BPM057326 - Jet Fuel Type A - Trooper 6 Easton FINAL.pdf

Jet Fuel Type A – Trooper 6 (Easton)

Solicitation #: BPM057326 / 001IT821549 IFB Document

IFB for Maryland State Police Aviation Command Page 1 of 26

STATE OF MARYLAND

OFFICE OF STATE PROCUREMENT (OSP)

DEPARTMENT OF GENERAL SERVICES (DGS)

INVITATION FOR BIDS (IFB)

JET FUEL TYPE A – TROOPER 6 (EASTON)

IFB NUMBER BPM057326 / 001IT821549

ISSUE DATE: JULY 23, 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/

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

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

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KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for Bids Commodity - JET FUEL TYPE A – TROOPER 6 (EASTON)

Solicitation

Number:

BPM057326 / 001IT821549

IFB Issue Date: July 23, 2026

IFB Issuing

Office:

Maryland State Police Aviation Command (MSPAC)

Procurement

Officer:

Matthew Smith

301 W. Preston St., M-4

Baltimore, MD 21201

Email:

Phone Number:

Matthew.Smith2@maryland,gov

410-767-3039

Bids are to be sent to:

Submit on emma.maryland.gov under Solicitation Number BPM057326

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

No Bid Notice

Feedback Form

If you are not submitting a bid for this solicitation, submit Attachment 1 with your reasons why.

Pre-Bid

Conference:

Not Applicable

See Section 4.3 for additional details.

Questions Due

Date and Time:

August 7, 2026, 2:00 pm Local Time via eMMA

Bid Due (Closing)

Date and Time:

August 21, 2026, 2:00 pm Local Time

Bidders are reminded that a completed Feedback Form is requested if a no-bid decision is made (see Appendix 5 - No Bid Notice/Vendor

Feedback Form).

MBE or DBE

Subcontracting

Goal:

An overall Minority Business Enterprise (MBE) or Disadvantaged

Business Enterprise (DBE) subcontract participation goal of 0% percent of the total contract dollar amount, including all renewal option terms, if any, has been established for this procurement. The overall MBE or DBE

IFB for Maryland State Police Aviation Command Page 3 of 26 subcontract participation goal includes the following subgoals, which have been established for this procurement:

0% for African American MBEs;

0% for Asian American MBEs;

0% for Hispanic American MBEs; and

0% for Woman-Owned MBEs.

VSBE

Subcontracting

Goal:

Not Applicable

Procurement

Method:

A Contract will be awarded in accordance with the Competitive Sealed

Bidding method under COMAR 21.05.02.

Multiple or

Alternate Bids:

Multiple or alternate Bids will not be accepted.

Contract Type: Insert contract Type: Fixed price with cost adjustment

Contract

Duration:

11/1/2026 – 10/31/2036 (10 Years)

Primary Place of

Performance:

Maryland State Police Aviation Command

Trooper 6 – Easton Airport

9385 Jet Ln.

Easton, MD 21601

SBR Designation: No

Federal Funding: No

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Table of Contents - IFB

1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.2 Background and Purpose

2.4 Supplemental Category of Work Requirements and Responsibilities

3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

3.2 End of Contract Transition

3.3 Invoicing

3.4 Liquidated Damages

3.5 Work Orders

3.6 Payments by Electronic Funds Transfer ..................................... Error! Bookmark not defined.

3.7 Prompt Payment Policy

3.8 Federal Funding Acknowledgement

3.9 Conflict of Interest Affidavit and Disclosure

3.10 Non-Disclosure Agreement

3.11 Maryland Healthy Working Families Act Requirements

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

Services (EPPs)

3.13 Insurance Requirements

4 Bid Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA)

4.2 Electronic Means

4.3 Pre-Bid Conference

4.4 Questions

4.5 Bid Due (Closing) Date and Time

4.6 Receipt, Opening and Recording of Bids

4.7 Duration of Bids

4.8 Revisions to the IFB

4.9 Cancellations

4.10 Incurred Expenses

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4.11 Protest/Disputes

4.12 Bidder Responsibilities

4.13 Acceptance of Terms and Conditions

4.14 Compliance with Laws/Arrearages

4.15 Verification of Registration and Tax Payment

4.16 False Statements

4.17 Confidentiality of Bids / Public Information Act Notice

4.18 Use of Bidder’s Form Not Binding on State

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

4.20 Bid Delivery Instructions

4.21 Bid Evaluation Criteria and Award Basis

4.22 Tie Bids

4.23 Reciprocal Preference

4.24 Small Business Preference

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

5 IFB Appendices and Exhibits

5.1 Appendices (Table C)

5.2 Exhibits (Table D)

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1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

1.1.1 In order to participate in any Aeronautical Activity, including the sale of aviation petroleum products, the Fuel Vendor must obtain any and all required licenses and permits to become a Fixed Base Operator (FBO), from the Easton Airport. The applicable licenses and permits are to be provided with the Bid.

