BPM052835 Snowplow Services RFB.pdf

Clifton T. Perkins Hospital Center

Request for Bids for

Snowplow Services at Clifton T. Perkins Hospital Center

Solicitation #BPM052835

Issue Date: September 8, 2025

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

Advantage (eMMA) https://procurement.maryland.gov should register on eMMA https://emma.maryland.gov/

NOTICE TO BIDDERS

SMALL BUSINESS RESERVE PROCUREMENT

This is a Small Business Reserve Procurement for which the 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. Before awarding a contract under a procurement designated as a small business reserve procurement, the Procurement Officer shall verify that the apparent awardee is certified by the GOSBA as a small business through eMMA. However, if small businesses do not show interest in this solicitation, the Procurement Officer has the right to remove the SBR designation via an

Amendment on eMMA.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

https://procurement.maryland.gov/ https://emma.maryland.gov/ https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx

KEY INFORMATION SUMMARY SHEET (KISS)

Request for Bids Services – Snowplow Services at Clifton T. Perkins Hospital Center

Solicitation

Number:

BPM052835

RFB Issue Date: September 8, 2025

RFB Issuing

Office:

Maryland Department of Health (MDH):

Clifton T. Perkins Hospital Center (CTPHC)

Procurement

Officer:

Victoria F. Bell, Director of Procurement

Clifton T. Perkins Hospital Center

8450 Dorsey Run Rd., Jessup, MD 20794

Email:

Phone Number:

Victoria.bell1@maryland.gov

410-724-3104

Bids are to be sent to:

Submit on emma.maryland.gov under Solicitation Number BPM052835

To submit a bid, bidders must first register on emma.maryland.gov. We recommend registering in advance to become acquainted with the site.

No Bid Notice

Feedback Form

If you are not submitting a bid for this solicitation, submit Attachment 1 with your reasons why. No Bid/Proposal Notice

Pre-Bid

Conference:

No conference will be held.

Scheduled Site

Visits

N/A

Questions Due

Date and Time:

September 22, 2025, by 12:00 am Local Time

Bid Due (Closing)

Date and Time:

September 30, 2025, by 2:00 pm Local Time

Bidders are reminded that a completed Feedback Form is requested if a no-bid decision is made: No Bid/Proposal Notice mailto:Victoria.bell1@maryland.gov https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-1.-No-Bid_Proposal-Notice_Vendor-Feedback-Form-1-1.docx https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-1.-No-Bid_Proposal-Notice_Vendor-Feedback-Form-1-1.docx

Public Bid Opening

Date, Time, and

Location

BPM052835 Snowplow Services Bid Opening

Wednesday, October 1 · 9:00 – 9:30am

Time zone: America/New York

Google Meet joining info

Video call link: https://meet.google.com/idr-kdjt-zau

Or dial: 2185-266-(US) +1 929 PIN: 527 656 355#

More phone numbers: https://tel.meet/idr-kdjt-zau?pin=8881017467552

MBE

Subcontracting

Goal:

N/A

VSBE

Subcontracting

Goal:

N/A

Procurement

Method:

A Contract will be awarded in accordance with the Small Procurement method under COMAR 21.05.07.

Multiple or

Alternate Bids:

Multiple or alternate Bids will not be accepted.

Contract Type: Time and Material

Contract Duration: Two Year base period with No option periods.

Primary Place of

Performance:

Clifton T. Perkins Hospital Center

8450 Dorsey Run Rd., Jessup, MD 20794

SBR Designation: Yes

Federal Funding: No

The remainder of this page is intentionally left blank.

https://meet.google.com/idr-kdjt-zau https://tel.meet/idr-kdjt-zau?pin=8881017467552

1.Summary Statement and Background

a. CTPHC is a maximum-security psychiatric hospital that provides a comprehensive program for the evaluation and treatment of mental illness, with emphasis on assessment, treatment and recovery. The hospital program is structured to facilitate recovery through a graduated release process that begins in maximum security and culminates in release into the community. CTPHC has an average daily inpatient population of approximately

275 patients and is accredited by the Joint Commission on the Accreditation of

Healthcare Organization (JCAHO).

b. This Request for Bids (RFB) is issued to procure the snowplow services, as specified in this section 4, from a contract between the successful bidder(s) and Clifton T. Perkins

Hospital Center (CTPHC) a part of the Maryland Department of Health (MDH).

c. This is a time and materials contract, and the work to be performed shall be initiated upon

CTPHC’s determination that the snow/ice forecast will require the assistance of outside contractor services to assist CTPHC staff with the storm event. All storms require advanced discussions and agreement for the pre-treatment of icing/freezing conditions and mobilization based on the forecasted amount of snow, ice and the intensity expected.

