BPM058246 Temporary Dental Services RFB.pdf

Request for Bids for

Temporary Dental Services at Clifton T. Perkins Hospital Center

Solicitation #BPM058246

Issue Date: August 4, 2026

A Prospective Bidder that has received this document from a source other than eMarylandMarketplace

Advantage (eMMA) https://procurement.maryland.gov should register on eMMA https://emma.maryland.gov/

NOTICE TO BIDDERS

SMALL BUSINESS RESERVE PROCUREMENT

This is a Small Business Reserve Procurement for which the award will be limited to certified small business vendors. Only businesses that meet the statutory requirements set forth in State Finance and

Procurement Article, §§14-501—14-505, Annotated Code of Maryland, and that are certified by the

Governor’s Office of Small, Minority & Women Business Affairs (GOSBA) Small Business Reserve

Program are eligible for award of a contract. Before awarding a contract under a procurement designated as a small business reserve procurement, the Procurement Officer shall verify that the apparent awardee is certified by the GOSBA as a small business through eMMA. However, if small businesses do not show interest in this solicitation, the Procurement Officer has the right to remove the SBR designation via an

Amendment on eMMA.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

https://procurement.maryland.gov/ https://emma.maryland.gov/ https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx

KEY INFORMATION SUMMARY SHEET (KISS)

Request for Bids Services – Temporary Dental Services at Clifton T. Perkins Hospital

Center

Solicitation

Number:

BPM058246

RFB Issue Date: August 4, 2026

RFB Issuing

Office:

Maryland Department of Health (MDH) -

Clifton T. Perkins Hospital Center (CTPHC)

Procurement

Officer:

Victoria F. Bell, Director of Procurement

Clifton T. Perkins Hospital Center

8450 Dorsey Run Rd., Jessup, MD 20794

Email:

Phone Number:

Victoria.bell1@maryland.gov

410-724-3104

Bids are to be sent to:

Submit on emma.maryland.gov under Solicitation Number BPM058246

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

No Bid Notice

Feedback Form

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

Pre-Bid

Conference:

BPM058246 Temporary Dental Services: Pre-Bid Conference

Friday, August 21 · 2:00 – 2:30pm

Time zone: America/New York

Google Meet joining info

Video call link: https://meet.google.com/hft-akff-dhu

Or dial: 0105-402-(US) +1 567 PIN: 523 424 292#

More phone numbers: https://tel.meet/hft-akff-dhu?pin=9290537650106

Scheduled Site

Visit

To attend the site visit please contact the Procurement officer via

Email no later than (date and time)

Questions Due

Date and Time:

August 24, 2026, by 12:00 pm Local Time

Bid Due (Closing)

Date and Time:

August 27, 2026, by 2:00 pm Local Time

Bidders are reminded that a completed Feedback Form is requested if a no-bid decision is made: No Bid/Proposal Notice mailto:Victoria.bell1@maryland.gov https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-1.-No-Bid_Proposal-Notice_Vendor-Feedback-Form-1-1.docx https://meet.google.com/hft-akff-dhu https://tel.meet/hft-akff-dhu?pin=9290537650106 https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-1.-No-Bid_Proposal-Notice_Vendor-Feedback-Form-1-1.docx

Public Bid Opening

Date, Time, and

Location

BPM052846 Temporary Dental Services: Bid Opening

Friday, August 28 · 9:00 – 9:30am

Time zone: America/New York

Google Meet joining info

Video call link: https://meet.google.com/ibu-uuny-ghm

Or dial: 0654-944-(US) +1 507 PIN: 106 724 702#

More phone numbers: https://tel.meet/ibu-uuny-ghm?pin=7816975750400

MBE

Subcontracting

Goal:

N/A

VSBE

Subcontracting

Goal:

N/A

Procurement

Method:

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

Multiple or

Alternate Bids:

Multiple or alternate Bids will not be accepted.

Contract Type: Indefinite Quantity with Firm Fixed Prices

Contract Duration: One (1) Year base period with No option periods.