Information on obtaining the required license and permits can be found by visiting https://eastonairport.com/wp-content/uploads/2020/01/Rules_Regulations.pdf.

Vendors must also adhere to all regulations established by the following entities:

A. FAA – Federal Aviation Administration

B. State – State of Maryland

C. County – Talbot County, Maryland

D. Airport – Easton Airport

1.1.2 The Bidder shall document in its Bid that it satisfied the following Minimum

Qualifications:

A. The Bidder shall have a minimum of five (5) years of experience in providing the Jet

Fuel, Type Aas specified herein.

B. The Bidder shall provide a statement with their submission that the Jet Fuel, Type A proposed meets or exceeds the specifications herein.

C. The Bidder shall provide with its Bid Attachment L – Reference Checks with two

(2) or more references provided.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

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2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 This Invitation for Bids (IFB) is issued to procure the goods or services, as specified in this Section 2, from a contract between the successful bidder and the State of Maryland

(“State”): Jet fuel intended for the use in the propulsion of aircraft and must be Type A, without additives, which meet the most current version of Aviation Turbine Fuel

Standard (ASTM-D-1655), specifications.

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

2.1.2 This is a single award IFB for the supply of jet fuel, continuous and readily available to fuel the aircraft, on a 24 hour per day / 7 days per week / 365 days per year basis, at the

MPSAC Trooper 6 Easton Section. See IFB Section 4.21 Bid Evaluation Criteria and

Award Basis for more Contract award information.

A Contract award does not ensure that a Contractor will receive any State business under the

Contract.

2.2 Background and Purpose

The Maryland State Police Aviation Command (MSPAC) is a State of Maryland governmental unit that operates within the Department of Maryland State Police (MSP.) The mission of the MSPAC is to fulfill its role as the State Medevac and coordinating Law Enforcement Agency. Aviation

Command currently has a fleet of ten (10) AgustaWestland 139 Helicopters and one (1) fixed-wing aircraft (Piper Saratoga). MSPAC maintains operations at seven (7) Aviation Sections at various locations throughout the State of Maryland on a 24/7/365 basis. MSP is requesting bids from qualified aviation fuel suppliers to provide aviation fuel to its Trooper 6 Easton Section.

Trooper 6 Easton Section is located at the Easton Airport, 9385 Jet Lane, Easton, Maryland 21601.

The volume of fuel utilized, at this Section, depends heavily on the volume of calls for service (i.e.

“Missions”). Likewise, there is a tendency for heavy call volume during the Spring and Summer months. Therefore, the resulting contract, from this solicitation, will be for an “Indefinite Quantity” of

Jet Fuel consumption.

During Fiscal Years 2024 through 2026, the Maryland State Police Aviation Command’s Trooper 6

Easton Section utilized approximately 165,000 gallons of jet fuel, or an average of approximately

55,000 gallons annually. The aircraft are generally refueled following each mission.

Actual fuel requirements during the Contract term may be greater or less than the historical average.

All quantities provided in this IFB are estimates for bidding purposes only and do not constitute a minimum or maximum purchase guarantee.

2.2.1 State Staff and Roles

In addition to the Procurement Officer, the Contract Monitor for the State shall be:

Sgt. Stephen Reuter

Maryland State Police Aviation Command

9385 Jet Lane

Easton, MD 21601

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(p) 410-758-3601

A. The State Project Manager is responsible for ensuring the continuous availability of jet fuel and monitoring for delays, shortages or emergency needs.

2.3 Contractor Responsibilities and Tasks

2.3.1 General Responsibilities

A. Fuel Vendor shall furnish, supply, and deliver Jet Fuel, Type A to MSPAC Trooper 6 Easton

Section, which is located at 9385 Jet Lane, Easton Airport, Easton, Maryland 21601.

B. The Supply of Jet Fuel must be continuous and readily available to fuel the aircraft on a 24 hour per day / 7 days per week / 365 days per year basis at the MSPAC Trooper 6 Easton

Section.

