BPM054876 Service Maintenance Washer & Dryer RFB.pdf

Clifton T. Perkins Hospital Center

Request for Bids for

Service Repairs for Washing Machines and Dryers

Solicitation # BPM054876

Issue Date: January 14, 2026

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 – Service Repairs for Washing Machines and Dryers

Solicitation

Number:

BPM054876

RFB Issue Date: January 14, 2026

RFB Issuing

Office:

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 BPM054876

See Section 8 for *Other Electronic Means*

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:

BPM054876 Service Repairs for Washers and Dryers: Pre-Bid

Conference

Wednesday, January 21 · 10:00 – 10:30am

Time zone: America/New York

Google Meet joining info

Video call link: https://meet.google.com/mkc-yxhu-bsx

Or dial: 9035-816-(US) +1 857 PIN: 330 493 454#

More phone numbers: https://tel.meet/mkc-yxhu-bsx?pin=9824779829600

Scheduled Site

Visit

If you wish to attend a site visit please contact the Procurement officer via Email no later than (date and time)

Questions Due

Date and Time:

January 23, 2026, by 12:00 pm Local Time

Bid Due (Closing)

Date and Time:

February 5, 2026, 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://meet.google.com/mkc-yxhu-bsx https://tel.meet/mkc-yxhu-bsx?pin=9824779829600 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

BPM054876 Service Repairs for Washing Machines and Dryers: Bid

Opening

Friday, February 6 · 9:00 – 9:15am

Time zone: America/New York

Google Meet joining info

Video call link: https://meet.google.com/amm-xykw-uod

Or dial: 1805-993-(US) +1 415 PIN: 393 043 527#

More phone numbers: https://tel.meet/amm-xykw-uod?pin=7577375327716

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: Indefinite Quantity with Firm Fixed Prices with Work Orders of Time &

Materials and Fixed Price

Contract Duration: Six Month base period with One – Six Month option period.

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/amm-xykw-uod https://tel.meet/amm-xykw-uod?pin=7577375327716 https://tel.meet/amm-xykw-uod?pin=7577375327716

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 285 patients and is accredited by the Joint Commission on the Accreditation of Healthcare Organization

(JCAHO).

d. The facility has twelve (12) patient wards with individual washers and dryers where the patients are allowed to wash and dry their own clothing under supervision. There is no current maintenance contract for the washers and dryers which have expired warranties.

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 be licensed and registered to provide repairs or alterations to structure or systems to include major appliances in the State of Maryland to perform the work as defined in the Scope of Work. To perform work under the resulting contract the Bidder must include the following documentation of licensing, certifications and applicable experience:

i. A copy of their Maryland Home Improvement Contractor (MHIC) license issued by the Maryland Department of Labor.

ii. If within the counties of Montgomery or Frederick, copies of additional licensing as per County-Specific Requirements.

iii. A copy of their state or county Business License where they perform business.

b. The Bidder or its subcontractors shall provide at least 3 references that attest to their capabilities and general experience (corroboration of at least 3 years of experience total) in the service maintenance of washers and dryers 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

a. The Contractor shall perform service maintenance to the following washers and dryers on the twelve (12) patient wards as identified:

# WARD ITEM DESCRIPTION

i. 1 North Washing Machine Speed Queen Model No:

SWNMN2SP115TW01 Serial No:

2005023388

ii. 1 North Dryer Speed Queen Model No:

SDEMNRGS173TW01 Serial No:

2407057767

iii. 2 North Washing Machine Whirlpool Model No: WTW4816FW3 Serial

No: CD5005550

iv. 2 North Dryer Speed Queen Model No:

SDEMNRGS17TW01 Serial No: 2407057779

v. 3 North Washing Machine Speed Queen Model No:

SWNMN2SP115TW01 Serial No:

2016002215

vi. 3 North Dryer Speed Queen Model No:

SDEMNRGS173TW01 Serial No:

2203060912

vii. 4 North Washing Machine Speed Queen Model No:

SWNMN2SP115TW01 Serial No:

1902063542

viii. 4 North Dryer Speed Queen Model No:

SDEMNRGS173TW01 Serial No:

1912045478

ix. 1 East Washing Machine Speed Queen Model No:

