Appendix_E_-_Special_Provision_-_On-Call_Maintenance-Fuel_Tank_Services_-_260908.pdf

ITB 27-005, Appendix E – On-Call Maintenance – Fuel Tank Services

APPENDIX E ON-CALL MAINTENANCE-FUEL TANK SERVICES

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 maintenance-Fuel Tank Services on an “as needed task order basis”. Task orders shall not exceed $100,000.00. This scope of work outlines the provision of on-call services for the maintenance, repair, and regulatory inspection support of fuel storage tank systems. Services apply to aboveground and underground storage tanks (ASTs and USTs) and associated components at designated facilities.

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.

COUNTY APPROVAL TO PERFORM SERVICES

Services may begin once the Contractor has received a written Notice to Proceed and Purchase Order from the County.

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 REPRESNTATIVE 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 RESPONSIBILITY

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.

Invoices shall include:

• Work order or service request number.

• Description of services performed.

• Labor hours by classification.

• Material costs.

• Equipment charges, if applicable.

• Applicable taxes.

• Supporting documentation upon request.

Invoices shall be submitted to Jordan Hammonds-Maintenance Superintendent via email hammonjor@charlescountymd.gov .

Invoices that lack required documentation may be rejected until corrected.

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.

BASIS 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 $2,500.00.

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 off of a government contract. Installation mailto:hammonjor@charlescountymd.gov 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.

SPECIALIZIED 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 contractor shall provide responsive, on-call support to address routine and emergency fuel system needs. Services will be performed in accordance with applicable federal, state, and local regulations, as well as the best industry practices. Services also include annual MDE testing/third party inspections. Work may be scheduled or unscheduled depending on operational requirements.

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

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.

Quoters will submit documentation showing that they are qualified and/or certified to perform all maintenance and repair tasks on all County owned fueled tank systems.

The County shall notify the Contractor for repair services on an as needed basis for the hourly rates listed on the Quotation Form.

All repair work will be performed by qualified and licensed UST/AST Technicians with at least five (5) years of experience repairing fuel tank equipment. Repairs to any fuel tank 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

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 agreement 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.

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.

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.

TRUCK, TOOLS AND EQUIPMENT

Trucks, tools, and equipment necessary to perform the work required under this Contract 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.

3.0 SPECIAL PROVISIONS

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

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 and establish specific requirements for the provision of Fuel Tanks on Call Maintenance Services. In the event of conflict, these Special Provisions shall prevail.

START OF WORK

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 Facilities in advance, the Contract may be terminated in accordance with Part II –

FUEL TANK ON-CALL MAINTENANCE CONTRACT

General: The Contractor shall furnish all labor, supervision, equipment, materials, tools, transportation, testing equipment, permits, and incidentals necessary to perform on-call maintenance, repair, inspection, testing, cleaning, and emergency response services for fuel storage systems and associated equipment. Services also include annual MDE testing/third party inspections.

CONTRACT OBJECTIVE

The objective of this Contract is to maintain fuel storage facilities in a safe, reliable, environmentally compliant, and operational condition through timely response to maintenance requests and emergency situations.

SCOPE OF WORK

The Contractor shall provide on-call services for:

• Aboveground Storage Tanks (ASTs).

• Underground Storage Tanks (USTs).

• Fuel transfer pumps and dispensing systems.

• Fuel piping systems and valves.

• Leak detection systems.

• Tank monitoring equipment.

• Gauges, meters, sensors, and alarms.

• Spill containment systems.

• Corrosion protection systems.

• Fuel filtration systems.

• Associated electrical and control components directly related to fuel storage operations.

• Services may include inspection, troubleshooting, repair, replacement, cleaning, testing, calibration, and emergency response.

CONTRACTOR RESPONSE REQUIREMENTS

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

Emergency Service:

Emergency conditions include, but are not limited to:

• Fuel leaks or spills.

• Equipment failures affecting fuel operations.

• Fire hazards.

• Alarm system failures.

• Environmental incidents.

• Unsafe operating conditions.

The Contractor shall respond onsite within two (2) hours of notification unless otherwise directed by the Department of

Public Facilities – the Maintenance Superintendent.

Urgent Service:

The Contractor shall respond within twenty-four (24) hours for urgent maintenance requests.

Routine Service:

Routine service requests shall be scheduled and performed within five (5) business days after notification.

REGULATORY COMPLIANCE

All work shall comply with applicable requirements of:

• Federal environmental regulations.

• State environmental regulations.

• Occupational safety and health regulations.

• Fire prevention codes.

• Hazardous materials handling requirements.

• Fuel storage and dispensing regulations.

• Local permitting requirements.

The Contractor shall be responsible for maintaining current knowledge of applicable regulatory requirements.

SAFETY REQUIREMENTS

The Contractor shall develop and implement a safety program applicable to all work performed under this Contract.

The Contractor shall ensure personnel are trained in:

• Hazard communication.

• Lockout/Tagout procedures.

• Confined space entry.

• Fire prevention and response.

• Spill response procedures.

• Personal protective equipment (PPE).

• Fuel handling operations.

The Contractor shall immediately stop work when unsafe conditions are identified.

ENVIRONMENTAL PROTECTION

The Contractor shall take all precautions necessary to prevent fuel releases, contamination, and environmental damage.

