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) #27-260

Custodial Services

Bid Due Date:

Tuesday, November 17, 2026, 1:00 pm

Buyer: Samantha Barger Phone: (301) 673-0756

Email: sbarger@frederickcountymd.gov

Invitation For Bid #27-260 Title: Custodial Services

Table Of Contents

1. EVENT SUMMARY

2. DEFINITIONS

3. PRE-BID CONFERENCE AND SITE VISIT

4. SITE VISIT

5. INQUIRIES AND ADDENDA

6. ESTIMATED CONTRACT VALUE

7. GENERAL CONDITIONS

8. SPECIAL CONDITIONS

9. SPECIFICATIONS

10. SUBMISSION REQUIREMENTS

11. INSURANCE REQUIREMENTS

12. BID PROPOSAL

13. VENDOR QUESTIONNAIRE

Attachments:

A - SAMPLE_-_Agreement

B - Pre-Bid-Site Visit

C - Building List

D - FCG Recycle poster

E - Maryland Minimum Wage and Overtime Law

F - Inspection Form

G - Location Drawings

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

DOCUMENTS ARE NOT ENCLOSED

1. EVENT SUMMARY

IFB Number: 27-260

IFB Name: Custodial Services

Buyer: Samantha Barger, Procurement Analyst sbarger@frederickcountymd.gov

(301) 673-0756

Bid Submission:

https://procurement.opengov.com/portal/frederickcountymd/projects/306050 Note: Only electronic submissions will be accepted. PLEASE NOTE THAT

REGISTRATION WILL TAKE TWO (2) BUSINESS DAYS.

Agreement Term:

1 year

Payment Terms:

Net 30

Grant Funding:

No

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

Performance Bond:

No, Performance Bond Amount is no applicable.

Payment Bond:

No, Payment Bond Amount is not applicable.

Issue Date: October 16, 2026

Pre-Bid Conference (Mandatory): October 29, 2026, 9:00am

Emmitsburg Library 300 S Seton Ave.

Emmitsburg, Maryland 21727

Questions Due: November 6, 2026, 4:00pm

IFB Due: November 17, 2026, 1:00pm https://procurement.opengov.com/portal/frederickcountymd/projects/306050

* 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.

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

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

N. QCP- Quality Control Program

O. Solicitation – The Invitation for Bid

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

Q. VCT-Vinyl Composition Tile

3. PRE-BID CONFERENCE AND SITE VISIT

A. A Mandatory Pre-Bid Conference will be held on Thursday, October 29, 2026 at 9:00 am, at Emmitsburg Library 300 S Seton Ave. Emmitsburg, Maryland 21727. And a Mandatory

Site Visit will be held on October 29, 2026 at 9:30am, local time at See-Attachment B

Emmitsburg Library: Pre-bid Meeting, 300 S Seton Ave, Emmitsburg, Maryland 21727-

9:00am Emmitsburg Community Center: 300 S Seton Ave, Emmitsburg, Maryland 21727-

9:30am Thurmont Highway Satellite Facility: 7407 Blue Mountain Road, Thurmont, Maryland 21788- 10:00am Johnsville Highway Satellite Facility: 13216 Coppermine Road, Union Bridge, Maryland 21791- 10:45am Equity Center at Hillcrest: 1100 West Patrick

Street, Suite H, Frederick, Maryland 21703- 11:30am Break Urbana Highway Satellite

Facility- 3471 Campus Drive, Urbana, Maryland 21704- 1:00pm Point of Rocks Community

Center-1635 Ballenger Creek Pike, Point of Rocks, Maryland 21777- 1:45pm Jefferson

Highway Satellite Facility-341 Burgee Drive, Jefferson, Maryland 21755- 2:15pm . The purpose of the conference is for answering questions, reviewing specifications, and terms and conditions, or considering any other issues raised by the attendees relating to this contract. Attendance is mandatory at the site visit and conference. Bids submitted by

Contractors other than those attending the mandatory pre-bid conference and site visit must not be accepted, evaluated, or eligible for award. (See Attachment B for full schedule)

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. It is the Contractor’s sole responsibility to ensure that their name is included on the attendance sheet. Any Contractor whose name is NOT included on the attendance sheet for this Mandatory Pre-Bid Conference will not be eligible to submit a response to this solicitation.

F. 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.

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 Friday, November 6, 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://procurement.opengov.com/portal/frederickcountymd/projects/306050 to obtain Addenda.

6. ESTIMATED CONTRACT VALUE

The estimated contract value group for this contract is estimated to be between $300,000.00 and $340,000.00.

7. GENERAL CONDITIONS

7.1. 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.

7.2. 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.

7.3. 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.

7.4. 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.

7.5. 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 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.

7.6. 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.

