BPM038186 IFB Amended2.pdf

STATE OF MARYLAND

DEPARTMENT OF PUBLIC SAFETY

& CORRECTIONAL SERVICES

MARYLAND CORRECTIONAL ENTERPRISES (MCE)

INVITATION FOR BIDS (IFB)

LICENSE PLATE SHEETING

IFB NUMBER BPM038186

ISSUE DATE: 6/12/2023

NOTICE

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

(eMMA) https://procurement.maryland.gov should register on eMMA. See Section 4.2.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO

RESPOND TO THIS SOLICITATION.

Solicitation #: BPM038186 IFB Document

IFB for Maryland Correctional Enterprises Page ii of 51

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: LICENSE PLATE SHEETING

Solicitation No: BPM038186

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: ________________________________________________________________

IFB for Maryland Correctional Enterprises Page iii of 51

STATE OF MARYLAND

MARYLAND CORRECTIONAL ENTERPRISES (MCE)

KEY INFORMATION SUMMARY SHEET

Invitation for Bids Commodity - LICENSE PLATE SHEETING

Solicitation Number: BPM038186

IFB Issue Date: 6/12/2023

IFB Issuing Office: Maryland Correctional Enterprises (MCE or the "Department")

Procurement Officer: Michelle Baldwin

7275 Waterloo Road, Jessup, Maryland 20794 e-mail (Preferred):

Office Phone:

Dlmce-procurement_dpscs@maryland.gov

410-540-5419

Bids are to be sent to: Maryland Correctional Enterprises, 7275 Waterloo Road, Jessup, Maryland 20794, Dlmce-procurement_dpscs@maryland.gov, or

Via eMMA

Pre-Bid Conference: n/a

Questions Due Date and Time 7/17/2023 @ 8AM Local Time

Bid Due (Closing) Date and

Time:

8/16/2023 @ 8AM Local Time

Bidders are reminded that a completed Feedback Form is requested if a no-bid decision is made (see page iv).

Public Bid Opening Date, Time and Location

8/16/2023 @ 9AM Local Time. Bid opening will be held virtually.

Request an invite from Procurement Officer.

MBE Subcontracting Goal: 0%

VSBE Subcontracting Goal: 0%

Contract Type: Firm Fixed Price

Contract Duration: Five (5) base period with three (3) single year renewal options

Primary Place of

Performance:

n/a

SBR Designation: No

Federal Funding: No mailto:Dlmce-procurement_dpscs@maryland.gov mailto:Dlmce-procurement_dpscs@maryland.gov

IFB for Maryland Correctional Enterprises Page iv of 51

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

2.3 Specifications

3 Contractor Requirements: General

3.1 Contract Initiation Requirements

3.2 End of Contract Transition

3.3 Invoicing

3.4 Liquidated Damages

3.5 Disaster Recovery and Data

3.6 Insurance Requirements

3.7 Security Requirements

3.8 Problem Escalation Procedure

3.9 SOC 2 Type 2 Audit Report

3.10 Minority Business Enterprise (MBE) Reports

3.11 Veteran Small Business Enterprise (VSBE) Reports

3.12 Work Orders

3.13 Additional Clauses

4 Procurement Instructions

4.1 Pre-Bid Conference

4.2 eMaryland Marketplace Advantage (eMMA)

4.3 Questions

4.4 Procurement Method

4.5 Bid Due (Closing) Date and Time

4.6 Multiple or Alternate Bids

4.7 Receipt, Opening and Recording of Bids

4.8 Confidentiality of Bids / Public Information Act Notice

4.9 Award Basis

4.10 Tie Bids

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4.11 Duration of Bids

4.12 Revisions to the IFB

4.13 Cancellations

4.14 Incurred Expenses

4.15 Protest/Disputes

4.16 Bidder Responsibilities

4.17 Acceptance of Terms and Conditions

4.18 Bid/Proposal Affidavit

4.19 Contract Affidavit

4.20 Compliance with Laws/Arrearages

4.21 Verification of Registration and Tax Payment

4.22 False Statements

4.23 Payments by Electronic Funds Transfer

4.24 Prompt Payment Policy

4.25 Electronic Procurements Authorized

4.26 MBE Participation Goal

4.27 VSBE Participation Goal

4.28 Living Wage Requirements

4.29 Federal Funding Acknowledgement

4.30 Conflict of Interest Affidavit and Disclosure

4.31 Non-Disclosure Agreement

4.32 HIPAA - Business Associate Agreement

4.33 Nonvisual Access

4.34 Mercury and Products That Contain Mercury

4.35 Location of the Performance of Services Disclosure

4.36 Department of Human Services (DHS) Hiring Agreement

4.37 Small Business Reserve (SBR) Procurement

4.38 Maryland Healthy Working Families Act Requirements

5 Bid Format

5.1 One Part Submission

5.2 Labeling

5.3 Bid Price Form

5.4 Required Bid Submission

5.5 Delivery

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5.6 Documents Required upon Notice of Recommendation for Contract Award