CTPHC shall contact the Contractor to be placed on “stand-by status” until the point that two (2) inches has fallen before and mobilization shall begin at three (3) inches and over.

2. Minimum Requirements

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

a. The Bidder or its subcontractors shall have a Commercial Driver’s Licenses (CLD) issued by the State in order to perform the work as defined in the Scope of Work. In addition, the Bidder must provide their State Contractor’s Business License verifying they are able to perform work under the resulting contract. The Bidder must include the following documentation regarding licensing, certifications and applicable experience:

i. A copy of their State Issued Driver’s License and Commercial Driver’s License

(CDL) if applicable with equipment to be used during administration of services.

ii. A copy of their State Business License where they perform business.

b. The Bidder or its subcontractors shall provide at least three (3) references that attest to their capabilities and general experience (corroboration of at least three [3] years of experience total) in snowplow services as applicable to the Scope of Work.

3. The identity of the Procurement Officer Victoria F. Bell, MBA, CMPO

Director of Procurement

Clifton T. Perkins Hospital Center

8450 Dorsey Run Rd.

Jessup, MD 20794

410-724-3104

Email: victoria.bell1@maryland.gov mailto:vbell1@maryland.gov

4. Deliverables / Scope of Work The Contractor, upon receiving a request for services from the Contract Monitor, shall be required to perform the following:

a. Report to the Contract Monitor to receive the specific snowplow assignment.

b. Furnish all labor for plowing the road leading into the CTPHC facility and all parking lots within the facility including treating the surfaces with appropriate salt solution or equivalent as to not damage the area.

c. Provide the equipment with staff as listed below, at a minimum:

i. One, ¾ ton truck, equipped with driver, hydraulic mounted snowplow and attached salt spreader (or equivalent). Vehicle must have capability to push or plow snow from parking lots.

ii. Equipment must be in good working condition as all equipment required to perform the work shall be readily available, on-call, twenty-four (24) hours a day, seven (7) days a week.

iii. Must respond within one hour after the request for services have been made.

iv. Equipment shall be prepared to commence clearing and removal of snow and ice from parking lots and driveways after being notified by Contract Monitor or designee.

v. CTPHC reserves the right to inspect the required equipment prior to the award of the contract and during the term of the contract.

vi. Must have the ability and means to lease/rent additional or back-up equipment during a snow event.

vii. Shall have back-up equipment operators and equipment readily available to be used, if necessary, due to breakdown of equipment or unavailability of personnel.

viii. During extreme storm events, crews and equipment for shoveling main entrances and sidewalks. CTPHC shall provide the deicing materials to spread on sidewalks during this events.

d. Shall plow the snow to the perimeter (outside boundaries) of the parking lots and onto grassy areas unless directed otherwise by the Contract Monitor or designee.

e. Supply the Contract Monitor or designee with two (2) current working telephone numbers and a name of the contract representative with the following information:

i. Normal work hours.

ii. After hours.

iii. Evening.

iv. Saturdays and Sundays.

v. State Holidays.

f. Upon completion of daily assignments, Contractor shall submit to the Contract Monitor or designee, a service ticket for review and approval that shall include:

i. Date of service.

ii. Location.

iii. Type and number of equipment used.

iv. Number of hours for each piece of equipment.

v. Per hour cost for each piece of equipment, material and supplies.

vi. Name of Contractor staff operating equipment.

vii. CTPHC and the Contractor shall both maintain one copy for records and verification upon invoicing.

g. The service ticket is the authorizing document for verification of satisfactory work completion. In addition to this document, Exhibit D Contractor Daily Report shall be utilized for tracking monthly activity. The Contractor Daily Report shall be submitted with the service tickets for the month for invoice processing to prevent delay in processing.

h. Acceptance of work:

i. The Contractor, employees, and/or representative shall not leave the job site until the Contract Monitor or designee has inspected and accepted the work.

ii. The Contractor shall supply work tickets that must be signed by the Contract

Monitor or designee when the work is completed.

iii. Where the opinion of the Contract Monitor or designee has been unsatisfactory for a service, the Contractor or employee shall remain on site to complete the service to the satisfaction of the Contract Monitor or designee.

