Appendix_D_-_Special_Provisions_-_On-Call_Mechanical_Services-Plumbing_-_260908.pdf

ITB 27-005, Appendix D – On-Call Mechanical Services - Plumbing

APPENDIX D – ON-CALL MECHANICAL SERVICES - PLUMBING

SPECIAL PROVISIONS (d 09/08/2026)

1.0 GENERAL

PROJECT DESCRIPTION

The primary purpose of the project is for the Contractor(s) to provide on-call mechanical services-Plumbing on an “as needed task order basis”. Task orders shall not exceed $100,000.00. Provide on-call plumbing services for maintenance, emergency repairs, and new installation across designated secure facilities. Also includes new plumbing work during renovations and construction projects. Work must be responsive, compliant, and executed with strict adherence to access and security protocols. Prevailing wages are required for services over $2,500.00 in accordance with the County’s Prevailing Wage law.

QUANTITY/VALUE NOT GUARANTEED

The quantities of work described in these solicitation documents are the County’s best estimates and are to be utilized for purposes of evaluation only. No quantities are guaranteed and are not to be interpreted as such. Inasmuch as any work under this Contract will be done “as required”, there is no guarantee that work will be on a continual basis.

RESPONSIBILTY AND SAFETY

The Contractor shall assume full responsibility for any work and all damages and/or injury to persons, property, or equipment that result from any work performed by their employees or authorized subcontractors.

COUNTY REPRESENTATIVE AND BUSINESS HOURS

The primary and secondary County contacts will be provided to the awarded Contractor. Normal business hours for these services are Monday through Friday from 7:00am – 5:00pm, excluding holidays. All coordination of services will be done in advance coordinated between the County Representative and the Contractor.

REGULATION COMPLIANCE AND RESPONSIBILTY

The Contractor must fully comply with all applicable industry standards and Federal, State, and Local rules and regulations.

The Contractor shall assume full responsibility and liability for the compliance with all applicable laws, regulations, standards, licensing requirements and patented systems pertaining to all work practices. The Contractor shall assume full responsibility and liability for the protection of workers, visitors to the work site and persons occupying areas adjacent to the work site. The Contractor shall have available, copies of all applicable codes, regulations, standards, documents and this specification.

Where conflicts among the requirements of the codes, regulations, standards, documents and this specification exist, the most stringent requirement shall be utilized by the Contractor.

OPEN MARKET PROCUREMENT

Charles County Government reserves the right to obtain service from Contractors or suppliers other than the Contractor if the estimated cost of the service or parts, materials, and equipment appears unreasonable or on any emergency basis. Using other Contractors shall not void the conditions of this Contract, nor shall it hold the Contractor liable for any additional costs assumed by Charles County Government by procuring on the open market except for liquidated damages for emergency response as per the Contractor.

QUALITY OF WORK

Work performed must be of an acceptable industry standard level in terms of cost, time and workmanship. Failure to service and repair the equipment properly, as determined by County representative, may be considered grounds for terminating the contract.

INVOICES

Invoices shall be submitted from the Contractor to Charles County Government (CCG), Chief of Buildings and Trades for approval within thirty (30) days from date services were completed. All labor rates shall be paid in one half (1/2) hour increments. Invoices shall be detailed including the following: PO number, ITB name, ITB number, dates work was performed, location of work, itemized hourly rate pricing per the Contract, and materials, etc. Also, include the project start date and end date. Invoices not containing the required information may not be processed. The invoice shall be emailed to hammonjor@charlescountymd.gov. Jordan Hammonds, Maintenance Superintendent.

Invoices shall include:

• Work order or service request number with building location/name.

• Description of services performed.

• Labor hours by classification.

• Material costs.

• Equipment charges, if applicable.

• Applicable taxes.

• Supporting documentation upon request.

ACCEPTANCE

All goods, services and constructions delivered under this ITB shall be subject to final inspection, test, and acceptance by the County prior to any payment.

BASIC FOR SERVICES

The County may enter into multiple agreement(s) to provide the full range of services requested herein on a task-by-task basis. No monetary award will be made a part of these contracts and Contractors are not guaranteed any portion of work.

