840347mddotELEOOM30SB.pdf

Contract No. ELEOOM30SB

Solicitation #: BPM058309 IFB Document

STATE OF MARYLAND

STATE HIGHWAY ADMINISTRATION

SHA

INVITATION FOR BIDS (IFB)

ELEVATOR MAINTENANCE FOR THE HANOVER COMPLEX

IFB NUMBER ELEOOM30SB

ISSUE DATE: AUGUST 25, 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

KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for Bids Service.

Elevator Maintenance for the State Highway Administration Hanover, MD Complex

Solicitation

Number:

BPM058309

IFB Issue Date: August 25, 2026

IFB Issuing

Office:

Maryland State Highway Administration, Hanover MD Complex

7491 Connelley Drive, Hanover, MD 21076

Procurement

Officer:

Tammy Ridgeway

Maryland State Highway Administration

Office of Maintenance, Facility Operations division

7491 Connelley Drive

Hanover, MD 21076

Email:

Phone Number:

tridgeway@mdot.maryland.gov

410-582-5544

Bids are to be sent to:

Bids are to be submitted on eMMA, eMarylandMarketplaceAdvantage https://emma.maryland.gov under Solicitation Number: BPM058309

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:

September 2, 2026, at 10 am Local Time, at 7491 Connelley Drive

Hanover MD 21076.

Scheduled Site

Visit

September 2, 2026, at 10 am

Site Visit Location: 7491 Connelley Drive Hanover MD 21076

Building #1 Office of Maintenance

Questions Due

Date and Time:

Questions and inquiries are to be received no later than, five (5) days prior to bid due date on September 16, 2026, at 10:00 AM https://emma.maryland.gov/

Bid Due (Closing)

Date and Time:

September 23, at 12:00 PM

Public Bid

Opening Date, Time, and

Location

September 23, 2026, by 12 noon

Facilities Operations – Office of Maintenance – OOM Library.

Bids will be open using bids submitted on eMMA.

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:

Three (3) years

Primary Place of

Performance:

State Highway Administration Hanover, MD Complex

7491 Connelley Drive

Hanover, MD Complex 21076

SBR Designation: Yes

Federal Funding: No

1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

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

• The Contractor shall have a current and active State of Maryland Business License to operate in Maryland. The current and active State of Maryland Business License must be submitted at the time of bid submission.

• Please refer to The Comptroller of Maryland’s website at https://marylandtaxes.gov/business/types-of-business-licenses.php for TYPES OF

BUSINESS LICENSE that is applicable to the Contractor’s company/firm. The applicable business license shall be submitted at the time of bid submission.

• The Contractor shall have five (5) years of experience in the commercial elevator service industry and have available a minimum work force of two (2) State of Maryland licensed commercial elevator technicians with a minimum of five (5) years of experience in the commercial elevator service industry. The Contractor shall also employ elevator technician with a minimum of one (1) year of experience in the commercial elevator industry and or elevator helpers to assist in various tasks. The Contractor shall provide documentation of license and commercial experience for elevator service technicians at time of bid submission.

• The Contractor shall submit a current W9 at the time of bid submission that includes the business name, mailing address, federal identification, and remit to address if different from the mailing address.

• Bidders shall submit three (3) references with their bid to provide proof of experience conducting commercial elevator service work. Evidence of commercial elevator service work submitted for the purpose of proving experience must have been performed within the past two (2) years. References shall include the name, address, telephone number, contact person, and type and duration of services provided. References may be checked prior to award. Any negative responses received may result in disqualification of the bid.

References shall be of work performed by the bidding contractor and not subcontractors or employees performing work as employees of other contractors. The Bidder shall provide its Bid "Attachment E Reference Checks".

• The Contractor shall, at its own cost and expense, take out and carry in effect through the term of the contract a policy or policies of insurance with a reputable insurance company that is financially sound and authorized to conduct business in the State of Maryland and upon whom process in any suit or action or other proceeding in the courts of the State of

Maryland or of the United States may be served insuring the Contractor against all liability for injuries to persons (including wrongful death) and damages to property caused by the Contractor’s use and occupancy or otherwise caused by the Contractor’s activities and operations. The Contractor shall maintain liability insurance for One

Million Dollars ($1,000,000). The documentation is to be provided to SHA at the time of bid submission.

