16, Chapter 900 of the Maryland Rules.

2. The inspection of Judiciary procurement documents shall be governed exclusively by the Judicial Branch Procurement Policy. Procurement documents are presumed to be open to the public for inspection, except as otherwise provided by the Judicial Branch Procurement Policy.

I. BIDDER RESPONSIBILITIES

1. Bidders shall be responsible for all goods and/or services and requirements set forth in this IFB including the contract performance of any subcontractor participation.

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2. All subcontractors must be identified and a complete description of their role relative to the bid must be included in the Bidder’s bid. If the Successful Bidder requires the use of a subcontractor during the life of the Contract that was not identified in the bid or the role of an identified subcontractor otherwise changes, the Successful Bidder shall obtain approval from the Contract Manager. If applicable, subcontractors utilized in meeting the established MBE or VSBE participation goal(s) shall be identified as provided in the appropriate MBE/VSBE forms attached to this IFB.

3. If a Bidder that seeks to perform or provide the services required by this IFB is the subsidiary of another entity, all information submitted by the Bidder such as, but not limited to, references and financial reports, shall pertain exclusively to the Bidder, unless the parent organization will guarantee the performance of the subsidiary. If applicable, the Bidder’s bid must contain an explicit statement, signed by an authorized representative of the parent organization, stating that the parent organization consents to the terms of the IFB and will guarantee the performance of the subsidiary.

4. A parental guarantee of the performance of the Bidder under this section will not automatically result in crediting the Bidder with the experience or qualification of the parent under any evaluation criteria pertaining to the actual Bidder’s experience and qualifications. The Bidder will be evaluated on the extent to which the AOC 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

AOC.

J. ACCEPTANCE OF TERMS & CONDITIONS

1. By submitting a bid in response to this IFB, the Bidder, if selected for award, shall be deemed to have accepted the terms and conditions of this IFB and the Standard Contract Agreement Sample attached hereto as Attachment A.

2. A bid that takes exception to these terms and conditions may be rejected.

3. 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.

K. ACCEPTANCE OF SERVICES

1. The Contract Manager or his/her designated representative has sole authority to determine the acceptable level of service.

2. When the Contact Manager or his/her designee determines that the Successful Bidder service is unsatisfactory, the Successful Bidder shall return to the site at the request of the AOC, or an authorized designee, and resolve the issue at no additional cost to the AOC.

L. MINORITY BUSINESS ENTERPRISE

MBEs are encouraged to respond to this solicitation notice as Prime Contractors. In order to participate as an MBE in AOC procurements, MBEs must be certified by the Maryland Department of Transportation (MDOT). Additional information regarding certification can be located on the MDOT Website: Social & Economic Mobility Website

1. There is no MBE goal established for this solicitation.

M. VETERAN-OWNED SMALL BUSINESS ENTERPRISE

VSBEs are encouraged to respond to this solicitation notice as Prime Contractors. VSBEs must complete three steps: Supplier Registration, Veteran Verification, and VSBE Certification through eMMA. These steps are outlined by the State of Maryland VSBE program. Additional information regarding certification can be located at: Maryland VSBE Program

1. There is no VSBE goal established for this solicitation.

N. INSURANCE

https://economicmobility.maryland.gov/Pages/default.aspx https://economicmobility.maryland.gov/Pages/default.aspx https://gomdsmallbiz.maryland.gov/Pages/VSBE-Program.aspx

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1. The Successful Bidder shall maintain, at minimum, the insurance coverages outlined in this section, or any minimum requirements established by law, if higher, for the duration of the contract including option periods, if exercised. Evidence that the required insurance coverage has been obtained may be provided by Certificates of Insurance duly issued and certified by the insurance company or companies furnishing such insurance.

2. All insurance policies shall be endorsed to provide that the insurance carrier will be responsible for providing immediate notice to the AOC in the event of cancellation or restriction of the insurance policy by either the insurance carrier or the Successful Bidder, at least thirty (30) days prior to any such cancellation or restriction. All insurance policies shall name as an additional insured the Maryland Administrative Office of the Courts.