Awarded contractors will be issued task order requests for quotes by County representatives and purchase orders will be issued at the task order level under the same terms of the original contract and any additional or special terms and conditions as specified in the request for quotes.

The County may issue requests for quotes to one or multiple contractor(s) at its discretion. The Contractor(s) will be provided with a scope of the project and will be asked to include all materials and labor required to properly complete the project by a specified date. Contractors remain responsible for submitting responses to County requests prior to any deadlines specified by the requesting County representative. Questions shall be submitted in writing to the County representative requesting quotes. Quotes shall be submitted to the County in accordance with the pricing approved in the Contract. The County reserves the right to request Best and Final Offers and/or negotiate pricing with Contractors.

The Contractor(s) shall not purchase materials or begin work on the project until you have received a signed purchase order from the County for work exceeding $2500.00

The County may award tasks based upon price, experience, capacity, key personnel, availability, bonding capability, approach or past performance. The County reserves the right to award tasks at its sole discretion.

PRICE QUOTES FOR TIME AND MATERIAL TASK ORDER PROJECT

When contacted by an authorized representative of the County, the Contractor will be asked to provide a written price quote for a given task order project to include the scheduled start date, the completion date, and a sequence of all work. The Contractor is required to visit the work site(s) to verify the measurements of the area where work will be performed. The Contractor’s written quote must identify the area where the work is to take place. The Contractor’s price shall be itemized based on the contract pricing required to do the project.

REIMBURSEMENT FOR MATERIALS

• All materials shall be new, unused, and approved by the County prior to being installed.

• All expendable materials are reimbursable. However, non-expendable materials such as tools and equipment are not reimbursable.

• All materials, especially paints and solvents, shall be approved for use by the County prior to the Contractor bringing them onto any County property,

• The Contractor shall provide an itemized invoice with the materials listed that have been supplied and installed. The

Contractor shall provide proof of cost by attaching receipts to all invoices submitted to the County.

• The County shall pay the Contractor a ten (10) percent materials markup for any material obtained, but at no time shall the Contractor charge the ten percent (10%) markup on the tax portion. Invoices for parts must be submitted with the final invoice to be credited for payment.

• The Contractor must provide their supplier’s invoice(s) to substantiate the cost of each item. Supplier’s quotes shall not be sufficient. Quotes shall only be allowed from suppliers if said material is truck stock and shall receive prior approval by the appropriate County Representative.

• The Contractor shall not charge a markup on products which are purchased from a government contract. Installation of new or retrofitting of existing equipment approved by the County Representative shall be charged at the established contract price. Environmental surcharges shall be justified and approved by the County Representative prior to payment. At all times during the Contract, the Contractor shall obtain the best possible prices for parts, materials, equipment, and supplies for the County.

• If an OEM part is not available or it is evident that procuring an OEM part will cause excessive downtime, acceptable substitutes may be used with prior written approval by the County Representative. All materials, supplies, and articles furnished shall, wherever it is specified and otherwise practicable, be the standard products of recognized, reputable manufacturers. The standard products of manufacturers other than those specified shall only be accepted when it is proved to the satisfaction of the appropriate authorized County Representative that they are equal or exceed in strength, durability, usefulness, and convenience for the purpose intended.

PARTS

The Contractor must stock a complete inventory of commonly used parts at the location from which the service vehicle(s) are dispatched.

All parts used will be purchased from the original equipment manufacturer (OEM). The County shall pay the Contractor a ten

(10) percent parts/materials markup for any parts obtained, but at no time shall the Contractor charge the ten percent (10%) markup on the tax portion. Invoices for parts must be submitted with the final invoice to be credited for payment.

The Contractor must provide their supplier’s invoice(s) to substantiate the cost of each item. Supplier’s quotes shall not be sufficient. Quotes shall only be allowed from suppliers if said material is truck stock and shall receive prior approval by the appropriate County Representative.

