BPM036089_Q00B3600107_DPP Janitorial Services Waldorf Maryland.pdf

STATE OF MARYLAND

DEPARTMENT OF PUBLIC SAFETY & CORRECTIONAL

SERVICES (DPSCS - DPP)

INVITATION FOR BIDS (IFB)

DIVISION OF PAROLE & PROBATION (DPP) JANITORIAL

SERVICES, WALDORF, MARYLAND

IFB NUMBER BPM036089

ISSUE DATE MARCH 23, 2023

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 that are certified by the State of Maryland Small Business Reserve Program are eligible for award of a contract.

NOTICE

A Prospective Bidder that has received this document from a source other than eMaryland Marketplace

Advantage (eMMA) https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepa ge should register on eMMA. See Section 5.2.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO

RESPOND TO THIS SOLICITATION.

https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

DPP Janitorial Services Waldorf, Maryland

Solicitation #: BPM036089 IFB Document

IFB for Department of Public Safety & Correctional Services Page ii of 65

NO BID NOTICE/VENDOR FEEDBACK FORM

To help us improve the quality of State solicitations, and to make our procurement process more responsive and business friendly, please provide comments and suggestions regarding this solicitation.

Please return your comments with your response. If you have chosen not to respond to this solicitation, please email or fax this completed form to the attention of the Procurement Officer (see Key

Information Summary Sheet below for contact information).

Title: Division of parole & probation (DPP) Janitorial Services, Waldorf, Maryland

Solicitation No: BPM036089

1. If you have chosen not to respond to this solicitation, please indicate the reason(s) below:

Other commitments preclude our participation at this time

The subject of the solicitation is not something we ordinarily provide

We are inexperienced in the work/commodities required

Specifications are unclear, too restrictive, etc. (Explain in REMARKS section)

The scope of work is beyond our present capacity

Doing business with the State is simply too complicated. (Explain in REMARKS section)

We cannot be competitive. (Explain in REMARKS section)

Time allotted for completion of the Bid is insufficient

Start-up time is insufficient

Bonding/Insurance requirements are restrictive (Explain in REMARKS section)

Bid requirements (other than specifications) are unreasonable or too risky (Explain in

REMARKS section)

MBE or VSBE requirements (Explain in REMARKS section)

Prior State of Maryland contract experience was unprofitable or otherwise unsatisfactory.

(Explain in REMARKS section)

Payment schedule too slow

Other: __________________________________________________________________

2. If you have submitted a response to this solicitation, but wish to offer suggestions or express concerns, please use the REMARKS section below. (Attach additional pages as needed.)

REMARKS:

Vendor Name: ________________________________ Date: _______________________

Contact Person: _________________________________ Phone (____) _____ - _________________

Address: ______________________________________________________________________

E-mail Address: ________________________________________________________________

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STATE OF MARYLAND

DEPARTMENT OF PUBLIC SAFETY & CORRECTIONAL

SERVICES (DPSCS)

KEY INFORMATION SUMMARY SHEET

Invitation for Bids Division of Parole & Probation (DPP) Janitorial Services, Waldorf, Maryland

Solicitation Number: BPM036089

IFB Issue Date: March 23, 2023

IFB Issuing Office: Department of Public Safety & Correctional Services

Procurement Officer: Adam Pietrocarlo

6776 Reisterstown Road

Baltimore, MD 21215 e-mail:

Office Phone:

adame.pietrocarlo1@maryland.gov

O - 410-336-5803

Bids are to be sent to: Bids are to be submitted electronically via eMaryland Marketplace

Advantage by the below due date and time.

Pre-Bid Conference: March 29, 2023, 10:00 AM est.

Site Visit March 30, 2023, 10:00 AM – 11:00 AM est.

Location:

25 Industrial Park Drive Waldorf, MD 20602

Questions Due Date and Time April 3, 2023 at 3:00 PM est.

Bid Due (Closing) Date and

Time:

April 14, 2023, 3:00 PM est.

MBE Subcontracting Goal: 0%

VSBE Subcontracting Goal: 0%

Contract Type: Firm fixed price

Contract Duration: 3 years

Primary Place of

Performance:

Division of Parole and Probation

25 Industrial Park Drive

Waldorf, MD 20602

SBR Designation: Yes

Federal Funding: No

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TABLE OF CONTENTS – IFB

1. Minimum Qualifications

1.1 Bidder Minimum Qualifications

2. Contractor Requirements: Scope of Work

2.1 Summary Statement

2.2 Background and Purpose

3. Scope of Work

3.1 The Contractor shall furnish all labor, equipment and supplies necessary to perform the daily, weekly, twice-weekly, monthly, quarterly, tri-annual (three times a year), semi-annual, annual and as needed cleaning tasks at the Division of Parole and Probation in strict conformance with the standards specified in these detailed specifications

3.2 Daily Cleaning Service, Monday through Friday

3.3 Responsibilities and Tasks

3.4 Hours when Work may be Performed

3.5 State Holidays

3.6 Building Closure

3.7 Emergency Conditions

3.8 Contractor/on site Supervisor

3.9 Contractor’s Employees or Subcontractors

3.10 Supplies Furnished by The Contractor

3.11 Services to be supplied by the State

3.12 Work Excluded from this Contract

3.13 Supplies, Materials, Equipment and Utilities

3.14 Employee Wages

3.15 Hourly Rate

3.16 Change to the Scope of Work

3.17 State Representative

3.18 Inspections and Approval of Work

4. Contractor Requirements: General

4.1 Contract Initiation Requirements

4.2 Invoicing

4.3 Liquidated Damages

4.4 Reductions for Non-Performance

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4.5 Disputes Arising from Reductions for Non Performance