SWNMN2SP115TW01 Serial No:

21120330183

x. 1 East Washing Machine Speed Queen Model No:

LWN432SP115TW01 Serial No: 1807051289

xi. 1 East Dryer Speed Queen Model No:

LDE30REGS173TW01 Serial No:

1806031151

xii. 1 East Dryer Speed Queen Model No:

SDEMNRGS173TW01 Serial No:

2407057762

xiii. 2 East Washing Machine Speed Queen Model No:

SWNMN2SP115TW01 Serial No:

2112071359

xiv. 2 East Washing Machine Speed Queen Model No:

LWN432SP113TW04 Serial No: 1608057318

xv. 2 East Dryer Speed Queen Model No:

LDE30RGS153TW01 Serial No: 1511057144

xvi. 2 East Dryer Speed Queen Model No:

LDE30RGS153TW01 Serial No: 1807024829

xvii. 1 West Washing Machine Speed Queen Model No:

SWNMN2SP115TW01 Serial No:

1808055859

xviii. 1 West Washing Machine Speed Queen Model No:

SWNMN2SP115TW01 Serial No:

1808055880

xix. 1 West Dryer Speed Queen Model No: AEM497W2 Serial

No: S9604015025

xx. 1 West Dryer Speed Queen Model No: AEM497W2 Serial

No: S9503002603

xxi. 2 West Washing Machine Speed Queen Model No:

SWNMN2SP115TW01 Serial No:

2407066003

xxii. 2 West Washing Machine Speed Queen Model No:

SWNMN2SP115TW01 Serial No:

2106002202

xxiii. 2 West Dryer Speed Queen Model No:

SDEMNRGS173TW01 Serial No:191245489

xxiv. 2 West Dryer Maytag Model No: MDE4500MW0 Serial

No: ME5054788

xxv. 1 South Washing Machine Speed Queen Model No:

SWNMN2SP115TW01 Serial No:

2407065987

xxvi. 1 South Washing Machine Speed Queen Model No:

SWNMN2SP115TW01 Serial No:

1903057666

xxvii. 1 South Dryer Speed Queen Model No: LES17AWF Serial

No: 1310016460 xxviii. 1 South Dryer Speed Queen Model No:

LDE30RGS152TW01 Serial No: 1511057160

xxix. 2 South Washing Machine Speed Queen Model No:

SWNMN2SP115TW01 Serial No:

2407065977

xxx. 2 South Washing Machine Speed Queen Model No:

SWNMN2SP115TW01 Serial No:

2005023429

xxxi. 2 South Dryer Speed Queen Model No:

SDEMNRGS173TW01 Serial No:

2203060927

xxxii. 2 South Dryer Speed Queen Model No:

SDEMNRGS173TW01 Serial No:

1905044799 xxxiii. 3 South Washing Machine Speed Queen Model No:

SWNMN2SP115TW01 Serial No:

2106002214

xxxiv. 3 South Washing Machine Speed Queen Model No:

SWNMN2SP115TW01 Serial No:

2106002205

xxxv. 3 South Dryer Speed Queen Model No:

SDEMNRGS173TW01 Serial No:

2204043421

xxxvi. 3 South Dryer Speed Queen Model No: LDE30

RGS153TW01 Serial No: 1807024827 xxxvii. 4 South Washing Machine Speed Queen Model No:

LWN311PP111TW01 Serial No: 1408005197 xxxviii. 4 South Washing Machine Speed Queen Model No:

LWN432SP113TW04 Serial No: 1603057381

xxxix. 4 South Dryer Speed Queen Model No:

SDEMNRGS173TW01 Serial No:

2203060896

xl. 4 South Dryer Speed Queen Model No: SDEMNRGS173

TW01 Serial No: 1912045307

b. The Contractor shall provide all parts, labor, tools, materials and equipment necessary to complete the work.

c. If the costs to repair are found to exceed the replacement value of the machine, the

Contractor shall consult with both the Contract Monitor or designee and Procurement

Officer who shall make a determination in order to replace the equipment instead.

d. Replacement parts shall be new unless not available, and then upon approval of the

Contract Monitor or designee may be to use rebuilt part to meet the manufacturer’s specifications of the original product.

