844289switchUmbc.pdf

INVITATION FOR BID (IFB)

FOR

15KV SWITCH AND TRANSFORMER PREVENTATIVE MAINTENANCE

CONTRACT

IFB NUMBER: BC-21546-M

ISSUED: 09/16/2026

Prospective bidders/Bidders are encouraged to regularly visit the University’s Department of Procurement &

Strategic Sourcing website, e-Maryland Marketplace Advantage (eMMA) to ensure receipt of any addenda and other updates related to this solicitation. The links to these resources are provided below:

• UMBC Bid Board - https://procurement.umbc.edu/bid-board/

• eMaryland Marketplace Advantage (eMMA) - https://emma.maryland.gov

ISSUING OFFICE

Department of Procurement & Strategic Sourcing

University of Maryland, Baltimore County

Administration Building, 7th Floor

1000 Hilltop Circle

Baltimore, MD 21250

MINORITY, WOMEN AND SMALL BUSINESSES ARE ENCOURGAGED TO RESPOND TO THIS

SOLICITATION

https://procurement.umbc.edu/bid-board/ https://emma.maryland.gov/

Solicitation Name:15Kv Switch and Transformer

Preventative Maintenance Contract

Solicitation Number: BC-21546-M

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Key Information Sheet & Solicitation Schedule

The University is committed to ensuring that persons with disabilities have equally effective opportunities to participate in and benefit from the University's programs and services. Persons who may require reasonable

ADA accommodations should email the Issuing Office at nmiller7@umbc.edu at least five (5) days prior to any meeting scheduled in connection with this solicitation.

Invitation for Bid (IFB)

IFB Issue Date: September 16, 2026

Procurement Officer: Nneka Miller

Bids are to be emailed to: Bids.0ld6yu4jvtkn9sy2@u.box.com (copy paste)

Pre-Bid Conference: October 1, 2026; at 10:00 am at this link:

sip:26331934621@umbc.webex.com

(US) +1 202-860-2110 (toll)

Access code: 2633 193 4621

Site Visit: October 8, 2026; at 10:00 am

(Site visit details are in Section 3)

Questions Due Date & Time: October 15, 2026; on or before 2:00 pm

Submit Questions to: nmiller7@umbc.edu

Bid Due Date & Time: October 29, 2026; on or before 2:00 pm Local Time

Bidders are reminded that a completed Feedback Form is requested if a no-bid decision is made (see No Bid

Notice/Vendor Feedback Form).

Public Bid Opening Date, Time and

Location:

October 29, 2026; at 2:30 pm Local Time at this link:

sip:28705975083@umbc.webex.com

2110-860-(US) +1 202 (toll)

Access code: 2870 597 5083

Minority Business Enterprise (MBE)

Subcontracting Goal:

Twelve (12%) MBE Goal

Procurement Method: A Contract will be awarded in accordance with the

Competitive Sealed Bidding method under COMAR

21.05.02.

Contract Type: Indefinite Quantity with Firm Fixed Prices

Term of Contract: Three (3) years base period with two (2) one-year renewal option periods.

mailto:nmiller7@umbc.edu mailto:Bids.0ld6yu4jvtkn9sy2@u.box.com https://www.google.com/url?q=https://umbc.webex.com/umbc/j.php?MTID%3Dm0859a69acf3b60411b1645db4e28d565&sa=D&source=calendar&ust=1790003104151666&usg=AOvVaw2uoUsGrrtJ5pjMsO4MwUnr sip:26331934621@umbc.webex.com tel:+12028602110 mailto:nmiller7@umbc.edu https://www.google.com/url?q=https://umbc.webex.com/umbc/j.php?MTID%3Dm9229867dee3b7c77ae9e8f8e6ca0cd48&sa=D&source=calendar&ust=1790003244270621&usg=AOvVaw1mCilrn7tvraN7NdCQijbP sip:28705975083@umbc.webex.com tel:+12028602110

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NOTICE TO BIDDER/OFFEROR

To help improve the quality of bid/Proposal solicitations and to make our procurement process more responsive and "business friendly," we ask that you provide comments and suggestions regarding the enclosed solicitation. Please return your comments with your bid, proposal or "no bid," response, as the case may be. Thank you for your assistance.

Solicitation No.: BC-21546-M Title: 15Kv Switch and Transfer Preventative Maintenance Contract

If you have responded with a “no bid” please indicate the reasons below (check applicable boxes):

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.

Start-up time is 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 University contracts were not profitable or otherwise unsatisfactory (explain below).

Payment schedule too slow.

Other:

Explanation: _______________________________________________________________________________________

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

Remarks: ___________________________________________________________________________________________________

Bidder/Offeror Name: _________________________________________________________

Contact Person: _______________________________________________

Signature: _____________________________________ Date: ___________

Address: ______________________________________________________

Email: _____________________________________________________________________________________________ Phone: ___________

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Table of Contents

Key Information Sheet ................................................................... Error! Bookmark not defined.

