BPM054426 Comprehensive Emergency Power Generator Preventive Maintenance and Related Services.pdf

Comprehensive Emergency Power Generator Preventive

Maintenance & Related Services

Solicitation #: BPM054426

IFB Document

IFB for Maryland Department of Health Page 1 of 54

STATE OF MARYLAND

MARYLAND DEPARTMENT OF HEALTH

(MDH) SPRING GROVE HOSPITAL CENTER

INVITATION FOR BIDS (IFB)

COMPREHENSIVE EMERGENCY POWER GENERATOR PREVENTIVE

MAINTENANCE AND RELATED SERVICES

IFB NUMBER BPM054426

ISSUE DATE: 12/7/2025

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

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

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

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KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for Bids Comprehensive Emergency Power Generator Preventive Maintenance

Solicitation

Number:

BPM054426

IFB Issue Date: 12/7/2025

IFB Issuing

Office:

Maryland Department of Health (MDH)/Spring Grove Hospital

Procurement

Officer:

Brian Howard

Email:

Phone Number:

Brian.Howard@Maryland.gov

410-402-7774

Bids are to be sent to:

Submit on emma.maryland.gov under Solicitation Number: BPM054426

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.

Pre-Bid

Conference:

No Prebid

Scheduled Site

Visit none

Questions Due

Date and Time:

12/8/2025 by 12:00 (Noon) P.M. Local Time

Bid Due (Closing)

Date and Time:

12/10/2025 2:00 P.M. Local Time

Bidders are reminded that a completed Feedback Form is requested if a no-bid decision is made (see Attachment 1 - No Bid Notice/Vendor

Feedback Form).

Public Bid

Opening Date, 12/10/2025 3:00 P.M. Local Time

Public Bid Opening

Wednesday, December 10 · 3:00 – 3:15pm

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Time, and

Location

Time zone: America/New York

Google Meet joining info

Video call link: https://meet.google.com/cyd-spht-rtr

Or dial: 7455-605-(US) +1 631 PIN: 239 933 474#

More phone numbers: https://tel.meet/cyd-spht-rtr?pin=3210763505888

MBE / DBE

Subcontracting

Goal:

N/A

VSBE

Subcontracting

Goal:

N/A

Procurement

Method:

A Contract will be awarded in accordance with the Competitive Sealed

Bidding method under COMAR 21.05.02.

Multiple or

Alternate Bids:

Multiple or alternate Bids will not be accepted.

Contract Type: firm fixed price

Contract

Duration:

4 years (Not to exceed $50,000)

Primary Place of

Performance:

Spring Grove Hospital Center

55 Wade Avenue

Catonsville, Maryland 21228

SBR Designation: no

Federal Funding: No

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Table of Contents - IFB

1 Bidder Minimum Qualifications

2 Contractor Requirements: Scope of Work

2.1 Background Statement

2.2 Scope of Work Statement

2.2.1 Project Goals ................................................................ Error! Bookmark not defined.

2.2.2 State Staff and Roles..................................................... Error! Bookmark not defined.

2.3 Contractor Responsibilities and Tasks

2.4 Supplemental Category of Work Requirements and Responsibilities

3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

3.2 End of Contract Transition

3.3 Invoicing

3.3.1 Invoice Submission Schedule

3.4 Liquidated Damages

3.4.1 MBE Liquidated Damages

3.4.2 Liquidated Damages other than MBE

3.4.3 Problem Escalation Procedure

3.5 Work Orders

3.6 Payments by Electronic Funds Transfer

3.7 Prompt Payment Policy

3.8 Federal Funding Acknowledgement

3.9 Conflict of Interest Affidavit and Disclosure

3.10 Non-Disclosure Agreement

3.10.1 Non-Disclosure Agreement (Bidder/Offeror)

3.10.2 Non-Disclosure Agreement (Contractor)

3.11 Maryland Healthy Working Families Act Requirements

3.12 The State of Maryland’s Commitment to Purchasing Environmentally Preferred Products and

Services (EPPs)

3.13 Insurance Requirements

4 Bid Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA)

4.2 Electronic Means

4.3 Pre-Bid Conference

4.4 Questions

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4.5 Bid Due (Closing) Date and Time

4.6 Receipt, Opening and Recording of Bids

4.7 Duration of Bids

4.8 Revisions to the IFB

4.9 Cancellations

4.10 Incurred Expenses

4.11 Protest/Disputes

4.12 Bidder Responsibilities

4.13 Acceptance of Terms and Conditions

4.14 Compliance with Laws/Arrearages

4.15 Verification of Registration and Tax Payment

4.16 False Statements

4.17 Confidentiality of Bids / Public Information Act Notice

4.18 Use of Bidder’s Form Not Binding on State

4.19 Attachments and Documents Required with the Bid (Table A)

4.20 Bid Delivery Instructions

4.21 Bid Evaluation Criteria and Award Basis

4.22 Tie Bids

4.23 Reciprocal Preference

4.24 Documents Required upon Notice of Recommendation for Contract Award (Table B)

5 IFB Appendices and Exhibits

5.1 Appendices (Table C)

5.2 Exhibits (Table D)

6 Facilities Maintenance Supplemental

1. Security Requirements

1.1. Employee Identification

1.2. Security Clearance / Criminal Background Check

1.3. On-Site Security Requirement(s)

2. Mercury and Products That Contain Mercury

3. Substitution of Personnel

4. Department of Human Services (DHS) Hiring Agreement

6.1.1 53

5. Green Purchasing

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1 Bidder Minimum Qualifications

The Bidder shall provide all documentation as proof of meeting the mandatory, minimum, qualifications as stated within this IFB, along with the bid submission. The Bidder must document in its Bid that it satisfies the following Minimum Qualifications:

A. The Contractor shall be licensed to conduct business in the State of Maryland. As proof of meeting this requirement, the Bidder shall provide a copy of their current Business License issued by the

State of Maryland evidencing such.