e. All parts shall have a minimum two-year parts and labor warranty per Department of

General Services and Office of Facilities and Maintenance Department standards.

f. All work shall comply with OSHA, TJC Standards, OHCQ and local safety regulations in the performance of work and proper handling and disposal of waste and or contaminated materials.

g. The Contractor shall keep the premises free from accumulation of waste materials or rubbish caused by operations at all times. The Contractor shall leave the work area clean and free of materials, debris, and Contractor equipment to the satisfaction of the authorized CTPHC authorized representative. The Contractor shall be responsible for removal and disposal of all debris and defective materials removed in performance of the service and in strict accordance with all applicable regulations, codes, laws, and ordinances. If the area is not cleaned by the Contractor upon completion, the sum of

$50.00 per hour needed to clean the area shall be deducted from the Contractor’s invoice, not as a penalty but as liquidated damages.

h. All work shall be approved by the CTPHC authorized representative (Contract Monitor or Designee) prior to any work being performed. All work shall be performed according to the standards and to the complete satisfaction of CTPHC. The Contractor shall work until each job is completed and when necessary. The Contractor shall not perform additional work not stated in specifications that may lead to additional costs without written approval from the Contract Monitor or designee or the CTPHC Procurement

Office. The Contractor must have the approval of the Contract Monitor or designee before any modifications or alternations are made.

i. Service calls may be during regular business hours Monday through Friday from 8:00 am to 4:00 pm. After hours can be billed at the Contractor’s after-hour rate any time prior to https://www.osha.gov/laws-regs/regulations/standardnumber/1910 https://www.jointcommission.org/en-us/standards https://health.maryland.gov/ohcq/Pages/Regulations.OHCQ.aspx https://labor.maryland.gov/labor/mosh/ and after the regular rate as well as weekends and holidays. The state holidays for 2026 are as follows:

New Year's Day Thursday January 1

Birthday of Dr. Martin Luther King, Jr. Monday January 19

Presidents' Day Monday February 16

Memorial Day Monday May 25

Juneteenth Friday June 19

Independence Day Friday July 3

Labor Day Monday September 7

Columbus Day Monday October 12

Election Day Tuesday November 3

Veterans' Day Wednesday November 11

Thanksgiving Day Thursday November 26

American Indian Heritage Day Friday November 27

Christmas Day Friday December 25

j. The Contractor shall respond to request for work orders and complete Daily reports using

Exhibit D - Contractor Daily Report, to be submitted to the Contract Monitor following completion of daily work and via email with invoicing.

k. The Contractor shall note all employees shall conform to guidelines for all construction and/or other contractors reporting to the Hospital to follow, Section 17. Attachments:

i. Exhibit C- Contractor Construction Guidelines

ii. Exhibit D-Contractor Daily Report

iii. Exhibit E-Acknowledgement of Confidentiality

iv. Exhibit F-Contractor Safety Reference Sheet

v. Exhibit G-Outside Vendor Tool Inventor Form

5. 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): Contract Monitor 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 for six (6) months which shall commence within five (5) days of contract award, on or about February 16, 2026, and continue for six (6) months, through about August 15, 2026, with one (1) option period of six (6) months.

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. The Bid/Proposal is due on February 5, 2026, at 2:00 p.m. Local Time (Key

Information Sheet)

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

Bidders shall provide their Bids in one submission through eMMA following the

Quick Reference Guides (QRG). Please DO NOT hand deliver any replies to the facility.

c. *OTHER ELECTRONIC MEANS* If the Bidder is unable to utilize the eMMA platform, they must submit two (2) emails to the Procurement Officer. One (1) email should contain their bid. The second email should contain the password for the Bid

Worksheet Form file and the explanation why they are unable to use eMMA. To encrypt the Bid Worksheet Form: open the excel file Select File> Info, select the Protect

Workbook box and choose Encrypt with Password, enter a password in the Password box, and then select OK, confirm the password in the Re-enter Password box, and then select OK. Warning: Microsoft cannot retrieve forgotten passwords. Bids submitted via email must not exceed 8 Mb. If a submission exceeds this size, split the submission into two (2) or more parts and include the appropriate part number in the subject (e.g., part 1 of 2).

d. 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.