1. Contractor Requirements: Scope of Work

1.1. Summary Statement

1.2. Background

1.3. Minimum Qualifications

1.4. Responsibilities and Tasks

1.5. Deliverables

1.6. Optional Services

2. Contractor Requirements: General

2.1. Contract Initiation Requirements

2.2. End of Contract Transition

2.3. Invoicing

2.4. Security Requirements

2.5. Problem Escalation Procedure

2.6. Substitution of Personnel

2.7. Work Orders <or Assignment of Work>

3. Procurement Instructions

3.1. Pre-Bid Conference & Site Visit

3.2. Questions and Addenda

3.3. Bid Due Date and Time

3.4. Multiple or Alternate Bids

3.5. Receipt, Opening and Recording of Bids

3.6. Award Basis

3.7. Tie Bids

3.8. Site Investigation

3.9. Duration of Bid

3.10. Modifications and Withdrawals of Bids

3.11. Cancellations

3.12. Bid Acceptance

3.13. Confidential/Proprietary Information

3.14. Incurred Expenses

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3.15. Insurance

3.16. Bonds

4. Minority Business Enterprise (MBE) Utilization

5. General Informations for Bidders

6. Bid Instructions

6.1. Bid Evaluation Criteria

6.2. Award Method

7. Exhibits

Exhibit A: Pre-Bid Conference Request Form

Exhibit B: Bidder Information Sheet

Exhibit C: Bid Price Instructions and Form

Exhibit D: MBE Affidavits and Forms

Exhibit E: Bid Affidavit

Exhibit F: Firm Experience

Exhibit G: Firm References

Exhibit H: Key Personnel

Exhibit I: Financial Stability of Bidder

Exhibit J: Acknowledgement of Receipt of Addenda

Exhibit K: Conflict of Interest Affidavit and Disclosure

Exhibit L: UMBC Contract Agreement (Sample)

Exhibit M: Prime Contractor List of all Subcontractors

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1. Contractor Requirements: Scope of Work

1.1. Summary Statement

1.1.1. The University of Maryland, Baltimore County, a constituent institution of the University

System of Maryland, an agency of the state of Maryland (herein referred to as the “University” or “UMBC”), intends to contract for preventative maintenance on the listed building’s switches and transformers by year as outlined below:

(MB = Main Breaker, DB = Distribution Breaker)

All transformers are 13.2kV to 480V

Year 1:

15kv Switches and Transformers:

• Chemistry

(3) Load Interrupter switches

(1) 2000kVA Substation Transformer (FR3)

• RAC

(3) Load Interrupter switches

(1) 750kVA Pad-Mount Transformer (FR3)

• Facilities Management:

(1) Pad-Mount switch

(1) 750kVA Pad-mount Transformer (oil)

• Satellite Plant:

(3) Load Interrupter switches

(1) 2500kVA Substation Transformer (Silicone)

• Greenhouse:

(1) Pad-Mount switch

(1) 225kVA Pad-Mount transformer (oil)

• Erickson hall:

(1) Pad-Mount switch

(1) 1000kVA Pad-Mount transformer (oil)

• Westhill:

(1) Pad-Mount switch

• Biology:

(3) Load Interrupter switches

(1) 1500kVA Dry Type Transformer

480-volt

• TRC (Requires BGE outage)

(12) DB no Main Breaker

• Chemistry:

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(1) 4000A MB (12) DB

• Stadium:

(1) 2500A MB (11) DB

• Facilities Management:

(1) 800A MB

• Satellite Plant:

(1) 4000A MB (6) DB

• Erickson Hall:

(1) 3000A MB

Year 2:

15kV Switches and Transformers:

• Hillside Apts:

(1) Pad-mount switch

• ILSB:

(3) Load interrupter switches

(1) 2000KVA Substation Transformer (FR3)

• ITE:

(3) Load Interrupter switches

(1) 1500 KVA Substation Transformer (Silicone)

• University Commons:

(3) Load Interrupter switches

(1) 2000KVA Substation Transformer (Silicone)

• Stadium:

(1) Pad-Mounted switch

(1) 1500KVA Pad-Mounted transformer (FR3)

• Hillcrest:

(1) Pad-Mounted switch

480-volt:

• ILSB:

(1) 3200A MB (12) DB

• Stadium:

(1) 3000A MB

• University Commons:

(1) 3000A MB (15) DB

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Year 3:

15kV Switches and Transformers:

• Performing Arts:

(3) Load interrupters

(1) 3000kVA Dry Type Transformer

• Physics:

(3) Load interrupters

(1) 3000kVA Pad-Mount transformer (R-Temp)

480-volt:

• Performing Arts:

(1) 5000A MB (10) DB

• Physics:

(1) 4000A MB (14) DB

Transformer Testing:

• Visual and Mechanical inspection

• Turns Ratio Test

• Insulation Resistance test

• Power factor test

• Proper heater and fan operation if Applicable

15kV Load interrupter Switch:

• Visual and Mechanical Inspection

• Exercise all non-static mechanical components

• Clean and Lubricate switch components

• Contacts cleaned and lubricated

• Insulation Resistance Test

• Contact Resistance test

• AC Over Potential test

• Verification of properly working compartment Heaters (If applicable).

• Remove dust and debris from inside the cabinet

• Proper heater operation if applicable

15kv Fuse compartments:

• Clean and lubricate fuse contact points

• Fuse Holder and Fuse Resistance Test

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480 Volt panel Boards:

• Visual and mechanical inspection

• Insulation Resistance Test – bolted connections

• Bus Work Connection Resistance Test

• Feeder breaker Contact Resistance Test

• Insulator inspection

480 Volt breaker tests and inspection:

• Perform minimum pickup voltage tests on shunt trip and close coils in accordance with manufacturer’s published data

• Verify operation of charging mechanism

• Inspect physical and mechanical condition

• Inspect bolted electrical connections for high resistance

• Secondary current tests only. Primary tests are not within the scope of this contract.

