ANN24PEST IFB.pdf

ANN24PEST – Commercial Pest Control Services at MDOT SHA Annapolis Shop in Anne Arundel County

PROJECT: Commercial Pest Control Services at MDOT SHA District-5

Annapolis Maintenance Shop in Anne Arundel County

CONTRACT NO. ANN24PEST

ADVERTISEMENT DATE: Wednesday, April 24, 2024

QUESTIONS DUE: Thursday, May 02, 2024 @ 11:00 A.M. EST

BID DUE DATE / TIME: Thursday, May 09, 2024 @ 01:00 P.M. EST

BID LOCATION: State Highway Administration

Annapolis Maintenance Shop

138 Defense Highway

Annapolis, MD 21401

I. SUMMARY STATEMENT

The Maryland Department of Transportation State Highway Administration (MDOT SHA) is soliciting bids for a qualified contractor to provide commercial pest control services at the following five (5) locations in

Anne Arundel County. 1.) The Annapolis Maintenance Shop located at 138 Defense Highway Annapolis, Maryland, 2.) The satellite facility located at 5820 Solomons Island Road Tracy’s Landing, Maryland, 3.)

The satellite facility located at 8208 Telegraph Road Odenton, Maryland, 4.) The Spa Creek Drawbridge located on Maryland Rt. 181 (Sixth Street), and 5.) The Weems Creek Drawbridge located at Ridgely

Avenue Maryland Rt. 436. The service provided shall be in compliance with all applicable Federal, State, and Local regulations. The anticipated contract start date is June 01, 2024.

II. SMALL BUSINESS RESERVE PROCUREMENT

This is a Small Business Reserve Procurement for which the award will be limited to Certified Small

Business vendors. Only vendors that meet the statutory requirements set forth in State Finance and

Procurement Article Subsections 14-501 – 14-505, Annotated Code of Maryland, and who are registered with the Department of General Services Small Business Reserve Program are eligible for award of a contract. Refer to Attachment No. III for further information regarding this program.

III. ISSUING OFFICE and PROCUREMENT OFFICER

Maryland Department of Transportation

State Highway Administration District-5 Annapolis Maintenance Shop

The sole point of contact for purposes of this IFB is the Procurement Officer, Royston Cain. The

Procurement Officer and/or their designee may be contacted at telephone number 410-841-1009 between

08:00 A.M. and 04:00 P.M. or by FAX 410-841-5597.

NOTE: The contractor is solely responsible for ensuring any information sent to the Procurement Officer by

M A R Y L A N D D E P A R T M E N T O F T R A N S P O R T A T I O N

S T A T E H I G H W A Y A D M I N I S T R A T I O N

I n v i t a t i o n f o r B i d s ( I F B )

C o n t r a c t s L e s s T h a n $ 5 0 , 0 0 0

FAX has been received by the Procurement Officer.

IV. PRE-BID CONFERENCE & QUESTIONS

No pre-bid meeting will be held for this advertisement. All walk throughs to examine the five locations will be held on Wednesday May 01, 2024.

• 08:30 A.M. – Annapolis Maintenance Shop (138 Defense Highway Annapolis, Maryland)

• 10:30 A.M. – Tracy’s Landing satellite location (5820 Solomons Island Road Tracy’s Landing, Maryland)

• 12:30 P.M. – Odenton satellite location (8208 Telegraph Road Odenton, Maryland)

• 02:00 P.M. - SPA Creek Drawbridge (MD-181 Sixth Street Annapolis, Maryland)

• 03:00 P.M. – Weems Creek Drawbridge (MD-436 Ridgely Avenue Annapolis, Maryland)

While attendance at the walk through is not mandatory, this is an opportunity for the vendor to view the spaces referenced in the Scope of Contractor Services and confirm measurements and existing conditions.

Appropriate auxiliary aids and services for qualified individuals with disabilities will be provided upon request.

All questions must be submitted to the Procurement Officer no later than Thursday, May 02, 2024 at 11:00

A.M. local time. Any information regarding the requirements or the interpretation of any provision of the

Contract Documents shall be requested, in writing, and delivered no later than this date and time.

Responses to questions or inquiries having any material effect on the bids shall be made by written addenda sent to all prospective bidders via eMaryland Market Place Advantage (eMMA). The Administration will not respond to telephone requests for information concerning this IFB that would materially affect the bid.