4.6 Insurance Requirements

4.7 Security and Registration of Contractors Employees

4.8 On-Site Security Requirement(s)

4.9 Problem Escalation Procedure

4.10 SOC 2 Type 2 Audit Report

4.11 Work Orders

4.12 Additional Clauses

5. Procurement Instructions

5.1 Pre-Bid Conference

5.2 eMaryland Marketplace Advantage(eMMA)

5.3 Questions

5.4 Procurement Method

5.5 Bid Due (Closing) Date and Time

5.6 Multiple or Alternate Bids

5.7 Receipt, Opening and Recording of Bids

5.8 Confidentiality of Bids / Public Information Act Notice

5.9 Award Basis

5.10 Tie Bids

5.11 Duration of Bids

5.12 Revisions to the IFB

5.13 Cancellations

5.14 Incurred Expenses

5.15 Protest/Disputes

5.16 Bidder Responsibilities

5.17 Acceptance of Terms and Conditions

5.18 Bid/Proposal Affidavit

5.19 Contract Affidavit

5.20 Compliance with Laws/Arrearages

5.21 Verification of Registration and Tax Payment

5.22 False Statements

5.23 Payments by Electronic Funds Transfer

5.24 Prompt Payment Policy

5.25 Electronic Procurements Authorized

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5.26 MBE Participation Goal

5.27 VSBE Goal

5.28 Living Wage Requirements

5.29 Federal Funding Acknowledgement

5.30 Conflict of Interest Affidavit and Disclosure

5.31 Non-Disclosure Agreement

5.32 HIPAA - Business Associate Agreement

5.33 Nonvisual Access

5.34 Mercury and Products That Contain Mercury

5.35 Location of the Performance of Services Disclosure

5.36 Department of Human Services (DHS) Hiring Agreement

5.37 Small Business Reserve (SBR) Procurement

5.38 Maryland Healthy Working Families Act Requirements

6. Bid Format

6.23 Bid Price Form

6.24 Required Bid Submission

6.27 Delivery

7 Bid Evaluation and Award

7.1 Bid Evaluation Criteria

7.2 Reciprocal Preference

7.3 Award Determination

8 IFB ATTACHMENTS AND APPENDICES

Attachment A. Pre-Bid Conference Response Form

Attachment B. Bid Instructions & Form

Attachment G. Contract

Appendix 1. – Abbreviations and Definitions

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1. Minimum Qualifications

1.1 Bidder Minimum Qualifications

Prior to submitting a bid for work covered by the specifications for this solicitation, the bidder shall have no less than three (3) years of experience in providing the comparable type, size and complexity of services described in this solicitation for each reference.

You must submit with the online bid response (see Section 6.24.5), at least three (3) and no more than five (5) references of companies or organizations for which the bidder provided services of the type, size, length of service and complexity comparable to those specified in the solicitation. The references must have been for services provided within the past five (5) consecutive years.

Each reference shall include the following:

1. Name of contact person and working telephone number;

2. Name of facility and address of reference;

3. Term of contract/service;

4. Size (square footage) and type of facility;

5. Type of services provided;

6. Number of workers and positions of service;

7. Letters of testament, experience of officials (optional).

The bidder/contractor must provide a reliable means of contact throughout the responsibility determination and throughout the execution of any contract. Failure to respond to any contact

(phone, email, fax, letter, etc) by any State representative within 24 hours will jeopardize a bidder's determination of responsibility and the bid may be rejected. Failure of a Contractor to respond to written notification regarding contractual issues in less than the designated time will render the contract subject to termination for default.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

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2. Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 The Department of Public Safety & Correctional Services (DPSCS or the "Department") is issuing this Invitation for Bids (IFB) in order to procure the janitorial services, as specified in this IFB, from a contract between the successful bidder(s) and the Department of Public

Safety & Correctional Services. Services shall be performed at the Division of Parole and

Probation (“DPP”) offices located at 25 Industrial Park Drive Waldorf, MD 20602.

2.1.2 It is the State’s intention to obtain goods and services, as specified in this IFB, from a

Contract between the selected Bidder and the State.

2.1.3 The Department intends to make a single award.

2.1.4 A Bidder, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all of the requirements requested in this solicitation and the successful Bidder (the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

2.1.5 Maryland State and local entities as defined in Finance and Procurement §13-110(a) and nonprofit entities within the State of Maryland may purchase from the Contractor goods or services covered by the Contract at the same prices chargeable to the State. All such purchases by non-executive branch entities, non-State governments, government agencies or nonprofit entities:

Shall constitute Contracts between the Contractor and that entity;

Shall not constitute purchases by the State or State agencies under the Contract;

Shall not be binding or enforceable against the State; and

May be subject to other terms and conditions agreed to by the Contractor and the purchaser.

2.1.6 All Contract prices, terms, and conditions must be provided to any Maryland local government or nonprofit entity requesting services under the Contract. The Contractor bears the risk of determining whether or not a government, agency or organization with which the Contractor is dealing is a State entity.