7.7. COMPLIANCE WITH LAWS

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

http://www.frederickcountymd.gov/procurement http://www.frederickcountymd.gov/procurement

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.

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.

7.8. 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.

7.9. 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.

7.10. 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.

7.11. 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.

7.12. 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.

7.13. 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 contract be construed to create any rights hereunder in any person or entity other than the parties to this contract.

7.14. 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.

7.15. AFFIDAVIT

http://dat.maryland.gov/

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

7.16. 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.

7.17. 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.

7.18. 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.

7.19. 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.

7.20. FAIR LABOR STANDARDS ACT

All goods shipped against this order must be produced in compliance with the requirements of the Fair Labor Standards Act of 1938, as amended including Section 6, 7, and 12, and regulations and orders issued under Section 14 thereof.

7.21. CASH DISCOUNT

Cash discounts will be taken into consideration in determining the award. However, an offer of a cash discount must allow a reasonable period of not less than 30 days in order to be included in evaluation of the proposal pricing. A proposal offering a cash discount in a period of less than 30 days will be evaluated as a proposal without a cash discount offer. If the Contractor obtains an award by reason of their gross price, the County will hold the offer of a cash discount and make every effort to obtain such discount.

7.22. 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.

7.23. DELIVERY

A. Contractors shall guarantee delivery of supplies in accordance with such delivery schedule as may be provided in the solicitation.

B. All items shall be delivered F.O.B. Destination, Inside Delivery, and delivery costs and charges included in the proposal unless otherwise stated in the solicitation.

C. The P&C reserves the right to charge the Contractor or vendor for each day the supplies are not delivered in accordance with the delivery schedule. The per diem charge may be invoked at the discretion of the P&C and said sum is to be taken as liquidated damages and deducted from the final payment, or charged back to the Contractor or vendor.

D. The P&C reserves the right to procure the supplies elsewhere on the open market if delivery is not made as specified, in which event, the extra cost of procuring the supplies may be charged against the Contractor and deducted from any monies due or which may become due him.

7.24. PATENTS

If applicable, the Contractor shall defend any suit or proceeding against the County so far as based on a claim on any equipment, or on any part thereof, furnished under this contract which constitutes an infringement of any patent of the United States, if notified promptly in writing and given authority, information, and assistance (at the Contractor’s expense) for the defense of same, and the Contractor shall pay all damages and costs awarded therein against the County. In case said equipment or any part thereof, in such suit, is held to constitute infringement and the use of said equipment or part if enjoined, the Contractor shall, at its own expense, either procure for the County the right to continue using said equipment or part, or replace same with non-infringing equipment or part, or modify so that it becomes non-infringing.

7.25. 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.

7.26. 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.

7.27. 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.

7.28. 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

8. SPECIAL CONDITIONS

8.1. CONTRACTOR'S QUALIFICATIONS

A. Contractors must be engaged in custodial services 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.

8.2. AWARD

The County intends to make awards; effectively to the lowest bidding responsive and responsible Contractor.

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

8.3. AGREEMENT PERIOD

The contract period shall be for 1 year commencing on or about March 22, 2027 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.

8.4. 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 https://www.frederickcountymd.gov/procurement

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. Contractors should be aware of and should familiarize themselves with the requirements of The State of Maryland Labor and Employment Article, Title 3, Subtitle

4, Annotated Code of Maryland providing for annual increases in minimum wages for employees (see Attachment E). The prices proposed by the Contractor in Section 12-

Price Proposal must include sufficient compensation to meet the requirements of the

Maryland code during the initial contract term, or any subsequent contract term elected by the County (allowing for the escalation request allowed per letter D below.

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

D. 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.

E. 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.

8.5. NON-EXCLUSIVITY

Nothing herein is intended nor shall be construed as creating any exclusive arrangement with the Contractor. This contract shall not restrict the County from acquiring similar, equal, or like goods and/or services from other entities or sources.

8.6. 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.

8.7. 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.

8.8. 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.

8.9. 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.

8.10. ABANDONMENT, DISSOLUTION AND RESTRUCTURING

A Contractor who abandons or defaults the work on this contract or any Task Order that has been issued to a Contractor and causes any work be re-bid will not be considered in future bids for the same type of work unless the scope of work is significantly changed. Written notification of changes to company names, address, telephone number, etc. shall be provided to the County as soon as possible, but not later than thirty (30) days from date of change.

8.11. GRANT FUNDING REQUIREMENTS

In the event that a grant opportunity is made available and awarded to the County during the term of the agreement. The Contractor agrees to comply with guidelines, requirements, terms, and conditions as outlined in Notification of Grant Award documents after award and acceptance and incorporated into any approved Task Order using grant funding.

8.12. BILLING AND PAYMENT

A. Invoices shall be submitted as required in duplicate for all services performed to 355

Montevue Lane, Frederick, Maryland 21702.

