838556waterSalU.pdf

SALISBURY UNIVERSITY

Request for Proposals

RFP NO. SU-2703-SS

PROJECT ID: WATER TREATMENT SERVICE

RFP Issue Date:

MAINTENANCE

08/11/2026

RFP Issuing Office:

Procurement Officer Representative:

Pre-Proposal Conference:

Salisbury University Procurement Department Physical Plant

Elaine Allnutt Office Phone: 410-543-6506 E-mail: SUProcurement@salisbury.edu

08/17/2026 @ 9:00 AM; Local time Maintenance Building; Room 102 1123 S Division St, Salisbury MD 21804

NOTE: All campus buildings are locked. You must be on time for this meeting as we will need to grant you access to the building and once the meeting begins, we will not be able to monitor the door for access.

Link to the campus map. https://www.salisbury.edu/discover-su/campus-map/

Site Visit: 08/17/2026 - To be held immediately after Pre-Proposal Conference *NOTE: This will be the only date offered for a site visit – please plan for about 3 hours in order to see all equipment.

Deadline for Questions:

Closing Due via Bid Locker:

Oral Presentations:

Technical Evaluation Complete:

Evaluation Complete – Notification To Prospective Awardee:

09/01/2026 – 4:00 PM; Local Time

09/15/2026 – 4:00/PM; Local Time

Optional, TBD

(Projected) 10 days after Due Date

(Projected) 14 days after Due Date

Contract Term: The contract term shall begin with award, projected to be 10/01/2026 through 06/30/2031.

If you are planning to come to campus for any reason, you should register your vehicle on the University’s Parking Portal to avoid parking tickets: https://www.salisbury.edu/police/parking-services/visitor-permits.aspx

Salisbury University is committed to ensuring equal access for individuals with disabilities. Those requiring reasonable ADA accommodations should contact the Issuing Office indicated above at least five (5) days prior to any meeting related to this solicitation.

There will be no public opening of proposals and all offer information will remain confidential.

Minority businesses (MBEs) are encouraged to respond to this solicitation.

mailto:SUProcurement@salisbury.edu https://www.salisbury.edu/discover-su/campus-map/ https://www.salisbury.edu/police/parking-services/visitor-permits.aspx

NOTICE TO BIDDERS/OFFERORS

To help improve the quality of our solicitations and enhance the procurement process, we welcome your comments and suggestions regarding this solicitation.

Please include any feedback with your proposal, or “no bid” response. Thank you for your input.

IF YOU ARE NOT PROVIDING AN OFFER YOU MAY EMAIL THIS FORM

PRIOR TO THE DUE DATE TO SU PROCUREMENT - SUPROCUREMENT@salisbury.edu

OR POST ON BIDLOCKER AS YOUR RESPONSE.

Bid/Proposal No.: _________________ Entitled: ______________________________________

I. If you have responded with a "no bid" please indicate the reasons below:

( ) Other commitments preclude our participation at this time.

( ) The subject of the solicitation is not something we normally provide.

( ) We are inexperienced in the work/commodities required.

( ) The specifications are either unclear or too restrictive (Explain below).

( ) The scope of work is beyond our current capacity.

( ) Doing business with Maryland Government agencies is simply too complicated (Explain below).

( ) We cannot be competitive (Explain below).

( ) Time allotted for completion of the bid/proposal response is insufficient.

( ) Startup time in insufficient.

( ) Bonding/Insurance requirements are prohibitive (Explain below).

( ) MBE requirements (Explain below)

( ) Bid/Proposal requirements (other than specifications or scope) are unreasonable or too risky (Explain below).

( ) Prior experience with Salisbury University contracts was unprofitable or otherwise unsatisfactory (Explain below).

( ) Payment schedule too slow.

( ) Other:

II. If you have submitted a bid or proposal, but wish to offer suggestions or express concerns, please use the remarks section below.

Remarks:

Offeror Name:

Contact Person:

Signature: Date:

Address:

E-Mail:

Telephone: Fax:

mailto:SUPROCUREMENT@salisbury.edu

REV 10/2024

Salisbury University

FYI ONLY - SMALL BUSINESS RESERVE NOTICE

THIS IS NOT A SMALL BUSINESS RESERVE ONLY SOLICITATION

Maryland is committed to the growth and success of our small business community. In 2004, the state created the Small Business Reserve (SBR) Program, providing small businesses with the opportunity to participate as prime contractors on state contracts by establishing a unique marketplace where small businesses compete against other small businesses instead of larger, more established companies.

Maryland is currently involved in a statewide procurement modernization effort to make the state contracting arena more transparent and user friendly to the small business community. As a result, several significate legislative changes took effect on October 1, 2017 that directly impact the SBR Program.

Under state procurement law, the SBR Program directs participating agencies/department to spend at least 20% of its fiscal year procurement expenditures with qualified small businesses.

Once a solicitation has been designated as “SBR,” an award can only be made to a registered SBR vendor. Registration is an online process through eMaryland Marketplace (eMMA). Vendors attest to meeting the eligibility standards and must re-certify annually.

There is no cost to participate in the SBR Program.