2.2 Background and Purpose

The Division of Parole and Probation (DPP) occupies space on the 1st floor(s) of a one (1)-story structure located at 25 Industrial Park Drive Waldorf, MD 20602. The offices contain approximately 7925 net cleanable square feet. The designated Contract Monitor is Shareka

Weaver, Facility and Technology Manager for the Division of Parole and Probation. The Facility

Coordinator will be Yolanda Hicks.

The Division of Parole and Probation is responsible for the supervision of criminal offenders and for monitoring the Drinking Driving Monitoring Program (DDMP) offenders who are serving or completing sentences in the community.

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3. Scope of Work

3.1 The Contractor shall furnish all labor, equipment and supplies necessary to perform the daily, weekly, twice-weekly, monthly, quarterly, tri-annual (three times a year), semi-annual, annual and as needed cleaning tasks at the Division of Parole and Probation in strict conformance with the standards specified in these detailed specifications.

The net cleanable square footage of this facility is as follows:

Approximately 5,900 square feet of carpeted floor surface

Approximately 1,700 square feet of VCT (Vinyl Composite Tile) flooring

Approximately 325 net square feet of cleanable space on one (1) floor

7 Restrooms (with ceramic tile flooring)

7 Restroom Exhaust Fans 64 Windows _115__ Fluorescent lamp fixtures 41 Sets of Mini-blinds 60 Air vents and returns 22 Approximate # of employees 45 Trash cans

The building must be cleaned at the frequency and to the standards as detailed in these specifications. The Contract Manager or his/her designee shall determine whether the tasks have been performed, and that the performance is in accordance with the standards set forth in these specifications. Failure to perform a task or to perform a task to the specified standard will result in reduction in the Contractor’s monthly invoice as indicated in Section 4.4, and shall be considered as a breach of the contract and shall be cause to consider the Contractor in default, subject to termination. The Contractor may appeal the determination in accordance with Section

4.5. In addition to the specific standards below, the Contractor shall ensure that the facility is uniformly clean, hygienic, orderly, and maintained in such a manner which will reflect well on the State.

3.2 Daily Cleaning Service, Monday through Friday

A. Restrooms

i. All other surfaces shall be spot-cleaned and horizontal surfaces dusted.

ii. Floor shall be swept and wet-mopped or scrubbed with germicidal detergent.

iii. Mirrors, shelving, dispensers and Chromium fixtures shall be damp-wiped and polished using EPA approved disinfectant, place emphasis on cleaning high touch surfaces.

iv. Paper towel waste receptacles shall be emptied and towel, soap and toilet

IFB for Department of Public Safety & Correctional Services Page 4 of 65 paper dispensers serviced and adequately supplied prior to occupant’s official starting time.

v. Sanitary napkin receptacles shall be emptied, cleaned, disinfected and provided with a new plastic bag liner daily.

vi. The stall partitions of toilets and side walls of urinals shall be damp-wiped and disinfected.

vii. Waste receptacles shall be emptied and the restrooms monitored to remove paper, trash or spillages.

viii. Water closets, wash basins and urinals shall be washed and sanitized using environmental Protection Agency (EPA) approved disinfectant to combat pathogens. No rust or encrustation shall be maintained, and the areas shall be free from odor at all times. Traps shall be maintained, free from odor at all times.

B. Room Cleaning – Conference rooms, corridor, lobbies, lunch rooms, break rooms, interview rooms and space adjacent to these areas shall receive the following daily cleaning:

i. Using EPA approved disinfectant, place emphasis on cleaning of high touch surfaces.

ii. Waste baskets shall be emptied and the wastepaper and trash removed to main disposal area.

iii. The full floor area is to be swept daily with a treated sweep mop to remove all dirt, dust and litter.

iv. Spot clean carpet as necessary.

v. Vacuum three (3) times per week, offices and conference rooms.

C. Lobbies and Corridors - Floors shall be swept, or if carpeted, vacuumed. Hard floors shall be wet-mopped or scrubbed with germicidal detergent, and resilient floors damp-mopped with germicidal detergent on those floors having exterior building entrances. Drinking fountains/water bottle filling stations shall be cleaned.

Glass entrance doors shall be cleaned to remove fingerprints and smudges.

D. Waste Collection, Recycling and Removal - All refuse, trash and garbage including that from the snack bars and vending machines shall be collected and removed from the building. The Lessor agrees to comply with the Lessee’s Waste Material

Recycling Program governed by Section 9-1706 of the Environment Title of the

Annotated Code of Maryland. The Contractor shall properly recycle all recyclable materials.

WEEKLY SERVICES

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A. Outside Entrances - Landings, steps and sidewalks adjacent to entrances shall be swept. All doors and handrails shall be damp-wiped and polished.

BI-WEEKLY SERVICES

A. Toilets - The full surface area of walls, stall partitions, doors, window frames and sills shall be damp-wiped.

B. Storage Area - Sweep full floor area of any storage space with treated sweep mop.

C. File Room - Sweep with a treated sweep mop to remove all dirt, dust and litter.

MONTHLY SERVICES

A. Restroom

i. Wastepaper receptacles shall be damp-wiped inside and out.

ii. Auto scrub/deep clean epoxy/ceramic tile floor on a monthly schedule, in between normal quarterly deep cleaning.

