BPM055107 Info to Bidders.pdf

Information to Bidders

EC25-09010-126/BPM055107

This procurement is designated for Small Business Reserve (see I.)

NOTICE TO BIDDERS

Solicitation Fact Sheet

- PLEASE READ THOROUGHLY -

BIDS FOR THIS SOLICITATION ARE BEING ACCEPTED SOLELY ONLINE

THROUGH eMaryland Marketplace Advantage (eMMA) https://emma.maryland.gov

Solicitation #: BPM055107 DNR Project #: EC25-09010-126 DNR Project Title: Fence Replacement Green Ridge State Forest

Project Location: 28700 Headquarters Drive Flintstone, MD 21530

Procurement Officer: Jacquelyn Truffer Procurement Email: jacquely.truffer1@maryland.gov Project Manager: Derek McFarland SBR-Designated: Yes MBE Goal: 0% VSBE Goal: 0% Retainage: No

For the purpose of this solicitation, the Department of General Services (DGS) Instructions to Bidders for Construction Projects (July 2022), and the DGS General Conditions for Construction Contracts (July 2022) have been supplemented as follows:

I. NOTICE TO BIDDERS:

1. Bid Due Date: Tuesday, March 31, 2026 at 5:00 PM

2. Pre-Bid Conference will be held on Wednesday, March 11, 2026, at 1:00 PM.

It will occur at 28700 Headquarters Drive

Flintstone, MD 21530 Please email any reasonable ADA accommodation request for attending the pre-bid conference directly to the Procurement Officer no later than Wednesday March 4, 2026 at 11:30 AM (five business days before the pre-bid conference date).

Pre-registration for this event is encouraged. To register, email jacquelyn.truffer1@maryland.gov by Monday, March 9, 2026, 5:00 PM. The registration email should include the following details: attendee name, organization name, email address and phone number.

https://emma.maryland.gov/ https://dgs.maryland.gov/Documents/ofp/GeneralConditionsforConstruction2022.pdf mailto:jacquelyn.truffer1@maryland.gov

3. Carefully review the Department of General Services (DGS) Instructions to Bidders for Construction Projects (July 2022); which are attached to this solicitation; and the DGS General Conditions for Construction Contracts (July 2022).

4. Carefully review the State of Maryland – Department of General Services Instructions to

Bidders for Construction Projects (July 1, 2022); as provided.

5. The Project Classification for this solicitation is “A” (Up to $100,000).

6. Small Business Reserve Designation:

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

7. Subcontractor Engagement:

A) A minimum of 51% of all work performed per this contract shall be performed by the prime contractor’s own employee work force under its immediate supervision.

B) No more than 49% of the work performed per the Project Manual may be performed by any subcontractor. All subcontracts must be disclosed on Attachment P per § II.

C) Minority Business Enterprise (MBE):

The MBE Subcontract Participation Goal for this Solicitation is 0%.

The MBE participation shall be a percentage of the TOTAL CONTRACT VALUE.

Please refer to the MDOT MBE Directory at https://marylandmdbe.mdbecert.com/ to determine if a firm is certified with the appropriate North American Industry Classification System (“NAICS”) Code and the product/services description. Only those specific products and/or services for which a firm is certified in the MDOT Directory can be used for purposes of achieving the MBE participation goals.

If, for any reason, the apparent successful bidder is unable to achieve the contract goal for each certified MBE classification specified as having a subcontract goal or the overall MBE contract goal, the bidder will be contacted to document its waiver request as stated in the Minority Business Enterprise Attachment D – February 5, 2021.

https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx https://marylandmdbe.mdbecert.com/

Please review all MBE information carefully. Refer to the Minority Business Enterprise Attachment D – February 5, 2021 for further information.

D) Veteran-Owned Small Business Enterprise (VSBE):

The VSBE Subcontract Participation Goal for this solicitation is 0%.

The VSBE participation shall be a percentage of the TOTAL CONTRACT VALUE.

Confirmation of VSBE Program Certification – eMMA is the exclusive platform to use when verifying that a veteran vender is certified in the State’s VSBE program.

The “VSBE Certification #” field must be populated and the “VSBE Expiration Date” must be valid.

Please review all VSBE information carefully. Refer to Attachment E – Veteran-owned Small Business Enterprise” for further information.

8. All questions pertaining to this project must be submitted in writing via email to the Procurement Officer. Questions shall be submitted by Monday, March 16, 2026 by 5:00 PM. Response to all questions will be loaded into the eMMA solicitation.