B. The Bidder shall have a minimum of five (5) consecutive years of its entity being formed and in business. As proof of meeting this requirement, the Bidder shall provide documentation from the

State showing the date of formation.

C. As part of the qualification process, the Contractor shall provide the required documentation for

State approval:

a. Licensing credentials being registered to conduct business in the State of Maryland;

b. Certificate of Insurance.

i. General Liability

ii. Workman's Compensation Program Certificates,

iii. Automobile

c. All Contractors and their employees shall be legally authorized to work in the United

States under the Immigration and Reform Control Act.

d. All Contractors and their employees shall be legally authorized and possess all necessary documents under the United States Immigration Reform and Control Act to perform any work under the SGHC Service Contract.

e. The Contractor must be in good standing with the State of Maryland to be considered eligible for a contract award. A Certificate of Good Standing issued by the State of MD will be required from the bidder prior to award.

f. The Bidder shall provide with its Bid a completed "Attachment L, Reference Checks" with three (3) or more commercial references; companies that the vendor has performed similar work at a similar volume in the most recent five years.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

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2 Contractor Requirements: Scope of Work

2.1 Background Statement

A. The Spring Grove Hospital Center (SGHC) is a psychiatric facility under the State of Maryland's Maryland Department of Health (MDH), providing 24/7 care of patients and is an integral part of the mental health services delivery system. SGHC provides inpatient treatment for adults (ages 18 through senescence) (forensic admissions are over 75%) and adolescents (ages 13 through 17). The current capacity is 407 beds (397 adults and 10 adolescents) with fifteen (15) active treatment units. The campus has 10 active Employee and Patient buildings and 18 Employee-only buildings.

2.2 Scope of Work Statement

A. This Invitation for Bids (IFB) is issued to procure goods and services as specified herein , from a contract between the successful bidder(s) and the State of Maryland (“State”):

Vendor shall provide all labor, material, equipment, supervision, insurance, and services necessary for and reasonably incidental to provide comprehensive Emergency Power

Generator Equipment Preventive Maintenance inspection, testing, and repair Services and related products and services for three (3) years. Vendor shall Provide comprehensive, preventive maintenance services, inspections and related items on thirteen (13) emergency generators described herein. This Contract requires that the annual preventive maintenance services be scheduled to begin within thirty (30) days of contract award to ensure the hospital remains in compliance with the Joint Commission requirements. This Contract includes a TIME & MATERIALS portion for fixed hourly rates for repair work. The repair work shall be initiated upon the determination and approval of Spring Grove Hospital

Center (SGHC).

A. These services shall include all labor, materials, tools, equipment, Licenses, insurance and services necessary for and reasonably incidental to provide Emergency Generator preventive maintenance, testing and related requirements:

1. Preventive Maintenance Schedule:

• Annual PM is conducted in the fall.

• Minor/Semi-Annual PM is performed in the spring.

2. Perform the Manufacturer's recommended Preventive

Maintenance Generator Services for thirteen (13) emergency generators as the Major /annual in Fall (Dec. 2025), including replacement of all fluids, all filters & and all belts.

3 Perform Two (2) Hour Load Bank Compliance test for thirteen (13) emergency generators as the Major /annual in Fall (Dec. 2025).

4. Perform Fuel Tank Testing and Polishing Services for thirteen

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(13) fuel tanks as the Major /annual in Fall (Dec. 2025).

5. Perform comprehensive inspection and testing of generators, transfer switch and facility tests as the Minor /semi-annual in approximately six (6) months

(Spring) following the major services.

6. Personnel protective equipment shall be worn as needed to ensure a safe and

OSHA compliant operation.

7. All required repairs shall be brought to the attention of the Director of

Maintenance or Asst. Director by submitting a formal project proposal.

Submit the approved Time & Material rates as specified in the proposal and indicate what needs to be corrected to allow the generator system to perform in a reliable and safe manner.

8. Repairs rates shall be effective for the duration of the contract term.

B. The Contractor shall provide at the beginning of the Contract (Fall), a schedule to perform the manufacturer's recommended full service, conducted in accordance with the

Annual Master PM Scheduling Plan, including a comprehensive test of the generator system. Provide a semi-annual written report to the Director of Maintenance or designee detailing the results of these inspections & testing service activities and verify the PM logs at each site are kept up to date during each visit.

C. The Contractor shall perform the critical Preventive Maintenance Services that shall ensure that the generator equipment shall perform in accordance with the manufacture's recommended operational guidelines. During Fall, the major Preventive Maintenance service shall include replacement of all filters & and all belts necessary to accomplish the manufacture's recommended preventive maintenance inspection & maintenance services.

D. The Contractor is to be aware that a SGHC mechanic performs weekly & monthly checks on the generator and automatic transfer switch system and documents the work in each generator's site log book with preventive maintenance performed in compliance with the Joint

Commission & the manufacturer's recommended preventive maintenance guidelines including:

1. Checking the battery level once a week

2. Oil level checked once a week

3. Coolant level checked once a week

4. Generator exercised for at least one hour each month with dynamic load.

E. During each visit the Contractor shall provide & dispose of all necessary materials & supplies necessary to accomplish the manufacture's recommended preventive maintenance inspection & maintenance service.