6 Bid Evaluation and Award

6.1 Bid Evaluation Criteria

6.2 Reciprocal Preference

6.3 Award Determination

6.4 Documents Required upon Notice of Recommendation for Contract Award

7 IFB ATTACHMENTS AND APPENDICES

Attachment A. Pre-Bid Conference Response Form

Attachment B. Bid Instructions & Form

Attachment C. Bid/Proposal Affidavit

Attachment D. Minority Business Enterprise (MBE) Forms

Attachment E. Veteran-Owned Small Business Enterprise (VSBE) Forms

Attachment F. Maryland Living Wage Affidavit of Agreement for Service Contracts

Attachment G. Federal Funds Attachments

Attachment H. Conflict of Interest Affidavit and Disclosure

Attachment I. Non-Disclosure Agreement (Contractor)

Attachment J. HIPAA Business Associate Agreement

Attachment K. Mercury Affidavit

Attachment L. Location of the Performance of Services Disclosure

Attachment M. Contract

Attachment N. Contract Affidavit

Attachment O. DHS Hiring Agreement

Appendix 1. – Abbreviations and Definitions

Appendix 2. – Bidder Information Sheet

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1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

There are no Bidder Minimum Qualifications for this procurement.

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 Maryland Correctional Enterprises (MCE or the "Department") is issuing this Invitation for

Bids (IFB) in order to procure the services defined in this Section 2, as specified in this IFB, from a contract between the successful bidder(s) and the Maryland Correctional Enterprises: Supply

Maryland Correctional Enterprises (MCE) Tag Plant, Jessup Correctional Institution, 7800

Maryland House of Correction Road, Jessup, Maryland 20794 with their requirements for License

Plate Sheeting, Pre-Clear, which will include all inks (included are those required for all production of special logo plates), thinners, tech support, and all equipment (applicator) that will be at no additional cost to MCE. THIS IS AN ALL OR NOTHING BID.

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. See IFB Section 4.9 Award Basis for more

Contract award information.

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

Under the Department of Public Safety and Correctional Services, Maryland Correctional Enterprises

(MCE) provides structured programming for participants at locations around the State of Maryland. In partnership with other state agencies, private and community partners, we assist participants transitioning back into society with home planning and workforce preparation/. Our program is voluntary and helps to improve interpersonal skills and employability upon release.

As a self-supporting state agency, we contribute over $50 million annually to the Maryland economy through the purchase of raw materials, civilian wages, and inmate stipends. Our products range from furniture, apparel, printing, license plates, and signage to food products, along with our many services of furniture restoration, laundry, data entry, office planning/design, and mailing/distribution. Our market is restricted to state and local government and non-profits. Every time you purchase a product, you are changing a life

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– giving participants the ability to learn soft skills and hard skills that helps prepare them to return to our communities. Private companies have an opportunity to support our program through our Prison Industry

Enhancement Program (P.I.E.C.P.) where we are permitted by the United States Bureau of Justice

Assistance to enter into partnerships with private industry, provided several mandated requirements are met.

2.3 Specifications

2.3.1 License Plate Specifications

This specification shall cover the materials performance characteristics, quality, and support services necessary to produce finished license plates.

2.3.1.1 Description

The retro-reflective license plate shall consist of retro-reflective (hereinafter referred to as “reflective”) sheeting laminated to a specified metal substrate which is then embossed, message roll-coated.

The reflective sheeting shall consist of lens elements enclosed within a transparent resin and shall have a pre-coated pressure-sensitive adhesive backing protected by a removable liner. The clear coat shall protect the pre-printed design on the reflective sheeting and shall insure reliable long-term durability when finished according to the sheeting manufacturer’s recommendations.

The reflective sheeting, when applied to the license plate substrate and blanked to finished size, shall contain two identifying mark(s) for the purpose of on-vehicle traceability and warranty enforcement in accordance with these specifications. The warranty mark(s) shall incorporate the manufacturer’s production run number that designates the source of manufacturer, year of manufacture, and specific lot from which the material was supplied. There shall be included the State of Maryland’s security mark and one additional identifying security marking to prevent unlawful duplication.

Pre-printed reflective sheeting shall conform to the design, colors, and sheeting type as approved by the state which match existing colors and design exactly, to the satisfaction of MCE.

In addition to a square foot price for pre-printed reflective sheeting, each bidder shall include pricing of plain white reflective sheeting and any colored sheeting offered.

The specifications contained herein shall apply to all standard size plate classifications and are inclusive of all special category plates issued by the state wherein reflective material is requested.

Materials that have not been previously used by the state must be tested under actual outdoor weathering conditions or buy using accelerated weathering, test that match Maryland seasonal climate. A report stating exact process of accelerated testing must be provided before bid award. Test panels, prepared in accordance with Section II, Paragraph A, shall be positioned at locations representative of the state’s climate conditions, south-facing and inclined at 45 degrees from the vertical for a period equal to ½ the expected service life of the plate category for which the materials will be used.

If, at the end of testing, the materials meet the requirements contained in Section II of these specifications, the materials will be qualified for bid submission. Materials that have been qualified for bid submission by previous successful use in the state, by actual outdoor weather in the state, or by accelerated testing methods approved and must also meet the following requirements before the bid award, conforming to all requirements of these specifications.