II. BID FORMS:

1. The bidder shall submit a bid including the following forms and all line items listed on the eMMA solicitation.

A) The Bid Response Package with acknowledgement of all addenda;

B) Attachment A – Bid/Proposal Affidavit;

C) Attachment C – Bid Bond, if applicable;

D) Attachment F – Bidder/Offeror Information Sheet;

E) Attachment I – Conflict of Interest Affidavit;

F) Attachment O – Payment of Employee Healthcare Expenses Certificate;

G) Attachment P – List of All Subcontractors; and H) Attachment U – Contract Affidavit

2. The bid form(s) shall be completed in ink or typed. Any erasures and/or alterations shall be initialed in ink by the signor.

3. The bid response package, if submitted by an individual, shall be signed by the individual; if submitted by a partnership, it shall be signed by such member or members of the partnership as having authority to bind the partnership; if submitted by a corporation, it shall be signed by an officer, and attested by the corporate secretary or an assistant corporate secretary. If not signed by an officer, as aforesaid, there must be attached a copy of that portion of the By-Laws or a copy of a Board resolution, duly certified by the corporate secretary, showing the authority of the person signing on behalf of the corporation.

4. Any contractor calling itself a “joint venture” shall be, as between the contractor and the State, an ordinary partnership, whose partners are liable to the State as provided in Corporations and Associations Article §9-307 of the Annotated Code of Maryland.

III. BID SUBMISSION:

1. Bid Response Packages submitted in response to this solicitation must be uploaded to eMMA (https://emma.maryland.gov).

2. Prices shall be submitted via eMMA digital line items, referencing the Bid Response Package and Project Manual.

3. Duplicate bid submissions will not be accepted. Notice of intention to withdraw a bid and/or submission of a replacement bid is to be sent to the Procurement Officer via email.

4. Incomplete bid responses packages and digital line items may result in the rejection of the contractor’s bid.

IV. LICENSES AND CERTIFICATES:

1. If the State of Maryland or other regulatory body requires a license or certificate to perform the services required, a copy of the license number and date of issuance must be submitted with the Bid Response Package.

2. A physical copy of the license must be provided to the Department upon request by the Procurement Officer.

V. INSURANCE REQUIREMENTS:

1. The base bid shall include without limitation, labor, materials, bailing, shoring, removal, overhead, profit, insurance (including builder’s risk insurance, if applicable) etc.

2. Builder's Risk Insurance is NOT required for this project.

3. Refer to the General Conditions for Construction Projects, 10.01: Insurance Requirements.

VI. TIME FOR BID ACCEPTANCE:

1. The Contractor agrees that the bid price(s) submitted will be firm for a timer period of one hundred twenty (120) calendar days from the bid opening date.

2. After bid opening, the Procurement Officer may request bidders to extend the time during which the State may accept their bids, provided that, with regard to bids, no other change is permitted.

https://emma.maryland.gov/

VII. ELECTRONIC TRANSACTION FEE:

1. For projects with Project Classifications valued at $5,000,000.00 and below, a Contractor shall pay an electronic transaction fee to the State equal to one percent (1%) of the amount paid to the Contractor by the State for accepted work. The electronic transaction fee shall not be charged directly to the customer, e.g., as a separate line item, fee or surcharge, but shall be included in the price listed in the Contractor’s Project Quotation.

2. Within forty-five (45) days of receiving payment from the State for accepted work, the

Contractor shall submit the electronic transaction fee to the Office of State Procurement:

Fiscal Services Division, 301 W. Preston Street, Room 1309 Baltimore, MD, 21201.

3. Failure to remit transaction fees in a timely manner or remittance of fees inconsistent with the Contract’s requirements may result in the State exercising all recourse available under the contract including, but not limited to, a third-party analysis of all Contract activity, deeming the Contractor in default of the Contract, and Contract termination.

4. Prior to the award of a PO Agreement, the Contractor will be asked to confirm in writing that the price included in its Project Quotation includes the one percent (1%) electronic transaction fee.

VIII. ALL NON-RESIDENT BIDDERS:

Provide information with your bid as required by Section 12 of the DGS Instructions to Bidders.

IX. BID BOND, PERFORMANCE and PAYMENT BOND:

1. Solicitations for construction contracts reasonably expected by the procurement officer to exceed the small procurement threshold for construction in Md. Code Ann., State Fin. & Proc. (SFP) § 13-109 ($200,000 as of October 1, 2025) shall contain notice of bid/proposal security requirements (See COMAR 21.06.07).

2. Solicitations for all other contracts reasonably expected by the procurement officer to exceed the small procurement threshold in SFP § 13-109 ($100,000 as of October 1, 2025) and for which the Bid/Proposal Bond Attachment is included, shall contain notice of the bid/proposal security requirements.