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.

8.13. 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.

8.14. 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.

8.15. ADDITIONS/DELETIONS

The County, at its option, may add or delete like or related 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.

8.16. 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.

9. SPECIFICATIONS

9.1. Locations and Hours of Operation

A. The facilities to be cleaned by under this Agreement are listed in Attachment C.

B. Hours of Operation:

1. Standard daily services shall be performed as designated in Attachment C, except

County Holidays.

2. Regular or Basic Custodial Services will be provided during designated hours per facility. These services shall be provided on service days designated to the facility excluding county holidays unless noted otherwise for a particular facility. For facilitates that remain open and do not follow the County holiday schedule, custodial services will continue to be provided on their operating days. This section does not include restoration services.

3. Periodic and special cleaning assignments may be done outside of the designated cleaning hours per facility or at times by the permission of the Facility Services

Manager or alternate.

4. Facilities with Weekend Services: For the facilities where weekend services are required, the hours of custodial service shall be determined as designated in

Attachment C.

9.2. General Responsibilities and Requirements

A. Contractor Responsibilities:

1. The ultimate responsibility of the Contractor is to provide all services necessary to maintain the facilities in a uniformly clean, hygienic, orderly, safe, and attractive condition. The Contractor shall work under the direction of and shall coordinate with the County’s Facilities Services Manager.

2. The Contractor shall furnish all equipment, tools, materials and supplies necessary for the proper and complete performance of all required cleaning services. Such equipment and supplies shall include, without limitation, gloves, cleaning rags, brooms, dustpans, mops, mop pads, vacuum cleaner, carpet extractor, floor fans, floor scrubbers and dusting tools, as well as, any other items reasonably required to ensure that all tasks are carried out in a safe efficient and professional manner.

3. When conditions or issues arise or are discovered related to facility cleanliness and/or hygiene that the contracted services will not resolve, the Contractor is responsible for emailing the Facility Services Manager for direction and coordination.

4. Contractor must coordinate request for access badges for employees through the

Facility Services Manager or his designee.

5. The contractor is responsible for providing identifying uniforms for all employees.

Employees must wear uniforms while performing work under this contract. The uniform must consist of a minimum of an identifying shirt.

6. The contractor and contractor’s employees shall wear County ID badges while performing work in County facilities.

B. County Responsibilities:

1. The County is responsible for providing cleaning chemicals, trash can liners, toilet paper, paper towels, hand soap, hand sanitizer and feminine hygiene disposal bags throughout the contract term. All cleaning supplies shall belong to the County and remain in designated areas of Frederick County locations. Supply orders for cleaning supplies monthly will be coordinated and ordered by the County.

2. The County is responsible for providing access badges and keys for the contractor and contractors' employees throughout the term of the contract.

9.3. Cleaning Activity Specifications

A. Waste Receptacles:

1. All receptacles shall be emptied according to schedule. All receptacles shall be relined with clean plastic liners. The Facility Services Manager shall be notified when a receptacle requires repair or replacement. Receptacles shall be kept clean and odor free.

2. All Trash and paper left in corridors or near trash receptacles and marked as “trash” shall be collected and removed to the designated dumpster/collection site. Staff is to be trained specifically on the disposal of items near or around trash receptacles.

NOTE: Items/materials near or around trash cans shall only be considered trash if they are marked as trash. The contractor shall only remove items that are actually in the trash receptacle or specifically labeled as “trash”. The Contractor shall emphasize this procedure with all cleaning staff. All trash must be discarded in

“black” trash bags only.

3. Recyclable Materials: Contractor shall follow the CORP- County Office Recycling

Program(see Attachment D). Recycling receptacles are to be emptied and have the liners replaced in accordance to schedule. Recycling receptacles are to be relined with black liners. Recyclables must be emptied into the recycling dumpster without a liner and the liner must be discarded into the trash dumpster. Recyclables cannot be discarded in to the recycling dumpster as a collection within the liner.

a. All Trash and Recyclables in Waste Watchers (See Attachment D on description and example) shall be removed and collected at the proper dumpster sites according to the schedule.

4. Receptacle Cleaning and Disinfecting: According to schedule, trash receptacles shall be thoroughly cleaned and disinfected. Care shall be taken to thoroughly dry metal parts to prevent rust. Receptacles shall be free from dirt, food, or beverage spoilage and odors.

5. Dumpster Sites: Dumpster Sites shall be kept clean and orderly. Trash shall not be allowed to blow around grounds. Spills resulting from collection process shall be promptly cleaned. Area surrounding dumpsters must be kept neat, clean, and free of debris. When non-trash waste such as pallets, discarded furniture and the like are found around dumpsters, the Contractor shall email the Facility Services Manager and/or his designee.

