BPM056864_-_Bio-Medical_and_Therapy_Equipment_Maintenance__Testing__and_Repairs_for_Springfield_Hospital_Center_IFB.pdf

Maryland Department of Health

Springfield Hospital Center

THIS SOLICITATION SHALL BE MADE IN ACCORDANCE WITH THE SMALL PROCUREMENT

REGULATIONS DESCRIBED IN COMAR 21.05.07.

INVITATION FOR BIDS

SOLICITATION # BPM056864

Issue Date: May 7, 2026

Bio-Medical and Therapy Equipment Maintenance, Testing, and Repairs for Springfield Hospital Center

NOTICE

A Prospective Bidder that has received this document from the Department of General Services’ website or https://emma.maryland.gov, or that has received this document from a source other than the

Procurement Officer, and that wishes to assure receipt of any changes or additional materials related to this IFB, should immediately contact the Procurement Officer and provide the Prospective Bidder’s name and mailing address so that addenda to the IFB or other communications can be sent to the Prospective

Bidder.

This solicitation has been designated as a Small Business Reserve (SBR).

Vendors cannot be awarded the contract if not designated as a Certified Small

Business (CSB).

Minority Business Enterprises Are Encouraged to Respond to this Solicitation https://emma.maryland.gov/

In order to help us improve the quality of State solicitations, and to make our procurement process more responsive and business friendly, we ask that you take a few minutes and provide comments and suggestions regarding this solicitation. Please return your comments with your response. If you have chosen not to respond to this Contract, please email or fax this completed form to the attention of the Procurement Officer

(see the Key Information Sheet below for contact information).

Title: Bio-Medical and Therapy Equipment Maintenance, Testing, and Repairs for Springfield Hospital

Center

Solicitation No: BPM056864 If you have chosen not to respond to this solicitation, please indicate the reason(s) below:

( ) Other commitments preclude our participation at this time.

( ) The subject of the solicitation is not something we ordinarily provide.

( ) We are inexperienced in the work/commodities required.

( ) Specifications are unclear, too restrictive, etc. (Explain in REMARKS section.)

( ) The scope of work is beyond our present capacity.

( ) Doing business with the State of Maryland is simply too complicated. (Explain in

REMARKS section.)

( ) We cannot be competitive. (Explain in REMARKS section.)

( ) Time allotted for completion of the Bid/Proposal is insufficient.

( ) Start-up time is insufficient.

( ) Bonding/Insurance requirements are restrictive. (Explain in REMARKS section.)

( ) Bid/Proposal requirements (other than specifications) are unreasonable or too risky.

(Explain in REMARKS section.)

( ) MBE or VSBE requirements. (Explain in REMARKS section.)

( ) Prior State of Maryland contract experience was unprofitable or otherwise unsatisfactory. (Explain in REMARKS section.)

( ) Payment schedule too slow.

( ) Other:

2. If you have submitted a response to this solicitation, but wish to offer suggestions or express concerns, please use the REMARKS section below. (Attach additional pages as needed.).

REMARKS:

Vendor Name: Date:

Contact Person: Phone ( ) -

Address:

E-mail Address:

SPRINGFIELD HOSPITAL CENTER

IFB KEY INFORMATION SUMMARY SHEET

Invitation for Bids: Bio-Medical and Therapy Equipment Maintenance, Testing, and Repairs for Springfield Hospital Center

Solicitation Number: BPM056864

IFB Issue Date: May 7, 2026

IFB Issuing Office: MARYLAND DEPARTMENT OF HEALTH

SPRINGFIELD HOSPITAL CENTER

Procurement Officer: Lance Wolf

Springfield Hospital Center

Phone: 410-970-7128 e-mail: lance.wolf@maryland.gov

Contract Monitor: Lawrence Briscoe

Springfield Hospital Center

6655 Sykesville, MD 21784

Phone: 410-970-7055 e-mail: lawrence.briscoe@maryland.gov

Term of Service: June 1, 2026 through May 31, 2029

Options 0

Bids are to be sent to: Via eMMA Solicitation only

Pre-Bid May 14, 2026, at 10:30AM Local Time

Closing Date and Time: May 21, 2026, at 2:00PM Local Time mailto:lance.wolf@maryland.gov mailto:lawrence.briscoe@maryland.gov

1.SUMMARY STATEMENT AND GENERAL INFORMATION

The Maryland Department of Health, Springfield Hospital Center (SHC) is seeking the services of a contractor or vendor the State is issuing this solicitation for the purposes of retaining a biomedical equipment technician (BMET) or clinical engineering technician, to conduct preventive maintenance on Springfield Hospital Center’s bio-medical equipment (bi-annually) and therapy equipment (quarterly) and performance of repairs as needed. All services shall be in accordance with the manufacturer’s specifications and all federal, state, county, and local codes and recognized work practices. The Contractor shall also furnish detailed written inspection and service reports.

Springfield Hospital Center, located at 6655 Sykesville Road, Sykesville, Maryland, is a fully

Joint Commission accredited, and CMS certified and is an integral part of the mental health services delivery system of the State of Maryland, providing inpatient treatment for adults.