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F. Note: The Three-year Battery replacements are due September 2027.

G. Note: The Four-Hour Load Bank Tests are due September 2027.

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3 SPECIFICATIONS / Description of Work

PREVENTIVE MAINTENANCE ACTIVITIES PMI.

During the terms of the contract, if the Contractor identifies repairs needed to the generator system, they must promptly notify the Director of Maintenance or Assistant

Director of Maintenance. A written quote for the proposed repair services shall be submitted for review and approval. No repair work may begin without prior written authorization.

Routine preventive maintenance requires the incorporation of a written schedule, approved by SGHC, of the major and minor PM service programs in Fall & Spring of planned maintenance, care, and servicing of generator plant and equipment that is designed to improve equipment life and avoid any unplanned maintenance activity.

Preventive Maintenance includes painting (with the exception of the exclusions under

Section 2, E), lubrication, wipe down and cleaning of the generator frame, adjusting controls and component replacement associated with Preventive Maintenance activities.

Its purpose is to minimize breakdowns and excessive depreciation. Preventive

Maintenance includes periodically scheduled work to provide systematic checking, adjustment, tests, measurements, parts replacement, oil changes, cleaning and routine services in accordance with the manufacturer's recommendations.

B. THE JOINT COMMISSION GENERATOR LOAD BANK TESTING:

1. NFPA 99(99), Sec. 12-3.3.2 requires essential electrical systems in hospitals to conform to Type 1 system requirements. [See Attached - Generator Testing

Policy]

2. INSPECTION AND TESTING OF EMERGENCY ENERATORS

CERTIFICATION REQUIREMENTS

NFPA 101, 2005 Edition requires that emergency generators be installed, tested and maintained in accordance with NFPA 1 1 0, Standard for

Emergency and Standby Power Systems.

a. Buildings that fall under the latest revision Chapter 1 8 of NFPA 101

(12) and are equipped with or in which patients require the use of life-support systems (e.g. hospitals, nursing homes with residents on ventilators) shall also meet the maintenance and testing provisions of the 2005 edition of NFPA 99, Standard for Health Care Facilities [see

NFPA

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10102), Sections 18.2.9.2, 18.2.10.2, 18.5.1.2 and 18.5.1.3]

b. Provisions dealing with maintenance and testing of emergency generators can be found in NFPA 99(99), Sec. 34.4. This section starts out by referencing NFPA 1 1 0, but also deals with such issues as:

• Testing intervals

• Test conditions

• Personnel qualifications

• Maintenance and testing of circuitry

• Maintenance of batteries

c. FUEL POLISHING SYSTEM GUIDELINES:

In addition to the Generator Preventive Maintenance Services covered by this Contract, it includes the Joint Commission's minimum requirements to conduct the annual low sulfur diesel fuel testing and fuel polishing of the generators and the additional designated spare fuel tanks on site. Fuel needs to be polished and cleaned until compliant with the Joint

Commissions minimum requirements. Final fuel filtration shall be via a 5-micron water block filter and 1 micron particulate filter.

Using a MTCHC-50 Polishing System specifically designed for tanks with contaminated fuel that require the removal of water, sediment and sludge accumulation; with a Microbicide

FQS 1.5- Fuel System Additive proven to kill and control microbial contamination; and with an AFC—705 catalyst/additive used to clean and stabilize fuel for up to 12 months. See attached data sheets. Desired sequence of Fuel Polishing Operation:

• Take an initial sample of existing fuel

• Add Microbicide FQS 1.5- Fuel System Additive to kill and control microbial contamination iii. Using a MTCHC-50 Polishing System with a dual hose, crossflow, filtering arrangement continue filtering until a final fuel filtration is achieved via a 5-micron water block, filter and 1 micron particulate filter.

• Add AFC—705 catalyst/additive used to clean and stabilize fuel for up to

12 months

• Take the final sample and send it to certified lab.

Fuel and Tank Inspection and Cleaning:

Provide all labor, materials, expertise, and supervision required to provide the compliant inspection and cleaning of the diesel-powered generator fuel tanks and fuel. The purpose of this service is to ensure that all existing diesel fuel and tanks are thoroughly cleaned, free of all contaminants, leaving the existing fuel and fuel tanks in optimal condition.

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All work must conform to accepted industry and Environmental Protection Agency

(EPA) standards.

a. Inspect gauges, caps, and vents and report issue

b. Report any other issues found on the equipment

c. Maintain Spill Containment Protocol via SPCC approved equipment

d. Contractor is responsible for all expenses incurred relating to fuel spills

e. Prior to filtering fuel, vacuum off all free water and excess sludge

f. Contractor shall perform all fuel sampling as specified below

g. Contractor shall provide a Lab Analysis of collected samples that are specified below from an ISO 9001 Certified Laboratory.

h. Contractor shall provide certified mechanics to complete fuel polishing and cleaning.

(The mechanics fuel polishing certifications must be submitted with the bid submission).

2. Sampling and Analysis Requirements

Fuel samples shall be collected both prior to and following the fuel polishing process.

Samples must be drawn from the lowest points (bottom) of each fuel tank to ensure representative analysis.

• All samples collected shall be submitted for laboratory analysis.