B. Room Cleaning – All surfaces in the building approximately 70” or more from the floor shall be cleaned by dusting or vacuuming, spot clean vertical surfaces and under knee surfaces (knee wells, chair rungs, table legs, etc.) shall be dusted. Glass in doors, partitions, pictures and bookcases shall be damp-wiped. On a monthly schedule, in between normal quarterly waxing (if applicable, based on flooring) performance, floors shall be damp-mopped and buffed (if applicable, based on flooring). Clean all air vents, window sills and emergency light fixtures. Horizontal surfaces of desks, file cabinets and chairs shall be dusted with a polish-treated dust cloth. Glass desk tops shall be cleaned with an untreated cloth.

C. Lobbies and Corridors - Main corridors and other heavy traffic areas having resilient flooring shall be wet-mopped with germicidal detergent and buffed (if applicable, based on flooring) .

QUARTERLY SERVICES

A. Room Cleaning - All surfaces in the building approximately 70” or more from the floor shall be cleaned by dusting or vacuuming. This includes window shades/blinds, light fixtures and all air vents.

B. Lobbies and Corridors - Metal door thresholds shall be cleaned and polished.

Window shades/blinds shall be dusted.

BI-ANNUAL SERVICES

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A. Room Cleaning – All window glass (interior and exterior), glass deflectors, clear and opaque glass in partitions, doors and transoms shall be washed.

B. Window Shades or Blinds - Window shades or blinds shall be dusted, vacuumed and/or cleaned on both sides.

C. Return Air & Supply Registers – All Return Air & Supply registers shall be dusted and/or vacuumed.

ADD ALTERNATIVE SERVICES

ADD ALTERNATE #1: STRIPPING AND WAXING ALL VCT (IF

APPLICABLE, BASED ON FLOORING)

FREQUENCY: ANNUAL (JANUARY)

LOCATIONS: LOBBY/WAITING AREA, CORRIDORS & STAFF LOUNGE

STANDARDS:

1. All old wax and/or sealer removed from floors.

2. All stripping solution removed from floor and adjoining wall surfaces.

3. New non-slip wax and/or sealer applied evenly and buffed to a high gloss.

4. No traces of dirt or marks on tile surfaces.

5. No wax, sealer or other residues left on adjacent wall base surfaces.

ADD ALTERNATE #2: SCRUB AND RECOAT ALL VCT FLOORING (IF

APPLICABLE, BASED ON FLOORING)

FREQUENCY: THREE TIMES PER YEAR (MARCH, JULY &

NOVEMBER)

LOCATIONS: LOBBY/WAITING AREA, CORRIDORS AND

STAFF LOUNGE

STANDARDS:

1. Scrub all floors with a Vinyl Composite Tile (VCT) floor cleaner.

2. Re-apply new non-slip wax and/or sealer to affected areas as needed. Buff to a high gloss finish.

3. No traces of dirt or marks on tile surfaces.

4. No wax, sealer or other residues should be left on adjacent wall base surfaces.

ADD ALERNATE #3: CLEAN AND SHAMPOO CARPETING

FREQUENCY: TWICE YEARLY (JUNE AND DECEMBER)

LOCATIONS: ALL CARPETED AREAS OF BUILDING

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STANDARDS:

1. Carpet is to be shampooed by the extraction method.

2. Carpet is to be free of all dirt, stains, shampoo residue and other soil which can be removed through effective cleaning.

3. Carpet shall present a clean, uniform appearance.

4. All movable items (chairs, desks, trash cans, etc.) are moved as needed to permit access for complete shampooing and returned to original positions after shampooing is completed.

5. All items marked trash are to be removed and boxes broken down prior to placement in the trash carts.

Note: All details on square footage and numbers of amenities and fixtures are approximate.

Bidders are responsible for cleaning the entire facility and all amenities and fixtures located therein.

3.2.1 Term of Contract

The term of this Contract shall be for three (3) years.

3.3 Responsibilities and Tasks

Contractor’s Access and Responsibility to the Facility:

3.3.1 The Contractor’s On-Site Supervisor (see Section 3.8) will be issued one (1) key to the facility. The key will be used to lock the facility when the Contractor’s On-Site

Supervisor has completed janitorial service and for use if the Contractor has prior approval from the Contract Manager or his/her designee to perform services on weekends or State holidays. The Contractor shall keep the key in a secure location that is inaccessible by any individual other than the designated On-Site Supervisor. Under no circumstances shall the Contractor duplicate the key.

3.3.2 Should the Contractor or Contractor’s On-Site Supervisor lose the key the Contractor shall be responsible for the costs of replacing and re-keying the locks so affected.

3.3.3 The Contractor or Contractor’s On-Site Supervisor shall not make any duplicates of any keys issued.

3.3.4 The facility is equipped with a burglar alarm system. The Contractor’s On-Site

Supervisor will be responsible for arming the burglar alarm at the completion of the shift or disarming and then arming the burglar alarm upon completion of the shift if the

Contractor has prior approval from the Contract Manager or his/her designee to perform services on weekends or State holidays.

3.3.5 If for any reason the burglar alarm should go off as a result of improper disarming or arming of the alarm by the Contractor, and the State is assessed a fee or fine as a result, the Contractor will be responsible for paying this fee or fine.

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3.3.6 If the Contractor’s On-Site Supervisor fails to arm the alarm at the completion of the shift and an incident occurs, the Contractor shall be liable for all resulting damages to the facility and its contents.

3.3.7 Janitors must turn off lights when finished cleaning a space.

3.4 Hours when Work may be Performed

The standard operating hours of the Division of Parole and Probation at 25 Industrial Park Drive

Waldorf, MD 20602 are Monday through Friday from 8 a.m. until 5 p.m.