C. The Vendor shall be expected to be located on the Easton Airport premises to ensure proper response time to agency requests.

D. MSPAC Trooper 6 Easton Section does not have fuel storage capabilities. Therefore, the

Fuel Vendor shall be responsible for the storage and transportation of all fuel required under the Contract. All storage, transportation, and dispensing of fuel will comply with the Easton

Airport Rules and Regulations.

2.3.2 Product Specifications

Jet Fuel is intended for use in the propulsion of aircraft and must be Type A, without additives, which meet the current version of Aviation Turbine Fuel Standard (ASTM-D-1655), specifications

A. Jet Fuel Type A is a kerosene-grade fuel. It has a flash point minimum of 38 degrees

Celsius (i.e. 100 degrees F) and a freeze point maximum of minus 40 degrees Celsius

(-40C).

B. Jet Fuel Type A supplied to MSPAC Trooper 6 Easton Section shall include PRIST

(i.e. Ice Inhibitor) for all fuel supplied on a year-round basis (i.e. 12 months per year).

C. The Fuel Vendor shall maintain quality control and ensure the safe handling, transportation, storage, and dispensing of Jet Fuel throughout the Contract term.

2.3.3 Contractor Responsibilities

A. The Fuel Vendor shall be responsible for training the Maryland State Police Aviation

Command Personnel on proper fuel dispensing procedures (i.e. self-fueling). The training must include training on all equipment supplied by the Fuel Vendor and must be in compliance with the Rules and Regulations established by Easton Airport.

B. Fuel Vendor shall comply with and remain in compliance with all current safety and environmental Rules and Regulations regarding fueling operations, which are established by the following sources and are included in the solicitation. These Rules and Regulations shall be incorporated by reference in the resulting contract and become a part of said contract:

1. FAA – Federal Aviation Administration

2. FAR – Federal Aviation Regulation

3. NFPA – National Fire Protection Association (NFPA 407)

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4. State – State of Maryland

5. County – Talbot County, Maryland

6. Airport – Easton Airport

C. Fueling Operations shall comply with the following guidelines regarding the disposal of

Fuel:

1. No petroleum products shall be dumped or otherwise disposed of except in accordance with Local, County, State, and Federal Laws.

2. Any hazardous material shall be the responsibility of the originator under applicable law.

2.3.4 Pricing

Bidders shall provide pricing across the following categories:

Adjustable Cost – Base Rack Rate per Gallon Fixed Cost – Bidder’s Markup Over Rack

Rate Price per Gallon

Freight (at actual cost per Gallon)

Additional Fees as Determined to be Necessary

B. Pricing shall be entered in Attachment B – The Price Form

C. For the purposes of this solicitation, the Adjustable Cost – Base Rack Rate per Gallon shall be based on the Oil Price Information Index (OPIS) pricing the day in which the bid is submitted.

D. Pricing is adjusted daily based on the OPIS index. The adjustable cost shall be based on the

OPIS price the day the fuel is delivered.

E. Should a bidder require additional fees not specified herein, they shall provide the pricing and rationale in the appropriate column in Attachment 2 – Price Bid Form. It shall be the discretion of DGS and the Office of the Comptroller to determine if the suggested services and fees are necessary.

2.3.5 Electronic Transaction Fee

A. No later than forty-five (45) calendar days after the end of each monthly reporting period, the Contractor shall remit to the State an electronic transaction fee equal to one percent (1%) of the total approved invoice amount for all accepted goods and services provided under the Contract during the applicable reporting period. The Contractor shall calculate the fee on the gross invoice amount, less any returns or credits. The

Contractor may not charge the electronic transaction fee directly to a customer or identify it as a separate line item, fee, or surcharge on any invoice, and shall incorporate the fee into the Contract’s unit prices. For example, if the total approved invoice amount for a reporting period equals $10,000, the Contractor shall remit an electronic transaction fee of $100.

B. The Contractor shall submit the electronic transaction fee for the applicable reporting period by one of the two methods below:

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1. via ACH: To send ACH payments, the Contractor must fill out the GAD X-

10 Form and submit it to the Comptroller at GADACH@marylandtaxes.gov.

All ACH payments must include a note in the comments section that the payment is for

“DGS 1% Fee.”

2. by check to the Office of State Procurement at the following address:

Department of General Services, Fiscal Services Division

301 W. Preston Street, Room 1309

Baltimore, MD 21201

ATTENTION: For the Office of State Procurement

C. Simultaneously with the payment of the fee, the Contractor shall email Appendix 3 –

Monthly Usage Report (Sample), documenting all accepted goods or services for the reporting period to: dgs.statewidecontractusagereport@maryland.gov.

