845140hvacStMary.pdf

ST. MARY’S COUNTY PUBLIC SCHOOLS

Division of Supporting Services

DEPARTMENT OF MAINTENANCE

27190 POINT LOOKOUT ROAD

LOVEVILLE, MD 20656

(30l) 475-4256 Ext. 34106

REQUEST FOR QUOTES (RFQ)

Quote Title: HVAC Coil Cleaning and Related Services RFQ Number: RFQ-SMCPS-2027-M-577 RFQ Responses Due: Wednesday, October 7, 2026 at 2:00 p.m.

Term: Not to exceed $49,999 in one year Contract Term: One (1) Year, with Option to renew for Four (4) Additional One (1) Year Periods Return Quotes via: Email: jlschauerlong@smcps.org or Fax to: 301-475-4255 (Choose one) Attn: Jacqueline Schauer-Long, Project Coordinator | Facilities Specialist Refer all questions with regard to this RFQ in writing to jlschauerlong@smcps.org no later than Wednesday, September 30, 2026 by 12:00 p.m.

ALL QUOTES MUST BE COMPLETED AND RETURNED ON THIS RFQ FORM TO BE CONSIDERED

St. Mary’s County Public Schools (SMCPS) is requesting price quotes for all HVAC coil cleanings and related services to include material, service, tools, delivery, and labor of all SMCPS locations throughout St. Mary’s County.

❖ This scope of work includes annual cleanings and related services of all HVAC coils throughout St. Mary’s County Public School facilities.

❖ This contract is to clean all HVAC coils and related services. The resulting contract(s) shall be for one (1) year with options to renew for four (4) additional one (1) year periods.

❖ WARRANTY - Provide a one (1) year warranty for all newly purchased and/or replaced parts. Warranties shall survive and shall not be deemed waived upon expiration of the contract or termination of the contract.

❖ Vendor will provide a signed W9 with quote.

❖ Vendor will complete the attached Business Relationship Affidavit and submit with their response

❖ Work will be scheduled with SMCPS, Department of Maintenance, and performed between the hours of 6:30 a.m. until 3:00 p.m., Monday through Fridays except when “all schools and offices are closed” as indicated on the SMCPS operational calendar. The SMCPS’ calendar and school closing updates are available for view at www.smcps.org.

❖ No Vendor will be allowed to offer more than one price for each item or service even though the Vendor may feel that they have two or more choices that meet the specifications. Vendors must determine for themselves which to offer. If the Vendor should submit more than one price on any item or service, all prices for that item or service will be rejected.

❖ Vendor shall ensure that all employees report to the main office in school buildings daily to sign-in and sign-out while work is being performed

❖ General terms and conditions are attached.

mailto:jlschauerlong@smcps.org mailto:tojlschauerlong@smcps.org mailto:jlschauerlong@smcps.org http://www.smcps.org/

Specifications

A. GENERAL INFORMATION:

a. The Board of Education of St. Mary’s County Public Schools (SMCPS) is requesting pricing from experienced and qualified Contractors to perform HVAC coil cleaning and related services at public schools, centers, office buildings, and outbuildings.

b. SMCPS reserves the right to award the requirements of this bid in total or in part as is determined to be in the best interest of SMCPS. SMCPS reserves the right to make multiple awards. The resulting contract(s) shall be for one (1) year with options to renew for four (4) additional one (1) year periods.

c. The intent of these specifications is to provide complete information for all services and supplies specified. The Contractor shall identify any omissions, errors, conflicts, or discrepancies in the specifications and the Contractor shall immediately notify the SMCPS Purchasing Office in writing. Failure to provide such information may be cause for rejection from further consideration.

d. Contractors and/or their authorized representatives are encouraged to carefully read all of the pages of the bid document to fully inform themselves as to the terms, conditions, requirements, and specifications before submitting bids; failure to do so will be at the Contractor’s own risk and the Contractor cannot secure relief on the plea of error. Neither law nor regulations make allowance for errors of omission or commission on the part of the bidders.

e. Contractor shall ensure that all employees report to the office (main office in school buildings) to sign-in and sign-out. In the event of three or more individuals, the lead employee may act on behalf of the company.

f. All employees shall wear a company badge and/or uniform while working within the building that plainly identifies the company.

g. Contractors shall be responsible for complying with all applicable laws and regulations of authorities having jurisdiction while meeting project specifications and requirements.

h. Contractor shall perform all services in a manner approved by NADCA, EPA, MDE and

SMCPS.

i. Contractor shall comply with the most stringent requirements where conflicts among the requirements of the codes, regulations, standards, documents and this specification exist.

j. The successful Contractor(s) shall be accountable for any and all damages done or caused in the execution of the Contract.

B. GENERAL RESPONSIBILITIES OF CONTRACTOR

a. The Contractor shall provide all equipment/tools, materials, and laborers necessary to fully execute work specified in this contract. The contractor shall provide sufficient management, administration, supervision, and safety and quality controls to assure the safety, quality, completeness, and timely progress of the work. The Contractor shall remove all debris resulting from its operations. Contractor shall notify SMCPS prior to commencing work.

b. Contractor shall provide temporary construction, equipment, and utilities to maintain power, lighting, heating, cooling, and ventilation, electric, data, telephone, intercom, and water service including hot and cold water and sanitary/storm drainage during all occupied times during construction. Any interruption in these services must be restored by the Contractor within 12 hours. If services are not restored within this timeframe, the Owner may have necessary repairs completed and deduct all costs associated with the repair(s) from the contract sum.

c. Provide adequate sanitary conveniences of a type approved for the use of persons employed on the work, properly secluded from public observation, and maintained in such a manner as required for approved by the County Health Department. Maintain these conveniences at all times without nuisance. Upon completion of the work, remove the conveniences from the premises, leaving the premises clean and free from nuisance.