• The Contractor must be fully qualified to legally provide the services detailed in this

Contract within the State of Maryland. All applicable Federal, State, County, and local statutes, laws, and regulations must be followed by all parties when performing work related to this Contract. This requirement includes, but is not limited to, the standards established by the MDE, EPA, UASCE, FCWA, MOSH, OSHA, NFPA, and other relevant governmental agencies.

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

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”): 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.

ELEVATOR MAINTENANCE REQUIREMENTS

The Contractor shall provide Preventive Maintenance Services, including Inspection, Lubrication, Testing, Adjusting, Cleaning, Repairing and Replacing of the items but not limited to the listed below as per specified schedule.

MONTHLY BASIS

GENERAL

OPERATION

RIDE QUALITY

FLOOR LEVELING/ STOPPING ACCURACY

ACCELERATION & DECELERATION

DOOR OPEN & CLOSE OPERATION

CAR SPEED

NOISE/ VIBRATIONS

HOUSEKEEPING

MACHINE ROOM FLOOR

ROTATING MACHINERY

CAR TOP, CROSSHEADS & HITCHES

PIT FLOOR, GUARDS & STANDS

GUIDE RAILS & BRACKETS

HOISTWAY DIVIDER BEAMS & SILLS

OIL RECOVERY DEVICES & DRIP PANS

CAR STATIONS

CONTROLLER CABINETS

FIXTURES/

ILLUMINATION

CAR OPERATING PANELS

POSITION INDICATORS & CHIMES

LANTERN & GONGS

HALL PUSH BUTTONS & LAMPS

VOICE ANNUNCIATORS

ENUNCIATOR PANELS

PIT & CAR TOP LIGHTING

ON/ OFF KEY SWITCHES

LIFE SAFETY

INFRA-RED CURTAINS/ SAFETY EDGES

EMERGENCY STOP SWITCH

ALARM BELL

EMERGENCY LIGHT & BATTERY

EMERGENCY EXIT

FIRE SERVICE RECALL

CAB EXHAUST FANS

EMERGENCY COMMUNICATIONS

HYDRAULIC SYSTEM

OIL LINES & RESERVOIR

PUMP MOTOR & BELTS

VALVES, SCREENS & O RINGS

PISTON & PACKING GLANDS

FLUID LEVELS

OIL TEMPERATURE CONTROL DEVICES

PUMP & MUFFLER

SEALS & COUPLINGS

DOOR EQUIPMENT

DOOR OPERATOR, LINKAGES & BELTS

GATE SWITCH & INTERLOCKS

CAR & HATCH DOOR ROLLERS

DOOR SPEEDS & TIMES

DOOR RESTRICTORS

DOOR CLOSERS & RELATED DEVICES

DOOR TRACKS & HANGERS

DOOR CLUTCH & ENGAGING MECHANISMS

DOOR PRESSURE

FORCE CLOSING/ NUDGING

DOOR GIBS/ SITE GUARDS & ASTRAGALS

ROTATING

MACHINERY

DRIVE MACHINE & SHEAVE

WORM, GEAR & SEALS

THRUST, ROLLER & SLEEVE BEARINGS

DEFLECTOR & COMPENSATION SHEAVES

HOIST MOTOR/ ARMATURE & FIELDS

MOTOR GENERATOR/ COMMUTATOR

DRUM/ DISC & ROPE BRAKES

HOIST CABLES & GOVERNOR ROPES

COMPENSATION CHAINS/ CABLES

OVERSPEED GOVERNOR & TENSION SHEAVES

TACHOMETERS & POSITIONING ENCODERS

LUBRICANTS & FLUID LEVELS

HOISTWAY DEVICES

CAR TOP INSPECTION STATION

LIMIT SWITCHES & CAMS

LOAD WEIGHING DEVICES

CAR TOP SENSORS & SELECTOR SWITCHES

ROLLER GUIDES/ SLIDE SHOES

TRAVELING CABLES

ACCESS & PIT STOP SWITCHES

SPRING/ OIL BUFFERS

SHACKLE TENSION/ ROTATE ¼ TURN

RUN-BY-CLEARANCE

MOTION

CONTROLLER

RELAYS, CONTACTS & COILS

CONTROL FANS & FILTERS

SCR DRIVE, CHOKE & TRANSFORMER

CONTROL FUSES & OVERLOADS