The Contractor shall not charge a markup on products which are purchased off of a government contract. Installation of new or retrofitting of existing equipment approved by the County Representative shall be charged at the established hourly labor rate plus the established markup for parts, materials, and equipment as stated herein. Environmental surcharges shall be justified and approved by the County Representative prior to payment. At all times during the Contract, the Contractor shall obtain the best possible prices for parts, materials, equipment, and supplies for the County.

If an OEM part is not available or it is evident that procuring an OEM part will cause excessive downtime, acceptable substitutes may be used with prior written approval by the County Representative.

SPECIALIZED EQUIPMENT

Whenever the need arises for the Contractor to use specialized equipment such as cranes, lifts, etc., this equipment shall be charged at local rental rates including delivery charges plus ten percent (10%) markup but at no time shall the Contractor charge the ten percent (10%) markup on the tax portion. If the Contractor owns specialized equipment which is considered a rental item, the Contractor is required to send a rental company rate quote with their invoice for said equipment. Invoices for rental equipment must be submitted with the final invoice to be credited for payment. Prior approval by the County Representative is required before renting any specialized equipment.

2.0 SCOPE OF SERVICES

GENERAL

The contractors shall provide responsive, on-call support to address routine and emergency plumbing system needs. Also, performs new work when required for renovations and construction projects. Services will be performed in accordance with applicable federal, state, and local regulations, as well as the best industry practices. Work may be scheduled or unscheduled depending on operational requirements.

This scope ensures that plumbing systems remain safe, operational, and compliant with all regulatory requirements through proactive maintenance, timely repairs, and coordinated inspection support.

Quoters will submit documentation showing that they are qualified and/or certified to perform all maintenance and repair tasks on all County owned plumbing systems. The County shall notify the Contractor of repair services on an as needed basis for the hourly rates listed on the Quotation Form.

All repair work will be done by journey-level mechanics with at least ten (10) years of experience repairing plumbing equipment. Repairs to any plumbing systems will be performed by authorized technicians.

Before proceeding with any repairs other than routine maintenance the Contractor must contact the County representative with a cost estimate of parts and labor required to complete the job. The Contractor may only proceed with repairs after obtaining written approval from the County representative.

The total price quoted in any estimate may not be exceeded without advance written approval from the County. If during the course of the originally estimated repairs it is noted that further repairs will be needed, another estimate will be prepared for the additional work and require County written approval.

PARTS

The Contractor must stock a complete inventory of filters and commonly used parts at the location from which the service vehicle(s) are dispatched.

All parts used will be purchased from the original equipment manufacturer (OEM).

If an OEM part is not available or it is evident that procuring an OEM part will cause excessive downtime, acceptable substitutes may be used with prior written approval by the County Representative.

STANDARD PRODUCTS

All materials, supplies, and articles furnished shall, wherever it is specified and otherwise practicable, be the standard products of recognized, reputable manufacturers. The standard products of manufacturers other than those specified shall only be accepted when it is proved to the satisfaction of the appropriate authorized County Representative that they are equal or exceed in strength, durability, usefulness, and convenience for the purpose intended.

FLUIDS/LUBRICANTS

All fluids and lubricants used will meet or exceed original equipment manufacturer (OEM) specifications.

All waste fluids will be disposed of by the Contractor in accordance with local, state, and federal regulations.

RESPONSE TIME

Respond to a request for repair within (24) hours after receiving notification from the County. The County and the Contractor will determine the start date and completion date for each task order project.

The Contractor shall provide a local phone number of the authorized representative who may be contacted for emergency services. This individual must be available twenty-four (24) hours a day, Monday through Sunday to receive and respond to calls. As the equipment covered by this contract supports mission critical public safety County operations, and may be called into service at any time, response time is extremely important. The County may reject quotes at its sole discretion for failure to meet this requirement. Failure of the Contractor to fulfill this requirement in the service of any Contract resulting from this solicitation may result in immediate termination of the Contract for default at the County’s sole discretion.

The Contractor will possess sufficient resources to provide a response time of two (2) hours from initial contact by the County Representative, 24 hours per day, seven (7) days per week and provide a confirmation phone call to the County Representative when arriving on site. The Contractor must provide the County with a single phone number that can be used 24/7/365 to contact the Contractor.

