835741gcCarroll.pdf

REQUEST FOR PROPOSALS

CONTRACTOR SERVICES

BID# 11-F-1-26/27

CONTRACTORS MUST SUBMIT A PROPOSAL FOR EACH CATEGORY

SEPARATELY. PLEASE DO NOT SUBMIT ALL CATEGORIES IN ONE

PROPOSAL OR IT WILL BE REJECTED. SEPARATE UPLOADS ARE

REQUIRED.

SCOPE OF SERVICES

Carroll County is soliciting technical and cost proposals from qualified contractors to provide open-ended contractor services. These services will be on an as-needed basis and there is no guarantee of the amount of work to be performed. These services will begin at $50,000 and will not exceed $300,000. Contractors responding to this RFP would be expected to be able to perform work up to $300,000. At any time, the county reserves the right to competitively bid and advertise any project that exceeds $50,000. The county also reserves the right to rebid any category at the end of a renewal period or if it is determined additional contractors are needed for the category.

Contractors who are awarded a contract will be required to provide quotes to the county when requested.

Any projects that are State funded will be subject to the requirements of the state grant. Those requirements include but are not limited to Performance/Payment Bonds, Prevailing Wage, MBE goals and the state apprenticeship program. The awarded contractor must be able to comply with these requirements The county, at any time, can elect to publicly advertise a project that is subject to grant requirements.

TERM

The term of the contract shall be for one (1) year from date of execution, with up to four (4), (1) one year renewal options subject to fiscal availability and satisfactory vendor performance.

Renewals are subject to fiscal availability and vendor performance. Vendor performance will include but not limited to multiple attempts of failing to submit a bid when requested by the county either by formally declining to bid or nonsubmittal of bid form.

ADDENDA

Addenda to this RFP may occur at any time prior to the due date. It is the potential bidder's responsibility to frequently visit the Office of Procurement’s web site to obtain amendments once they have downloaded the solicitation. Addenda become part of the RFP and must be acknowledged by the contractor. The County assumes no responsibility for oral instructions.

QUESTIONS OR CLARIFICATIONS

Bidders must submit their questions through the Public Purchase web site, using the instructions below. Questions must be submitted five (5) business days prior to bid opening.

Bidders may submit questions to the agency on specific bids. Click on the title of a bid, on the right of the bid page click [View/Ask Questions] to open a new page that lists all previous questions and answers. Click "Ask a Question," enter your question in the field provided and click "Save" to submit your question. Your question is immediately sent by email to the contact person for the bid. When your question is answered you will be notified by email and the answer may be posted on the bid.

Tip: By using the "Questions" feature your questions and the agency's answers can be posted on Public Purchase making them available to all other vendors that are registered with the agency. If you would like to confidentially submit questions to the agency, contact the bid's main contact.

It will be up to the discretion of the Buyer to decide if questions/answers are confidential.

Answers to questions posted using the Q&A feature on Public Purchase are incorporated and become part of the RFP.

NOTICE OF INTENT TO AWARD

All the Notice of Intent to Award and the Official Award notices will be posted on the Carroll County Website. It is the bidder’s responsibility to frequently visit the Office of Procurement website to obtain up to date information.

QUALIFICATIONS AND SPECIFICATIONS

The County is soliciting proposals for Contractor Services on an on-call basis to establish a pool of skilled, experienced Contractors to perform the services listed below throughout a variety of county facilities. Installations may occur at various locations throughout Carroll County.

The county intends to solicit Contractor services for the following:

General Contracting

• Services may include renovations/repairs to existing facilities and/or construction of new facilities. Work may include any/all Construction Specification Institute divisions of work. This may include but not limited to electrical, heating, ventilation and air conditioning (HVAC), painting, plumbing and sprinkler piping services. Installations may be requested at various locations throughout Carroll County

Concrete Placement for Foundations, Slabs, Exterior Steps and Sidewalks

• foundations and walls for small building additions; installation or repair exterior steps;

installing slabs in existing maintenance buildings; installation of sidewalks.

Electrical Services

• Services required may include but are not limited to; electrical replacements, repairs and/or maintenance, diagnosing and resolving electrical system malfunctions including wiring, circuits, panels and equipment.

It is the County’s intent to contract for the above services separately. If you are interested in more than one service category, then submit separately for each category. Contractors are not required to submit for all categories. All work shall be performed under the direction of the various entities of the Division of Public Works (DPW). This solicitation is comprised of a two part process to include a technical proposal and price proposal.