ELECTRONIC REGULATORS & EXCITERS

PRINTED CIRCUIT BOARDS

RESISTOR TUBES & TIMERS

SAFETY CIRCUIT & TERMINAL CONNECTIONS

DISPATCHING/ GROUP OPERATION

ANNUAL BASIS

GENERAL

ALL SERVICES INCLUDED IN MONTHLY BASIS

PRESSURE HOSES

HYDRAULIC FLUID

VISCOSITY

COLOR

CONTAMINATION

FOAMING

CATEGORY 1 TEST

OIL BUFFER

SAFETIES

FIREFIGHTER SERVICE (Smoke Test)

FLEXIBLE HOSES & FITTINGS

POWER OPERATION OF DOORS

NORMAL AND FINAL STOPPING DEVICES

EMERGENCY TERMINAL SPEED LIMITING DEVICES

EMERGENCY TERMINAL STOPPING DEVICES

RELIEF VALVE SETTING AND SYSTEM PRESSURE (STATIC,

EMPTY, WORKING & RELIEF PRESSURE TESTS)

HYDRAULIC CYLINDER LEAK TEST

LOW OIL TEST

ATTACHMENT V

LOCATION AND TECHNICAL DETAILS OF THE ELEVATORS

ELEVATOR: No. 1

Location: Hanover Complex, Building No. 1, Office of Maintenance (OOM)

• Registration No: ST 1075

• Manufacturer: CEMCOLIFT Inc./ Delaware Elevator Inc.

• Model No: Series 6000

• Serial No: N/A

• Passenger Capacity: 2500 Lbs.

• Landings: 3

• Openings: 3

ELEVATOR: No. 2

Location: Hanover Complex, Building No. 1, Statewide Operations Center (SOC)

• Registration No: ST 1074

• Manufacturer: CEMCOLIFT Inc./ Delaware Elevator Inc.

• Model No: Series 6000

• Serial No: N/A

• Passenger Capacity: 2500 Lbs

• Landings: 2

• Openings: 2

ELEVATOR: No. 3

Location: Hanover Complex, Building No. 1, Office of Traffic and Safety (OOTS)

• Registration No: ST 1764

• Manufacturer: Dover Elevator System

• Model No: N/A

• Serial No: T-17208

• Passenger Capacity: 2500 Lbs

• Landings: 2

• Openings: 2

Elevator: No. 4

Location: Hanover Complex Building No. 4 Office of Construction (OOC)

• Registration No. ST 5546

• Manufacturer TKE

• Model N/A

• Serial No. EW5639

• Type: Hydraulic

• Landings 2

• Openings 2

PREVENTATIVE MAINTENANCE SERVICE

Preventative maintenance services must be performed by the contractor, including inspection, testing, adjustment, cleaning, control and landing positioning systems, power units, pumps, valves, and jacks. The contractor must also lubricate equipment for smooth and efficient operation and adjust elevator parts and components to ensure maximum performance and safe operation. The original equipment manufacturer (OEM), the American Society of Mechanical

Engineers (ASME), the most recent A17.1-Section 8.6 (Maintenance, Repairs, Replacement, and

Testing) and A17.2 recommendations and guidelines, as well as the State Department of Labor, Licensing, and Regulation (DLLR) Safety Regulations and Recordkeeping of the Items, but not limited to those listed in Attachment IV. Inside the Car:

Inside the car:

• Examine the interior of the elevator car for damage to the walls, ceiling, and handrails.

• Examine the position indicator lights and replace any burned out lights.

• Operate the elevator going up and down and check the leveling accuracy, acceleration, and deceleration. Make any adjustments deemed necessary.

• Check to make sure that the door moves smoothly and does not slam or bounce.