This is a race- and gender-neutral program. Minority status is not a criteria for participation in the SBR Program. The small business eligibility standards for for-profit businesses, other than a broker, participating in this program are:

• The business is independently owned and operated

• The business is not a subsidiary of another business

• The business is not dominant in its field of operation

• The wholesale operations of the business did not employ more than 50 persons, or the gross sales of the business did not exceed an average of $4,000,000 in its most recently completed three fiscal years*

• The retail operations of the business did not employ more than 25 persons, or the gross sales of the business did not exceed an average of $3,000,000 in its most recently completed three fiscal years*

• The manufacturing operations of the business did not employ more than 100 persons, or the gross sales of the business did not exceed an average of $2,000,000 in its most recently completed three fiscal years*

• The service operations of the business did not employ more than 100 persons, or the gross sales of the business did not exceed an average of $10,000,000 in its more recently completed three fiscal years*

• The construction operations of the business did not employ more than 50 persons, or the gross sales of the business did not exceed an average of $7,000,000 in its most recently completed three fiscal years*

• The architectural and engineering operations of the business did not employ more than 100 persons, or the gross sales of the business did not exceed an average of $4,500,000 in its most recently completed three fiscal years*

*If a business has not existed for three years, the gross sales average is computed for the period of the business's existence.

For newly formed businesses the determination will be based upon employment levels

SALISBURY UNIVERSITY ASKS THAT IF YOU MEET THE ABOVE CRITERIA, PLEASE GO ON-LINE AND COMPLETE THE SELF CERTIFICATION PROCESS. IT IS FREE AND IT TAKES LESS THAN 10 MINUTES TO COMPLETE!

*If a business has not existed for three years, the gross sales average is computed for the period of the business’s existence. For newly formed businesses the determination will be based upon employment levels and projected gross sales.

To register in the SBR program, vendors register in eMaryland Marketplace and complete the optional SBR screens:

• eMaryland Marketplace: https://emaryland.buyspeed.com/bso/

• For Vendor Instructions, Quick Reference Guides and FAQs: scroll down and click on “New eMaryland Marketplace Instructions”

• To Register: scroll down to the bottom and click “Register” button.

• For more information go to: https://goma.maryland.gov/Pages/sbr-Program.aspx

For website technical support, call Maryland Department of General Services at 410-767-4270 or sbadmin@dgs.state.md.us https://goma.maryland.gov/Pages/sbr-Program.aspx mailto:sbadmin@dgs.state.md.us

Salisbury University Page ii RFP SU-2703-SS RFP – Rev. 08/2025 JHC

TABLE OF CONTENTS

SECTION I. INFORMATION FOR OFFERORS

A. SUMMARY STATEMENT

B. ISSUING OFFICE AND PROCUREMENT OFFICER

C. PRE-PROPOSAL CONFERENCE

D. SITE INVESTIGATION

E. QUESTIONS AND INQUIRIES

F. PROPOSAL DUE DATE

G. DURATION OF PROPOSAL OFFER

H. PROCUREMENT METHOD

I. INSURANCE

J. LICENSES AND QUALIFICATIONS

K. BASIS FOR AWARD

L. CONTRACT TERMS

M. PREVAILING WAGE

N. ALTERNATE PROPOSALS

O. MINORITY BUSINESS ENTERPRISE UTILIZATION

P. MULTI-YEAR CONTRACTS

Q. CPI AND PRICE INCREASES

R. INTERGOVERNMENTAL AND/OR COOPERATIVE PURCHASING

SECTION II. GENERAL INFORMATION FOR OFFERORS

A. PURPOSE

B. ADDENDA TO THE RFP

C. SUBMITTED PROPOSAL MODIFICATION OR WITHDRAWAL OF OFFERS

D. CANCELLATION OF SOLICITATION/REJECTION OF ALL PROPOSALS

E. DISCUSSIONS

F. ORAL PRESENTATIONS

G. INCURRED EXPENSES

H. ARREARAGES

I. VERIFICATION OF REGISTRATION AND TAX PAYMENTS

J. ECONOMY OF PREPARATION

K. PUBLIC INFORMATION ACT NOTICE

L. EXECUTION OF PROPOSALS

M. DISCREPANCIES, EXPLANATIONS AND CLARIFICATIONS

N. ORDER OF PRECEDENCE

O. REQUIRED CONTRACT PROVISIONS

P. OFFERORS RESPONSIBILITIES

Q. FALSE STATEMENTS

R. PAYMENT TO THE CONTRACTOR; TAXES

S. PRESS RELEASES

T. RECIPROCAL PREFERENCE

U. VENDOR ELECTRONIC FUNDS TRANSFER (EFT) REGISTRATION

V. NON-VISUAL ACCESS

W. PARKING

X. SMOKING

Salisbury University Page iii

SECTION III. EVALUATION PROCEDURE

A. EVALUATION COMMITTEE

B. QUALIFYING PROPOSALS

C. TECHNICAL EVALUATION

D. FINANCIAL EVALUATION

E. DISCUSSIONS – BEST AND FINAL OFFERS

F. EVALUATION CRITERIA

G. FINAL RANKING AND SELECTION

H. DEBRIEFING

SECTION IV. INFORMATION REQUIRED IN ALL PROPOSALS

A. ORGANIZATION OF PROPOSAL SUBMISSION

B. TECHNICAL PROPOSAL

C. PRICE PROPOSAL

D. BID/PROPOSAL AFFIDAVIT

E. ADDENDA ACKNOWLEDGEMENT

F. MBE UTILIZATION AFFIDAVIT

G. CONTRACT AFFIDAVIT

H. BID/PROPOSAL BOND

I. PAYMENT BOND / PERFORMANCE BOND

SECTION V. SPECIFICATIONS, DRAWINGS, ETC. (ISSUED UNDER SEPARATE COVER)