The preventative maintenance schedule listed above represents the University’s current estimate. The actual schedule may vary and is subject to change. In some cases, work may be postponed or rolled over into the following year at the discretion of the University.

Please refer to the following documents:

Attachment A - 2024 Single Line Diagram & Power Yard

Other Requirements:

• Maintenance shall follow all equipment manufacture specifications, the NETA, and the NFPA 70B

• All safety procedures will comply with the NFPA 70E

• All lock-out devices must be supplied by the contractor and applied by the person performing the work.

• Contractor will be responsible for supplying and applying appropriate grounds in accordance with safe trade practices.

• Transformer oil sampling is not within the scope of this contract.

• Technicians shall be certified in accordance with National Electrical Testing Association (NETA), and American National Standards Institute (ANSI) Standard for Certification of Electrical Testing

Technicians. Each on site crew leader shall hold a current certification of level 2 or higher.

• Provide a written report for all equipment tested and inspected.

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• Provide service recommendations

• The de-energizing of any equipment will need to be scheduled with UMBC.

• Any parts or components that need to be replaced once the switch or transformer is opened and inspected need to be recommended and submitted in an additional quote. However, contractor shall try to anticipate as much as possible the potential for part replacement at the time of scheduled preventative maintenance to reduce additional building outages.

• The mission of 15kv preventative maintenance program is to ensure the integrity and reliability of the UMBC campus electrical system and to ensure the safety of the personnel who operate the electrical system.

1.1.2. UMBC intends to make a single award as a result of this IFB. This is an Indefinite Delivery

Indefinite Quantity (IDIQ) contract. UMBC reserves the right to authorize services as may be required during the contract period, and also, reserves the right to not authorize any services or materials. UMBC does not guarantee a dollar amount will be met or exceeded, nor can UMBC guarantee any minimum dollar amount to any Contractor.

1.1.3. The contract shall be in effect for three (3) years unless otherwise extended, expired or terminated pursuant to the contract. The contract may be renewed by UMBC at its discretion for an additional two (2) one- year renewal option periods.

1.1.4. UMBC reserves the right to extend the terms and conditions of this solicitation to any and all other agencies within the state of Maryland as well as any other federal, state, municipal, county, or local governmental agency under the jurisdiction of the United States and its territories. A copy of the contract pricing and the solicitation requirements incorporated in this contract will be supplied to requesting agencies. Each participating agency shall enter into its own contract with the supplier. UMBC does not assume any responsibility other than to obtain pricing for the specifications provided.

1.2. Background

Established in 1966, the University of Maryland, Baltimore County (UMBC) is one of twelve institutions that, along with two regional centers, constitute the University System of Maryland. UMBC is located on 482 acres with 4.2 million gross square feet and only 15 minutes from Baltimore’s Inner

Harbor and 30 minutes from Washington, D.C. and five minutes from BWI Airport.

UMBC combines the emphasis on teaching found at the best liberal arts colleges with the innovation of a research university. UMBC’s students take full advantage of the educational, business, cultural, and recreational resources of Baltimore and Washington, D.C. At UMBC, students work alongside faculty who are leaders in their fields; think about the hard questions of society, science, and creative expression; and then move beyond the classroom to make a difference.

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UMBC is increasingly recognized as a major resource for building the State’s economy and addressing its social concerns. More than 70% of UMBC’s 77,000 active alumni live and work in Maryland, contributing significantly to the State’s economic and social vitality. In Fall 2024, UMBC had 13,906 enrolled students of which 73% are minority enrollments from nearly all 50 states and 10.5% are international enrollments from over 100 nations, creating a richly diverse student body.

Nearly seven percent of assignable space is dedicated to research laboratory facilities, a reflection of

UMBC’s designation as a Doctoral University with Very High Research Activity – also known as R1 – in the 2022 Carnegie Classification of Institutions of Higher Education, which places UMBC among the top 146 research universities in the nation.

1.2.1. Project Goals: To increase the safety and reliability of the critical operations of the switches and transformers that control and provide power to the UMBC campus.

1.2.2. UMBC Staff and Roles:

1.2.2.1. Procurement Officer: Nneka Miller, will serve as the facilitator for this procurement. All communications regarding this solicitation shall be directed exclusively to the

Procurement Officer; nmiller7@umbc.edu.

1.2.2.2. MBE Liaison Officer: Rosetta Butler, rbutler2@umbc.edu

1.2.2.3. Project Manager: Christopher Serafin, UMBC Electric Shop Supervisor, cserafin@umbc.edu.

1.2.3. UMBC Responsibilities: Coordinate and schedule all required shutdowns. Provide single lines and access to the equipment necessary to complete the preventative maintenance.

1.3. Minimum Qualifications

1.3.1. The Bidder shall have five (5) years’ experience providing services as outlined in the Scope of work (outlined in Section 1).

1.3.2. Technicians need to be certified either NETA or NICET. As proof of meeting this requirement, the Bidder shall provide certifications with their bid submission.

1.3.3. Work shall also comply with NFPA, OSHA, ANSI, NETA, and NICET Safety Regulations, and Industry

Standards & Practices that ensure the protection of life, property & equipment. Additionally, the

University may issue additional standards for specific work, as applicable.