Except as provided in Section 3.6, the Contractor’s work shall be performed Monday to Friday only between the hours of 5:00 p.m. and 8:00 p.m.

Daily, weekly, bi-weekly (every 2 weeks), monthly, quarterly, semi-annually, three times a year, and annually, and as-needed janitorial tasks may be performed per the above schedule Monday through

Friday, or on State holidays and weekends with prior approval of the Contract Manager or his/her designee.

3.5 State Holidays

State holidays on which janitorial services will not be required from the Contractor include:

New Year’s Day Columbus Day

Martin Luther King Day Election Day (if applicable)

Presidents Day Veterans Day

Memorial Day Thanksgiving Day

Juneteenth Day after Thanksgiving

Independence Day Christmas Day

Labor Day

Plus any other additional days designated by the Governor. See http://msa.maryland.gov/msa/mdmanual/01glance/html/holidaye.html

3.6 Building Closure

Whenever State employees are excused early as the result of severe inclement weather, unforeseen circumstances or hazardous conditions, the Contractor may perform work outside of the hours specified in Section 3.4. The Contractor must make every reasonable effort to provide janitorial services, particularly if the occurrence is on a Friday or a day preceding a State Holiday when work may be performed during the holiday or weekend so that the building is clean prior to standard operating hours on the following work day. Should the Contractor be unable to provide janitorial services to the building, the Contractor must notify the Contract Manager or his/her designee that the services will not be provided. The Contractor shall not receive payment for any daily tasks not performed as a result of the building being closed.

3.7 Emergency Conditions

In the event of any declared State Emergency the contractor shall make arrangements with the

Contract Manager or his or her designee as to when the services will be resumed.

http://msa.maryland.gov/msa/mdmanual/01glance/html/holidaye.html

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3.8 Contractor/on site Supervisor

3.8.1 The Contractor, five (5) days prior to the start of the contract, shall establish a regular service schedule for completing all daily, bi-weekly, weekly and monthly tasks that is agreeable to the Contractor and the Contract Manager.

3.8.2 The successful Contractor shall provide for an On-Site Supervisor who will represent the Contractor in all matters concerning this Contract. The On-Site Supervisor shall have at least two (2) years’ experience supervising cleaning services of similar type and size of these specifications.

3.8.3 The On-Site-Supervisor must have the ability to fully speak and write English.

3.8.4 The On-Site Supervisor and the requisite janitor(s) shall perform the cleaning tasks during the hours stated in Section 3.4, Hours When Work May Be Performed, Monday through Friday. The On-Site Supervisor shall also be present at any time the janitor(s) are performing work on Saturdays, Sundays or State holidays.

3.8.5 The On-Site Supervisor shall make himself/herself available at the request of the

Contract Manager or his/her designee, between the hours of 4:30 p.m. and 5:00 p.m.

Monday through Fridays, for the purpose of obtaining instructions or becoming informed about deficiencies in the janitorial work, or any other reason the Contract

Manager or his/her designee should wish to confer with the On-Site Supervisor.

3.8.6 Failure of the On-Site Supervisor to be present at all times that janitorial work is performed under this Contract shall be considered as breach of the contract and shall be cause to consider the Contractor in default, subject to termination.

3.8.7 The On-Site Supervisor will be given a copy of these Specifications and the appropriate schedules and standards.

3.8.8 The On-Site Supervisor is responsible for presenting to the Contract Manager a schedule of dates and times when the quarterly, semi-annual, tri-annual and annual tasks will be accomplished. This schedule is to be presented no• later than thirty (30) calendar days following the first day of service under this Contract. The On-Site

Supervisor is also responsible for presenting documentation to the Contract Manager or his/her designee when the seasonal tasks are actually performed. The Contract Manager or his/her designee will provide the Contract Manager with a signed copy approving the service.

3.8.9 The On-Site Supervisor will provide the Contract Manager or his/her designee with a nightly checklist of all cleaning that is scheduled to be performed daily, weekly, bi-weekly, monthly, quarterly, semi-annually, tri-annual and annually.

3.8.10 For all cleaning tasks, the Contract Manager or his/her designee will inspect the work, approve and sign off on the checklist. If there is a discrepancy in the work performed, the Contract Manager will notify the On-Site Supervisor as to what was incomplete or unsatisfactory for the On-Site Supervisor to resolve immediately depending on the nature of the problem.

3.8.11 Failure of the On-Site Supervisor to provide the Contract Manager or his/her designee with the schedule of daily, weekly, bi-weekly, monthly, quarterly, semi-annual, tri-annual and annual cleaning tasks within thirty (30) calendar days of the start of this

Contract shall be considered as a breach of the contract and shall be cause to consider the Contractor in default, subject to termination.

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3.8.12 The On-Site Supervisor is responsible and accountable for all activities and behavior of all personnel assigned by the Contractor to perform work under this Contract.

3.9 Contractor’s Employees or Subcontractors

3.9.1 All of Contractor’s employees must wear approved identification badges when in or on

State property. The Contract Manager or his/her designee shall periodically verify passes with employees.

3.9.2 The Contractor shall require all employees to wear distinctive work clothing for ready identification and assure that every employee is in the proper attire on the date an employee enters on duty. A below-waist work smock is acceptable. Any color or color combination as approved by Contract Manager or his/her designee may be used, however, the distinctive clothing shall be the same for all of the Contractor’s employees. Employees will be required to dress neatly commensurate with the tasks being performed.