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After the all bid submissions have been received, the lowest qualified bidder will be required to deliver to the state’s designated plate manufacturer for evaluation of three (3) nine hundred foot (900’) rolls of sheeting containing the designated pre-printed design and meeting all requirements contained herein. The materials will be used for compliance testing to these specifications; additionally, all required inks and thinners should also be submitted for evaluation.

Certification by a corporate officer of the reflective sheeting manufacturer that license plate materials, equipment, and technical services proposed have been successfully employed by the sheeting manufacturer under similar requirements to those specified herein.

Submission of technical data exhibiting characteristics of all materials proposed.

Information submitted shall include time and temperature required for curing of any inks, and/or other materials proposed for use in the production of completed license plates.

Vendors failing to conform to all and any requirements shall be disqualified.

2.3.1.2 Periodic Evaluation

The state reserves the right to periodically evaluate the performance of materials. Samples for periodic evaluation of performance will be selected at random for materials submitted on state purchase orders.

Failure of materials to comply with the requirements of these specifications shall be cause for removal.

2.3.1.3 Diffuse Daytime Color

Through instrumental color testing, the diffuse daytime color of the reflective sheeting shall conform to color requirements as determined spectrophotometrically in accordance with ASTM E 1164 and E-1359, utilizing either 45/0 or 0/45-degree illumination/viewing conditions as described in E-1164 and E-1349 for retro-reflective materials. Chromaticity and the Luminance Factor based on CIE tristimulus values for the 2-degree observer and illuminate D65 shall be calculated in accordance with ASTM E-308.

The standards for calibrating the test apparatus shall be the Munsell paper(s) designated below. They must be recently calibrated on a spectrophotometer.

Color specification limits and reference standards:

Chromaticity--% Reflectance-Reference standard

Color X Y Y Munsell papers

.303 .287 44 min. 6.3GY 6.77/.8

.368 .353

.340 .380

.274 .316

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2.3.1.3.1 Finished License Plates Suitable colorimeters for testing include: (A) The Gardner multi-purpose refractor meter (Model XL20 and XL23) color and color difference meter; (B) Gardner Models AC-2A or XL30 color difference meter; (C) The Meeco Model V color master; (D) The Hunter lab D25 color difference meter; (E) The Hunter Labe lab scan II; or (F) An approved alternate.

2.3.1.3.2 Munsell papers with calibration values assigned are available from Munsell, 2441 N. Calvert Street, Baltimore, Maryland 21218.

2.3.1.3.2.1 Adhesive and Protection Liner

2.3.1.3.2.1.1 The pre-coated adhesive shall form a durable bond to flat aluminum license plate surfaces recommended by the reflective sheeting manufacturer.

2.3.1.3.2.1.2 The protective liner attached to the adhesive shall be removable by peeling without soaking in water or other solvents and shall be easily removed after accelerated storage for four (4) hours at 150 degrees F (66 degrees C) under weight of 2.5 lbs. per square inch (1.14 KG per

6.45 sq. CM).

2.3.1.3.2.2 Flexibility – Embossing

The reflective sheeting applied to flat materials according to the recommendations of the reflective sheeting manufacturer, shall conform to the minimum maximum tolerance for embossing and/or de-bossing dies as used by the State’s manufacturing facility.

2.3.1.3.2.3 Roll Coating

The reflective sheeting shall be readily roll-coated and compatible with transparent and opaque colors as provided by the sheeting manufacturers.

2.3.2 Finished License Plates

Test panels shall be prepared in accordance with Section 2.3.4.

2.3.2.1 Warranty Provisions

For warranty purposes sheeting and finished plate shall be easily traced to the specific manufacturer’s production run numbers from which the materials originated. If at any time during the specified performance life the reflective material provided fails to meet the minimum performance requirements as specified, the vendor shall be responsible for replacement of all defective plates manufactured from that specific lot of material. The vendor shall be responsible for all replacement costs associated with a specific lot; a maximum liability assessment of $11.00 per plate will be invoked for failed plates associated with a specific lot. A sample of the failed plates will be sent to vendor; shop will hold all failed plates for ninety (90) days after vendor is notified. Reimbursement to the State shall be in dollars and/or materials equal to the assessed damage, at the State’s discretion.

To assure easy identification, the State of Maryland ensure mark(s) or security mark(s) shall be approximately

1.125 inches in diameter on standard 6” x 12” plates and shall be of a design mutually agreed upon by the

State and the sheeting manufacturer. The manufacturer may vary the number, design, and placement of the mark(s) from motorcycle or smaller license plates sizes. The ensure mark(s) or security mark(s), so as not to interfere or detract from the plate design or aesthetics, shall be verifiable on a license plate once properly affixed to the vehicle’s designated mounting area, from an approximate head-on plate distance of six (6) feet;

or Twenty (20) feet, when the viewer steps to one side from the head-on position. To assure on-vehicle trace-ability and warranty enforcement, ensure mark(s) or security mark(s) shall be verifiable under both ambient light and be retro-reflected light at night. The marks shall not alter sheeting colors or reduce sheeting brightness below specified levels.