• Make sure the door restrictor operates properly and make any necessary repairs.

Outside the Car:

• Check the hall stations and lights and replace any burned out lights.

• Inspect the door panel and clearances.

• Test the Phase 1 firefighters’ service.

Machine Room:

• Make sure the machine room does not contain any material unrelated to the elevator.

• Check components for leaks, unusual vibration, or wear.

• Inspect electrical components for evidence of overheating or failure.

• Lubricate components, if necessary.

• Check the oil level.

• Make any necessary adjustments or schedule follow-up service.

Top of Car:

• Check that the stop-switch and inspection station function properly.

• Remove any debris from the top of the car.

• Inspect any visible components, including rollers, guide rails, and leveling devices.

• Check the traveling cables for wear and inspect connections.

• Inspect the door operator and its components.

• Check the hoist-way for evidence of rodents, fire safety, and vandalism.

Pit:

• Make sure that the stop switch, lights, and GFI outlet function properly.

• Clean the pit and check for signs of leaks.

• Inspect the spring buffers for signs of corrosion, alignment, and secure attachment.

• Inspect all visible components, including rollers, guide rails, safeties, and switches.

• Check the travel cable for wear, pinches, and snags.

• Make sure the sump pump is clean and operating correctly.

The elevator mechanic must fill out a log and note any observations, problems, and recommendations.

GENERAL

1. Contractor shall be responsible for complete Preventative Maintenance, for all the equipment covered under the contract.

2. The contractor will bring to the attention of SHA any parts not covered under this contract which need repair or replacement along with any defective parts which would affect the operation or the safety of the operation.

3. All materials furnished under this contract shall comply with all applicable DLLR codes and commercial standards.

4. The contractor shall be responsible for all safety devices and shall perform or assist in performing under the contract all safety tests and inspections as required by the DLLR or other regulatory bodies. This shall include, but not be limited to, the Annual and

Category 1 Tests on all Elevators. The Annual and Category 1 tests on the Elevators shall be scheduled with Leroy Daniels, who can be reached by phone at 410-787-7611 or by email at ldaniels@sha.state.md.us. The findings of all safety tests, inspections, and re-inspections must be reported to SHA in writing by the Contractor. If an elevator fails a safety inspection, it must be fixed and put back in operation within 48 hours. If the repair takes longer than expected, the Contractor may ask for an extension. Every request must be made in writing and include a justification for the delay.

5. The Contractor shall be responsible for timely notification to the DLLR, for re-inspection of any equipment. The Contractor shall be responsible for the re-inspection fee, if charged by DLLR.

6. The Contractor shall provide wall and floor protection when necessary to protect all materials inside the elevator compartment

7. The Contractor shall be responsible for providing and for the placement of barricades, tarps, plastic, flag tape and other safety/traffic control equipment required to protect the public, surrounding area and equipment.

8. It is the responsibility of the contractor to make Representatives available for the testing of the fire alarm system to prove the recall of the elevators to the proper floor. This is to be done for each elevator.

SCHEDULED SERVICE VISITS

The Contract stipulates that there will be a total of 36 planned on-site service visits. On the second Tuesday of each month, as per the scheduled event, all four elevators will receive maintenance, and all work must be done in the presence of SHA Maintenance Staff. At the conclusion of each service, a hard copy of all findings and documentation must be sent to

SHA.

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

Basis for more Contract award information. (Page 35 of 35)

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

Contract.

2.2 Contractor Responsibilities and Tasks

A. Payment Information (reference to Standard Terms)

B. Insurance Requirement (Page 22 of 35)

SERVICE REQUIREMENTS:

• The Contractor shall comply with all terms and conditions of the contract documents.

• The Contractor shall furnish all labor, supervision, materials/ parts (refer to section C paragraph 4), equipment, tools, transportation, and insurance necessary to ensure the satisfactory performance of the contracted services, as determined by the Administration.

• The Contractor must obtain all necessary permits before work is started, including any utility markings from Miss Utility.

• The location of work is the Maryland State Highway Administration Hanover Complex, which is located at 7491 Connelley Dr., Hanover, MD 21076. If necessary, a detailed description of the Hanover Complex will be provided to the Contractor after the Contract has been awarded.

