BPM046961_DPP_Janitorial_Chestertown_Janitorial_IFB.pdf

STATE OF MARYLAND

DEPARTMENT OF PUBLIC SAFETY AND CORRECTIONAL

SERVICES (DPSCS)

INVITATION FOR BIDS (IFB)

DIVISION OF PAROLE & PROBATION (DPP)

CHESTERTOWN, MARYLAND JANITORIAL SERVICE

IFB NUMBER BPM046961

ISSUE DATE: OCTOBER 31, 2024

NOTICE TO BIDDERS

SMALL BUSINESS RESERVE PROCUREMENT

This is a Small Business Reserve Procurement for which award will be limited to certified small business vendors. Only businesses that meet the statutory requirements set forth in State Finance and

Procurement Article, §§14-501 —14-505, Annotated Code of Maryland, and that are certified by the

Governor’s Office of Small, Minority & Women Business Affairs (GOSBA) 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 eMarylandMarketplace

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

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO

RESPOND TO THIS SOLICITATION.

Division of Parole & Probation (DPP) Chestertown, MD

Janitorial Service

Solicitation #: BPM046961

IFB Document

IFB for Department of Public Safety and Correctional

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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) Chestertown, Maryland Janitorial Service

Solicitation No: BPM046961

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 AND CORRECTIONAL

SERVICES (DPSCS)

KEY INFORMATION SUMMARY SHEET

Invitation for Bids Maintenance - DPP Janitorial Services – Chestertown, Maryland

Solicitation Number: BPM046961

IFB Issue Date: October 31, 2024

IFB Issuing Office: Department of Public Safety and Correctional Services (DPSCS or the Department)

Procurement Officer: Adam Pietrocarlo

6776 Reisterstown Rd., Suite 211 Baltimore, MD 21215 e-mail:

Office Phone:

Adame.pietrocarlo1@Maryland.gov

410-336-5803

Bids are to be sent to: Bids & Bid amounts shall be submitted electronically Via eMMA

Virtual Pre-bid Conference November 6, 2024 10:00 AM via Google Meet

Meeting ID meet.google.com/wyp-qfhc-bvj

Edit Phone Numbers

(US)+1 208-843-1559

PIN: 278 820 046#

Site Visit: November 7, 2024 10:00 AM

131 Dixon Drive

Chestertown, MD 21620

Questions Due Date and Time November 8, 2024 4:00 PM Local Time

Bid Due (Closing) Date and

Time:

November 20, 2024 3:00 PM Local Time

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

MBE Subcontracting Goal: 0%

VSBE Subcontracting Goal: 0%

Contract Type: Firm fixed price

Contract Duration: Three (3) years

Primary Place of

Performance:

Division of Parole and Probation

131 Dixon Drive

Chestertown, MD 21620 mailto:Adame.pietrocarlo1@Maryland.gov https://meet.google.com/wyp-qfhc-bvj?hs=122&authuser=0 tel:+1-208-843-1559

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SBR Designation: Yes

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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

2.3 Responsibilities and Tasks

2.4 Whenever State employees are excused early as the result of severe inclement weather or hazardous conditions, the Contractor may perform work outside of the hours specified in

Section 2.4.1 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 Monitor 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

2.8 CONTRACTOR /ON SITE SUPERVISOR

2.9 CONTRACTOR’S EMPLOYEES

3 Contractor Requirements: General

3.1 Contract Initiation Requirements

3.2 End of Contract Transition

3.3 Invoicing

3.4 Liquidated Damages

3.5 Insurance Requirements

3.6 Security Requirements

3.7 Problem Escalation Procedure

3.8 SOC 2 Type 2 Audit Report

3.9 Minority Business Enterprise (MBE) Reports

3.10 Veteran Small Business Enterprise (VSBE) Reports

3.11 Work Orders

4 Procurement Instructions

4.1 Site Visit

4.2 eMaryland Marketplace Advantage (eMMA)

4.3 Questions

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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

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

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4.38 Maryland Healthy Working Families Act Requirements

5 Bid Format

5.1 One Part Submission

5.2 Required Bid Submission

5.3 Delivery

5.4 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 N. Contract Affidavit

Attachment K Mercury Affidavit

Attachment D. Contract

Appendix 1. – Abbreviations and Definitions

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1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

As part of the determination to be considered responsive, the Bidder must document in its Bid that it satisfies the following Minimum Qualifications:

1.1.1 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.

1.1.2 Required Documentation: As proof of meeting this requirement, the Bidder shall provide with its Bid 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.

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 and Correctional Services (DPSCS 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 Department of Public Safety and Correctional Services: Janitorial Services for the

Division of Parole and Probation located in Chestertown Maryland. The offices contain approximately 3,798 net cleanable square feet.