Requests for information or questions shall be submitted in writing. They must be emailed to rcain@mdot.maryland.gov; if attached to the email please provide in Microsoft Word or PDF format. Each request for information or questions shall include the Contract number and the name and address of the originator.

V. BID DUE DATE

The Bid must be received by the Procurement Officer, Royston Cain, at the Annapolis Maintenance Shop located at 138 Defense Highway Annapolis, MD 21401 no later than 01:00 P.M. local time, on Thursday, May

09, 2024.

Contractors are responsible for assuring that their bids are delivered to the specified location before the deadline for receipt of bids, including those delivered by U.S. Postal Service.

Oral, fax, telegraphic, mailgram, electronic, or E-mail bids will not be accepted.

Bids shall be opened publicly at the time, date and location designated above.

Bids, requests for withdraws, and modifications not received by the time and at the place indicated are late and may only be considered in accordance with COMAR 21.05.02.10.

VI. DURATION OF BID OFFER

Prices submitted in response to this solicitation are irrevocable for ninety (90) days following the due date.

The Procurement Officer may, however, request contractor to extend the time during which the State may accept their bids. Once a bid is accepted, all prices, terms, and conditions shall remain unchanged throughout the contract period.

mailto:rcain@mdot.maryland.gov;

VII. PROCUREMENT METHOD

This solicitation shall be conducted in accordance with COMAR 21.05.07 – Small Procurement Regulations

$50,000 or less).

VIII. TERMS and CONDITIONS

A. Termination for Nonappropriation. If funds are not appropriated or otherwise made available to support continuation in any fiscal year succeeding the first fiscal year, this Contract shall be terminated automatically as of the beginning of the fiscal year for which funds are not available. The

Contractor may not recover anticipatory profits or costs incurred after termination.

B. Maryland Law Prevails. The law of Maryland shall govern the interpretation and enforcement of this

Contract.

C. Disputes. Disputes arising under this Contract shall be governed by State Finance and Procurement

Article, Title 15, Subtitle 2, Part III, Annotated Code of Maryland, and by COMAR 21.10

Administrative and Civil Remedies. Pending resolution of a dispute, the Contractor shall continue to perform this Contract, as directed by the Procurement Officer.

D. Changes. This contract may be amended only with the written consent of both parties. Amendments may not change significantly the scope of the Contract (including the Contract price).

E. Termination for Default. If the Contractor does not fulfill obligations under this Contract or violates any provision of this Contract, the State may terminate the Contract by giving the Contractor written notice of termination. Termination under this paragraph does not relieve the Contractor from liability for any damages caused to the State. Termination hereunder, including the determination of the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.11B.

F. Nondiscrimination. The Contractor shall comply with the nondiscrimination provisions of federal and Maryland law.

G. Anti-Bribery. The Contractor certifies that, to the Contractor's best knowledge, neither the

Contractor; nor (if the Contractor is a corporation or partnership) any of its officers, directors, or partners; nor any employee of the Contractor who is directly involved in obtaining contracts with the

State or with any county, city, or other subdivision of the State, has been convicted of bribery, attempted bribery, or conspiracy to bribe under the laws of any state or of the United States.

H. Termination for Convenience. The State may terminate this Contract, in whole or in part, without showing cause upon prior written notice to the Contractor specifying the extent and the effective date of the termination. The State shall pay all reasonable costs associated with this Contract that the

Contractor has incurred up to the date of termination and all reasonable costs associated with termination of the Contract. However, the Contractor may not be reimbursed for any anticipatory profits which have not been earned up to the date of termination. Termination hereunder, including the determination of the rights and obligations of the parties, shall be governed by the provisions of

COMAR 21.07.01.12A(2).

IX. SCOPE OF CONTRACTOR SERVICES

The MDOT SHA’s goal is to achieve long term, environmentally sound pest suppression using a variety of safe pest management practices. These practices include the review of structural and procedural modifications that reduce pest access, food, moisture, and harborage within MDOT SHA facilities. Chemical methods will be applied only on an “as needed” basis. The need is determined by pest population, monitoring, and control products that are placed where they are inaccessible to MDOT SHA staff.

This specification describes the requirements to provide monthly, and as-needed basis, inspection and pest control services at various MDOT SHA Annapolis Maintenance Shop locations in Anne Arundel County. The monthly services shall cover the control of roaches, mice, rats, snakes, moths, water bugs, ants, spiders, silverfish, millipedes, centipedes, and crickets. This service shall include treatment of at least six (6) feet from the exterior walls of the buildings. Rat, mouse, and snake infestations located in ground burrows adjacent to the buildings are also included.