d. Dispose of sewage through use of chemical toilets or comparably effective units, and periodically empty wastes into a municipal, district, or station sanitary sewage system, or remove waste to a commercial facility. Include provisions for pest control and elimination of odors.

e. The Contractor is fully responsible to the State, County and local Health Departments, their inspections and their requirements for sanitary facilities. Requirement imposed by agencies having jurisdiction shall be immediately addressed by the Contractor at no additional cost to the

Owner.

f. Contractor and Contractor employees shall park privately, and Company owned vehicles in the designated staging area or area approved by the Owner. Contractor employee parking shall not interfere with existing and established parking requirements.

g. Contractor to ensure all employees report to the office (main office in school buildings) to sign in and sign out. In the event of three or more individuals, the lad employee may act on behalf of the company. All employees shall wear a company badge and/or uniform while working with

SMCPS property that plainly identifies the company.

h. Remove all debris from the site and clean affected areas and properly dispose of same. The awarded Contractor(s) shall keep the premises free of debris and unusable materials resulting from their work and shall leave all affected areas as they were prior to the beginning of the work.

i. Contractor shall notify SMCPS prior to commencing work. Work will be coordinate and scheduled with the Department of Maintenance. The SMCPS calendar and school closing updates are available for view at www.smcps.org.

j. Protect all existing and newly installed work, materials, equipment, improvements, utilities, structures, and vegetation at all times during the course of this contract. Any property or http://www.smcps.org/ incidentals damaged during the course of this contract shall be repaired or replaced to the satisfaction of the SMCPS.

k. SMCPS restrooms shall not be used for washing tools and equipment or disposing of any debris or residue into sinks, commodes, or trash containers.

l. The Contractor is responsible for call Miss Utility prior to performing any and all underground work.

m. Perform services for this contract to safeguard their own materials, tools, and equipment. The SMCPS shall not assume any responsibility for vandalism and/or theft of materials, tools and/or equipment.

n. Provide all preparation for installations, repairs, and clean-up in a manner approved by OSHA, MOSHA, AHERA, and SMCPS.

o. Provide proper disposal of all waste off site.

p. Assume full responsibility and liability for the compliance with all applicable laws, regulations, standards, licensing requirements and patented systems pertaining to all work practices.

q. Have available copies of all applicable codes, regulations, standards, documents and this specification.

r. Comply with the most stringent requirements where conflicts among the requirements of the codes, regulations, standards, documents and this specification that exist.

C. CONTRACTOR’S PERFORMANCE

a. The Contractor shall be responsible for complying with all applicable laws and regulations of authorities having jurisdiction while meeting project specifications and requirements.

b. The Contractor shall supervise, direct and be solely responsible for the work.

c. The Contractor shall be responsible to SMCPS for the acts and omissions of its employees, subcontractors and their agents and employees, and other persons performing any of the work.

d. The Contractor shall confine operations at the site to areas permitted by law, ordinances, permits and the contract documents, and shall not unreasonably encumber the site with any materials or equipment.

e. The Contractor shall perform all work in a workmanlike manner and in accordance with the requirements of the contract documents, including the furnishing of all materials, services, implements, machinery, equipment, tools, supplies, transportation, labor, and all other items necessary for the satisfactory performance and completion of the project in full compliance with the requirements of the contract documents.

D. REQUIRED SERVICES:

1. Pre-Cleaning Inspection

a. Lockout/tagout system power

b. Inspect the evaporator coil for pre-existing physical damage, dust, debris, heavy biological fouling, frost/ice accumulation, and microbial growth.

2. Evaporator Coil Cleaning:

a. Confirm the HVAC system is turned off at the circuit breaker box.

b. Remove the access panel.

c. Dry-vacuum heavy surface dust, lint, and loose debris from the air-entering side of the coil prior to wet cleaning.

d. Use a soft brush or shop vac with a bristle brush attachment to gently loosen and remove as much surface grime as possible.

e. For a chemical deep clean, apply an industry-approved, commercial-grade, non-acidic, self-rinsing, or thoroughly rinsed chemical coil cleaner explicitly formulated for indoor evaporator coils.

f. Pressure Washing / Flushing: Low-pressure flush (careful to not bend aluminum fins) to wash out deeply embedded contaminants from the fin packs.

g. Drain Pan & Line Care: Clean and sanitize the primary condensate drain pan. Flush and clear the condensate drain lines to prevent clogs and overflow flooding. Treat drain pans with slow-release algaecide tablets.

h. Should the drain pan be rusted or cracked, refer to the Specification Pricing and Delivery Sheet (SPDS) C. and D. herein.

i. Fin Realignment: Comb and straighten minor bent aluminum fins on the coil face using a commercial fin comb tool to restore optimal airflow.

j. Inspect the clean coil for refrigerant leaks.

k. Inspect the condensate drain pan and drain line and clean/clear clogs as needed.

l. Reinstall access panel.

m. Restart the unit, measure operational temperature differentials across the coil, check visual cleanliness.

3. Condenser Coil Cleaning

a. Shut off the power.

b. Unwire the condensing fan motor.

c. Remove the condensing unit top.

d. Clean out debris from the bottom and ensure the unit has proper drainage and drain ports clear in the base.

e If the unit has a hail guard, remove it from the outside.

f. Protect any controls and electrical components.

g. Pre-rinse the coil from the inside out.

h Foam the coil with a foam gun using the proper dilution. Build foam from bottom to top on both sides.

i. Allow the foam to dwell for 5-10 minutes.

j. Rinse straight through the fins and between the tubes from the inside out, working from top to bottom.

k. Rinse out the base.

l. Reassemble carefully, ensuring that no wires are rubbing or being pinched.

m. Allow the coil to dry fully as it runs before performing final tests.