The Contract resulting from this IFB shall be a fixed priced contract, as defined in COMAR 21.06.03.02

The contract resulting from this solicitation shall be for three (3) years beginning on or about June 1, 2026, and ending May 31, 2029, with zero (0) renewal option.

The Procurement Officer is the sole point of contact in the State for purposes of this solicitation prior to the award of any Contract. The name and contact information of the Procurement Officer are indicated in the IFB Key Information Summary Sheet.

The Department may change the Procurement Officer at any time by written notice.

The Contract Monitor is the State representative for this Contract who is primarily responsible for

Contract administration functions after Contract award.

The name and contact information of the Contract Monitor are indicated in the IFB Key Information

Summary Sheet.

The Department may change the Contract Monitor at any time by written notice.

eMMA is an electronic commerce system for the State of Maryland. The solicitation and Bidder questions and the Procurement Officer’s responses, addenda, and other solicitation-related information will be provided via eMMA. In order to receive a contract award, a vendor must be registered on eMMA.

Registration is free. Go to https://emma.maryland.gov, click on “New Vendor? Register Now” to begin the process, and then follow the prompts.

1.1 Summary Statement

1.2 Contract Type

1.3 Term of Contract

1.4 Procurement Officer

1.5 Contract Monitor

1.6 eMaryland Marketplace Advantage

Written questions from prospective Bidders will be accepted by the Procurement Officer and shall be submitted via eMMA to the Procurement Officer indicated in the IFB Key Information Summary Sheet.

Questions are requested to be submitted no later than Monday, May 18, 2026, at 12:00pm EST. 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.

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

21.05.07.

Bids must be received by the Procurement Officer no later than the Bid Due date and time indicated in the

IFB Key Information Summary Sheet in order to be considered. All bids must include all documents as requested in Section 2.1 Minimum Qualifications and Section 3.5.1-5 Insurance Requirements.

Bids must be submitted via eMMA (eMaryland Market Place Advantage).

a. The Bid shall contain all price information in the format specified on the Bid Form and

Instructions in the eMMA bid tab. Complete the entire eMMA bid tab. Do not amend, alter, or leave blank any items on the Bid tab or include additional clarifying or contingent language on or attached to the Bid Form. Failure to adhere to any of these instructions may result in the Bid being determined to be non-responsive and rejected by the Department.

b. Please DO NOT hand delivery any replies to the facility.

Requests for extension of this time or date will not be granted.

Bids may ONLY be modified or withdrawn by written notice received by the Procurement Officer before the time and date set for the opening.

Vendors are required to bid on all bid items.

There will be a pre-bid conference and site visit held on May 14, 2026, at 12:30PM. Individuals will meet at the Administration Building (see campus map) for the pre-bid conference followed by a site visit.

All individuals must follow current infection control procedure, which may include wearing a mask. To ensure adequate seating and other accommodations at the conference, prior to attendance, vendors must

RSVP to the Procurement Officer at lance.wolf@maryland.gov. In addition, if there is a need for sign language interpretation or other special accommodations due to a disability, please notify the

Procurement Officer at least three (3) Business Days prior to the Conference date and SHC will make a reasonable effort to provide such special accommodation. Attendees should bring a copy of the solicitation to the pre-bid conference.

Attendance at the Conference and Site Visit is not mandatory, but all interested parties are encouraged to attend in order to facilitate better preparation of their Bids.

1.7 Questions and Inquires

1.8 Procurement Method

1.9 Bids – Closing/Due Date and References

1.10 Pre-Bid

1.11 Award Basis

mailto:lance.wolf@maryland.gov.

The Contract shall be awarded to the responsible Bidder submitting a responsive Bid with the most favorable Total Bid Price (as referenced in COMAR 21.05.02.13) for providing the services as specified in this IFB. The most favorable Total Bid Price will be the lowest price total. This solicitation will not be awarded if total bid price is above $50,000.00. Any bid exceeding the Small Procurement delegation will not be considered for this solicitation. (COMAR 21.05.07.03; 21.05.07.04)

Tie Bids will be decided pursuant to COMAR 21.05.02.14.

Bids submitted in response to this IFB are irrevocable for 120 days following the closing date of the Bids.

This period may be extended at the Procurement Officer’s request only with the Bidder’s written agreement.

If it becomes necessary to revise this IFB before the due date for Bids, the Department shall provide addenda to all prospective Bidders through eMMA. Addenda will be placed on eMMA within a reasonable time to allow Bidders to consider them in preparing their bids. It remains the responsibility of all prospective Bidders to check eMMA for any addenda issued prior to the submission of Bids. If the due date for submission of bids does not permit adequate time for consideration of the addenda by

Bidders, the bid due date will be extended.

Bidders should acknowledge receipt of all addenda to this IFB issued before the Bid due date. Failure to acknowledge receipt of an addendum does not relieve the Bidder from complying with the terms, additions, deletions, or corrections set forth in the addendum, and may cause the Bid to be rejected as being non-responsive to the requirements of the IFB.

The State reserves the right to cancel this IFB, or accept or reject any and all Bids, in whole or in part, received in response to this IFB.

The State will not be responsible for any costs incurred by any Bidder in preparing and submitting a Bid or in performing any other activities related to submitting a Bid in response to this solicitation.