3. The requiring of any and all insurance as set forth in this IFB, or elsewhere, shall be in addition to and not in any way in substitution for all the other protection provided under the Contract for acceptance and/or approval of any insurance by the Procurement Officer, and shall not be construed as relieving or excusing the Successful Bidder from any liability or obligation imposed upon it by the provisions of the Contract.

4. The following type(s) of insurance and minimum amount(s) of coverage are required and may be satisfied by either individual policies or a combination of individual policies and an umbrella policy:

a. Commercial General Liability

(1) $1,000,000 combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury, and $2,000,000 annual aggregate.

(2) A combined single limit per occurrence of $2,000,000 is acceptable.

b. Worker’s Compensation

(1) $500,000 each accident.

(2) $500,000 each disease for each employee.

(3) $500,000 each disease per policy limit.

(4) Coverage must be valid in all states where work is performed.

c. Comprehensive Automobile Liability

(1) $1,000,000 Bodily Injury

(2) $1,000,000 Property Damage

(3) The Successful Bidder shall maintain Automobile and/or Commercial Truck

Insurance (including owned, leased, hired, and non-owned vehicles) as appropriate with Liability, Collision, and PIP limits no less than those required by the State where the vehicle(s) is registered, but in no case less than those required by the State of Maryland.

d. The AOC reserves the right to modify, or remove in its entirety, any of the required coverages when in the best interest of the AOC.

5. The insurance required above shall provide adequate protection for the Successful Bidder against claims which may arise from the Contract, whether such claims arise from operations performed by the Successful Bidder or by anyone directly or indirectly employed by the Successful Bidder, and against any special hazards which may be encountered in the performance of the Contract. In addition, all policies required must not exclude coverage for equipment while rented to others.

6. If any of the work under the Contract is subcontracted, the Successful Bidder shall require any subcontractors to obtain and maintain comparable levels of coverage and shall provide the Procurement Officer with the same documentation as is required of the Successful Bidder.

O. BID/PROPOSAL AFFIDAVIT

A bid submitted by a Bidder must be accompanied by a completed Bid/Proposal Affidavit. A copy of this affidavit is included as Attachment B of this IFB.

P. CONTRACT AFFIDAVIT

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All Bidders are advised that if a Contract is awarded as a result of this solicitation, the Successful Bidder will be required to complete a Contract Affidavit. A sample of this Affidavit is included for informational purposes as Attachment C of this IFB. This Affidavit must be provided within five (5) business days of notification of proposed Contract award.

END OF SECTION II.

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SECTION III. SCOPE OF WORK

A. SUMMARY

The Administrative Office of the Courts (AOC) is seeking bids from prospective Bidders to provide a comprehensive maintenance program that provides coverage for mechanical, electrical, and control system components. The comprehensive maintenance plan shall include the inspection, testing, cleaning, lubrication, calibration, repair and replacement of critical parts. Bidders shall provide all labor, equipment, load banks, instrumentation, safety personnel, and documentation necessary to perform a bi-annual full load test of the facility's emergency standby generators. Bi-annual load testing is supplemental to NFPA 110 required testing and does not replace any mandated testing intervals.

B. OBJECTIVES

Judicial Information Services (JIS) is seeking to establish a five (5) year Purchase Order for generator Inspection, Maintenance and Repair for two Rolls Royce generators located at 189 Harry S. Truman Parkway.

The omission of detailed specifications does not limit the quality of service rendered and only the best commercial practices are acceptable. All repairs, maintenance testing and inspections must be performed in accordance with recommended procedures of the Rolls Royce and in a craftsman like manner.

The generators with the following wattage, are as follows:

1. MTU 12V1600 DS600 - DataCenter generator = 600KW

2. MTU 1000RXC - Building generator = 1000KW

C. BIDDER MINIMUM QUALIFICATIONS

1. Bidder shall have at least five (5) years’ experience providing generator full load testing services of a similar size and scope.

