BPM055810 Ligature Resistant Fitness Equipment - Multi-Step IFB.pdf

Multi-Step Invitation for Bids for

Ligature Resistant Fitness Equipment for Hospital Patients at

Clifton T. Perkins Hospital Center

Solicitation #BPM055810

Issue Date: March 13, 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

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

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

KEY INFORMATION SUMMARY SHEET (KISS)

Multi-Step

Invitation for Bids

Commodities – Ligature Resistant Fitness Equipment for Hospital Patients at Clifton T. Perkins Hospital Center

Solicitation

Number:

BPM055810

Multi-Step IFB

Issue Date:

March 13, 2026

Multi-Step IFB

Issuing Office:

Maryland Department of Health (MDH)

Clifton T. Perkins Hospital Center (CTPHC)

Procurement

Officer:

Victoria F. Bell, Director of Procurement

Clifton T. Perkins Hospital Center

8450 Dorsey Run Rd., Jessup, MD 20794

Email:

Phone Number:

Victoria.bell1@maryland.gov

410-724-3104

Bids are to be sent to:

Submit on emma.maryland.gov under Solicitation Number BPM055810

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

No Bid Notice

Feedback Form

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

Pre-Bid

Conference:

No conference will be held.

Scheduled Site

Visit

N/A

Questions Due

Date and Time:

March 20, 2026, by 12:00 pm. Local Time

Bid Due (Closing)

Date and Time:

March 31, 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://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

N/A (See Section 8 iv.)

MBE

Subcontracting

Goal:

N/A

VSBE

Subcontracting

Goal:

N/A

Procurement

Method:

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

Multiple or

Alternate Bids:

Multiple or alternate Bids will not be accepted.

Contract Type: Fixed Price

Contract Duration: One-time Purchase (and warranty)

Primary Place of

Performance:

Clifton T. Perkins Hospital Center

8450 Dorsey Run Rd., Jessup, MD 20794

SBR Designation: No

Federal Funding: No

The remainder of this page is intentionally left blank.

1. Summary Statement and Background

A. This Multi-Step Invitation for Bids (IFB) 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

(TJC).

2. Minimum Requirements

A. No Minimum Requirements.

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

Director of Procurement

Clifton T. Perkins Hospital Center

8450 Dorsey Run Rd.

Jessup, MD 20794

410-724-3104

Email: victoria.bell1@maryland.gov

4. Deliverables / Scope of Work A. The Contractor shall provide ligature resistant fitness equipment to replace old equipment in the patient gym.

B. Safety Features and Design Specifications

1) Contraband and Attachment Risk – equipment shall feature the fewest possible removable parts or attachments to significantly reduce the risk of contraband being hidden or created.

2) Ligature Resistance – all equipment shall be designed to be ligature-resistant, with no accessible openings, hooks, or protruding parts that could be used for self-harm.

3) Anchoring and Stability – all multi-station or heavy equipment shall be designed for permanent, secure anchoring to the floor or wall to prevent movement or tipping.

4) Seating Design – any seating areas on multi-gym stations shall be permanently attached and fixed in place.

mailto:vbell1@maryland.gov

5) Controlled Use – equipment design shall inherently promote controlled physical movement and proper form, minimizing the risk of misuse or injury (e.g., controlled workout mechanisms).

6) Durability and Tamper Resistance – equipment shall be constructed from heavy-duty materials resistant to damage, tampering, and unauthorized disassembly.

7) Open Access/Visibility – design shall incorporate open framing or similar features that allow staff maximum visibility for inspection, eliminating concealed internal compartments.

C. Equipment shall contain the following replacement items:

ITEM DESCRIPTION QUANTITY WEIGHT

CAPACITY

OTHER

INFORMATION

Recumbent Cycle with LED

Console (non-breakable)

1 Min. 400 lb.

min.

Upright Cycle with LED

Console (non-breakable)

1 Min. 400 lb.

min.

Cross Trainer with LED

Console (non-breakable)

2 Min. 400 lb.

min.

