844777pumpFred.pdf

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

FREDERICK COUNTY, MARYLAND

OFFICE OF

PROCUREMENT & CONTRACTING

Winchester Hall, Second Floor 12 East Church Street

Frederick, Maryland 21701

INVITATION FOR BID (IFB) #27-215 IFB

Electric Motor and Pump Repair

Bid Due Date:

Thursday, November 5, 2026, 3:00 pm

Buyer: Laura Schug Phone: (301) 471-5057

Email: lschug@frederickcountymd.gov

Invitation For Bid #27-215 IFB Title: Electric Motor and Pump Repair

Table Of Contents

1. EVENT SUMMARY

2. DEFINITIONS

3. PRE-BID CONFERENCE

4. SITE VISIT

5. INQUIRIES AND ADDENDA

6. GENERAL CONDITIONS

7. SPECIAL CONDITIONS

8. SPECIFICATIONS

9. SUBMISSION REQUIREMENTS

10. INSURANCE REQUIREMENTS

11. VENDOR QUESTIONNAIRE

Attachments:

A - SAMPLE_-_Agreement

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

DOCUMENTS ARE NOT ENCLOSED

1. EVENT SUMMARY

IFB Number: 27-215 IFB

IFB Name: Electric Motor and Pump Repair

Buyer: Laura Schug, Procurement Analyst III lschug@frederickcountymd.gov

(301) 471-5057

Bid Submission:

https://procurement.opengov.com/portal/frederickcountymd/projects/300623 Note: Only electronic submissions will be accepted. PLEASE NOTE THAT

REGISTRATION WILL TAKE TWO (2) BUSINESS DAYS.

Agreement Term:

One Year

Payment Terms:

Net 30

Grant Funding:

No

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

Performance Bond:

No, Performance Bond Amount is not applicable

Payment Bond:

No, Payment Bond Amount is not applicable.

Issue Date: September 22, 2026

Pre-Bid Conference (Non-Mandatory): October 6, 2026, 10:00am

Microsoft Teams Meeting

Questions Due: October 20, 2026, 4:00pm

IFB Due: November 5, 2026, 3:00pm

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

https://procurement.opengov.com/portal/frederickcountymd/projects/300623

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

2. DEFINITIONS

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

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

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

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

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

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

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

H. County – Frederick County, Maryland

I. Designee – Specifically appointed alternate signatory or decision maker

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

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

L. NEMA - National Electrical Manufacturers Association

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

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

O. Solicitation – The Invitation for Bid

P. UL - Underwriters Laboratory

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

3. PRE-BID CONFERENCE

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

B. It is recommended that Contractors read the solicitation prior to attending the conference and bring a copy to the conference.

C. In order to assure adequate seating at the pre-bid conference, please confirm attendance by emailing the Buyer and referencing this solicitation and number.

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

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

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

F. Microsoft Teams Meeting:Join:

https://teams.microsoft.com/meet/294383425063116?p=BVbrlA9zLx4YOQPXmcMeetin g ID: 294 383 425 063 116Passcode: ds36E8UNNeed help? | System referenceDial in by phone+1 667-217-6643,,912578856# United States, BaltimoreFind a local numberPhone conference ID: 912 578 856#For organizers: Meeting options | Reset dial-in PIN

4. SITE VISIT

Each Contractor must completely satisfy themselves as to the exact nature and existing conditions of the site location and requirements of the specifications for extent and quality of the work to be performed. Failure to do so does not relieve the Contractor of its obligation to carry out the provisions of the contract.

5. INQUIRIES AND ADDENDA

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

Portal by Tuesday, October 20, 2026 at 4:00 pm.

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

OpenGov Procurement Portal at https://teams.microsoft.com/meet/294383425063116?p=BVbrlA9zLx4YOQPXmc https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2QxNTk5MjMtNjAyOS00MmJhLWFlNGEtMWVkYmMyYWUzZTA4%40thread.v2/0?context=%7b%22Tid%22%3a%2248c6342d-3806-4843-9dec-6a40b1bb8737%22%2c%22Oid%22%3a%227a669d75-2d99-46ef-87f3-c92fd84e4d9e%22%7d tel:+16672176643,,912578856 https://dialin.teams.cloud.microsoft/940cb76d-a7ff-4e93-8818-992662da6fdb?id=912578856 https://teams.microsoft.com/meetingOptions/?organizerId=7a669d75-2d99-46ef-87f3-c92fd84e4d9e&tenantId=48c6342d-3806-4843-9dec-6a40b1bb8737&threadId=19_meeting_M2QxNTk5MjMtNjAyOS00MmJhLWFlNGEtMWVkYmMyYWUzZTA4@thread.v2&messageId=0&language=en-US https://dialin.teams.cloud.microsoft/usp/pstnconferencing https://procurement.opengov.com/portal/frederickcountymd/projects/300623 to obtain Addenda.

