Amendment 1, minutes, info to bidders.docx

EMMA AMENDMENT

June 6, 2023

AMENDMENT 1

STATE OF MARYLAND

DEPARTMENT OF GENERAL SERVICES

Office of Procurement and Logistics

CONTRACT NUMBER: # BPM037105/001IT821384

CONTRACT TITLE: Statewide- Sodium Chloride/Road Salt (Rock and Solar) for Districts 2 and 5 (Caroline, Cecil, Kent, Queen Anne’s, Talbot, Anne Arundel, Calvert, Charles, and St. Mary’s Counties)

This Amendment is issued to clarify, add to, delete from, correct and/or change the BID documents to the extent indicated and is hereby made a part of the said BID documents on which the contract will be based. This Amendment becomes part of the bid package. COMAR 21.05.02.08 requires all Amendments issued to be acknowledged.

Issued by:

David Renfro David Renfro

AMENDMENT 1

STATE OF MARYLAND

DEPARTMENT OF GENERAL SERVICES

Office of Procurement and Logistics

CONTRACT NUMBER: # BPM037105/001IT821384

CONTRACT TITLE: Statewide- Sodium Chloride/Road Salt (Rock and Solar) for Districts 2 and 5 (Caroline, Cecil, Kent, Queen Anne’s, Talbot, Anne Arundel, Calvert, Charles, and St. Mary’s Counties)

Amendment #1 includes the following attachments:

· Amendment I cover.

· Pre-Bid Minutes Meeting and Questions/Answers

· Additional Information for Bidders

· Attendance Sheet (attached separately)

· Change the closing time of the bid from 12:00AM to 2PM on June 20, 2023.

AMENDMENT 1

STATE OF MARYLAND

DEPARTMENT OF GENERAL SERVICES

Office of Procurement and Logistics

CONTRACT NUMBER: # BPM037105/001IT821384

CONTRACT TITLE: Statewide- Sodium Chloride/Road Salt (Rock and Solar) for Districts 2 and 5 (Caroline, Cecil, Kent, Queen Anne’s, Talbot, Anne Arundel, Calvert, Charles, and St. Mary’s Counties)

VIRTUAL PRE-BID PROPOSAL CONFERENCE MINUTES

Joshua Stonesifer, Division Chief, Highway Maintenance, MDOT/SHA Shirley Jackson, Sr. Compliance Officer Administrator, DGS Sandi Sauter, Deputy Director, Operations, SHA Sam Linton, Sustainability Officer, Office of Energy and Sustainability, DGS Kshirajaa Ramesh, Sustainability Officer, Office of Energy and Sustainability, DGS

Solicitation Title: Statewide- Sodium Chloride/Road Salt (Rock and Solar) for Districts 2 and 5

Solicitation #: BPM037105/001IT821384

The Pre-Bid / Site Visit Conference began virtually at approximately 10:05AM Please see attached Attendance Sheet. If you attended and your name is omitted, please contact the Procurement Officer.

The Procurement Officer reviewed the Additional Information to Bidders, eMaryland Marketplace Advantage (eMMA), and bid procedures. In addition, highlights of the procurement process were reviewed (see the attached Additional Information to Bidders).

The Procurement Officer and the Chairpersons took questions from the perspective vendors as well as responses from questions emailed following the Prebid meeting. The following question was raised.

Q1: When will the bid tabs for District 1 and 6 be available.

A1: Currently District 1 and 6 evaluation is still in progress. In addition, since there are multiple solicitation for Road Salt, is unfair to post the Bid Tabs for District 1 and 6 since it will give bidders insight into each other bids and can influence how they prepare their bids on the other two solicitations.

Bidders are strongly encouraged not to wait until the last minute to submit their bid under the new system to allow time to obtain help from the eMMA Help Desk where assistance is “only” available via email at https://procurement.maryland.gov/. There is no phone number to request assistance.

-End of Minutes-

June 2, 2023

10:00 AM

ADDITIONAL INFORMATION TO BIDDERS – Pre-Bid

STATE OF MARYLAND

DEPARTMENT OF GENERAL SERVICES

Office of Procurement and Logistics

CONTRACT NUMBER: # BPM037105/001IT821384

CONTRACT TITLE: Statewide- Sodium Chloride/Road Salt (Rock and Solar) for Districts 2 and 5 (Caroline, Cecil, Kent, Queen Anne’s, Talbot, Anne Arundel, Calvert, Charles, and St. Mary’s Counties)

Good morning everyone! Welcome to the Pre-Bid Conference Meeting for Sodium Chloride/Road Salt (Rock and Solar) for Districts 2 and 5.

My name is David Renfro. I am the Procurement Officer for this solicitation representing DGS.

I ask that everyone present to please sign the attendance sheet.

I have in attendance with me are:

Joshua Stonesifer, Division Chief, Highway Maintenance, MDOT/SHA Shirley Jackson, Sr. Compliance Officer Administrator, DGS Kshirajaa Ramesh, Sustainability Officer, Office of Energy and Sustainability, DGS Sam Linton, Sustainability Officer, Office of Energy and Sustainability, DGS

1. The purpose of this pre-bid is to clarify any questions or concerns Bidders may have about the specifications or scope of work, prior to submission of their bid on eMaryland Marketplace Advantage (eMMA). Changes to specifications or to the scope of work will be published as an Amendment and supersede the original published document as per COMAR 21.05.02.07. The pre-bid minutes will be published as a part of this solicitation. The solicitation number for this contract is # BPM037105/001IT821384.