6. Ash Trays/Urns: All Ashtrays /Urns shall be emptied on a schedule consistent with the frequencies given. Urns containing sand or other extinguishing material shall have such material replaced when soiled or wet. Ashtrays/Urns shall be wiped clean both inside and out. The ashtrays/urns shall be free from dirt, ashes, spots, food, beverage spoilage, and debris.

B. Restroom Cleaning and Servicing:

1. Restrooms shall be serviced and cleaned in accordance with the service day schedule (see Section 9.O.2.b). Hand towels, soap, and toilet paper, shall be stocked in appropriate dispensers in quantities adequate to ensure sufficiency between cleaning and servicing. All supplies shall be available in the supply closet for County staff to access in case of an emergency.

2. Fixture Cleaning and Disinfecting: Fixtures including toilet bowls, hand basins, and urinals shall be cleaned according to schedule. Special care shall be taken to ensure floor and wall mounting brackets and sealants do not allow accumulations of dirt, urine, and other soils. Fixtures shall present a clean shining appearance free from dust, spots, stains, rust, mildew, soap residues, mineral deposits, organic material, or other matter.

3. Stall Partition Cleaning: Stall partitions and partitions between urinals shall be cleaned according to schedule. Graffiti shall be scrubbed or wiped off as soon after detection as possible. Graffiti which cannot be removed by normal cleaning procedures shall be reported immediately by email to the Facility Services Manager.

Stall and urinal partitions shall present a clean appearance free from water streaks, stains, soil, or other unsightly omissions and free from dust on the top edges.

4. Mirror and Chrome Cleaning: Mirrors, chrome, and other metal trim shall be cleaned and polished according to schedule, including metal supply dispensers, hand dryers, metal door pushes, and kick plates. Abrasive cleaners shall not be used.

Mirrors, chrome, and other metal trim shall be free from water marks, streaks, soil, stain, graffiti, and other omissions and shall present a high shine.

5. Tile De-Scaling: According to the schedule, tile floors, stalls and other tiled material in restrooms shall be cleaned of all scale, mineral deposits, and soap residues with an appropriate chemical agent. Care shall be exercised to avoid damaging fixtures, metal pipes, chrome and other non-tile finishes. Tile floors, walls, and showers stalls shall be cleaned of all scale, mineral deposits and soap residues and shall be thoroughly rinsed and dried to present a uniformed clean appearance.

6. Grout Cleaning: Grouting and sealants shall be cleaned according to a schedule with an appropriate chemical cleaning agent. Care shall be exercised to prevent damage to tile and any loose or broken grouting shall be reported to the Building Manager.

Grout and other sealants shall be scrubbed clean and present a uniformly clean and hygienic appearance.

7. Ceramic Tile Floor/Wall Cleaning: Ceramic tile floors and walls shall be thoroughly scrubbed with a heavy duty disinfectant/detergent solution. Extreme care shall be exercised to avoid excessive flooding of area. Ceramic tile floors and walls shall be thoroughly cleaned, rinsed, and dried to present a uniformly clean appearance.

8. Sanitary Napkin and Tampon Disposal Containers: Sanitary napkin and tampon disposal containers shall be lined with the appropriate receptacle bags. All containers shall be emptied and disinfected each service day and new bags inserted.

C. Floor Maintenance

1. Sweeping/Dust Mopping: Floors shall be swept or dust mopped according to the schedule to present a clean and orderly appearance at all times. No sweeping compounds shall be used. Floors shall present a clean and orderly appearance with no loose dirt or debris in evidence including corners, expansion joints, and other places accessible to the broom or dust mop.

2. Removing Gum/Tar: Surface accumulations of chewing gum, tar, hardened dirt, and other spoilage, which cannot be removed by other means such as mopping, sweeping, or dust mopping, shall be scraped and removed. Care shall be taken to avoid damage to floor tiles or finish. All gum, tar, and other soils shall be removed as soon as they are discovered.

3. Spot Mopping: According to the service schedule and as needed, spills, spots, and stains shall be damp mopped to assure a uniformly clean appearance. Spills, spots, and stains shall be mopped up to assure a uniformly clean appearance.

4. Mopping: Floors shall be damp or wet mopped on the service day to maintain a uniformly clean appearance. Care shall be taken to avoid splashing walls, baseboards, furnishings, and other delicate surfaces. Mopped floors shall be free from streaks, spots, stains, smears, mop strands and other unsightly appearance.

5. Spray Buffing (Burnishing): This procedure shall be employed according to the service schedule to ensure a high gloss, non-slippery finish on all floors, to repair and refinish worn areas of finish and to remove heel and scuff marks. Extreme care shall be exercised to prevent hitting or otherwise damaging walls, baseboards, furnishings with the floor machine.