4. Contactor Cleaning (BARD Type Only)

a. Inspect and clean contactor in addition to B.1. and B.2. above.

b. Should the contactor require replacement, refer to the SPDS C. and D. herein.

C. REPORTING AND DELIVERY

❖ Documentation:

➢ Provide schedule, checklist and performance for each unit cleaned. See example below.

➢ Provide reports via electronically or hard copy to SMCPS Department of Maintenance within fifteen (15) calendar days of completion with invoice submission.

EXAMPLE:

CONTRACTOR:______________________

LOCATION UNIT CLEANED DATE TECHNICIAN ISSUES, IF ANY

Ridge Elementary RTU-1 ☑Evaporator

☑Condenser

⃞ Contactor

(Bard Type Only)

9/12/2026 J. Doe The coil has a leak.

Ridge Elementary COND

-1 ☑Evaporator

☑Condenser

⃞ Contactor

(Bard Type)

9/12/2026 J. Doe None.

Ridge Elementary BARD

-1

R040

☑Evaporator

☑Condenser

☑Contactor

(Bard Type)

9/13/2026 J. Doe None.

LOCATIONS

(Approximate Quantities - Contractor to Field Verify Counts)

BUILDING LOCATION EQUIPMENT QTY

Benjamin Banneker Early

Childhood Center

27110 Point Lookout Rd., Loveville, MD 20656 RTU 8

Benjamin Banneker

Elementary

27180 Point Lookout Rd., Loveville, MD 20656 RTU 7

Board of Education I 23160 Moakley St., Leonardtown, MD 20650 Package Unit 25

Board of Education I 23160 Moakley St., Leonardtown, MD 20650 Split Unit 1

Board of Education II 23130 Moakley St., Leonardtown, MD 20650 Package Unit 6

Board of Education II 23130 Moakley St., Leonardtown, MD 20650 Split Unit 2

Captain Walter Francis Duke

Elementary

23595 Hayden Farm Ln, Leonardtown, MD 20650 RTU 9

Captain Walter Francis Duke

Elementary

23595 Hayden Farm Ln, Leonardtown, MD 20650 Split Unit 6

Chopticon High 25390 Colton Point Rd., Morganza, MD 20660 RTU 20

Chopticon High 25390 Colton Point Rd., Morganza, MD 20660 Bard Type 9

Chopticon High WWTP 25390 Colton Point Rd., Morganza, MD 20660 Package Unit 1

Division of Supporting

Services

27190 Point Lookout Rd., Loveville, MD 20656 Package Unit 5

Division of Supporting

Services

27190 Point Lookout Rd., Loveville, MD 20656 Split Unit 9

Division of Supporting

Services

27190 Point Lookout Rd., Loveville, MD 20656 Bard Type 5

Dr. James A. Forrest Career

Technology Center

24005 Point Lookout Rd., Leonardtown, MD 20650 RTU 28

Dynard Elementary 23510 Bushwood Rd., Chaptico, MD 20621 Package Unit 10

Esperanza Middle 22790 Maple Rd., Lexington Park, MD 20653 RTU 10

Esperanza Middle 22790 Maple Rd., Lexington Park, MD 20653 Bard Type 2

Evergreen Elementary 43765 Evergreen Way, California, MD 20619 RTU 9

Evergreen Elementary 43765 Evergreen Way, California, MD 20619 Split Unit 6

George Washington Carver

Elementary

46155 Carver School Blvd., Lexington Park, MD

20653

RTU 12

George Washington Carver

Elementary

46155 Carver School Blvd., Lexington Park, MD

20653

Bard Type 6

Great Mills High 21130 Great Mills Rd., Great Mills, MD 20634 RTU 23

Great Mills High 21130 Great Mills Rd., Great Mills, MD 20634 Split Unit 11

Great Mills High 21130 Great Mills Rd., Great Mills, MD 20634 Bard Type 3

Green Holly Elementary Side

A

46060 Millstone Landing Rd., Lexington Park, MD

20653

RTU 6

Green Holly Elementary Side

B

46060 Millstone Landing Rd., Lexington Park, MD

20653

RTU 5

Greenview Knolls

Elementary

45711 Military Ln., Great Mills, MD 20634 RTU 11

Greenview Knolls

Elementary

45711 Military Ln., Great Mills, MD 20634 Split Unit 4

Greenview Knolls

Elementary

45711 Military Ln., Great Mills, MD 20634 Bard Type 4

Hollywood Elementary 44345 Joy Chapel Rd., Hollywood, MD 20636 RTU 5

Leonardtown Elementary 22885 Duke St., Leonardtown, MD 20650 RTU 9

Leonardtown Elementary 22885 Duke St., Leonardtown, MD 20650 Split Unit 5

Leonardtown Elementary 22885 Duke St., Leonardtown, MD 20650 Bard Type 5

Leonardtown High 23995 Point Lookout Rd., Leonardtown, MD 20650 RTU 26

Leonardtown High 23995 Point Lookout Rd., Leonardtown, MD 20650 Bard Type 10

Leonardtown Middle 24015 Point Lookout Rd., Leonardtown, MD 20650 RTU 16

Leonardtown Middle 24015 Point Lookout Rd., Leonardtown, MD 20650 Split Unit 5

Lettie Marshall Dent

Elementary

37840 New Market Turner Rd., Mechanicsville, MD

20659

RTU 12

Lexington Park Elementary 46763 South Shangri-La Dr., Lexington Park, MD

20653

RTU 7

Margaret Brent Middle 29675 Point Lookout Rd., Mechanicsville, MD 20659 RTU 16

Margaret Brent Middle 29675 Point Lookout Rd., Mechanicsville, MD 20659 Bard Type 4