QUALITY OF WORK

Work performed must be of an acceptable industry standard level in terms of cost, time and workmanship. Failure to service and repair the equipment properly, as determined by County representative, may be considered grounds for terminating the agreement.

EQUIPMENT

The County at its sole option may add new equipment after successful installation and start-up, and/or facilities. Facilities or equipment may be deleted when such services are no longer required during the contract period, upon written notice to the Contractor.

REPLACEMENT EQUIPMENT

Charles County Government reserves the right to utilize this Contract and associated pricing to replace equipment, if necessary. Pricing shall be based upon time and material pricing.

OPEN MARKET PROCUREMENT

Charles County Government reserves the right to obtain service from contractors or suppliers other than the Contractor if the estimated cost of the service or parts, materials, and equipment appears unreasonable or on any emergency basis. Using other contractors shall not void the conditions of this Agreement, nor shall it hold the Contractor liable for any additional costs assumed by Charles County Government by procuring on the open market except for liquidated damages for emergency response as per the Contractor.

TRUCK, TOOLS AND EQUIPMENT

Trucks, tools, and equipment necessary to perform the work required under this Agreement shall be included in the unit price quoted. The Contractor shall have available modern equipment necessary for the satisfactory execution of any preventative maintenance, emergency, and nonemergency services, including but may not be limited to all gauges and checking tools necessary to make precision adjustments when required and all special repair tools for the proper servicing of boilers called for under this Agreement.

REGULATION COMPLIANCE

The Contractor must fully comply with all applicable industry standards and Federal, State, and Local rules and regulations.

COUNTY REPRESENTATIVE AND BUSINESS HOURS

The primary and secondary County contacts will be provided to the awarded Contractor. Normal business hours for these services are Monday through Friday from 7:00am – 3:30pm, excluding holidays. All coordination of services will be done in advance, coordinated between the County Representative and the Contractor.

3.0 SPECIAL PROVISIONS

General: The County Commissioners of Charles County are hereby requesting sealed bids from qualified Contractors to perform on-call Plumbing services in and around County-owned buildings and facilities. This service will be rendered on an as-needed or on-call basis.

Charles County Government reserves the right to make one award to one company that can provide all the services specified in the solicitation or individual awards as the County deems appropriate.

This is an indefinite quantity contract where no minimum quantity is guaranteed. Inasmuch as any work under this agreement will be done “as required”, there is no guarantee that work will be on a continual basis.

These Special Provisions supplement the General Provisions of the Contract. In the event of a conflict between these Special Provisions and other Contract Documents, these Special Provisions shall govern.

The Contractor shall furnish all labor, supervision, materials, tools, equipment, transportation, permits, and incidentals necessary to provide on-call plumbing maintenance, repair, replacement, and emergency services at facilities designated by the Department of Public Works Facilities – Maintenance Superintendent.

Charles County Government reserves the right to make one award to one company that can provide all the services specified in the solicitation or individual awards as the County deems appropriate.

START OF WORK

The County shall issue a Purchase Order for any work valued over $2,500. Any work under the Contract shall commence within three (3) business days of notification by the Department of Public Works Facilities. Should work not commence within ten (10) days after notification, without written justification for the delay that is approved by the Department of Public Works - Facilities in advance, the Contract may be terminated in accordance with General Provisions.

SCOPE OF WORK

Service under this Contract may include, but not limited to:

• Inspection, maintenance, repair, and replacement of plumbing systems.

• Repair of water supply piping, sanitary sewer piping, storm drainage systems, and associated appurtenances.

• Repair or replacement of plumbing fixtures, faucets, valves, traps, drains, cleanouts, and water heaters.

• Drain cleaning, hydro-jetting, root removal, and sewer line maintenance.

• Leak detection and repair.

• Emergency response to plumbing failures, flooding incidents, sewer backups, and water service interruptions.

• Preventive maintenance activities as directed by the Department of Public Works Facilities-Maintenance

Superintendent.

• Minor plumbing alterations and installations during renovation projects.