The General Contracting category will be categorized as such. If you are submitting for this category and perform one or more services listed in the other categories, you should submit a proposal for each category that applies. Projects may only need one of the categories listed and not an overall General Contractor.

Project Assignment and Fee

1. For each project, the county will solicit quotes from at least two or more vendors. The county will negotiate a fee based on the labor rate proposed in the price proposal. The information included in the technical proposal will be instrumental in choosing the contactors for individual projects. The county will require two or more quotes from one or more contractors in the best interest of the county.

When the scope is not well defined, work may be completed on a time and material basis, usually with a not to exceed (NTE) limit. Once the scope is better defined, a fixed fee may be agreed upon.

2. Contractors who fail to provide satisfactory work/performance may be excluded from future assignments under this contract.

3. For any project that exceeds $100,000, a payment and performance bond may be required. The contractor should respond to the RFP with the intent they are able to provide such bonds.

4. If projects are state funded, contractors must be able to provide quotes adhering to the requirements for state funded projects. This includes, but not limited to, prevailing wage, MBE and the State Apprenticeship Program contribution.

5. Proposals will be provided at no charge to the county.

6. Fee proposals will be based on the negotiated, estimated or actual hours worked at the hourly rates awarded in the price proposal. Project fees may be “Time & Materials (T&M) Not to Exceed” or “Lump Sum”, as determined by DPW and to be in the best interest of the county.

T&M Not to Exceed: The contractor will provide an estimate of the maximum expected cost for the agreed scope of work. Upon completion of the work, or portion of the work, the contractor will provide an itemized breakdown of the actual costs incurred in accordance with the rates in the price proposal.

Lump Sum: The contractor will provide a fixed lump sum price based on an agreed scope of work prior to starting the project. This lump sum price proposal will be based on the rates set forth in the price proposal and must be approved prior to start of any work.

The cost for any changes to the original scope of work will be determined by T&M Not to Exceed or Lump Sum.

At any time, the county may authorize the use of subproposals for associated work outside of the contractor’s expertise. The cost for this work will be determined as listed above.

GENERAL PROJECT REQUIREMENTS

Depending on the complexity of the project, the Project Manager may require the following prior to starting the project:

• Construction/Safety Plan

• Drawings

• Schedule of Values

• List of Subcontractors

• Certifications

• Background checks

• Bonds – Performance and/or Payment

• Builders Risk Insurance

• List of Equipment

Work hours, unless directed by the County Project Manager, will be 7:00 a.m. – 4:00 p.m.

Monday through Friday. Depending on the nature of the project, some work may require contractor to work during off hours and weekends. This information would be included in the scope of work provided at the time of the quote.

All work should restore any damage to its original condition and as approved by the County Project Manager.

SUBMITTALS

Proposals are due on or before AUGUST 25, 2026 @ 10:30 A.M. EST and are only accepted electronically through public purchase. It is the responsibility of the contractor to register five days prior to the due date to confirm registration. Failure to register five business days prior will not constitute acceptance of a late submission or submission in any other manner.

Please upload the following, separately, in PDF format. Technical and Price Proposals must be submitted separately, or the proposals will be rejected.

Submittals must not exceed ten, one-sided 8.5” x 11” size sheets (minimum font size is 11 point). The firm’s title page/coversheet will not be included in this sheet count; however, no technical information shall be provided on this sheet. No other enclosures, attachments, brochures, photos, plans, etc. will be accepted. Bids submitted in any other manner will be rejected.

Each proposal submittal shall consist of two separate submission requirements.

1. Technical Proposal

a. Must include the information in the Technical Content.

2. Financial Proposal

a. Must include pricing sheet. Exhibit 1

3. Redacted copies of the Technical and Financial Proposal.

4. References

TECHNICAL CONTENT (Submittals must not exceed ten, one-sided 8.5” x 11” size sheets (minimum font size is 11 point). The firm’s title page/coversheet will not be included in this sheet count; however, no technical information shall be provided on this sheet. No other enclosures, attachments, brochures, photos, plans, etc. will be accepted. Bids submitted in any other manner will be rejected).

