For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/frederickcountymd

FREDERICK COUNTY, MARYLAND

OFFICE OF

PROCUREMENT & CONTRACTING

Winchester Hall, Second Floor 12 East Church Street

Frederick, Maryland 21701

INVITATION FOR BID (IFB) #26-957

Fire Extinguisher Maintenance Services

Bid Due Date:

Wednesday, September 2, 2026, 1:00 pm

Buyer: Kristal McKenrick Phone: (301) 673-0660

Email: kmckenrick@frederickcountymd.gov

Invitation For Bid #26-957 Title: Fire Extinguisher Maintenance Services

Table Of Contents

1. EVENT SUMMARY

2. DEFINITIONS

3. PRE-BID CONFERENCE

4. INQUIRIES AND ADDENDA

5. GENERAL CONDITIONS

6. SPECIAL CONDITIONS

7. SPECIFICATIONS

8. SUBMISSION REQUIREMENTS

9. INSURANCE REQUIREMENTS

10. VENDOR QUESTIONNAIRE

Attachments:

A - SAMPLE_-_Agreement

IMPORTANT: ADVISE THE PROCUREMENT AND CONTRACTING OFFICE IMMEDIATELY IF ANY OF THE ABOVE

DOCUMENTS ARE NOT ENCLOSED

1. EVENT SUMMARY

IFB Number: 26-957

IFB Name: Fire Extinguisher Maintenance Services

Buyer: Kristal McKenrick, Procurement Analyst kmckenrick@frederickcountymd.gov

(301) 673-0660

Bid Submission:

https://procurement.opengov.com/portal/frederickcountymd/projects/280757 Note: Only electronic submissions will be accepted. PLEASE NOTE THAT

REGISTRATION WILL TAKE TWO (2) BUSINESS DAYS.

Agreement Term:

One (1) year

Payment Terms:

Net 30

Grant Funding:

No

Bid Deposit: No, Bid Deposit Amount is not applicable.

Performance Bond:

No, Performance Bond Amount is not applicable.

Payment Bond:

No, Payment Bond Amount is not applicable.

Issue Date: July 23, 2026

Pre-Bid Conference (Non-Mandatory): August 6, 2026, 1:00pm

Microsoft Teams Meeting Meeting Link:

https://teams.microsoft.com/meet/234920 536093914?p=BH1YRd8kvx0P7XNssU Meeting ID: 234 920 536 093 914 Passcode: jV6WE2mc

Questions Due: August 13, 2026, 4:00pm https://procurement.opengov.com/portal/frederickcountymd/projects/280757 https://teams.microsoft.com/meet/234920536093914?p=BH1YRd8kvx0P7XNssU

IFB Due: September 2, 2026, 1:00pm

* Be advised: If County administrative offices have been officially closed for any reason, the Pre- Bid Conference will be rescheduled via Addenda posted on the website the morning after the closing event.

** Be advised: In the event that County administrative offices are closed or delayed on the date that submissions are due, the solicitation will be opened the next business day at the same time indicated in the Event Summary section at the front of this document.

2. DEFINITIONS

A. Addenda – Formal alteration of a solicitation or Agreement in writing (When applicable, Addenda are available on the Office of Procurement & Contracting website.)

B. Agreement – The Invitation for Bid Documents and any addenda, the Contractor’s response to this solicitation, and subsequent Purchase Orders

C. Alternate Bids – A second bid for a single item that intentionally offers a substitute product or service that varies from the stated specifications

D. Bid – All information submitted by the Contractor in response to this solicitation

E. Bidder – Any entity that submits a response to this solicitation

F. Buyer – The County’s Office of Procurement & Contracting Representative for the solicitation and/or the resulting Agreement

G. CO₂ - Carbon Dioxide

H. Contractor – Any bidder; most often the successful bidder

I. County – Frederick County, Maryland

J. Designee – Specifically appointed alternate signatory or decision maker

K. Interested Party – An actual or prospective bidder or Contractor that may be interested in the award of a contract

L. Invitation For Bid (IFB) – All documents identified in the Table of Contents, including any addenda

M. Lb. - Pound

N. P&C – The Office of Procurement & Contracting

O. Purchase Order – The document by which the Contractor receives formal notification to perform work or deliver goods

P. Solicitation – The Invitation for Bid

Q. User Agency – County division, department, or office for which goods and/or services are being purchased

3. PRE-BID CONFERENCE

A. A Pre-Bid Conference will be held to discuss objectives and answer questions relating to this solicitation. Contractor’s attendance is not required but is strongly encouraged. Additionally, attendance may facilitate the Contractor’s understanding of the requirements.

B. It is recommended that Contractors read the solicitation prior to attending the conference.

C. Please confirm attendance by emailing the Buyer and referencing this solicitation and number.

D. If there is a need for language interpretation and/or other special accommodations, please advise the Buyer via email so that reasonable efforts may be made to provide special accommodations.