Elliptical trainer

Multi Station Gym (4 person) 1 Not defined Adjustable, varied exercises (chest, legs, arms, etc.)

D. All equipment shall contain brochures and warranty information.

E. The Contractor shall include delivery and set-up.

5. Tax Exemption

The State is generally exempt from federal excise taxes, Maryland sales and use taxes, District of

Columbia sales taxes and transportation taxes. Exemption certificates shall be available upon request. Where a Contractor is required to furnish and install material in the construction or improvement of real property in performance of a contract, the Contractor shall pay the Maryland

Sales Tax and the exemption does not apply.

6. State Staff and Roles

A. Contract Monitor

1) 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.

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

3) 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

1) 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 (Purchase Order)

A. The contract resulting from this solicitation shall be a one-time purchase in the form of a purchase order, which shall commence upon acceptance of award and continue for a period of the warranty, with no option periods.

B. The total cost of work shall not exceed $50,000.00.

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

21.05.07.

8. Bid submission information

A. The Bid is due on March 31, 2026, at 2:00 p.m. Local Time (Key Information Sheet)

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

Please DO NOT hand deliver any replies to the facility.

C. Two Part Submission:

1) The bid form with appropriate pricing.

2) Technical Offer, including any brochure(s) if appropriate, but not including any

Bid pricing/cost information.

D. Technical Offer Requirements -

1) The Bidder shall address each Scope of Work requirement (Section 4) in its

Technical Offer and describe how each equipment item proposed will meet or exceed the requirement(s). Any paragraph in the Technical Offer that responds to a Scope of Work (Section 4) requirement shall include an explanation of how the Bidder will meet the requirement. Any exception to a requirement, term, or condition may result in having the Bid classified as not responsive or the Bidder deemed not responsible, and the Technical Offer determined not acceptable.

2) The Bidder shall include required documents (brochures) and warranty as outlined in the Multi-Step IFB Section 4, Scope of Work. These brochures shall describe and depict the products that the Bidder is proposing for the Bid.

3) The Bidder shall include proposed delivery timelines, set-up, etc., as listed in

Multi-Step IFB Section 4, Scope of Work.

4) Technical Offers will not be opened publicly but will be opened in the presence of at least two (2) State employees. Technical Offers will then be reviewed prior to the Bid Price Form opening, Technical Offers will be shown only to State employees and members of the review committee with a legitimate interest in them.

5) Technical Criteria

The following criteria shall be used to determine the acceptability of each item listed or provided under Section 8 “Technical Offer Requirements.” All criteria are pass/fail. Technical Offers are not ranked but determined to be acceptable or not acceptable.

a. The Bidder’s comprehensive understanding of work requirements and equipment items proposed, including requirement expectations (i.e., response to the Multi-Step IFB Section 4 requirements). (see Section 8.d.i.)

b. The Bidder’s documentation submission with warranty. (see Section

8.d.ii.)

c. The Bidder’s timelines and set-up. (see Section 8.d.iii.)

6) After Technical Offers have been reviewed, Bidders whose Technical Offers are determined not to be acceptable, based upon the technical criteria as set forth in

Section 8.d.v, will be notified in writing that their Bids are not acceptable and being rejected. Included with the rejection notice, the unopened Bid Form will also be returned.

7) Bid Forms from only those Bidders whose Technical Offers have been found acceptable shall be publicly opened at the date to be determined after review of the Technical Offers. The Bidders shall be notified separately via email.

E. A transmittal letter prepared on the Bidder’s business stationery MUST accompany the bid. The purpose of this letter is to transmit the bid; therefore, it should be brief. The letter shall be signed by an individual or corporate officer who is authorized to bind his firm to all statements, including services, material availability, and timeliness contained in the bid. Do not provide pricing in the transmittal letter.