• At the request of either party to this Contract and prior to the initiation of work, a conference may be held for the purpose of identifying and clarifying the specific methods and materials to be employed.

• The Contractor shall provide qualified elevator technicians to perform various duties as directed by the SHA Contract Manager or SHA Authorized Representative. All onsite elevator service work shall be accomplished by the oversight of the licensed elevator technician. All helpers involved with any onsite elevator service work shall work under the direct, in-person, supervision of the licensed elevator technician. The elevator technician with Maryland licensing must be a full-time employee of the contractor or the owner of the company.

• A normal work crew will consist of one (1) licensed commercial elevator technician.

Lack of adequate staff/personnel is not acceptable justification for failing to provide service

• No travel time shall be paid by the Administration, which means travel time to and from the job site is considered incidental to the other pay items and no additional compensation shall be allowed.

• Except for emergency service, all work shall be performed between the hours of 7:00 AM and 5:00 PM, Monday through Friday. After notification for request of a routine service contract shall provide a schedule for the needed service within 48 hours. No work shall be performed on Saturdays, Sundays, or Legal State Holidays without prior approval by the Contract Manager.

• All services requested outside of the normal, regular service workday shall be considered

EMERGENCY after hour services and shall be charged at overtime rates as specified on the Bid Price Form that are not to exceed one and half (1 ½ ) times the routine hourly rate as specified on the Bid Price Form.

• Holiday on call Service response will be paid at (2) times the routing hourly rate as specified on the Bid Price Form. The State recognized holidays are New Years’ Day, Martin Luther King Day, Presidents’ Day, Memorial Day, Juneteenth/National

Independence Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day.

• No work shall be permitted on Saturdays, Sundays, or Holidays without the permission of the SHA Contract Manager or SHA Authorized Representative.

• The Contractor may be required to do emergency service repairs at times other than normal business hours. Emergency services shall be performed by a licensed elevator technician. The Contractor shall provide a contact name and a monitored twenty-four

(24) hours number for emergency services at bid submission. The Contractor shall be available on twenty-four (24) hours, three hundred sixty-five (365) days per year basis to respond to emergency notifications.

• The SHA Contract Manager or SHA Authorized Representative shall notify the

Contractor of the type of service call, routine or emergency, at the time of the call.

The Contractor shall respond to routine service repair calls within forty-eight (48) hours after notification. Failure to respond within forty-eight (48) hours may result in breach of contract and said contract may be terminated. The Contractor shall respond to emergency service calls within three (3) hours after notification. Failure to respond within three (3) hours may result in breach of contract and said contract may be terminated.

• The Contractor shall provide "not to exceed” estimates for services to be performed prior to the services being performed unless waived by the SHA Contract Manager or

SHA Authorized Representative. The estimates must be received within twenty-four

(24) hours after initial service call or site visit. The estimates must outline detailed information, such as the description of services and itemized list of repair parts required to complete the job. Failure to supply estimates PRIOR to services being performed may result in a breach of contract and said contract may be terminated.

All work shall be approved by the SHA Contract or SHA Authorized Representative prior to any services being performed.

• The Contractor shall prepare a detailed service report daily indicating the date, locations, arrival time, departure time, name of qualified elevator technician(s) performing the work, helper’s name if applicable, a brief description of services performed or to be performed, and any parts and or materials used for the services.

Note: No lunch or material acquisition time shall be included on the service ticket without the approval of the SHA Contract Manager or SHA Authorized

Representative. Each service report must be completed, signed by the qualified elevator technician, and signed by the SHA Contract Manager or SHA Authorized

Representative. A copy of the service report must be given to the SHA Contract

Manager or SHA Authorized Representative daily. Failure to follow these procedures may result in breach of contract and said contract may be terminated.

• All work shall be performed per the standards of the commercial elevator industry and to the complete satisfaction of the SHA Contract Manager or SHA Authorized

Representative. The Contractor shall work until each service request is completed, and when necessary, respond to multiple requests for services at the same time. The

SHA Contract Manager or SHA Authorized Representative can perform on-site inspections at any time during the work.