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 for the work under this IFB. 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

The Department of Public Safety and Correctional Services, Division of Parole and Probation

(DPP) – Chestertown occupies space in a one (1) story structure located at 131 Dixon Drive, Chestertown, MD 21620. The offices contain approximately 3,798 net cleanable square feet. The designated Contract Monitor is Shareka Weaver, Manager of the Leased Facilities for the

Department of Public Safety and Correctional Services. The Facility Coordinator will be the onsite office manager(s).

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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2.2.1 Services to Be Supplied by the Department

2.2.1.1 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.

2.2.1.2 The State will provide janitorial closets for housing of the Contractor’s equipment and supplies. These closets must be maintained in clean, neat and orderly condition by the Contractor.

2.2.1.3 A trash receptacle (dumpster) will be supplied 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.

2.2.1.4 If recycle and landfill waste dumpsters are available, recyclable waste must be separated and placed in the recycle dumpster.

2.3 Responsibilities and Tasks

To provide janitorial services for the Division of Parole and Probation located at 131 Dixon Drive

Chestertown, MD 21620 a State agency managed under the authority of the Department of Public Safety and Correctional Services. The Contractor shall furnish all labor, equipment and supplies necessary to perform the daily, weekly, twice-weekly, monthly, quarterly, 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 2,719 square feet of carpeted floor surface

Approximately 846 square feet of VCT (Vinyl Composition Tile) flooring

Approximately 233 square feet of ceramic tile flooring (in restrooms)

Approximately 3,798 net square feet of cleanable space on one (1) floor

3 Restrooms (with ceramic tile flooring)

3 Restroom Exhaust Fans

16 Windows 11 Approximate # of employees 30 Trash cans

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.

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2.3.1 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 Contractors monthly invoice as indicated in Section 2.8.5, and shall be considered as a breach of the contract and shall be cause to consider the Contractor in default, subject to termination. 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.

2.3.2 Daily Cleaning Service, Monday through Friday

A. Restrooms

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

ii. Water closets and urinals shall be washed and sanitized using Environmental Protection Agency (EPA) approved disinfectant to combat pathogens. No rust or encrustation shall remain. Traps shall be maintained, free from odor at all times.

Washbasins shall be clean.

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

iv. The Stall partitions of toilets and side walls shall be damp wiped and disinfected.

v. Paper towel waste receptacles shall be emptied and towel, soap and toilet paper dispensers serviced and adequately supplied prior to occupant’s official starting time.

vi. Waste receptacles shall be emptied, dispensers serviced and adequately supplied, wash basins cleaned, the room policed to remove paper, trash or spillages.

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

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

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

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

iii. Vacuum three times per week, offices and conference rooms.

iv. Spot clean carpet as necessary.

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

C. Lobbies and Corridors - Floors shall be swept or if carpeted, vacuumed. Hard floors shall be wet-mopped or scrubbed and resilient floors damp-mopped on those floors having exterior building entrances. Drinking fountains 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.

a. 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.

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

2.3.3 WEEKLY SERVICES

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

2.3.4 BI-WEEKLY SERVICES

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

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.

2.3.5 MONTHLY SERVICES

A. Restroom –

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

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

iii. Clean all window sills and emergency light fixtures.

B. Room Cleaning –

i. Wall surfaces within approximately 70” of the floor, spot clean vertical surfaces and under knee surfaces (knee wells, chair rungs, table legs, etc.) shall be dusted.

ii. Glass in doors, partitions, pictures and bookcases shall be damp wiped.

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iii. On a monthly schedule, in between normal quarterly waxing performance, floors shall be damp-mopped and buffed.

iv. Clean all air vents, window sills and emergency light fixtures.

v. Horizontal surfaces of desks, file cabinets and chairs shall be dusted with a treated dust cloth.

vi. Glass desk tops shall be cleaned with an untreated cloth.

C. Lobbies and Corridors –

i. Main corridors and other heavy traffic areas having resilient flooring shall be wet-mopped and buffed.

2.3.6 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 light fixtures and all air vents.

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

Blinds shall be dusted.

2.3.7 BI-ANNUAL SERVICES

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, vacuum and/or cleaned on both sides.

2.3.8 ADD ALTERNATIVE SERVICES

2.3.8.1 ADD ALTERNATE #1: STRIPPING AND WAXING ALL VCT

FREQUENCY: ANNUAL

LOCATIONS: LOBBY/WAITING AREA, CORRIDORS AND STAFF

LOUNGE

STANDARDS:

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

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

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

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

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

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2.3.8.2 ADD ALTERNATE #2: SCRUB AND RECOAT ALL VCT FLOORING

FREQUENCY: THREE TIMES PER YEAR (MARCH, JULY &

NOVEMBER)

LOCATIONS: LOBBY/WAITING AREA, CORRIDORS AND STAFF

LOUNGE

STANDARDS:

A. Scrub all floors with a VCT floor cleaner.

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

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

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

E. All moveable items (chairs, trash cans, etc.) are moved as needed to permit access for complete cleaning.

2.3.8.3 ADD ALERNATE #3: CLEAN AND SHAMPOO CARPETING

FREQUENCY: TWICE YEARLY (JUNE and DECEMBER)

LOCATIONS: ALL CARPETED AREAS OF BUILDING

STANDARDS:

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

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

C. Carpet presents a clean, uniform appearance.

D. 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.

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

2.4 Whenever State employees are excused early as the result of severe inclement weather or hazardous conditions, the Contractor may perform work outside of the hours specified in Section

2.4.1 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 Monitor 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.