• The Contractor is responsible for coordinating the laboratory testing with an

ISO-certified third-party laboratory.

• Laboratory analysis must comply with the following standards:

➢ HFPA (Health Facilities Planning Agency)

➢ ASTM D975 (Standard Specification for Diesel Fuel Oils)

➢ AHCA (Agency for Health Care Administration)

➢ ISO 9001:2008 (Quality Management Systems)

• Laboratory test reports for Low Sulfur Diesel Fuel, both before and after polishing, must be submitted to SGHC within two (2) weeks of testing completion.

3. Minimum Laboratory Analysis Requirements

Each fuel sample submitted for laboratory testing shall undergo, at minimum, the following analyses:

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• API Gravity – ASTM D287

• Cetane Index – ASTM D976

• Distillation Characteristics – ASTM D86

• Initial Boiling Point (IBP)

• 10%, 50%, 90% Distillation Points

• End Point

• Return

• Flash Point – ASTM D93-10

• Microbial Growth Detection – Presence of Bacteria and Fungus

• Sulfur Content – Quantitative analysis

• ISO Cleanliness Code – Maximum allowable: 20/19/15

• Water and Sediment Content – ASTM D2709

Fuel Filtering Procedures:

Create a "Cross Flow Filtration" by using a dual hose suction arrangement, suction from the bottom of the tank, through the filtration unit that includes a water coalescer, a sediment filtration system and a magnetic filter for removal of any ferrous metals, the Fuel polishing operation shall be turned over a MINIMUM OF 5

TIMES TANK CAPACITY.

Final Filtration Requirements

Final filtration of the fuel shall be performed using the following specifications:

• A 5-micron water block filter to remove moisture and water contaminants

• A 1-micron particulate filter to eliminate fine solid particles and ensure fuel cleanliness

These filtration steps must be completed after polishing to meet the required fuel quality standards.

4. If a sample from the polishing operation is tested and determined to be unacceptable, the

Contractor is responsible to perform the re-polish operation, at no additional charge to

SGHC, until a sample is tested and determined to be acceptable.

5. Contaminant Removal and Disposal:

The contractor shall remove and compliantly dispose of all waste and contaminate generated in the performance of this work per EPA and OSHA standards and supply appropriate compliant documentation from the disposal.

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3.1 D. GENERATOR EQUIPMENT LIST

EMERGENCY GENERATORS & FUEL TANKS LOCATIONS

Emergency Generators & Fuel Tanks 13

Generators (Gen)

13 Fuel Tanks (T)

1 WHITE Building: Patient Care Gen

2 RED BRICK COTTAGES & 4: Patient Care;

3 TAWES Building: Patient Care Gen

4 SMITH Building: Patient Care Gen

5 CENTRAL KITCHEN: Ancillary Support, Front

Refrigeration & Life Safety Equipment Gen

6 POWER HOUSE Gen

7 BLAND BRYANT: Ancillary Support Gen

8 CENTRAL KITCHEN: Ancillary Support, Rear

Refrigeration Equipment Gen

9 Administration Building

10 Dayhoff Building

11 Preston Building

12 Garrett Building

Tanks Only

13 T - TAWES: Emergency Fuel Tank [Only 1,000

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Gallon fuel tank stationed at the Tawes loading dock, needs fuel polishing]

14 T - GARAGE -Fuel Tank[Only 500 Gallons fuel tank stationed at the Garage, Needs fuel polishing]

15 T - Red Brick COTTAGES 1 & 2 - Existing fuel tank becomes an

Emergency Fuel Tank [only 1,000 gallons, and needs fuel polishing]

1. WHITE BUILDING

Generator Engine

Type: John Deere Type: ONSITE ENERGY

Model 4045HF285 Model

DS00080D6SPAK0574

Serial PE4045L259402 Serial 374675-1-1-0614

Volts: 120/208

Amps: 277

KW: 80

Fuel Tank: 322 Gallon

Estimated Run Time @ 75% Load: 60 Hours

2. RED BRICK COTTAGES Is 2.3 & 4

Generator Engine

Type: Kohler Type: John Deere

Model IOOREOZJF Model #:

Serial SGM32KM43

Volts: 277

Amps: 480

KW: 100

Fuel Tank: 448 Gallon

Serial PE4045N006581

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Estimated Run Time/ 75% Load: 151 Hours

3. TAWES BUILDING

Type: John Deere Type: ONSITE ENERGY

Model 4045HF285 Model 80D6SPAK0574

Serial#: PE4045L259404

Volts: 120/208

Amps: 277

KW: 80

Fuel Tank: 322 Gallon

Serial 374675-1-2-0614

Estimated Run Time @ 75% Load: 60 Hours

4. SMITH BUILDING

Generator Engine

Type: Cummins Type: Cummins

Model DFCE-5562820 Model NTA-855-G5

Serial F020385637 Serial 33072

Volts: 277/480

Amps: 601.4

KW: 400

Fuel Tank: 500 Gallon

Estimated Run Time @ 75% Load: 19 Hours

5. CENTRAL KITCHEN - Front Refrigeration Equipment

Type: Generac Type: John Deere

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Model 9798130100 Model 6068HF285

Serial #: 2098115

Volts: 120/208

Amps: 520.4

KW: 150

Fuel Tank: 1000 Gallon

Serial PE6068L049459

Estimated Run Time @ 75% Load: 100 Hours

6.