Specifically include the following:

GENERAL INFORMATION AND INTRODUCTION (15 POINTS)

• The Company name and address, contact person’s name and e-mail address, telephone and facsimile numbers. Brief history of the company; years the company has been providing the services; owner’s name and manager’s name. What are your areas of expertise? What sets your company apart from others? Describe your working relationship with your subcontractors (if applicable).

QUALIFICATIONS (25 POINTS)

• Submit with your RFP evidence that you are licensed to perform work in the State of Maryland. Submit with your RFP all required registrations, licenses and certificates necessary to perform the scope of work. Please include resumes for staff members to be involved with assigned projects for the categories you are submitting.

EXPERTISE IN CATEGORY (30 POINTS)

• Provide descriptions of at least three (3) projects and overall examples of recent projects that were completed with the abilities you are submitting for in this RFP. Show representative dates, a description of the work performed, and the value of that work.

Include references name and phone numbers of all three projects, who can testify to the work you performed. Experience of your workforce within the trades you provide.

Describe in general any specialized equipment or other specific resources owned by the company. When describing work performed, please include if the work was self-performed or subcontracted. Please include any projects that included state funded requirements and specific experience in working for a government agency.

FINANCIAL CONTENT – (30 Points) – Proposals that score 315 points or less on their technical proposal will not have their financial proposal reviewed and will be disqualified from further evaluation.

• Hourly rates provided on the price proposal form, included in this RFP, shall include all markups including, but not limited to, overhead and profit costs capped at 15%, burden capped at 30% and subject to documentation as requested by the county. These rates will remain firm for the first year of the contract.

• Proposals submitted in response to this RFP are irrevocable 120 days after the proposal due date.

EVALUATION CRITERIA:

The following table is an example of how the Proposals will be scored

Evaluation Criteria Evaluation (1 to 5 points)

Weight (%) Score

General Information and Instruction 15 Qualifications 25 Expertise in Category 30

Technical Score Total Price Proposal 30

Financial Score Total Technical & Financial Score Total 100

*The point evaluation is multiplied by the weight to calculate the score.

Scoring Key:

1 – Poor: Does not meet the requirement.

2 – Fair: Meets some requirements but lacks detail.

3 – Good: Meets most requirements with sufficient detail.

4 – Very Good: Meets all requirements and provides thorough detail.

5 – Excellent: Exceeds requirements with exceptional detail and innovation.

SELECTION PROCESS

This is a two-step process. The technical proposals will be reviewed and scored by the evaluation committee. Once all proposals are reviewed, the committee will meet and come to a consensus.

Once the final scoring for the technical proposals is complete, those scores will be submitted to the Office of Procurement to be verified. Once the scoring is verified, the financial proposals will be released to the evaluation committee. Once the committee has completed the financial scoring, those scores will be sent to the procurement office and added to the technical scores.

The committee will recommend to the Office of Procurement an award to the most responsive, responsible contractor whose proposal is in the best interest of the county. This will be determined on the basis of technical and financial scores. The recommendation will be subject to the approval of the Board of County Commissioners.

The county plans to award up to a maximum of seven (7) contractors in each category. Some categories may have less as determined by the committee.

PRICE SUBMITTALS

1. Prices must remain firm for the first 12 months of the contract. Price increases will not be honored during the first 12 month of the contract.

2. A price escalation may be considered after the first twelve (12) months of the contract for direct increases in product cost or delivery. In any event full documentation for justification must be received in writing. Escalations for profit will not be considered.

3. Any request for price adjustment must be made in writing 90 days prior to the renewal of the contract.

4. It is the contractor’s responsibility to keep price sheets current throughout the life of the contract. With each renewal contract the successful bidder shall supply current price sheets to all user agencies and the Office of Procurement.

5. The county will entertain a request for escalation in accordance with the current Consumer Price Index at the time of the request or up to a maximum 3% increase on current pricing, whichever is lower. For purposes of this section, “Consumer Price Index” shall mean the Consumer Price Index-All Urban Consumers-United States Average – All items (CPI-U), as published by the United States Department of Labor, Bureau of Labor Statistics. The county reserves the right to accept or reject the request for price increase. If the price increase is approved, the price will remain firm for the renewal term requested. Only one request for increase per renewal will be authorized.

RESERVATIONS

The County reserves the right to cancel this RFP at any time after issuance, to reject, in whole or part, any and all proposals received, to waive minor technicalities in proposals, and to negotiate with responsible contractors in any manner necessary to serve its best interests.