E. MICROSOFT TEAMS™ MEETING: The Pre-Bid Conference will be an online and virtual

Microsoft Teams™ meeting. However, in the event that a participant has difficulty joining virtually, a phone number for calling into the meeting is available.

Meeting Link:

https://teams.microsoft.com/meet/234920536093914?p=BH1YRd8kvx0P7XNssU

Meeting ID: 234 920 536 093 914

Passcode: jV6WE2mc

Phone: NO VALUE

Phone Conference ID: 792 641 835#

F. If County administrative offices have been officially closed or delayed for any reason, the

Pre-Bid Conference will be rescheduled via Addenda posted on the website the morning after the closing event.

4. INQUIRIES AND ADDENDA

A. The Buyer in P&C is the sole point of contact for this solicitation. Questions concerning this solicitation must be addressed in writing and submitted to the OpenGov Procurement

Portal by Thursday, August 13, 2026 at 4:00 pm.

B. Addenda to solicitations often occur prior to the bid opening, sometimes within a few hours of the opening. It is the potential Contractor’s responsibility to visit the P&C

OpenGov Procurement Portal at https://procurement.opengov.com/portal/frederickcountymd/projects/280757 to obtain Addenda.

5. GENERAL CONDITIONS

5.1. RESERVATIONS

A. The Director of P&C reserves the right to reject any or all proposals or parts of proposals when, in P&C's reasoned judgment, the public interest will be served thereby.

B. The Director of P&C may waive formalities or technicalities in proposals as the interest of the County may require.

C. The Director of P&C reserves the right to increase or decrease the quantities to be purchased at the prices offered. The quantity intended to be purchased and the period and percentage amount of any such reservation will be stated in the solicitation.

D. The Director of P&C reserves the right to award contracts or place orders on a lump sum or individual item basis, or such combination as shall, in P&C's judgment, be in the best interest of the County.

E. The Director of P&C may waive minor differences in specifications provided these differences do not violate the specification intent nor materially affect the operation for which the item or items are being purchased, nor increase the estimated cost of maintenance and repair to the County.

F. The Director of P&C may reject any proposal which shows any omission, irregularity, alteration of forms, additions not called for, conditional or unconditional unresponsiveness, or proposals obviously unbalanced.

G. Responsibility and responsiveness of any Contractor’s proposal will be determined at the sole discretion of the Director of P&C.

5.2. COMPETITION

A. A Contractor may offer only one price on each item though it may have two or more types that meet specifications. Contractors must determine for themselves which to offer. Submission by a single Contractor of more than one price for a single item shall be sufficient cause for rejection of all prices for that item submitted by the Contractor.

https://procurement.opengov.com/portal/frederickcountymd/projects/280757

B. All proposals must be accompanied by descriptive literature as may be called for by the specifications or proposal. Specifications provided are based on County needs and uses, estimated costs of operation and maintenance, and other significant and/or limiting factors to meet County requirements and shall be consistent with County policies. Minimum specifications, and maximum specifications, where included, are not established arbitrarily to limit competition or to exclude otherwise competitive

Contractors.

5.3. PERIOD OF VALIDITY

Unless otherwise specified, all formal proposals submitted shall be irrevocable for 120 days following the proposal opening date, unless the Contractor agrees to an extension. Proposals may not be withdrawn during this period. The County may request an extension of the Period of Validity via email to the Contractor’s representative.

5.4. GOVERNING LAW

A. This contract shall be governed by and construed in accordance with the laws of the State of Maryland without regard to any choice of law principles that would dictate the laws of any other jurisdiction. The parties agree that the exclusive venue for any and all actions related hereto shall be the appropriate Federal or State court located within the State of

Maryland.

B. The laws of the State of Maryland and Frederick County shall govern the resolution of any issue arising in connection with the contract, including, but not limited to, all questions on the validity of the contract, the capacity of the parties to enter therein, any modification or amendment thereto, and the rights and obligations of the parties hereunder.

5.5. DISPUTE PROCEDURES

A. Upon notification of award, non-awarded Contractors may protest the process or award by utilizing the protest procedures available on the P&C website: www.frederickcountymd.gov/procurement

B. After award and during contract performance, the awarded Contractor may dispute proceedings or performance by:

1. Notifying Using Agency in writing on Contractor letterhead of the disputed issues and requesting a meeting to discuss and come to resolution with the Using Agency

Division Director.

http://www.frederickcountymd.gov/procurement

2. If no resolution is reached, the awarded Contractor may notify P&C in writing on

Contractor letterhead of the failure to reach resolution with the Using Agency and request to meet with the Director of P&C to discuss and come to resolution.

3. If no resolution is reached, the Director of P&C may refer the matter(s) to the

Contractor’s Responsibility Board (CRB) for a hearing to reach resolution in accordance with the CRB policy on the P&C website: www.frederickcountymd.gov/procurement. The CRB’s written decision is the final resolution.