6. GENERAL CONDITIONS

6.1. RESERVATIONS

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

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

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

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

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

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

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

6.2. COMPETITION

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

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

Contractors.

6.3. PERIOD OF VALIDITY

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

6.4. GOVERNING LAW

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

Maryland.

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

6.5. DISPUTE PROCEDURES

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

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

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

Division Director.

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

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

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

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

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

6.6. NON-WAIVER

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

6.7. COMPLIANCE WITH LAWS

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

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

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

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

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

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

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

and

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

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

http://www.frederickcountymd.gov/procurement

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

6.8. HOLD HARMLESS/INDEMNIFICATION

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

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

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

6.9. TERMINATION

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

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

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

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

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

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

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

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

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

6.10. MARYLAND REGISTRATION

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

6.11. AVAILABILITY OF FUNDS

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

6.12. INTEGRATION AND MODIFICATION

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

6.13. NON-ASSIGNMENT OF CONTRACT

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

6.14. RESPONSIBILITY

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

6.15. AFFIDAVIT

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

6.16. PUBLIC INFORMATION/PROPRIETARY/CONFIDENTIAL INFORMATION

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

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

6.17. COOPERATIVE PURCHASE

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

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

6.18. EXCEPTIONS

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

6.19. SITE CONDITIONS

The submission of a proposal shall be considered representation that the Contractor has carefully investigated all conditions which affect or may, at some future date, affect the performance of the work or services covered by the solicitation, the entire area to be serviced as described in the solicitation, and that the Contractor is fully informed concerning the conditions to be encountered, character, quality and quantity of work to be performed, and equipment and materials to be furnished. The Contractor shall also be familiar with all Federal, State, and County laws, all codes and ordinances of the County which in any way affect the performance of the work, or persons engaged or employed in the work, or the materials and equipment used in the work.

6.20. UNIT PRICES

Unless clearly shown on the proposal that it is the intent that a reduced total price is being offered on the basis of receiving an award of all items covered by the total, any totals should be the actual sum of the extension of unit prices. Otherwise, in the event of any discrepancy between a unit price(s), extended price(s), and/or total price(s), unit prices will govern and the proposal will be refigured accordingly.

6.21. CONTRACT SERVICES AGREEMENT

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

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

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

6.22. REDACTED VERSION

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

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

REQUESTED THROUGH MARYLAND PUBLIC INFORMATION ACT REQUEST.

6.23. AWARD NOTIFICATION

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

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

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

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

Registration Certificate of Good Standing.

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

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

TO SUBMISSION OF THE PROPOSAL.

6.24. SYSTEM FOR AWARD MANAGEMENT (SAM)

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

7. SPECIAL CONDITIONS

7.1. CONTRACTOR'S QUALIFICATIONS

https://www.frederickcountymd.gov/procurement

A. Contractors must be engaged in Electric Motor and Pump Repair and shall have been actively engaged in this field for a minimum of Five (5) years. The proposing firm must meet these years of experience, at a minimum, in order to be considered for award.

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

7.2. AWARD

The County intends to make one or more awards; effectively to the lowest bidding responsive and responsible Contractor(s).

The estimated annual quantities on the Price Page represent the total volume of work for all Contractors combined. Distribution of work is at the sole discretion of the County and equal distribution is not guaranteed.

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

7.3. AGREEMENT PERIOD

The contract period shall be for 1 year commencing on or about December 9, 2026 after approval and proper execution of the contract documents, with a renewal option for Four additional years in one-year increments, exercisable at the sole discretion of the County.

7.4. PRICE ADJUSTMENT

A. Prices offered shall be firm against any increase for One year from the effective date of this contract. Prior to the commencement of subsequent renewal periods, it shall be the

Contractor’s responsibility to notify P&C in advance of the renewal date of any requested price changes. Requests made after the renewal date will not be considered.