3. Notwithstanding A and B of this section, notice of bid/proposal security is required if a federal law or a condition of federal assistance for the contract requires it.

X. PAYMENT TO CONTRACTORS:

Payments to the Contractor pursuant to this Contract shall be made no later than 30 days or within 15 days for an SBR contract, after the State’s receipt of a proper invoice from the Contractor. Charges for late payment of invoices, other than as prescribed by Title 15, Subtitle 1, of the State Finance and Procurement Article, Annotated Code of Maryland, or by the Public Service Commission of Maryland with respect to regulated public utilities, as applicable, are prohibited.

XI. COMPLETION TIME AND LIQUIDATED DAMAGES:

The work shall be completed within 60 calendar days from the date of Notice to Proceed.

If the work is not completed within the time period specified, the Contractor will be liable for liquidated damages of $350.00 per calendar day, as specified in the “DGS General Conditions”.

XII. LIQUIDATED DAMAGES FOR MBE SUBCONTRACTORS

1. The Contract requires the Contractor to comply in good faith with the MBE Program and

Contract provisions. The State and the Contractor acknowledge and agree that the State will incur damages, including but not limited to loss of goodwill, detrimental impact on economic development, and diversion of internal staff resources, if the Contractor does not comply in good faith with the requirements of the MBE Program and MBE Contract provisions. The parties further acknowledge and agree that the damages the State might reasonably be anticipated to accrue as a result of such lack of compliance are difficult to ascertain with precision.

2. Therefore, upon issuance of a written determination by the State that the Contractor failed to comply in good faith with one or more of the specified MBE Program requirements or MBE Contract provisions, the Contractor shall pay liquidated damages to the State at the rates set forth below. The Contractor expressly agrees that the State may withhold payment on any invoices as a set-off against liquidated damages owed. The Contractor further agrees that for each specified violation, the agreed upon liquidated damages are reasonably proximate to the loss the State is anticipated to incur as a result of such violation.

A) Failure to submit each monthly payment report in full compliance with COMAR

21.11.03.13B (3): $33.09 per day until the monthly report is submitted as required.

B) Failure to include in its agreements with MBE subcontractors a provision requiring submission of payment reports in full compliance with COMAR 21.11.03.13B (4):

$115.80 per MBE subcontractor.

C) Failure to comply with COMAR 21.11.03.12 in terminating, canceling, or changing the scope of work/value of a contract with an MBE subcontractor and amendment of the MBE participation schedule: the difference between the dollar value of the MBE participation commitment on the MBE participation schedule for that specific MBE firm and the dollar value of the work performed by that MBE firm for the Contract.

D) Failure to meet the Contractor’s total MBE participation goal and sub goal commitments: the difference between the dollar value of the total MBE participation commitment on the MBE participation schedule and the MBE participation actually achieved.

3. Notwithstanding the assessment or availability of liquidated damages, the State reserves the right to terminate the Contract and exercise any and all other rights or remedies which may be available under the Contract or Law.

XIII. AWARD AND EXECUTION OF THE CONTRACT:

1. The basis of the award will be to the lowest responsive and responsible bidder submitting the lowest Total Bid amount including any unit prices and alternates. All Unit Prices listed will be evaluated and awarded.

2. If notified by the Procurement Officer of “Intent to Award”, the following must be provided to the Department of Natural Resources via email to the Procurement Officer.

A) Certificate of Insurance B) Current W-9 C) Contract Affidavit (unless previously submitted with Bid Response Package)

Failure to submit these documents within 10 days of notification of “Intent to Award” may result in the rejection of the bid.

3. Upon review and approval of the Department and/or the Board of Public Works, an executed contract will be emailed to the Contractor. The Contract issued as a result of the Bid Solicitation and any subsequent amendments, modifications, or renewal options issued relevant to the Bid Solicitation or Contract, shall comply with all of the terms and conditions and specifications issued with the Bid Solicitation and are incorporated in and made part of the Contract.

XIV. INVOICING AND PAYMENTS

1. Upon completion and acceptance of the completed scope of work by the State, the Bidder shall submit a proper invoice for payment. According to COMAR 21.06.09.01(C), a proper invoice must include, without error, the Contractor's federal employer identification number or Social Security number, the Purchase Order Number, and any documentation required by regulation or the procurement contract. The Department requires the Contractor's address, phone number, and the address where the work was provided to be included. All invoices must be submitted to:

Nina White – Unit Fiscal Officer Maryland Department of Natural Resources Accounts Payable 580 Taylor Avenue, D-3 Annapolis, MD 21401 nina.white@maryland.gov

Failure to provide a proper invoice may result in a delay in payment.