By submitting a Bid in response to this IFB, a Bidder, if selected for award, shall be deemed to have accepted the terms and conditions of this IFB and the Contract, attached herein as Attachment A. Any exceptions to this IFB or the Contract must be raised prior to Bid submission. Changes to the solicitation, including the Bid Form or Contract, made by the Bidder may result in Bid rejection.

1.12 Tie Bids

1.13 Duration of Bid

1.14 Revisions to the IFB

1.15 Cancellations

1.16 Incurred Expense

1.17 Mandatory Contractual Terms

Any protest or dispute related, respectively, to this solicitation or the resulting Contract shall be subject to the provisions of COMAR 21.10 (Administrative and Civil Remedies).

The selected Bidder shall be responsible for rendering goods and services for which it has been selected as required by this IFB.

If a Bidder that seeks to perform or provide the services required by this IFB is the subsidiary of another entity, all information submitted by the Bidder, such as but not limited to, references, financial reports, or experience and documentation (e.g., insurance policies, bonds, letters of credit) used to meet minimum qualifications, if any, shall pertain exclusively to the Bidder, unless the parent organization will guarantee the performance of the subsidiary. If applicable, the Bidder’s Bid shall contain an explicit statement that the parent organization will guarantee the performance of the subsidiary.

If the solicitation requires that particular personnel be designated by the Bidder to work on the Contract, any substitution of personnel after the Contract has commenced must be approved in writing by the

Contract Monitor prior to the substitution. If the Contractor substitutes personnel without the prior written approval of the Contract Monitor, the Contract may be terminated for default which shall be in addition to, and not in lieu of, the State’s remedies under the Contract or which otherwise may be available at law or in equity.

By submitting a Bid in response to this IFB, the Bidder, if selected for award, agrees that it will comply with all Federal, State, and local laws applicable to its activities and obligations under the Contract.

By submitting a response to this solicitation, each Bidder represents that it is not in arrears in the payment of any obligations due and owing the State, 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 Contract award.

Before a business entity can do business in the State it must be registered with the Maryland Department of Assessments and Taxation (SDAT). SDAT is located at State Office Building, Room 803, 301 West

Preston Street, Baltimore, Maryland 21201. The SDAT website is http://dat.maryland.gov .

It is strongly recommended that any potential Bidder complete registration prior to the due date for receipt of Bids. A Bidder’s failure to complete registration with SDAT may disqualify an otherwise successful

Bidder from final consideration and recommendation for Contract award.

Bidders are advised that Md. Code Ann., State Finance and Procurement Article, § 11-205.1 provides as follows:

In connection with a procurement contract a person may not willfully:

(a) Falsify, conceal, or suppress a material fact by any scheme or device;

1.18 Protest/Disputes

1.19 Bidder Responsibilities

1.20 Substitution of Personnel

1.21 Compliance with Laws/Arrearages

1.22 Verification of Registration and Tax Payment

1.23 False Statements

http://dat.maryland.gov/

(b) Make a false or fraudulent statement or representation of a material fact; or

(c) Use a false writing or document that contains a false or fraudulent statement or entry of a material fact.

A person may not aid or conspire with another person to commit an act under subsection (1) of this section.

A person who violates any provision of this section is guilty of a felony and on conviction is subject to a fine not exceeding $20,000 or imprisonment not exceeding five years or both.

The Contractor shall choose one method of submission, USPS or email. The Contractor shall submit an original of each invoice and signed authorization to invoice to the Contract Monitor and the Accounts

Payable Office at shc.finance@maryland.gov

All invoices for services shall be verified by the Contractor as accurate at the time of submission.

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

1) Contractor name and address;

2) Remittance address;

3) Federal taxpayer identification (FEIN) number, social security number, as 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.

The facility reserves the right to reduce or withhold Contract payment in the event the Contractor does not provide the facility with 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.

Any action on the part of the facility, or dispute of action by the Contractor, shall be in accordance with the provisions of Md. Code Ann., State Finance and Procurement Article §§ 15-215 through 15-223 and with COMAR 21.10.04.

Invoices for final payment shall be clearly marked as “FINAL” and submitted when all work requirements have been completed and no further charges are to be incurred under the Contract. In no event shall any invoice be submitted later than 60 calendar days from the Contract termination date.

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

1) The amount invoiced is inconsistent with the Contract;

2) The proper invoice has not been received by the party or office specified in the Contract;

3) The invoice or performance is in dispute, or the Contractor has failed to otherwise comply with the provisions of the Contract;

4) The item or services have not been accepted;

5) The quantity of items delivered is less than the quantity ordered;

1.24 Payment

mailto:shc.finance@maryland.gov

6) The items or services do not meet the quality requirements of the Contract; or

7) 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.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

SECTION 2 -MINIMUM QUALIFICATIONS

Minimum Experience:

a. Bidder must be registered to do business in the state of Maryland and retain an active/current SBR or CSB designation. Contractor must retain an active Maryland Business License.

b. Bidder must have, maintain and provide a current Biomedical Equipment Technician Certificate or Clinical Engineering Technician Certificate

c. Bidder must have a minimum of three (3) years of experience providing services similar in size and scope to that of the Scope of Service in Section 3 of this IFB. The Bidder shall provide with its bid at least three references to attest to the bidder’s experience in providing these services within the past

10 years as instructed in Attachment B.1 Bid Instructions Section 3.e references shall also include current or prior state contracts.