SECTION VI. PRICE PROPOSAL SUBMITTAL FORMS

PRICE PROPOSAL FORM

EXHIBIT B – BID/PROPOSAL AFFIDAVIT – SUBMIT WITH PRICE PROPOSAL

EXHIBITS – TO BE SUBMITTED WITH TECHNICAL PROPOSAL

EXHIBIT F – COMPANY PROFILE

EXHIBIT G – FIRM EXPERIENCE

EXHIBIT K – AMENDMENT ACKNOWLEDGEMENT

EXHIBIT L – KEY PERSONNEL FORM

EXHIBITS

EXHIBIT A – REQUIRED CONTRACT PROVISIONS

EXHIBIT O – SU GENERAL CONDITIONS FOR CONSTRUCTION AND MAINTENANCE

SAMPLE CONTRACT EXHIBITS – MAY BE REQUIRED BY AWARDEE

EXHIBIT C – CONTRACT AFFIDAVIT

EXHIBIT D – INDEPENDENT CONTRACT AGREEMENT (ICA)

EXHIBIT N –

SAMPLE TASK ORDER

MODIFICATION OF CONTRACT

Salisbury University Page 1

SECTION I. INFORMATION FOR OFFERORS

A. SUMMARY STATEMENT

Salisbury University is requesting proposals from qualified Contractors outlining Maintenance Services to current Water Treatment systems on campus, as well as Emergency Repair Services and On-Call Work as needed for all water treatment systems owned by Salisbury University.

B. ISSUING OFFICE AND PROCUREMENT OFFICER

The Procurement Officer, as listed in the Key Information Sheet, is the sole point of contact for this RFP. Only information provided by the Procurement Officer shall be considered the official position of the University. No other University or State representative is authorized to alter the solicitation requirements. Any attempt by an Offeror to contact evaluation committee members or circumvent this process may result in disqualification.

C. PRE-PROPOSAL CONFERENCE

A pre-proposal conference may be held as indicated on the Key Information Sheet. Offerors are encouraged to attend.

The University is committed to providing equal access for individuals with disabilities. Those requiring reasonable ADA accommodation should contact the Issuing Office noted on the Key Information Sheet at least 72 hours prior to any scheduled meeting related to this solicitation.

D. SITE INVESTIGATION

By submitting a proposal, the Offeror confirms they have reviewed and understood the conditions affecting the work, including but not limited to transportation, disposal, handling and storage of materials, and the availability of labor, water, and electricity. Failure to consider this information does not relieve the Offeror of responsibility for accurately estimating the cost of performance. The University is not responsible for any conclusions or interpretations drawn by the vendor from the information provided. Campus map. https://www.salisbury.edu/discover-su/campus-map/

E. QUESTIONS AND INQUIRIES

All communications regarding this solicitation must be directed in writing (email preferred) to the Issuing Procurement Officer at SUProcurement@salisbury.edu by the deadline indicated on the Key Information Sheet, referencing RFP SU-2703-SS. Any addenda will be posted on the Bid Locker website.

F. PROPOSAL DUE DATE

Proposals must be submitted via Bid Locker by the deadline indicated on the Key Information Sheet. Requests for extensions will not be granted. Late proposals, modifications, or withdrawals will not be considered. Unless specifically requested, proposals submitted by email, fax or in physical form will not be accepted.

G. DURATION OF PROPOSAL OFFER

Proposals submitted in response to this RFP are irrevocable for 90 days following the proposal due date or, if applicable, the due date for Best and Final Offers (BAFO). This period may be extended by mutual written agreement between the Offeror and the University.

H. PROCUREMENT METHOD

This solicitation shall be conducted in accordance with the University System of Maryland (USM) Board of Regents Procurement Policies and Procedures. The procurement method is Competitive Sealed Proposals.

https://www.salisbury.edu/discover-su/campus-map/ mailto:SUProcurement@salisbury.edu

Salisbury University Page 1

I. INSURANCE

Upon award, the Awardee shall furnish certificates of insurance as required in Exhibit A, Required Contract Provisions, Section 51. The certificate shall reflect the number and title of the solicitation/contract.

J. LICENSES AND QUALIFICATIONS NOT APPLICABLE FOR THIS SOLICITATION.

K. BASIS FOR AWARD

1. Proposal Responsiveness and Responsibility

The University may classify a proposal as not reasonably susceptible of being selected for award if it is incomplete or fails to meet minimum requirements. An Offeror may also be deemed non-responsible if lacking the capacity to perform the required work. In either case, the proposal will not be considered further, and the Offeror will be notified.

2. Evaluation and Recommendation Proposals will be evaluated by a committee, which will recommend award to the responsible Offeror whose proposal is determined to be most advantageous to the University, based on technical merit and price.

3. Final Award Approval An award under this solicitation is final only upon approval by the appropriate office of the University System of Maryland (USM) and/or the State of Maryland, an upon execution of a Contract by the University.

L. CONTRACT TERM

The initial contract term shall begin upon full execution of the contract notice to Proceed – (NTP) and end 06/30/2031. Should the University fail to make a new award for this service prior to the expiration of the contract term, the contract awarded under this RFP shall remain in full force and in effect on a month-to-month basis, for an additional period of up to 12 months. No negotiations will be conducted at renewal.

Should the University fail to make a new award for this service prior to the expiration of the contract term, the contract awarded under this RFP shall remain in full force and in effect on a month-to-month basis, for an additional period of up to 12 months. No negotiations will be conducted at renewal.

M. CPI AND PRICE INCREASES

Not applicable for this solicitation.

N. MULTI-YEAR CONTRACTS

If funds are not appropriated or otherwise made available for any fiscal year following the initial term, this contract shall automatically terminate at the beginning of the fiscal year for which funding is unavailable. This termination does not affect the rights of either party under any applicable termination clause. Upon termination, both the University and the Contractor are released from future performance obligations, except for rights and responsibilities existing at the time of termination.

The Contractor shall not be entitled to anticipatory profits or costs incurred after termination.