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

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

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

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

Arlington- Alexandria, DC-VA-MD-WV, All Items, Not Seasonally Adjusted, as published by the United States Department of Labor, Bureau of Labor Statistics.) The County reserves the right to accept or reject the request for a price increase and will do so in writing. If the price increase is approved, the price increase will be effective upon written approval and will remain firm through the renewal period.

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

7.5. EXCLUSIVITY

A. The County is obligated during the period stipulated to purchase all of its normal requirements from the Contractor and the Contractor shall be obligated to furnish the goods and/or services as stated.

B. Should the Contractor be unable to fulfill the needs of the County, the County reserves the right to secure services from other sources to meet its immediate needs without prejudice of the Agreement.

7.6. ESTIMATED QUANTITIES

The estimated annual quantities stated are provided as a general guide for proposing and are not guaranteed. Actual quantities may be more or less than estimated. There is no guarantee of work. If more than one Contractor is awarded, there is no guarantee of equal work distribution. Work will be assigned at the sole discretion of the County.

7.7. ESTIMATED USAGE

The estimated annual usage stated are provided as a general guide for proposing and are not guaranteed. Actual usage may be more or less than estimated. There is no guarantee of work. If more than one Contractor is awarded, there is no guarantee of equal work distribution. Work will be assigned at the sole discretion of the County.

7.8. INSURANCE REQUIREMENTS

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

7.9. METHOD OF ORDERING

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

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

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

7.10. BILLING AND PAYMENT

A. Invoices shall be submitted as required in duplicate for all services performed to 4520

Metropolitan Court, Frederick, Maryland 21704.

B. Each invoice shall include the following information:

1. Federal Employer Identification Number (FEIN);

2. Contractor’s name and address;

3. Name of User Agency;

4. Frederick County Contract Number, if applicable;

5. Purchase Order Number;

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

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

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

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

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

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

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

States of America currency.

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

7.11. WARRANTY

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

County.

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

7.12. DEFAULT

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

7.13. REFERENCES

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

7.14. ADDITIONS/DELETIONS

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

7.15. CONTRACT

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

8. SPECIFICATIONS

8.1. Technical Specifications

1. The Contractor shall provide to the County, when requested, electric motor and pump repair in a reliable and timely manner as specified herein. The County reserves the right to have any electric motors and pumps hereinafter referred to as “equipment” repaired elsewhere. This action will not waive or void any of the terms and conditions contained in the Contract.

2. MOTOR AND PUMP TYPES. Troubleshoot and work on multiple types of motors and pumps, to include, but not limited to: Keen, Chicago, Flygt, Homa, Smith & Loveless, Aurora, ABS, Baldor, GE Motor, Keystone, Dayton, Lesson

3. CONTRACTOR SERVICE RESPONSIBILITIES. The Contractor shall provide all labor, tools, equipment and all incidentals required and/or implied for the complete and satisfactory performance of the maintenance, and repair of County motors and pumps. The Contractor is responsible for all debris and related disposal.

4. PERSONNEL REQUIREMENT. Personnel used for the performance of this work shall be properly trained and qualified to perform motor or pump work on the variety of equipment located throughout the County facilities. The Contractor shall provide and keep up to date a list of all personnel performing work under this contract with classifications denoted, as well as written evidence of the personnel’s qualifications for those classifications.

5. QUALITY OF WORK

a. All work shall be quality work, performed according to the standards of the industry and to the complete satisfaction of the County. All parts used for repair and in reassembly of equipment shall meet or exceed the manufacturer’s specifications and shall be OEM parts and materials or equivalent.

b. Unsatisfactory work shall be immediately corrected by the Contractor at no additional cost to the County.

6. PROVIDE ALL WORK TOOLS & EQUIPMENT

a. The Contractor shall provide each crew and personnel with the hand tools, truck, and equipment necessary for the performance of work.

b. The Contractor shall provide each crew and personnel with the personal protection equipment necessary to protect the life, health, safety and welfare of their employees, the County employees, and the public.

c. The Contractor shall exercise all required safety measures to conduct work in a safe manner and shall adhere strictly to all Federal, State and County safety regulations, rules and requirements.

7. ESTIMATES

a. The Contractor shall inspect and evaluate each piece of equipment as required

(to include disassembly), to determine if the unit can be economically repaired.