Primary Place of

Performance:

Clifton T. Perkins Hospital Center

8450 Dorsey Run Rd., Jessup, MD 20794

SBR Designation: Yes

Federal Funding: No

The remainder of this page is intentionally left blank.

https://meet.google.com/ibu-uuny-ghm https://tel.meet/ibu-uuny-ghm?pin=7816975750400

1. Summary Statement and Background

A. This Request for Bids (RFB) is issued to procure the goods or services, as specified in this section 4, from a contract between the successful bidder(s) and Clifton T. Perkins

Hospital Center (CTPHC) a part of the Maryland Department of Health (MDH).

B. CTPHC is a maximum-security psychiatric hospital that provides a comprehensive program for the evaluation and treatment of mental illness, with emphasis on assessment, treatment and recovery. The hospital program is structured to facilitate recovery through a graduated release process that begins in maximum security and culminates in release into the community.

C. CTPHC has an average daily inpatient population of approximately 285 patients and is accredited by the Joint Commission on Hospital Accreditation Standards (JC).

D. CTPHC is seeking the services of a vendor to provide temporary dental services for patients on the grounds of the hospital when the current Dentist or Dental Assistant is either on vacation or out of the office.

2. Minimum Requirements

As part of the determination to be considered responsive, the Bidder must submit documentation in its Bid that satisfies the following Minimum Qualifications:

A. The Bidder or its subcontractors shall be licensed to practice dentistry in the State of

Maryland to perform the work as defined in the Scope of Work. To perform work under the resulting contract the Bidder must include the following documentation of licensing, certifications and applicable experience:

1) A copy of their License to practice Dentistry in the state of Maryland issued by

Board of Dental Examiners.

2) A copy of their Maryland controlled dangerous substances registration and

PDMP registration, and current DEA registration when required for prescribing, administering, or dispensing controlled substances.

B. The Bidder or its subcontractors shall be either a Registered Dental Assistant (RDA) or a

Certified Dental Assistant (RDA) in the State of Maryland to perform the work as defined in the Scope of Work. To perform work under the resulting contract the Bidder must include the following documentation of licensing, certifications and applicable experience:

1) A copy of their Dental X-Ray Certification issued by the Maryland State Board of Dental Examiners.

2) A minimum of one-three years of experience in a dental setting preferred.

C. The Bidder or its subcontractors shall provide at least 3 references that attest to their capabilities and general experience (corroboration of at least 3 years of experience total) in providing dental services as applicable to the Scope of Work.

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

Director of Procurement

Clifton T. Perkins Hospital Center

8450 Dorsey Run Rd.

Jessup, MD 20794

410-724-3104

Email: victoria.bell1@maryland.gov

4. Deliverables / Scope of Work The Contractor shall provide staffing to perform the services as follows:

A. Dentist - Clinical Services

1) The dentist shall perform initial, periodic, recall and problem-focused oral examinations; oral cancer screening when indicated; review of medical history, medications, allergies, and psychiatric/behavioral considerations relevant to dental treatment.

2) Triage and treatment of urgent and emergent dental conditions, including dental pain, odontogenic infection, oral swelling, broken teeth or restorations, post-procedure complications, and oral trauma within the clinic’s capability.

3) Diagnostic radiographs and interpretation, including bitewings, periapical, and other imaging available at the hospital and clinically indicated diagnosis and treatment planning.

4) Preventive and limited periodontal services within the Dentist’s scope and the

Hospital’s resources, including oral hygiene instruction, fluoride application when indicated, and preventive counseling for high-risk patients.

5) Routine restorative services within clinic capability, including placement or replacement of direct restorations, temporary restorations, re-cementation, smoothing or stabilization of fractured teeth, and other palliative restorative care.

6) Routine oral surgery and palliative procedures within the Dentist’s scope and hospital privileges, including uncomplicated extractions, suture removal, local hemostatic measures, incision and drainage of localized odontogenic infection when clinically appropriate, and other limited minor procedures.

7) Use of local anesthesia and other routine non-surgical pain control methods consistent with Hospital policy, the Dentist’s privileges, and patient safety requirements.

8) Medication management related to dental care, including antibiotics, analgesics, oral rinses, and other medications as clinically indicated, using the Hospital formulary and medication ordering process.

9) Coordination of referrals for specialty or off-site services that exceed the hospital clinic’s scope, such as oral surgery, endodontics, prosthodontics, pathology evaluation, complex periodontal services, or operative treatment requiring a higher level of care.

