Clifton T. Perkins Hospital Center

Request for Bids for

Fitness Equipment for Hospital Patients

Solicitation #BPM053882

Issue Date: October 29, 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/

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

https://procurement.maryland.gov/ https://emma.maryland.gov/

KEY INFORMATION SUMMARY SHEET (KISS)

Request for Bids Commodities – Fitness Equipment for Hospital Patients

Solicitation

Number:

BPM053882

RFB Issue Date: October 29, 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 BPM

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

Visit

N/A

Questions Due

Date and Time:

October 31, 2025, by 12:00 pm Local Time

Bid Due (Closing)

Date and Time:

November 3, 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

BPM053882: Fitness Equipment Bid Opening

Monday, November 3 · 2:15 – 2:30pm

Time zone: America/New York

Google Meet joining info

Video call link: https://meet.google.com/qcx-qpje-sbz

Or dial: 8308-329-(US) +1 475 PIN: 576 015 984#

More phone numbers: https://tel.meet/qcx-qpje-sbz?pin=6721663222732

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: Fixed Price

Contract Duration: One Time Purchase with Warranty

Primary Place of

Performance:

Clifton T. Perkins Hospital Center

8450 Dorsey Run Rd., Jessup, MD 20794

SBR Designation: No

Federal Funding: No

The remainder of this page is intentionally left blank.

https://meet.google.com/qcx-qpje-sbz https://tel.meet/qcx-qpje-sbz?pin=6721663222732

1. Summary Statement and Background

a. This Request for Bids (RFB) is issued to procure the goods or 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).

b. 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.

c. 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).

d. The facility is currently undergoing a large construction project facilitated by the

Department of General Services that will be in progress for the next twelve to fifteen months.

2. Minimum Requirements

There are no minimum requirements.

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

4. Deliverables / Scope of Work

a. The Contractor shall provide the following replacement equipment for the patient gym:

i. 1 – Recumbent Bike with Console (minimum weight capacity 400 lb)

ii. 1 – Upright Bike with Console (minimum weight capacity 400 lb)

iii. 1 – Cross Trainer with Console (minimum weight capacity 400 lb)

iv. 1 – 4 person Multi Station Gym (adjustable, multi-station, varies with chest, legs, arms, etc.)

b. The Contractor shall include the delivery and installation cost as well as warranty on all equipment.

5. State Staff and Roles

a. Project Manager

i. The State will provide a Project Manager, who may select a designee, with the mailto:vbell1@maryland.gov responsibility for providing authorization for work to be performed and validation of completed work under this solicitation and subsequent contract.

ii. The Project Manager will designate additional personnel and will provide associated contact information as needed.

iii. The Project Manager 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 be a one-time purchase to include the warranty which shall commence upon award.

b. 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. Bids are due by November 3, 2025, at 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; 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. A copy of all item’s descriptions bid in brochure form with warranty either described in the brochure or outlined in the transmittal letter. The brochure should have pictures of the actual items.

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

October 31, 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 after installation of the equipment. 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. Invoices must be addressed to:

Chief Financial Officer

Clifton T. Perkins Hospital Center

8450 Dorsey Run Rd.

Jessup, MD 20794

Invoices may be mailed to the address above or electronically submitted 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. 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 (if applicable):

a. 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 mailto:dlctphcfiscalservices_MDH@maryland.gov 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.

b. 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.

c. 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.

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

e. 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 the 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.

f. 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.

14. 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.

15. 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.

16. Attachments

a. Exhibit A-Contractor Construction Guidelines

b. Exhibit B-1 Bid Form

c. Exhibit C-Not Applicable (will be purchase order)

d. Exhibit D-Contractor Daily Report

e. Exhibit E-Acknowledgement of Confidentiality

f. Exhibit F-Contractor Safety Reference Sheet

g. Exhibit G-Outside Vendor Tool Inventor Form https://egov.maryland.gov/BusinessExpress/