C. At any time during the performance of the contract, the awarded Contractor may contact the Director of P&C to request to be heard by the CRB to present information, lodge a complaint, etc.

5.6. NON-WAIVER

Any waiver of any breach of covenants herein contained to be kept and performed by the Contractor shall not be deemed or considered as a continuing waiver and shall not operate to bar or prevent the County from declaring a forfeiture for any succeeding breach either of the same condition of covenant or otherwise.

5.7. COMPLIANCE WITH LAWS

A. If awarded a contract, the Contractor hereby represents and warrants that it:

1. Is qualified to do business in the State of Maryland and that it will take such action as, from time to time hereafter, may be necessary to remain so qualified;

2. Is not in arrears with respect to the payment of any monies due and owing the

County, or any department or agency thereof, including, but not limited to, the payment of taxes and employee benefits, and that it shall not become so in arrears during the term of the contract;

3. Shall comply with all federal, state, and local laws, ordinances, and legally enforceable rules and regulations applicable to its activities and obligations under the contract;

4. Shall eschew any and all forms of employment discrimination and promote equal opportunity in hiring practices as well as the selection of subcontractors for use in any of its projects;

5. Shall procure, at its expense, all licenses, permits, insurance, and governmental approvals, if any, necessary to the performance of its obligations under the contract;

and http://www.frederickcountymd.gov/procurement

6. Agrees that the facts and matters set forth hereafter in the contract and made a part hereof are true and correct.

7. Meets the qualifications required and years of experience stated.

B. In addition to any other remedy available to the County, breach of any of the paragraphs of this clause shall, at the election of the County, be grounds for termination. Failure of the County to terminate the contract shall not be considered or construed as a waiver of such breach nor as a waiver of any rights or remedies granted or available to the County.

5.8. HOLD HARMLESS/INDEMNIFICATION

A. The Contractor shall indemnify and hold the County harmless from and against all liability and expenses, including reasonable attorney's fees, howsoever arising or incurred, alleging damage to property or injury to, or death of, any person arising out of or attributable to the Contractor's performance of the contract awarded, provided that the

Contractor shall not be responsible for acts of negligence or willful misconduct committed by the County, its employees, agents and officials.

B. Any property or work to be provided by the Contractor under this contract will remain at the Contractor's risk until written acceptance by the County; and the Contractor will replace, at Contractor's expense, all property or work damaged or destroyed by any cause whatsoever.

5.9. TERMINATION

A. Termination Prior to Expiration of Term: The County reserves the right to terminate the resulting Agreement at any time, with or without cause, upon thirty (30) days' written notice to Contractor, except that where termination is due to the fault of the Contractor, the period of notice may be such shorter time as may be determined by the Contract

Officer. Upon receipt of any notice of termination, Contractor shall immediately cease all services hereunder except such as may be specifically approved by the Contract

Officer. The Contractor shall be entitled to compensation for all services rendered prior to the effective date of the notice of termination and for any services authorized by the

Contract Officer thereafter in accordance with the Schedule of Compensation or such as may be approved by the Contract Officer. In the event of termination without cause pursuant to this provision, the County need not provide the Contractor with the opportunity to cure.

B. Termination for Default: If termination is due to the failure of the Contractor to fulfill its obligations under this Agreement, County may take over the work and prosecute the same to completion by contract or otherwise, and the Contractor shall be liable to the extent that the total cost for completion of the services required hereunder exceeds the compensation herein stipulated (provided that the County shall use reasonable efforts to mitigate such damages), and County may withhold any payments to the Contractor for the purpose of set-off or partial payment of the amounts owed the County as previously stated.

C. Termination for Non-appropriation: If the County or other funding source fails to appropriate funds or if funds are not otherwise made available for continued performance for any fiscal period or part thereof of the resulting Agreement, the

Agreement shall be cancelled automatically as of the beginning of the fiscal year or part thereof for which funds were not appropriated or otherwise made available; provided, however, that this will not affect either the County's rights or the Contractor's rights under any termination clause in this Agreement. The effect of termination of the

Agreement hereunder will be to discharge both the Contractor and the County from future performance of the Contract, but not from their rights and obligations existing at the time of termination. The Contractor shall be reimbursed for the reasonable value of any non-recurring costs incurred but not amortized in the price of the Agreement. The

County shall make a good faith effort to notify the Contractor as soon as it has knowledge that funds may not be available for the continuation of this Agreement for each succeeding fiscal period or part thereof beyond the first fiscal year.

5.10. MARYLAND REGISTRATION

Contractors must be registered to do business in, and must be in good standing with, the State of Maryland. Contractors not registered must obtain registration information from the Maryland Department of Assessments and Taxation website at: http://dat.maryland.gov or by calling 410-767-1184 or Toll Free 888-246-5941.

5.11. AVAILABILITY OF FUNDS

The contractual obligation of the County under this contract is contingent upon the availability of appropriated funds from which payment for this contract can be made.