10) Follow-up care, post-procedure instructions, and re-evaluation of unresolved or recurrent dental conditions.

B. Dental Assistant - Requirements

1) The dental assistant shall perform the following duties:

a) Greet patients

b) Escort them to treatment rooms

c) Prepare them for dental procedures while ensuring their comfort and anxiety mailto:vbell1@maryland.gov

d) Assist the dentist during a variety of treatments, including fillings, crowns, root canals, and cosmetic dentistry, using four-handed dentistry techniques.

2) Sterilization – The dental assistant shall sterilize and disinfect instruments, equipment, and treatment rooms in strict accordance with infection control protocols and OSHA safety standards.

3) Radiography – The dental assistant shall take, develop, and process high-quality digital X-rays (radiographs) as directed by the dentist.

4) Records Maintenance – The dental assistant shall accurately record patient medical history, treatment plans, and clinical notes.

5) Lab Duties – The dental assistant shall perform lab tasks as instructed, including taking dental impressions, pouring, and trimming models.

6) Patient Education – The dental assistant shall provide post-operative instructions and teach patients proper oral hygiene techniques (brushing, flossing, plaque control).

7) Inventory Management – The dental assistant shall monitor dental supply inventory, restock treatment areas, and assist in ordering new supplies.

C. Consent, Patient Rights, and Care Coordination

1) Before non-emergent treatment, the dentist shall verify through hospital processes the patient’s legal status, decision-making capacity, consent pathway, guardian or authorized representative involvement, and any court related or forensic restrictions affecting treatment.

2) Services shall be delivered in a trauma-informed, respectful, and recovery-oriented manner that protects patient dignity while accounting for safety and custody requirements.

3) The dentist shall coordinate treatment planning with the hospital’s medical, psychiatric; nursing, pharmacy, and social work teams whenever dental treatment may be affected by psychotropic medications, anticoagulation, seizure disorder, aspiration risk, diabetes, infectious disease precautions, behavioral dysregulation, or other significant medical/psychiatric factors.

4) When off-site referral is necessary, the dentist shall provide sufficient clinical documentation and coordination information to support transport planning, specialty evaluation, and continuity of care.

D. Security and Forensic Environment Requirements

1) All Contractor personnel shall comply with hospital and state security requirements applicable to a maximum-security forensic psychiatric hospital, including the following:

a) badge control,

b) contraband restrictions,

c) key/tool/sharps accountability,

d) movement controls,

e) patient escort procedures,

f) search procedures where applicable,

g) emergency codes, and

h) incident reporting.

2) The Contractor’s personnel shall participate in all required orientation, security training, de-escalation training, emergency response training, infection prevention training, and annual refreshers required by the hospital.

E. Documentation and Recordkeeping

1) All clinical documentation shall be completed in the hospital’s designated health record system or approved forms on the same day of service.

2) Documentation shall include, as applicable, the following:

a) Chief complaint

b) Relevant history

c) Examination findings

d) Diagnosis

e) Radiographs

f) Treatment options discussed

g) Consent

h) Medications ordered

i) Anesthesia used

j) Procedure details

k) Complications

l) Follow-up instructions

m) Referrals

3) The dentist shall review and sign all records, orders, prescriptions, and treatment plans that require a licensed dentist’s authorization. The dental assistant may document within role limits established by hospital policy.

4) All patient records, logs, radiographs, photographs, and other clinical information generated under this contract shall remain the property of the hospital and shall be maintained, stored, disclosed, and transmitted only in accordance with hospital policy, HIPPA, and other applicable laws.

5) The Contractor shall not remove patient-identifiable information from the hospital except as expressly authorized by the hospital for permitted operational purposes.

F. Infection Prevention, Safety and Medication Controls

1) The Contractor’s personnel shall follow the hospital’s infection prevention program and applicable dental infection prevention practices, including:

a) hand hygiene,

b) sterilization and disinfection procedures

c) instrument reprocessing

d) waterline and environmental controls where applicable

e) use of personal protective equipment

f) exposure response procedures.

