837032mddotRTU2COMP27SB.pdf

REPLACEMENT OF RTU #2 AT DISTRICT 4 OFFICE

Solicitation #: RTU2COMP27SB IFB Document

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STATE OF MARYLAND

STATE HIGHWAY ADMINISTRATION

SHA

INVITATION FOR BIDS (IFB)

REPLACEMENT OF RTU #2 AT THE DISTRICT 4 OFFICE

IFB NUMBER: RTU2COMP27SB

ISSUE DATE: AUGUST 4, 2026

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

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

NOTICE TO BIDDERS

SMALL BUSINESS RESERVE PROCUREMENT

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

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

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

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

Amendment on eMMA.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

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

IFB Document

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KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for Bids Maintenance

Solicitation

Number:

RTU2COMP27SB

IFB Issue Date: AUGUST 4, 2026

IFB Issuing

Office:

D4 MAINTENANCE

Procurement

Officer:

DIANE EVANS

320 WEST WARREN ROAD

HUNT VALLEY MD 21030

Email:

Phone Number:

DEVANS@MDOT.MARYLAND.GOV

410-229-2363

Bids are to be sent to:

Submit on emma.maryland.gov under Solicitation Number

RTU2COMP27SB

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

Pre-Bid

Conference:

NO PRE-BID

See Section 4.3 for additional details.

See Attachment 2 to RSVP by NO PRE-BID

Scheduled Site

Visit

PLEASE CALL JOHN PROVAZANO

JPROVAZANO@MDOT.MARYLAND.GOV OR 433-604-5023

Site Visit Location:

DISTRICT 4 OFFICE

320 WEST WARREN ROAD

HUNT VALLEY MD 21030

AS REQUESTED

To attend the site visit please contact the JOHN PROVAZANO via

Email no later than AUGUST 25, 2024 @ 12:00 PM.

Questions Due

Date and Time:

JOHN PROVAZANO via Email no later than AUGUST 24, 2026 @

12:00 PM. Local Time mailto:JPROVAZANO@MDOT.MARYLAND.GOV

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Bid Due (Closing)

Date and Time:

AUGUST 26, 2026 @ 9:30 AM Local Time

Public Bid

Opening Date, Time, and

Location

AUGUST 26, 2026 @ 9:30 AM Local Time

NO PUBLIC BID OPENING

BIDS WILL BE OPEN ELETRONICALLY AT THIS TIME

MBE/DBE

Subcontracting

Goal:

An overall Minority Business Enterprise (MBE) or Disadvantaged

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

VSBE

Subcontracting

Goal:

This solicitation includes a VSBE participation Goal of zero percent.

Procurement

Method:

A Contract will be awarded in accordance with the Competitive Sealed

Bidding method under COMAR 21.05.02.

Multiple or

Alternate Bids:

Multiple or alternate Bids will not be accepted.

Contract Type: Fixed Price

Contract

Duration:

COMPLETEION DATE DECEMBER 31, 2027 OR SOONER

Primary Place of

Performance:

DISTRICT 4 OFFICE

320 WEST WARREN ROAD

HUNT VALLEY MD 21030

SBR Designation: Yes

Federal Funding: No

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1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

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

1. The contractor shall have been established for a minimum of five (5) years.

2. The owner(s)/principal(s) of the company shall have been in the commercial HVAC business for a minimum of five (5) years, maintain current State of Maryland HVAC Master Technician

License, and have available a minimum work force of two (2) State of Maryland licensed commercial HVAC Journeyman Technicians with a minimum of five (5) years commercial

HVAC experience each. Vendor shall provide documentation of license and commercial experience for technicians when requested by State Highway Administration. All work performed under the contract shall be completed by technicians that hold a current State of Maryland HVAC Journeyman License. The technicians shall be familiar with electrical, oil, and gas fired heating/cooling equipment. Proof of Vendor’s qualifications may be requested at SHA’s sole discretion.