POWER HOUSE

Generator Engine

Type: Caterpillar Type: Caterpillar

Model SR4 Model #:

Serial 5WF00622

Volts: 480 Amps: 376

KW: 250

Fuel Tank: 700 Gallon

Serial 2AJ01021

Estimated Run Time @ 75% Load: 42 Hours

7. BLAND BRYANT BUILDING Generator

Generator: Engine

Type: OnSite Energy Type: Marathon

Model MTU6R010DS180 Model 431NSL6206

Serial 95130600267 Serial MT00378080716

Volts: 120/208

Amps: 520.4

KW•. 180

Fuel Tank: 800 Gallon

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Estimated Run Time @ 75% Load: 100 Hours

8. CENTRAL KITCHEN Rear Refrigeration & Life Safety Equipment

Generator Engine

Type: Kohler Type: John Deere

Model 125REOZJG Model 4045HF285K

Serial SGM32JRM4 Serial PE4045N002132

Volts: 120/208

Amps: 430

Estimated Runtime @ 75% Load: 100 Hrs.

Fuel Tank: 720 Gallon

9. TAWES

Emergency Fuel Tank: 1,000 Gallon fuel tank at the Loading Dock needs polishing

10. GARAGE

Emergency Fuel Tank: 500 Gallons fuel tank, needs polishing

11. RED BRICK Cottage I and 2

Emergency Fuel Tank: I ,000 Gallon fuel tank, needs polishing

12. DAYHOFF -

Generator Engine

Type: Kohler Type: John Deere

Model 175 Model DS00080D6SPAK0574

Serial 226322 Serial RG6090L065005

Volts: 120/208

Amps: 1200

KW: 280 KW/KVA-350

Fuel Tank: 475 Gallon

Estimated Run Time @ 75% Load: 32 Hours

Emergency Belly Fuel Tank: 1,000 Gallons fuel tank — needs polishing

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13. PRESTON –

Generator

Engine

Type: Generac Type: FPT Industrial SPA

Model SD 100 Model F4GE9685AJ

Serial 3013993075 Serial 2102780

Volts: 120/208

Amps: 347

KW: 280 KW/KVA-350

Fuel Tank: 510 Gallon

Estimated Run Time @ 75% Load: 78 Hours

14. GARRETT –

Generator

Engine

Model SD 100 Model F4GE9685AJ

Serial 3013965900 Serial 2055204

Volts: 120/208

Amps: 347

KW: 100 KW/KVA-350

Fuel Tank: 220 Gallon

Estimated Run Time @ 75% Load: 46 Hours

15. ADMINSTRATION

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Model SD 0130GG1767D18DPYY3 Model F4GE9685AJ

Serial 3013965902 Serial 2055316

Volts: 120/208

Amps: 347

KW: 130 KW/KVA-350

Fuel Tank: 220 Gallon

Estimated Run Time @ 75% Load: 78 Hours

16. The generators of special concern to The Joint Commission are those that supply emergency power to the patient care support areas and the critical patient support areas. All associated generators controls and power supply systems, back to, but excluding the main power disconnect, are to be included within the scope of this Contract. (See Attachment Interim Life

Safety Measures)

17. The above listing of equipment is believed to be accurate on quantity and type of equipment to be serviced under this Contract. Should it be discovered after the award of this Contract by either the

Contractor or by SGHC that other generator equipment exists which were left off of this scope but is critical to the operation of the hospital, then SGHC reserves the right to add said equipment to the list of equipment for servicing under the terns of this Contract. Contractor shall be afforded the opportunity to quote should such an addition to the list of equipment be required, an amendment will be issued to document these changes and an adjustment in the Contractor's payment shall be negotiated by the Procurement Office. Should SGHC elect to remove certain equipment, a similar process shall occur.

18. Contractor shall not perform any work beyond the project's scope of work. When questions arise or possible field changes are discussed, the work is not authorized to be acted upon and paid for unless the Director of Maintenance /designee issues a written authorization for the work. All requests for payment for work completed without a purchase order or a written approval from the

Director of Maintenance / designee shall be denied.

19. The facility named buildings and areas affected will remain operational while the work is in progress. It is imperative that the Contractor closely coordinate with the Director of

Maintenance designee during this event.

E. EXCLUSIONS FROM THIS CONTRACT:

The following items are specifically excluded from the Preventive

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Maintenance Service Contract's Scope of Work and shall not be required work provided for under the terms of this Contract:

The Contractor is not obligated under the terms of this Contract to provide any Preventive

Maintenance services to equipment reported "Out of Service" unless it appears on the

Equipment Listing or is authorized by the Director of

Maintenance to be added to the Master PM Scheduling Plan.

l . Normal daily and weekend functions of stopping, staffing and the initial resetting of the equipment covered hereunder.

2. The responsibility for room conditions or overall system performance because of poor design or improper air or water balance.

3. Any modifications of equipment that is recommended or required by insurance companies, government, state, municipal or other authorities.

4. Any equipment destroyed by an act of vandalism.

5. Maintenance, repair and/or replacement of the basic building wiring on the

"Line" side of the means of disconnection.

6. Painting, except if a particular type of protective coating is required and specifically recommended or required by the equipment manufacturer.

F. THE CONTRACTOR SHALL

l . Provide hourly labor rates for regular and after-hour/overtime hours and are defined to include ANY after-hour /overtime, including weekends /Saturday, Sunday & Holidays for the Contractor's staff:

a. Trained & Qualified Mechanic

b. An Apprentice /Helper

2. Designate an individual as their trained & qualified mechanic who will be responsible for all services to be performed under this Contract. All work shall be performed by trained & qualified mechanics or apprentices under the responsibility of the listed trained & qualified mechanic. Please provide a copy of any special certificates or training that the trained & qualified mechanic has obtained during the mechanic's service with Contractor.