2.4.1 Standard operating hours of the Division of Parole and Probation is as follows:

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Monday 8:00a.m. to 5:00 p.m.

Tuesday 8:00a.m. to 5:00 p.m.

Wednesday 8:00a.m. to 5:00 p.m.

Thursday 8:00a.m. to 5:00 p.m.

Friday 8:00a.m. to 5:00 p.m.

2.5 Except as provided in Section 2.4 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, 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 Monitor or his/her designee.

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

New Year’s Day Labor Day

Martin Luther King Day Columbus Day

Presidents Day Veterans Day

Juneteenth Thanksgiving Day

Memorial Day Day after Thanksgiving

Independence Day Christmas Day

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

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

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

2.8 CONTRACTOR /ON SITE SUPERVISOR

2.8.1.1 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 Monitor.

2.8.1.2 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.

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

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

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2.8.1.4 The On-Site Supervisor and the requisite janitor(s) shall perform the cleaning tasks during the hours stated in Section 7, 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.

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

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

2.8.1.6 Failure of the on-site Supervisor to be present at any time 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.

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

2.8.1.8 The On-Site Supervisor is responsible for presenting to the Contract Monitor 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 Monitor or his/her designee when the seasonal tasks are actually performed. The Contract Manager or his/her designee will provide the contract monitor with a signed copy approving the service.

2.8.1.9 The On-Site Supervisor will provide the Contract Monitor 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.

2.8.1.10 For all cleaning tasks, the Contract Monitor 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 Monitor 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.

2.8.1.11 Failure of the On-Site Supervisor to provide the Contract Monitor 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.

2.8.1.12 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.

2.8.1.13 The On-Site Supervisor is responsible for presenting to the Contract Monitor 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 Monitor or his/her designee

Services Page 10 of 66 when the seasonal tasks are actually performed. The Contract Manager or his/her designee will provide the contract monitor with a signed copy approving the service.

2.8.1.14 The On-Site Supervisor will provide the Contract Monitor 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.

2.8.1.15 For all cleaning tasks, the Contract Monitor 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 Monitor 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.

2.8.1.16 Failure of the On-Site Supervisor to provide the Contract Monitor 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.

2.8.1.17 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.

2.8.2 CONDUCT OF CONTRACTOR’S EMPLOYEES

Employees of the Contractor, while performing work under this Contract, will not:

2.8.2.1 Remove any State or personal property, equipment, monies, forms or any other item(s) from the building;

2.8.2.2 Engage in loud or boisterous behavior;

2.8.2.3 Operate, radios, tape/CD players or other sound amplification devices;

2.8.2.4 Be under the influence of alcohol or drugs;

2.8.2.5 Gamble;

2.8.2.6 Turn on, or off, or use any equipment other than the contractor's equipment;

2.8.2.7 Use any State telephone except a telephone designated by the Facility Coordinator for the purpose of business under this contract; the contractor shall reimburse the State for any costs for misuse of telephones;

2.8.2.8 Open any desk, file cabinet or storage cabinet;

2.8.2.9 Consume any food or beverage other than that brought with the employee or purchased from vending machines, and only in areas designated by the Facility Coordinator;

2.8.2.10 Engage in horseplay;

2.8.2.11 Remove any item from desks, file cabinet, storage cabinet, or any other location;

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2.8.2.12 Sleep;

2.8.2.13 Engage in long conversations with security guards, visitors or other individuals;

2.8.2.14 Take photographs of the building or its contents;

2.8.2.15 Remove any documents, records, forms or paper of any kind which is not either in trash cans or clearly marked as trash;

2.8.2.16 Engage in any activity which is not in the best interest of the State or is otherwise detrimental to the performance of this contract;

2.8.2.17 Have visitors, bring children to work or bring any unauthorized individuals into the facility at any time; or

2.8.2.18 Enter the facility during non-specified working hours without the prior knowledge and approval of the On-Site Supervisor or his/her designee.