A. BIDDER QUALIFICATIONS

1. The Contractor shall have a minimum of two (2) years’ experience in commercial pest control services and maintain a valid Pesticide Business License issued by the State of

Maryland Department of Agriculture to provide pest control in the categories specified in this contract. The Contractor shall submit proof of experience and qualifications, including copies of licenses and/or certificates for all employees who will be performing on-site services under this

Contract, with the bid response.

2. The Contractor must be able to provide a record of prior experience providing commercial pest control services similar in nature to those in this Scope of Contractor Services. The Contractor shall submit three (3) references with the bid, the name, address, telephone number and point-of-contact of at least three firms, for which the bidder provided commercial pest control services within the preceding twenty-four (24) months. The MDOT SHA reserves the right to conduct reference checks prior to contract award. Any negative responses received may result in disqualification of the bid.

3. The Bidder must be fully qualified to legally provide the services detailed in this Contract within the State of Maryland. All applicable federal, state, county, and local statutes, laws, and regulations must be followed by all parties when performing work related to this Contract.

4. Bidder shall employ personnel who are capable of comprehending and answering screening questions required for building entry, including but not limited to, questions about recent exposure to pathogens. Any personnel unable to comprehend and accurately answer screening questions will not be granted access to the building and may be precluded from working under the contract.

B. LOCATIONS OF SERVICES

Locations where services are to be provided include, but are not limited to:

1. Annapolis Maintenance Shop

Annapolis, MD 21401

2. Tracy’s Landing Salt Dome Intersection of Route 258 and MD2 – Bay Front Road

Tracy’s Landing, MD 20779

3. Odenton Salt Dome Between MD-32 and MD-170

Odenton, MD 21113

4. Spa Creek Bridge MD-181 6th Street

Annapolis, MD 21403

5. Weems Creek Bridge MD-436 Ridgely Avenue

Annapolis, MD 21403

It is the bidder’s responsibility to verify the scope data, building measurements, and difficulty of the work to be performed prior to submission of bids. All bidders are encouraged to make an on-site inspection of the locations where the work will be performed to become completely familiar with existing conditions. A site inspection will allow the prospective bidder to familiarize oneself with all conditions that may affect the performance under, and cost of, the contract. Failure of the bidder to familiarize oneself with the measurements and conditions shall not constitute a basis for contract adjustments after award.

If at a future date commercial pest control services are needed at additional MDOT SHA locations in

Anne Arundel County, service locations may be added based on the pricing and terms of service in this

Contract.

C. CONTRACT MANAGER

The MDOT SHA Contract Manager for this contract shall be Mr. Charles “CJ” Hynson. The Contract

Manager can be contacted by phone at 410-841-1009 or by email at CHynson@mdot.maryland.gov. The

Contract Manager may appoint other authorized representatives to act on their behalf.

D. SERVICE REQUIREMENTS

1. The Contractor shall furnish all labor, supervision, tools, equipment, material, supplies, transportation, and insurance necessary to provide insect and pest control services outlined in the

IFB, to the satisfaction of the Administration. All work shall be performed as described in the

IFB.

2. The Contractor shall provide and maintain an effective control program in accordance with the best-known procedures and techniques of the extermination trade.

3. The Contractor is responsible for providing pesticide applicators that have been trained and certified by the State of Maryland for products used under the Contract. The Contractor is further responsible for the pest control programs required under this contract fully complying with the applicable federal, state, and local pesticide laws and regulations within the legal jurisdiction that the premises covered by this contract are located. All pesticides shall be procured, processed, handled, and applied in strict accordance with the manufacturer's label which shall be registered with the Environmental Protection Agency.

4. The Contractor shall provide monthly routine preventative pest control services, during regular operating hours, for all buildings specified herein including all rooms, offices, closets, toilets, kitchens, hallways, stairwells, attics, elevators, stock rooms, garages, workshops, mechanical box for the Shop gate plus any other building portion or part not specifically described herein. The first monthly service must be scheduled no more than two

(2) weeks after the notice to proceed is given.

5. The Contractor, upon the first monthly inspection, shall submit to the Contract Manager, or their authorized representative, a Pest Control Plan of Work.

mailto:CHynson@mdot.maryland.gov.