5.12. INTEGRATION AND MODIFICATION

These proposal documents, Contractor's response to this solicitation, and subsequent purchase order(s) to the successful Contractor contain the entire understanding between the parties and any additions or modifications hereto may only be made in writing executed by both parties.

5.13. NON-ASSIGNMENT OF CONTRACT

http://dat.maryland.gov/

Neither the County nor the Contractor shall assign, sublet, or transfer its interest or obligations under the resulting contract to any third party, without the written consent of the other. Nothing here shall be construed to create any personal or individual liability upon any employee, officer, or elected official of the County, nor shall the resulting contract be construed to create any rights hereunder in any person or entity other than the parties to this contract.

5.14. RESPONSIBILITY

The Contractor has the burden of demonstrating affirmatively its responsibility in connection with this solicitation, in background, history of projects, years of experience as a contracting firm, project team(s), ability, etc. A Contractor under debarment, or with documented poor performance, or with questionable reputation, or without the required years of operation, or lacking integrity or key personnel, as solely determined by the Director of P&C, may automatically be considered non-responsible in connection with this solicitation. At the sole discretion of the County, a Contractor that has previously failed to perform properly, has failed to timely complete contracts of a similar nature, has failed to complete contracts of a similar nature within budget or with an unreasonable quantity of change orders, or one that investigation reveals is unable to perform the requirements of the contract may be excluded from consideration for award. P&C may request that a Contractor provide documentation necessary for the determination of responsibility. Failure of a Contractor to provide the required documentation may exclude it from further consideration. Final determination of responsibility is determined at the sole discretion of the Director of P&C.

5.15. AFFIDAVIT

The attached affidavit is provided to facilitate compliance with the applicable law and is to be completed and returned with response.

5.16. PUBLIC INFORMATION/PROPRIETARY/CONFIDENTIAL INFORMATION

A. The County operates under the public information law, which permits access to most records and documents under the Maryland Public Information Act (MPIA).

B. Proposals will be available for public inspection after the award announcement, except to the extent that a Contractor designates trade secrets or other proprietary data to be confidential. Material designated as confidential must be readily separable from the remainder of the proposal to facilitate public inspection of the non-confidential portion of the proposal. A Contractor's designation of material as confidential will not necessarily be conclusive, and the Contractor may be required to provide justification why such material should not be disclosed, on request, under the MPIA, General Provisions Article, Sections 4-101 through 4-601 of the Annotated Code of Maryland.

5.17. COOPERATIVE PURCHASE

A. The Contractor may extend all of the terms, conditions, specifications, and unit or other prices of any award resulting from this proposal to any and all other public bodies, subdivisions, school districts, community colleges, colleges, and universities including non-public schools at its own discretion.

B. The County assumes no authority, liability or obligation, on behalf of any other public or non-public entity that may use any contract resulting from this proposal.

5.18. EXCEPTIONS

If the Contractor cannot/ will not meet the terms, conditions, and/or specifications of the solicitation, the Contractor shall furnish a statement on company letterhead providing a complete description of any exceptions to the terms, conditions, and specifications. Failure to furnish exceptions on company letterhead shall be interpreted to mean the Contractor agrees to all terms, conditions, and specifications. Exceptions taken do not obligate the County to change the terms, conditions, and/or specifications. Exceptions to the terms and/or conditions and/or to the County’s standard Agreement may be sufficient cause for rejection of the proposal. Descriptive literature may be used to clarify or be a reference to an exception; however, exceptions shall not be considered by enclosing descriptive literature in itself. The decision of the Director of P&C in accepting or rejecting an exception shall be final. If it is determined that an exception is not acceptable, the proposal may be considered non-responsive at the sole discretion of the Director of P&C.

5.19. CONTRACT SERVICES AGREEMENT

A. The County and Contractor may execute a Contract Services Agreement, which is attached for review, resulting from the award of this solicitation. Exceptions, if any, to the County’s standard Agreement must be noted in the proposal to be considered during consideration of award. Exceptions to the County’s standard Agreement may result in rejection of the proposal.

B. Do not fill in or sign the sample Agreement attached. The County will prepare an

Agreement specific to this solicitation for execution by the successful Contractor.

5.20. REDACTED VERSION

Contractors are encouraged to submit a redacted version of their bid submittal, redacted in accordance with Public Information/Proprietary/Confidential Information. The redacted version shall be kept in County records and utilized for future reference only if requested via the MPIA. In the event no redacted version is submitted with the Contractor’s submitted proposal, the original submitted proposal will be released in response to any MPIA. The redacted version will not be utilized in the process of award. REDACTED

VERSION WILL BE FILED AND ONLY RELEASED IN THE EVENT PROPOSER’S RESPONSES ARE

REQUESTED THROUGH MARYLAND PUBLIC INFORMATION ACT REQUEST.