2.3.2.2 Retro-Reflected Characteristics

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The co-efficient of retro-reflection for white sheeting shall be measured in flat, clean finished license plate test panels and shall have the following minimum values at 0.2-degree observation angle expressed as candlepower per foot-candle per square foot (candelas per lux per square meter) of material. Measurements shall be conducted in accordance with ASTM-810, “standard test method for co-efficient of retro-reflection of retro-reflective sheeting”.

Color Entrance Angle

-4’ 40’

White 50 16

2.3.2.3 Rainfall Performance

The co-efficient of retro-reflection of the same finished license plate test panels, measured on the same flat area, of the test panels, totally wet by rain, shall not be less than 90 percent of the values specified above Wet performance measurements shall be conducted at 0.2-degree observation and -4-degree entrance angles in accordance with ASTM 3-810 and using the test set-up described in section 7.10.1 of AASHTD M 26b.

2.3.2.4 Color

The reflective background of the license plate including any pre—printed design shall be similar in daytime color and under illumination at night.

2.3.2.5 Clean Ability

Finished license plates, manufactured in accordance with the recommendations of the reflective sheeting manufacturer, shall be easily cleaned of normal dirt accumulation by washing with water and a mild detergent. A test panel shall be sprayed with water-suspended soils collected from the underside of vehicle fenders, mixed with water in the proportion of five pounds (2.27 KG) of soil to one gallon (3.78 liters) of water and poured through a paint strainer. The mixture shall then be sprayed onto the panel while particles are in suspension. After the panel is thoroughly dry, it shall be cleaned by washing with mixture of water and mild detergent, rinsing with clean water, and wiped dry for examination. The panel shall show no appreciable difference when compared to a new clean panel.

2.3.2.6 Solvent Resistance

License plates finished according to the manufacturer’s recommendation shall be sufficient solvent-resistant to permit cleaning with VM&P, NAPTHA, mineral spirits, turpentine, or other solvents commonly used on vehicle finishes rinsed and dried, the plate surface shall show no appreciative change following cleaning. As a performance measurement, the finished license plate test panel shall be immersed for one (1) minute in a test fuel (ASTM D471 reference fuel B). After removal, the test panel shall not show any visible change which would reduce its effective performance.

2.3.2.7 Temporary Water-Repellant Surface Coating

To check for temporary water-repellent surface coating, a test panel shall be exposed for 150 hours to twin arc weathering per ASTM G23-B1 Type E. Following exposure, the panel shall be washed in 5% HCL Solution for 45 seconds, rinsed thoroughly with water dried with a soft clean cloth and brought to equilibrium at 72 degrees Fahrenheit plus or minus 5 degrees Fahrenheit and 50% plus or minus 5% R.H. The panel shall then be measured for co-efficient of retro-reflection and shall maintain not less than 90% of the specified dry and wet minimum values in 11.B.3 & 4. The panel shall show no appreciable discoloration, cracking, crazing, blistering, lighting or dimensional change. The surface shall continue to be essentially smooth and provide a compatible surface for direct application of validation stickers with pressure-sensitive adhesive.

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2.3.2.8 Performance Lift

Reflective sheeting applied and processed into finished license plates according to the sheeting manufacturer’s instructions shall be considered to perform effectively for the service life specified, excluding those plates showing mechanical damage, if:

(A) The plates show no fading, cracking, blistering, or peeling which will significantly impair the intended visibility or legibility of the plate, and if

(B) The clean rear plate retains at least five (5) candlepower per foot-candle per plate (0.46 candelas per lux per plate) for length of the intended issue being bid. All reflective material shall have a performance life of five (5) years.

Measurements shall be conducted at 0.2-degree observation angle and 4-degree entrance angle. Co-efficient of luminous intensity shall be measured using the text method outlined in ASTM E-810 except that the co-efficient of luminous intensity shall be determined in accordance with ASTM E-808 paragraph 4.2.1 and

ASTM E-809 paragraph 12.1.1.

2.3.3 Test Panels & Quality Conformance

2.3.3.1 Test Panels

Finished license plates panels 6” x 12” (15.2 CM x 30.5 CM) must be provided for testing and evaluation within ten (10) calendar days if required by the State and shall be produced of the same materials, on the equipment and by the same general processes of metal cleaning, laminating, embossing or de-bossing, roll-coating on the pre clear sheeting as the production plates, in accordance with the sheeting manufacturer’s recommendations. Note the following test panel exception for photometric testing.

Special test panels for photometric testing shall be produced as above, except that they shall not be embossed or de-bossed and they shall not be roll coated.

All test panels must be conditioned for at least 24 hours at 72 degrees +5 degrees Fahrenheit (22+1 degrees

Celsius) and 50%+ 2% R.H. prior to testing.

2.3.3.2 Quality Conformance

Failure of the reflective sheeting to meet any requirement specified herein shall be cause for refusal to accept materials until evidence has been provided by the manufacturer that corrective action has been taken to eliminate deficiencies.