6. The Contractor shall provide additional pest control services on an as-needed basis. As-needed services will be paid as hourly rate services. For all As-Needed services, the Contractor shall provide a written evaluation and extermination plan, and an estimate which includes:

• Total cost (labor & materials)

• Breakdown of cost (labor-# of men, # of hours)

• Materials - Types and amounts

• Special equipment needs

• Other special conditions

• Specify what work to be done

• Number of days to complete the work, and the number of days needed to start the job after receiving authorization from SHA

7. Use of Chemical Control Methods: The Contractor shall be responsible for application of pesticides according to the label. All pesticides used by the Contractor must be registered with the United States Environmental Protection Agency, state, and/or local jurisdiction.

a. Approved Products: The Contractor shall not apply any pesticide product that is not included in the Pest Control Plan of Work approved by MDOT SHA and/or the Contract Manager or their authorized representative.

b. Application by Need: Pesticide application shall be according to need and not by schedule. Chemical treatments will be scheduled after normal business hours.

Such chemical control methods shall not be applied unless visual inspections or monitoring devices indicate the presence of pests in a specific area. Preventative chemical control treatments in areas where there is potential for insects or rodents will be evaluated on a case-by-case basis.

c. Minimum Risk: When the application of chemical control products is necessary, the Contractor shall employ the least hazardous materials, most precise application techniques, and the minimum quantity of pesticide necessary to achieve control.

8. Insect Control

a. Emphasis on Non-Chemical Methods: The Contractor shall use non-pesticide methods of control wherever possible. For example, use of portable vacuum for initial clean-outs of cockroach infestations, winged ants, termites, and/or spider control, and use of trapping devices for indoor fly control.

b. Monitoring: Sticky traps shall be used to guide and evaluate indoor insect control efforts where necessary. Trap locations shall be shown on the Floor Plan

Service Report.

c. Insecticide Bait Formulations: Bait formulations shall be used for cockroach and ant control where appropriate.

9. Rodent Control

a. Indoor Trapping: Rodent control inside occupied buildings shall be accomplished with humane trapping devices only. All such devices shall be concealed and in protected areas so as not to be disturbed by operations. The

Contractor or designated SHA personnel will be responsible for disposing of all trapped rodents or rodent carcasses in an appropriate manner.

b. Outdoor Use of Bait Boxes: All bait boxes shall be placed out of general view where they will not be disturbed. The boxes will be utilized to the current manufacturer specifications. Bait shall always be placed in the baffle protected feeding chamber of the box. All bait boxes shall be labeled on the inside with the

Contractor’s business name and address. The Contractor’s employee shall date and initial the box at the time of installation and after each service.

10. Flea Treatment, Control, and Removal: A bid item has been established for treatment, control, and removal of fleas that are considered a Safety and Health issue. Treatment will include detailed steam cleaning and vacuuming. This bid item will include chemicals, equipment, and supplies as an hourly rate. These services will be treated as “As-Needed” services.

11. Tick, Bed Bug, and/or Mosquito Treatment, Control, and Removal: A bid item has been established to cover pests such as ticks, bed bugs, and mosquitoes. This item will include chemicals, supplies, and equipment necessary to treat this type of pest, and will be bid at an hourly rate. These services will be treated as “As-Needed” services.

12. Structural Modifications and Recommendations: Throughout the term of this Contract, the

Contractor shall be responsible for advising the Contract Manager, or their authorized representative, about any structural, sanitary, or procedural modifications that will reduce pest access, food, water, and harborage. The Contractor shall be responsible for adequately suppressing all pests included in this Contract regardless of whether the suggested modifications are implemented. The Contractor will not be held responsible for carrying out structural modifications as part of the pest control effort.

13. The Contractor shall report to the MDOT SHA Contract Manager, or their authorized representative, any evidence of, or conditions conducive to, pest infestation not covered in this contract, at the time such evidence or condition is first noticed.

14. The Contractor shall be responsible for maintaining a pest control logbook for each site specified in this contract, and for any additional sites added by MDOT SHA during the Contract period.

These records shall be kept on site by the Contract Manager, or their authorized representative, and maintained on each visit by the Contractor. The logbook shall contain, at a minimum, the following items:

a. Pest Control Plan of Work: A copy of the Pest Control Plan of Work, including the labels, Safety Data Sheets (SDS), and service schedule.

b. Work Inspection Forms: All work shall be documented in the logbook then signed and dated by the Contractor.

c. Floor-plan Service Report: The Contractor will submit a monthly floor plan of the area serviced to the Pest Sighting/ Pesticide Application logbook. The

Contractor will record any pest evidence detected by the monitoring program and the action taken. All chemical applications must be recorded on the floor plan and in response to a documented pest problem. Application information must include the date, location, brand name, and active ingredient of the product used.

d. List of Proposed Materials and Equipment: The Contractor shall provide current labels and SDS for all pesticide products to be used. In addition, the brand names shall be provided for all application equipment, rodent bait boxes, monitoring and trapping devices, and any other control equipment that may be used to provide services.