3. The contractor shall have twenty-four (24) hour emergency service.

4. The contractor shall have in-house capabilities for refrigeration, sheet metal, brazing and pipefitting. The contractor shall be experienced in the installation and service of RTU Package systems, rooftop heating and air conditioning up to 10 tons

5. The contractor shall provide a statement on the recovery and recycling procedures used for refrigerants as well as documentation as required under EPA regulations regarding the use of

CFC’s.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

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2 Contractor Requirements: Scope of Work

2.1 Summary Statement

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

(“State”):

PROJECT DESCRIPTION: WORK INCLUDES THE DEMOLITION, REMOVAL,

INSTALLATION AND COMISSIONING OF A REPALCEMENT OF A 10 AND 15 TON

COMPRESSOR FOR A TRANE ROOFTOP UNIT #2 LOCATED AT THE DISTRCIT 4

OFFICE BUILDING AT 320 WEST WARREN ROAD HUNT VALLEY MD 21030

I. OBJECTIVE:

The Maryland State Highway Administration, District - 4 Office, is soliciting a licensed HVAC Contractor to perform but not limited to the removal/replacement of a 10 and 15-ton tandem scroll RTU-2 compressors at the Administration’s District – 4 Office located at 320 West Warren Road Cockeysville, Maryland 21030.

The successful contractor shall furnish all supervision, labor, tools, transportation, equipment, and materials necessary to perform all work in accordance with this specification and scope of work in the manner called for, and to the satisfaction of the

State Highway Administration Office of Maintenance (OOM). Vendor is to use best practices established in the industry to perform this work. All work to be done in a safe manner, adhering to OSHA and MOSH regulations and standards. Vendor shall be licensed to perform work in the State of Maryland.

II. General:

Work Hours

All work shall be performed within regular working hours. If work must be performed during off hours, the bid should reflect the extra cost accordingly and is subject to approval.

Warranty

The new compressors and associated refrigerant piping shall be warranted for a period of 1 year.

The Contractor shall provide all the material and labor for the replacement and repairs of any components. The warranty period shall start with the Owner’s acceptance date of the project.

For information or clarification, please contact: John Provenzano (443-604-5023) or

Jprovenzano@mdot.Maryland.gov mailto:Jprovenzano@mdot.Maryland.gov

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III. SERVICES TO BE PROVIDED:

RTU 2

Make: Trane

Model: SFHFF504

Compressor – 1

Make: Trane

Type Standard Scroll

Model: CSHA093K0E00

Serial: 08465N0B1A

Part: 570010100400

Refrigerant: 407-C

Oil Type POE

Capacity 120 000Btu/Hr

Compressor – 2

Make: Trane

Type Standard Scroll

Model: CSHA140K0E00

Serial: 08471X61A

Part: 570010150400

Refrigerant: 407-C

Oil Type POE

Capacity 180 000Btu/Hr

Scope

Compressor 1 and Compressor 2 have failed and require replacement. The following items shall be included in the scope.

1. Recover the existing 407-C refrigerant.

2. Flush the refrigerant circuit of contaminants and residual compressor oil.

3. Replace both compressors in kind or as approved by Owner.

4. Replace the filter/dryer with removable core cartridge type and isolation valves for dryer.

5. Provide and install new Rawal APR valve Model APR 3.5. Valve shall be installed across both compressors. Install APR valve per manufacturer’s installation manual.

6. Provide new crankcase heaters for both compressors.

7. Wire the compressors and controls as required.

8. Pressure test refrigerant circuit with nitrogen at 150 PSI for a minimum of 3 hours.

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9. Apply a vacuum of at least 500 microns

10. Recharge with new R-407-C and test for leaks

11. Perform start-up and complete start-up checklist based upon manufacturer’s manuals. Verify operation of the compressor and APR Valve for at least one hour.

12. Test acidity of circuit and provide acid neutralizer (acid-away) as needed.

13. Provide documentation for acidity testing.

14. Ensure that suction line piping is re-Insulated with correct insulation where required.

15. Provide a written report showing the resultant start-up conditions. Report shall include but not limited to: operating pressures for the system (liquid and suction pressures based on the specific outside air temperature), superheat, sub-cool, supply air temperature, and all pressure testing and vacuum test time durations.

16. After 1 (one) week of system operation, retest the system including acid testing and provide a written report.

17. A list of findings addressing issues to the operation of the unit shall be documented. For any and all components found faulty, the technician will be required to provide the model number.

