Amendment 1, minutes, info to bidders.pdf

EMMA AMENDMENT

May 2, 2023

AMENDMENT 1

STATE OF MARYLAND

DEPARTMENT OF GENERAL SERVICES

Office of Procurement and Logistics

CONTRACT NUMBER: #BPM036326 /001IT821376

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

Districts 1 and 6

(Dorchester, Somerset, Wicomico, Worcester, Allegany, Garrett, and Washington 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

Office of Procurement and Logistics

CONTRACT NUMBER: #BPM036326 /001IT821376

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

Districts 1 and 6

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 IFB

- Revised Bid Spreadsheet

- List of MBE vendors

Office of Procurement and Logistics

CONTRACT NUMBER: #BPM036326 /001IT821376

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

Districts 1 and 6

VIRTUAL PRE-BID PROPOSAL CONFERENCE MINUTES

Chairpersons: David Renfro, Procurement Officer, DGS.

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

Joshua Stonesifer, Division Chief, Highway Maintenance, SHA

Colleen Robinson, Team Leader, Contracts and Procurement, SHA Shirley Jackson, Sr. Compliance Officer Administrator, DGS

Kshirajaa Ramesh, Sustainability Officer, OES, DGS

Sam Linton, Sustainability Officer, OES, DGS

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

Districts 1 and 6

Solicitation #: BPM036326/001IT821376

Date of Pre-Bid Conference: April 27, 2023

Date Minutes Prepared: May 1, 2023, 2023

The Pre-Bid / Site Visit Conference began virtually at approximately 10:08 a.m. 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: Please provide how price modifications will work. The solicitation states that a price increase cannot surpass the current CPI, but the bid requests pricing for the next 3 years.

After the first year, if we make a request for a price increase and you don't approve it, is the contract voided?

A1: No, the contract will not be voided. It is up to the bidder to project the future anticipated prices.

Q2. Will you be rewarding the lowest rock salt and solar salt bidder separately? For example, If I am the lowest bidder for rock salt, but not the lowest for solar salt, will I be rewarded just the rock salt portion of the bid?

A2: No. The Procurement Officer will be looking at the combined costs per county. Each award will be based on the sum of the pro-rated bid price, 99% rock salt and 1% solar salt, for each line item per county.

Q3. Do we need to bid on all locations to be considered, or can we just bid on the locations we want and still be eligible for reward?

A3: Bidders may bid on just the counties that you are able provide the commodity. However, the possibility to provide a bid for each county was done to promote equitable opportunities among all prospective bidders.

Q4: Please provide the winning bid for all the delivery locations from the last bid.

A4: Go to the following website and type in “Road Salt” in the Keyword Search Field, then click on the BPO Number https://dgs.maryland.gov/PAGES/PROCUREMENT/BIDSAWARDS.ASPX

Q5: Can you share the MBE vendor list?

A5: The MBE list has been downloaded as an attachment in eMMA. Also, you can search at https://marylandmdbe.mdbecert.com/

Q6: What is the percentage of Solar Salt versus Rock Salt?

A6: Solar Salt is used at an estimated rate of 1% or less when compared to the average annual salt usage by county. Each award will be based on the sum of the pro-rated bid price submitted, 99% rock salt and 1% solar salt, for each line item per county.

Q7: Is rock and solar salt will be required for this contract? Does a vendor have to bid on both? How will it be awarded?

A7: Yes. The contracts will be awarded as detailed in Section A Part B “Basis of Award.” Each award will be based on the sum of the pro-rated bid price submitted, 99% rock salt and 1% solar salt, for each line item per county.

Q8: Will the State of MD provide suggested quantities for each county for both rock and solar salt for the vendor to better prepare?

A8: Please see Appendix A and Appendix B which details the average annual usage per county.

Solar Salt is used at an estimated rate of 1% or less when compared to the average annual salt usage by county. Each award will be based on the sum of the pro-rated bid price submitted, 99% rock salt and 1% solar salt, for each line item per county.

https://dgs.maryland.gov/PAGES/PROCUREMENT/BIDSAWARDS.ASPX https://marylandmdbe.mdbecert.com/

Q9: Where is the part of the bid for the Green Purchasing Program that Kshirajaa Ramesh spoke about in the Pre-Bid Conference?

A9: The Green Purchasing Program is on Page 30 of the IFB and not the bid.

Q10: When will the new pricing sheet (mentioned in the Pre-Bid Conference) be published?

A10: The revised price sheet will be part of the Amendment in the Second Round

Q11: Is the fuel price adjustment based on delivery date or order date?

A11: Order date.

Q12: What exactly is Reciprocal Preference?

A12: Section A Part H6 states “A Preference will be given to the responsive and responsible bid from a Maryland firm over that of a nonresident firm if the State in which the nonresident firm is located gives a resident business preference. Where such a business preference is provided, the preference shall be the same as that provided by the State in which the nonresident firm is located.”

Q13: What is the name of our registered agent in MD?

A13: Not sure what the name of your registered agent is in the state. 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. For more information, please contact 1-800-MDTAXES.

Q14: What is the latest an amendment would be published?

A14: Amendments are made whenever there are major changes thar will affect the overall solicitation process. If an Amendment must be published that is near the closing date, an extension is usually part of the Amendment.

Q15: Will there be a public opening for this bid?

A15: The way that the eMMA system operates, there is not a reason for a public opening since the Procurement Office is not able to see any of the bids until after the official closing time.

There are steps that the Procurement Office must take to evaluate a bid correctly. Therefore, the evaluation process may not be completed by the opening of the other districts opening.

Q16: What entities are typically utilizing the solar salt portion of this bid? (i.e., Municipalities or DOT?)

A16: That information is not available to DGS since the state does not have access to municipalities and other non-State organizations that may use the contract.

Q17: Would you be able to elaborate and give directions on how to complete the pricing sheet?

A17: the bid sheet, which has been revised, lists the counties in the left hand column. The figures that are in parathesis are the average usage for that county in tons. The columns to the right of the counties are each of the Contract Years followed by each of the Option Years. Each of the years are broken down by Delivery Price and Pick Up Price. Each one of those categories is broken down by further by Rock Salt and Solar Salt.

Q18: Is the 1% stated usage for solar salt for the entire bid or just for the current districts that are out to bid?

A18: It is by county.

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/

April 21, 2023

10:00 AM

ADDITIONAL INFORMATION TO BIDDERS – Pre-Bid

MARYLAND DEPARTMENT OF GENERAL SERVICES

Statewide- Emergency Snow Removal and Hauling

Solicitation #: BPM030924/001IT821320

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

Districts 1 and 6

(Dorchester, Somerset, Wicomico, Worcester, CONTRACT NUMBER: #BPM036326 /001IT821376

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

Chloride/Road Salt (Rock and Solar) for Districts 1 and 6.

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:

Colleen Robinson, Team Leader, Contracts and Procurement, MDOT/SHA

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

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 # BPM036326 /001IT821376.

2. Bids are due for this solicitation, by 2:00 P.M. on Thursday, May 11, 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 1 and 6.” The bidder is required to fill out the spreadsheet and submit it with all 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 armed guard service 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 1st. 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.

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

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

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 May 11, 2023, at 2:00 P.M.

This is now round 2.

End of Amendment #1