2. Bidder shall be a certified MTU/Rolls-Royce Power Systems Authorized Service Partner or

Distributor.

3. Bidder shall have at least one (1) technician, or a combination of technicians, meeting the following minimum requirements:

a. Certified and trained technician(s) for MTU/Rolls-Royce Power Systems.

b. Five (5) years’ experience in commercial power systems.

c. Shall possess, at minimum, and maintain through the life of the Purchase Order, current

NFPA 70E or equivalent training certification, as determined by the AOC.

d. OEM factory training on MTU (Rolls-Royce Power Systems) engines and controls – 4000 series

e. Current EGSA-CT (Electrical Generating Systems Association Certified Technician

Credential)

f. Electrician licensure (Journeyman or higher, where required)

D. SCOPE OF WORK

1. General

a. Bidder provided preventative maintenance must satisfy the manufacturer’s requirements for maintaining warranty coverage and adhere to the manufacturer’s maintenance schedule and procedures for preventative maintenance and repair services.

b. The Bidder shall, prior to commencing work, thoroughly examine and become familiar with the system(s) and associated facilities to ensure the service can be completed in an orderly, safe manner.

c. The AOC shall not be responsible for payment for unauthorized work performed under this Purchase Order or for any work performed by the Successful Bidder that is not authorized by the Contract Manager.

d. The equipment, services and testing defined in this Solicitation constitute the entire bid. No other items are included or implied.

e. Scheduling shall be completed according to current service agreements in your area as close to proper service interval as possible.

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f. All goods and/or service shall comply with applicable OSHA regulations in effect at the time commodities are shipped and/or the service is performed.

(1) Material Safety Data Sheets (MSDS) are required in accordance with applicable regulations.

(2) Material Safety Data Sheets must remain on site immediately after commodities and/or services have been provided.

g. Bidder provided preventative maintenance must satisfy the manufacturer’s requirements for maintaining warranty coverage and adhere to the manufacturer’s maintenance schedule and procedures for preventative maintenance and repair services.

h. The Bidder shall maintain a safe work environment at all times.

(1) The Bidder shall report immediately to the Contract Manager the existence of unsafe condition(s) which may compromise the performance of service.

(2) The Bidder shall take all necessary precautions and shall properly maintain, at all times, all necessary facility safeguards for human protection.

i. All technicians shall complete a service tag/sticker and attach it to the serviced equipment after completion of the services.

(1) The service tag/sticker shall be used to document the date serviced, name of the technician(s), and description of the service(s) performed.

(2) The service tag/sticker must contain adequate space to document future repairs and must be placed in a location to prevent weather related damages.

(3) The technician shall not place the new service tag over preexisting service tags, including tags that have previous history and repairs.

j. The AOC shall not be responsible for payment for unauthorized work performed under this

Purchase Order or for any work performed by the Bidder that is not initially authorized.

k. During the life of the Purchase Order, the AOC may add or remove equipment. The Bidder shall anticipate that any removal of equipment will be accompanied by an addition of equipment (i.e., equipment swap).

l. Bidder shall maintain, for the duration of this project, all state, county, and local licenses and/or certificates in heating, ventilation, and air conditioning maintenance, repair, and installation.

2. Technicians

a. Bidder technicians must wear identification, including a name tag and clothing identifying the Bidder’s company name.

b. All services shall be provided by certified technicians. Non-certified technicians (i.e., helpers) shall not perform any services without supervision from a certified technician.

c. Bidder shall assign a primary technician for the duration of this Purchase Order.

3. Load Bank Requirements

a. Bidder shall provide resistive/inductive load bank(s) of sufficient capacity to supplement facility loads and achieve 100% of generator nameplate kW rating.

b. Load banks shall be UL-listed or equivalent and maintained in calibrated, serviceable condition.

c. Load bank connections shall be rated for the generator output voltage and amperage.

d. Bidder is responsible for all cabling, connectors, and temporary power distribution required to safely connect load banks to the generator output or generator bus.

e. Load bank exhaust shall be directed away from facility air intakes, cooling equipment, and personnel areas.