Mechanicsville Elementary 28585 Three Notch Rd., Mechanicsville, MD 20659 RTU 3

Mechanicsville Elementary 28585 Three Notch Rd., Mechanicsville, MD 20659 Split Unit 4

Mechanicsville Elementary 28585 Three Notch Rd., Mechanicsville, MD 20659 Bard Type 7

Oakville Elementary 26410 Three Notch Rd., Mechanicsville, MD 20659 RTU 9

Park Hall Elementary 20343 Hermanville Rd., Park Hall, MD 20667 RTU 8

Park Hall Elementary 20343 Hermanville Rd., Park Hall, MD 20667 Split Unit 2

Park Hall Elementary 20343 Hermanville Rd., Park Hall, MD 20667 Bard Type 4

Piney Point Elementary 44550 Tall Timbers Rd., Tall Timbers, MD 20690 RTU 5

Piney Point Elementary 44550 Tall Timbers Rd., Tall Timbers, MD 20690 Package Unit 7

Piney Point Elementary 44550 Tall Timbers Rd., Tall Timbers, MD 20690 Split Unit 5

Ridge Elementary 49430 Airdele Rd., Ridge, MD 20680 RTU 5

Ridge Elementary 49430 Airdele Rd., Ridge, MD 20680 Bard Type 3

Spring Ridge Middle 19856 Three Notch Rd., Lexington Park, MD 20653 RTU 18

Spring Ridge Middle 19856 Three Notch Rd., Lexington Park, MD 20653 Split Unit 5

Spring Ridge Middle 19856 Three Notch Rd., Lexington Park, MD 20653 Bard Type 4

Town Creek Elementary 45805 Dent Dr., Lexington Park, MD 20653 RTU 6

Town Creek Elementary 45805 Dent Dr., Lexington Park, MD 20653 Split Unit 2

Town Creek Elementary 45805 Dent Dr., Lexington Park, MD 20653 Bard Type 2

White Marsh Elementary 29090 Thompson Corner Rd., Mechanicsville, MD

20659

RTU 6

White Marsh Elementary 29090 Thompson Corner Rd., Mechanicsville, MD

20659

Split Unit 1

White Marsh Elementary 29090 Thompson Corner Rd., Mechanicsville, MD

20659

Bard Type 2

Specification Pricing and Delivery Sheet (SPDS)

ITEM DESCRIPTION UNITS AMOUNT

A. Annual Evaporator Coil Cleaning with Low-Vox Chemicals:

1. RTU Each $

2. AHU below 10’ Each $

3. AHU above 10’ Each $

4. Package Unit below 10’ Each $

5. Package Unit above 10’ Each $

6. Split Unit below 10’ Each $

7. Split Unit above 10’ Each $

8. Bard Type Each $

B. Annual Condenser Coil Cleaning with Low-Vox Cleaners:

1. RTU Condenser Each $

2. AHU Condenser below 10’ Each $

3. AHU Condenser above 10’ Each $

4. Package Unit below 10’ Each $

5. Package Unit above 10’ Each $

6. Split Unit Condenser below 10’ Each $

7. Split Unit Condenser above 10’ Each $

8. Bard Type Each $

Time and Materials to perform repairs to a system’s equipment discovered during the cleaning service must be approved in advance by the Director of Maintenance or his/her designee and shall be billed at the following rates:

C. Labor Rates

C.1. Technician/Mechanic Per Hr $

C.2. General Laborer Per Hr $

D. Mark-up (Above the Manufacturer's List Price)

D.1.

Materials Mark–up percentage (documentation of the manufacturer’s list price must be provided)

The following pricing will only be used if work is needed beyond the scope described in the RFQ and referenced documents.

Vendor Name (Print): Date:

Address:

City, State, Zip Code:

E-mail Address:

Telephone Number: Fax No.:

Authorized Signature: Print or Type Name:

GENERAL TERMS AND CONDITIONS

INDEMNIFICATION

To the fullest extent permitted by law, Contractor agrees to defend, indemnify, pay on behalf of, and save harmless the Board of Education of St. Mary’s County, its elected and appointed officials, agents, employees, and authorized volunteers against any and all claims, losses, damages, expenses, including attorneys’ fees and all other costs connected therewith, cause of action or liability arising out of or connected to the supply, delivery or installation of any products or materials by Contractor under this Contract, provided that any such claim, loss, damage, expense, cause of action or liability is caused in whole or in part by any negligent act or omission of the Contractor or any of the Contractor’s employees, agents, officials or volunteers or anyone for whose acts the Contractor may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder. This obligation to indemnify, defend and hold Board of Education of St. Mary’s County, its elected and appointed officials, agents, employees, and authorized volunteers harmless shall survive the termination of this Agreement.

REPAIRS TO DAMAGED PROPERTY

Any damage to SMCPS’ facilities caused by the Contractor, its agents or employees shall be repaired to its original condition. All repairs shall be performed at no cost to the SMCPS.

TOBACCO FREE AND ALCOHOL/DRUG FREE ENVIRONMENT

SMCPS maintains a tobacco and alcohol/drug free environment. The Contractor shall not permit its employees, the employees of any subcontractors, suppliers, customers or others to use tobacco products (smoke or smokeless) on the premises or on property owned or operated by SMCPS.

CHANGES

SMCPS may order changes in the contract consisting of additions, deletions, or modifications, the contract sum and the time for performance being adjusted accordingly. Such changes in the contract shall be authorized only by written Change Order issued by SMCPS. The contract sum and the time for performance shall be changed only by

Change Order signed by SMCPS.