3. Material/Component parts & freight shall be provided at Contractor's verified, cost with NO MARK-UP.

4. These hourly rates will be used to perform work that may be considered/authorized by the Director of Maintenance and be part of the repairs listed above and may or may not be considered part of the Scope of Work for this Contract. These hourly labor rates and component parts costs shall be good for the duration of contract term.

5. The Contractor shall meet with SGHC staff and develop a Semiannual

[Minor/Spring & Major/Fall] Master PM Scheduling Plan detailing the

Preventive Maintenance schedule for servicing the generator systems. The

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Contractor shall furnish all labor, materials, equipment, services, supervision, permits, insurance and shall perform all operations necessary to provide the

Semi-annual Preventive Maintenance services requested. The work required under the term of this Contract shall include, but is not limited to:

a. Development and implementation of a Master PM Scheduling Plan per the manufacturer's recommended specifications and per the current

Industry Standards. Within five (5) days after the Award of the Contract, the Contractor shall meet with the Contract Monitor, for the Work

Initiation Conference, to submit a comprehensive Master PM Scheduling

Plan detailing the preventive maintenance schedule for all generators listed on this contract under the equipment listing and associated support equipment. The schedule shall be arranged for at-a-glance determination of exactly when and what maintenance will be performed to a given piece of equipment, system or component.

b. The Contractor shall be responsible to perform the Preventive

Maintenance [PM] inspections and PM repairs that are detailed in the

Contract at the intervals specified in the Master PM Scheduling Plan, provide management with the appropriate field service tickets/per visit/per generator system for review and approval for each visit to the specific generator site, and after all the minor/semi-annual - Spring & major /annual-Fall, PM work has been performed for the specific inspection, submit an invoice for payment for management's review and approval. Invoices shall only be honored after the PM work, listed on the

Master PM Scheduling Plan for that specific period has been completed.

c. Checking and verifying performance of all covered equipment and components in accordance with: Manufacturer's specifications -

All maintenance procedures, preventive or otherwise, recommended by the Manufacturer for each individual piece of equipment included in this

Contract shall become a part of this Contract

• ASHRAE Standards

• Applicable Code Requirements

• Proper industry maintenance practices

d. Provide within five (5) days after being awarded the Contract, a simple

Semi-annual Master PM Scheduling Plan that is easy for the Director of

Maintenance's review and approval indicating when specific preventive maintenance service items are to be scheduled and accomplished for each

Semiannual period. Also provide a copy of this schedule with each invoice indicating what items have been completed on which generator system. [Note: Each invoice shall be paid only after all preventive maintenance work is completed on all generator systems for that specific semi-annual period.

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e. The Contractor shall provide the manufacturer's standard warranty of equipment, products, and a statement and documentation of the standard warranty for labor, materials, and workmanship.

f. The facility buildings and areas affected will remain operational while the work is in progress. It is imperative the Contractor coordinate services with the Director of Maintenance designee /Contract Monitor.

3 ACCEPTANCE OF THE GENERATOR SYSTEM

It shall be clearly understood by all interested bidders, that the intent of this Contract is to provide

Preventive Maintenance Services that includes all combined materials, parts, labor, services, and equipment necessary to keep the generator equipment in first-class operating condition.

Any deficiencies found during the semi-annual on-site technical inspection shall be documented by the Contractor and submitted to the Director of Maintenance or designee with a separate cost breakdown and proposal for repair for each of the deficiencies listed.

The SGHC shall, at its discretion and expense, repair or correct the deficiencies listed. The

SGHC shall have the option to direct the Contractor to correct deficiencies listed in accordance with the proposal submitted by the Contractor, or to seek repairs of the deficiencies listed through a third party.

4 RESPONSIBILITIES:

CONTRACTOR'S RESPONSIBILTY:

Contractor shall comply with all requirements of the Annotated Code of Maryland (latest revisions and supplements), any and all bulletins, policies, directives, etc. issued by the

Maryland Department of the Environment, Maryland Department of Labor, Licensing, and Regulation (DLLR), National Mechanical Code (latest revision), and the Building

Officials and Code Administrators International, Inc. (BOCA).

The Contractor shall comply with minimum insurance requirements established under

Annotated Code of Maryland (latest revision).

1. Prior to the start of the Contract, the Contractor shall meet with the Director of

Maintenance and Contract Monitor to review the Contract requirements and scheduling of work.

2. Trained & Qualified Mechanics: The Contractor shall designate an individual in their employ as their trained & qualified mechanic who will be responsible for all services to be performed under this Contract. All work shall be performed by trained & qualified mechanics and apprentices under the responsibility of the listed trained & qualified mechanic. Please provide a copy of any special

IFB for Maryland Department of Health Page 24 of 54 certificates or training this trained & qualified mechanic has obtained during the

Bidders employment.

3. The Contractor shall be responsible for all costs associated with the

Comprehensive Preventive maintenance Program: Preventive

Maintenance activities, load bank testing and fuel polishing. The Contractor shall work closely with the Director of Maintenance

/designee and Contract Monitor to coordinate the testing results.

4. When performing preventive maintenance repairs, the Contractor shall utilize replacement parts from the original manufacturer. In cases where the overall cost or critical time frame may be served by substituting parts from another manufacturer, the facility Director of Maintenance /designee shall exercise the right to decide on the desired approach.