D. If the Contractor fails to timely and accurately remit the electronic transaction fees, the

State shall determine that the Contractor is in default under the Contract.

https://www.marylandcomptroller.gov/content/dam/mdcomp/md/state-accounting/forms/GADX10Form.pdf mailto:GADACH@marylandtaxes.gov

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3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

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

3.2 End of Contract Transition

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

3.3 Invoicing

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

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

3.3.1 All invoices for services shall be signed by the Fuel Vendor and submitted to the Contract

Monitor. All invoices shall include the following information:

• Vendor name;

• Remittance address;

• Federal taxpayer identification number (or if sole proprietorship, the individual’s social security number);

• Invoice period (Calendar Month);

• Invoice date;

• Invoice number;

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

• Type of fuel delivered;

• Date/Time fuel was picked up from the Easton Airport Fuel Depot;

• Cost per gallon at the time of purchase from the Easton Airport Fuel Depot;

• Bid price per gallon and Total delivery cost;

• Each transaction/transfer of fuel will be outlined as noted above on the invoice.

Invoices submitted without the required information cannot be processed for payment until the Vendor provides the required information.

MSPAC reserves the right to reduce or withhold Contract payment in the event the Vendor does not provide the Department with all required deliverables within the time frame specified in the Contract or in the event that the Vendor otherwise materially breaches the terms and conditions of the Contract until such time as the Vendor brings itself into full compliance with the Contract. Any action on the part of the MSPAC, or dispute of action by the Vendor, shall be in accordance with the provisions of Md. Code Ann., State Finance and Procurement Article §§ 15-215 through 15-223 and with COMAR 21.10.02.

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3.3.1 Invoice Submission Schedule

The Vendor shall submit invoices in accordance with the following schedule:

Invoices shall cover a calendar month period, and are due by the 15th of the month following the month in which services were performed and shall be submitted to:

Electronically (preferred): msp.aviationacctspayable@maryland.gov

OR Mail: Maryland State Police Aviation Command

Attn: Accounts Payable

3023 Strawberry Point Road

Baltimore, MD 21220

3.4 Liquidated Damages

3.4.1 MBE Liquidated Damages

This section is inapplicable to this IFB.

3.4.2 Liquidated Damages other than MBE

This section is inapplicable to this IFB.

3.4.3 Problem Escalation Procedure

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

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

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

A. Contact information

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

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

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

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

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

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

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

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

Business Days after the start of each Contract year .

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

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

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3.5 Work Orders

This section is inapplicable to this IFB.

3.6 Prompt Payment Policy

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

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

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

COMAR 21.01.01.03 and 21.11.03.01, the Directive seeks to ensure the prompt payment of all subcontractors on non-construction procurement contracts. The Contractor shall comply with the prompt payment requirements outlined in Appendix 2 – Commodity Supplemental “Prompt Pay

Requirements.” Additional information is available on GOSBA’s website at:

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

3.7 Federal Funding Acknowledgement

This Contract does not contain federal funds.

3.8 Conflict of Interest Affidavit and Disclosure

Vendor warrants no relevant facts or circumstances giving rise to a conflict of interest.

3.9 Non-Disclosure Agreement

3.9.1 Non-Disclosure Agreement (Bidder/Offeror)

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

3.9.2 Non-Disclosure Agreement (Contractor)

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

3.10 Maryland Healthy Working Families Act Requirements

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

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

Healthy Working Families Act Information: https://labor.maryland.gov/paidleave

3.11 The State of Maryland’s Commitment to Purchasing Environmentally

Preferred Products and Services (EPPs)

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

3.12 Insurance Requirements

The Contractor shall maintain, at a minimum, the insurance coverages outlined below, as stated in

Eastern Airport Rules & Regulations, Section 1 – General Provisions, Paragraph E – https://trackbill.com/bill/maryland-house-bill-629-environmentally-preferable-procurement-maryland-green-purchasing-committee/647077/

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Insurance, or any minimum requirements established by law if higher, for the duration of the

Contract, including option periods, if exercised:

3.12.1 The following type(s) of insurance and minimum amount(s) of coverage are required:

3.13.2 The Contractor and its subcontractors shall purchase and maintain Commercial General

Liability Insurance with limits sufficient to cover losses resulting from, or arising out of, Contractor action or inaction in the performance of the Contract by the Contractor, its agents, servants, employees, or subcontractors, and other such insurance as is appropriate which may include environmentally elated insurance/pollutions liabilities. but no less than a Combined Single Limit for Bodily Injury, Property Damage, and Personal and

Advertising Injury Liability of $1,000,000 per occurrence and $1,000,000 aggregate.