2.1 Bidder Minimum Qualifications

https://gomdsmallbiz.maryland.gov/pages/sbr-program.aspx https://gomdsmallbiz.maryland.gov/pages/sbr-program.aspx

SECTION 3 – SCOPE OF WORK

The MARYLAND DEPARTMENT OF HEALTH – Springfield Hospital Center (SHC) is issuing this Invitation for Bids (IFB) to obtain the services of a contractor to provide a biomedical equipment technician(s) (BMET) or clinical engineering technician(s), to conduct preventive maintenance on Springfield Hospital Center’s bio-medical equipment (bi-annually) and therapy equipment (quarterly) and performance of repairs as needed. All services shall be in accordance with the manufacturer’s specifications and all federal, state, county, and local codes and recognized work practices. The Contractor shall also furnish detailed written inspection and service reports.

Springfield Hospital Center, located at 6655 Sykesville Road, Sykesville, Maryland, is a fully Joint

Commission accredited, and CMS certified and is an integral part of the mental health services delivery system of the State of Maryland, providing inpatient treatment for adults.

It is the State’s intention to obtain services, as specified in this IFB, from a Contract(s) between the selected Bidder(s) and the State.

The Contractor will provide a biomedical equipment technician or clinical engineering technician and perform preventive maintenance on Springfield Hospital Center’s bio-medical (bi-annually) and therapy equipment (quarterly) and repairs as needed. All services shall be in accordance with the manufacturer’s specifications and all federal, state, county, and local codes and recognized work practices. The Contractor shall also furnish detailed written inspection and service reports.

Detailed specifications of work to be performed under this solicitation are as follows:

3.2.1 Responsibilities and Tasks

I. CONTRACTOR MUST:

A. Provide The Contractor shall provide all required labor, materials and equipment to conduct semi-annual inspections, quarterly inspections, functional testing, calibration, preventive maintenance and minor repairs of bio-medical and therapy equipment currently in use and located at Springfield Hospital Center and any new bio-medical and therapy equipment purchased during the term of this contract. The Contractor shall be responsible to survey all of the areas/equipment and services herein. Any misunderstanding arising from the Contractor’s failure to make a complete survey or inspection shall not relieve the Contractor from the responsibility of fulfilling all requirements of the contract without additional costs to SHC.

1. All work will follow manufacturer specifications.

2. All work will be performed by a biomedical equipment technician (BMET) or clinical engineering technician, and evidence of qualification will be provided to the Contract

Monitor or designee prior to performing any work.

3. All inspected units or equipment will have an inspection sticker placed and prominently displayed on each unit every time the equipment is inspected. The sticker will note the following:

a. Date the equipment was inspected and passed.

3.1 Background and Purpose

3.2 Scope of Work Requirements

b. The technician’s name, legibly written.

c. The Contractor’s business name and address.

d. Type of inspection.

II. PREVENTIVE MAINTENANCE INSPECTIONS WILL:

A. Preventative maintenance shall be scheduled two (2) times a year for bio-medical equipment at six (6) month intervals and four (4) times a year at four (4) month intervals for therapy equipment with the first inspections scheduled within the applicable time period from the most recent preventive maintenance inspection that occurred March 14-16, 2023. These and each subsequent inspection must be confirmed with the Contract Monitor at least one (1) month prior to service;

1. include inspection of scheduled equipment;

2. include preventive maintenance of schedule equipment in accordance will the manufacturer’s specifications; include functional testing of scheduled equipment;

3. include calibration of any and all equipment as applicable;

4. include initial inspection and testing of all new equipment purchased by Springfield

Hospital Center. Initial inspections of newly purchased bio-medical and therapy equipment, prior to use by SHC, will include inspections for the following:

a. presence of all accessories required for proper operation of the device;

b. presence of all operational manuals, technical manuals, and schematics;

c. proper assembly and operation of the device based on performance specification in the manufacturer service manual;

d. electrical safety; and

e. internal and external damage.

B. One (1) week prior to any preventive maintenance, the Contractor shall confirm with the

Contract Monitor or designee the list of all bio-medical and therapy equipment scheduled for inspection.

III. SERVICE QUALITY AND RECORDS:

A. The Contractor will provide in writing to the Contract Monitor a guarantee that the bio-medical and therapy equipment on which preventive maintenance is performed is free from defects.

Defective operation shall include, but is not limited to, unnatural malfunctions in the operation of the equipment.

B. The Contractor will be notified in writing of any malfunctions of the products by Springfield

Hospital Center and shall correct all defects within fifteen (15) business days. Failure of the

Contractor to correct defects within the allowed time shall allow Springfield Hospital Center to utilize another vendor for the repairs and charge the Contractor for all costs incurred.

C. The Contractor shall maintain records listing dates of service, results, signature of person performing the work and the serial number of each bio-medical and therapy unit worked on.

Upon completion of any testing and service, the Contractor shall obtain signed verification from the Contract Monitor or designee that the service has been performed. Any problems, which require attention, will be reported to the Contract Monitor or designee before the

Contractor leave the campus.

