BPM051562_Department_of_Parole_and_Probation__DPP__Silver_Springs_Carpet_Removal_and_Installation_Pre_Bid_Minutes__Approved_.pdf

BPM051562 Department of Parole and Probation (DPP) Silver Springs Carpet Removal and Installation Pre-Bid Minutes

Attendees:

Lloyd Houston – Procurement Officer, DPSCS

Shareka Weaver – Contract Monitor

Pre-Bid Conference Notes:

Good Afternoon. Please mute all calls unless you are speaking.

This is the Pre-Bid Conference for Solicitation # BPM051562 Department of Parole and Probation (DPP) Silver Springs Carpet Removal and Installation Today’s date is August 7, 2025

The time is 2:00 p.m.

My name is Lloyd Houston

I am the Procurement Officer for this solicitation and contract

On call with me today is Shareka Weaver, the Contract Manager (for this Solicitation and the Future Award).

Since we don’t have a sign in sheet I would appreciate it if everyone who is on the call today please complete the Pre-Bid Conference Response Form (Attached in the virtual meeting chat) so that I know you were in attendance.

These proceedings are not being recorded; however, I will be reading from a script so I can turn the script into the minutes of the meeting for those who are not in attendance and will post the minutes on EMMA.

The purpose of this meeting is to review the solicitation to ensure the State’s requirements are clear and to answer any questions you all may have. The Department is issuing IFB BPM051562 to solicit bids for DPP) Silver Springs Carpet Removal and Installation.

All services shall be provided in accordance with the applicable State and Local laws governing the Americans with Disabilities Act in the State of Maryland. It is the State’s intent to make a single award for the work under this IFB.

We tried to make the Scope of Work as clear and concise as possible; however, I do have Shareka Weaver on today to answer any specific questions you may have regarding the Scope of Work.

I will first go over the Procurement Process before I turn it over to Ms. Weaver if there are any questions regarding the IFB scope.

If you have any question, I would appreciate if you could wait until the presentation has been completed. Please be mindful of others speaking and don’t talk over one another.

We will try to get everyone’s questions answered; however, I would appreciate questions be submitted in writing and sent directly to me so we can formally respond.

The Procurement Process:

All information pertaining to this solicitation such as Pre-Bid minutes with Q&A’s and any amendments will be posted on eMMA. If you do not subscribe to eMMA please do so immediately. There is no subscription fee. A firm cannot be awarded a contract unless you are registered on eMMA.

All questions relating to this solicitation must be submitted to the Procurement Officer. The Procurement Officer is the only person who can make changes to the solicitation and the contract. Contacting anyone besides the Procurement Officer may jeopardize the solicitation and contract award or that person may provide you with misleading information.

All questions pertaining to this solicitation are due to me by August 19, 2025, 2:00 p.m. local time. Questions shall be submitted to me by email. The answers to all questions will be posted on EMMA.

IFB Key Summary Sheet Details:

Bids are due August 27, 2025, 2:00 pm via EMMA MBE goal: 0% VSBE goal: 0% This contract has been designated for an SBR Award Meaning the awarded vendor must be designated as an SBR with a current certificate.

Contract Type: Firm Fixed Price

Documents Required with your Bid Submission:

For your bid to be considered responsive you must submit the following required attachments in eMMA as required in (Section 4.19 of the IFB)

1. Bidder Price Form (Attachment B)

This form must be filled in and signed.

The following documents are Due for submission, 5 business days after recommended award but we like to encourage vendors to submit them with the bid.

1. Bid/Proposal Affidavit (Attachment A)

2. Bidder Information Sheet (Attachment F)

3. Conflict of Interest Affidavit and Disclosure (I)

4. References (Attachment L)

5. List of Current or Prior State Contracts (Attachment M)

6. Legal Action Summary (Attachment N)

The Bids will then be evaluated and the Contract will be awarded to the responsible bidder with the most favorable price or most favorable evaluated price per Section 4.21 of the IFB.

Are there any questions regarding the procurement process?

As there are no questions about the Procurement Process at this time, I would like to turn the meeting over to Shareka Weaver if you have any questions regarding the scope of work.

Vendor Scope of Work Questions:

Q. What is the size of the area for this contract?

A. The approximate square footage is listed under section 2.3 Contractor Responsibilities and Tasks. In section 2.3.6 says “The Contractor shall demolish all 9,216 sq. ft. (approximately) of existing carpet in the facility and install new carpet tiles in the amount of 9,216 sq. ft. to replace the removed carpet.”

Q. Will these meeting minutes be posted on eMMA or can you forward the minutes once complete.

A. Yes. These minutes and all vendor questions will be posted in eMMA.

Q. Could you please confirm if background checks are necessary for our personnel assigned to this project? If so, we would appreciate any guidance on the required process or documentation.

A. The answer to this question in addition to all of the security related requirements are listed under Section 1 of the Facilities Maintenance Supplemental. Section 1.2 “A criminal background check for any Contractor Personnel providing on-site services shall be completed prior to each Contractor Personnel providing any services under the Contract within one (1) week of Notice-to-Proceed work on the contract.”

Q. Can you provide any information regarding the carpet in the facility. Is it glued down?

A. The carpet is glued down and has been in

Q. The IFB mentions the dumpster at the facility. Can we use the dumpster to dispose of the removed carpet and trash resulting from the demo?

A. Yes the dumpster is available for the vendor to use for this contract.

Q. The IFB mentions the cartons will be 12x12? The standard tends to be 24x24.

A. The IFB can be amended to the standard size.

Q. The IFB calls for the vendor to prep with a feather finish to encapsulate existing glue.

This may not be the best approach and it may be better to remove the existing glue.

A. We will follow up with DGS

Q. Can equals be accepted instead of the company used for the samples in Attachment A. Similar or equal will need to be submitted for approval to meet the DGS Standards.

Q. The IFB mentions that the furniture needs to be reset each day?

A. Yes. What has been done in the past is the vendors work in specific areas and provide a phasing plan on how the work will be accomplished. We plan on developing a phased plan for this contract.

Q. Paint and carpet tile selections mentions BCT or Backward Carpet Trim. Will that be needed also?

A. BCT is outside of this Scope of Work.

Q. Are there any cubicles to be moved from the work areas?

A. No cubicles. Just desks and chairs, Q. Is there an approval for the adhesives and materials and what is the approval time?

To ensure the adhesive cures A. We will follow up with DGS for the answer

Q. Can vendors take pictures?

A. The DPP staff will take any pictures requested and the pictures will be attached in the Site Visit notes with a copy of the Floor Plan and uploaded in eMMA.

Q. Will you require dust or noise partitions?

A. No. This will not be required based on the Phased Plan used for the contract.

If there are no additional questions this concludes the BPM051562 Department of Parole and Probation (DPP) Silver Springs Carpet Removal and Installation PRE- Bid-Conference.

END OF NOTES