However, the University may reimburse the Contractor for the reasonable value of non-recurring costs incurred but not amortized in the contract price. The University will notify the Contractor as soon as it becomes aware that funding may not be available for continuation beyond the initial fiscal period.

Salisbury University Page 2

O. ALTERNATE PROPOSALS

Neither multiple nor alternate proposals will be accepted.

P. PREVAILING WAGE NOT APPLICABLE FOR THIS SOLICITATION.

Q. INTERGOVERNMENTAL AND/OR COOPERATIVE PURCHASING

Pursuant to Article 41, Section 18-201 of the Annotated Code of Maryland, a county, City of Salisbury, a municipal corporation, a government agency in the State of Maryland, or a public or quasi-public agency that receives State money and is exempt from taxation under Section 501(c)(3) of the Internal Revenue Code may purchase goods or services under this contract. All purchases under this contract by any such entity which is not a unit or agency of the State of Maryland for which the State of Maryland may be held liable in contract: (1) shall constitute contracts between the contractor and that entity only; (2) shall not constitute a purchase or contract of Salisbury University; (3) shall not be binding or enforceable against Salisbury University or any of its units or agencies, and (4) may be subject to other terms and conditions agreed to by the contractor and the purchaser. Contractor bears the risk of determining whether or not any entity from which the contractor receives an order under this contract is a unit or agency of the State of Maryland such that the contract may be enforced against the State of Maryland.

R. MINORITY BUSINESS ENTERPRISE (MBE) UTILIZATION

Minority business enterprises are encouraged to respond.

END OF SECTION I

Salisbury University Page 3

SECTION II. GENERAL INFORMATION FOR OFFERORS

A. PURPOSE

This solicitation provides information for Offerors preparing proposals to meet the stated requirements. Offerors are responsible for reviewing all sections and subsections of this document.

B. ADDENDA TO THE RFP

1. The University reserves the right to amend this solicitation at any time prior to the proposal due date. Any changes or other updates will be posted on the Bid Locker website. It is the sole responsibility of each Offeror to check the Bid Locker website regularly for such information. The University is not responsible for notifying changes/updates via email or other means.

2. Offerors are to Acknowledge receipt of such Addendums by completing and submitting Exhibit K, Addendum Acknowledgement Form as part of their Technical Proposal.

C. SUBMITTED PROPOSAL MODIFICATION OR WITHDRAWAL OF OFFERS

Proposals submitted via Bid Locker may be modified or withdrawn prior to proposal due date and time.

D. CANCELLATION OF SOLICITATION/REJECTION OF ALL PROPOSALS

The University reserves the right, at its sole discretion, to cancel this RFP, to accept or reject any or all proposals, in whole or in part, and to waive or permit the correction of minor irregularities when deemed in its best interest.

E. DISCUSSIONS

The University reserves the right to engage in discussions with any or all qualified or potentially qualified Offerors, as necessary to serve its best interests and may, at its discretion, award a contract based solely on written proposals received, without further discussions or negotiations.

F. ORAL PRESENTATIONS

Offerors may be required to make oral presentations to University representatives. The Procurement Office will provide notice of the time and place for presentations.

G. INCURRED EXPENSES

The University shall not be liable for any costs or expenses incurred by Offeror in the preparation or submission of a proposal, participating in oral presentations, discussions, or any related activities in response to this RFP.

H. ARREARAGES

By submitting a response to this RFP, the Offeror certifies that it is not delinquent in any obligations owed to the State of Maryland, including taxes and employee benefits, and agrees to remain current throughout the term of the contract if awarded.

I. VERIFICATION OF REGISTRATION AND TAX PAYMENT

Each prospective Offeror is strongly encouraged to ensure proper registration to conduct business in the State of Maryland, and maintain good standing regarding taxes, personal property returns, unemployment insurance, and related obligations prior to the proposal due date. Failure to complete registration with the State Department of Assessments and Taxation (SDAT) may result in disqualification from contract award.

Salisbury University Page 4

J. ECONOMY OF PREPARATION

Proposals should be prepared in a clear, concise, and economical manner, providing a straightforward description of the Offeror’s capability to meet the requirements of this solicitation.

K. PUBLIC INFORMATION ACT NOTICE

Offerors shall clearly identify any portions of their proposals deemed confidential or containing proprietary information or trade secrets. Upon request, Offerors must provide written justification for nondisclosure under Maryland Public Information Act, Title 4, Subtitle 3 of the State Government General Provisions Article.

L. EXECUTION OF PROPOSALS

Proposals shall be typewritten or written legibly in ink, and signed in ink as follows, depending on the Offeror's form of business organization:

1. Sole Proprietorship. Proprietor shall sign full name, with address.

2. Partnership and Joint Venture. Submit the proposal in the name of the partnership or joint venture. Clearly state the partnership name and the identity of each general partner, and execute all affidavits and certificates on behalf of the partnership, or on behalf of each general partner. No provision of any agreement among partners will be binding on the University unless it is disclosed in the offeror’s proposal. Reasonable evidence satisfactory to the University of the authority of one partner to bind other purported partners is required. It is recommended that the proposal contain a copy of the partnership agreement, if one exists. If no partnership agreement exists, and if the number of general partners is reasonably small, each general partner should execute all required documents included in the proposal. At the University's option, all general partners may be required to sign the proposal. Failure to present the University with satisfactory information concerning a purported partnership or joint venture may be grounds for finding a proposal unacceptable.

3. Corporation. An officer or authorized agent of the corporation shall sign with full name, indicate title, and include the name and address of the corporation. In the case of an authorized agent, enclose a letter from an officer of the corporation authorizing said individual to act on behalf of the corporation.