2. Bids are due for this solicitation by 2:00 P.M. on Tuesday, June 20, 2023. All bids are accepted on eMaryland Marketplace only. Bids that are faxed, mailed or emailed will be deemed non-responsive.

3. The award shall be made to the responsive and responsible Bidder submitting the lowest evaluated base bid as defined within the specifications. The contract term is for three (3) years beginning September 1, 2023 through August 31, 2026, with two one-year options.

4. Please print out and read all attachments that are posted under this Solicitation on eMaryland Marketplace Advantage and review them carefully. Retain all attachments for future reference.

5. To receive a contract award, a vendor must be registered on eMaryland Marketplace Advantage. If you are not registered, please do so as early as possible. For assistance with registration log on to the: eMaryland Marketplace Advantage Help Desk at https://procurement.maryland.gov/

6. When you place your bid do so as early as possible and remember to hit the submit/send button. EMMA rounds: Note: A vendor may submit its bid early, however, the bid must be resubmitted after each published amendment, which in eMMA is called a “round”. No matter what, be sure to submit your bid in the “final round” of the solicitation, otherwise, it will not be included when the bid closes.

7. An Electronic Fund Transfer is a mandatory requirement on all contracts over $200, 000.00 pursuant of COMAR 25.03.02.02.

8. The vendor awarded a contract from this solicitation will be required to provide a license to perform the services required.

9. Please make sure your taxes are in order with the Comptrollers Office. If you are an out of State Business, please make sure you are registered with the Comptrollers Office. Not being registered with the Comptrollers Office and not having your taxes in order may find you to be a not responsible Bidder and your bid being rejected.

10. In addition, please note that the company name you submit your bid under in eMMA, must match exactly as your company is registered in the State of Maryland with the Office of the Comptroller and Department of Assessments and Taxation.

11. If you are an out of State business, you must have a State of Maryland business license and a resident business office in the State of Maryland.

12. Review of eMMA Attachments

· There is an Excel spreadsheet attached to the solicitation titled “Appendix A-Rock and Solar Salt Price Sheet Districts 2 and 5.” The bidder is required to fill out the spreadsheet and submit it with all of the required documents. Once again, the solicitation will be awarded by county within each District. There are nine (9) counties, five (5) separate years for each county. For each year bidders are to provide the price for delivery and pick-up services for both rock salt and solar salt.

· Appendix B Salt Contract Districts and Appendix C Salt Structure Locations.

· The Invitation For Bids (IFB) Includes but not limited to:

· Mandatory Terms and Conditions;

· Mandatory Affidavits

· Required Contract Provisions;

· Detailed Specifications… Scope of Work Insurance requirements Qualifications of Bidders Basis of Award

· Living Wage requirements (for contracts $100,000 or more) (Submit with bid)

· Attachment K Company Profile (Submit with bid)

· Bid Proposal Affidavit (Submit with bid)

· Hiring Agreement (for contract $200,000 or more) - (submit upon request of the Procurement Officer)

· Attachment A- Contract (Vendor recommended for award will be required to sign the Contract Agreement and it will become part of the executed Contract in addition to the Blanket Purchase Order (BPO).

· Corporate Diversity Addendum for all contracts over $1 million.

Bidders must acknowledge all Amendments - NOT ACKNOWLEDGING AMENDMENTS MAY DEEM YOUR BID NON-RESPONSIVE.

Note: Please do not hesitate to contact the eMMA Help Desk for assistance as you prepare your bid at eMMA.helpdesk@maryland.gov.

13. References will be contacted. Only work that can be substantiated may be used for a responsibility determination. The Procurement Officer is not responsible for incorrect or outdated phone numbers or references that fail to respond within three (3) working days. All requirements mentioned must be met in the time limit provided by the Procurement Officer. Unreasonable failure to supply information promptly in connection with a determination of responsibility is grounds for the rejection of the bid. The Bidder is required to satisfy a minimum of three (3) references.

0. These references must reveal that the work you performed for the client was comparable in scope, type, size, magnitude, and complexity to those required as outlined in this solicitation. Each reference must show that they have provided Road Salt services for a minimum of three years.

14. There is a 5% Minority Business Enterprise goal assigned to this contract. Carefully review Section A, Part H3, of the IFB and the information you download from Attachment D (Minority Business Enterprise Forms) to ensure that your company submits a responsive bid.

15. Bidders will have the opportunity to submit additional questions in writing only. These questions are to be submitted to me no later than Monday, June 5th. Please send to my attention at: david.renfro@maryland.gov. All questions and responses will be published as an amendment to the solicitation on eMMA.

16. Reminder: Only information communicated by the DGS Procurement Officer in writing shall be the official position of the Department of General Services. DGS assumes no responsibility for information communicated by any other source.

Scott Simons- Scope of Work highlights Shirley Jackson-MBE Compliance Sam Linton-Maryland’s Green Purchasing Reporting Requirements

17. Questions and Answers Session

Thank you for attending this Pre-Bid Conference. I wish you all the best!

Note:

A vendor may submit its bid early; however, the bid must be resubmitted after each published amendment, which in eMMA is called a “round.” No matter what, be sure to submit your bid in the “final round” of this solicitation whether you make any changes or not, otherwise, it will not be included when the bid closes on June 20, 2023, at 2:00 P.M.

This is now round 2.

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