5.21. AWARD NOTIFICATION

A. Award notification will be by U.S. Mail, email, phone or any combination thereof. All

Contractors that have submitted a proposal will be notified of which Contractor(s) will be awarded prior to final award.

B. The awarded Contractor will be required to return an Insurance Certificate naming

Frederick County as an additional insured, the executed Agreement*, and the Maryland

Registration Certificate of Good Standing.

C. Individuals wishing to contest results of a solicitation may view procedures on the P&C website at www.FrederickCountyMD.gov/procurement.

*As Contractors have had an opportunity to note Exceptions to the Agreement with its proposal submission, execution of the Agreement will require minimal time. PLEASE BE SURE TO READ THE SAMPLE AGREEMENT (within Section Vendor Questionnaire) PRIOR

TO SUBMISSION OF THE PROPOSAL.

5.22. SYSTEM FOR AWARD MANAGEMENT (SAM)

Contractors must not be presently debarred, suspended, proposed for disbarment, declared ineligible or voluntarily excluded from covered transactions with the Federal Government according to the information contained on the website SAM.gov

6. SPECIAL CONDITIONS

6.1. CONTRACTOR'S QUALIFICATIONS

A. Contractors must be engaged in fire protection maintenance and repair services and shall have been actively engaged in this field for a minimum of five (5) years. The Contractor must currently hold a license from the State Fire Marshal to work on portable fire extinguishers. The proposing firm must meet these years of experience, at a minimum, in order to be considered for award.

B. The County reserves the right to inspect the Contractor’s equipment and to perform such investigations as may be deemed necessary to insure that competent personnel and management will be utilized in the performance of this contract.

6.2. AWARD

The County intends to make awards; effectively to the lowest bidding responsive and responsible Contractor.

The Contractor must waive any claim against the County for extra compensation or damages arising out of assignment of work by the County

6.3. AGREEMENT PERIOD

https://www.frederickcountymd.gov/procurement

The contract period shall be for one (1) year commencing on or about September 14, 2026 after approval and proper execution of the contract documents, with a renewal option for four (4) additional years in one-year increments, exercisable at the sole discretion of the County.

6.4. NON-EXCLUSIVITY

Nothing herein is intended nor shall be construed as creating any exclusive arrangement with the Contractor. This contract shall not restrict the County from acquiring similar, equal, or like goods and/or services from other entities or sources.

6.5. INSURANCE REQUIREMENTS

The Contractor shall be required to provide the insurance as outlined in Section Insurance Requirements. All documentation of insurance shall be submitted prior to contract start date. In the event that the necessary insurance cannot be obtained, the County reserves the right to revoke the contract award and award to another firm.

6.6. METHOD OF ORDERING

A. Purchase Orders will be issued from time to time for such quantities as may be required by the County. Purchase Orders issued against the contract, even if not completed within the term of the contract, shall continue to be bound by the terms and conditions until completion.

B. Purchases may also be made with the County’s procurement card (currently

MASTERCARD). The Contractor agrees to accept the card for such quantities as may be required by the County. Contractors are prohibited from charging additional fees over and above its proposal prices to process payments on procurement cards.

6.7. BILLING AND PAYMENT

A. Invoices shall be submitted as required in duplicate for all services performed to 5370

Public Safety Place, Frederick, Maryland 21704 and 7303 Marcie's Choice Lane, Frederick, Maryland 21704.

B. Each invoice shall include the following information:

1. Federal Employer Identification Number (FEIN);

2. Contractor’s name and address;

3. Name of User Agency;

4. Frederick County Contract Number, if applicable;

5. Purchase Order Number;

6. Description of goods provided and/or services performed;

7. Date and length of time of each service performed, if applicable; and

8. Name of individual(s) performing the required services, if applicable.

C. Delivery tickets signed by authorized County personnel shall accompany invoice.

D. Payment shall be made upon receipt of proper invoice from the Contractor and authorized by the County.

E. The County shall not be subject to late fees, fees for use of credit card payment, or additional fees of any kind at any time during the Agreement period.

F. All amounts, costs, or prices referred to herein pursuant to this contract shall be United

States of America currency.

G. Provided that Contractor is not in default under the terms of this Agreement, Contractor shall be paid Net30.

6.8. WARRANTY

A. The Contractor warrants that provided herein to be of the highest quality, complying with the specifications and free from all defects whatsoever in workmanship and materials, for a period of one year from the date of delivery. Replacements and repairs under this warranty are to be made by the Contractor at no cost and to the satisfaction of the

County.

B. The materials supplied by the Contractor shall carry the manufacturer’s standard new material warranty.

6.9. DEFAULT

Upon non-performance or violation of the contract terms, the Contractor will be given one chance, via written communication, to correct deficiencies. Failure to correct the deficiencies stated in the written communication will be cause for the contract to be cancelled or annulled by Frederick County, Maryland in whole by written notice of default to the Contractor. An award may then be made to the next low Contractor. In either event, the defaulting Contractor (or its surety) shall be liable to the County for costs to the County in excess of the defaulted contract prices. Failure of the Contractor to deliver services within the time stipulated on its proposal, unless extended in writing by the Director of P&C shall constitute contract default. In the event that a Contractor exempted from posting a Bid or Performance Guarantee fails to execute and perform any contract awarded to it, it shall forfeit the right to respond on any future County contract for a period of time determined by the Director of P&C and it shall be liable for any costs incurred by the County as a result of its default.