4. Safety Requirements

a. Bidder shall conduct a pre-test safety briefing with all personnel and the AOC's facilities team before beginning work.

b. All work on energized equipment shall comply with OSHA 29 CFR 1910.269 and applicable NFPA 70E requirements.

c. Bidder shall designate a qualified safety officer on-site for the duration of testing.

d. A documented emergency shutdown procedure shall be established and communicated to all on-site personnel before testing begins.

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e. Bidder shall coordinate with Contract Manager to ensure IT systems, UPS units, and critical loads are protected during ATS transfers.

f. Load bank exhaust and cooling air discharge shall be positioned to prevent re-circulation into facility air systems.

g. Bidder shall immediately notify the Contract Manager of any failure conditions. Testing can be paused or terminated at the Contract Manager’s discretion.

h. Bidder shall coordinate all transfers and testing activities with Contract Manager-approved maintenance windows.

5. Applicable Standards and Codes

a. All work shall comply with the most current adopted editions of the following, as applicable:

(1) NFPA 110 -- Standard for Emergency and Standby Power Systems

(2) NFPA 99 -- Health Care Facilities Code (if applicable)

(3) NFPA 101 -- Life Safety Code

(4) IEEE 446 -- Recommended Practice for Emergency and Standby Power Systems

(5) NEC (NFPA 70) -- National Electrical Code

(6) Local Authority Having Jurisdiction (AHJ) requirements

(7) Generator OEM operation and maintenance manuals

(8) EPA Tier emissions regulations for load bank exhaust (if applicable)

6. Instrumentation and Measurement – Full Load Bank Testing

a. Bidder shall use calibrated instrumentation with current calibration certificates (within 12 months) to measure and record the following at each generator and at the facility bus:

Parameter Minimum Accuracy / Notes

Output Voltage (L-L and L-N, all phases) +/- 1%

Output Current (all phases) +/- 1%

Frequency (Hz) +/- 0.1 Hz

Active Power (kW) +/- 1%

Reactive Power (kVAR) +/- 1%

Apparent Power (kVA) +/- 1%

Power Factor Recorded per phase and total

Engine Coolant Temperature +/- 2 deg F

Oil Pressure (PSI) +/- 2 PSI

Exhaust Temperature Thermocouple or equivalent

Fuel Level and Consumption Rate At test start, midpoint, and end

Ambient Air Temperature At generator inlet and outdoors

ATS Transfer Time (seconds) Measured and recorded per device

Voltage Transient at Load Steps Record dip/recovery time

7. Performance Acceptance Criteria – Full Load Bank Testing

a. The generator system shall be deemed to have passed the full load test only if all the following criteria are satisfied:

(1) Generator starts and reaches rated voltage and frequency within ten (10) seconds of simulated utility failure (Type 10 system).

(2) Voltage remains within +/- 5% of nominal throughout the test at all load levels.

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(3) Frequency remains within +/- 0.5 Hz (or per NFPA 110 Table 7.10.1) throughout the test.

(4) No unplanned shutdowns, alarms, or safety trips occur during the test.

(5) Engine coolant temperature remains within OEM-specified normal operating range.

(6) Oil pressure remains within OEM-specified normal operating range.

(7) No evidence of wet stacking (excessive black/grey exhaust smoke) at full load.

(8) ATS transfer and retransfer operate cleanly with no false trips.

(9) Fuel supply is sufficient to sustain full load for the entire test duration plus 25% reserve.

8. Major (Full-Service) Maintenance:

a. The following services are to be performed once annually:

(1) Lube oil and filters change; parts included.

(2) Replace fuel filter (diesel engines), parts included

(3) Perform oil analysis, testing by 3rd party lab.

(4) Ignition system including points, condenser, cap rotor, coil, and wiring - quote new ones if needed.

(5) Verify fuel supply.

(6) Check air filter, clean as needed, quote new ones if needed.

(7) Visual check for oil, water, or fuel leaks.

(8) Inspect all fuel, oil and coolant hoses.

