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 # BPM057885

Issue Date: August 26, 2026

SHC Special (Regulated) Medical Waste and Pharmaceutical Hazardous Waste Pickup and Disposal 2026 -2029

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

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: SHC Special (Regulated) Medical Waste and Pharmaceutical Hazardous Waste Pickup and Disposal 2026 -2029

Solicitation No: BPM057885 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: BPM057885

IFB Issue Date: August 26, 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: Darren Beachley

Springfield Hospital Center 6655 Sykesville, MD 21784 Phone: 410-699-2242 e-mail: darren.beachley@maryland.gov

Term of Service: September 1, 2026, through August 31, 2029

Options 0

Bids are to be sent to: Via eMMA Solicitation only

Pre-Bid Tuesday, September 8, 2026, at 10:30AM

Closing Date and Time: Thursday, September 17, 2026, at 2:00PM

1.SUMMARY STATEMENT AND GENERAL INFORMATION

The Maryland Department of Health, Springfield Hospital Center (SHC) is seeking the services of a contractor or vendor to perform pharmaceutical special (regulated) medical waste, pharmaceutical hazardous drug waste pickup and disposal on an as needed basis for the period of three (3) years, for Springfield Hospital Center (SHC) located at 6655 Sykesville Road, Sykesville, MD 21784. 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 documentation of pick up and disposal as required by all prevailing regulations.

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 September 1, 2026, and ending August 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, September 14, 2026, at 12:00pm Local time. 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 Tuesday, September 8, 2026 at 10:30AM.

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

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

(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

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

Bidder must document in its Bid that it satisfies the following Minimum Qualifications:

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. The Bidder shall have a minimum of three (3) years of documented experience within the past five

(5) years providing regulated medical waste and hazardous pharmaceutical waste collection, transportation, treatment, and disposal services for hospitals, healthcare facilities, behavioral health facilities, or other similarly regulated healthcare organizations of comparable size and complexity.

Required Documentation: The Bidder shall provide, with its Bid, a minimum of two (2) references from healthcare facilities or similar organizations that collectively demonstrate the Bidder’s required experience. References shall include the customer’s name, contract/service dates, description of services provided, facility size or scope of services, and contact information.

C. The Bidder shall possess and maintain all applicable State of Maryland and Maryland Department of the Environment (MDE) business licenses, certifications, permits, and authorizations required to collect and transport Special Medical Waste and hazardous pharmaceutical waste generated under this Contract, including but not limited to a current Special Medical Waste (SMW) Hauler Certificate and Controlled Hazardous Substance (CHS) Hauler authorization, as applicable. Required Documentation: The Bidder shall provide current copies of all applicable MDE certificates, permits, licenses, and authorizations with its Bid, including but not limited to current waste transporter permits, copy of operator permit, and intended disposal facility certification, permit, license and or authorization.

D. The Bidder shall possess and maintain a valid U.S. Environmental Protection Agency (EPA)

Hazardous Waste Identification Number (EPA ID Number), as applicable, for hazardous waste activities performed under this Contract. Required Documentation: The Bidder shall provide its EPA Hazardous Waste Identification Number and documentation verifying the EPA ID Number status.

E. The Contractor shall provide a list of any violations, citations, enforcement actions, or notices of non-compliance received within the past three (3) years from the date of Bid submission related to hazardous waste regulations, permit requirements, environmental compliance requirements, and/or OSHA requirements. The Contractor shall include information for all related business entities, including affiliated companies, subsidiaries, subcontractors, or other entities owned by the Contractor or a common parent company that will perform any portion of the waste collection, transportation, treatment, or disposal services under this Contract for Springfield Hospital Center. If no violations, citations, enforcement actions, or notices of non-compliance have occurred during the specified period, the Contractor shall provide a written certification stating that no such incidents have occurred.

F. The Bidder shall provide with its Bid "Attachment L Reference Checks" with one or more references filled out.

2.1 Bidder Minimum Qualifications

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 perform pharmaceutical special (regulated) medical waste, pharmaceutical hazardous drug waste pickup and disposal on an as needed basis for the period of three (3) years, for Springfield Hospital Center (SHC) located at 6655 Sykesville Road, Sykesville, MD 21784. 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 documentation of pick up and disposal as required by all prevailing regulations.