15. At the request of either party to this Contract, and prior to the initiation of work, a conference may be held for the purpose of identifying and clarifying the specific methods and materials to be employed.

16. Failure of the Contractor to fulfill any requirement included in the Service Requirements shall automatically constitute sufficient justification to allow the Administration to obtain comparable services on the open market. Any increased cost over the Contract price will be charged to the

Contractor.

E. WORK SCHEDULING, PROCEDURES, & WORKMANSHIP

1. Scheduling

a. No work shall be initiated under this agreement until a specific contract has been executed.

No minimum number of hours shall be paid per on-site visit under this Contract. No minimum show-up time shall be paid under this contract. No service call fees shall be paid under this contract. The Administration will pay only for work performed. Any work performed outside the Scope of Work described in this IFB, including unanticipated work, will not be paid if not preapproved by the Contract Manager.

b. All routine work and monitoring shall be performed Monday through Friday between the hours of 07:00 A.M. and 04:00 P.M., not including State of Maryland recognized holidays, unless otherwise directed by the Contract Manager. State holidays include New

Year’s Day, Martin Luther King Day, Presidents’ Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Election Day, Veteran’s Day, Thanksgiving Day, and Christmas Day. MDOT SHA shall furnish a list of applicable holiday dates to the awarded contractor.

c. After notification for request of a routine service, the Contractor shall provide a schedule for the needed service within forty-eight (48) hours.

d. The Contractor may be required to provide as-needed services at times other than regular operating hours. The Contractor shall be in a position to be available on a twenty-four (24) hour basis for such as-needed work three hundred sixty-five (365) days per year. The

Contractor shall supply a monitored twenty-four (24) hour a day phone number(s) to contact for as-needed work requests.

e. The MDOT SHA Contract Manager, or their authorized representative, shall notify the

Contractor of the type of as-needed pest control service at the time of call in. The

Contractor shall respond within forty-eight (48) hours after notification to correct the existing pest control problem.

f. Travel time to and from the job site is considered incidental to the other pay items and no additional compensation will be allowed.

g. The Contractor shall sign-in and sign-out at the administrative office of the facility when reporting for work and when leaving. When signing out, the Contractor must present a

“Pest Control Service Record” detailing the services performed that day. This document will become part of the Administration’s records and will be used when verifying payment.

The Contractor will not be paid if there is no written record of sign-in and sign-out times.

h. The Contractor shall contact the Contract Manager, or their authorized representative, in order to gain access to any secure areas within the service locations. The Contract Manager, or their authorized representative, will arrange an escort for the Contractor to accompany them to secure locations in order to complete the work included in this IFB. Upon completion of the work, a signed verification of the locations accessed shall be included with the detailed service records provided by the Contractor to the Contract Manager.

2. Procedures

a. The Contractor shall submit, on the initial servicing, Manufacture Safety Data Sheets

(SDS) for all products used in the performance of this Contract. It is the responsibility of the Contractor to furnish updated documents as new products are used throughout the term of this Contract.

b. A State Highway Administration representative must sign a service ticket to authenticate that service was performed for each building. A copy of this signed statement must be included with each monthly invoice.

c. All work shall conform to federal, state, county, and local codes, rules, and regulations.

The Contractor shall be responsible for obtaining any and all necessary permits before any work is started.

d. Contractor must meet all Federal EPA, OSHA, and MDE guidelines in the performance of work and proper handling and disposal of waste and or contaminated materials. MDOT

SHA will not receive any materials, products, or chemicals which may be hazardous to an employee’s health unless accompanied by a Material Safety Data Sheet when received.

e. No sub-contractors shall be permitted to work under this contract without the consent of the MDOT SHA Contract Manager.

f. The MDOT SHA reserves the right to limit the number of persons performing the work as required.

g. The Contract Manager, or their authorized representative, will inspect all work performed and be the final judge in determining if the work has been performed correctly, completely, and according to the specifications in this IFB. All unsatisfactory findings shall have corrective actions made within forty-eight (48) hours of discovery. Any temporary corrective actions shall be made permanent within ten (10) business days of the initial discovery of unsatisfactory work. There will be no additional charge to MDOT

SHA for corrective actions or re-works. Continued failure to correct deficiencies may result in termination of the contract.