D. At the conclusion of each Preventive Maintenance Service, the Contractor will furnish a detailed written inspection report to the Contract Monitor within five (5) business days of the complete inspection. The report will be prepared in sufficient detail and description to identify the exact work performed and the name of the technician who performed the work. General statements on service reports will be unacceptable. This report will include the following:

1. Service Date

2. Location of equipment

3. Description of unit inspected

4. Serial Number

5. Manufacturer

6. Model number

7. Springfield Hospital Center’s barcode

8. Testing performed

9. Calibration performed

10. Preventive maintenance work performed

11. Specifications and procedures for testing equipment

12. Condition of unit inspected including whether it is fully functional and safe to use

13. A list of items that are recommended for repair, maintenance, or replacement, if applicable.

14. If equipment needs repair, specify repairs needed and provide a time and material estimate of the cost to repair.

IV. EMERGENCY SERVICES:

A. The Contractor shall be responsible for providing emergency services as required on a twenty-four (24) hour per day basis, seven (7) days per week, 365/366 days per year. Upon award the

Contractor will provide a telephone number where they can be reached on a twenty-four (24) hour per day basis.

B. The cost for providing emergency services provided during normal working hours shall be included in the base bid price. All charges for emergency repairs not performed during regularly scheduled work hours shall adhere to the Contractor’s hourly rates as specified on the submitted bid.

C. The Contractor will provide certified service personnel at the job site within twenty-four (24) hours after receipt of the initial call for emergency service.

D. If the Contractor fails to respond to an emergency call within a twenty-four (24) hour period, the State reserves the right to contact another company to correct the problem and the cost of this service shall be deducted from the amount normally paid to the Contractor.

V. REPAIRS:

A. The Contractor will furnish all tools and equipment as necessary to perform any repairs.

B. The Contractor will be required to gather and provide all pertinent product information on the part needing repair or replacement. This information will be comprehensive enough so that the new repair/replacement parts may be ordered and obtained in a timely fashion.

C. The Contract Monitor or designee will be consulted, and their approval is required before any repairs are made or new components are ordered.

D. Any equipment requiring repairs as a result of the inspection procedures shall be re-inspected and documentation provided without additional charge after repairs have been made.

1. MINOR REPAIRS:

a. Minor repairs are defined as repairs in which the parts to repair a unit back to working order are $300 or less or labor for the single unit repair is less than three full hours.

b. Contractor will be responsible for labor, parts, and materials of all minor repairs.

c. The Contractor must recategorize a repair as a minor repair if the repair of at the conclusion of the repair parts did not exceed $300 and the repair took less than three full hours of labor.

2. MAJOR REPAIRS:

a. A major repair is defined as a repair in which parts to repair a unit back to working order are over $300 or requires more than three hours of labor. In order for a repair to qualify as a major repair with $300 or less in parts required, the repair of the single unit must require at least three full hours of labor.

b. Springfield Hospital Center will pay the Contractor for all labor for major repairs at the hourly rate on the awarded contractor’s bid.

c. Major repairs must have the major repair category approved by the Contract

Monitor prior to repair or prior to continued work if repair is not already approved as a major repair prior to beginning of repair work.

d. Replacement parts shall be billed to Springfield Hospital Center at the pass-through price. The submission of a paid invoice will be required as proof of cost.

e. Springfield Hospital Center reserves the right to obtain replacement parts elsewhere for the installation by the Contractor at the labor rate indicated on the bid submission.

f. The Contractor will supply all materials for a major repair up to a cumulative cost of $100 per repair at no additional cost to Springfield Hospital Center. Any charges for materials exceeding $100 must have the prior approval of the Contract

Monitor or designee before service.

VI. PERFORMANCE REVIEW:

A. The Contractor will be aware the contract specifications will form the basis of the performance review as a means of quality control and quality assurance to determine the degree of

Contractor compliance and level of performance satisfaction. Examples of unacceptable performance include but are not limited to:

1. Failure of the Contractor to perform preventive maintenance and inspections on all bio-medical equipment every six (6) months or therapy equipment every four (4) months.

2. Failure of the Contractor to repair equipment in accordance with the contract terms.

3. Failure of Contractor to perform an initial inspection of newly purchased equipment under the specified time frames.

4. Failure of the Contractor to respond to emergency services as specified.

5. Failure of the Contractor to provide inspection reports as outlined in the specifications.

B. Incidents of unacceptable performance will be documented with a copy to Springfield Hospital

Center’s Director of Procurement, Springfield Hospital Center’s Contract Monitor and the

Contractor’s Account Representative. The Contractor shall be required to submit a plan of correction identifying the timeframe for completion to the Contract Monitor within two (2) business days of the review for approval. The Springfield Hospital Center Contract Monitor will approve or reject the plan within one (1) business day. If an incident of unacceptable performance is life-threatening, corrective action, as directed by Springfield Hospital Center’s

Contract Monitor, shall be initiated immediately. Continuing failure to satisfactorily respond in the time frames required in accordance with this section, including one (1) incident of unacceptable performance that is life-threatening, or more than a total of three (3) situations involving unacceptable performance during a twelve (12) month period may be viewed as grounds for termination.