• All work shall comply with Federal, State, county and local codes, laws, rules and regulations and to the complete satisfaction of the SHA Contract Manager or SHA

Authorized Representative.

• All work performed under the contract shall be done in accordance with the Maryland

Department of Transportation (MDOT) State Highway Administration’s (SHA) specifications entitled, “Standard and Supplemental Specifications for Construction and Materials” of the latest version/revision available at https://www.roads.maryland.gov/mdotsha/pages/Index.aspx?PageId=122 or additions thereto, Maryland Department of Transportation General Conditions for Maintenance

Contracts, and the Special Provisions included in the invitation for bid (IFB) documents. In case of discrepancy between the Special Provisions and all other provisions contained in the contract, the SHA Contract Manager or the SHA

Procurement Officer will be the sole authority as to the proper procedures to follow.

• The Contractor shall meet all Federal EPA, OSHA, and MDE guidelines in the performance of work and proper handling and disposal of waste and or contaminated materials. The SHA Contract Manager or SHA Authorized Representative shall not receive any materials, products, or chemicals that may be hazardous to an employee’s health unless accompanied by a Material Safety Data Sheet when received.

• All materials and installations shall comply with the latest editions of the codes, laws, and ordinances of Federal, State, and local governing bodies and authorities having https://www.roads.maryland.gov/mdotsha/pages/Index.aspx?PageId=122 jurisdiction. The Contractor shall provide only commercial elevator products and materials that are listed and labeled by Underwriters Laboratories Inc.

• In every installation where regulations of BGE (Baltimore Gas & Electric Company) apply, compliance with BGE’s regulations shall be mandatory and any costs involved including BGE’s fees or charges shall be included on the Price Form. All design, equipment, and materials specified by design shall comply with all applicable acts, laws, rules, and regulations in the latest editions of following organizations:

National Electrical Code (ANSI/NFPA 70)

Life Safety Code (NFPA 101)

National Electrical Safety Code (NESC-ANSI C2)

American National Standards Institute (ANSI)

National Fire Protection Association (NFPA)

Institute of Electrical and Electronics Engineers (IEEE)

Insulated Cable Engineers Association (ICEA).

National Electrical Manufacturers Association (NEMA)

Illuminating Engineering Society (IES)

Underwriters Laboratories Inc. (UL)

Occupational Safety and Health Administration (OSHA) Americans with Disabilities

Act (ADA)

• The Contractor shall be responsible for obtaining all necessary permits before the service is started. The Contractor shall also be responsible for contacting and obtaining utility markings from Miss Utility if applicable.

WORK SCHEDULING, RATES & PROCEDURES:

• No work shall be initiated under this agreement until a specific contract has been executed. No minimum number of hours shall be paid per show-up on-site under this

Contract. The Administration will pay only for work performed. Any work performed outside the Scope of Work described in this Invitation for Bids, including emergency work, will not be paid if not preapproved by the Contract Manager.

• The intent of this IFB is for the contractor that will perform the work to submit proposals.

Proposals submitted by contractors with the intent to subcontract the elevator work per the scope of work in this IFB will be considered non-responsive.

• Man-hours paid under the contract shall be only for productive hours at the job site.

Time spent for transportation of workers, lunch, material acquisition, handling, and delivery or for movement of Contractor owned or rental equipment is not chargeable directly but is overhead and shall be included in the hourly rate for basic labor on the

Price Form. No minimum show-up time shall be paid under this contract.

• The Contractor shall sign-in and sign-out at the administrative office of the facility when reporting for work and when leaving. When signing out, the Contractor must present an

“Activity Report” detailing the work performed that day. This document will become part of the Administration’s records and used when verifying payment. The Contractor will not be paid if there is no written record of sign-in and sign-out times.

• The Contractor shall maintain an adequate stock of industry-standard supplies, parts, and tools necessary for performing commercial elevator work at all times. The Contractor shall also furnish and maintain a work vehicle equipped with an adequate stock of industry-standard supplies, parts, and tools necessary for performing commercial elevator work while engaged in said performance.