2.3.4 Support Service

2.3.4.1 Plate Design Service

The reflective sheeting manufacturer shall maintain a professional design service to assist the State in creating a license plate of high legibility, recognizably, and desired aesthetics. The consistency of printing and roll inks must be maintained throughout the contract period. The vendor must provide for and maintain a comparable color match to existing and/or selected designs by the State. The sheeting manufacturer will be required to furnish sheeting based on the current license State design. Failure to match and maintain colors in accordance with this section will be cause for contract cancellation.

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**The State reserves the right to re-design or change tag designs on any or all of the plates required under these specifications during the term of contract. **

2.3.4.2 Technical Service

The reflective sheeting supplier shall without additional cost, provide the license plate manufacturer shop with competent technical service and product information until the shop operating personnel are able to manufacture quality license plates in accordance with the State requirements. A list of the technical service personnel and their qualifications shall be provided to the State. To ensure continued quality plate manufacture, the sheeting supplier shall without additional cost, provide the State license plate manufacturer facility with a minimum of ten (10) days on-site technical maintenance service in a calendar year.

2.3.4.3 Equipment

The reflective sheeting supplier shall provide the necessary equipment for the intended contract periods to laminate plain or re-printed sheeting to the substrate inclusive of, but not limited to, a 14-inch reflective sheeting applicator, stretch control mechanism, brake table, and corresponding registry feed controls.

All required training shall be completed and equipment installed and operational within sixty (60) working days of notice of award of contract.

Installation and training shall be acceptable upon consistently running the required line(s) at representative speeds not to exceed 100 strokes per minute with a rejection rate of 3% or less. The acceptability of the blanks shall be determined by the issuing agency in conjunction with the license plate management.

If the application registry control and stretch control equipment is not installed in the time and manner as specified above or if any sheeting, ink or coating fails to meet specifications, the entire order is subject to cancellation and the agency reserves the right to purchase all sheeting, ink and coating covered by the order from an alternate source with the defaulting contractor reimbursing any cost differential.

The sheeting manufacturer shall provide a list of available stocked parts to the license plate manufacturing shop. In the event of equipment failure, the sheeting manufacturer shall ship stocked replacement parts by express carrier with 12 hours of notification.

On-site technical services shall be available within 48 hours of notification of production difficulties by the manufacturer shop.

The cost of any waste materials, including metal and sheeting generated because of installation and testing of application, stretch and registry equipment will be reimbursed to the State by the successful vendor. Any salary costs generated because the successful bidder requested to work during other than the normal scheduled work hours of the license plate plant employees will be borne by the vendor.

Upon expiration of the existing contract the sheeting supplier’s equipment shall be removed within thirty

(30) days unless an extension of the sheeting contract has been negotiated with the sheeting supplier.

2.3.5 Policy & Procedures

To ensure easy access and proper inventory control and to prevent roll damage due to double stacking, the reflective sheeting shall be shipped in bulk packages. Each package shall contain twelve (12) 900-foot rolls per layer, (minimum 1800 blanks per roll), be three (3) layers high, with two (2) single packaged rolls on top.

Policies and procedures regarding such security and supervision must be submitted to and approved by the

State.

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Production run sequence numbers shall be affixed to the outside of each shipping package that corresponds to the materials contained therein. Each roll shall be additionally designed by a core identifier stamped or affixed a permanent label to the inside of each roll core.

2.3.6 Delivery Schedule

All deliveries shall be provided F.O.B. to the State’s designated point of delivery. The first expected delivery of reflective sheeting shall not be later than thirty (30) days following official notification of contract award.

All subsequent orders shall be F.O.B. destination with expected delivery within thirty (30) days after receipt.

2.3.7 Accountability

The manufacturer shall be accountable for all sheeting from the place of manufacturer to the point of deliver.

All over-run materials remaining in the manufacturer’s possession after discontinuation of any design or the contract’s cancellation, shall be destroyed and used for no other purpose. Engraved printing cylinders use to manufacture pre-printed sheeting shall be supplied and remain in the possession of the sheeting manufacturer until such time as the cylinders are destroyed. The vendor must provide adequate security methods and supervision to protect sheeting from unauthorized use.

2.3.8 Processing

The reflective sheeting processing shall be in accordance with the recommendations of the manufacturer. All processing procedures for reflective material, thinner, coating, solvent, and inks must be compatible, or made compatible at the vendor’s expense with equipment and procedures currently employed by the State. Failure to meet the terms, conditions, and specifications of the contract shall be considered as a breach of contract and will subject the contract to cancellation and/or other penalty as provided for under law or equity. The contractor will be required to deliver all thinner, and inks on an as-needed basis. Delivery in the amount required must be completed within fifteen (15) days after receipt of order. Projected columns are estimate only. The contract shall be for actual amounts ordered during the selected contract production period.

Delivery schedules and quantities must be coordinated with the State’s designed manufacturer.

***NOTE: Motor Vehicle Administration will review samples and provide approval of all products and specifications prior to bid award. ***

2.3.9 Description/Size

Reflective Sheeting should be exact in size; the standard automobile plate sheeting is to be 6” x 12.0625 inches and the motorcycle sheeting is to be 4” X 7”. All reflective sheeting will have a security mark or security and date of manufacturing.

