Amendment 3.pdf

EMMA AMENDMENT

November 9, 2022

AMENDMENT 3

STATE OF MARYLAND

DEPARTMENT OF GENERAL SERVICES

Office of Procurement and Logistics

CONTRACT NUMBER: # BPM032402/001IT821340

CONTRACT TITLE: Janitorial Services at the John R. Hargreaves District Court/Multi-

Service Center

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: # BPM032402/001IT821340

Amendment #3 includes the following attachments:

- Amendment 3 cover

- Pre-Bid Minutes Meeting and Questions/Answers

- Additional Information for Bidders

- Attendance Sheet (attached separately)

Office of Procurement and Logistics

CONTRACT NUMBER: # BPM032402/001IT821340

Attention:

1. Section 3.2.22 has been revised to read:

The Base Bid shall be a total Three (3) year price with two (2) one (1) year renewal options for the provision of all janitorial services as described in section 3.2.14.1 through

3.2.14.19 (of these specifications for the John R Hargreaves District Court/Multi-Service

Center. This price covers all daily, weekly, monthly and semi-annual tasks to the standards set forth including all supplies, equipment, wages, overhead and profit for the entire term of the contract.

Office of Procurement and Logistics

CONTRACT NUMBER: # BPM032402/001IT821340

IN-PERSON AND VIRTUAL PRE-BID PROPOSAL CONFERENCE MINUTES

Chairpersons: David Renfro, Procurement Officer, DGS.

Dean Kidd, DGS, Regional Manager, Region 1

Tricia Greene, DGS, Office of Facilities Management

Kshirajaa Ramesh, DGS, Sustainability Officer

Robert Ross, DGS, Maintenance Supervisor

Solicitation Title: Janitorial Services at the John R. Hargreaves District Court/Multi-

Solicitation #: BPM032402/001IT821340

Minority Business Enterprise (MBE) Goal - 0%

Veteran Small Business Enterprise (VSBE) - 0%

Small Business Reserve – No

Date of Pre-Bid Conference: November 3, 2022

Date Minutes Prepared: November 8, 2022

The Pre-Bid / Site Visit Conference began virtually at approximately 10:00 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: Can you provide email and/or phone number to discuss green aspects of contract?

A1: A list of BISM's green products can be found here:

https://dgs.maryland.gov/Documents/GreenPurchasing/BISM_Green_Products.pdf

Other Resources:

https://dgs.maryland.gov/Pages/GreenPurchasing/Resources/Janitorial.aspx https://dgs.maryland.gov/Pages/GreenPurchasing/Resources/ForVendors.aspx

Q2: Who is the incumbent and the current monthly contract amount?

A2: Cleaning Better, Inc. $3400/mo.

Q3: Just wanted to confirm I do have the correct solicitation issued on October 27, 2022-

Solicitation Number: BMP032402/001IT821340?

A3: That is correct.

Q4: Can the on-site supervisor be a working supervisor? or, Is this position for supervisory duties only?

A4: Yes, the supervisor can be a working supervisor.

Q5: Are there any changes in scope from current contract to the services being requested in the

IFB, if so, what has changed?

https://dgs.maryland.gov/Documents/GreenPurchasing/BISM_Green_Products.pdf https://dgs.maryland.gov/Pages/GreenPurchasing/Resources/Janitorial.aspx

A5: Yes, from staffing requirements, working hours, the days the tasks are to be done.

Q6: FB Section 1.34 outlines the requirements for Living Wage (and minimum wage)

Could you please confirm if living wage provisions are applicable to this contract, if so, under which Tier?

A6: The Living Wage for this Solicitation is Tier 2 at a rate of $11.36. However, As of January 1, 2022, the minimum wage increased to $12.50 and may increase up to $15.00 by January 2025.

Therefore, the minimum wage will prevail over the Tier 2 Living Wage rates. The bidder should plan to pay this rate and for the yearly increase accordingly.

Q7: All questions must go through the Procurement Officer, correct?