• All parts and or materials used by the Contractor shall be billed to SHA at actual cost to the Contractor plus the percentage added to the actual cost of parts and or materials purchased by the Contractor. The percentage amount shall not exceed ten percent (10%).

SHA has the option to directly purchase any individual parts and or materials for the service and or repair that exceeds $200.00 in cost. The contract is not an exclusive contract. SHA reserves the right to separately bid out labor, parts, and or supplies for any job as determined by the SHA Contract Manager or SHA Authorized Representative. A copy of the Contractor’s source invoice(s) or receipt(s) for all parts and or materials used for repairs and or services must accompany the invoice(s) to be reimbursed. Payments shall not be made for any parts/material without the proper documentation attached to the

Contractor’s original invoice.

• The Contractor’s stocked items do not qualify for markup and shall be specified on the

Contractor’s invoice as stocked items.

• Parts furnished by the Contractor shall be new and shall be the latest improved models in current production, as offered to commercial trade, and shall be of quality material.

Manufacturers’ warranties shall apply to new parts and material provided. The Contractor shall provide the Administration with all manufacturers' warranty documents upon completion of installation and prior to leaving the job site.

• Any specialized equipment that is rented by the Contractor for use on a project and is intended to be billed as a direct charge must be included on the Price Form and shall be charged to SHA at actual cost to the Contractor plus the percentage added to the actual cost of the specialized equipment rented by the Contractor. The percentage amount shall not exceed ten percent (10%). A copy of the Contractor’s source invoice(s) or receipt(s) for specialized equipment that is rented by the Contractor for use on a project for repairs and or services must accompany the invoice(s) to be reimbursed. Payments shall not be made for any specialized equipment that is rented without the proper documentation attached to the Contractor’s original invoice.

• The Contractor shall guarantee all work included in the Contract against any defects in workmanship, and shall satisfactorily correct, at no cost to the Administration, any such defect that may become apparent within a period of one (1) year after completion of work. The warranty period shall commence upon date of acceptance by the

Administration.

• The Contractor shall leave the work area clean and free of materials, debris, accumulated waste or rubbish, and Contractor’s equipment to the satisfaction of the SHA Contract

Manager or SHA Authorized Representative. The Contractor shall be responsible for removal and disposal of all debris and defective materials resulting in performance of the service in strict accordance with all applicable regulations, codes, laws, and ordinances.

If the Contractor does not clean area upon completion, the penalties and fines applicable by law to clean the area shall be deducted from the Contractor's invoice as liquidated damages.

• No Subcontractor shall be permitted to work under the Contract without the written approval of the Contract Manager. Any subcontracted work must be preapproved by the

Contract Manager. Such approval will only be granted for non-elevator services ancillary to the work included in the IFB. The intent of this IFB is for the successful bidder to be the contractor performing the commercial elevator work under the contract. General contractor’s bidding with the intent to subcontract the commercial elevator work will be deemed as non-responsible and their bid will not be considered.

• The Administration reserves the right to limit the number of persons performing the work as required. The Administration may, at its discretion, limit any personnel from performing service, require temporary or permanent removal of the employee from work being performed, or require additional training of personnel at no cost to the

Administration.

INSURANCE REQUIREMENT

The Contractor shall maintain Commercial General Liability Insurance with limits sufficient to cover losses resulting from, or arising out of, Contractor action or inaction in the performance of the contract by the Contractor, its agents, servants, employees, or subcontractors, but no less than a Combined Single Limit for Bodily Injury, Property Damage, and Personal and Advertising

Injury Liability of $1,000,000 per occurrence and $3,000,000 aggregate.

The Contractor shall maintain Automobile and/or Commercial Truck Insurance as appropriate with Liability, Collision, and Personal Injury Protection (PIP) limits no less than those required by the State where the vehicle(s) is registered but in no case less than those required by the State of Maryland.

The Contractor shall maintain Employee Theft Insurance with minimum limits of $1,000,000 per occurrence.