3.9.3 Personnel employed by the Contractor shall be capable employees qualified in this type of work. The Contractor shall initially staff the building with trained and experienced cleaning personnel who will exhibit capability to operate with a minimum of supervision. A fully qualified work force shall be maintained throughout the period of this Contract. All personnel shall receive close and continuing first-line supervision.

3.9.4 The Contractor’s On-Site Supervisor shall be fully and adequately trained and have a minimum of two (2) years’ experience in cleaning supervision. Proof of past supervisory experience must be given to the Procurement Officer. The Procurement

Officer must approve the credentials.

3.9.5 The Contractor shall employ, at all times, the quantity and quality of supervision necessary for both effective and efficient management of cleaning operations. The

OnSite Supervisor shall have an intimate knowledge of the various cleaning tasks, equipment and materials so as to be able to both properly train and direct the cleaner(s) in their individual tasks and to maintain and control an effective inspection and follow-up program.

3.9.6 The Contractor shall not hire State employees to perform any work under this Contract.

3.10 Supplies Furnished by The Contractor

3.10.1 All janitorial and housekeeping supplies in support of this Contract are to be purchased from Blind Industries and Services of Maryland (BISM), to the extent they are available. Product and price information can be obtained at https://www.bism.org/store-home-page. Additional information may be obtained from

BISM direct, by calling Terry Slacum- Customer Care Manager - 410-737-2610 or

Jamie Whitwood, 410-737-2627. As this is a mandatory requirement, failure to comply shall be considered as a breach of the contract and shall be cause to consider the

Contractor in default, and subject to termination of the Contract. A copy of the

Contract will be provided to BISM for follow up.

3.10.2 The trash carts for collection of trash throughout the building are not provided.

Provision of trash carts will be the responsibility of the Contractor.

3.10.3 Trash carts shall be approved by the Contract Manager.

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3.10.4 The Contractor must own or acquire, prior to the start date of the contract, all necessary commercially rated equipment for the proper performance of the contract. All equipment must be fully operational upon the start of the contract.

3.10.5 The Contractor shall provide a list of all of its equipment with serial numbers to the

Contract Manager or his/her designee.

3.11 Services to be supplied by the State

3.11.1 The State will supply the Contractor with light, heat, power, and hot/cold water for the cleaning of the building. (Note: Hot water temperature is regulated by the State’s energy guidelines and cannot be increased above the current guideline temperature).

Building temperatures are adjusted during non-business hours to reduce energy use;

workers may occasionally need to dress in cooler or warmer clothing as building temperatures dictate.

3.11.2 The State will provide janitorial closets for housing of the Contractors equipment and supplies.

3.11.3 The Contractor shall not make duplicates of any keys issued.

3.11.4 The landlord will supply a trash receptacle (dumpster) for the final disposal of trash collected in the building. The Contractor shall deposit all trash collected in the building in the receptacle provided and insure all lids, doors and other openings to the receptacle are closed and latched.

3.11.5 If the landlord has recycle and landfill waste dumpsters, recyclable waste must be separated and placed in the recycle dumpster.

3.12 Work Excluded from this Contract

All mechanical rooms, electrical rooms, fan rooms, boiler rooms, snow removal and sweeping outside of building.

3.13 Supplies, Materials, Equipment and Utilities

3.13.1 Furnish all supplies and materials (including those supplies specified in 3.9 of these specifications) and equipment necessary for the performance of the work of this Contract unless otherwise specified herein. The Contractor shall provide the Contract Manager or his/her designee a list giving the brand name, manufacturer and intended use of each of the materials that it proposes to use in performance of the work. The Contractor shall not use any material which the Contract Manager determines would be unsuitable for the purpose or harmful to the surfaces to which applied or to any other part of the building, its contents or equipment.

3.13.2 Furnish all necessary commercially-rated cleaning equipment including power floor scrubbing machines, polishing machines, industrial-type HEPA vacuum cleaners, etc., required for the performance of the work of this Contract. The equipment must be of the size and type customarily used in work of this kind and must meet the approval of the

Contract Manager.

3.13.3 Ensure that each piece of equipment delivered to the Contract work site for use under this

Contract is serially numbered and appropriately identified with a plate affixed thereon. The

Contractor must furnish the Contract Manager or his/her designee with a listing of all the equipment delivered to the building with the corresponding serial numbers. On a schedule established by the Contract Manager his/her designee, an inventory is to be made of the

IFB for Department of Public Safety & Correctional Services Page 12 of 65 equipment. The purpose of the inventory is to ensure that all equipment is in operating condition and that the quantity and quality agreed upon at the start of this Contract is the same. The Contractor shall accompany the designated State employee conducting the inventory. It is the responsibility of the Contractor to provide only those items approved at the beginning of the Contract. Further, all equipment shall be operative at all times. Any inoperative equipment shall be repaired and/or replaced within a twenty-four (24) hour period.

3.13.4 In conjunction with the Contract Manager, take inventory all of the materials and equipment on hand during the final month of the Contract and develop a listing of any materials and equipment which have been provided by the State. Any materials remaining at the termination of the Contract that have been provided by the State will remain the property of the State.

3.14 Employee Wages

The Contractor is required to pay employees that are employed under this contract at least the higher of the current Federal Minimum Wage or the current State Minimum Wage for the duration of the Contract. “Current” means the Federal or State Minimum Wage in effect at the time the work is performed.