CONTRACT AWARD

SMCPS reserves the right to award the requirements of this bid in total or in part as it determines to be in the best interest of SMCPS. SMCPS reserves the right to make multiple awards. Contract awards are subject to the availability of funding.

PERIOD OF THE CONTRACT

The initial contract period will be for one (1) year with SMCPS having the option to renew for four (4) additional one

(1) year periods. However, SMCPS reserves the right to cancel the contract, at its discretion, for any reason.

Performance will be reviewed on an annual basis by the Director of Maintenance. It is the intent of SMCPS that should a bid be accepted and awarded, the bid documents, bid response, notice of award, and subsequent purchase orders will become the contract. Automatic contract renewals are prohibited. The SMCPS Director of Maintenance shall initiate contract renewals. The cost for unit price items shall remain firm and fixed for the first year. Subsequent annual contract renewal price increases shall be limited to the Consumer Price Index-Urban (CPI-U), for the

Washington D.C. metropolitan area. The Contractor must request CPI-U price adjustments in writing to the Director of Maintenance.

Option Periods: If the Contract Documents include one or more option periods, any Contract renewals shall be authorized by a renewal notice signed by the Procurement Officer. The contract sum in the option period(s) will be based on firm fixed prices used in the first year contract. Unless otherwise mutually agreed, in writing, changes in the Contract Sum for subsequent yearly contract renewals shall remain the same.

ASSIGNMENT

The Contract shall not be assigned, sublet or transferred, in whole or in part, by operations of law or otherwise, by either of the parties hereto except with the prior written consent of the other. Unless specifically stated, no written consent to an assignment shall operate to release or discharge the assignor from any duty or responsibility under the

Contract.

CHANGES IN GOODS AND/OR SERVICES

SMCPS, without invalidating the Contract, may order changes in the goods and/or Services within the general scope of the Contract, consisting of additions, deletions and/or revisions, and the Contract sum, and term shall be adjusted accordingly. Any cost or credit to SMCPS from a change in services shall be determined by mutual written agreement between SMCPS and the Contractor. The Contractor shall provide all the goods and services that may be required to complete the Contract at the price agreed upon.

Any alterations of variables to the terms of the Contract shall not be valid or binding upon SMCPS unless made in writing and signed by SMCPS and the Contractor.

COMPLIANCE WITH LAWS

The Contractor hereby represents and warrants that:

a. It 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;

b. It is not in arrears with respect to the payment of any monies due and owing the State of Maryland, or any department or unit 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 this contract;

c. It shall comply with all federal, state and local laws, regulations and ordinances applicable to its activities and obligations under this contract; and

d. It shall obtain, at its expense, all licenses, permits, insurance and governmental approvals, if any, necessary to the performance of its obligations under this contract.

TOBACCO FREE AND ALCOHOL/DRUG FREE ENVIRONMENT

SMCPS maintains a tobacco and alcohol/drug free environment. The Contractor shall not permit its employees to use tobacco products (smoke or smokeless) on the premises or on property owned or operated by SMCPS.

SAFETY AND HEALTH REQUIREMENTS

1) The Contractor shall comply with all Federal, State, County, City and local regulations pertaining to employee health and/or safety (i.e. MOSH, OSHA, DOT, etc.). If a safety concern or imminent danger is noted SMCPS shall reserve the right to stop all work immediately until the safety concern is adequately addressed.

2) All of the Contractor’s personnel shall wear and/or use appropriate Personal Protective Equipment (PPE) in performance of the Services. Any questions or injuries shall be brought to the attention of SMCPS.

MARYLAND SEX OFFENDER LAW

Maryland Law requires certain child sex offenders to register with the State and with the local law enforcement agency in the county in which they will reside, work and/or attend school. Section 11-722(c) of the Criminal

Procedure Article of the Annotated Code of Maryland states that “[a] person who enters into a contract with a county board of education or a nonpublic school may not knowingly employ an individual to work at a school if the individual is a registrant.” Section 11-722(d) provides that “a person who violates this section is guilty of a misdemeanor and on conviction is subject to imprisonment not exceeding five years or a fine not exceeding $5,000 or both.” If a registered sex offender, as determined by the definition contained in the Criminal Procedures Article of the

Annotated Code of Maryland, is employed by the Contractor, then the Contractor is prohibited from assigning that employee to perform management, delivery, installation, repair, construction, or any type of services on any Board property. Violation of this provision may result in Termination for Cause.

It shall be the responsibility of all Contractors submitting a bid or offer to SMCPS to comply with this provision. If a

Contractor is found to have violated this provision subsequent to an award by SMCPS, the Contract may be immediately terminated at SMCPS’ sole option, and that Contractor may be liable to SMCPS for all re-procurement cost and may be debarred from bidding future SMCPS requirements.

CHILD SEXUAL ABUSE/SEXUAL MISCONDUCT EMPLOYMENT HISTORY REVIEW

If the Contractor’s employees will have “direct contact with minors” while providing the services called for under this

Contract, Contractor acknowledges that it is a “contracting agency” for purposes of, and shall fully comply with

Section 6-113.2 of the Education Article of the Maryland Annotated Code (SB 541/HB 486-2019 Legislative Session), including, but not limited to the following requirements:

● Contractor shall conduct the required child sexual abuse/sexual misconduct employment history review, either at the time any employee is initially hired by the Contractor, or before they are assigned to work at

SMCPS.

● Contractor shall maintain a record of the employment history review for any employee who is assigned to work at SMCPS.

● Contractor shall provide access to the record of the employment history review for any employee who is assigned to work at SMCPS upon request by SMCPS.