SERVICE REQUESTS

• The Department of Public Works Facilities – Maintenance Superintendent may request services by telephone, email, work order system, or other approved communication method.

• No minimum quantity of work is guaranteed under this Contract.

• The Contractor shall perform only those services specifically authorized by the Department of Public Works Facilities – Maintenance Superintendent.

RESPONSE TIMES REQUIREMENTS

Respond to a request for repair within (24) hours after receiving notification from the County. The County and the Contractor will determine the start date and completion date for each task order project.

The Contractor shall maintain sufficient personnel and resources to respond to service requests as follows:

Service Priority Required Response Time Emergency Service Within 2 hours Urgent Service Within 8 hours Routine Service Within 48 hours

Emergency service includes conditions involving flooding, sewer backups, loss of water service, health hazards, or circumstances that may result in property damage or interruption of facility operations.

Failure to meet response requirements may constitute unsatisfactory performance and may result in contract remedies

EMERGENCY SERCVICES

Emergency services shall be available twenty-four (24) hours per day, seven (7) days per week, including weekends and holidays.

The Contractor shall provide emergency contact information and maintain personnel capable of always responding during the contract period.

WORK AUTHORIZATION

• The Contractor shall obtain approval from the Department of Public orks Facilities-Maintenance Superintendent before performing work exceeding the authorized spending limit established in the Contract.

• Emergency actions necessary to prevent injury, flooding, property damage, or service interruption may be undertaken immediately, provided the Department of Public Facilities – Maintenance Superintendent is notified as soon as practicable.

LABOR, MATERIALS, AND EQUIPMENT

The Contractor shall provide all labor, materials, tools, equipment, transportation, and supervision necessary to perform the work.

Materials furnished shall be new and of commercial quality unless otherwise approved by the Department of Public Works Facilities – Maintenance Superintendent.

Replacement materials shall be compatible with existing systems and comply with applicable codes and standards.

PERSONNEL QUALIFICATIONS

All personnel assigned to this Contract shall:

• Possess appropriate trade qualifications and experience.

• Hold all licenses required by applicable laws and regulations.

• Be trained in safe work practices.

• Conduct themselves professionally while on Charles County Government property.

The County reserves the right to request removal of any employee whose conduct or performance is deemed unsatisfactory.

PERMITS, LICENSES, AND INSPECTIONS

The Contractor shall obtain and pay for all permits, licenses, and inspections required for the performance of the work unless otherwise specified by the Department of Public Facilities-Maintenance Superintendent.

All work shall comply with applicable federal, state, and local regulations, plumbing codes, building codes, and safety requirements.

SAFETY REQUIREMENTS

The Contractor shall be solely responsible for jobsite safety and shall comply with all applicable occupational health and safety regulations.

The Contractor shall:

• Provide and enforce use of personal protective equipment.

• Protect occupants, visitors, and property.

• Maintain safe work areas.

• Properly secure work zones.

• Immediately report accidents, injuries, and hazardous conditions to the Department of Public Facilities-

Maintenance Superintendent.

• Adhere to OSHA standards, local plumbing codes, and jurisdictional regulations

• Follow lockout/tagout, confined space, and hot work procedures where applicable

• Implement infection control or contamination prevention measures if required

• Maintain SDS documentation and proper handling of chemicals

WORK ORDERS

Routine work shall be performed during the Department of Public Facilities normal business hours unless otherwise directed.

Work outside normal hours may be required to minimize disruption of facility operations.

No overtime work shall be performed without prior authorization except during emergencies.

REPORTING REQUIREMENTS

The Contractor shall submit a service report for each service request. Reports shall include:

• Date and time of arrival.

• Location of work performed.

• Description of problem.

• Corrective action taken.

• Materials used.

• Labor hours expended.

• Equipment utilized.

• Recommendations for additional repairs, if applicable.

Reports shall be submitted within five (5) business days following completion of the work.

Provide service tickets detailing issues, corrective action, parts used, and labor Submit inspection reports, test results (e.g., pressure, backflow), and photos were permitted Track recurring issues and recommend corrective actions or upgrades

WARRANTY

• The Contractor warrants that all workmanship shall be free from defects for a period of twelve (12) months from the date of acceptance.