3.13.3 The Contractor shall maintain Automobile and/or Commercial Truck Insurance as appropriate with Liability, Collision, and PIP limits no less than those required by the

State where the vehicle(s) is registered, but in no case less than those required by the

State of Maryland.

3.13.4 Further, the Contractor shall be responsible for the maintenance of this insurance whether the work is performed directly by the contractor, by any subcontractor, by any person employed by the contractor or any subcontractor, or by anyone whose act the contractor may be liable.

3.13.5 All required insurance will be maintained until the State has fully accepted the work required under this contract. Failure to obtain or to maintain the required insurance or to submit the required Proof of insurance will be grounds for termination of the contract for default.

3.13.6 If a pattern of non-performance develops, the contract will be terminated immediately.

The Fuel Vendor shall remain liable for all cost differentials for the remainder of the contract period.

3.13.7 Within five (5) Business Days of recommendation for the Contract award, the Contractor shall provide the Procurement Officer with current certificates of insurance.

3.13.8 The State shall be listed as an additional insured on the policies with the exception of

Worker’s Compensation Insurance and Professional Liability Insurance. All insurance policies shall be endorsed to include a clause that requires the insurance carrier to provide the Contract Monitor, by certified mail, not less than 45 days’ advance notice of any non-renewal, cancellation, or expiration. In the event the Contract Monitor receives a notice of non-renewal, the Contractor shall provide the Contract Monitor with an insurance policy from another carrier at least 30 days prior to the expiration of the insurance policy then in effect. All insurance policies shall be with a company licensed by the State to do business and to provide such policies.

3.13.9 On the Certificate of Liability, the “DESCRIPTION OF OPERATIONS” shall read as follows:

“JET FUEL at the EASTON AIRPORT – T6 SECTION. THE STATE OF

MARYLAND IS INCLUDED AS AN ADDITIONAL INSURED SOLELY WITH

RESPECT TO THE OPERATIONS AND ACTIVITIES OF THE NAMED INSURED”.

(CONTRACT # and CONTRACTOR)

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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.

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4 Bid Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA) eMMA is the electronic commerce system for the State of Maryland. The IFB, Pre-Bid Conference

(Conference)summary and attendance sheet, Bidders’ questions and the Procurement Officer’s responses, addenda, and other solicitation-related information will be made available via eMMA.

To receive a contract award, a vendor must be registered on eMMA. Registration is free. Go to emma.maryland.gov, click on “New Vendor? Register Now” to begin the process and then follow the prompts.

4.2 Electronic Means

The following transactions related to this procurement and any Contract awarded pursuant to it are not authorized to be conducted by electronic means:

A. Submission of Bond documents determined by the State to require original signatures; or

B. Any transaction, submission, or communication where the Procurement Officer has specifically directed that a response from the Contractor or Offeror be provided in writing or hard copy.

Any e-mail transmission is only authorized to the email addresses for the identified person as provided in the solicitation, the Contract, or in the direction from the Procurement Officer or Contract

Monitor.

“Electronic means” refers to exchanges or communications using electronic, digital, magnetic, wireless, optical, electromagnetic, or other means of electronically conducting transactions.

Electronic means includes e-mail, internet-based communications, electronic funds transfer, specific electronic bidding platforms (e.g., https://procurement.maryland.gov), and electronic data interchange.

4.3 Pre-Bid Conference

If a Conference will be held, the date, time, and location is indicated on the Key Information

Summary Sheet. Attendance at the Conference is not mandatory, but all interested parties are encouraged to attend in order to facilitate better preparation of their Bids. If the solicitation includes an MBE participating goal, failure to attend the Conference will be taken into consideration as part of the evaluation of a bidder’s good faith efforts if there is a waiver request.

It is highly recommended that all Prime Contractors bring their intended subcontractors to the

Conference/Site Visit to ensure that all parties understand the IFB requirements and the socio-economic goals for this solicitation.

MBE subcontractors are encouraged to attend the Conference to market their participation to potential prime contractors.