VII. EQUIPMENT INVENTORY LIST:

A. The attached ““Bio-Medical Equipment list” and “Therapy Equipment list”” is the most updated listing of biomedical equipment at Springfield Hospital Center. The list can be verified by the Contractor prior to their bid. Any discrepancies shall be referred to the Contract Monitor.

During the term of the contract any and all bio-medical equipment changes will be approved by the Contract Monitor or designee.

VIII. SERVICE PERSONNEL AND SITE COORDINATION REQUIREMENTS:

A. The Contractor will assume sole responsibility for travel time for any service provided under this contract.

B. Before starting any work on the campus, the technician will report to the Contract Monitor or designee for authorization to proceed with any service. The Contract Monitor or designee will escort the Contractor and provide access to all buildings and areas in order for the Contractor to perform work included under this contract.

C. The Contractor shall have access to all applicable bio-medical and therapy equipment and components. The buildings may be occupied during all phases of this service contract and the

Contractor will, at all times, execute the work in a manner which does not interfere with the operation and daily routine of Springfield Hospital Center.

D. The Contractor will agree to any reasonable request by the Contract Monitor for scheduling and performance of the work.

E. At time of contract award, the Contractor will provide a list of names, titles, addresses, telephone numbers (including cellular), and e-mail addresses of key managers, supervisors, customer service and field service personnel performing under this contract and who will be on the hospital campus for any reason for the duration of this contract. Staff will not be substituted without written notice to the Contract Monitor or designee prior to the individual coming onto the premises of Springfield Hospital Center.

F. Subcontracting of any portion or part of this Contract is strictly prohibited. Any repairs to equipment that can only be performed by the manufacturer will be arranged for by Springfield

Hospital Center.

G. The Contractor shall provide all preventive maintenance during normal business hours

(Monday-Friday, 7:00 AM- 3:30 PM, excluding State recognized holidays).

3.2.2 GREEN PURCHASING – GENERAL REQUIREMENTS

Contractors must comply with Maryland’s Green Purchasing Reporting Requirements. See the Green Purchasing website for more information. Green Purchasing (maryland.gov)

I. PRODUCT MATERIAL REQUIREMENTS

A. The Contractor must not provide products containing more than one-tenth of 1% of pentaBDE, octaBDE, or decaBDE by mass.

1. Limitations on Hazardous Substances (Environment Article §6–1201:§6–

1204) A person may not manufacture, process, sell, or distribute in the State a new product or flameretardant part of a new product that contains more than one-tenth of 1% of pentaBDE (pentabrominated diphenyl ether) or octaBDE (octabrominated diphenyl) by mass. A person may not manufacture, lease, sell, or distribute for sale or lease in the State electrical or electronic equipment that contain more than one–tenth of 1% of decaBDE

(decabrominated diphenyl ether) by mass.

B. The Contractor must not provide products that contain mercury unless there are no commercially available mercury-free products for a specific application. In such cases, the Contractor must provide products containing the least amount of mercury necessary to meet performance requirements. The Contractor must clearly label in its bid all products that contain mercury

1. Mercury and Products that Contain Mercury (COMAR: 21.11.07.07) “All procurement agencies shall give a preference under this regulation to procuring products and equipment that are mercury-free. If mercury-free products and equipment that meet the agency's product performance requirements are not commercially available, the procurement agency shall give preference under this regulation to products containing the least amount of mercury necessary to meet performance requirements.”

https://dgs.maryland.gov/Pages/GreenPurchasing/Resources/BuildingSystems.aspx https://mgaleg.maryland.gov/mgawebsite/Laws/StatuteText?article=gen&section=6-1201&enactments=False&archived=False https://mgaleg.maryland.gov/mgawebsite/Laws/StatuteText?article=gen&section=6-1204&enactments=False&archived=False https://mgaleg.maryland.gov/mgawebsite/Laws/StatuteText?article=gen&section=6-1204&enactments=False&archived=False

II. PACKAGING REQUIREMENTS AND RECOMMENDATIONS

A. The Contractor must not provide or use packaging or packaging components (e.g. inks, dyes, pigments, adhesives, stabilizers, and additives) with lead, cadmium, mercury or hexavalent chromium at concentration levels exceeding 100 parts per million by weight or 0.01%.

1. Limitations and Prohibitions on Heavy Metals in Packaging (Environment

Article §9–1901:§9– 1907) “Except as provided in § 9-1903 and § 9-1904 of this subtitle, on or after July 1, 1993, a manufacturer or distributor may not sell or offer for sale or for promotional purposes any package or packaging component or any product in a package or packaging component to which any of the following was intentionally added during manufacture or distribution: (1) Lead; (2) Cadmium; (3) Mercury; or (4) Hexavalent chromium. The sum of the concentration levels of lead, cadmium, mercury, and hexavalent chromium incidentally present in a package or packaging component may not exceed: …By July 1, 1995, 100 parts per million by weight or 0.01%.”