18. The Control Company “Control Sources” are to be subcontracted out as part of this scope and are to be present when the Old compressors are disconnected and the new compressors are reconnected electrically and from a control perspective. Control Sources will then verify that the new compressors are controlled correctly as originally intended. A formal report must be produced by Control Sources confirming this. The contact details for this company as follows:

Control Sources LLC Baltimore, Maryland 21221 (410) 574-8400

19. It is important that the wiring for the compressors and in the unit be kept tidy and in the condition that they were found. All changes and terminations must be neat and labelled correctly.

20. The contact breakers are to be inspected and replaced as needed.

Ensure all works are carried out in the presence of a Licensed and insured HVAC Master Technician. The

Technician will also be required to sign off all documentation and reports generated under this scope of work.

A. GENERAL INFORMATION

1. All work shall be done in accordance with federal, state, local, and National

Electrical Code (NEC).

2. The contractor is to use best practices established in the construction industry to perform and complete this work. All work to be done in a safe manner, adhering to

OSHA, MOSH, SMACNA and International Mechanical codes/regulations and standards.

3. The contractor shall be responsible for maintaining a safe and secure worksite for the duration of the project. The contractor shall maintain all work and staging areas sin a neat and presentable condition. Upon completion of assigned work, the contractor shall daily collect and remove all debris and trash caused by the work and dispose of it properly. Cleanup shall be performed to the satisfaction of Maryland State

Highway Administration (SHA). The area around the worksite shall be kept clean and free from debris daily during the progress of work. The contractor shall immediately notify the District Project Manager of any damages to the facilities as a result of the Vendor’s operations.

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4. The contractor shall be solely responsible for furnishing all supervision, labor, equipment, hoist/crane, tools, transportation, and materials necessary to perform all work in accordance with this specification and scope of work in the manner called for, and to the satisfaction of the Maryland State Highway Administration Office of

Maintenance (OOM).

5. Power outages are to be coordinated and scheduled as to not interfere with Maryland

Department of Transportation (MDOT) business.

6. Before any work begins, wiring diagrams, equipment, materials lists and schedules shall be submitted to the District Project Manager and SHA for approval.

7. At the conclusion of the project, provide a written certification to District Project

Manager and SHA that all work has been provided in accordance with the Contract

Documents and a written warranty against the occurrence of defective materials and workmanship. All standard manufactures and installation warranties applied with this project.

8. The contractor shall provide the District Project Manager with contact information for all key personnel directly related to the project. The District Project Manager shall be notified immediately in writing of any changes to the contract information.

B. STARTUP SERVICE:

1. Engage a factory-authorized service representative to perform startup services.

2. Complete installation and startup checks and testing according to manufacturer’s written instructions and perform the following:

• Inspect for visible damages to the unit casing.

• Inspect for visible damages to the compressor, coils, and fans.

• Verify that the labels are clearly visible.

• Verify that the clearances have been provided for services.

• Verify that the controls are connected and operable.

• Verify that filters are installed and clean.

• Clean condenser coils and inspect for construction debris.

• Verify gas pipe layout, location, and configuration to determine applicability and must comply with 2018 Marland Fuel Gas Code.

• Remove packing from vibration isolators.

• Inspect operation of barometric relief dampers.

• Verify lubrication on fan and motor bearings.

• Inspect fan-wheel rotation for movement in the correct direction without vibration and binding.

• Adjust fan belts to proper alignment and tension.

• Start unit according to manufacturer’s written instructions.

• Perform startup and provide completed functionality report to SHA.

3. Inspect and record performance of interlocks and protective devices; verify sequences.

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4. Operate units for an initial period as recommended or required by manufacturer.

5. Calibrate control thermostats.

6. Adjust and inspect high-temperature limits.

7. Inspect outdoor-air dampers (economizers) for proper stroke and interlock with return-air dampers.

8. Start refrigeration cycle and measure and record the following when ambient is a minimum of 15 deg F (8 deg C) above return-air temperature:

• Coil leaving-air, dry- and wet-bulb temperatures.

• Coil entering-air, dry- and wet-bulb temperatures.

• Outdoor-air, dry-bulb temperature.

• Outdoor-air-coil, discharge-air, dry-bulb temperature

9. Inspect controls for correct sequencing of heating, mixing dampers, economizing, cooling cycle, normal working operation, and emergency shutdown.

10. Measure and record the following minimum and maximum airflows. Plot fan values on fan curve.

• Supply-air volume.

• Return-air volume.

• Relief-air volume.