M. DISCREPANCIES, EXPLANATIONS AND CLARIFICATIONS

Offerors who identify discrepancies in the specifications or other provisions of this solicitation, or who are uncertain as to the meaning or intent of any section, shall request clarification from the Procurement Officer. Failure to seek clarification prior to the proposal due date constitutes a waiver of any claim for additional costs resulting from subsequent interpretation of the contract documents, and the Offeror shall be bound by the University’s interpretation. Request for clarification shall be submitted in accordance with the instructions provided herein.

N. ORDER OF PRECEDENCE

The contract to be entered into as a result of the RFP ("Contract") will consist of the following Contract Documents, listed in their order of precedence:

1. The contract executed by the parties and/or Purchase Order issued by the University;

2. The solicitation, including Exhibit A (Required Contract Provisions) and all other exhibits;

3. Offeror's proposal. No modifications to this order of precedence will be accepted.

Salisbury University Page 5

O. REQUIRED CONTRACT PROVISIONS

All proposals submitted and any contracts executed by the successful Offeror(s), are subject to Exhibit A.

By submitting a proposal, the Offeror is deemed to have accepted the terms of this RFP, including exhibits. Proposals that take exception to these terms may be rejected. Any exceptions must be clearly identified in the Transmittal Letter accompanying the technical proposal. Mutually agreed modifications, if permitted by law, will be expressly stated in the final contract as superseding the relevant solicitation provisions.

P. OFFEROR RESPONSIBILITIES

The successful Offeror shall be fully responsible for all products and services required under this RFP. Any subcontractors engaged must be identified, and their respective roles in the project clearly described.

Q. FALSE STATEMENTS

Pursuant to the Annotated Code of Maryland, any person who, in connection with a procurement contract, willfully falsifies, conceals, or suppresses a material fact; makes a false or fraudulent statement or representation; uses a false writing or document containing a false or fraudulent statement; or aids or conspires in such acts, commits a felony and, upon conviction, is subject to a fine not exceeding $20,000 or imprisonment not exceeding five (5) years, or both.

R. PAYMENT TO THE CONTRACTOR; TAXES

Payment is governed by Title 15, Subtitle 1 of the State Finance and Procurement Article, Annotated Code of Maryland. The State of Maryland is exempt from Maryland Retail Sales Tax and Federal Excise Tax.

S. PRESS RELEASES

The successful Offeror shall issue no press release or make any public statement with regard to work being conducted under this contract.

T. RECIPROCAL PREFERENCE

While Maryland law does not authorize state agencies to favor resident offerors, some other states grant preferences to their residents over Maryland businesses. Therefore, a resident business preference may be given to a Maryland firm if: A responsible offeror whose headquarters, principal base of operations, or principal site that will provide the services required by this RFP is located in another state submits the most advantageous offer; the other state gives a preference to its residents through law, policy, or practice; and the preference does not conflict with a Federal law or grant affecting the contract. The preference given shall be identical to the preference that the other state gives to its residents.

U. VENDOR ELECTRONIC FUNDS TRANSFER (EFT) REGISTRATION

The State of Maryland requires all contractors to be registered to receive state payments by electronic funds transfer (EFT) for any contract exceeding $200,000. Additionally, all vendors are encouraged to register to be paid electronically. The State has the ability to process vendor payments electronically using the CCD and CCD+ and CTX payment formats. Please go to this link for more information and to register for this service:

https://www.marylandtaxes.gov/divisions/gad/eft-program.php https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.marylandtaxes.gov%2Fdivisions%2Fgad%2Feft-program.php&data=05%7C01%7CEPALLNUTT%40salisbury.edu%7C90d5cb49bbdb4f84957308db2593043e%7C2472f1faf24f421badd7b01c4b49be07%7C0%7C0%7C638145085580010099%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=reoYGLZM%2B1%2Fc9akJj4mG0fHIpcyzNcQkn1LC9RK9150%3D&reserved=0

Salisbury University Page 6

V. NON-VISUAL ACCESS

The Contractor shall ensure compliance in any applicable contract with State of Maryland IT Non-Visual Access Standards. The standards should be incorporated to the fullest extent possible for information technology contracts. These standards/policies may be revised from time to time and the Contractor shall comply with all such revisions. The Non-visual Access Clause noted in COMAR 21.05.08.05 and referenced in this RFP is the basis for the standards that have been incorporated in the Maryland regulations.

W. PARKING

The Contractor shall comply with Salisbury University’s visitor parking regulations, available at http://www.salisbury.edu/parking/visitors.html.

X. SMOKING / VAPING

The Contractor shall comply with Salisbury University’s Smoke-Free Campus Policy, available at https://www.salisbury.edu/smoke-free/policy.aspx.

END OF SECTION II

http://www.salisbury.edu/parking/visitors.html https://www.salisbury.edu/smoke-free/policy.aspx

Salisbury University Page 7

SECTION III. EVALUATION PROCEDURE

A. EVALUATION COMMITTEE

All technical proposals received by the submission deadline will be evaluated by a committee designated by the Procurement Officer. The committee may seek additional technical assistance from any source within the University System of Maryland, state agencies, or other appropriate sources. Technical and price proposals will be evaluated independently.

B. QUALIFYING PROPOSALS

Proposals will undergo an initial review for compliance with solicitation requirements.

Noncompliant proposals may be deemed not reasonably susceptible of award. Minor irregularities that are immaterial or inconsequential may be waived or corrected when determined to be in the University’s best interest.