3. Workmanship

a. All personnel performing under the contract must adhere to current MDOT SHA building safety protocols, including, but not limited to, participating in entry questionnaires, and utilizing proper personal protective equipment (PPE). Failure or refusal to adhere may result in denial of initial access to, or removal from, the MDOT SHA facility. Repeated failures to adhere may result in personnel being precluded from working under the contract.

b. The Contractor shall ensure that all employees wear visibly recognizable uniforms and carry proper photo identification when working in any MDOT SHA buildings.

c. The Contractor shall be responsible for proper personal conduct of all their personnel while on MDOT SHA premises. The Contractor shall not employ any person or persons, in or about the premises, who shall use improper language or act in a loud and/or boisterous manner. MDOT SHA may require dismissal of those employees whom MDOT

SHA deems incompetent, careless, or otherwise objectionable to the public interest.

d. The Contractor will perform all necessary work as provided for in this contract so as not to interfere with the normal operations of the MDOT SHA facility. Contractor’s employees are not to use or tamper with any office machines, equipment, computers, or MDOT SHA employee’s personal property. Any use of MDOT SHA telephones is prohibited unless prior approval is granted by the MDOT SHA authorized representative.

e. Contractor shall, at all times, leave the work area clean and free of materials, debris, and

Contractor's equipment, to the satisfaction of the Contract Manager, or their authorized representative. The Contractor shall be responsible for removal and disposal of all debris and defective materials removed in performance of the work and shall do so in strict accordance with all applicable regulations, codes, laws, and ordinances. The Contractor shall provide appropriate documentation detailing proper disposal of any hazardous materials.

f. The contractor shall be responsible for any damage to facilities surfaces, fixtures, furnishings, or contents during performance of this contract. Any such damage will be repaired by the contractor at the company’s expense and to the satisfaction of SHA.

F. PAYMENT

1. Authorized work shall be paid as bid on the Invitation for Bids. Invoices shall be submitted on a per on-site visit basis. The successful bidder is encouraged to accept payment from State of

Maryland credit card in amounts up to $5,000.00 per purchase order. Purchases over $5,000.00 shall be based on net 30 days upon receipt of a valid invoice.

2. Subject to the performance of the work, and its acceptance by the MDOT SHA, the Contractor shall submit invoices for services performed within fifteen (15) days of completion of the work. Invoices for work performed prior to June 30 shall be submitted no later than July 5 to comply with the Administration's Fiscal Year End requirements.

3. The invoice shall itemize date and location of services, work time with the labor rates, parts/ material charges and equipment rental fees if applicable. Attached to the invoice shall be copies of the Contractor’s sources invoices for all parts/materials listed for reimbursed. Also attached shall be copies of applicable service tickets included in the invoice. Invoices shall contain sub totals for different categories of charges and show a total invoice cost.

4. Invoices must contain the complete company name, remit to address, telephone number, contact person, F.E.I.N. (Federal Employment Identification Number), MDOT SHA provided contract number, a unique invoice number, and invoice date. The invoice shall clearly describe details of services and include the location/address of services and dates of services. Failure to do so may result in a delay of payment. Invoices held for verification, missing information, or returned for corrective re-submittal shall not be subject to late fees.

5. MDOT SHA is exempt from Maryland Sales and Use Taxes by Exemption Certificate Number

3000256-3 and from Federal Excise Taxes by Exemption Number 52-73-0358K. Do not include tax.

6. Each location of service shall be invoiced separately, and invoices shall be submitted electronically to D5AnnapolisInv@mdot.maryland.gov or to the following address:

State Highway Administration

Annapolis Maintenance Shop mailto:D5AnnapolisInv@mdot.maryland.gov

Annapolis, MD 210401

Attention: Accounts Payable

X. LIABILITY:

The Contractor must be covered by a Commercial General Liability insurance policy with a limit of liability no less than $1,000,000 per occurrence, and no less than $1,000,000 aggregate. The Contractor shall maintain Workers’ Compensation Insurance, at minimums required by Maryland law, for all employees in their company who perform services for the Administration. Exclusions for the required Workers’

Compensation Insurance will be allowed for owners or officers that submit the required exemption documentation. The Contractor shall provide this Administration with proof of insurance coverage before the contract is awarded.