5. The Contractor shall replace all parts necessary to restore equipment to complete operational service when performing repairs. Use of the term "parts" is intended to imply the smallest part which effectively and completely accomplishes needed repair. In cases where the overall cost or critical time frame may be served by replacing a larger part/component, the Director of Maintenance /designee shall exercise the right to decide on the desired approach.

6. Service Records: It shall be the responsibility of the Contractor's employees to log in and out at the facility's Maintenance Mall for each service's site visit.

i Upon completion of each service call, the Contractor shall provide a service ticket with details of work performed on that date, obtain the SGHC Contract Monitor /designee signature to verify services and provide a copy. For digital signatures, email a copy on the following day.

7. The Contractor shall help maintain the existing SGHC maintenance log for each generator at completion of PM, testing and inspections, load bank tests, fuel cleaning and all repair activities. The entries must be legible, retaining a running record of all concems encountered and the corrective actions taken. This log shall be reviewed with the Maintenance Director every six (6) months.

8. Contractor is responsible for providing an auditable receipt for all materials, parts and freight used to repair the generator system.

9. The Contractor shall provide the Contract Monitor and Director of Maintenance with a phone number that can be used 24/7 for the critical four (4) hour emergency response services.

10. The Contractor shall comply with minimum insurance requirements established under Annotated Code of Maryland (latest revision).

11. Regular service work, which shall not interfere with normal mechanical operations shall be performed during the normal work hours for the Department of Maintenance (7:30 a.m. to 3:00 p.m., Mondays through Fridays).

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12. The contractor is responsible for completing the scope of work as stated in this solicitation within the parameters set within this solicitation.

13. The contractor is required to comply to the states terms and conditions.

14. The contractor is required to adhere to the Insurance Requirements of this solicitation throughout the duration of the contract.

15. All work which requires a system shutdown, and emergency or overtime work, shall be co-coordinated with the Director of Maintenance /designee.

3.2 B. SGHC'S RESPONSIBILITY

1. SGHC shall designate a senior maintenance representative to act as liaison between the State and the Contractor for coordination of activities of the

Contractor and the Facility and to receive instructions concerning the condition and operation of said equipment. The Director of Maintenance or designee is herein designated as such. SGHC reserves the right to change that designation.

The representative shall have authority to carry out recommendations received from the Contractor in conjunction with the normal accomplishments of the

Contractor. The State reserves final authority on acting on these recommendations.

2. SGHC shall operate the equipment in accordance with the

Manufacturer's instructions and notify the Contractor promptly of any change in the usual operating conditions.

3. SGHC shall keep the equipment rooms and space free of materials extraneous to the system and move any stock, fixtures, wall or partitions needed to facilitate the work called for herein.

4. SGHC shall supply electricity to line side of fuse disconnect only. All fuses are part of the preventive maintenance parts covered under this Contract.

5. SGHC reserves the right to seek competitive bids for the purchase of any repair part or service needed in excess of $500. The Contractor shall work cooperatively with any Contractor contracted by SGHC.

3.3 Supplemental Category of Work Requirements and Responsibilities

See the attached Facilities Maintenance Supplement starting at section 6 associated with this solicitation.

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4 Standard Terms and Conditions

4.1 Contract Initiation Requirements

Once all approvals have been obtained and the Contract is fully executed, the Procurement Officer may schedule a kickoff meeting to be held prior to commencement of Contract performance.

4.2 End of Contract Transition

The Contractor shall cooperate in the orderly transition of services from it to a subsequent contractor at the end of the contract term or upon receipt of a Notice of Termination from the State. Transition shall be provided in a prompt and timely manner and shall proceed in accordance with the schedule provided to the Contractor by the State in the Notice of Transition. Additional instructions regarding transition services may be provided in the event of a Notice of Termination issued by the State.

4.3 Invoicing

Submission of an invoice constitutes the Contractor’s verification that the information in the invoice is accurate as of the time of submission.

An invoice not satisfying the requirements of a Proper Invoice (as defined in COMAR 21.06.09) will not be processed for payment. To be considered a Proper Invoice, invoices must include the following information, without error:

A. Contractor name and address;

B. Remittance address;

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

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

E. Invoice date;

F. Invoice number;

G. State assigned Contract number;

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

I. Description of services provided;

J. Amount due; and

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

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

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.

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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.

4.3.1 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 –The Price

Form), those items shall be billed in the month following the acceptance of the work by the State.

B. For Items of work for which there is annual pricing (see Attachment B–The Price

Form), those items shall be billed in equal monthly installments for the applicable

Contract year in the month following the performance of the services.

C. Invoices for work performed on a labor hour or time and materials basis shall be submitted on or before the _10th__ business day of the month following the end of the invoice period.

D. Invoices for deliverables shall be submitted upon completion and acceptance of the deliverables as defined in Section 2 of the IFB.

Payment for deliverables will only be made upon completion and acceptance of the deliverables as defined in Section 2 of the IFB and as listed on the bid sheet.

4.4 Liquidated Damages

4.4.1 MBE Liquidated Damages

If an MBE Goal is applicable to the solicitation, MBE liquidated damages are identified in

Exhibit 2 - Sample Contract.

4.4.2 Liquidated Damages other than MBE

Liquidated damages other than MBE are identified in Exhibit 2 – Sample Contract.

This section is inapplicable to this IFB.