2) The Contractor’s personnel shall comply with the hospital’s exposure control plan, sharps safety procedures, regulated waste handling procedures, employee health requirements, and post-exposure reporting requirements.

3) All medications shall be prescribed, ordered, stored, dispensed, and documented in accordance with hospital policy, applicable formulary controls, and all federal and state controlled-substance requirements.

4) The dentist shall use clinically appropriate prescribing practices, consider interactions with psychotropic and other concurrent medications, and limit controlled-substance prescribing to circumstances supported by clinical need and hospital policy.

G. Orientation and Annual Training

1) CTPHC is required by JC to ensure that all staff, including Contractor staff, is provided an initial orientation and annual updates thereafter. CTPHC shall provide the above referenced initial and annual training. The Contractor shall be responsible for scheduling contracted staff for the required training. Orientation

(initial training) shall be completed prior to beginning work at the hospital.

Annual training shall be completed each year anytime between a month prior to or the month of the entry on duty initial training date. The following criteria have been established for training of contracted positions:

a) The Contractor will complete a three-day initial orientation and annual training program. The initial orientation is held over a three-day period from 8:00 AM- 4:30 PM and the annual training will consist of CPR and

PMAB training as well as any other required updates.

H. Licensing, Regulation and Certification Requirements

The contractor shall be responsible for providing services in accordance with all applicable licensure, certification, and accreditation standards of:

1) The Maryland Department of Health (MDH)

2) The medical staff of CTPHC

3) Joint Commission on Hospital Accreditation Standards (JC)

4) All applicable existing and pending Federal Licenses.

In addition, the Contractor must:

1) Have a current Dentist licensed to practice dentistry in Maryland and eligible to practice in a state-operated forensic psychiatric hospital setting.

2) Have a current Dental Assistant who is Dental X-ray certified and licensed with experience in a dental setting.

3) Adhere to all applicable federal, state, and local laws and regulations, including

HIPAA and OSHA.

4) Meet with the approval of the Medical Executive Committee.

5) Have the minimum approved prior experience for services.

6) Be credentialed and privileged to practice by the hospital as a consultant, as applicable.

7) Adhere to the Medical Staff Bylaws of CTPHC.

I. Contractor’s personnel assigned to perform services under this Contract are responsible for reporting directly to the Contract Monitor or designee as needed.

J. Clifton T. Perkins Hospital Center (CTPHC) will not pay for the following services:

1) Services not medically necessary,

2) Investigational or experimental drugs or procedures,

3) Services prohibited by the State Board of Dental Examiners,

4) Cost of travel by the provider, K. The Contractor shall not bill CTPHC, nor the patient for:

1) Completion of forms and reports,

2) Cancelled or missed appointments,

3) Professional services rendered by mail or telephone,

4) Services which are provided at no charge to the general public,

5) Providing a copy of a recipient’s patient record when requested by another licensed provider on behalf of the recipient.

L. The Contractor shall not make any referral to any health care entity in which the

Contractor or immediate family member has a beneficial interest, except for services to be provided directly by the Contractor as off-site services covered by the provisions of this Contract.

M. Scheduling

1) The hours for the dental clinic are from Monday – Friday, 8:00 am – 4:30 pm with 30 minutes allowed for a lunch break.

2) The Contractor shall be notified two (2) weeks in advance for regular scheduled requirements. The Contractor shall provide the Contract Monitor the pre-approved, credentialed, name(s) of employees who will be scheduled to work the shift(s) at least seven (7) days prior to reporting for duty.

3) The Contractor shall be notified twenty-four (24) hours in advance for urgent scheduled requirements. The Contractor shall provide the Contract Monitor the pre-approved, credentialed, name(s) of employees who will be scheduled to work the shift(s) at least twelve (12) hours prior to reporting for duty.

4) Forty-eight (48) hours’ notice by either CTPHC or the Contractor shall be given for any cancellation or rescheduling. Rescheduling shall be to a time agreeable to both parties. Notice shall be given to either the Contract Monitor or designee and/or the Contractor’s representative as appropriate. CTPHC will not provide any payment in which the Contractor is provided a forty-eight (48) hours’ notice of cancellation.