6.10. REFERENCES

References will be verified by the Buyer and the results utilized as part of the determination of a Contractor’s responsibility. Any negativity or uncertainty expressed by references may be used to exclude the Contractor from further consideration for award at the sole discretion of the County. It is in the best interest of the Contractor to CONTACT THE REFERENCES IN ADVANCE to ensure that they are aware that they are being utilized as a reference for this solicitation. Contactors may not use the County as a reference. Any work history the Contractor has with the County will automatically be utilized as part of the evaluation process.

6.11. ADDITIONS/DELETIONS

The County, at its option, may add or delete like or related services and sites as needed at the sole discretion of the Director of P&C. All specifications and requirements of this solicitation will apply to any additions made during the contract term.

6.12. CONTRACT

All questions must be directed to the Buyer for this solicitation. During the solicitation process which begins with the advertisement of the Invitation for Bid, and following the bid opening, Contractors are strongly cautioned not to contact elected officials or County employees regarding the award process. Contact with any entity other than P&C will be deemed as an attempt to influence the award process and will disqualify the Contractor from further consideration in the award process. Inappropriate efforts to lobby or influence individuals or Contractors involved in this bid award may result in dismissal from further consideration, at the County’s sole discretion.

6.13. PRICE ADJUSTMENT

A. Prices offered shall be firm against any increase for one (1) year from the effective date of this contract. Prior to the commencement of subsequent renewal periods, it shall be the Contractor’s responsibility to notify P&C in advance of the renewal date of any requested price changes. Requests made after the renewal date will not be considered.

B. Requests for price adjustments shall be submitted to P&C, not the user agency.

C. The County will entertain requests for escalation in accordance with the current

Consumer Price Index at the time of the request or up to a maximum 5% increase over the current pricing, whichever is lower. (For purposes of this section, “Consumer Price

Index” shall be the Consumer Price Index-All Urban Consumers (CPI-U), Washington-

Arlington- Alexandria, DC-VA-MD-WV, All Items, Not Seasonally Adjusted, 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 a price increase and will do so in writing. If the price increase is approved, the price increase will be effective upon written approval and will remain firm through the renewal period.

D. If a price increase is requested following contract renewal and it has been longer than one year since the last increase, the County may entertain a request for escalation if it is in the County’s best interest. If the price increase is approved, the price increase will be effective upon approval and will remain firm through the renewal period, or for one year, at the County’s sole discretion.

7. SPECIFICATIONS

7.1. BACKGROUND

Frederick County, Maryland (hereinafter "County"), is seeking quotations from qualified fire protection service providers (hereinafter "Contractor") to conduct testing, preventative maintenance, recharging, and repairs to fire extinguishers owned by the County as needed. The services shall ensure that all fire extinguishers remain fully operational and compliant with applicable fire safety regulations and standards.

7.2. TECHNICAL SPECIFICATIONS

A. The Contractor shall provide all labor, equipment, tools, materials, transportation, supervision, and documentation necessary to perform fire extinguisher maintenance services to include, but not limited to, the following:

1. Examination of pressure gauges, hoses, nozzles, cylinders, seals, pins, and operating mechanisms.

2. Recharge of discharged or partially discharged extinguishers.

3. Replacement of defective components as required.

4. Hydrostatic testing where required by applicable standards.

5. Updating service tags and maintenance labels.

6. Issuance inspection and compliance certificates as applicable for maintenance services provided.

7. Preparation of detailed inspection reports and recommendations.

B. The Contractor shall maintain the following fire extinguisher types. Additional types may be added as needed by the County.

1. Dry Chemical Powder (ABC and BC) Fire Extinguishers

2. Carbon Dioxide (CO₂) Fire Extinguishers

3. Foam Fire Extinguishers

4. Class D Fire Extinguishers

7.3. REQUIREMENTS

A. The Contractor shall:

1. Hold and maintain licensing from the State Fire Marshal to work on portable fire extinguishers.

2. Ensure all extinguishers are maintained in a fully operational condition.

3. Recharge extinguishers using approved extinguishing agents compatible with manufacturer specifications.

4. Replacement components must meet manufacturer requirements and specifications.

5. Clearly identify extinguishers requiring replacement due to age, damage, or non-compliance.

6. Refill dry chemical powder extinguishers within five (5) business days.

7. Complete hydrostatic testing and six (6) year maintenance services within ten (10) business days.

8. Pick up fire extinguishers within five (5) business days of notification.

a. Minimum pick up quantity of six (6) fire extinguishers.