In order to assure adequate accommodations at the Conference, please email the completed

Attachment 2 for those expected to attend the Conference to the Procurement Officer no later than the time and date indicated on the Key Information Summary Sheet. 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 five (5) Business Days prior to the Conference date. Reasonable effort will be made to provide such special accommodation.

https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://procurement.maryland.gov/

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If the Conference is in person, attendees should bring a copy of the solicitation and a business card to help facilitate the sign-in process.

4.4 Questions

All questions, including concerns regarding any applicable MBE or VSBE participation goals, shall identify in the subject line the Solicitation Number and Title for this IFB and must be submitted in writing via e-mail or eMMA to the Procurement Officer no later than the date and time specified in the Key Information Summary Sheet. 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.

4.4.1 Answers to all questions that are not clearly specific only to the requestor will be distributed via the same mechanism as for IFB amendments and posted on eMMA.

4.4.2 The statements and interpretations contained in responses to any questions, whether responded to verbally or in writing, are not binding on the State unless it issues an amendment to the solicitation in writing.

4.5 Bid Due (Closing) Date and Time

Bids must be received by the Procurement Officer no later than the Bid due date and time indicated on the Key Information Summary Sheet to be considered. Except as provided in COMAR

21.05.02.10. Bids received after that date will not be considered. Requests for an extension of this date or time shall not be granted.

For Bids accepted via email, the time stamp to indicate receipt of the Bid by the State, is the posted date and time in the Procurement Officer’s email inbox.

Bids may be modified or withdrawn by written notice received by the Procurement Officer before the time and date set forth in the Key Information Summary Sheet for receipt of Bids.

Potential Bidders not responding to this solicitation are requested to submit the “No Bid/Proposal

Notice/Vendor Feedback” form Appendix 5, which includes company information and the reason for not responding (e.g., too busy, cannot meet mandatory requirements).

4.6 Receipt, Opening and Recording of Bids

Upon receipt, each Bid and any timely modification(s) to a Bid shall be stored in a secure place until the time and date set for Bid opening. Before Bid opening, the State may not disclose the identity of any Bidder.

Bids shall be opened publicly at the time, date and place designated in the Key Information Summary

Sheet.

The name of each Bidder, the Total Bid Price, and such other information as is deemed appropriate shall be read aloud or otherwise made available and recorded at the time of Bid opening.

4.7 Duration of Bids

Bids submitted in response to this IFB are irrevocable for the latest of the following: 120 days following the Bid due date and time or the date any protest concerning this IFB is finally resolved.

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

IFB for Maryland State Police Aviation Command Page 18 of 26

4.8 Revisions to the IFB

4.8.1 All revisions to the IFB before the due date for Bids will be published in an addendum to the IFB and posted on eMMA and reasonable effort will be made to provide such addenda to all prospective Bidders that were sent this IFB or are otherwise known by the

Procurement Officer to have obtained this IFB. It is the responsibility of all prospective

Bidders to check eMMA for any addenda issued prior to the submission of Bids.

4.8.2 Bidders shall acknowledge in the Bid the receipt of all addenda to this IFB issued before the Bid due date.

4.8.3 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 deemed not responsive.

4.9 Cancellations

4.9.1 This IFB may be cancelled as provided in COMAR 21.06.02.02

4.9.2 The State reserves the right to cancel this IFB, accept or reject any and all Bids, in whole or in part, received in response to this IFB and to waive or permit the cure of minor irregularities.

4.9.3 In the event a government entity proposes and receives the recommendation for award, this procurement may be canceled, and the award processed in accordance with COMAR

21.01.03.01.A(4).

4.9.4 If the services that are the subject of the IFB are currently being provided under an interagency agreement with a public institution of higher education and the State determines that the services can be provided more cost effectively by the public institution of higher education, then the IFB may be canceled in accordance with Md.

Code Ann., State Finance and Procurement Art., § 3-207(b)(2).

4.10 Incurred Expenses

The State will not be responsible for any costs incurred by any Bidder in preparing and submitting a

Bid or performing any other activities related to submitting a Bid in response to this solicitation.

4.11 Protest/Disputes

Any protest or claim related to this IFB, or the Contract award hereunder shall be subject to the provisions of COMAR 21.10 (Administrative and Civil Remedies).

4.12 Bidder Responsibilities

4.12.1 A Bidder, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all of the requirements requested in this solicitation and the successful Bidder (the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

4.12.2 If the Bidder is the subsidiary of another entity, all information submitted by the Bidder, including 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

IFB for Maryland State Police Aviation Command Page 19 of 26

Bid shall contain an explicit statement, signed by an authorized representative of the parent organization, stating that the parent organization will guarantee the performance of the subsidiary.