2. Unless a payment is unauthorized, deferred, delayed, or set-off under COMAR 21.02.07, payments to the Contractor will be made no later than 30 days after the State's receipt of a proper invoice from the Contractor. Payment will be considered to be made on the settlement date for an electronic funds transfer payment, or the mailing date of the check for a check payment.

3. Contractors are entitled to interest on late payments at the rate of 9 percent per annum per

COMAR 21.06.09.06 (A) if an invoice is submitted within 30 days after the date of payment and a contract claim has not been filed. The State is not liable for interest accruing more than one year after the 31st day after the agency receives a proper invoice or on unpaid interest.

4. 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.

5. Payment of an invoice by the Department is not evidence that services were rendered as required under this Contract.

XV. CONSTRUCTION CONTRACT RETAINAGE

Contract retainage of 5% the total award value applies to all construction contracts in the amount of $200,000 or more; or if Minority Business Enterprise or Veteran-Owned Small Business Enterprise subcontracting participation goals are applied.

See COMAR 21.06.06.01.

XVI. PAYMENT OF EMPLOYEE HEALTH CARE EXPENSES CERTIFICATION:

1. Payment of Employee Health Care Expenses Certification (Attachment O), Under State

Finance & Procurement Article Title 17, Subtitle 8, Form must be submitted with the bid.

2. Failure to submit the form will deem the bidder as non-responsible and the bid will be rejected under COMAR 21.06.01.01.

mailto:nina.white@maryland.gov

XVII. PREVAILING WAGE RATES:

Prevailing wage rates apply to all contracts in the amount of $250,000.00 or more. Wage rates applicable to projects of $250,000.00 or more are attached to the specifications.

XVIII. CHANGES/MODIFICATIONS TO THE CONTRACT:

This Contract may be amended only with the written consent of both parties. Amendments may not change significantly the scope of the Contract (including the Contract price).

Contract modifications to a small procurement contract shall be administered in accordance with the delegations specified in COMAR 21.02.01.04 and the procedures promulgated by the Departments.

XIX. TERMINATION FOR NON-APPROPRIATION:

If funds are not appropriated or otherwise made available to support continuation in any fiscal year succeeding the first fiscal year, this Contract will be terminated automatically as of the beginning of the fiscal year for which funds are not available. The Contractor may not recover anticipatory profits or costs incurred after termination.

XX. TERMINATION FOR CONVENIENCE:

The State may terminate this Contract, in whole or in part, without showing cause upon prior written notice to the Contractor specifying the extent and the effective date of the termination. The State shall pay all reasonable costs associated with this Contract that the Contractor has incurred up to the date of termination and all reasonable costs associated with termination of the Contract. However, the Contractor may not be reimbursed for any anticipatory profits which have not been earned up to the date of termination. Termination hereunder, including the determination of the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.12A(2).

XXI. TERMINATION FOR DEFAULT

If the Contractor does not fulfill obligations under this Contract or violates any provision of this Contract, the State may terminate the Contract by giving the Contractor written notice of termination. Termination under this paragraph does not relieve the Contractor from liability for any damages caused to the State. Termination hereunder, including the determination of the rights and obligations of the parties, will be governed by the provisions of COMAR 21.07.01.11B.

XXII. DETAILED SPECIFICATIONS:

See the published Project Manual dated 06/12/2025 on eMMA.

State of Maryland · Department of Natural Resources

Instructions to Bidders for Construction Projects

July 1, 2022 Page 1

The Department of General Services Instructions to Bidders for Construction Projects, dated July 1, 2022; are hereinto adopted by the Maryland Department of Natural Resources.

July 1, 2022 Page 2

1. NOTICE TO BIDDERS:

A. GENERAL:

As provided in this document, references to “Bidder” shall be deemed to include “Offeror”, and references to “bid” shall be deemed to include “Proposal”, where appropriate. Provisions of State statutes and regulations are incorporated into the contract pursuant to COMAR

(Code of Maryland Regulations) 21.03.01.05B.

B. PROJECT CLASSIFICATION:

The Department will estimate the cost of the contract and classify it as falling within one of the following cost groups:

Estimate Class

Up to $100,000 A

$100,000 to $500,000 B

$500,000 to $1,000,000 C

$1,000,000 to $2,500,000 D

$2,500,000 to $5,000,000 E

$5,000,000 to $10,000,000 F

$10,000,000 to $15,000,000 G

Over $15,000,000 H

2. CONSTRUCTION BID REQUIREMENTS:

A. The Construction Bid Form / Price Proposal Form is that form which is part of the contract documents and which sets forth the cost of the work, unit prices (if any), and alternates (if any).

