Amendment #2 (Pre-Bid Teleconference Minutes).pdf

AMENDMENT #2

DATE: November 2, 2020

STATE OF MARYLAND

OFFICE OF STATE PROCUREMENT

DEPARTMENT OF GENERAL SERVICES

ITB NUMBER: 001IT821207/BPM021518

CONTRACT TITLE: Statewide Bulk Antifreeze

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

Office of Procurement and Logistics

301 W. Preston Street, Room M-4

Baltimore, Maryland 21201

Jatavia Ruffin

Jatavia Ruffin

DGS Procurement Officer

Acknowledgment Date

AMENDMENT #2

DATE: November 2, 2020

STATE OF MARYLAND

OFFICE OF STATE PROCUREMENT

DEPARTMENT OF GENERAL SERVICES

ITB NUMBER: 001IT821207/BPM021518

CONTRACT TITLE: Statewide Bulk Antifreeze

PRE-BID CONFERENCE MINUTES

Solicitation Number: 001IT821207/BPM021518

Date of Pre-Bid Conference: November 2, 2020

Date Minutes Prepared: November 2, 2020

The Pre-Bid Conference began at approximately 1:10 p.m. Please see attached Attendance Sheet.

Leading the conference was Jatavia Ruffin, DGS-Procurement Officer, Calvin Gladden, DGS- Associate Director of Procurement (Commodities & Facilities Maintenance Services), Tonia Wells, DGS- Procurement Supervisor, Kshirajaa Ramesh, DGS- Green Purchasing Committee, and Emily Soontornsaratool, DGS- Green Purchasing Committee. Ms. Ruffin reviewed the Information to Bidders, eMaryland Marketplace Advantage (eMMA) bid procedures and highlighted the IFB. Emily Soontornsaratool and Kshirajaa Ramesh, DGS- Green Purchasing Committee, reviewed/highlighted areas of importance in the scope of work and specifications with the bidders present at the pre-bid teleconference.

Please see script below:

PRE-BID INFORMATION TO BIDDERS

MARYLAND DEPARTMENT OF GENERAL SERVICES

SOLICITATION #: 001IT821207/BPM021518

DEPARTMENT OF GENERAL SERVICES

Statewide Bulk Antifreeze

Date: November 2, 2020 Time: 1:00 p.m.

Good Afternoon and welcome to the Pre-Bid Teleconference Meeting for Statewide Bulk Antifreeze, solicitation number 001IT821207/BPM021518. My name is Jatavia Ruffin and I am the DGS Procurement Officer for this contract. I would like to start the meeting with roll call in order to complete our Pre-Bid Teleconference attendance sheet. Please provide me with your company’s name, email address , phone number and state if your company is an MBE or not.

With us today, we have representatives from DGS in attendance. I would like to have them introduce themselves at this time. [Introduction of AGENCY Personnel]

The purpose of this pre-bid conference is to clarify any questions or concerns bidders may have with regard to the specifications of this solicitation prior to submission of their bid on eMarylandMarketplace Advantage also known as 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 an amendment and become part of this solicitation on eMMA. Nothing stated at the pre-bid conference may change the invitation for bids unless a change is made by myself, the Department of General Services Procurement Officer, by written amendment.

This is a three (3) year statewide contract beginning January 1, 2021 through December 31, 2023 with

(2) one-year option renewals. Bids are due no later than 2:00 pm on November 16, 2020. All bids must be submitted on eMaryland Marketplace Advantage. Bids that are faxed, mailed, or hand carried will not be accepted. The bidder must complete all bid lines, including option years, if applicable. If the bidder fails to bid all lines in eMaryland Marketplace Advantage, the DGS Procurement Officer shall deem the bid as non-responsive. If you decide not to submit a bid, please fill out the No-Bid Form on the second page of the IFB email it to me. Do not submit a bid for $0 on eMaryland Marketplace Advantage.

Specifications and other Bid Documents can be examined without charge on eMMA at https://procurement.maryland.gov/. In addition, you may email the eMMA help desk at emma.helpdesk@maryland.gov, if you need assistance. In order to receive a contract award, a vendor must be registered on eMMA.