● If the Contractor receives any affirmative child sexual abuse/sexual misconduct-related responses from any employee’s current or former employers, the Contractor shall obtain SMCPS’ approval before assigning the employee to work at SMCPS; and

● Contractor may not assign any employee to work at SMCPS if SMCPS objects after receiving the foregoing notice.

As defined in Section 6-113.2 of the Education Article, “direct contact with minors” means the possibility of care, supervision, guidance or control of a minor or routine interaction with a minor.

EQUAL EMPLOYMENT OPPORTUNITY REQUIREMENTS

SMCPS is in compliance with Executive Order 11246 entitled “Equal Employment Opportunity”, as amended by

Executive Order 11375, and as supplemented in Department of Labor regulations (41CFR part 60). The successful

Contractor must also be in compliance with the Order as amended and supplemented.

SMCPS does not discriminate on the basis of race, color, religion, national origin, sex, age or disability in its programs, activities or employment practices. All Contractors shall affirm that they do not discriminate with regard to individual political affiliation, religious beliefs, race, creed, national origin, sex, age or handicap in employment practices by so stating in the response to the bid.

SUBCONTRACTORS

A Subcontractor is a person or entity that has a direct contract with the Contractor to perform any of the Work at a

SMCPS site.

Within ten (10) days after the Notice of Award, the Contractor shall submit to SMCPS the names of those

Subcontractors the Contractor proposes to use, for acceptance by SMCPS. SMCPS reserves the right to accept or reject the use of any Subcontractor. The Contractor shall not employ any Subcontractor to whom SMCPS may have a reasonable objection. The Contractor shall not be required to contract with anyone to whom he has a reasonable objection. Contracts between the Contractor and the Subcontractors shall (1) require each Subcontractor, to the extent of the Work to be performed by the Subcontractor, to be bound to the Contractor by the terms of the Contract

Documents, and to assume toward the Contractor all the obligations and responsibilities which the Vendor, by these

Documents, assumes towards SMCPS, and (2) allow to the Subcontractor the benefit of all rights, remedies and redress afforded to the Contractor by these Contract Documents.

Contractor shall provide, upon request, a copy of all contracts executed between the Contractor and his

Subcontractors/ Suppliers.

CONTRACTOR’S INVOICE

The contractor shall submit an original and one (1) copy of their invoice upon completion to:

St. Mary’s County Public Schools

Department of Maintenance

23160 Moakley Street

Leonardtown, MD 20650 or email to: accountspayable@smcps.org

Invoices shall contain the minimum information as follows:

a. Name of Contractor

b. Contract Number

c. Purchase Order Number

d. Invoice Number

e. Invoice Date

f. Description of Work, including the site location(s)

g. Item(s) Numbers

h. Itemized material list, including quantity, rate, and handling fee

i. Itemized labor, including hours and rate

j. Total amount due

k. Invoice is due no later than fifteen (15) days upon completion of work.

mailto:accountspayable@smcps.org

Invoices not containing the information above will be considered incomplete and possibly returned to the contractor for completion before payment is made.

TERMINATION FOR DEFAULT

SMCPS may, by written notice of default to the Contractor, terminate the whole or any part of the contract. If, after notice of termination of this contract under provision of this clause, it is determined for any reason that the Contractor was not in default under the provisions of the clause, or that the default was excusable under the provisions of the contract, the rights and obligations of the parties shall be the same as if the notice of termination had been issued pursuant to a termination for convenience.

If the Contractor is unable to fulfill all obligations in accordance with these terms and conditions, SMCPS may acquire the service in the open marketplace with any cost increase being the responsibility of the Contractor.

TERMINATION FOR CONVENIENCE

SMCPS may terminate the performance of work under any resulting contract in whole or in part when it is determined to be in the best interest of SMCPS, for any reason. Any such termination shall be effected by delivery to the Contractor of a Notice of Termination specifying the extent to which performance of the work is terminated and the date upon which such termination becomes effective. All finished or unfinished services and supplies provided by the Contractor shall at the option of SMCPS, become the property of SMCPS. Upon receipt of a Notice of Termination, the Contractor shall submit to the Procurement Coordinator his Termination Claim.

RIDER CLAUSE

Contractors are advised that the awarded contract may be extended, with the authorization of the Contractor, to all State, county, local agencies and school districts in the State of Maryland. The Contractor must deal directly with each jurisdiction concerning the potential requirement, issuance of purchase orders, contractual disputes, invoicing and payment. SMCPS assumes no obligation on behalf of any of these organizations. Failure to extend a contract to any listed jurisdiction will have no effect on the consideration of your proposal.

GENERAL INSURANCE REQUIREMENTS

1.1 - The Contractor shall not commence any supply, delivery or installation of any products or materials purchased by the Board of St. Mary’s County Public Schools (the Board) under this Contract until the Contractor has obtained at the Contractor's own expense all of the insurance as required hereunder and such insurance has been approved by the Board; nor shall the Contractor allow any Subcontractor to commence work on any subcontract until all insurance required of the Subcontractor has been so obtained and approved by the Contractor. Approval of insurance required of the Contractor will be granted only after submission to the Board of original certificates of insurance signed by authorized representatives of the insurers or, at the Board’s request, certified copies of the required insurance policies.

1.2 - Insurance as required hereunder shall be in force throughout the term of the Contract and, in accordance with 2.1.1.iii., for two years after final payment by the Board under this Contract. Original certificates signed by authorized representatives of the insurers or, at SMCPS’ request, certified copies of insurance policies, evidencing that the required insurance is in effect, shall be maintained with the SMCPS Purchasing Office throughout the term of the Contract and for two years after final payment by the Board under this Contract.