3.15 Hourly Rate

The Contractor must submit the hourly rates for janitor(s) and On-Site Supervisor, and shall be for non-overtime work regardless of the day of the week, or hour of the day the work is performed.

This rate may be used when required by the State to work special hours providing additional janitorial services under the contract. The hourly rates will be used to calculate additions and reductions to the scope of work defined by these specifications. The hourly rates will not be included in the basis for award.

3.16 Change to the Scope of Work

The Procurement Officer may, at any time, change the scope of work of the Contract by written contract modification. On the designated effective date, the Contractor shall make the required changes in its operations.

3.17 State Representative

The Contract Manager will enforce the standards of this Contract. The Contract Manager does not have authority to change or alter any of the terms and conditions of this Contract.

3.18 Inspections and Approval of Work

The State will demand strict conformance to the standards, and on the frequency specified. The

Contract Manager or his/her designee will inspect all completed work and will ascertain that all tasks have been satisfactorily accomplished.

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4. Contractor Requirements: General

4.1 Contract Initiation Requirements

A kick-off meeting shall be held to initiate the requirements of this contract.

4.2 Invoicing

General

4.2.1 At the end of each month, the Contractor shall render to the Contract Monitor & DPSCS

Accounts Payable its invoice, for the service provided over the preceding month. The invoice shall not exceed one twelfth (1/12th) of the monthly amount times twelve (12), plus any alternates that were performed during the preceding month.

4.2.2 The invoice will detail any known reductions as outlined in the Specifications. The

Contractor’s Federal Tax Identification Number or Social Security Number, contract’s purchase order number and the location where work performed must appear on the front of the invoice. All invoices shall be addressed to the following:

DPSCS.AccountsPayable@maryland.gov

All invoices for services shall be verified by the Contractor as accurate at the time of submission.

4.2.3 The Contract Manager shall review the invoice and make any necessary reductions which must be made in accordance with the specifications. Should the Contractor’s invoice not include all necessary reductions, the invoice shall be reduced by the amount of the non-included reductions and processed for payment. The Contractor shall be notified of the reductions made and supplied with copies of documentation supporting those reductions.

An invoice not satisfying the requirements of a Proper Invoice (as defined in COMAR 21.06.09) cannot be processed for payment. To be considered a Proper Invoice, invoices must include the following information, without error:

1) Contractor name and address;

2) Remittance address;

3) Federal taxpayer identification (FEIN) number, social security number, as appropriate;

4) Invoice period (i.e. time period during which services covered by invoice were performed);

5) Invoice date;

6) Invoice number;

7) State assigned Contract number;

8) State assigned (Blanket) Purchase Order number(s);

9) Goods or services provided;

10) Amount due; and

11) Any additional documentation required by regulation or the Contract.

mailto:DPSCS.AccountsPayable@maryland.gov

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The State is generally exempt from federal excise taxes, Maryland sales and use taxes, District of

Columbia sales taxes and transportation taxes. The Contractor, however, is not exempt from such sales and use taxes and may be liable for the same.

Invoices for final payment shall be clearly marked as “FINAL” and submitted when all work requirements have been completed and no further charges are to be incurred under the Contract. In no event shall any invoice be submitted later than 60 calendar days from the Contract termination date.

4.2.4 For the purposes of the Contract an amount will not be deemed due and payable if:

4.2.5 The amount invoiced is inconsistent with the Contract;

4.2.6 The proper invoice has not been received by the party or office specified in the Contract;

4.2.7 The invoice or performance is in dispute or the Contractor has failed to otherwise comply with the provisions of the Contract;

4.2.8 The item or services have not been accepted;

4.2.9 The quantity of items delivered is less than the quantity ordered;

4.2.10 The items or services do not meet the quality requirements of the Contract;

4.2.11 If the Contract provides for progress payments, the proper invoice for the progress payment has not been submitted pursuant to the schedule;

4.2.12 If the Contract provides for withholding a retainage and the invoice is for the retainage, all stipulated conditions for release of the retainage have not been met; or

4.2.13 The Contractor has not submitted satisfactory documentation or other evidence reasonably required by the Procurement Officer or by the Contract concerning performance under the Contract and compliance with its provisions.

4.2.14 Travel Reimbursement

Travel will not be reimbursed under this IFB.

4.3 Liquidated Damages

THIS SECTION IS INAPPLICABLE TO THIS IFB.

4.3.1 MBE Liquidated Damages

Inapplicable because there is no MBE goal for this IFB.

4.4 Reductions for Non-Performance

4.4.1 Reductions for below standard work will be made if, after the second documented notification, the Contractor has not corrected the deficiency and State worker(s) are assigned to perform the task(s)

4.4.2 Reductions for non-performance will be made if the task(s) was not done and State worker(s) have to be assigned immediately to perform the task(s).

4.4.3 Reductions for 4.4.1.1 and 4.4.2 above will be based on the hourly rate (See Section 3.15) of the State employee(s) assigned to perform the task(s) times the hour(s) required to for

State worker(s) perform the task(s).

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4.4.4 The following reductions shall be used in adjusting the Contractor's invoice when the

Contractor fails to perform any task required in these specifications or performs any task below the standards as required in these specifications.

For each 12 month period of the contract:

First Occurrence - Written documentation notice from the Contract Manager to the

Contractor.

Second Occurrence - Written documentation and deduction of 5% of monthly invoice amount.

Third Occurrence - Written documentation and deduction of 10% of monthly invoice amount and possible Cure Meeting to be scheduled.