1.3.4. All licenses required under this section shall be current and valid at the time that the work is performed on

UMBC’s campus. Contractors shall hold a State of Maryland Master Electrical License

1.3.5. The Contractor shall immediately provide the University with a copy of all required licenses, qualifications, & certifications upon request.

1.3.6. UMBC reserves the right to verify all information provided, as well as to consult any other sources available including any person or persons associated with the references provided or the project cited as a reference. UMBC also reserves the right to request additional references or contact any known firm associated with the Bidder, as well as itself even if not provided as a reference by the Bidder. References will be held in the strictest of confidence.

mailto:nmiller7@umbc.edu mailto:rbutler2@umbc.edu mailto:cserafin@umbc.edu

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1.4. Responsibilities and Tasks

1.4.1. Contractor must perform preventative maintenance on all designated switches and transformers per the NETA manufacturers specifications, and NFPA 70B.

1.5. Deliverables

1.5.1. The contractor must provide a report for switch and transformer test results including the physical condition of the equipment and any repairs recommendations in a PDF or Word document file.

1.5.2. The contractor must submit reports to Christopher Serafin, UMBC Electric Shop Supervisor, cserafin@umbc.edu.

1.5.3. The Contractor shall report any deficiencies identified during the preventative maintenance that cannot be corrected at the time of service due to parts availability. Such deficiencies shall be documented in the maintenance report, and the Contractor shall submit a separate quotation for the required repairs to Christopher Serafin, UMBC Electric Shop Supervisor, cserafin@umbc.edu

1.5.4. All outages shall be coordinated with UMBC, the contractor, building managers and users.

UMBC reserves the right to cancel an outage at any time including the day of the scheduled maintenance. UMBC will notify the contractor as soon as possible in the event of a cancelled outage.

1.6. Optional Services

1.6.1. Listing of any Optional Services to be quoted/future work

2. Contractor Requirements: General

2.1. Contract Initiation Requirements

2.1.1. Contractor shall schedule and hold a kickoff meeting within 10 business days of notice to proceed date. At the kickoff, the Contractor shall furnish a safety plan, and key personnel.

2.2. End of Contract Transition

2.2.1. The Contractor shall provide transition assistance as requested by UMBC to facilitate the orderly transfer of services to UMBC or a follow-on contractor, for a period of up to 60 days prior to the contract end date, or the termination thereof. Such transition efforts shall consist, not by way of limitation, of:

2.2.1.1. Provide additional services and support as requested to successfully complete the transition;

2.2.1.2. Maintain the services called for by the contract at the required level of proficiency;

2.2.1.3. Provide updated documentation and/or current operating procedures.

2.2.2. The Contractor shall work toward a prompt and timely transition, proceeding in accordance with the directions of the Project Manager. The Project Manager may provide the Contractor with additional instruction to meet specific transition requirements prior to the end of the contract.

2.2.3. The Contractor shall ensure that all necessary knowledge and materials for the tasks completed are transferred to the custody of UMBC personnel or a third party, as directed by the Project

Manager.

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2.3. Invoicing

2.3.1. Payment will be made in accordance with the terms and conditions set forth in the Contract.

Invoices shall be submitted to Christopher Serafin, UMBC Electric Shop Supervisor, cserafin@umbc.edu after the preventative maintenance has been completed on each scheduled and designated switch.

2.3.2. Payments to the Contractor pursuant to the Contract shall be made no later than 30 days after

UMBC's receipt of a proper invoice from the Contractor. Each such invoice must reflect the

Contractor's federal tax identification number.

2.3.3. All fees are exclusive of applicable federal, state, local, and foreign sales, use, excise, utility, gross receipts, value added and other taxes, tax-like charges and tax-related surcharges. UMBC is generally exempt from such taxes and Contractor agrees not to charge UMBC for such taxes in accordance with applicable law. UMBC will provide exemption certificates upon request.

Charges for late payment of invoices are prohibited.

2.3.4. There shall be no reimbursement for Routine Travel. Contractor shall not be reimbursed for Non-

Routine Travel without prior Project Manager approval.

2.3.5. Routine Travel is defined as travel within a 50-mile radius of the UMBC’s base location, as identified in the IFB, or the Contractor’s facility, whichever is closer to the consulting site. There will be no payment for labor hours for travel time or reimbursement for any travel expenses for work performed within these radiuses or at the Contractor’s facility.

2.3.6. Non-routine Travel is defined as travel beyond the 50-mile radius of UMBC’s base location, as identified in the IFB, or the Contractor’s facility, whichever is closer to the consulting site. Non-routine travel will be reimbursed according to the State’s travel regulations and reimbursement rates, which can be found at: www.DBM.maryland.gov - search: Fleet Management. If non-routine travel is conducted by automobile, the first 50 miles of such travel will be treated as routine travel and will not be reimbursed. The Contractor may bill for labor hours expended in non-routine traveling beyond the identified 50-mile radius, only if so, specified in the IFB or

Work Order.

2.4. Security Requirements

2.4.1. Upon request of UMBC personnel, each Contractor Personnel shall provide photo identification.

Contractor Personnel shall cooperate with UMBC site requirements, including but not limited to, being prepared to be escorted at all times, and providing information for UMBC badge issuance.