F. Inquiries Statement:

1) 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 March 20, 2026, by 12:00 p.m. Local Time, (Key

Information Summary Sheet)

2) 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 (purchase order) to result from this solicitation will be awarded to the most responsible Bidder submitting a responsible Bid, with the most favorable Total Bid Price, after that Bidder’s Technical Offer has been found to be acceptable. 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. Delivery and Acceptance

Delivery shall be made in accordance with the solicitation specifications. The State, in its sole discretion, may extend the time of performance for excusable delays due to unforeseeable causes beyond the Contractor’s control. The State unilaterally may order in writing the suspension, delay or interruption of performance hereunder. The State reserves the right to test any materials, equipment, supplies, or services delivered to determine if the specifications have been met. The materials listed in the bid or proposal shall be delivered DEST the point or points specified prior to or on the date specified in the bid or proposal. Any material that is defective or fails to meet the terms of the solicitation specifications shall be rejected. The Bidder shall promptly replace

Rejected materials. The State reserves the right to purchase replacement materials in the open market. Contractors failing to promptly replace materials lawfully rejected shall be liable for any excess price paid for the replacement, plus applicable expenses, if any.

The Contractor shall bill the Department after delivery and set up for the product delivered and installed. The total cost of work may not exceed $50,000.00.

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

1) Contractor name and address;

2) Remittance address;

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

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

5) Invoice date;

6) Invoice number;

7) State assigned Contract number;

8) State assigned (Blanket) Purchase Order number(s);

9) Goods or services provided;

10) Amount due; and

11) Any additional documentation required by regulation or the Contract.

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

Contractor does not provide all required deliverables within the time frame specified in the Contract or otherwise breaches the terms and conditions of the Contract until such time as the Contractor brings itself into full compliance with the Contract.

C. The State is generally exempt from federal excise taxes, Maryland sales and use taxes, District of Columbia sales taxes and transportation taxes. The Contractor, however, is not exempt from such sales and use taxes and may be liable for the same. Invoices for final payment shall be clearly marked as “Final” and submitted when all work requirements have been completed, and no further charges are to be incurred under the Contract. In no event shall any invoice be submitted later than sixty (60) calendar days from the Contract termination date. The Contractor shall submit invoices by the 15th of the month in which services were delivered. Invoices must be addressed to:

Chief Financial Officer

Clifton T. Perkins Hospital Center

8450 Dorsey Run Rd.

Jessup, MD 20794

Invoices may be mailed to the address above or electronically submitted to:

dlctphcfiscalservices_MDH@maryland.gov

11. EPA Compliance Materials, supplies, equipment, or other services shall comply in all respects with the Federal

Noise Control Act of 1972, where applicable.

12. Occupational Safety and Health Act (OSHA) All materials, supplies, equipment or services supplied as a result of this contract shall comply with the applicable U.S. and Maryland Occupational Safety and Health Act Standards.

13. Returned Goods Contractor(s) shall be entitled to recover reasonable compensation for any and all goods shipped in accordance with authorized agency orders, meeting all contract requirements, and returned by the agency for reasons other than the Contractor’s failure to meet contract requirements. Compensation shall be limited to costs allowable, reasonable and allocable to the returned goods in accordance with COMAR 21.09. Contractor must provide written proof of claimed costs. A return of goods covered by this section shall be deemed a partial termination for convenience as to the returned goods, and other contract provisions and principles applicable to a partial termination for convenience shall apply.

14. 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.

15. 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 ($500,000) combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury and three million dollars ($1,500,000) 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 mailto:dlctphcfiscalservices_MDH@maryland.gov million dollars ($1,000,000) per occurrence (unless a state’s law requires a greater amount of coverage). Coverage must be valid in all states where work is performed.

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.

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

A. Employee Identification:

1) 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.

2) 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.

3) 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.

4) 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.

17. 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.

18. Attachments A. Exhibit A-Contractor Construction Guidelines

B. Exhibit B-1 Bid Form

C. Exhibit C-Acknowledgement of Confidentiality

D. Exhibit D-Contractor Safety Reference Sheet

E. Exhibit E-Outside Vendor Tool Inventory Form

F. State Links for Bid Attachments to Include:

Conflict of Interest Affidavit

List of Current or Prior State Contracts

Legal Action Summary

List of All Subcontractors

Non-Disclosure Agreement (Contractor) https://egov.maryland.gov/BusinessExpress/ 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-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