5. Damage to Property

a. The Contractor shall be held directly responsible for unacceptable damages and must repair or restore to its original condition any damages to curbs, roadway surfaces, shrubbery, trees, buildings, light poles, fences or any other state-owned (CTPHC) property.

b. The Contractor shall be held directly responsible for any damages to privately owned property and shall hold CTPHC harmless for such damages.

c. Contractor shall indemnify and hold CTPHC harmless for any cost, expense, loss liability, fine or penalty of Nature or Character, whatsoever, that CTPHC may incur as a result of failure of the Contractor to comply with terms of the Contract. Negligence of/or by the Contractor, injury or death of any person, damage to property, nuisance (public or private), or trespass arising out of/or attributable of work by the Contractor shall hold

CTPHC harmless.

6. State Staff and Roles

a. Contract Monitor

i. The State will provide a Contract Monitor, who may select a designee, with the responsibility for providing authorization for work to be performed and validation of completed work under this solicitation and subsequent contract.

ii. The Contract Monitor will designate additional personnel and will provide associated contact information as needed.

iii. The Contract Monitor or their designee shall provide access to work areas required to complete assigned tasks pursuant to this solicitation and subsequent contract.

b. Other Staff Responsibilities

i. Problem Escalation Procedure (PEP): Project Manager or designee will give written notice of performance issues to the Contractor, clearly describing the problem and delineating remediation requirements(s). The Contractor shall respond with a written remediation plan within three (3) Business Days and implement the plan immediately upon written acceptance of the Contract

Manager. If performance issues persist, the Contractor Manager may request the immediate removal of the person(s) whose performance is at issue and determine whether a substation is required.

6. Contract term

a. The contract resulting from this solicitation shall initiate upon the snow/ice forecast or first storm event.

b. The Contract shall be placed on “stand by status” until the point that two (2) inches has fallen or an extreme ice event, before mobilization shall begin at three (3) inches and over.

c. The Contract Term shall be for a period of three (3) years with no option period.

d. The total cost of work shall not exceed $50,000.00 for the term of the contract.

7. Procurement method This Contract will be awarded in accordance with the Small Procurement method under COMAR

21.05.07.

8. Bid/Proposal submission information

a. September 30, 2025, by 2:00 p.m. Local Time (Key Information Sheet)

b. Bids may only be submitted via eMMA (eMaryland Market Place Advantage.

Please DO NOT hand deliver any replies to the facility.

c. What must be submitted.

i. The bid form with appropriate pricing.

ii. A transmittal letter prepared on the Bidder’s business stationery MUST accompany the bid. The purpose of this letter is to transmit the bid and references; therefore, it should be brief. The letter shall be signed by an individual or corporate officer who is authorized to bind his firm to all statements, including services, material availability, timeliness and prices contained in the bid.

iii. At least three (3) references that can attest to the Contractor’s experience in providing services for a similar business entity of this nature.

iv. With the transmittal letter, each Contractor is to provide a list of all contracts with any entity of the State of Maryland that it is currently performing, or which have been completed within the last five (5) years. For each identified contract the Contractor is to provide:

1) The State contracting entity.

2) A brief description of the services/goods provided.

3) The dollar value of the contract.

4) The term of the contract.

5) The State employee contact person (name, title, telephone number and e-mail address).

6) Whether the contract was terminated before the end of the term specified in the original contract, including whether any available renewal option was not exercised.

v. Qualifications documentation that may be required, as set forth in RFB Section

2. Minimum Qualifications. Failure to submit the bid form or documentation as stated in Section 2 will result in the Contractor's offer being deemed ineligible for consideration.

d. Inquiries Statement:

i. Written questions from prospective Bidders will be accepted by the Procurement

Officer and shall be submitted via eMMA to the Procurement Officer indicated in Section 3 of this document. Questions should be submitted no later than

September 22, 2025, by 12:00 p.m. Local Time, (Key Information Summary

Sheet).

ii. 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.

9. Award Determination

a. The Contract to result from this solicitation will be awarded to the Bidder submitting the

Most Favorable Bid Price (“Most favorable” is defined in COMAR 21.01.02.01.B. (57).

b. The Most Favorable Bid Price, will be determined by the “lowest responsive bid from a responsible bidder”.