XI. BID CONTENT

The bidder shall submit an original Contract Bid Form for this Project. The bid shall be submitted on

Attachment No. I. Attachment No. I can not to be altered in any way and is to contain only the price or prices stipulated on the form.

Bid submissions must be:

• Submitted in a sealed envelope.

• Addressed to:

State Highway Administration

Annapolis Maintenance Shop 138 Defense Highway

Attn: Royston Cain

• Clearly marked with the full name and address of the bidder.

• Clearly marked with the contents of the envelope (i.e., "Bid Submission – Contract No.

ANN24PEST)

• Include completed Small Business Reserve Affidavit (Attachment No. IV).

XII. OPENING of BIDS

Bids will be opened publicly in accordance with the provisions in COMAR 21.05.02.11 on the date and time specified in Section V of this IFB.

XIII. BASIS OF AWARD

The award shall be made in accordance with the provisions in COMAR 21.05.02.13.

The unit prices quoted are required for establishing a unit cost for each service and providing a grand total for the purpose of evaluating bids. The award will be based upon the lowest Total Bid Amount and be awarded to the lowest responsive and responsible bidder for the services required in the amount not to exceed $50,000.00.

In the event of tie bids, the provisions of COMAR 21.05.02.14 shall determine the successful bidder.

XIV. DURATION OF THE CONTRACT

The duration of the contract is thirty-six (36) months, or until all contract funds have been exhausted.

XV. ATTACHMENTS

Contract Bid Form—Attachment No. I (required with bid submittal)

Contractors Reference and Qualifications – Attachment No. II (required with bid submittal)

Small Business Reserve Procurement—Attachment No. III

Small Business Contract Affidavit – Attachment No. IV (required with bid submittal)

ATTACHMENT – I

Contract Bid Form

ANN24PEST

This form is to be completed in its entirety, is not to be altered in any way and is to contain only the price or prices stipulated on the form.

State Highway Administrat ion IFB No . : ANN24PEST

Company Name: ______________________________________

Bid Due Date: Thursday , May 09, 2024 @ 01 :00 P .M. EST

Column A Column B Column

C

Column

D

Item/Description Qty Unit of

Measure Unit Price

Total Cost

(Column B x C)

Monthly Inspection and Pest Control

Services (36 months x 5 facilities) – To include chemicals, equipment, supplies, labor, etc.

Each

Flea Monitoring, Treatment, Control, and

Removal to include chemicals, supplies, equipment, and detailed steam clean and vacuum

Hours

Tick, Bed Bug, and/or Mosquito Treatment, Control, and Removal to include chemicals, supplies, and equipment

100 Hours

TOTAL BID AMOUNT (Sum of Column D)

NOTE:

a) MDOT SHA is exempt from Maryland Sales and Use Taxes by Exemption Certificate

Number 3000256-3 and from Federal Excise Taxes by Exemption Number 52- 73-0358K.

Do not include tax in bid prices.

b) Quantities are estimated and used for bid evaluation only. They may not represent the actual quantities experienced once the contract is awarded.

c) If the “Total Bid Amount” results in a total that exceeds $ 50, 000, the contract with the low bidder will be written as “ not to exceed $50,000” using the unit prices established in

Column C.

ATTACHMENT – I

Contract Bid Form

For the Contractor:

Company Name

Federal Tax ID No or Social Security No.

Address

City State Zip

Phone

Fax

Email

Representing the above Company

Signature

Print Name & Title

Date

My Signature above indicates that I fully understand this IFB and can perform the scope of work as defined for submitted bid price.

ATTACHMENT – II

Contractors References and Qualifications

Notice to Bidders:

Failure to fully address questions may render your bid non-responsive.

Bidders must have at least two (2) years of experience in providing commercial pest control services, as specified in this IFB. All experience must be under the bidder’s company name.

The information furnished in response to this questionnaire and any verification made by the State

Highway Administration shall provide a basis for determining the responsibility of bidders. In the event that references are deemed insufficient by the State Highway Administration, the State reserves the right to determine the respondent as non-responsive, which will cause the rejection of the bid.

Company Name: _______________________________________________________________

Company Owner(s) Name(s): _____________________________________________________

Owner(s) Title(s): ______________________________________________________________

Address: ______________________________________________________________________

Phone Number: ________________________________________________________________

Number of years in business under the present company name: ___________________________

Other/former names under which your company has operated: ___________________________

Type of organization (i.e., corporation, partnership, individual, joint venture…): _____________

Brief company history: __________________________________________________________

Total number of employees:

Full Time: ______________________________ Part Time: ___________________________

List references in which you have or had a service agreement/contract similar in scope to the requirements as this IFB. Please be advised, the references will be contacted.