B. Where the Contractor uses packaging in addition to manufacturer packaging, the

Contractor is encouraged to select packaging that minimizes or eliminates the use of disposable containers and/or incorporates recycled content, and is easily recyclable through the State’s contracted recycling programs. The Contractor shall avoid the use of polystyrene foam packaging (e.g., peanuts) and other difficult-to-recycle packaging materials. Where appropriate, Contractor packaging using reusable crates or reusable pallets is preferred over boxed packaging

C. For corrugated cardboard packaging (also known as containerboard packaging), the

Contractor is encouraged to use versions that contain a minimum of 25% by weight of post-consumer materials, which is the minimum post-consumer content level for packaging specified by the U.S. Environmental Protection Agency Comprehensive

Procurement Guidelines.

III. SHIPPING/TRANSPORT REQUIREMENTS AND RECOMMENDATIONS

A. The Contractor must comply with the limitations on idling as set forth in Transportation

Article §22-402.

a. Idling Law (Transportation Article §22-402) “A motor vehicle engine may not be allowed to operate for more than 5 consecutive minutes when the vehicle is not in motion, except as follows: (i) When a vehicle is forced to https://mgaleg.maryland.gov/mgawebsite/Laws/StatuteText?article=gen&section=9-1901&enactments=False&archived=False https://law.justia.com/codes/maryland/2005/gtr/22-402.html remain motionless because of traffic conditions or mechanical difficulties over which the operator has no control; (ii) When it is necessary to operate heating and cooling or auxiliary equipment installed on the vehicle; (iii) To bring the vehicle to the manufacturer's recommended operating temperature;

or (iv) When it is necessary to accomplish the intended use of the vehicle.

B. To promote fuel efficiency and reduce greenhouse gases and air pollution, the Contractor is encouraged to use a SmartWay Transport/Carrier Partner for the shipment or transport of products. A list of SmartWay Transport partners can be found here:

https://www.epa.gov/smartway/smartway-partner-list

IV. ENVIRONMENTALLY PREFERABLE PURCHASING REQUIREMENTS

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

B. The State of Maryland requires the Contractor to submit at a minimum quarterly sales data over the life of this contract per a schedule established and deemed reasonable by both parties, or by request by the Department of General Services. This information must include details about the recycled content, third-party sustainability certifications, and other environmental attributes of products and services sold on this Contract per the contract specifications. The Contractor must notify the State if a product contains mercury. To facilitate consistent reporting on this contract, the Contractor will be provided with a CONTRACTOR GREEN SALES REPORT template from the Green

Purchasing Committee (GPC), the Office of State Procurement (OSP) or the Department of General Services (DGS). This information will enable Maryland State agencies to comply with Article §14–405 of the Annotated Code of Maryland and COMAR

21.13.01.14, effective October 1, 2014, which requires Maryland state agencies to report to the Department of General Services on their procurement of environmentally preferable products and services.

C. All environmental benefit claims made by the Contractor concerning products or services offered on this contract must be consistent with the Federal Trade Commission’s

Guidelines for the Use of Environmental Marketing Claims. Bid/Proposal Affidavit https://www.epa.gov/smartway/smartway-partner-list https://www.ftc.gov/legal-library/browse/federal-register-notices/guides-use-environmental-marketing-claims-green-guides https://www.ftc.gov/legal-library/browse/federal-register-notices/guides-use-environmental-marketing-claims-green-guides language, as reflected in COMAR 21.05.08.07: I FURTHER AFFIRM THAT: Any claims of environmental attributes made relating to a product or service included in the bid or proposal are consistent with the Federal Trade Commission’s Guides for the Use of

Environmental Marketing Claims as provided in 16 CFR §260, that apply to claims about the environmental attributes of a product, package, or service in connection with the marketing, offering for sale, or sale of such item or service.

V. RECYCLED CONTENT REQUIREMENTS

A. The Contractor must provide, clearly label, and promote the purchase of CPG-compliant products, whenever possible. Maryland Department of General Services (MD DGS) reserves the right to block products from the Contract that do not comply with the US

CPGs and/or other recycled-content requirements listed in the Green Purchasing

Committee’s Environmentally Preferable Specification. The US Environmental

Protection Agency (EPA) Comprehensive Procurement Guidelines (CPGs) recommend minimum percentages of post-consumer recycled content in the following product categories: (1) Construction Products (2) Landscaping Products (3) Non-paper Office

Products (4) Paper Office Products (5) Park and Recreation Products (6) Transportation

Products (7) Vehicular Products

3.3.1 The State will provide access to the area and equipment reasonably necessary for Contractor performance under the Contract. Any special requirements shall be identified. The Contractor shall report to the Contract Monitor/designee prior to starting any work.

3.3.2 The Contract Monitor will work with the Contractor to schedule all required services within a reasonable time frame.

3.3.3 Before any work beings, the Awarded Contractor shall confer with the Director of

Environmental Safety & Emergency Management and Director of Maintenance to review the full scope of work, Contractor Guidelines policy, Sign-In & Out requirements, Fire/Safety

Guidelines established for the facility, and other policies related to the work, a sequence of procedure, means of access to the premises, use of approaches, use of facilities, and meet SHC staff the Contractors will be working with

3.3.4 If it becomes necessary to perform work on days or at times other than those indicated above or on holidays, special permission must be obtained in advance from the State’s representative in writing.