2.4.2. Contractor shall remove any Contractor Personnel from working on the Contract where UMBC determines, in its sole discretion, that Contractor Personnel has not adhered to the Security requirements specified herein.

2.4.3. UMBC reserves the right to request that the Contractor submit proof of employment authorization of non-United States Citizens, prior to commencement of work under the Contract.

2.4.4. A criminal background check for each Contractor Personnel providing services onsite shall be completed prior to providing any services under the Contract. The criminal background check is at the Contractor’s expense.

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2.5. Problem Escalation Procedure

The Contractor must 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 performance of the contract and how resolution will be communicated to UMBC.

2.6. Substitution of Personnel

2.6.1. All subcontractors shall be identified and a complete description of their role relative to the bid shall be included in the Bidder’s bid.

2.6.2. Key Personnel identified in the Bidder’s bid may not be substituted, removed, or added throughout the duration of the contract, without the prior written consent of UMBC.

2.6.3. Bidder shall demonstrate to the Project Manager’s satisfaction that the proposed substitute has qualifications at least equal to those of the Key Personnel proposed to be replaced.

3. Procurement Instructions

3.1. Pre-Bid Conference and Site Visit

3.1.1. A pre-bid conference will be held at the date, time and location indicated on the Key Information

Summary Sheet.

3.1.2. Attendance at the Conference is not mandatory, but all interested parties are encouraged to attend in order to facilitate better preparation of their Bids. If the solicitation includes an MBE goal, failure to attend the Conference will be taken into consideration as part of the evaluation of a

Bidder’s good faith efforts if there is a waiver request.

3.1.3. The University is committed to ensuring that persons with disabilities have equally effective opportunities to participate in and benefit from the University's programs and services. Persons who may require reasonable ADA accommodations should contact the Issuing Office at nmiller7@umbc.edu five (5) days prior to any meeting scheduled in connection with this solicitation.

3.1.4. A site visit will be held at the date, time and location indicated on the Key Information Summary

Sheet. Firms shall meet the Project Manager at the at the Central Plant located at the intersection of

Hilltop Circle and Walker Ave. If on-site parking is unavailable, contractors may park in the Walker

Parking Garage at their own expense.

Attendance at this site visit is optional in order to submit a bid.

3.2. Questions and Addenda

3.2.1. Bidder/Offerors shall direct all communications regarding this solicitation to the Procurement

Officer. Submit questions to the Procurement Officer, in writing (email preferred) not later than the date indicated on the Key Information Summary Sheet. Addenda, if required, will be furnished to all potential Bidders/Offerors known to have received the IFB.

3.2.2. Should a Bidder find discrepancies in the IFB documents, or be in doubt as to the meaning or intent of any part thereof, the Bidder must, prior to the question deadline listed in the Solicitation

Schedule, request clarification in writing from the Issuing Office, who will issue a written

Addendum to the Contract. Failure to request such clarification is a waiver to any claim by the

Bidder for expense made necessary by reason of later interpretation of the IFB documents by the

University. Requests shall include the IFB number and name.

mailto:nmiller7@umbc.edu

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3.2.3. Oral explanations or instructions will not be binding; only written Addenda will be binding. Any

Addenda resulting from these requests will be posted on the University’s bid board. The Bidder shall acknowledge the receipt of all addenda in the Acknowledgement of Receipt of Addenda

Form.

3.3. Bid Due Date and Time

3.3.1. Bids shall be submitted via email to the Box address provided in the Key Information Summary

Sheet, with the email time log no later than the date and time indicated in the Solicitation

Schedule.

3.3.2. Bidders shall allow sufficient time in submitting responses to the IFB to ensure timely receipt by the Issuing Office via the Box site. Bidders should receive an automatically generated verification from Box when the file has successfully uploaded. Bidders that do not receive verification should immediately contact the Issuing Office to confirm that their response has been received.

3.3.3. Any bid, request for modification, or request for withdrawal that is not received at the designated location, time, and date set forth in the Solicitation Schedule will be deemed late and will not be considered. Delivery of the bid to the specified location at the prescribed time and date is the sole responsibility of the Bidder.

3.3.4. Unless specifically requested, Bids submitted by fax will not be accepted.

3.4. Multiple or Alternate Bids

Bidders may not submit more than one (1) bid nor may proposers submit an alternate to this IFB.

3.5. Receipt, Opening and Recording of Bids

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

3.5.2. Bids shall be opened publicly, at the time, date and place designated in the IFB Key Information

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

3.6. Award Basis

3.6.1. A Contract shall be awarded to the lowest responsive and responsible bidder whose bid meets the requirements of the solicitation and is deemed to be in the best interest of the University. The

University also reserves the right to make a single award, multiple awards, a partial award, or no award at all.

3.6.2. Award of this contract will not be final and complete until after: (1) the Contractor submits complete and satisfactory documentation required under the Contract and/or documentation required by the Procurement Officer; and (2) the Contract is signed by the Department following

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3.7. Tie Bids

Tie bids will be decided pursuant to USM Policies and Procedures Section V.B.14.

3.8. Site Investigation

By submitting a bid, the Bidder acknowledges that the Bidder has investigated and been satisfied as to the conditions affecting the work, including but not restricted to those bearing upon transportation, disposal, handling and storage of materials, availability of labor, water, and electric power. Any failure by the Bidder to become acquainted with the available information will not relieve the Bidder from responsibility for estimating properly the cost of successfully performing the work. The University shall not be responsible for any conclusions or interpretations made by the Bidder of the information made available by the University.