ATTACHMENT – II

Contractors References and Qualifications

1.____________________________________ _______________________________________

Company Name Contact’s Name

Company Address Phone Number

Type of Business Contract Duration

Type of delivery service provided

2.____________________________________ _______________________________________

3.____________________________________ _______________________________________

ATTACHMENT – III

Notice to Bidders

Small Business Reserve Procurement

This is a Small Business Reserve Procurement for which award will be limited to Certified Small

Business vendors. Only businesses that meet the statutory requirements set forth in State Finance and

Procurement Article, 14-501 - 14-505, Annotated Code of Maryland, and who are registered with the

Department of General Services Small Business Reserve Program are eligible for award of a contract.

For the purposes of a Small Business Reserve Procurement, a small business is a business, other than a broker, that meets the following criteria:

The business is independently owned and operated;

The business is not a subsidiary of another business;

The business is not dominant in its field of operation;

The wholesale operations of the business did not employ more than 50 persons, and the gross sales of the business did not exceed an average of $4,000,000 in its most recently completed 3 fiscal years;*

The retail operations of the business did not employ more than 25 persons, and the gross sales of the business did not exceed an average of $3,000,000 in its most recently completed 3 fiscal years;*

The manufacturing operations of the business did not employ more than 100 persons, and the gross sales of the business did not exceed an average of

$2,000,000 in its most recently completed 3 fiscal years;*

The service operations of the business did not employ more than 100 persons, and the gross sales of the business did not exceed an average of $10,000,000 in its most recently completed 3 fiscal years;* and

The construction operations of the business did not employ more than 50 persons, and the gross sales of the business did not exceed an average of $7,000,000 in its most recently completed 3 fiscal years.*

The architectural and engineering operations of the business did not employ more than 100 persons, and the gross sales of the business did not exceed an average of

$4,500,000 in its most recently completed 3 fiscal years*.

* If a business has not existed for three years, the gross sales average shall be the average for each year or part of a year during which the business has been in existence

ATTACHMENT – IV

Maryland Department of Transportation

SMALL BUSINESS CONTRACT AFFIDAVIT

********** PROVIDING FALSE INFORMATION **********

Anyone providing false information to the State of Maryland in connection with obtaining or attempting to obtain a contract under Small Business Reserve or Preference procurement may be subject to the following:

1. A determination by a Procurement Officer that a bidder/offeror is not responsible;

2. A determination that a contract entered into is void or voidable under § 11-204 of the State

Finance and Procurement Article of the Annotated Code of Maryland.

3. Suspension and debarment under Title 16 of the State Finance and Procurement Article;

4. Criminal prosecution for procurement fraud (§ 11-205.1 of the State Finance and Procurement

Article), perjury, or other crimes; and

5. Other actions permitted by law.

********** FAILURE TO MEET MINIMUM QUALIFICATIONS **********

Any Bidder or potential bidder failing to meet the qualifications of a "small business" specified in § 14-

501(c) of the State Finance and Procurement Article will be ineligible to participate in a procurement designated for a Small Business Reserve under § 14-504 or Small Business Preference under § 14-206 -

207. Any person or company bidding on Small Business Reserve or Preference procurement and not qualifying as a small business under § 14-501(c) will have its bid or offer rejected on the ground that the bidder is not responsible.

I AFFIRM THAT:

To the best of my knowledge, information, and belief, as of the date of submission of this Bid/Proposal, __________________________(name of firm) meets the qualifications for certification as a Small Business in Maryland. I further affirm that, if for any reason during the term of the contract

____________________(name of firm) no longer meets the qualifications of certification as a Small Business in Maryland, I will notify the Procurement Officer within 30 days. I agree that a failure to so notify the Procurement Officer of this change in circumstances may result in this contract being terminated for default.

I DO SOLEMNLY DECLARE AND AFFIRM UNDER THE PENALTIES OF PERJURY THAT

THE CONTENTS OF THIS AFFIDAVIT ARE TRUE AND CORRECT TO THE BEST OF MY

KNOWLEDGE, INFORMATION, AND BELIEF.

SMALL BUSINESS QUALIFICATION NUMBER ____________________

Date of Most Recent Qualification__________________________________

DATE:_____________

BY:_____________________________________________________________

Signature (Authorized Representative and Affidavit)