Any spill, leak, or release discovered during the course of work shall be immediately reported to the Department of Public Facilities – Maintenance Superintendent.

The Contractor shall:

• Initiate containment measures.

• Protect storm drains and waterways.

• Minimize environmental impacts.

• Assist in regulatory reporting efforts when requested.

PERSONNEL QUALIFICATIONS

All personnel assigned to this Contract shall be properly trained and qualified for fuel system maintenance activities.

Upon request, the Contractor shall provide evidence of:

• Professional licenses.

• Manufacturer certifications.

• Safety training records.

• Specialized fuel system training.

Charles County Government reserves the right to reject personnel deemed unqualified.

INSPECTION AND TESTING

The Contractor shall perform inspections and testing as required by applicable standards and manufacturer recommendations and Maryland Department of the Environment (MDE).

Services may include:

• Leak detection testing.

• Tank integrity verification.

• Equipment calibration.

• Alarm testing.

• Corrosion protection testing.

• Fuel quality inspections.

• Pressure testing of piping systems.

Test results shall be documented and submitted to the Department of Public Facilities – Maintenance Superintendent.

EMERGENCY SPILL RESPONSE

The Contractor shall maintain access to equipment and materials necessary to initiate spill containment and emergency response operations.

Emergency response equipment shall include, as applicable:

• Absorbent materials.

• Spill containment booms.

• Recovery containers.

• Temporary containment devices.

• Personal protective equipment.

Emergency response costs shall be compensated in accordance with Contract unit rates or approved time-and-materials rates.

MATERIALS AND REPLACEMENT PARTS

All replacement materials and parts shall be:

• New and unused.

• Compatible with existing systems.

• Suitable for fuel service applications.

• Compliant with applicable industry standards.

Substitutions require prior approval from the Department of Public Facilities-Maintenance Superintendent unless immediate replacement is necessary to eliminate a safety hazard or restore operations.

WORK AUTHORIZATION

No non-emergency repair work exceeding the authorized spending limit established by the Department of Public Works- Maintenance Superintendent shall proceed without written approval.

Emergency work necessary to protect life, safety, property, or the environment may proceed immediately, provided the Contractor notifies the Department of Public Facilities-Maintenance Superintendent as soon as practicable.

REPORTING REQUIREMENTS

The Contractor shall submit a service report following each work assignment.

Reports shall include:

• Date and time of service.

• Location.

• Personnel performing work.

• Description of work completed.

• Equipment serviced.

• Test results.

• Deficiencies identified.

• Recommended corrective actions.

• Photographs when applicable.

Reports shall be submitted within three (3) business days following completion of work.

RECORD RETENTION

The Contractor shall retain all maintenance records, inspection reports, calibration records, test results, and regulatory documentation for a minimum of five (5) years after completion of the Contract.

INSURANCE

The Contractor shall maintain special insurance coverage throughout the Contract period, including:

• Environmental/Pollution Liability Insurance.

Insurance shall be as specified in the Contract Documents.

INDEMNIFICATION

The Contractor shall indemnify, defend, and hold harmless Charles County Government, its officers, employees, and agents from claims, damages, losses, penalties, fines, and expenses arising out of the Contractor's negligent acts, errors, omissions, or failure to comply with applicable laws and regulations.

PERFORMANCE STANDARDS

Work shall be performed in a professional and workmanlike manner consistent with recognized industry practices. Defective workmanship identified within one (1) year of completion shall be corrected by the Contractor at no additional cost to Charles County Government.

SITE ACCESS AND SECURITY

The Contractor shall comply with all facility security requirements.

Personnel shall:

• Carry proper identification.

• Sign in and out when required.

• Access only authorized work areas.

• Follow all facility safety and security procedures.

TERMINATION FOR CAUSE

Charles County Government may suspend or terminate the Contract for cause if the Contractor:

• Fails to respond within required timeframes.

• Repeatedly performs deficient work.

• Violates safety requirements.

• Violates environmental regulations.

• Fails to maintain required licenses or insurance.

Termination shall not relieve the Contractor of responsibility for work previously performed.

PAYMENT

Payment shall be made in accordance with the Contract.

Compensation may include:

• Hourly labor rates.

• Equipment rates.

• Material costs.

• Emergency response rates.

• Testing and inspection services.

No additional compensation shall be allowed for incidental work necessary to complete the specified services unless specifically authorized by the Department of Public Facilities Maintenance Superintendent.

WARRANTY

The Contractor warrants that all work performed, and materials supplied under this Contract shall be free from defects in workmanship and materials for a period of twelve (12) months from the date of acceptance by the Department of Public Works Facilities – Maintenance Superintendent.

The Contractor shall promptly correct any deficiencies identified during the warranty period at no additional cost to Charles County Government.

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.

E1 – 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 E1 establishes the unit price hourly rate work will be performed, which payment will be made by the County to the Contractor.

E2 – 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 E2 establishes the unit price hourly rate work will be performed, which payment will be made by the County to the Contractor.

E3 – EMERGENCY RATES

Emergency Rates: Are considered County recognized holidays defined 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 E3 establishes the unit price hourly rate work will be performed, which payment will be made by the County to the Contractor.

E4 – 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.