1.3 - The Contractor shall require all Subcontractors to maintain during the term of the Contract commercial general liability insurance, business auto liability insurance, workers’ compensation and employers’ liability insurance to the same extent required of the Contractor in 2.1.1, 2.1.2 and 2.1.3 unless any such requirement is expressly waived or amended by the Board in writing. If any Subcontractor is storing, transporting, and/or delivering the products or materials purchased by the Board under this Contract, the Contractor shall require such Subcontractor(s) to maintain during the term of the Contract transportation (cargo) insurance and employee dishonesty insurance to the same extent required of the Contractor in 3.1 and 3.2. The Contractor shall furnish Subcontractors' certificates of insurance to the SMCPS Purchasing Office immediately upon request.

1.4 - All insurance policies required hereunder shall be endorsed to provide that the policy is not subject to cancellation or non-renewal until forty-five (45) days prior written notice has been given to the Board.

1.5 - No acceptance and/or approval of any insurance by the Board shall be construed as relieving or excusing the

Contractor from any liability or obligation imposed upon the Contractor by the provisions of this Contract.

1.6 - If the Contractor does not meet the insurance requirements of this Contract, the Contractor shall forward a written request to the SMCPS Purchasing Office for a waiver in writing of the insurance requirement(s) not met or approval in writing of alternate insurance coverage, self-insurance, or group self-insurance arrangements. If the

Board denies the request, the Contractor must comply with the insurance requirements as specified in this Contract.

1.7 - All required insurance coverages must be underwritten by insurers allowed to do business in the State of

Maryland and acceptable to the Board. The insurers must also have a policyholders' rating of "A-" or better, and a financial size of "Class VII" or better in the latest evaluation by A. M. Best Company, unless the Board grants specific approval for an exception.

1.8 - Any deductibles or retentions in excess of $10,000 shall be disclosed by the Contractor, and are subject to the Board’s written approval. Any deductible or retention amounts elected by the Contractor or imposed by the

Contractor's insurer(s) shall be the sole responsibility of the Contractor.

1.9 - Any and all return premiums and/or dividends for insurance or coverage directly charged to the Board by the

Contractor in connection with this Contract shall belong to and be payable to the Board.

1.10 - If the Board is damaged by the failure or neglect of the Contractor to purchase and maintain insurance as described and required herein, without so notifying the Board, then the Contractor shall bear all reasonable costs properly attributable thereto.

2 – CONTRACTOR’S LIABILITY INSURANCE

2.1 - The Contractor shall purchase and maintain the following insurance coverages at not less than the limits specified below or required by law, whichever is greater:

2.1.1 - Commercial general liability insurance or its equivalent for bodily injury, personal injury and property damage including loss of use, with minimum limits of:

$ 1,000,000 each occurrence;

$ 1,000,000 personal and advertising injury;

$ 2,000,000 general aggregate; and

$ 2,000,000 products/completed operations aggregate.

This insurance shall include coverage for all of the following:

i. Liability arising from premises and operations;

ii. Liability arising from the actions of independent contractors;

iii. Liability arising from products and completed operations with such coverage to be maintained for two years after final payment by SMCPS under this Contract; and

iv. Contractual liability including protection for the Contractor from bodily injury and property damage claims arising out of liability assumed under this Contract.

2.1.2 - Business auto liability insurance or its equivalent with a minimum limit of $1,000,000 per accident and including coverage for all of the following:

i. Liability arising out of the ownership, maintenance or use of any auto (if no owned autos, then hired and non-owned autos only); and

ii. Automobile contractual liability.

2.1.3 - If the Contractor has any employees, workers’ compensation insurance or its equivalent with statutory benefits as required by any state or Federal law, including standard "other states" coverage; employers’ liability insurance or its equivalent with minimum limits of:

$ 500,000 each accident for bodily injury by accident;

$ 500,000 each employee for bodily injury by disease; and

$ 500,000 policy limit for bodily injury by disease.

2.1.4 - If the Contractor is an individual or sole proprietor operating without workers’ compensation coverage, personal health insurance or its equivalent.

2.1.5 - Umbrella excess liability or excess liability insurance or its equivalent with minimum limits of:

$ 1,000,000 per occurrence;

$ 1,000,000 aggregate for other than products/completed operations and auto liability; and

$ 1,000,000 products/completed operations aggregate and including all of the following coverages on the applicable schedule of underlying insurance:

i. Commercial general liability;

ii. Business auto liability; and

iii. Employer’s liability.

2.1.6 - The Board of Education of St. Mary’s County and its elected and appointed officials, officers, employees and authorized volunteers shall be named as additional insureds on the Contractor's commercial general liability insurance and umbrella excess or excess liability insurance policies with respect to liability caused, in whole or in part, by the Contractor’s acts or omissions or the acts or omissions of those acting on the Contractor’s behalf. The following wording must be incorporated into the Contractor’s insurance policy certificate:

“The Board of Education of St. Mary’s County and its elected and appointed officials, officers, employees and authorized volunteers are named as additional insureds with respect to liability arising out of the supply, delivery or installation of any products or materials or other services provided by the Named Insured under Contract RFQ

#SMCPS-2027-M-577.”

2.1.7 - Insurance or self-insurance provided to the Board and its elected and appointed officials, officers, employees and authorized volunteers under any Contractor's liability insurance or self-insurance required herein, including, but not limited to, umbrella and excess liability or excess liability policies, shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of insurance or self-insurance. (Any cross suits or cross liability exclusion shall be deleted from Contractor's liability insurance policies required herein.)