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.

To ensure the safety and welfare of patients and staff, maintaining operations of the facility and ensuring regulatory compliance, the Maryland Department of Health is seeking a contractor to perform pharmaceutical special (regulated) medical waste, pharmaceutical hazardous drug waste pickup and disposal for Springfield Hospital Center (SHC) located at 6655 Sykesville Road, Sykesville, MD 21784.

The services shall include, but are not limited to providing containers, collecting and transporting waste, regulatory compliance, documentation, training, emergency response, and waste disposal.

Springfield Hospital Center intends to award a contract to a qualified firm with the capability and capacity to provide special (regulated) medical waste and hazardous pharmaceutical waste pickup and disposal services; manpower to transport pharmaceutical waste from accumulation areas within the hospital to an off-site certified hazardous waste incinerator for disposal.

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

The Contractor shall provide safe, compliant, timely, and environmentally responsible collection, transportation, and disposal of regulated medical waste and hazardous pharmaceutical waste generated by Springfield Hospital Center, thereby protecting patients, staff, visitors, and the environment while ensuring uninterrupted hospital operations and regulatory compliance.

The Contractor shall provide all labor, materials, equipment, transportation, containers, training, documentation, and regulatory compliance necessary to collect, transport, treat, and dispose of Springfield Hospital Center's regulated medical waste and hazardous pharmaceutical waste.

Responsibilities include furnishing waste collection containers and supplies, performing scheduled and emergency waste pickups, transporting waste to authorized treatment or disposal facilities, maintaining all required manifests and disposal records, providing staff training, attending performance review meetings, complying with all applicable federal and State environmental and safety regulations, responding to spills or releases, and ensuring proper chain-of-custody, quality control, and disposal of all waste generated under the contract.

3.1 Background and Purpose

3.2 Scope of Work Requirements

Springfield Hospital Center has fifteen (15) medication rooms located throughout the hospital that will have black boxes to collect any pharmaceutical waste accumulated on the unit. The Contractor will provide the black boxes as needed and requested by the Contract Monitor. Springfield Hospital Center staff shall be responsible for collection of waste at these locations and delivery to a central collection location for pick-up by the Contractor. The Contractor shall follow the guidelines as stated in the federal Resource Conservation and Recovery Act of 1976 (RCRA) which can be found in the following link:

https://www.epa.gov/rcra/resource-conservation-and-recovery-act-rcra-regulations

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

3.2.1 CONTRACTOR RESPONSIBILITIES AND TASKS:

I. WASTE COLLECTION CONTAINERS

A. Provision of Replacement Waste Collection Containers

1. The Contractor shall supply replacement waste collection containers of the following sizes to replace used containers as needed. It is estimated that over the life of the contract, the contractor will need to provide:

a. Thirty (30), two (2) gallon black boxes (pharmaceutical waste)

i. With box liners for each to be used as inserts.

2. The contractor shall also supply red bags and boxes to store/transport red bag waste (medical waste).

a. The red bags and boxes shall be disinfected after each pick up to ensure the eradication of any biological agents that may accumulate within the containers.

II. STATE AND FEDERAL REGULATORY COMPLIANCE:

A. The Contractor shall perform all services in compliance with all applicable Federal and State regulations governing the handling, collection, transportation, treatment, and disposal of Special Medical Waste and Pharmaceutical Hazardous Waste, including but not limited to DOT Hazardous Materials Regulations (49 CFR Parts 171–180), OSHA Bloodborne Pathogens Standard (29 CFR §1910.1030) as adopted by MOSH, EPA RCRA hazardous waste regulations (40 CFR Parts 260–273), and MDE regulations under COMAR Title 26, Subtitles 13 and 14, including applicable requirements for hazardous waste management, transportation, and special medical waste handling. The Contractor shall possess and maintain all required permits, licenses, certificates, and registrations necessary to lawfully perform the services.