9. Conduct maintenance services and/or pick up and drop off fire extinguishers at the following locations:

i. 1501 Tilco Drive, Frederick, Maryland 21704

ii. 7303 Marcie's Choice Lane, Frederick, Maryland 21704

10. Perform services during normal business hours unless otherwise authorized.

11. Minimize disruption to facility operations.

12. Adhere to all applicable health, safety, and security requirements.

13. Ensure only qualified technicians perform all work.

B. Deliverables. The Contractor shall provide all applicable documentation for services rendered including, but not limited to, the following:

1. Extinguisher service checklist.

2. Asset register identifying extinguisher type, serial number, location, capacity, and service status.

3. Maintenance and recharge records.

4. Hydrostatic test certificates where applicable.

5. Summary report identifying deficiencies and corrective actions.

6. Certificate of compliance upon completion of services.

8. SUBMISSION REQUIREMENTS

8.1. SUBMISSION OF RESPONSE

A. Please be advised that hand-delivered solicitation responses will not be accepted as P&C has moved to online bid submission via OpenGov Procurement. Registration information is available at https://procurement.opengov.com/signup . PLEASE NOTE REGISTRATION

TAKES A MINIMUM OF TWO BUSINESS DAYS. Frederick County, Maryland is not responsible for inability to submit a response.

B. Bids are submitted electronically through the OpenGov website only.

C. NO LATE RESPONSE WILL BE ACCEPTED OR CONSIDERED.

8.2. BID OPENING

A. Bid submissions are due on or before the due date and time indicated in the Pertinent

Information section at the front of this document. Late bids will not be accepted, opened, considered or awarded. In the event that County administrative offices are closed or delayed the date that bid submissions are due, the bid will be opened online the next business day at the same time indicated in the Pertinent Information section at the front of the document.

B. All bids submitted will be opened publicly. Prices will be read aloud. Indications of “low bidder” do not necessarily reflect the responsiveness or responsibility of the bidder and may not accurately reflect which Contractor may ultimately be awarded.

C. Bids will be opened via Microsoft Teams™.

Meeting Link:

https://teams.microsoft.com/meet/21735457692724?p=X7mWDDgdtUjUOGRxAm

Meeting ID: 217 354 576 927 24

Passcode: En72tP9x https://procurement.opengov.com/signup https://teams.microsoft.com/meet/21735457692724?p=X7mWDDgdtUjUOGRxAm

Dial in by Phone

Phone Number: 667-217-6643

Phone Conference ID: 534 146 557#

8.3. INSTRUCTIONS

A. Bid responses must be submitted electronically through the OpenGov Procurement Portal at https://procurement.opengov.com/portal/frederickcountymd/projects/280757.

B. All submissions must be signed by an authorized officer or agent of the Contractor submitting the response must be entered into OpenGov no later than the time and date indicated. Responses received after the time and date indicated will not be accepted or considered.

C. The submission of a bid is an agreement to all the terms, conditions, and specifications provided herein and in the various documents, unless specifically noted otherwise in the bid.

D. Each bid will be accompanied by the Affidavit regarding price fixing, gratuities, bribery, and discriminatory employment practices. When the Contractor is a corporation, a duly authorized representative of said corporation must execute the Affidavit. The Affidavit is provided in the solicitation package.

E. If a discrepancy in or omission from the specifications is found, or if a Contractor is in doubt as to their meaning, or feels that the specifications are discriminatory, the

Contractor must notify P&C in writing not later than five days prior to the scheduled bid opening. Exceptions taken do not obligate the County to change the specifications. P&C will notify all Contractors of any changes, additions, or deletions to the specifications by

Addenda posted on the P&C website (http://frederickcountymd.gov/procurement).

F. The County will assume no responsibility for oral instructions or suggestions. All official correspondence in regard to the specifications will be issued by P&C.

8.4. SUBMISSION OF BID DOCUMENTS

A. Contractors are required to include the following documents with their bids:

1. Price Page No. 1

2. Price Page No. 2

3. Acknowledgement of Addenda

4. Contractor’s Reference Information https://procurement.opengov.com/portal/frederickcountymd/projects/280757 http://frederickcountymd.gov/procurement

5. Affidavit

6. Certifications of Compliance

7. Insurance Requirements

8. Redacted Version (if none is supplied, the original will be produced in response to future MPIA)

9. Exceptions, if applicable

B. Failure to return required documents may be cause for rejection of bid.

9. INSURANCE REQUIREMENTS

9.1. INSURANCE REQUIREMENTS

Work shall not commence for Frederick County, Maryland until evidence of all required coverage is approved by the Office of Risk Management.

COMMERCIAL GENERAL LIABILITY coverage with minimum limits of:

$1,000,000 per Occurrence; $2,000,000 Aggregate

$2,000,000 Prod/CO Aggregate

Frederick County, Maryland must be added as an Additional Insured.