2.1.8 - Insurance or self-insurance provided to the Board and its elected and appointed officials, officers, employees and authorized volunteers as specified herein shall be primary, and any other insurance, self-insurance, coverage or indemnity available to the Board and its elected and appointed officials, officers, employees and authorized volunteers shall be excess of and non-contributory with insurance or self-insurance provided to the Board and its elected and appointed officials, officers, employees and authorized volunteers as specified herein.

2.2 - If any liability insurance purchased by the Contractor has been issued on a "claims made" basis, the

Contractor must comply with the following additional conditions:

i. The Contractor shall agree to provide certificates of insurance evidencing the above coverages for a period of two years after final payment by SMCPS under this Contract. Such certificates shall evidence a retroactive date no later than the inception date of this Contract; or

ii. The Contractor shall purchase an extended (minimum two years) reporting period endorsement for each such "claims made" policy in force as of the expiration or termination date of this Contract and evidence the purchase of this extended reporting period endorsement by means of a certificate of insurance or a copy of the endorsement itself. Such certificate or copy of the endorsement shall evidence a retroactive date no later than the inception date of this Contract.

3 – CONTRACTOR’S PROPERTY INSURANCE

Note: The following is not required if ownership of the property transfers to SMCPS when products or materials are delivered to the Board or are otherwise placed in the Board’s care, custody or control.

3.1 - The Contractor (or Subcontractor) storing, transporting and/or delivering the products or materials purchased by the Board under this Contract shall purchase and maintain transportation (cargo) insurance on incoming goods in its care, custody or control, while such property is being loaded, is in transit, is being unloaded and until such time property is set at its final destination. Such insurance shall value incoming goods in transit at the amount of the selling invoice plus prepaid or advanced freight charges. Property not under invoice shall be valued at the cost to repair or replace the lost or damaged incoming goods. Such insurance shall be written at per conveyance and per occurrence limits equal to or in excess of the total selling price value of the largest shipment of incoming goods purchased under this Contract or at other limits acceptable to the Board.

3.2 - The Contractor (or Subcontractor) storing, transporting and/or delivering the products or materials purchased by the Board under this Contract shall purchase and maintain blanket employee dishonesty insurance, which shall pay for loss of the products or materials purchased by the Board under this Contract when caused by the dishonest acts of the Contractor’s (or Subcontractor's) employees, at a limit equal to or in excess of the total selling price value of the largest shipment of incoming goods purchased under this Contract or at another limit acceptable to the Board.

3.3 - The Contractor (or Subcontractor) storing, transporting and/or delivering the products or materials purchased by the Board under this Contract shall be responsible for payment of any deductibles applicable under this transportation insurance, employee dishonesty insurance or other property insurance applicable to the incoming goods.

4 - WAIVER OF SUBROGATION

To the fullest extent permitted by law, the Contractor and its invitees, employees, officials, volunteers, agents and representatives waive any right of recovery against the Board of Education of St. Mary’s County and its elected and appointed officials, officers, volunteers, agents and employees for any and all claims, liability, loss, damage, costs or expense (including attorneys’ fees) arising out of the supply, delivery or Installation of any products or materials provided by Contractor under this Contract. The Contractor shall advise its insurers of the foregoing.

5 - ACKNOWLEDGMENT OF CONTRACTOR’S INDEPENDENT CONTRACTOR STATUS AND NO COVERAGE FOR

CONTRACTOR UNDER BOARD’S WORKERS’ COMPENSATION COVERAGE

Contractor hereby acknowledges its status as an independent contractor while supplying, delivering or installing products or materials on behalf on the Board and that the Board’s workers’ compensation insurance, group self-insurance coverage or individual self-insurance is not intended to and will not respond to cover any medical or indemnity loss arising out of injury to the Contractor or its employees during the Contractor’s provision of goods or services to the Board.

6 - DAMAGE TO PROPERTY OF THE CONTRACTOR AND ITS INVITEES

To the fullest extent permitted by law, the Contractor shall be solely responsible for any loss or damage to property of the Contractor or its invitees, employees, officials, volunteers, agents and representatives while such property is on, at or adjacent to the premises of the Board.

BUSINESS RELATIONSHIP AFFIDAVIT

CONTRACTOR MUST COMPLETE AND SIGN THIS DOCUMENT

I HEREBY CERTIFY THAT I am (Title)____________________________________________________________ and the duly authorized representative of the firm ________________________________________________ whose address is____________________________________________________________________________ and that I possess the legal authority to make these testimonies on behalf of myself and the firm for which I am acting.

NON-COLLUSION CERTIFICATION

Neither I, nor to the best of my knowledge, information and belief, the above firm nor any of its other representatives I here represent have agreed, conspired, connived, or colluded to produce a deceptive show of competition in the compilation of the offer being submitted herewith; not in any manner, directly, or indirectly, entered into any agreement, participated in any collusion to fix the price, or price proposal of the bidder, or offer or herein, or any competitor, or otherwise taken any action in restraint of free competitive bidding in connection with the Contract for which the within offer is submitted.

ANTI-BRIBERY AFFIDAVIT

Neither I, nor to the best of my knowledge, the above firm, nor any of its officers, directors, or partners, or any of its employees directly involved in obtaining contracts with the State of any county, bi-county, of multi-county agency, or subdivision of the State have been convicted of, or have pleaded nolo contendere to a charge of, or have during the course of an official investigation or other proceeding admitted in writing or under oath acts or omissions committed after July 1, 1977 which constitute bribery, attempted bribery, or conspiracy to bribe under the provisions of Article 27 of the Annotated Code of Maryland or under the laws of any state or federal government.

CIVIL RIGHTS COMPLIANCE

We fully comply with Title VI of the Civil Rights Act of 1964 (PL88-352).

In signing this document, I represent that I have personal knowledge of…