N. Satisfaction with Services Rendered

To ensure ongoing satisfaction with the quality and quantity of the service provided, the

Contract Monitor or designee will meet with the Contractor at least quarterly. During these meetings, the Contract Monitor or designee will assess the performance of the

Contractor based upon the provisions of this contract, hospital, and medical staff policies and bylaws, and competence or performance improvement activities. Any problems identified concerning quality of performance shall be communicated in writing by the

Contract Monitor or designee to the Contractor.

O. Performance Improvement

The contract specifications will form the basis of the performance review as a means of quality control and quality assurance to determine the degree of Contractor compliance and level of performance satisfaction. Incidents of unacceptable performance will be documented with a copy to Clifton T. Perkins Hospital Center’s Director of Procurement, Clifton T. Perkins Hospital Center’s Contract Monitor, and the Contractor’s Account

Representative. The Contractor shall be required to submit a written plan of correction identifying the timeframe for completion to the Contract Monitor or designee within three

(3) business days of receiving written notification regarding unacceptable performance.

The Clifton T. Perkins Hospital Center Contract Monitor or designee will approve or reject the plan within two (2) business days of receipt. Continuing failure to satisfactorily respond in the timeframes required in accordance with this section, or more than a total of three (3) situations involving unacceptable performance during a nine (9) month period may be viewed as grounds for termination.

1) The Contractor’s plan must provide a mechanism for assuring that there is prompt written and verbal communication of performance improvement issues between Clifton T. Perkins Hospital Center, the Contractor, and the Contractor’s personnel (Dentist, dental assistant).

2) Provide a mechanism for collaborating with Clifton T. Perkins Hospital Center’s

Contract Monitor or designee.

3) Provide a mechanism for implementing corrective actions, in collaboration with the Clifton T. Perkins Hospital Center Contract Monitor or designee. For this purpose, the Contractor shall meet with the Contract Monitor or designee on a regular basis, as deemed appropriate.

5. State Staff and Roles

A. Contract Monitor

1) The State will provide a Contract Monitor, who may select a designee, with the responsibility for providing authorization for work to be performed and validation of completed work under this solicitation and subsequent contract.

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

3) The Contract Monitor or their designee shall provide access to work areas required to complete assigned tasks pursuant to this solicitation and subsequent contract.

B. Other Staff Responsibilities

1) Problem Escalation Procedure (PEP): Contract Monitor or designee will give written notice of performance issues to the Contractor, clearly describing the problem and delineating remediation requirements(s). The Contractor shall respond with a written remediation plan within three (3) Business Days and implement the plan immediately upon written acceptance of the Contract

Manager. If performance issues persist, the Contractor Manager may request the immediate removal of the person(s) whose performance is at issue and determine whether a substation is required.

6. Contract term

A. The contract resulting from this solicitation shall be for one (1) year, which shall commence on or about September 7, 2026, with no option periods.

B. The total cost of work shall not exceed $50,000.00 for the term of the contract.

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

21.05.07.

8. Bid/Proposal submission information

A. The Bid/Proposal is due on August 27, 2026, at 2:00 p.m. Local Time (Key

Information Sheet)

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

Bidders shall provide their Bids in one submission through eMMA following the

Quick Reference Guides (QRG). Please DO NOT hand deliver any replies to the facility.

C. What must be submitted.

1) The bid form with appropriate pricing.

2) A transmittal letter prepared on the Bidder’s business stationery MUST accompany the bid. The purpose of this letter is to transmit the bid and references; therefore, it should be brief. The letter shall be signed by an individual or corporate officer who is authorized to bind his firm to all statements, including services, material availability, timeliness and prices contained in the bid.

3) At least three (3) references that can attest to the Contractor’s experience in providing services for a similar business entity of this nature.

4) With the transmittal letter, each Contractor is to provide a list of all contracts with any entity of the State of Maryland that it is currently performing, or which have been completed within the last five (5) years. For each identified contract the Contractor is to provide:

1) The State contracting entity.

2) A brief description of the services/goods provided.

3) The dollar value of the contract.

4) The term of the contract.

5) The State employee contact person (name, title, telephone number and e-mail address).

6) Whether the contract was terminated before the end of the term specified in the original contract, including whether any available renewal option was not exercised.