• Defective work identified during the warranty period shall be corrected at no additional cost to Charles County Government.

• Manufacturer warranties shall be transferred to the Department of Public Facilities – Maintenance Superintendent upon completion of the work.

CLEANUP AND RESTORATION

The Contractor shall maintain work areas in a clean and orderly condition.

Upon completion of work, the Contractor shall:

• Remove debris and surplus materials.

• Clean affected areas.

• Restore surfaces disturbed by the work to conditions equal to or better than those existing prior to commencement.

PERFORMANCE STANDARDS

Contractor’s performance shall be evaluated based upon:

• Response time compliance.

• Quality of workmanship.

• Safety performance.

• Customer service.

• Accuracy of reporting.

• Timely completion of work.

Repeated failure to meet performance standards may result in corrective action, suspension of work assignments, or contract termination.

PAYMENT

Payment shall be made only for authorized work satisfactorily completed and accepted by the Department of Public Works Facilities-Maintenance Superintendent.

Charles County Government and the Department of Public Facilities reserve the right to withhold payment for defective work, incomplete documentation, or unresolved contract deficiencies.

ACCEPTANCE OF WORK

All work shall be subject to inspection and acceptance by the Department of Public Works - Facilities-Maintenance Superintendent.

Acceptance of work shall not relieve the Contractor of responsibility for latent defects, warranty obligations, or compliance with Contract requirements.

4.0 BID DESCRIPTIONS

All hourly rates shall include all costs such as fuel, tools, etc. There shall be no hidden fees. Costs for services shall begin at the arrival time to the site, unless work is already in progress on site.

D1 – STANDARD HOURS

Standard Hour Rates: Are considered normal workdays, Monday through Friday with work commencing or in progress anytime between 7:00 am until 5:00 pm (Eastern Time).

Items listed in Bid Items D1 establishes the unit price hourly rate work will be performed, which payment will be made by the County to the Contractor.

D2 – AFTER HOURS

After Hour Rates: Are considered normal workdays, Monday through Friday with work commencing or in progress after 5:00 pm through 7:00 a.m. (Eastern Time). All after-hour services must be approved in advance in writing by the County’s authorized representative.

Items listed in Bid Items D2 establishes the unit price hourly rate work will be performed, which payment will be made by the County to the Contractor.

D3 – EMERGENCY RATES

Emergency Rates: Are considered County recognized holidays defined in Section 4.15 – Holiday Schedule of the ITB, and anytime on Saturday and Sunday. All emergency services must be approved in advance in writing by the County’s authorized representative. Items listed in Bid Items D3 establishes the unit price hourly rate work will be performed, which payment will be made by the County to the Contractor.

D4 – PARTS/MATERIALS MARK UP

Per this bid item, the Bid certifies acceptance of a 10% markup that the Contractor can charge the County for parts, excluding the taxable portion.

5.0 SERVICE CATEGORIES

CORE SERVICES

• Diagnose and repair leaks, clogs, fixture failures, and piping issues

• Service and replace valves, pumps, water heaters, backflow preventers, and sanitary systems

• Install new plumbing fixtures, piping, and appurtenances as directed

• Perform preventative maintenance and condition assessments

• Support emergency response (24/7) for system failures or water damage incidents

RESPONSE & AVAILABILTY

• 24/7 on-call coverage with defined response times. Emergency response times shall be within two (2) hours of contact by the County. Contact may be by phone, email or other means necessary. Contractor shall return County contact during emergencies within thirty (30) minutes of County’s initial contact.

• Capability to mobilize with necessary tools, parts, and temporary repair solutions

• Provide status updates and estimated time to restore service.

SECURE FACILITY REQUIREMENTS

• Comply with all site-specific security procedures and badging requirements

• Personnel subject to background checks, clearances, and escort protocols as required

• Maintain strict control of tools, materials, and equipment entering/exiting site

• No unauthorized devices, photography, or data access within controlled areas

• Coordinate work schedules to align with facility security operations and restricted zones