(9) Inspect complete cooling system, tighten hose connections as needed.

(10) Check antifreeze and adjust freeze point & inhibiting level, parts not included.

(11) Inspect belt condition and tension.

(12) Check engine heater operation.

(13) Check for oil moisture, dirt; clean as necessary.

(14) Check battery charger operation and charge rate.

(15) Check Battery condition and clean connections.

(16) Check emergency system operation without load.

(17) Check frequency and governor operation; adjust as necessary.

(18) Check engine alternator and charge rate.

(19) Check gauges and meters for proper operation and reading levels.

(20) Check generator set auto shutdown system and alarms.

(21) Emergency system operation with load transfer during normal business hours.

Single ATS only with the Contract Manager’s approval.

(22) Check generator output voltage and adjust as necessary.

9. Minor (Inspection) Maintenance

a. Bidder shall provide all parts and labor for preventative maintenance during normal business hours, Monday through Friday, 8:00AM to 4:30PM EDT.

(1) Bidder shall provide a minimum two (2) business days’ notice to the Contract

Manager prior to performing inspection(s).

b. Bidder shall identify and advise the Contract Manager of any additional repair(s) or maintenance work that may be required or recommended to maintain the efficient operation and extend the life of the equipment.

c. The following services shall be performed on a triannual basis:

(1) Verify fuel supply.

(2) Check air filter, clean as needed, quote new ones if needed.

(3) Visual check for oil, water, or fuel leaks.

(4) Inspect all fuel, oil and coolant hoses.

(5) Inspect complete cooling system, tighten hose connections, as needed.

(6) Check antifreeze and adjust freeze point & inhibiting level, parts not included.

(7) Inspect belt condition and tension.

(8) Check engine heater operation.

(9) Check for oil moisture, dirt; clean as necessary. (*Initial charge may apply for units in poor condition)

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(10) Check battery charger operation and charge rate.

(11) Check battery condition and clean connections.

(12) Check emergency system operation without load.

(13) Check frequency and governor operation; adjust as necessary.

(14) Check engine alternator and charge rate.

(15) Check gauges and meters for proper operation and reading levels.

(16) Check generator set auto shutdown system and alarms.

(17) Emergency system operation with load transfer during normal business hours.

Single ATS only with the Contract Manager’s approval.

(18) Check generator output voltage and adjust as necessary.

10. Full Load Bank Testing

a. Pre-Test Activities

(1) Review and confirm generator nameplate ratings, fuel system capacity, and single-line diagrams prior to testing.

(2) Inspect all generators, ATS units, paralleling switchgear, and associated systems for obvious deficiencies.

(3) Coordinate with Contract Manager’s facilities team to establish testing schedule and notification plan.

(4) Submit a test plan, including load step sequence, instrumentation list, safety procedures, and emergency shutdown protocol, for Contract Manager approval at least ten (10) business days before testing.

(5) Verify adequate fuel supply for the full test duration plus a minimum 25% reserve.

(6) Confirm all generator coolant heaters, oil heaters, and block heaters are operational

(cold-start readiness).

b. Full Load Test Execution

(1) Initiate a cold-start test per NFPA 110 Section 8.4.4 – no manual pre-warming or idle period permitted.

(2) Simulate a utility power failure via operation of the ATS test switch or opening of the normal power supply circuit breaker.

(3) Verify generator(s) achieve voltage and frequency within acceptable limits and transfer load within ten (10) seconds for Type 10 systems.

(4) Apply load bank(s) as required to achieve and sustain the following load levels:

1. 25% of nameplate kW rating for a minimum of 30 minutes

2. 50% of nameplate kW rating for a minimum of 30 minutes

3. 75% of nameplate kW rating for a minimum of 60 minutes

4. 100% of nameplate kW rating for a minimum of 60 minutes (or as specified by the Contract Manager)

(5) Total continuous test duration shall be no less than four (4) hours at or above 30% of nameplate kW rating, consistent with NFPA 110 triennial requirements.

(6) Monitor and record all…