A7: Yes

Q8: Please confirm that you want the floors buffed weekly, waxed monthly and stripped and waxed twice a year.

A8: As stated in the IFB, yes.

Q9: Would you like the floors priced separately?

A9: No

Q10: On the pricing sheet and online pricing for SA-1, the Quantity indicates “1” unit of measure “YR”. How would your formula calculate the amounts entered?

A10: The annual amount/amount that will be charged for one (1) year (which would include service 2 times for twice a year).

Q11: Please confirm if fixed pricing is to be submitted for the 3-year term (2023-2025) or 5-year term (2023-2027)?

A11: The Base Bid shall be a total Three (3) year price with two (2) one (1) year renewal options.

November 3, 2022

10:00 A.M.

ADDITIONAL INFORMATION TO BIDDERS – Pre-Bid

MARYLAND DEPARTMENT OF GENERAL SERVICES

Janitorial Services at the

John R Hargreaves District Court/Multi-Service Center

Solicitation #: BPM032402/001IT821340

Good morning everyone! Welcome to the Pre-Bid Conference Meeting for Janitorial Services for the Department of General Service at the John R Hargreaves District Court/Multi-Service

Center.

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:

Dean Kidd, DGS, Regional Manager, Region 1

Tricia Greene, DGS, Office of Facilities Management

Kshirajaa Ramesh, DGS, Sustainability Officer

Robert Ross, DGS, Maintenance Supervisor

Tom Owens, Blind Industries and Services of Maryland (BISM)

1. The purpose of this pre-bid is to clarify any questions or concerns Bidders may have about the specifications or scope of work, and to inspect the facility 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 #

BPM032402/001IT821340.

2. Bids are due for this solicitation, by 2:00 P.M. on Friday, November 18, 2022. All bids are accepted on eMaryland Marketplace only. The Bidder must bid all lines of the solicitation. Bids that are faxed 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 February 1, 2023, through January 31, 2026, with two (2) one (1) year renewal 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/ and https://procurement.maryland.gov/wp-content/uploads/sites/12/2019/08/1-eMMA-QRG-

Registering-as-a-Vendor-v5.pdf

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 Contractor must provide Insurance - General Liability, three (3) million in aggregate, Worker Compensation and a Fidelity Bond. Also, in the “DESCRIPTION OF

OPERATIONS” box, the Certificate of Liability Insurance must include the State of

Maryland, Department of General Services, as an additional insured. See Section 3.4.

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

10. 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.

11. 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.

12. 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.

https://procurement.maryland.gov/ https://procurement.maryland.gov/wp-content/uploads/sites/12/2019/08/1-eMMA-QRG-Registering-as-a-Vendor-v5.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2019/08/1-eMMA-QRG-Registering-as-a-Vendor-v5.pdf

13. Review of eMMA Attachments

• There are fifteen (15) eMMA Line Items. You must submit a price on ALL lines.

Should the Bidder fail to bid ALL Lines Items in eMMA, the bid will be deemed nonresponsive.

• The Invitation for Bids (IFB) Includes but not limited to:

• Mandatory Terms and Conditions;

• Mandatory Affidavits;

• Required Contract Provisions;

• Detailed Specifications…

Scope of Work

Work schedule

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).

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.

14. 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.

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 at the W. Paul Martin District Court. Each reference must show that they have provided janitorial service for a minimum of three years.

15. Bidders will have the opportunity to submit additional questions in writing only. These questions are to be submitted to me no later than Friday, November 4th. Please send to mailto:eMMA.helpdesk@maryland.gov my attention at: david.renfro@maryland.gov. All questions and responses will be published as an amendment to the solicitation on eMMA.

16. Scope of Work: Dean Kidd

17. Green Sustainability: Kshirajaa Ramesh

18. BISM: Tom Owens

19. 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.

20. Questions and Answers Session

In-person Site Visit/Inspection – Schedule immediately after the Pre-Bid Conference

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 November 21, 2022, at 2:00 P.M.

This is now round 4.

End of Amendment #3 mailto:david.renfro@maryland.gov