The Contractor shall provide a verbal repair estimate to the County, with a written estimate to follow as confirmation, within ten (10) working days from: 1) pickup by the Contractor, 2) delivery to the Contractor’s facility by the County or

3) review at the County’s facility by the Contractor. The County shall notify the

Contractor whether to proceed with repairs, before the Contractor proceeds with any repairs. The County shall not make payment for any unauthorized repairs.

b. In the event of costs more than the original estimate, the Contractor shall provide a verbal repair estimate to the County, with a written revised repair estimate to follow as confirmation, within one (1) business day from the time the excess cost is determined by the Contractor. The County shall notify the

Contractor whether to proceed with additional repairs. Any costs more than the original repair estimate provided to the County by the Contractor, shall be absorbed by the Contractor, unless approved by the County.

c. If the total cost of repairs exceeds 70% of the replacement cost of the equipment, the Contractor shall verbally notify the County, with a written memorandum to follow as conformation, within ten (10) working days from 1) pickup by the Contractor, 2) delivery to the Contractor’s facility by the County or

3) review at the County’s facility by the Contractor. The County shall notify the

Contractor whether to proceed with repairs, before the Contractor proceeds with any repairs. The County shall not make payment for any unauthorized repairs. If the County decides not to proceed with repairs, the Contractor upon request by the County shall either return the equipment to the County within forty-eight (48) hours or dispose of the equipment in compliance with all applicable regulations, at no cost to the County.

8. PICKUP AND DELIVERY

a. The Contractor shall provide pickup and delivery of all equipment to be repaired at the Contractor’s facility. If the equipment is unable to be transported to the

Contractor’s facility, repairs shall be performed at the specified County facility, with approval by the County.

b. The Contractor shall pickup equipment for repair within forty-eight (48) hours from receiving verbal notification by the County, including after normal/business hours, weekends and holidays. Under emergency conditions (as designated by the County) the Contractor shall respond (crew in route) within two (2) hours from receiving verbal notification by the County.

c. The County shall be responsible for the removal and replacement of equipment, when feasible, for the initial repair and for a second time, if rework is required due to faulty repair by the Contractor.

d. All costs incurred by the County for rework shall be charged to the Contractor.

e. If the Contractor is found to repeatedly require re-work of previously repaired equipment, the Contract is subject to termination by the County.

9. SCHEDULE

a. The primary goal of this specification is the speedy acquisition of repair services for the County’s electric motors and pumps, therefore, the Contractor’s responsiveness under the terms of this contract is paramount. The Contractor shall commence repairs on equipment upon approval from the County

(allowances will be made due to the availability of parts). This time frame applies to all equipment repairs other than repair designated by the County as emergency repair, which shall commence upon receipt.

b. Routine repairs (as designated by the County) to equipment shall be completed within ten (10) working days from pickup by the Contractor or delivery to the

Contractor’s facility by the County (allowances will be made due to the availability of parts). The contract is subject to termination if repairs are not completed within the time frame specified. The termination provision specified herein shall be applied on a case-by-case basis.

c. Emergency repairs (as designated by the County) to 1) electric motors at 74 H.P.

and less shall be completed within seventy-two (72) hours from pickup by the

Contractor or delivery to the Contractor’s facility by the County, and 2) electric motors 75 H.P. and greater shall be completed within seventy-two (72) hours from pickup by the Contractor or arrival to the specified County facility. The availability of parts will be taken into consideration for the seventy-two (72) hour job completion requirement.

10. EMERGENCY REPAIR

a. The Contractor shall provide emergency repair either in the field or at the

Contractor’s facility on twenty-four (24) hours a day, seven (7) days a week, including holidays, when requested by the County.

b. The Contractor shall respond (crew in route) to the County’s request for emergency repair within two (2) hours from notification by the County.

11. WARRANTY. The Contractor must guarantee, at minimum, a one (1) year warranty on all electric motor or pump repairs.

12. ELECTRIC MOTORS

a. GENERAL

i. All work, materials, and work methods shall conform with the latest National

Electrical Manufacturers Association (NEMA) Standards.

ii. The Contractor shall be Underwriters Laboratories Certified (UL Certified) or use a UL Certified sub-contractor for repair of explosion proof electric motors and pumps. The sub-contractor shall be approved by the County prior to being utilized for the repairs.

iii. All replacement parts or materials shall meet or exceed the manufacturer’s specifications and, when possible, shall be OEM parts and materials, unless specified otherwise by the County.

iv. Insulation shall be equal to or exceed the insulation standards of the nameplate, unless otherwise specified by the County.

v. The Contractor shall repair all electric motors in accordance with the manufacturer’s technical data (including tolerances, calibrations and specifications) and industry standards and shall retain all original options