10. Payment

The Contractor shall bill the Department on a monthly basis for the work performed the previous month. The total cost of work may not exceed $50,000.00 for the term of the contract.

a. To be considered for payment, submission of a proper invoice must include the following information, without error:

i. Contractor name and address;

i. Remittance address;

ii. Federal taxpayer identification (FEIN) number, social security number, appropriate;

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

iv. Invoice date;

v. Invoice number;

vi. State assigned Contract number;

vii. State assigned (Blanket) Purchase Order number(s);

viii. Goods or services provided;

ix. Amount due; and

x. Any additional documentation required by regulation or the Contract.

b. The State reserves the right to reduce or withhold Contract payment in the event the

Contractor does not provide 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.

c. 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 sixty (60) calendar days from the Contract termination date. The Contractor shall submit invoices by the 15th of the month in which services were delivered and shall be submitted electronically to:

dlctphcfiscalservices_MDH@maryland.gov

11. Contractor’s Responsibilities Upon Award

a. Man/Person-hours paid under this contract shall be only for productive hours at the job site. Time spent for idle time, breaks and lunch is not directly chargeable but is overhead and shall be included in the hourly rate bid for basic labor.

b. All parts and materials used by the contractor shall be billed to CTPHC at actual cost to the Contractor. No mark-up cost in addition to the cost to the Contractor will be accepted

c. Upon completion of the service, the Contractor must obtain signed verification from the contract monitor or designee that the service has been performed. All inspections shall be coordinated with the contract monitor or designee and any problems which require attention shall be reported to the contract monitor or designee.

d. Any failure by the Contractor to become acquainted with available information shall not relieve the Contractor from the responsibility for estimating properly the difficulty or cost of successfully performing the work. Clifton T. Perkins Hospital Center assumes no responsibility for any conclusions or interpretations made by the Contractor on the basis of the information made available by Clifton T. Perkins Hospital Center.

e. Travel time for service calls shall be the sole responsibility of the Contractor, and the

Contractor shall bear the cost as part of the Contractor’s base bid proposal.

12. Department Obligations

The department agrees to:

a. Provide guidance concerning contract activities, as needed;

b. Evaluation and acceptance when appropriate of deliverable

c. Review and approval for payment of invoices.

13. Small Business Reserve Requirements

a. This is a Small Business Reserve Procurement for which award will be limited to certified small business Contractors. 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.

mailto:dlctphcfiscalservices_MDH@maryland.gov

14. 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:

a. Commercial General Liability - One million dollars ($1,000,000) combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury and three million dollars ($3,000,000) annual aggregate. The minimum limits required herein may be satisfied through any combination of primary and umbrella/excess liability policies.

b. Automobile and/or Commercial Truck Insurance 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.

c. 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.

d. 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.

e. All insurance policies shall be endorsed to include a clause requiring the insurance carrier to 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 canceled 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.

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

g. 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 the 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.

h. Subcontractor Insurance

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.

15. Security Requirements The following requirements are applicable to the Contract upon award:

a. Employee Identification:

i. 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.

ii. 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.

iii. 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.

iv. 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.

b. Persons with a criminal record may not perform services under the Contract unless prior written approval is obtained from the Contract Monitor. The Contract Monitor reserves the right to reject any individual based upon the results of the background check.

Decisions of the Contract Monitor as to acceptability of a candidate are final. The State reserves the right to refuse any individual Contractor Personnel to work on State premises, based upon certain specified criminal convictions, as specified by the State.

16. Verification of Registration and Tax Payment

a. Before a business entity can do business in the State, it must be registered with the State

Department of Assessments and Taxation (SDAT). SDAT is located at State Office

Building, Room 803, 301 West Preston Street, Baltimore, Maryland 21201. For registration information, visit https://egov.maryland.gov/BusinessExpress/.

b. It is strongly recommended that any potential Bidder complete registration prior to the

Bid due date and time. The Bidder’s failure to complete registration with SDAT may disqualify an otherwise responsive successful Bidder from final consideration and recommendation for Contract award.

17. Attachments

a. Exhibit A- State Required Solicitation Documents to Submit:

Bid/Proposal Affidavit

Conflict of Interest Affidavit

Reference Checks

List of Current or Prior State Contracts

Legal Action Summary

List of All Subcontractors

Contract Affidavit

b. Exhibit B-1 Bid Form

c. Exhibit C-Small Procurement Contract (Example)

d. Exhibit D-Contractor Daily Report

e. Exhibit E-CTPHC Campus Map https://egov.maryland.gov/BusinessExpress/ https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-A.-Bid-Proposal-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-I.-Conflict-of-Interest-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-L.-Reference-Checks.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-M.-List-of-Current-or-Prior-State-Contracts.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-N.-Legal-Action-Summary.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-P.-Prime-Contractor-List-of-ALL-Subcontractors.xlsx https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-U.-Contract-Affidavit.pdf