4.4.3 Problem Escalation Procedure

No later than ten (10) Business Days after notice of recommended award or after the date of the

Notice to Proceed, whichever is earlier, the Contractor must provide, and thereafter, maintain a

Problem Escalation Procedure (PEP) for both routine and emergency situations. The PEP must state how the Contractor will address problem situations as they occur during the performance of the Contract, especially problems that are not resolved to the satisfaction of the State within appropriate timeframes and must include:

A. Contact information

B. The process for establishing the existence of a problem;

C. Names, titles, and contact information for progressively higher levels of personnel in the Contractor’s organization who would become involved in resolving a problem;

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D. For each individual listed in the Contractor’s PEP, the maximum amount of time a problem will remain unresolved with that individual before the problem escalates to the next contact person listed in the Contractor’s PEP;

E. Expedited escalation procedures and any circumstances that would trigger expediting them;

F. The method of providing feedback on resolution progress, including the frequency of feedback to be provided to the State;

G. Contact information for persons responsible for resolving issues after normal business hours (e.g., evenings, weekends, holidays) and on an emergency basis; and

H. A process for updating and notifying the Contract Monitor of any changes to the PEP.

I. The PEP must be updated within ten (10) Business Days after any change in circumstance which changes the PEP but not less than annually within ten (10)

Business Days after the start of each Contract year .

Nothing in this section shall be construed to limit any rights of the Contract Monitor or the

State which may be allowed by the Contract or applicable law.

4.5 Work Orders

THIS SECTION IS INAPPLICABLE TO THIS IFB.

4.6 Payments by Electronic Funds Transfer

By submitting a Bid in response to this solicitation, the Bidder, if selected for award:

Agrees to accept payments by electronic funds transfer (EFT) unless the State Comptroller’s

Office grants an exemption. Payment by EFT is mandatory for contracts exceeding $200,000. The successful Bidder shall register using the COT/GAD X-10 Vendor Electronic Funds (EFT)

Registration Request Form.

Any request for exemption must be submitted to the State Comptroller’s Office for approval at the address specified on the COT/GAD X-10 form, must include the business identification information as stated on the form, and must include the reason for the exemption. The COT/GAD

X-10 form may be downloaded from the Comptroller’s website at:

http://comptroller.marylandtaxes.com/Vendor_Services/Accounting_Information/Static_Files/GA

DX10Form20150615.pdf.

4.7 Prompt Payment Policy

This procurement and the Contract(s) to be awarded pursuant to this solicitation are subject to the

Prompt Payment Policy Directive issued by the Governor’s Office of Small, Minority & Women

Business Affairs (GOSBA) and dated August 1, 2008. Promulgated pursuant to Md. Code Ann., State Finance and Procurement Article, §§ 11-201, 13-205(a), and Title 14, Subtitle 3, and

COMAR 21.01.01.03 and 21.11.03.01, the Directive seeks to ensure the prompt payment of all subcontractors on non-construction procurement contracts. The Contractor shall comply with the prompt payment requirements outlined in the Contract, Section 31 “Prompt Pay Requirements”

(see Exhibit 2 - Sample Contract). Additional information is available on GOSBA’s website at:

http://www.gomdsmallbiz.maryland.gov/documents/legislation/promptpaymentfaqs.pdf.

4.8 Federal Funding Acknowledgement

This Contract does not contain federal funds.

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4.9 Conflict of Interest Affidavit and Disclosure

The Bidder shall complete and sign the Conflict of Interest Affidavit and Disclosure (Attachment I) and submit it with its Bid.

By submitting a Conflict of Interest Affidavit and Disclosure, the Contractor shall be construed as certifying all Contractor Personnel and subcontractors are also without a conflict of interest as defined in COMAR 21.05.08.08A.

Additionally, a Contractor has an ongoing obligation to ensure that all Contractor Personnel are without conflicts of interest prior to providing services << under OR individual Task Orders issued under >> the Contract. For policies and procedures applying specifically to Conflict of Interests, the

Contract is governed by COMAR 21.05.08.08.

Participation in Drafting of Specifications: Disqualifying Event: Bidders are advised that Md. Code

Ann. State Finance and Procurement Article §13-212.1(a) provides generally that “an individual who assists an executive unit in the drafting of specifications, an invitation for bids, a request for proposals for a procurement, or the selection or award made in response to an invitation for bids or a request for proposals, or a person that employs the individual, may not: (1) submit a bid or proposal for that procurement; or (2) assist or represent another person, directly or indirectly, who is submitting a bid or proposal for that procurement.” Any Bidder submitting a Bid in violation of this provision shall be classified as “not responsible.”

4.10 Non-Disclosure Agreement

4.10.1 Non-Disclosure Agreement (Bidder/Offeror)

A Non-Disclosure Agreement (Bidder/Offeror) is not required for this procurement.

4.10.2 Non-Disclosure Agreement (Contractor)

A Non-Disclosure Agreement (Contractor) is not required for this procurement.

4.11 Maryland Healthy Working Families Act Requirements

On February 11, 2018, the Maryland Healthy Working Families Act went into effect. All Bidders should be aware of how this Act could affect your potential contract award with the State of

Maryland. See the Department of Labor, Licensing and Regulations website for Maryland

Healthy Working Families Act Information: https://dllr.state.md.us/paidleave/.

4.12 The State of Maryland’s Commitment to Purchasing Environmentally

Preferred Products and Services (EPPs)

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

https://dllr.state.md.us/paidleave/…