B. All bidders must comply with the following requirements:

(1) Submit a price for each line item on the bid form. Failure to submit a price for each line item will result the bid being found non-responsive. Bidders shall not provide any comments on the bid form. If comments are provided, the bid may be found non-responsive.

(2) Submit a bid bond in accordance with the requirements in Section 5, below.

(3) Complete and submit all required attachments.

(4) Submit the necessary Minority Business Enterprise (MBE) documents in accordance with the requirements in Section 4, below.

(5) Carefully review the entire solicitation and applicable instructions.

(6) Bidders must read and truthfully execute a Bid/Proposal Affidavit and must submit it with the bid. The Contract Affidavit must be executed and submitted prior to the final award of the contract.

C. Bids for construction projects being conducted by the Department are accepted solely online thru eMaryland Marketplace

Advantage (“eMMA”) unless the contract/documents specifically direct otherwise.

D. Any contractor calling itself a “joint venture” shall be, as between the contractor and the State, an ordinary partnership, whose partners are liable to the State as provided in Corporations and Associations Article, Title 9A, Subtitle 3 of the Annotated Code of

Maryland.

E. A bidder or contractor which is a partnership or joint venture must furnish the Department with a copy of the partnership or joint venture agreement prior to award.

July 1, 2022 Page 3

3. COMPONENTS OF THE BID:

A. Words not defined in these Instructions to Bidders but defined in the General Conditions shall have the meanings stated in the

General Conditions as revised July 1, 2022.

B. Definitions:

(1) “Total Bid”: The Total Bid will include: (a) the Base Bid; (b) extended Unit Price calculations, (c) Allowances, and (d)

Alternates (Add or Deduct). Alternates will be selected to be added (or deducted) in accordance with Section 17.E of these

Instructions to Bidders.

(2) “Base Bid”: The Base Bid is the price submitted on the Bid Form and will include the total cost to complete all of the work specified in the contract documents, not referenced as Alternate work or as a Unit Price, which shall include without limitation, labor, materials, bailing, shoring, removal, overhead, profit, insurance, etc.

(3) “Unit Price”: A Unit Price is the cost per unit of measure specified for materials and labor. An extended Unit Price is the

Unit Price multiplied by an estimated quantity specified in the contract documents. This cost, or extended Unit Price, shall be included in the Total Bid amount. Actual usage of Unit Price items will be verified by the Owner or Owner's representative. Adjustment to the contract sum based on actual verified usage will be made by Change Order.

Should the contractor be required to perform Unit Price work in excess of the estimated quantity specified, an equitable adjustment shall be made to the contract price, subject to Sections 3.06 and 3.07 of the General Conditions. Similarly, should the contractor perform Unit Price work less than that estimated, an equitable adjustment shall be made to the contract price, subject to Sections 3.06 and 3.07 of the General Conditions.

In determining the amount of any such adjustment to the contract price, the amount of the increase to the contract price will be calculated using the Unit Price bid by the contractor, or a reasonable price, whichever is less. The amount of any credit due the State will be calculated using the Unit Price bid by the contractor or a reasonable price, whichever is greater.

A Unit Price bid shall be the sum total price per unit for such items to include without limitation all work, labor, materials, bailing, shoring, removal, overhead, profit, insurance, etc.

(4) “Allowance”: An Allowance is a specified dollar amount to be included in the Base Bid. Allowances are established in lieu of specific requirements and defer selection of materials and equipment to a later date when additional design and/or specifications can be developed. Further information regarding Allowances is in Section 9.01 of the General Conditions.

(5) “Alternate”: An Alternate(s) is for a specific scope of work or material. Alternates may Add or Deduct. The bid price for the Alternate shall represent only the amount bid for the work associated with the Alternate and shall be the sum total price to include without limitation all work, labor, materials, bailing, shoring, removal, overhead, profit, insurance, etc. Any Completion Schedule accepted by the Department shall include all Alternate work awarded. The process for selection and award of Alternates is explained in Section 17.E of these Instructions to Bidders.

C. MINORITY BUSINESS ENTERPRISE REQUIREMENTS:

The following forms must be received by the Department with the bid:

MBE Attachment D-1A – Certified MBE Utilization and Fair Solicitation

Affidavit & Participation Schedule

Failure of the bidder to submit these properly completed forms shall result in the bid being rejected as non-responsive.