Please print out all forms and attachments and carefully review the entire solicitation.

After bids are opened, you will no longer be able to access the solicitation forms and attachments. Retain all sections for future reference.

By submitting a response to this solicitation, a vendor shall be deemed to represent that it is not in arrears in the payment of any obligation due and owing the State of Maryland. This includes the payment of taxes and employee benefits, and that it shall not at the time of bid, or during the term of the contract, become in arrears if selected for contract award. It will be the bidder's responsibility to timely clear up any outstanding issues upon notification.

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.

If you are an out of State Business, please make sure you are registered with the Comptroller’s Office.

Also, 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.

Again, Bids are due no later than 2:00 pm on November 16, 2020. The following documents must be completed and submitted with your bid:

*Mandatory Affidavits:

➢ Bid/Proposal Affidavit (Attachment B): execute and attach to the bid or proposal with solicitation.

➢ Contract Affidavit (Attachment C): execute and attach to the bid or proposal with solicitation.

➢ Mercury Affidavit (Attachment D): execute and attach to the bid or proposal with solicitation.

➢ Conflict of Interest Affidavit and Disclosure (attachment E): execute and attach to the bid or proposal with solicitation.

➢ Company Profile (Attachment F): complete and attach to the bid or proposal with solicitation.

➢ No Bid Notice (Attachment G): submit only if you do not intend to bid. DGS is interested in improving its competitive process and your comments are important to this endeavor.

➢ All amendments issued by the Procurement Officer to this solicitation must be acknowledged.

https://procurement.maryland.gov/ file://///balt-adfs01.ad.fr.dgs.state.md.us/Vol2/Procurement/USERS/Commodities/1%20Kim%20Hackett/FY%2020/emma.helpdesk@maryland.gov

The references you provide in your Company Profile will be contacted and will be considered in the determination of bidder responsibility. The Procurement Officer is not responsible f or incorrect or outdated information, or for references that fail to respond within three (3) working days. Please ensure that your references can speak to your ability to perform the elements of work described in the specifications.

If you have additional questions after this pre-bid conference, you may submit them, via email, to the Procurement Officer at Jatavia.ruffin2@maryland.gov for response.

If you must take exception to an element of the specifications or believe that an element of the specifications may be unreasonably restrictive, please inform the Procurement Officer immedia tely. After bid opening, exceptions to the specifications will not be accepted or considered.

The deadline for submitting additional questions, or for informing the Procurement Offi cer of any possible restrictive elements, is November 9, 2020 at 12:00 pm (noon). If additional questions are submitted after this date, the Procurement Officer will, based on time and availability, attempt to answer the question s, but a response cannot be guaranteed.

By submitting a response to this solicitation, the Bidder agrees to accept payments by electronic funds transfer. This is a mandatory requirement for all contracts over $200,000.00 before they are approved by the Board of Public Works (BPW).

Now, I would like to turn the meeting over to our representative from the green purchasing committed.

Thank you for attending this virtual Pre-Bid Teleconference and good luck!

End of Pre-Bid Teleconference

Links referenced in the Information to Bidders were:

1. Instructions for obtaining bid tabs on eMMA:

https://procurement.maryland.gov/wp-content/uploads/sites/12/2020/01/eMMAVendorQRG- BidTabulation-FINALv4a.pdf

A total of one (1) potential bidders were present at the pre-bid teleconference.

Questions/Answers:

Q1: Is the antifreeze requested in the SOW, the same Antifreeze they are current supplying?

A1: I will check with the agency (MDOT) and get back with you regarding this question.

Q2: Do I need to include the 1% fee in my bid?

A2: No, the 1% fee should not be included in your bid.

End of Minutes

END OF AMENDMENT #2

https://procurement.maryland.gov/wp-content/uploads/sites/12/2020/01/eMMAVendorQRG-BidTabulation-FINALv4a.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2020/01/eMMAVendorQRG-BidTabulation-FINALv4a.pdf