4.12.3 A parental guarantee of the performance of the Bidder under this section will not automatically result in crediting the Bidder with the experience or qualifications of the parent under any evaluation criteria pertaining to the actual Bidder’s experience and qualifications. Instead, the Bidder’s responsibility will be assessed to the extent to which the State determines that the experience and qualifications of the parent are applicable to and shared with the Bidder, any stated intent by the parent to be directly involved in the performance of the Contract, and the value of the parent’s participation as determined by the State.

4.13 Acceptance of Terms and Conditions

By submitting a Bid in response to this IFB, the Bidder, if selected for award, is deemed to have accepted the terms and conditions of this IFB and the Contract, attached hereto as Exhibit 1 – Terms and Conditions. Any questions or exceptions to this IFB or the Contract must be submitted by the

“Questions Due Date and Time” prior to Bid submission. Changes to the solicitation, including the

Bid Form or Contract, made by the Bidder may result in Bid rejection.

4.14 Compliance with Laws/Arrearages

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 shall not become so in arrears during the term of the Contract if selected for Contract award.

4.15 Verification of Registration and Tax Payment

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/.

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.

4.16 False Statements

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;

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.

https://egov.maryland.gov/BusinessExpress/

IFB for Maryland State Police Aviation Command Page 20 of 26

A person may not aid or conspire with another person to commit an act under 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 (5) years or both.

4.17 Confidentiality of Bids / Public Information Act Notice

The Bidder should give specific attention to the clear identification of those portions of its Bid that it considers to contain confidential and/or proprietary commercial information or trade secrets, and provide justification why such materials, upon request, should not be disclosed by the State under the

Public Information Act, Md. Code Ann., General Provisions Article, Title 4. This information should be identified by page number and placed in the Transmittal Letter with the Bid.

The Bids shall be tabulated or a Bid abstract made. The opened Bids shall be available for public inspection at a reasonable time after Bid opening, but in any case before contract award, except to the extent the Bidder designates trade secrets or other proprietary data to be confidential as set forth in this solicitation. Material so designated as confidential shall accompany the Bid and shall be readily separable from the Bid to facilitate public inspection of the non-confidential portion of the Bid, including the Total Bid Price.

For requests for information made under the PIA, the Procurement Officer shall examine the Bids to determine the validity of any requests for nondisclosure. Nondisclosure is permissible only if approved by the Office of the Attorney General.

4.18 Use of Bidder’s Form Not Binding on State

The Bidder may not substitute, modify, or provide any other document in lieu of the documents provided with this Bid. Only those forms and documents provided with this solicitation and by the

Procurement Officer will be considered acceptable as bid submission.

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

A Bidder shall include the following Attachments with its Bid as a single Bid Package:

Attachments A through C= Bid will be rejected if the required Attachment is not submitted or is incomplete.

Attachments D through R = Bid may be rejected if the required Attachment is not submitted or is incomplete.

TABLE A - Attachments and Documents Required with the Bid

Attachment Attachment Name

A

Bid/Proposal Affidavit

A Bid submitted by the Bidder must be accompanied by a completed Bid/Proposal

Affidavit.

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-A.-Bid-Proposal-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-A.-Bid-Proposal-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-A.-Bid-Proposal-Affidavit.pdf

IFB for Maryland State Police Aviation Command Page 21 of 26

A

Bid/Proposal Affidavit

A Bid submitted by the Bidder must be accompanied by a completed Bid/Proposal

Affidavit.

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-A.-Bid-Proposal-Affidavit.pdf

B

The Price Form (as specified within eMMA)

Do not alter this Price Form or the Bid may be determined to be not responsive.

The Price Form must be signed and dated, where requested, by an individual who is authorized to bind the Bidder to the prices entered on the Bid Form.

(See Appendix 2 for specific Price Form Instructions.)