2.3.10 Quantities

Annual Reflective Sheeting quantities are estimated only, exact quantities necessary cannot be determined in advance.

2.3.11 Types of Sheeting

2.3.11.1 Reflective Sheeting, Plain with Web Address: Pre-clear Maryland Reflective Sheeting with

State’s Web Address at bottom of the plate, 35,000 SF

2.3.11.2 Reflective Sheeting, Class A with Web Address: Pre-clear Maryland Reflective Sheeting with State Shield and State’s Web Address at bottom of plate, 20,000 SF

2.3.11.3 Reflective Sheeting, White MC Sheeting, 4” X 7” with Web Address at bottom of plate, Pre-

Clear Maryland, 1,000 SF

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2.3.11.4 Reflective Sheeting, Plain with No Web Address at the bottom of plate, Pre-Clear Maryland, 40,000 SF

2.3.11.5 Reflective Sheeting, Clear Class A with State Shield and No Web Address at bottom of plate, Pre-Clear Maryland, 20,000 SF

2.3.11.6 Reflective Sheeting, Agriculture, Pre-Clear Maryland, 30,000 SF

2.3.11.7 Reflective Sheeting, White, Motor Cycle, 4” X 7”, without web, with Maryland at top of plate, Pre-Clear, 1,000 SF

2.3.11.8 Reflective Sheeting, Yellow, plain, Maryland State Police, 1,000 SF (#30121)

2.3.11.9 Reflective Sheeting, Yellow, plain, Motor Cycle, 4” x 7”, Maryland State Police, 100 SF

2.3.11.10 Reflective Sheeting, Historic, Pre-Clear Maryland, 200,000 SF

2.3.11.11 Reflective Sheeting, Graphic Bay, Vehicle, 60,000 SF

2.3.11.12 Reflective Sheeting, MD Proud, 4” x 7”, 14,000 SF

2.3.11.13 Reflective Sheeting, MD Proud, Vehicle, 1,000,000 SF

2.3.12 Equipment: Digitag Solo UV Inkjet Printer

2.3.13 Colors

Solo-Printer Inks:

Cyan IJ001-C

Magenta IJ001-M

Yellow IJ001-J

Black IJ001-K

Maintenance Solution:

IJ1001 MS

Silk Screening Inks:

3529 Over Print Clear (1 gal)

35178 High Intensity White

UVTS Black

All chemicals in production of tags.

IFB for Maryland Correctional Enterprises Page 11 of 51

3 Contractor Requirements: General

3.1 Contract Initiation Requirements

THIS SECTION IS INAPPLICABLE TO THIS IFB.

3.2 End of Contract Transition

THIS SECTION IS INAPPLICABLE TO THIS IFB.

3.3 Invoicing

3.3.1 General

a) The Contractor shall e-mail the original of each invoice and to MCE’s Accounts Payable

Department at Dlmceap-dpscs@maryland.gov.

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

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.

Invoices that contain both fixed price and time and material items shall clearly identify each item as either fixed price or time and material billing.

The Department reserves the right to reduce or withhold Contract payment in the event the Contractor does not provide the Department with all required deliverables within the time frame specified in the

Contract or otherwise breaches the terms and conditions of the Contract until such time as the Contractor brings itself into full compliance with the Contract.

Any action on the part of the Department, or dispute of action by the Contractor, shall be in accordance with the provisions of Md. Code Ann., State Finance and Procurement Article §§ 15-215 through 15-223 and with COMAR 21.10.04.

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.

mailto:Dlmceap-dpscs@maryland.gov

IFB for Maryland Correctional Enterprises Page 12 of 51

3.3.2 Travel Reimbursement

Travel will not be reimbursed under this IFB.

3.4 Liquidated Damages

3.4.1 MBE Liquidated Damages

Inapplicable because there is no MBE goal for this IFB.

3.4.2 Liquidated Damages other than MBE

THIS SECTION IS INAPPLICABLE TO THIS IFB.

3.5 Disaster Recovery and Data

THIS SECTION IS INAPPLICABLE TO THIS IFB.

3.6 Insurance Requirements

THIS SECTION IS INAPPLICABLE TO THIS IFB.

3.7 Security Requirements

THIS SECTION IS INAPPLICABLE TO THIS IFB.

3.8 Problem Escalation Procedure

THIS SECTION IS INAPPLICABLE TO THIS IFB.

3.9 SOC 2 Type 2 Audit Report

A SOC 2 Type 2 Report is not a Contractor requirement for this Contract.

3.10 Minority Business Enterprise (MBE) Reports

THIS SECTION IS INAPPLICABLE TO THIS IFB.

3.11 Veteran Small Business Enterprise (VSBE) Reports

THIS SECTION IS INAPPLICABLE TO THIS IFB.

3.12 Work Orders

THIS SECTION IS INAPPLICABLE TO THIS IFB.