5. BID BONDS (For bids over $100,000):

A. When the sum of the total bid amount plus all add alternates, but excluding all deduct alternates, is in excess of $100,000, a bidder must furnish, prior to the bid due date, a bid bond in an amount not less than five percent (5%) of the total bid amount plus all add alternates, but excluding all deduct alternates.

B. DNR’ preferred form of bid bond is part of the contract documents. Bid bonds must provide for minimum liability of the principal and surety in the amount provided in COMAR 21.06.07.09 D (2). Bonds shall be issued by a surety licensed by the Maryland

Insurance Administration or by a surety that transacts business through an insurance agency licensed by the Maryland Insurance

Administration. The contractor may not split its bid bond among multiple sureties or bonds.

July 1, 2022 Page 4

C. Forms of bid security other than bonds are not permitted.

D. Bid bonds will not be returned to unsuccessful bidders.

E. Bidder may submit paper or electronic bid bonds in accordance with applicable provisions of this solicitation, COMAR 21.06.07, and other applicable provisions of the law.

F. BID BONDS:

(1) If a bidder is required to submit a bid bond, it must be submitted in accordance with this section. Bid bonds are also subject to Section 13-226 of the State Finance and Procurement Article of the Annotated Code of Maryland; COMAR

21.06.07; applicable provisions of Title 21 of the Commercial Law Article of the Annotated Code of Maryland; and other applicable laws.

(2) A copy of the bid bond must be uploaded to eMMA and submitted with the bid response.

(3) The bid bond must be accompanied by a properly executed power of attorney. The scanned copy of the bond and power of attorney attached to the bid and any electronic or printed copies of them shall be enforceable and admissible in evidence in all proceedings to the same extent as the original bond and power of attorney.

(4) Once a bid is submitted in eMMA with a bid bond attached to it, the bid bond shall be binding and enforceable against the principal and the surety until the contract award has been completed. Bid bonds may not be revoked, rescinded, or withdrawn by the bidder or the surety after bids are opened. Bidders and their sureties will have no liability on bid bonds after the contract is awarded, executed by the State, and sent to the successful bidder.

(5) The bid bond attached to the bid must reflect on its face that it has been executed on behalf of the principal and the surety with valid, authenticated, signatures. The power of attorney attached to the bid bond must reflect on its face that it has been executed on behalf of the surety by the requisite officer(s) and upon proper authorization. Powers of attorney must be submitted with a bid bond in PDF format. Authorization by the surety in a power of attorney of the use of facsimile seals or signatures shall constitute authorization by the surety of the attachment of the power of attorney to a bid bond by electronic means, including in PDF or other format.

(6) Nothing in these provisions changes requirements of the law concerning the responsiveness of bids. Bids accompanied by materially defective bid bonds or powers of attorney will be rejected as non-responsive.

6. PAYMENT TO CONTRACTORS:

Payments to the Contractor pursuant to this Contract shall be made no later than 30 days after the State’s receipt of a proper invoice from the

Contractor. Charges for late payment of invoices, other than as prescribed by Title 15, Subtitle 1, of the State Finance and

Procurement Article, Annotated Code of Maryland, or by the Public Service Commission of Maryland with respect to regulated public utilities, as applicable, are prohibited.

7. PAYMENT TO CONTRACTORS BY ELECTRONIC FUND TRANSFER (EFT) FOR AWARDS OVER $200,000:

EFT applies to contracts over $200,000 for which payments are made through the State Comptroller. For awards over $200,000, EFT will be used by the State to pay the contractor unless the State Comptroller’s Office grants Contractor an exemption. By submitting a response to this solicitation, the Bidder agrees to accept payments by EFT unless the State Comptroller’s Office grants an exemption. After award of a contract, the selected bidder shall register with the Comptroller of Maryland using the forms required by the Comptroller. For further information go to:

https://www.marylandtaxes.gov/divisions/gad/eft-program.php

Note: 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.

https://www.marylandtaxes.gov/divisions/gad/eft-program.php

July 1, 2022 Page 5

8. SITE INVESTIGATION:

See Section 3.02 of the General Conditions.

9. BID OPENING:

A. Bids will be opened electronically in eMMA as soon as practicable after the deadline for receipt of bids in the solicitation.

B. Competitive Sealed Bids not conducted electronically will be opened in public at the time and place stated in the solicitation.

C. This subsection C applies only when a solicitation permits the submission of bids or any necessary bid documents by means other than electronic submission on eMMA. From time to time, unforeseen circumstances may cause the State Office Building (301 W.

Preston Street, Baltimore MD) to be closed to the public. If in the event of such closure, if the State Office Building is not open to the public at least one (1) full hour immediately preceding the deadline established in the contract documents for receipt of bids or offers, the deadline for the receipt of bids or offers will be extended automatically, without further action or notice by the

Procurement Officer being necessary, to the next regularly scheduled business day at the same time and location.