Each Additional Occurrence - Written documentation and deduction of 15% of monthly invoice amount and possible Termination for Default.

Note: Copies of all correspondence regarding this clause must be submitted to the Procurement

Officer. Reductions for “No Shows” may be based on the normal number of Contractor's personnel assigned to the building multiplied by the hours normally worked by the

Contractor, at the hourly billing rate of the Bid. Reductions for below standards work may be made if, after the second documented notification, the Contractor has not corrected the deficiency. If, in the judgment of the Contract Manager, a deficiency goes unaddressed by the Contractor after timely notification, the Contract Manager may approve of DPSCS using state employees or another outside firm/contractor to do the work in question and deduct the full cost of that work from the Contractor's monthly invoice. The referenced conditions (examples) may result in Termination of Contract for

Default by the Procurement Officer.

4.5 Disputes Arising from Reductions for Non Performance

Disputes arising from the assessment of any Reduction for Non –Performance shall be handled in accordance with COMAR 21.07.01.06

4.6 Insurance Requirements

The Contractor shall maintain, at a minimum, the insurance coverages outlined below, or any minimum requirements established by law if higher, for the duration of the Contract, including option periods, if exercised:

4.6.1 The following type(s) of insurance and minimum amount(s) of coverage are required:

4.6.2 Commercial General Liability - of $1,000,000 combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury and $2,000,000 annual aggregate. The minimum limits required herein may be satisfied through any combination of primary and umbrella/excess liability policies.

4.6.4 Crime Insurance/Employee Theft Insurance - to cover employee theft with a minimum single loss limit of $2,500,000 per loss, and a minimum single loss retention not to exceed $10,000. The State of Maryland and the Department of Public Safety &

Correctional Services should be added as a “loss payee.”

4.6.5 Worker’s Compensation - The Contractor shall maintain such insurance as necessary or as required under Workers’ Compensation Acts, the Longshore and Harbor Workers’

Compensation Act, and the Federal Employers’ Liability Act, to not be less than. one

IFB for Department of Public Safety & Correctional Services Page 16 of 65 million dollars ($1,000,000) per occurrence (unless a state’s law requires a greater amount of coverage). Coverage must be valid in all states where work is performed.

4.6.6 Automobile or Commercial Truck Insurance - The Contractor shall maintain Automobile or Commercial Truck Insurance (including owned, leased, hired, and non-owned vehicles) as appropriate with Liability, Collision, and PIP limits no less than those required by the State where the vehicle(s) is registered, but in no case less than those required by the State of Maryland.

4.6.7 The State shall be listed as an additional insured on the faces of the certificates associated with the coverages listed above, including umbrella policies, excluding Workers’

Compensation Insurance and professional liability.

4.6.8 All insurance policies shall be endorsed to include a clause requiring the insurance carrier provide the Procurement Officer, by certified mail, not less than 30 days’ advance notice of any non-renewal, cancellation, or expiration. The Contractor shall notify the

Procurement Officer in writing, if policies are cancelled or not renewed within five (5) days of learning of such cancellation or nonrenewal. The Contractor shall provide evidence of replacement insurance coverage to the Procurement Officer at least 15 days prior to the expiration of the insurance policy then in effect.

4.6.9 Any insurance furnished as a condition of the Contract shall be issued by a company authorized to do business in the State.

4.6.10 The recommended awardee must provide current certificate(s) of insurance with the prescribed coverages, limits and requirements set forth in this section within five (5)

Business Days from notice of recommended award. During the period of performance for multi-year contracts, the Contractor shall provide certificates of insurance annually, or as otherwise directed by the Contract Manager.

4.6.11 The Contractor shall require any subcontractors to obtain and maintain comparable levels of coverage and shall provide the Contract Manager with the same documentation as is required of the Contractor.

4.7 Security and Registration of Contractors Employees

The following requirements are applicable to the Contract:

4.7.1 Employee Identification

4.7.2 Contractor Personnel shall display his or her company ID badge in a visible location at all times while on State premises. Upon request of authorized State personnel, each Contractor

Personnel shall provide additional photo identification.

4.7.3 Contractor Personnel shall cooperate with State site requirements, including but not limited to, being prepared to be escorted at all times, and providing information for State badge issuance.

4.7.4 Contractor shall remove any Contractor Personnel from working on the Contract where the

State determines, in its sole discretion, that Contractor Personnel has not adhered to the

Security requirements specified herein.

4.7.5 The State reserves the right to request that the Contractor submit proof of employment authorization of non-United States Citizens, prior to commencement of work under the

Contract.

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4.7.6 Security Clearance / Criminal Background Check

4.7.7 Contractor's employees performing work under this Contract will be required to pass a

Security Clearance background check performed by the Department of Public Safety and

Correctional Services and/or the Maryland State Police. The Contractor shall obtain the necessary Security Clearance forms from the Contract Manager, fill them out and return them to the Contract Manager with the appropriate information provided for each employee the Contractor intends on assigning to the Contract. Any employee determined to be unsuitable as a result of the Security Clearance background check shall not be utilized for work under this Contract.

4.7.8 The Security Clearance background check may be required prior to an employee being assigned to perform work under this Contract or anytime thereafter. If an employee already assigned and working under this Contract refuses to permit a Security Clearance background check or if the Security Clearance background check reveals the already-assigned employee to be unsuitable, the Contractor shall discontinue using that employee for performing work under this Contract upon being…