• Outdoor-air intake volume.

11. Simulate maximum cooling demand and inspect the following:

• Compressor refrigerant suction and hot gas pressures.

• Short circuiting of air through condenser coil or from condenser fans to outdoor-air intake.

C. MISCELLANEOUS

1. The contractor shall maintain and keep in force throughout the life of the contract and extensions, the requirements specified below. Failure of the contractor to comply with these requirements will be sufficient grounds for Maryland Department of Transportation-State Highway Administration to declare the contract in default and terminate the agreement in accordance with the terms of Termination for Cause and Mutual Agreement Specifications.

2. Coordinate with John Provenzano (jprovenzano@mdot.maryland.gov) and/or

District 4 POC for access and scheduling.

It is the State’s intention to obtain goods and services, as specified in this IFB, from a contract between the selected Bidder and the State.

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

Basis for more Contract award information.

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

Contract.

IFB Document

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2.2 Background and Purpose

A. Payment Information (reference to Standard Terms)

B. Work Orders (reference to Standard Terms)

C. Security Requirements (reference to Standard Terms)

D. Insurance Requirement

E. Heading for agency requirements

F. Heading for agency requirements

G. Heading for agency requirements

2.3 Supplemental Category of Work Requirements and Responsibilities

N/A

See the attached <<Name of the Supplemental>> associated with this solicitation.

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3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

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

3.2 End of Contract Transition

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

3.3 Invoicing

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

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

A. Contractor name and address;

B. Remittance address;

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

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

E. Invoice date;

F. Invoice number;

G. State assigned Contract number;

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

I. Goods or services provided;

J. Amount due; and

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

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

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

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

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

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

3.3.1 Invoice Submission Schedule

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

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

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

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

3.3.2 Travel Reimbursement

Travel will not be reimbursed under this IFB.

3.4 Liquidated Damages

3.4.1 Problem Escalation Procedure

No later than ten (10) Business Days after notice of recommended award or after the date of the

Notice to Proceed, whichever is earlier, the Contractor must provide, and thereafter, maintain a

Problem Escalation Procedure (PEP) for both routine and emergency situations. The PEP must state how the Contractor will address problem situations as they occur during the performance of the Contract, especially problems that are not resolved to the satisfaction of the State within appropriate timeframes and must include:

A. Contact information

B. The process for establishing the existence of a problem;

C. Names, titles, and contact information for progressively higher levels of personnel in the Contractor’s organization who would become involved in resolving a problem;

D. For each individual listed in the Contractor’s PEP, the maximum amount of time a problem will remain unresolved with that individual before the problem escalates to the next contact person listed in the Contractor’s PEP;

E. Expedited escalation procedures and any circumstances that would trigger expediting them;

F. The method of providing feedback on resolution progress, including the frequency of feedback to be provided to the State;

G. Contact information for persons responsible for resolving issues after normal business hours (e.g., evenings, weekends, holidays) and on an emergency basis; and

H. A process for updating and notifying the Contract Monitor of any changes to the PEP.

I. The PEP must be updated within ten (10) Business Days after any change in circumstance which changes the PEP but not less than annually within ten (10)

Business Days after the start of each Contract year .

Nothing in this section shall be construed to limit any rights of the Contract Monitor or the

State which may be allowed by the Contract or applicable law.

3.5 Payments by Electronic Funds Transfer

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

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

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

Vendor Electronic Funds (EFT) Registration Request Form.

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

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

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

DX10Form20150615.pdf.

3.6 Prompt Payment Policy

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

Prompt Payment Policy Directive issued by the Governor’s Office of Small, Minority & Women

Business Affairs (GOSBA) and dated August 1, 2008. Promulgated pursuant to Md. Code Ann., State Finance and Procurement Article, §§ 11-201, 13-205(a), and Title 14, Subtitle 3, and

COMAR 21.01.01.03 and 21.11.03.01, the Directive seeks to ensure the prompt payment of all subcontractors on non-construction procurement contracts. The Contractor shall comply with the prompt payment requirements outlined in the Contract; Section 31 “Prompt Pay Requirements”

Additional information is available on GOSBA’s website at:

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

3.7 Conflict of Interest Affidavit and Disclosure

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

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

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

21.05.08.08.