D. Any bid received after the due date and time set in the solicitation is late and cannot be considered.

10. DOCUMENT SUBMISSION REQUIREMENTS AFTER THE BID OPENING:

A. Upon notification by the Procurement Officer that the bidder is the apparent low bidder, that bidder shall fully complete and return to the Procurement Officer the Contractor Questionnaire and any other requested documentation. Failure to complete and return the required documents may result in a determination that the bidder is not responsible and bid rejection.

B. If the State of Maryland or other regulatory body requires a license or certificate to perform the services required, a copy of the license or certificate shall be submitted to the Procurement Officer.

11. TIME FOR BID ACCEPTANCE:

Unless otherwise provided in the solicitation, bid prices are irrevocable for a period of one hundred twenty (120) days following bid opening.

After opening bids, the Procurement Officer may request bidders to extend the time during which the State may accept their bids, provided that, with regard to bids, no other change is permitted.

12. ALL NON-RESIDENT BIDDERS

As set forth in §14-401 of the State Finance and Procurement Article of the Annotated Code of Maryland, a non-resident bidder submitting a bid shall attach to its bid a copy of the current statute, resolution, policy, procedure, or executive order of the resident State of the non-resident bidder that pertains to that state’s treatment of non-resident bidders.

13. RIGHT TO REJECT BIDS AND WAIVE IRREGULARITIES/INFORMALITIES:

The State reserves the right to cancel a solicitation, to reject any and all bids, and to waive any minor irregularity in a bid in accordance with

COMAR 21.06.02.

14. DISCREPANCIES:

Should a bidder find discrepancies in the contract documents, or should they be in doubt as to the meaning or intent of any part thereof, they must, prior to the bid opening: (a) request and receive clarification from the Procurement Officer (who will issue a written addendum if necessary); or (b) file a protest. Failure of the bidder to request clarification will constitute a waiver of any claim by the bidder for expenses or costs of complying with the Procurement Officer’s interpretation of the contract documents after contract award. Only written addenda issued by the Procurement Officer are binding on the State. Oral or other written explanations from the State before bid opening will not be binding on the State.

15. MODIFICATIONS AND WITHDRAWAL OF BIDS:

A. Withdrawal or modification of bids will be allowed only as provided in COMAR 21.05.02.09 and .10.

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B. Mistakes in bids may be corrected only as provided in COMAR 21.05.02.12.

16. PUBLIC INFORMATION ACT:

Bidders must identify those portions of their bids which they deem to be confidential or proprietary information or trade secrets and must provide, upon demand by the Department, justification for why such materials should not be disclosed by the State upon request under the

Maryland Public Information Act, §§10-611, et seq., of the State Government Article of the Annotated Code of Maryland.

17. AWARD OF CONTRACT:

A. Unless otherwise stated in the contract documents, the basis of award will be to the responsible bidder submitting the lowest responsive Total Bid including any alternates awarded.

B. If notified by the Procurement Officer of the Department’s intent to award, the bidder shall submit the following to the Department as directed by the Procurement Officer:

(1) An executed contract (Blanket Purchase Order)

(2) Certificate of Insurance

(3) Contract Affidavit

(4) Performance and Payment Bonds, including Power of Attorney (if the total intended award value is in excess of $100,000)

Failure to submit these documents within 10 days of the notification of “Intent to Award” may result in the rejection of your bid and the Department will not be responsible for bonding costs incurred by the bidder.

C. The Department will not execute any contract unless, and until, all approvals required by law are obtained.

D. The State reserves the right to apply, before or after award of the contract, any reciprocal preference for Resident Bidders as set forth in §14-401 of the State Finance and Procurement Article of the Annotated Code of Maryland, at no additional cost to the State.

See also COMAR 21.05.01.04.

E. If alternates are solicited, one or more alternates may be awarded at the discretion of the Department in the order in which the alternates are listed in the Solicitation; provided that in the event the State lacks funds for award of the base bid and any succeeding alternate, the State in its discretion may forego the award of the alternate for which funds are not available but may award one or more succeeding alternates for which funds are available.

18. EXECUTION OF CONTRACT:

A. Upon the Department’s notification of Intent to Award following a bid, the Procurement Officer may issue a Blanket Purchase

Order ("BPO"), in a form to be determined by the Department. Both parties shall execute this document as the embodiment of the contract between the parties.

B. In the event of a conflict between provisions of the solicitation documents and the BPO, the controlling provisions shall be, in the following order: the solicitation documents; the BPO; the General Conditions; and then the bid.