3.13 Additional Clauses

3.13.1 The State of Maryland’s Commitment to Purchasing Environmentally Preferred

Products and Services (EPPs)

Maryland’s State Finance & Procurement Article §14-410 defines environmentally preferable purchasing as “the procurement or acquisition of goods and services that have a lesser or reduced effect on human health and the environment when compared with competing goods or services that serve the same purpose.” Accordingly, Bidders are strongly encouraged to offer

EPPs to fulfill this contract, to the greatest extent practicable.

https://trackbill.com/bill/maryland-house-bill-629-environmentally-preferable-procurement-maryland-green-purchasing-committee/647077/

IFB for Maryland Correctional Enterprises Page 13 of 51

3.13.2 No-Cost Extensions

In accordance with BPW Advisory 1995-1 item 7.b, in the event there are unspent funds remaining on the Contract, prior to the Contract's expiration date the Procurement Officer may modify the Contract to extend the Contract beyond its expiration date for a period up to, but not exceeding, one-third of the base term of the Contract (e.g., eight-month extension on a two-year contract) for the performance of work within the Contract's scope of work. Notwithstanding anything to the contrary, no funds may be added to the Contract in connection with any such extension.

IFB for Maryland Correctional Enterprises Page 14 of 51

4 Procurement Instructions

4.1 Pre-Bid Conference

THIS SECTION IS INAPPLICABLE TO THIS IFB.

4.2 eMaryland Marketplace Advantage (eMMA)

4.2.1 eMMA is the electronic commerce system for the State of Maryland. The IFB, Conference summary and attendance sheet, Bidders’ questions and the Procurement Officer’s responses, addenda, and other solicitation-related information will be made available via eMMA.

4.2.2 It is highly recommended that all vendors register on eMMA. Registration is free. Go to emma.maryland.gov, click on “New Vendor? Register Now” to begin the process, and then follow the prompts.

4.3 Questions

4.3.1 All questions, including concerns regarding any applicable MBE or VSBE participation goals, shall identify in the subject line the Solicitation Number and Title (BPM038186 - LICENSE

PLATE SHEETING), and shall be submitted in writing via e-mail to the Procurement no later than the date and time specified the Key Information Summary Sheet. The Procurement Officer, based on the availability of time to research and communicate an answer, shall decide whether an answer can be given before the Bid due date.

4.3.2 Answers to all questions that are not clearly specific only to the requestor will be distributed via the same mechanism as for IFB amendments, and posted on eMMA.

4.3.3 The statements and interpretations contained in responses to any questions, whether responded to verbally or in writing, are not binding on the Department unless it issues an amendment in writing.

4.4 Procurement Method

A Contract will be awarded in accordance with the Competitive Sealed Bidding method under COMAR

21.05.02.

4.5 Bid Due (Closing) Date and Time

4.5.1 Bids, in the number and form set forth in Section 5 Bid Format, must be received by the

Procurement Officer no later than the Bid due date and time indicated on the Key Information

Summary Sheet in order to be considered.

4.5.2 Requests for extension of this date or time shall not be granted.

4.5.3 Bidders submitting Bids should allow sufficient delivery time to ensure timely receipt by the

Procurement Officer. Except as provided in COMAR 21.05.02.10, Bids received after the due date and time listed in the Key Information Summary Sheet will not be considered.

4.5.4 The date and time of an e-mail submission is determined by the date and time of arrival in the e-mail address indicated on the Key Information Summary Sheet.

4.5.5 Bids may be modified or withdrawn by written notice received by the Procurement Officer before the time and date set forth in the Key Information Summary Sheet for receipt of Bids.

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

IFB for Maryland Correctional Enterprises Page 15 of 51

4.5.6 Bids may be submitted by e-mail or facsimile. Bids will be opened publicly at the date and time indicated on the Key Information Summary Sheet.

4.5.7 Potential Bidders not responding to this solicitation are requested to submit the “No Bid

Notice/Vendor Feedback” form, which includes company information and the reason for not responding (e.g., too busy, cannot meet mandatory requirements).

4.6 Multiple or Alternate Bids

Multiple or alternate Bids will not be accepted.

4.7 Receipt, Opening and Recording of Bids

4.7.1.1 Upon receipt, each Bid and any timely modification(s) to a Bid shall be stored in a secure place until the time and date set for bid opening. Before Bid opening, the State may not disclose the identity of any Bidder.

4.7.1.2 Bids shall be opened publicly, at the time, date and place designated in the IFB Key

Information Summary Sheet (near the beginning of the solicitation, after the Title Page and

Notice to Vendors). The name of each Bidder, the Total Bid Price, and such other information as is deemed appropriate shall be read aloud or otherwise made available and recorded at the time of bid opening.

4.8 Confidentiality of Bids / Public Information Act Notice

4.8.1 The Bidder should give specific attention to the clear identification of those portions of its Bid that it considers confidential and/or proprietary commercial information or trade secrets, and provide justification why such materials, upon request, should not be disclosed by the State under the Public Information Act, Md. Code Ann., General Provisions Article, Title 4. This information should be identified by page number and placed in the Transmittal Letter with the Bid.

4.8.2 The Bids shall be tabulated or a Bid abstract made. The opened Bids shall be available for public inspection at a reasonable time after Bid opening, but in any case before contract award, except to the extent the Bidder designates trade secrets or other proprietary data to be confidential as set forth in this solicitation. Material so designated as confidential shall accompany the Bid and shall be readily separable from the Bid in order to facilitate public inspection of the non-confidential portion of the Bid, including the Total Bid Price.

