Amendment 1, minutes, info to bidders.pdf

EMMA AMENDMENT

May 24, 2023

AMENDMENT 1

STATE OF MARYLAND

DEPARTMENT OF GENERAL SERVICES

Office of Procurement and Logistics

CONTRACT NUMBER: # BPM037104/001IT821385

CONTRACT TITLE: Statewide- Sodium Chloride/Road Salt (Rock and Solar) for

Districts 3, 4, and 7 (Montgomery, Prince George’s, Baltimore, Harford, Carroll, Frederick, and Howard 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:

State of Maryland

Department of General Services

Division of Procurement and Logistics

301 W. Preston Street - Room M-4

Baltimore, Maryland 21201

David Renfro

David Renfro

Procurement Representative

Facilities Maintenance Contracting

May 24, 2023

Office of Procurement and Logistics

CONTRACT NUMBER: # BPM037104/001IT821385

CONTRACT TITLE: Statewide- Sodium Chloride/Road Salt (Rock and Solar) for

Districts 3, 4, and 7

Amendment #1 includes the following attachments:

- Amendment I cover.

- Pre-Bid Minutes Meeting and Questions/Answers

- Additional Information for Bidders

- Attendance Sheet (attached separately)

- Revised Bid Spreadsheet (Appendix A) -Sheet 2 is deleted.

- Revised Bid Spreadsheet

May 24,2023

Office of Procurement and Logistics

CONTRACT NUMBER: # BPM037104/001IT821385

CONTRACT TITLE: Statewide- Sodium Chloride/Road Salt (Rock and Solar) for

Districts 3, 4, and 7

VIRTUAL PRE-BID PROPOSAL CONFERENCE MINUTES

Chairpersons: David Renfro, Procurement Officer, DGS.

Scott Simons, Transportation Engineer V/QA Team Leader, MDOT/SHA

Joshua Stonesifer, Division Chief, Highway Maintenance, MDOT/SHA

Sean Stinnett, MBE/VSBE Compliance Supervisor, DGS

Shirley Jackson, Sr. Compliance Officer Administrator, DGS

Sandi Sauter, Deputy Director, Operations, SHA

S am Linton, Sustainability Officer, Office of Energy and Sustainability, DGS

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

Districts 3, 4, and 7

Solicitation #: BPM037104/001IT821385

Date of Pre-Bid Conference: May 19, 2023

Date Minutes Prepared: May 24, 2023

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: Are bidders required to bid for all years including Option Years

A1: Yes, Bidders must bid on all the years, including Option Years, for the counties they are bidding on.

Q2: Need we need to bid on Appendix A, Sheet 2?

A2: No, Appendix A has been updated to remove Sheet 2.

Q3: What is your estimate of initial orders after award of contract (i.e., quantities needed initially)?

A3: MDOT SHA doesn’t anticipate ordering any salt until after the first winter event. Our current practice is to fill our structures at the end of each event and again at the end of the winter season. However, the counties and municipalities that use this statewide BPO may have pre-season orders.

Q4: Are the delivery areas large enough to accommodate tractor trailer type hoppers and end dumps?

A4: Yes.

Q5: Can you provide the current inventories at each location please?

A5: Please reference Appendix B in the IFB for dome/barn locations and capacities at each location.

Q6: Is it feasible to be granted extended delivery hours for severe storms 24/7 during the storm as well as for the 72 hours prior and after?

A6: MDOT SHA will be adhering to the terms in the IFB. They’re there to ensure we have enough salt on hand and a constant influx to cover us in back-to-back events.

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-https://procurement.maryland.gov/

May 19, 2023

10:00 AM

ADDITIONAL INFORMATION TO BIDDERS – Pre-Bid

MARYLAND DEPARTMENT OF GENERAL SERVICES

Statewide- Sodium Chloride/Road Salt (Rock and Solar) for

Districts 3, 4 and 7

(Baltimore, Carroll, Frederick, Howard, Montgomery and Prince George’s Counties)

Maryland Department of General Services

Solicitation #: BPM037104 /001IT821385

Good morning everyone. Welcome to the Pre-Bid Conference Meeting for Sodium

Chloride/Road Salt (Rock and Solar) for Districts 3, 4 and 7.

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:

Scott Simons, Transportation Engineer V/QA Team Leader, MDOT/SHA

Joshua Stonesifer, Division Chief, Highway Maintenance, MDOT/SHA

Sean Stinnett, MBE/VSBE Compliance Supervisor, DGS

Shirley Jackson, Sr. Compliance Officer Administrator, DGS

Sandi Sauter, Deputy Director, Operations, SHA

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 # BPM037104 /001IT821385.

2. Bids are due for this solicitation, by 2:00 P.M. on Wednesday, June 7, 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

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 Comptroller’s Office. If you are an out of State Business, please make sure you are registered with the Comptroller’s Office. Not being registered with the Comptroller’s 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 3, 4, and 7.” 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 seven (7) 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 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 within 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.

a. 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, May 22nd. 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.

mailto:eMMA.helpdesk@maryland.gov mailto:david.renfro@maryland.gov

Scott Simons- Scope of Work highlights

Shirley Jackson-MBE Compliance

Kshirajaa Ramesh-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 7, 2023, at 2:00 P.M.

This is now round 2.

End of Amendment #1