C. TECHNICAL EVALUATION

Following verification of compliance with the RFP’s minimum requirements, the evaluation committee will assess and rank the technical merit of each proposal based on the criteria set forth below. At the Procurement Officer’s discretion, and upon recommendation of the evaluation committee, a shortlist of qualified proposals may be established. Only shortlisted Offerors will proceed in the evaluation process; non-shortlisted Offerors will be notified accordingly.

D. FINANCIAL EVALUATION

Price proposals will be evaluated separately from Technical Proposals.

E. DISCUSSIONS - BEST AND FINAL OFFERS

1. The Procurement Officer may invite one or more qualified offerors for oral presentations of their proposals. Discussions or negotiations may be conducted with qualified offerors. The Procurement Officer reserves the right to make award without discussions or negotiations.

2. When in the best interest of the University, the Procurement Officer may request qualified offerors to revise their initial proposals by submitting best and final offers.

F. EVALUATION CRITERIA

Technical scoring shall have greater weight than financial scoring. The technical evaluation criteria is listed below in descending order of importance. Please include narrative responses for each.

1. Schedule of Work.

a. Provide when each system/piece of equipment will be serviced (i.e. day of week, month, quarter, etc.).

b. What services will be provided, provide sample checklist of PM Services that will be performed, explain service to be performed, etc.; which may be different than what SU has specified, if there are any differences (add/subtract), explain why the suggestion is being proposed.

c. Provide list of chemicals that will be used and their purpose. Provide SDS and product bulletins/fact sheets.

d. Provide what reports will be provided, frequency, etc.

e. Provide if water analysis is performed in-house or lab information per specifications.

2. Key Personnel. Use SU provided form - Exhibit L, copy and provide separately for each employee. Offeror shall submit forms only for personnel reasonably expected to be committed to the University for the duration of the contract. Provide copies of any related licenses and certifications for the personnel as indicated in Section V.

Salisbury University Page 8

3. Proposed Equipment Upgrades. Provide a list of suggested additional / upgrade equipment required for the treatment programs to be effective along with an explanation of their use and a budget cost estimate to provide and install. This list shall include appropriately sized shot feeders for each system if an automatic feed system is not in place. If existing automatic feed system is inoperative, the list should include those items and costs necessary to make it operative. Provide this list by building / system. If none, state so.

4. Exhibit G: Firm Experience. Furnish at least 3 similar accounts your company has serviced in the past 5 years or are currently servicing. Provide information on how they are similar to this account. Note that the University MAY contact these references, please ensure the contact information is accurate and current. Do not use SU more than once and project should be comparable. The University reserves the right to make such investigations as it deems necessary to confirm the responsibility of offeror.

5. In addition to any information specifically requested, completed responses should also include the following information:

a. Provide the Contact information including name, phone# and email address for each of the following:

i. Service Representative(s)

ii. Accounting Department for Invoice issues.

iii. The person who is authorized to sign the Contract/Modification of Contract.

iv. Other – any other contacts that would be helpful for the University to have.

b. Provide the procedure for the University to follow for service calls during normal working hours / after normal working hours / weekends / Holidays / Emergencies, etc.

c. Provide a sample invoice – the University would like to have the invoice broken out by building / location of unit, date of service, service performed and cost for each line.

d. Complete and provide Exhibit F - Company Profile.

The University reserves the right to request offeror to furnish its most recent annual financial statements or other financial report to confirm financial capacity and stability.

G. FINAL RANKING AND SELECTION

Following evaluation of the technical and price proposals, the evaluation committee will recommend to the Procurement Officer award to the responsible offeror whose proposal is determined to be the most advantageous to the University.

H. DEBRIEFING

Unsuccessful Offerors may submit a written request to the Procurement Officer for a debriefing within a reasonable period following notification of the intent to award or determination of non-selection. Debriefings will be limited to the discussion of the technical aspects of the offeror’s own proposal.

END OF SECTION III

SECTION IV. INFORMATION REQUIRED IN ALL PROPOSALS

A. ORGANIZATION OF PROPOSAL SUBMISSION

1. Two-Volume Submission. Submit the proposal in two separate electronic attachments simultaneously through Bid Locker. Submit one (1) for the technical proposal and one (1) for the price proposal.

2. If product literature and other publications are needed to supplement offeror’s response, include a reference to the document name and page in text, and attach the product literature, etc. following the last section of the technical proposal.

B. TECHNICAL PROPOSAL - Do not include price information in the technical proposal

1. Transmittal Letter. Each technical proposal shall be covered by a transmittal letter, prepared on the offeror’s business stationery, signed by an individual who is authorized to bind the firm to all statements, proposed services, and prices offered.

2. Submit the technical proposal separately as stated in A. above. Ensure that the file is prepared in a clear and concise manner that addresses each part of the RFP.

3. Organize the technical proposal in the same sequence as stated in Section III, item F, and address each separate item herein, confirming compliance and describing in detail how offeror proposes to meet or exceed each requirement.

C. PRICE PROPOSAL

1. Use the Bid/Price Proposal Form included in RFP Section VI to submit the prices and rates as specified. Submit the price proposal separately, and apart from the technical

2. Include on the Price Proposal form any charges that may be applicable to the work but have not been requested. All prices and rates offered shall be firm for the initial contract term. No other cost or items will be paid to the Offeror, other than what is listed on the Price Proposal provided.

D. BID/PROPOSAL AFFIDAVIT

Complete the Bid/Proposal Affidavit (Exhibit B) and include with the price proposal.

E. ADDENDA ACKNOWLEDGMENT

Amendment Acknowledgement (Exhibit K) form is to be completed and submitted with your technical proposal, should one or more addenda be issued to this RFP.