4.8.3 For requests for information made under the PIA, the Procurement Officer shall examine the Bids to determine the validity of any requests for nondisclosure of trade secrets and other proprietary data identified in writing. Nondisclosure is permissible only if approved by the Office of the

Attorney General.

4.9 Award Basis

4.9.1 A Contract shall be awarded to the responsible Bidder(s) submitting a responsive Bid with the most favorable bid price or most favorable evaluated bid price, delivery time, conformance to the

Specifications, and approval by MVA (as referenced in COMAR 21.05.02.13) for providing the goods and services as specified in this IFB. Bidders must bid all line items. Partial or incomplete bids will be rejected unless otherwise stated in the solicitation. See IFB Section 6 for Bid evaluation and award information.

4.9.2 Award of this contract will not be final and complete until after: (1) the Contractor submits complete and satisfactory documentation required under the Contract and/or documentation

IFB for Maryland Correctional Enterprises Page 16 of 51 required by the Procurement Officer; and (2) the Contract is signed by the Department following any required approvals of the Contract, including approval by the Board of Public Works, if such approval is required.

4.10 Tie Bids

Tie Bids will be decided pursuant to COMAR 21.05.02.14.

4.11 Duration of Bids

Bids submitted in response to this IFB are irrevocable for the latest of the following: 120 days following the Bid due date and time or the date any protest concerning this IFB is finally resolved. This period may be extended at the Procurement Officer’s request only with the Bidder’s written agreement.

4.12 Revisions to the IFB

4.12.1 If the IFB is revised before the due date for Bids, the Department shall post any addenda to the

IFB on eMMA and shall endeavor to provide such addenda to all prospective Bidders that were sent this IFB or are otherwise known by the Procurement Officer to have obtained this IFB. It remains the responsibility of all prospective Bidders to check eMMA for any addenda issued prior to the submission of Bids.

4.12.2 Bidders shall acknowledge the receipt of all addenda to this IFB issued before the Bid due date.

4.12.3 Failure to acknowledge receipt of an addendum does not relieve the Bidder from complying with the terms, additions, deletions, or corrections set forth in the addendum, and may cause the Bid to be deemed not responsive.

4.13 Cancellations

4.13.1 The State reserves the right to cancel this IFB, accept or reject any and all Bids, in whole or in part, received in response to this IFB and to waive or permit the cure of minor irregularities.

4.13.2 In the event a government entity proposes and receives the recommendation for award, the procurement may be cancelled and the award processed in accordance with COMAR

21.01.03.01.A(4).

4.13.3 If the services that are the subject of the IFB are currently being provided under an interagency agreement with a public institution of higher education and the State determines that the services can be provided more cost effectively by the public institution of higher education, then the IFB may be cancelled in accordance with Md. Code Ann., State Finance and Procurement Art., § 3-

207(b)(2).

4.14 Incurred Expenses

The State will not be responsible for any costs incurred by any Bidder in preparing and submitting a Bid or performing any other activities related to submitting a Bid in response to this solicitation.

4.15 Protest/Disputes

Any protest or dispute related to this solicitation or the Contract award shall be subject to the provisions of COMAR 21.10 (Administrative and Civil Remedies).

IFB for Maryland Correctional Enterprises Page 17 of 51

4.16 Bidder Responsibilities

4.16.1 Bidders must be able to provide all goods and services and meet all of the requirements requested in this solicitation and the successful Bidder shall be responsible for Contract performance including any subcontractor participation.

4.16.2 If applicable, subcontractors utilized in meeting the established MBE or VSBE participation goal(s) for this solicitation shall be identified as provided in the appropriate Attachment(s) to this

IFB (see Section 4.26 “MBE Participation Goal” and Section 4.27 “VSBE Goal”).

4.16.3 If the Bidder is the subsidiary of another entity, all information submitted by the Bidder, including but not limited to references, financial reports, or experience and documentation (e.g.

insurance policies, bonds, letters of credit) used to meet minimum qualifications, if any, shall pertain exclusively to the Bidder, unless the parent organization will guarantee the performance of the subsidiary. If applicable, the Bidder’s Bid shall contain an explicit statement, signed by an authorized representative of the parent organization, stating that the parent organization will guarantee the performance of the subsidiary.

4.16.4 A parental guarantee of the performance of the Bidder under this Section will not automatically result in crediting the Bidder with the experience or qualifications of the parent under any evaluation criteria pertaining to the actual Bidder’s experience and qualifications. Instead, the

Bidder’s responsibility will be assessed to the extent to which the State determines that the experience and qualifications of the parent are applicable to and shared with the Bidder, any stated intent by the parent to be directly involved in the performance of the Contract, and the value of the parent’s participation as determined by the State.

4.17 Acceptance of Terms and Conditions

By submitting a Bid in response to this IFB, the Bidder, if selected for award, shall be deemed to have accepted the terms and conditions of this IFB and the Contract, attached hereto as Attachment M.