3.8 Maryland Healthy Working Families Act Requirements

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

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

Healthy Working Families Act Information: https://dllr.state.md.us/paidleave/.

3.9 The State of Maryland’s Commitment to Purchasing Environmentally

Preferred Products and Services (EPPs)

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

https://dllr.state.md.us/paidleave/ https://trackbill.com/bill/maryland-house-bill-629-environmentally-preferable-procurement-maryland-green-purchasing-committee/647077/

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3.10 Insurance Requirements

The Contractor shall maintain, at a minimum, the insurance coverages outlined below, or any minimum requirements established by law if higher, for the duration of the Contract, including option periods, if exercised:

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

A. Commercial General Liability - One million dollars ($1,000,000) combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury and three million dollars ($3,000,000) annual aggregate. The minimum limits required herein may be satisfied through any combination of primary and umbrella/excess liability policies.

B. Worker’s Compensation - The Contractor shall maintain such insurance as necessary or as required under Workers’ Compensation Acts, the Longshore and Harbor Workers’

Compensation Act, and the Federal Employers’ Liability Act, to not be less than. one million dollars ($1,000,000) per occurrence (unless a state’s law requires a greater amount of coverage). Coverage must be valid in all states where work is performed.

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

Compensation Insurance and professional liability.

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

Procurement Officer in writing, if policies are canceled or not renewed within five (5) days of learning of such cancellation or nonrenewal. The Contractor shall provide evidence of replacement insurance coverage to the Procurement Officer at least 15 days prior to the expiration of the insurance policy then in effect.

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

3.10.5 The recommended awardee must provide current certificate(s) of insurance with the prescribed coverages, limits and requirements set forth in this section within five (5)

Business Days from notice of recommended award. During the period of performance for multi-year contracts, the Contractor shall provide certificates of insurance annually, or as otherwise directed by the Contract Monitor.

3.10.6 Subcontractor Insurance

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

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4 Bid Submission Information and Instructions

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

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

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

4.2 Electronic Means

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

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

4.3 Pre-Bid Conference

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

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

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

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

4.4 Questions

All questions, including concerns, shall identify in the subject line the Solicitation Number and Title for this IFB and must be submitted in writing via e-mail or eMMA to the Procurement Officer no later than the date and time specified in the Key Information Summary Sheet. The Procurement

Officer, based on the availability of time to research and communicate an answer, shall decide whether an answer can be given before the Bid due date.

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

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

4.5 Bid Due (Closing) Date and Time

Bids must be received by the Procurement Officer no later than the Bid due date and time indicated on the Key Information Summary Sheet to be considered. Except as provided in COMAR

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

https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

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Bids may be modified or withdrawn by written notice received by the Procurement Officer before the time and date set forth in the Key Information Summary Sheet for receipt of Bids.

4.6 Receipt, Opening and Recording of Bids

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

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

4.7 Duration of Bids

Bids submitted in response to this IFB are irrevocable for the latest of the following: 120 days following the Bid due date and time or the date any protest concerning this IFB is finally resolved.

This period may be extended at the Procurement Officer’s request only with the Bidder’s written agreement.

4.8 Revisions to the IFB

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

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

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

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

4.8.3 Failure to acknowledge receipt of an addendum does not relieve the Bidder from complying with the terms, additions, deletions, or corrections set forth in the addendum, and may cause the Bid to be deemed not responsive.

4.9 Cancellations

4.9.1 This IFB may be cancelled as provided in COMAR 21.06.02.02

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

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

21.01.03.01.A(4).

4.9.4 If the services that are the subject of the IFB are currently being provided under an interagency agreement with a public institution of higher education and the State determines that the services can be provided more cost effectively by the public institution of higher education, then the IFB may be canceled in accordance with Md.

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

IFB for RTU2COMP27SB Page 17 of 15

4.10 Incurred Expenses

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

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

4.11 Protest/Disputes

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

4.12 Bidder Responsibilities

4.12.1 A Bidder, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all of the requirements requested in this solicitation and the successful Bidder (the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

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

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

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

4.13 Acceptance of Terms and Conditions

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

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

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

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

4.14 Compliance with Laws/Arrearages

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

Contract. By submitting a response to this solicitation, each Bidder represents that it is not in arrears in the payment of any obligations due and owing the State, including the payment of taxes and employee benefits, and shall not become so in arrears during the term of the Contract if selected for

Contract award.