F. MBE UTILIZATION AFFIDAVIT Not required for this Solicitation / Award / Contract.

G. CONTRACT AFFIDAVIT

The Contract Affidavit (Exhibit C) is included in this solicitation as a sample, for information purposes only. If a contract is awarded as a result of this procurement, only the successful offeror must complete the Contract Affidavit; do not enclose it with the technical proposal.

H. BID/PROPOSAL BOND Not applicable for this solicitation.

I. PAYMENT BOND AND PERFORMANCE BOND Not applicable for this solicitation.

END OF SECTION IV

PART IV

SPECIFICATIONS

AND

GENERAL REQUIREMENTS

PART IV - SPECIFICATIONS

WATER TREATMENT SERVICE

TABLE OF CONTENTS

DEFINITIONS

PRIMARY GOALS

CONTRACTOR QUALIFICATIONS AND PROPOSAL REQUIREMENTS

A. Experience of Company B. Company Personnel C. Hourly Rates D. Response Time E. Testing and Analysis Reports / Data F. Material Safety Data Sheets

REQUIREMENTS AND SPECIFICATIONS

1.1 General

1.2 General Requirements

1.3 Summary of Work

1.4 Check In / Check Out Procedures

1.5 Existing Conditions

1.6 Meetings

1.7 Cleaning

1.8 Transportation, Handling, Storage and Protection

1.9 Detailed Specifications

ENCLOSURES

I. Boiler Summary List II. Cooling Tower Summary List III. Fuel Burning Equipment Registration List (FYI Only) IV. Reverse Osmosis Summary List V. Glycol Summary List

July 2026 SPECS Water Treatment

PART IV - SPECIFICATIONS

DEFINITIONS

Definition of Emergency/Overtime Work at the Emergency/Overtime Hourly Rate: Emergency is defined as a Life Safety and/or situation directly impacts the operations of the University. Contractor to provide emergency service calls to support the University’s Water Treatment operations.

Emergency service calls would require the contractor to respond on-site within two (2) hours after notification from the University by a qualified employee to diagnose and repair or safely secure any reported problem. An emergency service call may be a call received during normal working hours, evenings, or weekends. Overtime rates are to be used when the University requires the Contractor to perform work outside of the Regular hours or days indicated above.

Routine Call Definition at the Regular Hourly Contract Rate: The Vendor shall respond on-site to routine service calls within forty-eight (48) hours after notification from the University. Regular service shall be made available between the hours of 7:00 AM - 3:00 PM, Monday through Friday, excluding University recognized holidays. All work requested outside of these times shall be considered EMERGENCY after-hour service and shall be charged at overtime rates not to exceed one and half times the routine hourly rate as specified in the bid/proposal.

Holidays / University Closings: The University recognized holidays are New Year’s Day, Martin Luther King Jr Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day and Christmas Day. Salisbury University’s authorized representative shall notify the Contractor of the type of service call (routine or emergency) at the time of call in.

Use of SU Task Order: Sample provided (attached). Contact Procurement with any questions about this form. This may be generated by either party. This form is to be used for all work associated with the hourly rates of the Contract, as a good faith estimate. No other form will be accepted by the University. It is to be approved by SU Procurement prior to work starting, except for the initial work for an emergency call.

Mark-Up of Materials, Rentals and/or Sub-Contractor Work (if applicable): All parts / materials used by the Contractor shall be billed to Salisbury University at actual cost to the Contractor plus the contractual percentage of mark up. The University has the option to purchase directly any individual part/material for the service/repair that exceeds $100.00 in cost. A copy of the Vendor’s source invoice(s) for all parts/materials used for repairs/services must accompany his invoice to be reimbursed. Payments shall not be made for any parts/material without the proper documentation attached to the vendor’s original invoice. Misc. items/parts can be no more than 20% of the total cost for parts/materials where an invoice was not provided for such (i.e.: stock items, miscellaneous items, etc.).

Subcontracting: Subcontracting shall not be permitted without the prior approval from the University.

If using a Sub-Contractor, their quote is to be provided to the University for review and approval along with the Task Order prior to any work beginning. The percentage mark-up to Sub-Contractors fees can be no more than 8% invoiced to the University.

Equipment Rental: Any rented equipment is to be charged at the rate paid by the Contractor as a pass-through cost, no allowable mark-up.

Materials/Shipments: The Contractor is solely responsible for acceptance of shipments and getting materials on-site. Shipments shall not be sent to the Salisbury University address.

PRIMARY GOALS

The primary goals, in no order of preference, of the service-oriented water treatment program are to:

1. Comply with local, state, and federal standards for chemical storage and discharge.

2. Reduce overall energy/utility consumption through improved heat transfer efficiency and improved water quality. This is accomplished by reducing systems contamination, minimizing scale, corrosion, fouling, and microbiological growth, which create deposits on heat transfer surfaces.

3. Minimize repair and maintenance costs associated with replacement and cleaning of equipment due to scale, corrosion, fouling, or microbiological activity.

4. Provide competitive water treatment program costs.

5. Provide stable, experienced, professional, knowledgeable and involved service personnel.

6. Accurately administer & monitor the Water Treatment program and communicate appropriate recommendations with quantifiable business-oriented justifications. Reports shall provide required data to indicate the system’s compliance with all applicable water characteristics and control limits.

7. Minimize chemical and/or container handling by, and safety hazards to, University personnel and Contractor.

8. Annually, thoroughly train University plant personnel on the implementation and control of the programs.

CONTRACTOR QUALIFICATIONS AND PROPOSAL REQUIREMENTS

A. EXPERIENCE OF COMPANY

1. Company must have a minimum of five (5) years’ experience in providing full-service water treatment chemicals and services boilers and cooling systems.