C Bid Bond

N/A

D MBE Forms D-1A

N/A

E Veteran-Owned Small Business Enterprise (VSBE) Form E-1A

N/A

F

Bidder Information Sheet https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-F.-Bidder-Offeror-Information-

Sheet.pdf

G

Maryland Living Wage Requirements Affidavit of Agreement (for Services and Facilities Maintenance Contracts) https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-G.-Maryland-Living-Wage-

Requirements-Affidavit-of-Agreement.pdf

H Federal Funds Attachments

N/A

I Conflict of Interest Affidavit and Disclosure

N/A

J

Mercury Affidavit https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-J.-Mercury-Affidavit.pdf

K Location of the Performance of Services Disclosure https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-A.-Bid-Proposal-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-A.-Bid-Proposal-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-F.-Bidder-Offeror-Information-Sheet.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-F.-Bidder-Offeror-Information-Sheet.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-F.-Bidder-Offeror-Information-Sheet.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-G.-Maryland-Living-Wage-Requirements-Affidavit-of-Agreement.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-G.-Maryland-Living-Wage-Requirements-Affidavit-of-Agreement.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-G.-Maryland-Living-Wage-Requirements-Affidavit-of-Agreement.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-J.-Mercury-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-J.-Mercury-Affidavit.pdf

IFB for Maryland State Police Aviation Command Page 22 of 26 https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-K.-Location-of-the-Performance-of-

Services-Disclosure.pdf

L

Reference Checks

(Each reference shall be from a customer for whom the Bidder has provided goods or services within the most recent past five (5) years.)

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-L.-Reference-Checks.pdf

M

List of Current or Prior State Contracts https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-M.-List-of-Current-or-Prior-State-

Contracts.pdf

N

Legal Action Summary https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-N.-Legal-Action-Summary.pdf

O

Payment of Employee Healthcare Expenses Certification https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-O.-Payment-of-Employee-

Healthcare-Expenses-Certification.pdf

P

Prime Contractor List of ALL Subcontractors

Anticipated/Used During Contract https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-P.-Prime-Contractor-List-of-ALL-

Subcontractors.xlsx

The Bidder shall provide a complete list of all subcontractors that will work on the

Contract if the Bidder receives an award, including those utilized in meeting the

MBE and VSBE subcontracting goal(s), if applicable. This list shall include a full description of the duties each subcontractor will perform and why/how each subcontractor was deemed the most qualified for this project. If applicable, subcontractors utilized in meeting the established MBE or VSBE participation goal(s) for this solicitation shall be identified as provided in the appropriate attachment(s) of this IFB.

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-K.-Location-of-the-Performance-of-Services-Disclosure.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-K.-Location-of-the-Performance-of-Services-Disclosure.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-K.-Location-of-the-Performance-of-Services-Disclosure.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-L.-Reference-Checks.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-L.-Reference-Checks.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-M.-List-of-Current-or-Prior-State-Contracts.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-M.-List-of-Current-or-Prior-State-Contracts.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-N.-Legal-Action-Summary.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-O.-Payment-of-Employee-Healthcare-Expenses-Certification.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-O.-Payment-of-Employee-Healthcare-Expenses-Certification.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-O.-Payment-of-Employee-Healthcare-Expenses-Certification.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-P.-Prime-Contractor-List-of-ALL-Subcontractors.xlsx https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-P.-Prime-Contractor-List-of-ALL-Subcontractors.xlsx

IFB for Maryland State Police Aviation Command Page 23 of 26

Q

Labor Resume Form https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-Q.-Labor-Resume-Form.dotx

R

Corporate Diversity Addendum https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-R.-Corporate-Diversity-

Addendum.pdf

This addendum is required to be submitted with a BID or PROPOSAL when the contract award is estimated to be $1,000,000 or more.

Note: This document is for data collection only.

Additional Required Documents with the Bid

Financial Capability. The Bidder must include in its Bid a commonly accepted method to prove its fiscal integrity.

If available, the Bidder shall include Financial Statements, preferably a Profit and Loss (P&L) statement and a Balance Sheet, for the last two (2) years (independently audited preferred).

In addition, the Bidder may supplement its response to this Section by including one or more of the following with its response:

● Dun & Bradstreet Number and Rating;

● Standard and Poor’s Rating;

● Lines of credit;

● Evidence of a successful financial track record; and

● Evidence of adequate working capital.

Minimum Qualifications Documentation. The Bidder shall submit any Minimum Qualifications documentation that may be required, as set forth in IFB Section 1. If references are required in IFB

Section 1, those references shall be included in Attachment L. Reference Checks.

Acknowledgement of all addenda to this IFB.

4.20 Bid Delivery Instructions

Each Bidder shall submit its Bid Package as specified below.

Bids shall only be accepted via the State’s internet-based electronic procurement system, eMMA.

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-Q.-Labor-Resume-Form.dotx https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-Q.-Labor-Resume-Form.dotx https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-R.-Corporate-Diversity-Addendum.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-R.-Corporate-Diversity-Addendum.pdf…