vi. Additional required attachments listed in Section 17.

vii. Any Addendum posted after this solicitation with required signatures.

e. 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

January 23, 2026, 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. All labor hour/time and material invoices shall be accompanied by a timesheet signed by the Contract Monitor as described below and notice(s) of acceptance issued by the State:

DPAF for each time period invoiced (see online example at DPAF Sample) Include for each person covered by the invoice the following information: name, hours worked, hourly labor rate, invoice amount, and a copy of each person’s timesheet for the period signed by the Contract monitor.

b. For Materials Reporting: submit evidence to support the cost of materials and that billing on the invoice is consistent with the requirements as stated in the RFB.

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

• The amount invoiced is inconsistent with the Contract;

• The proper invoice has not been received by the party or office specified in the contract;

• The invoice or performance is in dispute or the Contractor has failed to otherwise comply with the provisions of the contract;

• The item or services have not been accepted;

• The quantity of items delivered is less than the quantity ordered;

• The items or services do not meet the quality requirements of the

Contract;

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

• If the Contract provides for withholding a retainage and the invoice is for the retainage, all stipulated conditions for release of the retainage have not been met; or

• The Contractor has not submitted satisfactory documentation or other evidence reasonably required by the Procurement Officer or by the

Contract concerning performance under the Contract and compliance with its provisions.

c. 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;

http://doit.maryland.gov/contracts/Documents/_procurementForms/DeliverableProductAcceptanceForm-DPAFsample.pdf

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.

d. 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.

e. 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. The Contractor shall not markup the sales tax portion of the source materials invoice. CTPHC will reimburse sales tax paid by the contractor on a dollar-for-dollar basis only. CTPHC has the option to purchase any individual part/material for the service/repair. A copy of the Contractor’s source invoice(s) for all parts/materials used for repairs/services must accompany his invoice in order to be reimbursed. Payments shall not be made for any parts/material without the proper documentation attached to the

Contractor’s original invoice.

mailto:dlctphcfiscalservices_MDH@maryland.gov

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. The Contractor shall be required to evaluate the condition of all equipment and make appropriate recommendations to the Contract Monitor as to what items are in need of repair or replacement. The Contractor shall be required to gather and provide all pertinent product information on the part needing repair or replacement. This information shall be comprehensive enough so that the new repair/replacement parts may be ordered and obtained in a timely fashion. The Contract Monitor shall be consulted, and approval required before any new components are ordered.

e. 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.

f. Procurement of parts and/or materials needed will be up to the discretion of the Contract

Monitor or designee as to whether they will be purchased through the Contractor or purchased from another supply source. This will be determined as the need arises. If any major equipment failure should occur, the Hospital Center reserved the right to obtain competitive bids for the project.

g. The Contractor shall be able to provide replacement parts and/or devices, as required, within 48 hours of notification to the Contract Monitor or designee that repairs are necessary for necessary repairs covered by this Contract.

h. 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.

i. Truck inventory (items normally kept in stock on the Contractor’s truck) may be invoiced at a regular reasonable rate for all items costing less than $25.00. For any non-truck inventory items (job specific) that the Contractor has to retrieve from their suppliers, CTPHC will require proof of actual cost (source document).

j. Provide mechanical repairs, and new, pre-approved replacement parts for all repairs.

Those repairs recommended to prevent failure must be pre-approved by the Contract

Monitor or Designee. All materials are at the Contractor’s verified costs, which requires the Contractor to submit their supplier’s invoice to CTPHC for reimbursement.

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.

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. 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.

c. 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.

d. 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.

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

f. 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.

g. 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- Small Procurement Contract (Example)

b. Exhibit B-1 Bid Form

c. Exhibit C- Contractor Construction Guidelines

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

h. State Links for Bid Attachments to Include:

Bid/Proposal Affidavit

Bidder/Offer Information Sheet

Conflict of Interest Affidavit

Reference Checks

List of Current or Prior State Contracts

Legal Action Summary

List of All Subcontractors

Non-Disclosure Agreement (Contractor)

Contract Affidavit 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-F.-Bidder-Offeror-Information-Sheet.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-S.-Non-Disclosure-Agreement-Contractor.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-U.-Contract-Affidavit.pdf