5) Qualifications documentation that may be required, as set forth in RFB Section

2. Minimum Qualifications. Failure to submit the bid form or documentation as stated in Section 2 will result in the Contractor's offer being deemed ineligible for consideration.

6) Additional required attachments listed in Section 17.

7) Any Addendum posted after this solicitation with required signatures.

D. Inquiries Statement:

1) Written questions from prospective Bidders will be accepted by the Procurement

Officer and shall be submitted via eMMA to the Procurement Officer indicated in Section 3 of this document. Questions should be submitted no later than

August 24, 2026, by 12:00 p.m. Local Time, (Key Information Summary Sheet)

2) The Procurement Officer, based on the availability of time to research and communicate an answer, shall decide whether an answer can be given before the

Bid due date.

9. Award Determination

A. The Contract to result from this solicitation will be awarded to the Bidder submitting the

Most Favorable Bid Price (“Most favorable” is defined in COMAR 21.01.02.01.B. (57).

B. The Most Favorable Bid Price, will be determined by the “lowest responsive bid from a responsible bidder”.

10. Payment

The Contractor shall bill the Department on a monthly basis for the work performed the previous month. The total cost of work may not exceed $50,000.00 for the term of the contract.

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

1) Contractor name and address;

2) Remittance address;

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

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

5) Invoice date;

6) Invoice number;

7) State assigned Contract number;

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

9) Goods or services provided;

10) Amount due; and

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

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

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

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

Chief Financial Officer

Clifton T. Perkins Hospital Center

8450 Dorsey Run Rd.

Jessup, MD 20794

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

dlctphcfiscalservices_MDH@maryland.gov

11. Contractor’s Responsibilities Upon Award A. Man/Person-hours paid under this contract shall be only for productive hours at the job site. Time spent for idle time, breaks and lunch is not directly chargeable but is overhead and shall be included in the hourly rate bid for basic labor.

B. All parts and materials used by the contractor shall be billed to CTPHC at actual cost to the Contractor. No mark-up cost in addition to the cost to the Contractor will be accepted

C. Upon completion of the service, the Contractor must obtain signed verification from the contract monitor or designee that the service has been performed. All inspections shall be coordinated with the contract monitor or designee and any problems which require attention shall be reported to the contract monitor or designee.

D. Any failure by the Contractor to become acquainted with available information shall not relieve the Contractor from the responsibility for estimating properly the difficulty or cost of successfully performing the work. Clifton T. Perkins Hospital Center assumes no responsibility for any conclusions or interpretations made by the Contractor on the basis of the information made available by Clifton T. Perkins Hospital Center.

E. Travel time for service calls shall be the sole responsibility of the Contractor, and the

Contractor shall bear the cost as part of the Contractor’s base bid proposal.

12. Department Obligations

The department agrees to:

A. Provide guidance concerning contract activities, as needed;

B. Evaluation and acceptance when appropriate of deliverable

C. Review and approval for payment of invoices.

13. Small Business Reserve Requirements A. This is a Small Business Reserve Procurement for which award will be limited to certified small business Contractors. Only businesses that meet the statutory requirements set forth in State Finance and Procurement Article, §§14-501 —14-505, Annotated Code of Maryland, and that are certified by the Governor’s Office of Small, Minority &

Women Business Affairs (GOSBA) Small Business Reserve Program are eligible for award of a contract.

14. Insurance Requirements The Contractor shall maintain, at a minimum, the insurance coverages outlined below, or any minimum requirements established by law if higher, for the duration of the Contract:

A. Commercial General Liability - One million dollars ($1,000,000) combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury and three million dollars ($3,000,000) annual aggregate. The minimum limits required herein may be satisfied through any combination of primary and umbrella/excess liability policies.

B. Crime Insurance/Employee Theft Insurance - to cover employee theft with a minimum single loss limit of one million dollars ($1,000,000) per loss, and a minimum single mailto:dlctphcfiscalservices_MDH@maryland.gov loss retention not to exceed ten thousand dollars ($10,000), with the State of Maryland listed as a “loss payee.”