3.9. Duration of Bid

Bids submitted in response to this IFB are irrevocable for 120 days following the bid due date and time.

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

3.10. Modifications and Withdrawals of Bids

Withdrawal of, or modifications to, bids are effective only if written notice is filed to the Issuing Office prior to the time bids are due. A notice of withdrawal or modification to a bids must be signed by an officer with the authority to commit the company. No withdrawal or modifications will be accepted after the time bids are due.

3.11. Cancellations

The University may cancel this IFB, in whole or in part, at any time before the awarding a contract.

3.12. Bid Acceptance

The University reserves the right to accept or reject any and all bids, in whole or in part, received as a result of this IFB. Further, the University reserves the right to make a whole award, multiple awards, a partial award, or no award at all.

3.13. Confidential/Proprietary Information

3.13.1. Bidders should give specific attention to the identification of those portions of their bid which they deem to be confidential, proprietary information or trade secrets, and provide any justification of why such materials, upon request, should not be disclosed by the State under the

Public Information Act, General Provisions Article, Title 4 of the Annotated Code of Maryland.

It is not sufficient to preface the entire bid with a proprietary statement.

3.13.2. The Bids shall be tabulated or a Bid abstract made. The opened Bids shall be available for public inspection at a reasonable time after the Bid opening, but in any case before contract

P a g e 17 | 85 award, except to the extent the Bidder designates trade secrets or other proprietary data to be confidential as set forth in this solicitation. Material designated as confidential shall accompany the Bid and shall be readily separable from the Bid in order to facilitate public inspection of the non-confidential portion of the Bid, including the Total Bid Price.

3.14. Incurred Expenses

The University will not be responsible for any costs incurred by any firm in preparation and submittal of a bid.

3.15. Insurance

3.15.1. The Bidder shall secure, pay the premiums for, and keep in force until the expiration of the contract, and any renewal thereof, adequate insurance as provided below, such insurance to specifically include liability assumed by the Bidder under the contract. Upon award, the successful Bidder shall furnish certificates of insurance.

a. Commercial General Liability Insurance including all extensions; $2,000,000 each occurrence; $2,000,000 personal injury; $2,000,000 products/completed operations;

and $2,000,000 general aggregate.

b. Workmen’s Compensation Insurance and Unemployment Insurance as required by the laws of the State of Maryland.

c. If automotive equipment is used in the operation, automobile liability insurance of

$1,000,000 combined single limit, each accident.

d. If food products are used in the operation, food products liability insurance, if not included in the Comprehensive, with limits of not less than $1,000,000 for each person and $2,000,000 for each accident.

3.15.2. Each policy for liability protection, bodily injury or property damage shall specifically name, on its face, University of Maryland, Baltimore County, as an additional named insured as respects operations under the contract and premises occupied by the Contractor provided, however, with respect to the Contractor’s liability for bodily injury or property damage under items 1.a.-1.e.

above, such insurance shall cover and not exclude Contractor’s liability for injury to the property of the University and to the persons or property of employees, students, faculty members, agents, officers, regents, invitees or guests of the University.

3.15.3. Each insurance policy shall contain the following endorsements: “It is understood and agreed that the Insurance Company shall notify in writing procurement officer forty-five (45) days in advance of the effective date of any reduction in or cancellation of this policy.” A certificate of

P a g e 18 | 85 each insurance policy shall be furnished to the procurement officer. With the exception of

Workmen’s Compensation, upon the request of the procurement officer, a certified true copy of each policy of insurance, including the above endorsement, manually countersigned by an authorized representative of the insurance company, shall be furnished to the procurement officer. A certificate of insurance for Workmen’s Compensation together with a properly executed endorsement for cancellation notice shall also be furnished. Following the notice of contract award, the requested certificates and policies shall be delivered as directed by the procurement officer. Notices of policy changes shall be furnished to the procurement officer.

3.15.4. All required insurance coverages shall be acquired from insurers authorized to do business in the

State of Maryland and acceptable to the University. The insurers shall have a policyholders’ rating of “A-” or better, and a financial size of “Class VII” or better in the latest edition of Best’s

Insurance Reports.

3.15.5. All required insurance coverages shall be acquired from insurers authorized to do business in the

State of Maryland and acceptable to the University. The insurers shall have a policyholders’ rating of “A-” or better, and a financial size of “Class VII” or better in the latest edition of Best’s

Insurance Reports.

4. Minority Business Enterprise Utilization

4.1. An MBE subcontract participation goal of twelve (12%) percent of the total contract dollar amount has been established for this procurement. By submitting a response to this solicitation, the bidder or

Bidder/Offeror agrees that this percentage of the total dollar amount of the contract will be performed by certified minority business enterprises.

4.2. By submitting a response to this solicitation, the bidder or Bidder/Offeror agrees that these percentages of the total dollar amount of the contract will be performed by certified minority business enterprises as specified.

• A prime contractor — including an MBE prime contractor — shall accomplish an amount of work not less than the MBE subcontract goal with certified MBE subcontractors.

• A prime contractor comprising a joint venture that includes MBE partner(s) shall accomplish the

MBE subcontract goal with certified MBE subcontractors.