3.3.5 State holidays shall be observed by the Contractor and shall include:

● New Year’s Day

● Martin Luther King Day

● Presidents Day

● Memorial Day

● Juneteenth

● Independence Day

● Labor Day

● Columbus Day

3.3 Departments Obligations

https://www.energy.ca.gov/rules-and-regulations/appliance-efficiency-regulations-title-20 https://www.energy.ca.gov/rules-and-regulations/appliance-efficiency-regulations-title-20

● Veteran’s Day

● Thanksgiving Day

● Native American Heritage Day

● Christmas Day and all other additional days authorized by the Governor, plus official general election holidays.

The contract resulting from this solicitation shall be for three (3) years beginning on or about June

1, 2026, and ending May 31, 2029, with zero (0) renewal option.

Responsibility for Damage Claims

The Contractor shall indemnify and save harmless and defend the State and all of its representatives from all suits, actions, or claims, of any character brought on account of any injuries or damages sustained by any person or property in consequence of any work performed under this Contract either by the

Contractor or their employees, agents, or representatives. Within five days of being notified of apparent awardee status, the bidder shall provide proof of third-party insurance in the amount specified below.

Liability Insurance

1. The Contractor shall maintain such insurance as shall protect the Contractor from claims under Workmen’s Compensation Act and the Federal Employers Liability Act by coverage with insurance companies or by methods acceptable to the State Insurance

Commissioner and by no other method, for damages which may arise from operations under this Contract, whether such operations be by the Contractor or or anyone directly or indirectly employed by either of them.

2. The Contractor shall protect the Contractor self and the State from any claims from

Bodily Injury, Liability, and Property Damage Liability.

3. The limits for Bodily Injury Liability shall be not less than $1,000,000/$2,000,000; that is, $1,000,000 is the limit for injury per occurrence and $2,000,000 in the aggregate. The minimum limit for Property Damage Liability shall be $1,000,000 per occurrence and

$2,000,000 for aggregate.

4. The above policies for Bodily Injury and Property Damage Liability Insurance shall be so written as to include Contingent bodily Injury and Property Damage Liability Insurance to protect the Contractor against claims.

5. Certificates of the Contractor’s insurance containing evidence of the Hold Harmless

Clause protecting the State of Maryland shall be filed with the Procurement Coordinator and shall be subject to the approval of the Procurement Officer for adequacy of protection. No work shall be started at the site until appropriate certificates of insurance are filed and approved by the Procurement Coordinator.

The Contractor shall repair and restore to its original condition any equipment, materials, or surfaces damaged or disturbed by his operations. The Contractor shall be entirely responsible for any loss or

3.5 Contractors Liability Insurance

3.4 Contract Term

3.6 Responsibility for damage.

damage to his own materials, supplies, and equipment, and to the personal property of his employees while they are on State premises. The Contractor shall be solely responsible for any damage to the building or its contents and for any loss or damage to any property belonging to the owner or the owner’s employees when such loss or damage may be attributable to his actions or negligence or the actions of his employees.

The Contractor shall provide transition assistance as requested by the State to facilitate the orderly transfer of services to the State or a follow-on contractor, for a period up to 30 days prior to Contract end date, or the termination thereof. Such transition efforts shall consist, not by way of limitation, of:

a. Provide additional services and support as requested to successfully complete the transition.

b. Maintain the services called for by the Contract at the required level of proficiency; and

c. Provide updated System Documentation, as appropriate; and

d. Provide current operating procedures (as appropriate).

3.7.1 The Contractor shall work toward a prompt and timely transition, proceeding in accordance with the directions of the Contract Monitor. The Contract Monitor may provide the Contractor with additional instructions to meet specific transition requirements prior to the end of the Contract.

3.7.2 The Contractor shall ensure that all necessary knowledge and materials for the tasks completed are transferred to the custody of State personnel or a third party, as directed by the Director of Somatic

Services/Contract Monitor

3.7.3 The Contractor shall support end-of-Contract transition efforts with technical and project support.

3.7 End of Contract Transition

SECTION 4 – ATTACHMENTS & APPENDIX

The sample contract for viewing is included in the eMMA solicitation online. This document is for informational purposes only and should not be included in the bid offers.

The attached “SHC Bio-Medical and Therapy Equipment Inventory List” are included in the eMMA solicitation online and must be referenced in performance of work associated with the contract resulting from this solicitation.

The campus map is provided as reference and is included in the eMMA solicitation attachments online.

The Hospital Policies and Procedures detail the daily SHC campus access procedures for all contractors when working at or visiting the SHC campus and is included in the eMMA solicitation attachments online.

1. One Part Submission: Each Bidder shall submit its Bid with all Required Bid Submissions (see

Attachment B Number 3) in a single sealed package.

2. Pricing Tab Instructions: In order to assist each Bidder in the preparation of its Bid and to comply with the requirements of this solicitation, Pricing Tab Instructions have been prepared. Each Bidder must submit its Bid in accordance with the instructions as specified herein. All bids should be submitted in the eMMA solicitation bid tab section.

Bids must be received by the Procurement Officer no later than the Bid Due date and time indicated in the IFB Key Information Summary Sheet in order to be considered.

Bids must be submitted via eMMA (eMaryland Market Place Advantage)

a. The Bid…