C. As a prerequisite to execution of the contract, the bidder shall have furnished the following in the form and content required by the

General Conditions: (1) Performance and Payment Bonds (if required); (2) Certificates of Insurance; (3) Contract Affidavit; and (4) all other documents required by the contract documents to be furnished by the contractor as a condition of award. For minimum insurance requirements under this contract please see Section 10 of the General Conditions.

D. The Department will only execute the contract following and receipt of all approvals required by law. The Department will execute the contract within 90 days following the final approval required by law. After execution, the Department will forward the contractor a signed copy of the contract. In the event the Department fails to execute the contract within the 90-day period, the contractor will have, as its only remedy, the option: a) to declare the contract void without any liability or obligation by the State to the contractor, or b) to accept an extended period for execution by the State at no additional cost to the State.

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19. CONTRACTOR’S FAILURE TO EXECUTE CONTRACT:

Failure of the contractor to execute the contract and submit all documents required within the time provided shall be just cause for the payment of the penal sum of the bid bond or other security to the Department. In the event that the damages sustained by the State exceed the amount of the bid security, the State reserves the right to proceed against the contractor for the balance of its damages, which shall include any and all costs of obtaining the work from another source, including additional administrative costs, architects’ fees, and other costs and expenses. In the alternative, if the contractor executes the contract but fails to furnish other required documents, the State may treat the contractor’s failure to furnish the required documents as a default of the contract and may terminate the contract for default under the General

Conditions and avail itself of any other remedy provided by the contract.

20. PERFORMANCE AND PAYMENT BONDS:

A. Performance and Payment Bonds are required when the amount of the contract, including the base bid and any alternates awarded, is in excess of $100,000. Performance and Payment Bonds shall each be in the full amount of the contract price.

Performance and Payment Bonds are subject to the applicable provisions of COMAR 21.06.07.

B. Performance and payment security shall be in the form of bonds only - no other form of security will be permitted.

C. The contractor may not split its performance or payment bonds among multiple sureties.

D. Prior to the award of the contract, the State will provide the contractor with copies of the required Performance and Payment Bond forms (see COMAR 21.07.02.10). Submission of other forms is not acceptable. The bonds must be executed and returned to the

Department. Premiums for the bonds shall be paid by the contractor.

E. The Department may reject a bid on the ground that the bidder is not responsible if the bidder fails to furnish Performance and

Payment Bonds from a surety which the Department determines has in the past responded diligently and in good faith to bond claims of the State or of subcontractors and suppliers.

F. At the direction of the Department, the contractor may be required to increase the amount of the penal sum of Performance or

Payment Bonds; for such increases, the contractor will be reimbursed by the State in the amount of the actual increased bond cost incurred by the contractor. Whenever the amount of the contractor’s bonds is increased at the State’s request, the State must receive proof of the increase in satisfactory form from the surety. The State will not be liable to the contractor for any increase in bonds not requested by the State.

G. Performance Bonds:

(1) The State may declare the contractor to be in default, so as to obligate the surety to perform as required by the

Performance Bond, with or without terminating the contract for default.

(2) If the State declares the contractor to be in default, the surety has no right to require the State to contract with a contractor of the surety’s choosing. The surety must either: (a) complete the project or cure the default; or (b) allow the State to complete the project or cure or remedy the default, with the surety to remain liable to the State for excess completion costs and other damages incurred.

(3) If the State terminates the contract for default, the State has the right to prohibit the surety from using the terminated contractor to complete the work or any part of it.

H. The contractor shall submit:

(1) Two original Performance Bonds

(2) Two original Payment Bonds

(3) If the business is registered in Maryland as Sole proprietorship, Partnership, or Limited Liability Company, four Powers of Attorney (one for each bond)

(4) If the business is registered as a corporation or Corporate Principal – eight Powers of Attorney (four for the surety and four for the corporate principal)

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21. ARREARAGES TO STATE:

By submitting a response to this solicitation, a bidder represents that it is not in arrears in the payment of any obligation due and owing the

State of Maryland, including the payment of taxes and employee benefits, and that it shall not become so in arrears during the term of the contract, if selected for award.

Please email any reasonable ADA accommodation request for attending the pre-bid conference directly to the Procurement Officer no later than Wednesday March 4, 2026 at 11:30 AM (five business days before the pre-bid conference date).

8. All questions pertaining to this project must be submitted in writing via email to the Procurement Officer. Questions shall be submitted by Monday, March 16, 2026 by 5:00 PM. Response to all questions will be loaded into the eMMA solicitation.

DGS Instructions to Bidders.pdf