4.3. If this solicitation includes an MBE Goal, the Contractor shall:

• Submit a report to the MBE Liaison officer once per quarter identifying all non-MBE subcontractor payments, MBE subcontractor payments, and all outstanding invoices for subcontractors. This shall include Contractor’s self-performing work if such work can be counted towards MBE participation goals.

• Maintain such records as are necessary to confirm compliance with its MBE participation obligations. These records must indicate the identity of certified minority and non-minority

P a g e 19 | 85 subcontractors employed on the Contract, type of work performed by each, and actual dollar value of work performed. Subcontract agreements documenting the work performed by all MBE participants must be retained by the Contractor and furnished to the Procurement Officer on request.

4.4. A current directory of certified MBEs is available through the Maryland State Department of

Transportation (MDOT), Office of Minority Business Enterprise. The directory is also available on the

MDOT website at http://mbe.mdot.maryland.gov/directory/. Only MDOT-Certified MBEs may be used to meet the MBE subcontracting goals.

4.5. All documents completed and submitted by the Bidder/Offeror in connection with its certified MBE participation commitment shall be considered a part of the Contract and are hereby expressly incorporated into the Contract by reference thereto.

4.6. When a certified MBE firm participates as a prime contractor on a Contract, a procurement agency may count the distinct, clearly-defined portion of the work of the Contract that the certified MBE firm performs with its own workforce toward fulfilling up to, but no more than, fifty-percent (50%) of the overall MBE participation goal.

4.7. LIQUIDATED DAMAGES PROVISION RELATED TO MBE GOAL

This contract requires the Contractor to make good faith efforts to comply with the Minority Business

Enterprise (“MBE”) Program and contract provisions. The University and the Contractor acknowledge and agree that the University will incur damages, including but not limited to, loss of goodwill, detrimental impact on economic development and diversion of internal staff resources if the

Contractor does not make good faith efforts to comply with the requirements of the MBE Program and MBE contract provisions. The parties further acknowledge and agree that the damages the

University might reasonably anticipate to accrue as a result of such lack of compliance are difficult to ascertain with precision.

Therefore, upon a determination by the University that the Contractor failed to make good faith efforts to comply with one or more of the specified MBE Program requirements or contract provisions, the

Contractor agrees to pay liquidated damages to the University at the rates set forth below.

The Contractor expressly agrees that the University may withhold payment on any invoices as a set-off against liquidated damages owed. The Contractor further agrees that for each specified violation, the agreed upon liquidated damages are reasonably proximate to the loss the University is anticipated to incur as a result of such violation.

4.7.1. Failure to submit each monthly payment report in full compliance with COMAR 21.11.03.13B (3):

$24.93 per day until the monthly report is submitted as required.

P a g e 20 | 85

4.7.2. Failure to include in its agreements with MBE subcontractors a provision requiring submission of payment reports in full compliance with COMAR 21.11.03.13B (4): $ 87.24 per MBE subcontractor.

4.7.3 Failure to comply with COMAR 21.11.03.12 in terminating, canceling, or changing the scope of work/value of a contract with an MBE subcontractor and/or amendment of the

MBE participation schedule: the difference between the dollar value of the MBE participation commitment on the MBE participation schedule for that specific MBE firm and the dollar value of the work performed by that MBE firm for the contract.

4.7.3. Failure to meet the Contractor’s total MBE participation goal and sub-goal commitments:

the difference between the dollar value of the total MBE participation commitment on the

MBE participation schedule and the MBE participation actually achieved.

Notwithstanding the use of liquidated damages, the University reserves the right to terminate the contract and exercise all other rights and remedies provided in the contract or by law.

5. General Information for Bidders

5.1. Acceptance of Terms and Conditions

By submitting a bid in response to this IFB, the Bidder, if selected for award, shall be deemed to have accepted the terms and conditions of this IFB and the contract, attached hereto as Exhibit L.

Any exceptions to this IFB or the contract must be raised prior to Bid submission. Changes to the solicitation, including the Bid Form or Contract, made by the Bidder may result in Bid rejection.

5.2. Bid Affidavit

A bid submitted by the Bidder must be accompanied by a completed Bid Affidavit. A copy of this

Affidavit is included as Exhibit E of this IFB.

5.3. Addenda to the IFB

The University reserves the right to amend this solicitation at any time prior to the bid due date. If it becomes necessary to amend any part of this solicitation, the Procurement Officer will furnish addenda to all prospective Bidder/Offerors known to the University to have received a copy of the

IFB.

Each Bidder/Offeror shall acknowledge the receipt of all addenda issued by completing Exhibit J, Acknowledgement of Receipt of Addenda, and enclosing it with the bid.

5.4. Arrearages

The University reserves the right to amend this solicitation at any time prior to the bid due date. If it becomes necessary to amend any part of this solicitation, the Procurement Officer will furnish addenda to all prospective Bidder/Offerors known to the University to have received a copy of the

IFB.

P a g e 21 | 85

Each Bidder/Offeror shall acknowledge the receipt of all addenda issued by completing Exhibit J, Acknowledgement of Receipt of Addenda, and enclosing it with the technical bid.

5.5. BIDDER/OFFEROR RESPONSIBILITIES

The successful Bidder/Offeror shall be responsible for all products and services required by this

IFB. Subcontractors, if any, shall be identified and a complete description of their role relative to the project shall be identified.