The County reserves the right to reject any/all proposals where the available evidence or information does not satisfy the County that the Contractor is qualified to carry out the terms of the contract.

PROCEDUCRE IN THE EVENT OF ONE PROPOSAL

If only one proposal is received in response to the RFP, an award may be made to the Consultant, further negotiations may be conducted, or the proposal may be rejected. If only one proposal is received, the County will still complete the evaluation process to confirm all the evaluation criteria are met. If the proposal is not rejected, further negotiations may be conducted under the following conditions at the sole discretion of the County:

1. The need for the procurement continues.

2. The price and terms of the proposal are fair, reasonable, and responsive.

If the proposal is rejected, new proposals may be solicited.

SERVICE AGREEMENT

The successful bidder shall enter into a Service Agreement. The successful Bidders shall execute a County contract document within ten (10) days of written notification of award. A sample draft agreement is available as a separate document.

A sample draft agreement is attached to the General Instructions for your review. Please do not complete this document as it is a draft. The awarded contractor(s) will receive a fully completed contract for execution once approved by the Board of County Commissioners.

Exceptions, if there are any, to the county’s draft service agreement must be noted on a separate sheet and uploaded to public purchase. Exceptions to the county’s agreement may result in rejection of the proposal. The county will not accept any exceptions to the service agreement after the opening date and time of this solicitation.

County Commissioners of Carroll County Rights and Privileges

The County Commissioners of Carroll County reserve and hold the following rights and options which may be exercised at their sole discretion concerning this RFP:

• The County Commissioners of Carroll County reserve the right to accept or reject any or all Proposals which in their judgment is in the best interest of the Owner or its agent. Contractors are notified that such acceptance or rejection shall be without liability on the part of the Owner for any action brought on by the Contractor because of such acceptance or rejection, nor shall the Contractor seek any recourse of any kind against the Owner because of such acceptance or rejection. The submittal of a Proposal in response to this solicitation shall constitute an agreement of the Contractor to these conditions.

• To select and enter into an agreement with the Contractor which, at the Owner’s sole discretion, best satisfies the requirements and the goals and objectives of the Owner, the best interests of Carroll County, and the public interest in general.

• To terminate or resume the procurement process by written notice to the Contractor for any reason whatsoever.

• To reject or set aside for subsequent reactivation any and all Proposals by written notice to such Contractors for any reason whatsoever.

• At any time after receipt of Proposals, to supplement, amend, or otherwise modify the scope of services by official change order.

• To execute an Agreement with the most responsible and responsive, highest-rated Contractor, as evidenced by the Proposal and any clarifications and changes thereto made during the procurement process, that meets the requirements and evaluation factors as outlined in the RFP and not necessarily with the Contractor that presents the lowest cost to the Owner in its Proposal.

• To seek and receive clarifications of any changes to any Proposal at any time.

• To conduct any clarification process with any Contractor or any two or more Contractors.

• To conduct any scoping meeting(s) in addition to any scoping meeting(s) that may have been conducted during the bidding process before executing a Contract with the selected Contractor.

In said scoping meeting(s), the Owner shall verify any or all item(s) in the Scope of Work meet the intent of the Contract Documents at the sole discretion of the Owner. The Contractor shall provide any source requested by the Owner for the Scope of Work items requiring verification.

The scope of Work to be verified shall include but not limited to the following: the quality and quantity of material(s) to be used on the Project, the expertise and ability of proposed staff to perform the quality of workmanship required, and the kind, quality, quantity, and availability of Contractors resources to deliver the Project on schedule and within the established budget.

• To set or modify any deadline for the completion of any clarification or negotiation phase of the procurement process. • Not to enter the agreement as contemplated in this RFP.

• To designate another body, agency, group, person, or authority to act on behalf of the Owner during the negotiation process or to assist it in the negotiation process.

• To establish minimum qualifications for Trade Contractors, Vendors, and Suppliers and to disapprove proposed Trade Contractors, Vendors, and Suppliers other than those originally included in the team presented in the response to this RFP from each Contractor.

Furthermore, each Contractor, by submitting its Proposal, agrees to hold the Board of Commissioners of Carroll County, Maryland, harmless and free from all liability, loss, injury, lawsuits, and/or cost and expense which might be incurred by such Contractor in responding or as a consequence of its response to this RFP and agrees to waive any claims for damages arising in connection with the procurement process and/or contemplated by this procurement process.