2.8.2.19 The Contract Monitor may direct the Contractor to replace any employee who violates any provision of this Contract, or who is perceived as being unqualified, unproductive, disruptive, or who is reasonably believed to have committed any violation of law. The

Facility Coordinator or Contract Monitor may notify the Contractor’s representative verbally that the unacceptable employee be immediately removed from the Department’s premises, and request an immediate replacement. The Contract Monitor will follow up with written notification to the Contractor as soon as practicable. The Contractor shall remain responsible for timely performance of all requirements of the Contract.

2.8.3 SUPPLIES FURNISHED BY THE CONTRACTOR

2.8.3.1 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.

2.8.3.2 The trash carts for collection of trash throughout the building are not provided. Provision of trash carts will be the responsibility of the Contractor.

2.8.3.3 Trash carts shall be approved by the Contract Monitor.

2.8.3.4 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.

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

Contract Monitor or his/her designee.

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2.8.4 REDUCTIONS FOR NON-PERFORMANCE

2.8.4.1 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).

2.8.4.2 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).

2.8.4.3 Reductions for 2.5.51 and 2.5.52 above will be based on the hourly rate 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).

2.8.4.4 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 Monitor 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.

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 of work may be made if, after the second documented notification, the Contractor has not corrected the deficiency. If, in the judgment of the Contract Monitor, a deficiency goes unaddressed by the Contractor after timely notification, the Contract Monitor 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.

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

2.8.5 HOURLY RATE

2.8.5.1 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

Services Page 13 of 66 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.

2.8.6 CHANGES TO SCOPE OF WORK

2.8.6.1 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.

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

Contract.

2.8.7.3 The State will demand strict conformance to the standards, and on the frequency specified. The Contract Monitor or his/her designee will inspect all completed work and will ascertain that all tasks have been satisfactorily accomplished.

2.9 CONTRACTOR’S EMPLOYEES

The following shall be considered as breaches of contract and shall be cause to consider the Contractor in default, subject to termination.

2.9.1.1 All of Contractors employees must wear approved identification badges when in or on

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

2.9.1.2 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 Monitor or his/her designee may be used, however, the distinctive clothing shall be the same for all of the Contractors employees. Employees will be required to dress neatly commensurate with the tasks being performed

2.9.1.3 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.

2.9.1.4 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.

2.9.1.5 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.

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

2.9.2 SUPPLIES, MATERIALS, EQUIPMENT AND UTILITIES

2.9.2.1 Furnish all supplies and materials (including those supplies specified in 13.1 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 Monitor 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 Monitor 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.

2.9.2.2 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 Monitor.

2.9.2.3 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 Monitor 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 Monitor his/her designee, an inventory is to be made of the 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.

2.9.2.4 In conjunction with the Contract Monitor, 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.

2.9.3 EMPLOYEES WAGES

The Contractor is required to pay employees that are employed under this contract at least the current Federal Minimum Wage or the current State Minimum Wage, whichever is higher at the time of bid.

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3 Contractor Requirements: General

3.1 Contract Initiation Requirements

THIS SECTION IS INAPPLICABLE TO THIS IFB.

3.2 End of Contract Transition

Reserved

3.3 Invoicing

3.3.1 General

a) The Contractor shall send OR e-mail the original of each invoice and signed authorization to invoice to the Contract Monitor and Accounts Payable at e-mail address:

dpscs.accountspayable@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.

mailto:dpscs.accountspayable@maryland.gov

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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.

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.

3.3.2 Invoice Submission Schedule

The Contractor shall submit invoices in accordance with the following schedule:

a) For items of work for which there is one-time pricing (see Attachment B –Bid Form) those items shall be billed in the month following the acceptance of the work by the Department.

b) For items of work for which there is annual pricing, see Attachment B–Bid Form, those items shall be billed in equal monthly installments for the applicable Contract year in the month following the performance of the services.

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

a) The amount invoiced is inconsistent with the Contract;

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

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

d) The item or services have not been accepted;

e) The quantity of items delivered is less than the quantity ordered;

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

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

h) 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

i) 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.

3.3.4 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

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3.5 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:

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

a) Commercial General Liability - of $1,000,000 combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury and $3,000,000 annual aggregate.

The minimum limits required herein may be satisfied through any combination of primary and umbrella/excess liability policies.

b) Errors and Omissions/Professional Liability - $1,000,000 per combined single limit per claim and

$3,000,000 annual aggregate.

c) Crime Insurance/Employee Theft Insurance - to cover employee theft with a minimum single loss limit of $1,000,000 per loss, and a minimum single loss retention not to exceed $10,000. The State of Maryland and the Department should be added as a “loss payee.”

d) 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 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.

e) 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.

3.5.2 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.

3.5.3 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.

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

3.5.5 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 Monitor.

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

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3.6 Security Requirements

The following requirements are applicable to the Contract:

3.6.1 Employee Identification

a) 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.

b) 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.

c) 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.

d) 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.

3.6.2 Security Clearance / Criminal Background Check

3.6.3 The Contractor shall obtain from each individual assigned to work on the Contract a…