B. If the Contractor performs collection, transportation, destruction, or disposal of controlled substance pharmaceutical waste, the Contractor shall comply with all applicable requirements of the U.S. Drug Enforcement Administration (DEA), including but not limited to 21 CFR Parts 1300–1399 and 21 CFR Part 1317, Disposal of Controlled Substances. The Contractor shall maintain all required DEA registrations, authorizations, records, and documentation necessary to lawfully receive, transport, and dispose of controlled substances generated by the Facility.

III. HOURS OF OPERATION AND SCHEDULE OF WASTE PICKUP

A. Removal of the special (regulated) medical waste and hazardous pharmaceutical waste shall be normally performed during the hours of 7:00 AM and 3:30 PM, Monday through Friday, excluding State Holidays.

B. The Contract Monitor or designee will be available during those hours for the approval of manifests and other required documentation unless exigent circumstances require services during an unscheduled time period.

C. It is the intent of this contract to have a regular pick-up schedule depending on the need. The

Contract Monitor or their designee shall notify the Contractor of the necessity for the pickup for unusual circumstances outside of the normal schedule (this includes additional pickups or rescheduling of regular scheduled pickups). The Contractor must coordinate all pickups with the center Contract Monitor. The Contractor shall be required to pick up waste within twenty-four (24) hours of telephonic notification by Contract Monitor.

D. The Contractor and the Contract Monitor will arrange for a routine (non-emergency) service based upon the volume collected. The Contractor will pick up and dispose of regulated medical waste every three (3) weeks and pharmaceutical hazardous waste every three (3) months. Pick-up dates following this schedule will be mutually agreed upon between the Contractor and Contract Monitor within the first ten (10) business days following the contract award.

IV. MANIFEST AND PICKUP PROCEDURE:

A. The Contractor shall provide all manifests and documentation that apply to the pickup, removal, and disposal of special (regulated) medical waste and hazardous pharmaceutical waste activities conducted by its workforce and/or its subcontractors. The Contractor shall furnish a properly executed and legible copy of the appropriate manifests required to document the safe shipment and proper disposal of hazardous pharmaceutical waste generated under the terms of this contract.

B. Prior to the removal and transport of special (regulated) medical waste and hazardous pharmaceutical wastes generated by the Center, the Contractor shall obtain approval and signature for each manifest from the Contract Monitor or his/her designee verifying that the Contractor has accepted the waste from the Center and that the waste was properly shipped for treatment or disposal. Manifests not signed by the Contract Monitor or his/her designee will not be deemed valid. The Generator Copy and Destination State Copy of the executed manifest (signed manifest will be provided to the facility within thirty (30) days) will be provided to the Contract Monitor or his/her designee when hazardous pharmaceutical waste is disposed of as applicable and before the removal of any waste from facility.

C. In addition to providing the manifests, the Contractor shall provide a properly executed and signed disposal certificate for each manifest to the Contract Monitor within thirty (30) calendar days of removal of waste from the center. The disposal certificate will clearly indicate that all waste has been properly disposed of and will specify the site and date of disposal or incineration (90-day requirement). Exceptions to this shall be approved by the Contract Monitor.

V. SPRINGFIELD HOSPITAL CENTER STAFF TRAINING:

A. The Contractor shall provide two (2) one (1) -hour in-service education/trainings to

Springfield Hospital Center staff. The training shall include but not limited to the following:

What should and should not go in the black boxes, procedures to be followed, how to remove liners, general outline of all federal and state laws on the topic, overall collection, storage, disposal and documentation requirements. The scheduling of needed training shall be made by the Contract Monitor in conjunction with the Contractor. An online platform for this training will be required.

VI. QUALITY ASSURANCE AND PERFORMANCE MEETINGS

A. Should special (regulated) medical waste and hazardous pharmaceutical waste be released during the performance of services under this contract, through no fault of Springfield

Hospital Center, the Contractor shall be responsible for all costs associated with the satisfactory remediation of the incident. This shall include the cost of all labor and materials as well as any actual damage incurred to the facility and harm caused to patients, visitors, and staff of the center. The remediation efforts shall be performed to the satisfaction of the regulatory authorities and the Contract Monitor.