(e.g., temperature devices and space heaters).

b. SERVICE REQUIREMENTS (ELECTRIC MOTORS)

i. Disassemble motor and clean all components.

ii. Inspect electric motors for hot spots and assess the core to determine if repair of the electric motor is needed.

iii. Core test stator for shorted lamination before and after rewinding. The

County shall require a Core Loss Test before and after rewinding.

iv. Overhaul the components, rewind, repair, and/or replace any assemblies including:

I. Rotor and Stator

II. Shaft and Collector Rings

III. Bearings, Original Equipment Manufacturer (OEM) or better

i. If the old stator windings have not failed, a surge comparison test and a DC high potential test is required to test for: turn to turn for shorts, phase to phase for shorts, phase to ground for insulation resistance and dielectrical strength of windings, etc.

ii. Paint all external surfaces to match existing color, unless otherwise specified by the County.

iii. Run test all electric motors and pumps after repair and provide a run test report to the County.

iv. Field disconnection and reconnection as required for repairs and inspection, to include mechanical and electrical (including laser alignment), when

Contractor performs work at County facilities.

v. The completed finished component or system must function free of excessive vibration; with motor and pump coupling to be aligned with laser alignment technology. Alignments must be performed by a qualified technician. All couplings must be aligned to within .001 total run out. All coupling alignments must have a printed read out of final alignment number

13. EXPLOSION PROOF MOTORS

a. All explosion proof motors shall be repaired only by facilities which are UL approved to perform these types of repairs.

b. If the Contractor’s facility is not UL approved to perform repair of explosion proof motors, the County will have the option to:

i. Arrange for repairs under a separate order.

ii. Allow the Contractor to utilize an explosion proof motor UL approved subcontractor, upon approval of the County.

14. PUMPS

a. GENERAL

i. The Contractor shall repair pumps in accordance with the manufacturer’s technical data (including tolerances, calibrations and specifications) and industry standards.

ii. All replacement parts or materials shall meet or exceed the manufacturer’s specifications and, when possible, shall be OEM parts and materials or equivalent, unless specified otherwise by the County.

iii. All work, materials, and work methods shall conform with the latest NEMA

Standards.

iv. Insulation shall be equal to or exceed the insulation standards of the nameplate, unless specified otherwise by the County.

v. All O-Rings exposed through the dismantling of equipment shall be replaced with new O-Rings.

15. SERVICE REQUIREMENTS (ELECTRIC PUMP)

a. Disassemble and clean all components.

b. Overhaul the components repairing and replacing defective assemblies or parts as required.

c. Dynamic balance below two (2) mils of vibration.

d. Machining as required.

e. Electrically test overhauled pumps to assure satisfactory operation and provide a run test report to the County.

f. Paint all external surfaces to match existing color or the color specified by the

County.

g. Field disconnection and reconnection as required for repairs and inspection, to include mechanical and electrical, when Contractor performs work at County facilities.

h. The completed finished component or system must function free of excessive vibration; with motor and pump coupling to be aligned with laser alignment technology. Alignments must be performed by a qualified technician. All couplings must be aligned to within .001 total run out. All coupling alignments must have a printed read out of final alignment number.

16.RESPONSE TIME

a. The Contractor shall be available for on-call repair service on an as needed basis, twenty-four (24) hours per day, seven (7) days per week, during the life of the contract.

b. Once notification has been made, the Contractor has twenty-four (24) hours to respond (crew in route) to routine service calls.

c. In the event of an Emergency, the response time (crew in route) is two (2) hours.

17. HOURS

a. Straight time is defined as being between the hours of 7:00am through 3:30pm, Monday through Friday.

b. Overtime is defined as being between the hours of 3:30pm through 7:00am, Monday through Friday and any time Saturday, Sunday or during the holidays defined herein.

18. COUNTY HOLIDAYS

a. Frederick County recognizes the following holidays; New Years Day, Martin

Luther King Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day and the day after, Christmas Eve and Christmas

Day.

9. SUBMISSION REQUIREMENTS

9.1. SUBMISSION OF RESPONSE

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

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

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

C. NO LATE RESPONSE WILL BE ACCEPTED OR CONSIDERED.

9.2. BID OPENING

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

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

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

C. Bids will be opened via Conference Call:Dial: 866-818-0460 Participant Login: 7070570#

9.3. INSTRUCTIONS

A. Bid responses must be submitted electronically through the OpenGov Procurement Portal at…