IFB for RTU2COMP27SB Page 18 of 15

4.15 Verification of Registration and Tax Payment

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

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

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

4.16 False Statements

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

In connection with a procurement contract a person may not willfully:

A. Falsify, conceal, or suppress a material fact by any scheme or device;

B. Make a false or fraudulent statement or representation of a material fact; or

C. Use a false writing or document that contains a false or fraudulent statement or entry of a material fact.

A person may not aid or conspire with another person to commit an act under this section. A person who violates any provision of this section is guilty of a felony and on conviction is subject to a fine not exceeding $20,000 or imprisonment not exceeding five (5) years or both.

4.17 Confidentiality of Bids / Public Information Act Notice

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

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

4.18 Use of Bidder’s Form Not Binding on State

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

Procurement Officer will be considered acceptable as bid submission.

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

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

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

IFB for RTU2COMP27SB Page 19 of 15

TABLE A - Attachments and Documents Required with the Bid

Attachment Attachment Name

A

Bid/Proposal Affidavit

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

Affidavit.

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

B

The Price Form (as specified within eMMA)

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

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

(See Appendix 2 for specific Price Form Instructions.)

C

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

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

D Mercury Affidavit

NA/

E

Reference Checks

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

Additional Required Documents with the Bid

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

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

Acknowledgement of all addenda to this IFB.

4.20 Bid Delivery Instructions

Each Bidder shall submit its Bid Package as specified below.

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

IFB for RTU2COMP27SB Page 20 of 15

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

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

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

4.21 Bid Evaluation Criteria and Award Basis

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

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

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

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

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

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

4.22 Tie Bids

Tie Bids will be decided pursuant to COMAR 21.05.02.14.

4.23 Reciprocal Preference

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

A. The Maryland resident business is a responsible Bidder;

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

C. The other state gives a preference to its resident businesses through law, policy, or practice; and

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

Contract.

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

5.0 ATTACHMENTS

• ATTACHMENT 1- CONTRACTOR BID FORM

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

IFB for RTU2COMP27SB Page 21 of 15

• ATTACHMENT 2- BIDDER INFORMATION SHEET

• ATTACHMENT 3- BLANK EQUIPMENT AND EXPERIENCE STATEMENT

• ATTACHMENT A- BID PROPOSAL FORM

• ATTACHMENT I- CONFLICT OF INTEREST AFFIDAVIT

• ATTACHMENT L- REFERENCE CHECKS

MDOT SHA IFB No.

CONTRACTORS NAME

PHONE #

EMAIL ADDRESS

Column A Column B Column C Column D

Total Cost

(Column B X

C)

ITEM 1001 LUMP SUM REPLACEMENT OF 10 AND 15 TON

COMPRESSORS FOR TRANE ROOFTOP UNIT #2

1 LM

ITEM 9001 DOLLARS FOR UNITICIPATED MATERIALS (DO NOT

ALTER)

$3,500.00 EA $3,500.00 $3,500.00

ITEM 9002 MARKUP PERCENTAGE DOLLARS FOR MATERIAL (DO

NOT ALTER MUST HAVE A NUMBER BETWEEN $0.01 - $0.10)

$3,500.00 EA

SIGNATURE/DATE:

PRINT NAME:

TITLE:

FEDERAL TAX I.D. NUMBER:

PHONE NUMBER:

NOTE:

NOTE: SHA, is exempt from Maryland Sales and Use Taxes by Exemption Certificate Number 3000256-3 and from Federal Excise Taxes by Exemption Number 52-73-0358K. Do not include tax in bid prices.

a) Quantities are estimated and used for bid evaluation only. They may not represent the actual quantities experienced once the contract is awarded.

b) Bids CANNOT EXCEED CATEGORY 2 PROCUREMENT CLASSIFICATION OTHERWISE SOLICITATION

WILL BE CANCELLED.

c) Zero dollars ($0.00) is not to be entered in Column C for Item 9002 or the bid will be considered NON-RESPONSIVE, and the Contractor’s bid will be rejected. (MUST HAVE A NUMBER BEWTEEN $0.01 - $0.10)

d) (IF APPLICABLE) THE CONTRACT IS ALERTED THAT A MINIMUM COST HAS BEEN ESTABLISHED FOR SOME OF

THE BID ITEMS IN THIS CONTRACT. THE CONTRACTOR’S BIDS SHALL BE GREATER THAN OR EQUAL TO THIS

MINIMUM COST. IF A BID PRICE IS BELOW THE MINIMUM COST ESTABLISHED FOR ANY ITEM, THE BID WILL

BE CONSIDERED NON-RESPONSIVE AND THE CONTRACTOR’S BID WILL BE REJECTED. THE MINIMUM COST

APPEARS BELOW APPLICABLE BID ITEMS IN THE TABEL ABOVE.