Additional insured must include Completed Operations.

AUTO LIABILITY coverage with minimum limits of:

$1,000,000 Combined Single Limit or $1,000,000 each Person, $1,000,000 each Accident, $1,000,000 Property Damage

WORKERS’ COMPENSATION coverage meeting all statutory requirements of the State of Maryland

Employers Liability with minimum limits of:

$1,000,000 per Accident, $1,000,000 per Employee; and $1,000,000 per Policy

NOTE: Out of State employers must show evidence of coverage in Maryland.

OR, if there are no employees, Workers’ Compensation Waivers must be completed.

PLEASE NOTE THE FOLLOWING:

A. A certificate of insurance showing these coverages must be provided to Frederick

County Office of Risk Management. The Certificate Holder must be:

Frederick County, Maryland

Office of Risk Management

12 East Church Street

Frederick, Maryland 21701

B. If the County requires additional insured status, the blanket endorsement(s) for such must be provided upon request.

C. If any primary policy’s limits fall short of the stated requirements, a certificate shall be provided for all any excess policies that supplement or extend these limits.

D. Required insurance is primary and non-contributory, which should be stated on the certificate of insurance.

E. Required insurance must be maintained for the duration of the contract or business relationship.

F. If applicable, the Contractor shall assure that all subcontractors and independent contractors performing services for the County carry identical insurance coverage as required of the contract, either individually or as an Additional Insured on the policies of the Contractor. Exceptions may be made only with the approval of the County.

G. Contractor shall indemnify Frederick County, Maryland for any uninsured losses relating to contractual services involving subcontractors, including workers' compensation claims and the cost of defense.

H. The Contractor shall not commence work for Frederick County, Maryland until evidence of all required coverage is approved by the Office of Risk Management.

I. Should any of the above described policies be cancelled before the expiration date thereof, notice will be delivered in accordance with the policy provisions.

J. The Contractor will not hold Frederick County, Maryland liable for any injuries to the employees, servants, agents, subcontractors or assignees of the contract arising out of or during the course of services relating to this agreement.

K. The providing of any insurance required herein does not relieve the Contractor of any of the responsibilities or obligations assumed by the Contractor in the contract awarded or for which the Contractor may be liable by law or otherwise. Approval of the insurance by the County shall not in any way relieve or decrease the liability of the Contractor.

L. All of the above coverages must be written by a carrier with a minimum A.M. Best rating of A- or better AND a financial size classification of VI or higher. All insurance policies must also be underwritten by companies licensed to do business in the State of

Maryland and all certificates must include an authorized signature.

10. VENDOR QUESTIONNAIRE

1. Complete Price Page No. 1*

Please download the below documents, complete, and upload.

• PRICE_PAGE_NO_1.pdf

*Response required

2. Price Page No. 2*

Please download the below documents, complete, and upload.

• PRICE_PAGE_NO_2.pdf

*Response required

3. Acknowledgement of Addenda*

Please download the below documents, complete, and upload.

• ACKNOWLEDGEMENT_OF_ADDENDA.pdf

*Response required

4. Reference Information*

Please download the below documents, complete, and upload.

• CONTRACTORS_REFERENCE_INFOR...

*Response required

5. Affidavit Form*

Please download the below documents, complete, and upload.

• AFFIDAVIT.pdf

*Response required

6. Two Certifications of Compliance*

Please download the below documents, complete, and upload.

https://government-project.s3.us-west-2.amazonaws.com/280757/055f2f81-c020-4049-89c0-1c730c31aae3_PRICE_PAGE_NO_1.pdf https://government-project.s3.us-west-2.amazonaws.com/280757/b392a6d8-a589-4f4c-af40-2777227b7fcf_PRICE_PAGE_NO_2.pdf https://government-project.s3.us-west-2.amazonaws.com/280757/e240bb49-a2f5-4252-b242-2f85453568fd_ACKNOWLEDGEMENT_OF_ADDENDA.pdf https://government-project.s3.us-west-2.amazonaws.com/280757/2c118c1f-a9c2-4ce3-a79b-527f43624567_CONTRACTORS_REFERENCE_INFORMATION.pdf https://government-project.s3.us-west-2.amazonaws.com/176143/bc337cb1-6278-40c1-be34-6ed1b0e14b48_AFFIDAVIT.pdf

• TWO_CERTIFICATIONS_OF_COMPL...

*Response required

7. Insurance Requirements*

Please download the below documents, complete, and upload.

• INSURANCE_REQUIREMENTS.pdf

*Response required https://government-project.s3.us-west-2.amazonaws.com/176143/a08b0d0c-c9bc-4dff-8b77-980becef720a_TWO_CERTIFICATIONS_OF_COMPLIANCE.pdf https://government-project.s3.us-west-2.amazonaws.com/280757/2d5587cd-c597-43f0-9f13-fd4dd0dbe8bb_INSURANCE_REQUIREMENTS.pdf