Within five (5) business days of recommendation for contract award, the Contractor shall provide the MD SHA Procurement Officer and MD SHA Maintenance Supervisors with current certificates of insurance and shall update such certificates from time to time but no less than annually in multi-year contracts, as directed by the Procurement Officer. Such copy of the

Contractor’s current certificate of insurance shall contain at minimum for following:

• Workers’ Compensation: The Contractor shall maintain such insurance as necessary and/or as required under Workers’ Compensation Acts, the Longshore and Harbor

Workers’ Compensation Act, and the Federal Employers’ Liability Act.

The Maryland State Highway Administration shall be listed as an additional insured on the policies except for Worker’s Compensation Insurance. All insurance policies shall be endorsed to include a clause that requires that the insurance carrier provides the SHA Procurement Officer and SHA Contract Manager by certified mail not less than 45 days’ notice of any non-renewal, cancellation, or expiration. In the event the SHA Procurement Officer and SHA Contract

Manager receives a notice of non-renewal, the Contractor shall provide the SHA Procurement

Officer and SHA Contract Manager with an insurance policy from another carrier at least 30 days prior to the expiration of the insurance policy then in effect. All insurance policies shall be with a company licensed by the State to do business and to provide such policies.

UNSATISFACTORY WORK:

The Contract Manager or his representative shall inspect all work performed and be the final judge in determining if the work has been performed correctly and completely. All unsatisfactory findings shall have corrective actions made within forty-eight (48) hours of discovery. Any temporary corrective actions shall be made permanent within ten (10) business days of the initial discovery of unsatisfactory work. There shall be no cost to SHA for redoing the work.

CONTRACT MANAGER

The SHA Contract Manager for the contract is Chris Gallo, who can be reached by phone at 410-

582-5572, or by email at cgallo@mdot.maryland.gov The Contract Manager may appoint other

SHA Authorized Representatives serve in an identical capacity for the duration of the contract.

PAYMENT:

All authorized service calls for labor, parts, and or materials shall be paid according to the hourly rates listed on the completed Price Form.

The invoice terms shall be net thirty (30) days upon receipt of completed correct invoice.

The invoice for service and or repairs shall be submitted within fifteen (15) calendar days from the date of service. Any work performed at the end of June shall be submitted no later than July

5th to comply with SHA's fiscal year end requirements.

All invoices shall include the following information. Failure to do so may result in delay of payment. Invoices held for verification, missing information, or returned for corrective re-submittal shall not be subject to late fees.

• Company name

• Complete remittance address

• Company telephone number

• Contact person

• Federal taxpayer identification number (or if sole proprietorship, the individual’s social security number)

• Invoice date

• A unique invoice number

• SHA assigned BPO number (blanket purchase order) or contract number

• Details of services performed o Itemized date o Location of services o Work time mailto:cgallo@mdot.maryland.gov

• Number of man hours for each category of labor

• Labor rates

• Parts and or material charges (when applicable)

• Equipment rental fees (when applicable)

• Sub totals for different category of charges

• A total amount due

• Copies of invoices or receipts for any parts, materials, and or rental equipment listed for reimbursement (when applicable)

• Copies of activity report/service tickets/work order and or SHA Maintenance’s

Vendor Request Work Order form (when applicable)

Invoices shall be sent to the following address:

Maryland State Highway Administration

Office of Maintenance

Facility Operations Division

7491 Connelley Drive

Hanover MD. 21076

MD SHA is exempt from Maryland Sales Taxes and Use Taxes by Exemption Certificate

Number 3000256-3 and from Federal Excise Taxes by Exemption Number 52-73-0358K. No tax price shall be included on the invoice.

All invoices under $5,000.00 may be charged to the State Corporate Purchasing Card.

BASIS OF AWARD:

• The unit prices quoted are required for establishing a unit cost for each service and providing a grand total for the purpose of evaluating bids. The award will be based upon the lowest grand total bid and be awarded to the lowest responsive and responsible bidder for the services required.

• This scope of contractor services/scope of work does not commit the State to award a contract. The contents of the bid may become contractual obligations if a contract ensues. Failure of the Contractor to honor the obligations stated in this scope of contractor services/scope of work may result in termination for default.

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.

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 Bid

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 15-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:

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/

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 if subcontractor is approved by the contract monitor.

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.

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…