Contract Bid Form

TOTAL BID AMOUNT (Sum of Column D)

Item/Description Qty Unit of Measure Unit Price

RTU2COMP27SB: REPLACEMENT OF RTU

#2 COMPRESSORS

SPECIAL PROVISIONS CONTRACT NO.

CONTRACTOR’S EQUIPMENT & EXPERIENCE STATEMENT 1 of 10

05-30-19

CONTRACTOR’S EQUIPMENT & EXPERIENCE STATEMENT

THIS FORM MUST BE COMPLETED IN ITS ENTIRETY AND SUBMITTED TO THE

PERSON NOTED BELOW AND TO THE OFFICE OF CONSTRUCTION WITHIN 5

BUSINESS DAYS OF RECEIVING AN APPARENT LOW BID LETTER FROM THE

STATE HIGHWAY ADMINISTRATION. IF THE BIDDER FAILS TO ACCURATELY

COMPLETE AND SUBMIT THIS AFFIDAVIT AS REQUIRED, THE BID MAY BE

DECLARED NOT RESPONSIBLE UNDER COMAR 21.06.01.01B.

SUBMIT TO: Mr. Jim Flutka

District Operations Engineer

ADDRESS: State Highway Administration

320 West Warren Road

Hunt Valley, Maryland 21030

TELEPHONE NO.: 410-229-2364

FAX NO.: 410-527-4686

E-MAIL ADDRESS: jflutka@mdot.maryland.gov

CHECK ONE

SUBMITTED BY: Corporation

CONTACT NAME: Partnership

STREET ADDRESS: Individual

CITY/STATE/ZIP: Joint Venture

PRINCIPAL OFFICE: LLC

Other

TELEPHONE NO.:

FAX NO.:

E-MAIL ADDRESS:

CONTRACT NO.: ________________________

DESCRIPTION:

mailto:%20jflutka@mdot.maryland.gov

CONTRACTOR’S EQUIPMENT & EXPERIENCE STATEMENT 2 of 10

1. HISTORY AND TYPE OF ORGANIZATION

1.1 How many years has your organization been in business as a Contractor?

1.2 How many years has your organization been in business under its present business name?

1.2.1 What other former names has your organization operated?

1.3 If your organization is a corporation, please answer the following:

1.3.1 Date of incorporation:

1.3.2 State of incorporation:

1.3.3 Officers’ name(s)/Title(s);

1.4 If your organization is a partnership, please answer the following:

1.4.1 Date of organization:

1.4.2 Type of partnership (if applicable):

1.4.3 Name(s) of general partner(s):

1.5 If your organization is individually owned, please answer the following:

1.5.1 Date of organization:

1.5.2 Name of owner:

1.6 If your organization is a limited liability company, answer the following:

1.6.1 Date of organization:

1.6.2 State of organization:

1.6.3 Principals’ name(s)/title(s):

1.7 If the form of your organization is other than those listed above, describe it and name the principals:

CONTRACTOR’S EQUIPMENT & EXPERIENCE STATEMENT 3 of 10

2. CERTIFICATIONS AND LICENSING

2.1 If required under this contract, please indicate the registration or license numbers needed to complete this contract.

3. COMPANY PROFILE

3.1 Total Number of Employees

4. WORK EXPERIENCE

4.1 Indicate type of contracting undertaken by your organization and years of experience

4.1.1 Prime Contractor: Type:

Years

4.1.2 Subcontractor:

4.2 Claims and Suits. (If the answer to any of the questions below is yes, please attach details)

4.2.1 Has your organization ever failed to complete any work awarded to it?

4.2.2 Are there any judgments, claims, arbitration proceedings or suits pending or outstanding against your organization or its officers?

4.2.3…