B. Quarterly meetings shall be held with the Contract Monitor at the Contract Monitors’ discretion to address contract performance. Should contract deficiencies arise, meetings may be held on a more frequent basis to resolve any/all issues.

C. In the performance of this contract, the Contractor shall take such safety precautions as the Contract Monitor or his/her designee may determine to be reasonably necessary to protect the lives and health of Springfield Hospital Center patients, visitors, staff, and the general public.

1. The Contractor shall keep the premises clean and free of debris and waste at all times.

2. The Contract Monitor or his/her designee will notify the Contractor of any noncompliance with the foregoing provisions as detailed in the contract or within the IFB herein, as well as the recommended corrective action. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed.

a. Such notice, when served in person to the Contractor or his/her representative at the site of work, or telephonically to Contractor’s designated representative, shall be deemed sufficient for the purpose of the previously mentioned.

b. If the Contractor fails or refuses to comply promptly to satisfactorily abate the hazardous condition or situation, the Contract Monitor may issue an order stopping all or any part of the work and hold the Contractor in material breach of this contract.

c. Incidents of unacceptable performance will be reported in writing by SHC’s Contract Monitor with a copy to SHC’s Director of Procurement, and the Contractor’s Account Representative.

3. The Contractor will submit a plan of correction identifying the timeframe for completion to the SHC Contract Monitor within two (2) days of the report. The SHC Contract Monitor will approve or reject the plan within one (1) working day.

4. Continued failure to satisfactorily respond in the time frames required in accordance with this section, more than three (3) situations involving marginal or unacceptable performance during a twelve (12) month period may be viewed as grounds for termination.

5. Notwithstanding any other provision of this Contract, the State reserves the right to procure sharps containers, regulated medical waste collection containers, and other waste collection supplies from an alternate source when the Contractor is unable to provide the required supplies in a timely manner due to product shortages, supply-chain disruptions, logistical issues, emergency conditions, or other circumstances that may adversely affect the Hospital's ability to safely collect, manage, or dispose of regulated medical waste.

a. The State will, when practicable, notify the Contractor prior to making contingency purchases and will provide the Contractor an opportunity to cure the supply issue within a reasonable period, unless immediate action is necessary to protect health, safety, regulatory compliance, or continuity of hospital operations.

b. The State may exercise this right only to the extent reasonably necessary to maintain continuity of operations and compliance with applicable health, safety, and environmental requirements. Such contingency purchases shall not relieve the Contractor of its obligations under the Contract or constitute a waiver of the Contractor's responsibility to provide the contracted supplies and services.

D. ADDITIONAL ITEMS REQUIRED TO BE SUBMITTED BY CONTRACTOR UPON

AWARD OF CONTRACT

1. A plan describing Standard Operating Procedures (SOPs) that will be followed while conducting normal hazardous pharmaceutical waste management activities including collection, handling, accumulation, sampling, lab testing, characterization, packing and shipping of hazardous, universal, and non-hazardous wastes.

2. A chain of custody procedures: List of all transfer stations, treatment, storage, and disposal facilities (TSDFs) including incineration, wastewater and sludge treatment facilities that shall be utilized during this contract to include the capacity of these facilities and the waste codes for the waste streams they are permitted to accept by treatment technology. Address, phone number and other contact information shall be provided. The Center reserves the right to inspect each of these facilities before approving its use or at any time during or after contract.

3. Quality assurance and quality control procedures to ensure materials are properly identified, categorized, and packaged, and paperwork is properly completed.

4. Information identifying any proposed subcontractors and identifying services to be performed by the subcontractors. The Contractor must submit evidence that the subcontractor is qualified and legally able to provide services. (ALL subcontractors must be approved by the Contract Monitor prior to performing any duties under this contract).

5. Provide a point of contact with an additional back up for the following instances:

a. Waste Pick up, Waste Bag and Waste Container replacement

b. Emergency Waste Pick up

c. Customer Service

d. Billing/Invoicing

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.”

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.

1. 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 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 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

3.3 Departments Obligations

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

● 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 September 1, 2026, and ending August 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 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

3.5 Contractors Liability Insurance

3.4 Contract Term

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 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…