5.6. CANCELLATION OF SOLICITATION/REJECTION OF ALL BIDS

The University reserves the right to cancel this solicitation, to accept or reject any or all bids, in whole or in part, received in response to this solicitation, and to waive or permit cure of minor irregularities as its best interests may require.

5.7. CONTRACTOR’S INVOICES

Contractor shall include its Taxpayer Identification Number on the face of each invoice billed to the

University. If a Purchase Order document is issued, the Purchase Order Number must be included.

5.8. DELIVERY AND ACCEPTANCE

Delivery shall be made in accordance with the solicitation specifications. The University, in its sole discretion, may extend the time of performance for excusable delays due to unforeseeable causes beyond the Contractor's control. The University unilaterally may order in writing the suspension, delay, or interruption of performance hereunder. The University reserves the right to test any materials, equipment, supplies, or services delivered to determine if the specifications have been met.

Materials shall be delivered FOB to the point or points specified in the bid, on the date either agreed to in advance or specified in the bid. Any material that is defective or fails to meet the terms of the solicitation specifications may be rejected. Rejected materials shall be promptly replaced. If

Contractor fails to promptly replace rejected materials, the University reserves the right to purchase replacement materials in the open market. Contractor shall be liable for costs to replace materials incurred by the University which exceed the bid price, including expenses such as, but not necessarily limited to, shipping and delivery, if any.

5.9. DISCREPANCIES, EXPLANATIONS AND CLARIFICATIONS

Should Bidder/Offeror find discrepancies in the specifications or other provisions included in this solicitation, or be in doubt as to the meaning or intent of any section or subsection herein, Bidder/Offeror shall request clarification from the Procurement Officer. Failure to request clarification prior to the due date shall be a waiver of any claim by the Bidder/Offeror for expenses made necessary by reason of later interpretation of the contract documents, and Bidder/Offeror shall be bound to the University's interpretation. Request clarifications in accordance with the instructions above.

5.10. DISCUSSIONS

P a g e 22 | 85

The University reserves the right to conduct discussions with all qualified or potentially qualified

Bidder/Offerors, in any matter necessary to serve its best interests. The University also reserves the right to award a contract based upon written Bids received, without discussions or negotiations.

5.11. DRUG AND ALOCHOL FREE WORKPLACE

The contractor warrants that the contractor shall comply with COMAR 21.11.08 Drug and Alcohol

Free Workplace, and that the contractor shall remain in compliance throughout the term of this purchase order.

5.12. ECONOMY OF PREPARATION

Bids should be prepared simply and economically, providing a straight-forward, concise description of the Bidder/Offeror’s ability to fulfill the requirements of this solicitation.

5.13. EXECUTION OF BIDS

Bids shall be typewritten or written legibly in ink, and signed in ink as follows, depending on the

Bidder/Offeror’s form of business organization:

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

5.13.2. Partnership and Joint Venture. Submit the bid 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 Bidder/Offeror’s Bid. Reasonable evidence satisfactory to the University of the authority of one partner to bind other purported partners is required. It is recommended that the bid 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 bid. At the University's option, all general partners may be required to sign the Bid. Failure to present the University with satisfactory information concerning a purported partnership or joint venture may be grounds for finding a bid unacceptable.

5.13.3 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.

5.14. FALSE STATEMENTS

Bidder/Offerors are advised that the Annotated Code of Maryland provides that in connection with a procurement contract, a person may not willfully: Falsify, conceal or suppress a material fact by any scheme or device; make a false or fraudulent statement or representation of a material fact; use a false writing or document that contains a false or fraudulent statement or entry of a material fact;

or aid or conspire with another person to commit any of the aforementioned acts. A person who

P a g e 23 | 85 violates these provisions is guilty of a felony, and on conviction is subject to a fine not exceeding

$20,000 or imprisonment not exceeding five

(5) years, or both.

5.15. INCURRED EXPENSES

The University assumes no responsibility for expenses incurred by Bidder/Offeror in preparing and submitting a Bid, making an oral presentation, or participating in discussions or any other activity in response to this IFB.

5.16. INTELLECTUAL PROPERTY

Contractor agrees to indemnify and save harmless the University, its officers, agents and employees with respect to any claim, action, costs, or judgment for patent infringement, or trademark or copyright violation arising out of purchase of use of materials, supplies, equipment or services covered by this Contract.

5.17. INTERGOVERNMENTAL COOPERATIVE PURCHASING

The University reserves the right to extend the terms, conditions, and prices of the contract awarded pursuant to this solicitation to other institutions of the University System of Maryland, and to other state educational institutions (e.g., St. Mary’s College, Morgan State University, and

Baltimore City Community College) and public agencies with similar requirements.

Each such entity will issue its own purchasing documents; the University assumes no contractual obligations on behalf of other users of its contracts. The forgoing applicability of terms, covenants, and conditions to future contracts is intended to provide consistency in contracts among contractors. It is not intended to preclude an institution from negotiating terms unique to its specific need or circumstances.

5.18. MARYLAND LAW PREVAILS

This solicitation shall be construed, interpreted, and enforced according to the laws of the State of

Maryland.

5.19. MODIFICATION AND AMENDMENTS

This Contract may be amended with the consent of both parties. Amendments may not change significantly the scope of the Contract.

5.20. NON-VISUAL ACCESS

The…