2. Firm(s) must demonstrate successful experience in providing services and include three

(3) references for customers with contracts of similar size and scope (at least $15,000/year). Include names, locations, estimated cost and contact persons of similar locations (Preferred examples: Higher education, Public Schools, Business Campuses of Property Management Firms). This information is to be submitted on SU provided form;

Exhibit F – Company Profile and Exhibit G – Firm Experience.

B. COMPANY PERSONNEL

1. Each offeror is to provide a list of personnel who will perform under the contract, showing names, length and type of experience of such personnel. Include representatives’ educational/degree qualifications, along with any certifications or licenses. This information is to be submitted on SU provided form; Exhibit L - Key Personnel Form, for each technician.

2. The technical representative and backup representative shall each have at least five (5) years’ experience in boiler and cooling water treatment in systems of similar magnitude, as specified herein. In addition, the technical representative and back-up representative must have science or engineering degrees.

3. The people listed above must be full-time employees of the firm submitting the proposal.

4. If during the contract period any change in technician needs to occur, Contactor will need to provide this information to the University for review and approval.

C. HOURLY RATES

1. Each offeror shall provide pricing for hourly rates (regular and emergency/ overtime) for each class of employee to be used in the performance of each type of work of the contract, such rates to be used in computing additions to or deductions from the quarterly payment to the Contractor for changes to the specified duties and services, all indirect expenses and Contractor's overhead and profit for both regular time and emergency/overtime.

2. Travel time will not be paid by the University for additional work outside the scope of this contract.

D. RESPONSE TIME FOR EMERGENCIES

Contractor is to provide a statement explaining how they will respond to the University for emergency calls. They are to also provide the procedure the University is to use in case of an emergency, i.e. contract #, etc. If such a call is necessary, the University representative will advise as to where the technician is to report to gain access to the location indicated.

E. TESTING AND ANALYSIS REPORTS / DATA

1. The Contractor is to provide a statement as to how they can meet the requirement of providing lab reports within 48 hours. The laboratory shall be able to analyze water in accordance with the latest edition of “Standard Methods for Examination of Water and Waste Water” published by APHA. Reports shall be sent to the Director of Environmental Health and Safety at jetownsend@salisbury.edu.

2. The University would prefer that the Contractor have in-house laboratory capability for water analysis and deposits and have a professional chemist on staff. If this is the case, Contractor is to show proof of an in-house laboratory and their capabilities to meet the contract requirements listed below.

3. If the Contractor does not have this service in-house, then they are to submit the name and location of the lab(s) they use, along with a statement that the laboratory is staffed by at least one (1) employee who shall be an Analytic Chemist or a Corrosion Engineer who holds a college or university degree in Chemistry, Chemical Engineering or Corrosion Engineering.

4. The Contractor or its laboratory shall be capable of performing the following:

a. X-ray Diffraction and Atomic Absorption for deposit analysis and complete water analysis

b. Corrosion test strip evaluations

c. Fireside deposit analysis

d. X-ray fluorescence analysis

e. Complete microbiological examination

f. Infra-red analysis

g. Metallurgical and Mass Spectrometric analysis relative to tube failures

h. Photo microscopy relative to cooling tower conditions

i. Thin Layer Chromatography and Infrared Spectrum Analysis relative to contaminated air washers and condensate

j. Full resin analysis

F. MATERIAL SAFETY DATA SHEETS

1. The submitting vendor shall provide SDS and product bulletins/fact sheets to the University, as part of their Technical Proposal.

2. Safety Data Sheets (SDS) are required on each chemical that will be used as part of this contract. Chemicals used for water treatment must comply with all governmental and legislative requirements, including packaging and labeling.

3. A copy of all relevant SDS’s must be posted at the site of each chemical application.

Updated or new SDS sheets must be provided to the Director of Environmental Health and Safety prior to use of the new chemical application.

END OF SECTION

mailto:jetownsend@salisbury.edu

REQUIREMENTS AND SPECIFICATIONS

1.1 GENERAL

This section identifies administrative and procedural requirements and temporary facilities necessary for the project.

1.2 GENERAL REQUIREMENTS

A. Provisions contained in this Section apply to each Section of the specifications.

B. Contractor shall at all times enforce strict discipline and good order among their workmen and shall not employ on the work any unfit person or anyone not skilled in the work assigned to them.

C. The Contractor is required to maintain an individual who represents the Contractor on site at all times when service work is in progress, who is responsible for the service, and who can communicate in English with the University representative.

D. The Contractor is solely responsible for service means and methods, and for the safety of its workers.

1.3 SUMMARY OF WORK

A. This contract consists of furnishing all labor, material, system chemicals, supervision, equipment and all other services necessary for and/or incidental to survey, design, supervise, and maintain the application of chemical water treatment programs at Salisbury University, Salisbury, Maryland and all properties owned by the University that have been identified in the specifications.

B. All existing chemical feed equipment is the property of Salisbury University.

Replacement or repair of any chemical feed equipment is the responsibility of Salisbury University. Start-up, maintenance, and troubleshooting of chemical feed equipment will be the responsibility of the Contractor.

C. A representative of the Contractor shall visit the site a minimum of two (2) times per month. The representatives must be available for calls on specific problems should they occur. The representatives shall be available to Salisbury University on 24-hour notice, and under emergency circumstances, should be able to visit the campus work site within two (2) hours after being notified following the University’s Check In / Check Out procedures.

D. The Contractor shall coordinate and schedule all site visits with the Maintenance

Supervisor - Utilities Section, or designee.

E. It is the intent of this specification that the Contractor shall provide complete and thorough chemical water treatment service, providing such materials, equipment, system chemicals and service as specified or reasonably…