C. Worker’s Compensation - The Contractor shall maintain such insurance as necessary or as required under Workers’ Compensation Acts, the Longshore and Harbor Workers’

Compensation Act, and the Federal Employers’ Liability Act, to not be less than. one million dollars ($1,000,000) per occurrence (unless a state’s law requires a greater amount of coverage). Coverage must be valid in all states where work is performed.

D. The State shall be listed as an additional insured on the faces of the certificates associated with the coverages listed above, including umbrella policies, excluding

Workers’ Compensation Insurance and professional liability.

E. All insurance policies shall be endorsed to include a clause requiring the insurance carrier to provide the Procurement Officer, by certified mail, not less than 30 days’ advance notice of any non-renewal, cancellation, or expiration. The Contractor shall notify the

Procurement Officer in writing, if policies are canceled or not renewed within five (5) days of learning of such cancellation or nonrenewal. The Contractor shall provide evidence of replacement insurance coverage to the Procurement Officer at least 15 days prior to the expiration of the insurance policy then in effect.

F. Any insurance furnished as a condition of the Contract shall be issued by a company authorized to do business in the State.

G. The recommended awardee must provide current certificate(s) of insurance with the prescribed coverages, limits and requirements set forth in this section within five (5)

Business Days from the notice of the recommended award. During the period of performance for multi-year contracts, the Contractor shall provide certificates of insurance annually, or as otherwise directed by the Contract Monitor.

H. Subcontractor Insurance

The Contractor shall require any subcontractors to obtain and maintain comparable levels of coverage and shall provide the Contract Monitor with the same documentation as is required of the Contractor.

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

A. Employee Identification:

1) Contractor Personnel shall display his or her company ID badge in a visible location at all times while on State premises. Upon request of authorized State personnel, each Contractor Personnel shall provide additional photo identification.

2) Contractor Personnel shall cooperate with State site requirements, including but not limited to, being prepared to be escorted at all times, and providing information for State badge issuance.

3) Contractor shall remove any Contractor Personnel from working on the Contract where the State determines, in its sole discretion, that Contractor Personnel has not adhered to the Security requirements specified herein.

4) The State reserves the right to request that the Contractor submit proof of employment authorization of non-United States Citizens, prior to commencement of work under the Contract.

B. Persons with a criminal record may not perform services under the Contract unless prior written approval is obtained from the Contract Monitor. The Contract Monitor reserves the right to reject any individual based upon the results of the background check.

Decisions of the Contract Monitor as to acceptability of a candidate are final. The State reserves the right to refuse any individual Contractor Personnel to work on State premises, based upon certain specified criminal convictions, as specified by the State.

16. Verification of Registration and Tax Payment A. Before a business entity can do business in the State, it must be registered with the State

Department of Assessments and Taxation (SDAT). SDAT is located at State Office

Building, Room 803, 301 West Preston Street, Baltimore, Maryland 21201. For registration information, visit https://egov.maryland.gov/BusinessExpress/.

B. It is strongly recommended that any potential Bidder complete registration prior to the

Bid due date and time. The Bidder’s failure to complete registration with SDAT may disqualify an otherwise responsive successful Bidder from final consideration and recommendation for Contract award.

17. Attachments A. Exhibit A-Contractor Construction Guidelines

B. Exhibit B-1 Bid Form

C. Exhibit C-Small Procurement Contract (Example)

D. Exhibit D-Contractor Daily Report

E. Exhibit E-Acknowledgement of Confidentiality

F. Exhibit F-Contractor Safety Reference Sheet

G. Exhibit G-Outside Vendor Tool Inventor Form

H. State Links for Bid Attachments to Include:

Bid/Proposal Affidavit

Bidder/Offer Information Sheet

Conflict of Interest Affidavit

Reference Checks

List of Current or Prior State Contracts

Legal Action Summary

List of All Subcontractors

Non-Disclosure Agreement (Contractor)

HIPAA Business Associate Agreement

Contract Affidavit https://egov.maryland.gov/BusinessExpress/ 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-I.-Conflict-of-Interest-Affidavit.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-N.-Legal-Action-Summary.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-P.-Prime-Contractor-List-of-ALL-Subcontractors.xlsx https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-S.-Non-Disclosure-Agreement-Contractor.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-T.-HIPAA-Business-Associate-Agreement.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-U.-Contract-Affidavit.pdf