BPM059212 Dietary Equipment Maintenance RFB.pdf

Clifton T. Perkins Hospital Center

Request for Bids for

Dietary Equipment Maintenance Services

Solicitation #BPM059212

Issue Date: October 7, 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 Maintenance– Dietary Equipment Maintenance Service

Solicitation

Number:

BPM059212

RFB Issue Date: October 7, 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 BPM059212

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

No Bid Notice

Feedback Form

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

Pre-Bid

Conference:

No conference will be held.

Scheduled Site

Visit

Due to this being a secure psychiatric facility; to attend the site visit please contact the Procurement officer via Email no later than

October 20, 2026, by 2:00 pm. Fill out this form for attending a site visit instead of Pre-Bid Conference (disregard other details):

Attachment: Site Visit Response (fill in form)

Questions Due

Date and Time:

October 21, 2026, by 12:00 pm Local Time

Bid Due (Closing)

Date and Time:

November 4, 2026, 2:00 pm Local Time

Bidders are reminded that a completed Feedback Form is requested if a no-bid decision is made: No Bid/Proposal Notice mailto:Victoria.bell1@maryland.gov https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-1.-No-Bid_Proposal-Notice_Vendor-Feedback-Form-1-1.docx https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/11/Attachment-2.-Pre-Bid_-Pre-Proposal-Conference-Response-Form-v2.pdf 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

BPM059212 Dietary Equip Maint: Bid Opening

Thursday, November 5 · 9:00 – 9:30am

Time zone: America/New York

Google Meet joining info

Video call link: https://meet.google.com/ubv-sgao-aep

Or dial: 6270-448-(US) +1 262 PIN: 495 350 241#

More phone numbers: https://tel.meet/ubv-sgao-aep?pin=4957738134436

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 Fixed Unit Prices

Contract Duration: One 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/ubv-sgao-aep https://tel.meet/ubv-sgao-aep?pin=4957738134436

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. The facility is seeking a contractor to provide for equipment inspections and maintenance service to the dietary equipment in the facility main Dietary kitchens.

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 as HVACR 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 state-level HVACR (Heating, Ventilation, Air Conditioning, and

Refrigeration) licensing issued by the Maryland Department of Labor.

2) A copy of their state or county Business License where they perform business.

B. 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 performing the work 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 A. The Contractor shall perform the following services for the dietary equipment:

1) Perform regular inspections for wear, tear, leaks, or unusual vibrations.

2) Follow manufacturer preventive schedule for cleaning, lubricating, and replacing parts based on structured guidelines.

mailto:vbell1@maryland.gov

3) Ensure operators and maintenance staff are fully qualified and use correct safety gear.

4) Keep detailed logs of all repairs, part replacements, and inspection results to tract equipment maintenance performance.

5) Fix minor issues immediately upon notification, within 48 hours, to avoid major breakdowns or safety hazards.

6) Provide a Hospital Kitchen Preventative Maintenance Checklist available to the

Contract Monitor upon request.

7) Equipment list provided as attachment: Exhibit G-Dietary Equipment.

B. Refrigeration Equipment

1) Temperature Control: Verify internal temperatures remain at or below 41ºF

(temperatures above 41ºF are critical violations).

2) Calibrations: Test thermometers monthly using an ice bath and ensure they are clearly visible.

3) Airflow and Seals: Inspect evaporator fans for ice-free evaporation, check that drain lines are clear, and examine door gaskets for cracks or poor alignment.

C. Freezer Equipment

1) Temperature Control: Verify internal temperatures remain at or below 0ºF

(temperatures above 0ºF are critical violations).

2) Calibrations: Test thermometers monthly using an ice bath and ensure they are clearly visible.

3) Airflow and Seals: Inspect evaporator fans for ice-free evaporation, check that drain lines are clear, and examine door gaskets for cracks or poor alignment.

D. Cooking Appliances

1) Thermostat Accuracy: Test oven and range thermostats monthly to stay within an acceptable ±25ºF range.

2) Check all connections and calibration.

3) Burner Function: Inspection for optimal performance and adjustments.

4) Ovens: Inspections for heat distribution, air flow, adjustments and basic on-site repairs. Provide for deep cleaning of units on a scheduled basis.

5) Safety devices: Test fryer and griddle high-limit safety cutoffs to confirm they shut off properly under excess heat.

E. Sanitation and Warewashing

1) Dishwasher Metrics: Confirm high-temp washers reach at least 150ºF for washing and 180ºF for rinsing, or verify proper chemical sanitizer concentration

(e.g., 50-100 ppm chlorine or 200 ppm quat).

2) Mechanical Checks: Inspect spray arms for clogs, ensure they rotate freely, and check that drain screens and strainers are clean.

3) Perform deliming procedure on machine according to JC standards.

F. Ventilation and Fire Safety

1) Hoods and Filters: Inspect exhaust hoods and grease filters weekly; clean or replace them immediately when visibly saturated with grease.

2) Suppression systems: verify that fire suppression tags are current and that correct class-specific fire extinguishers are fully accessible.

G. Ice Machines

1) Inspect for wear and tear to maintain strict regulatory infection and control standards.

2) Perform quarterly cleaning of machines according to specification and JC standards.

H. The Contractor shall follow all regulatory requirements including the Joint Commission on Hospital Accreditation Standards, CMS Conditions of Participation, FDS Food Safety

Modernization Act, NSF/ANSI equipment standards, Maryland State Health department codes, and NFPA 96 for exhaust systems.

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) The Contract Monitor or their designee will document the Dietary Equipment

Inspections provided by the Contractor due every with each billing invoice.

The Inspection document shall outline the date of service, time of service, equipment that was service, and any issue that was discovered. If replacement or repairs were recommended at the time of service, it will be documented with actual receipts with no markup allowed. The Procurement Office must verify and approve any work outside of the contract.

6. Contract term

A. The contract resulting from this solicitation shall be for a period of one year, which shall commence upon the Notice to 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 November 4, 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:

i. The State contracting entity.

ii. A brief description of the services/goods provided.

iii. The dollar value of the contract.

iv. The term of the contract.

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

vi. 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 October 21, 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:

mailto:dlctphcfiscalservices_MDH@maryland.gov

A. Commercial General Liability – Five hundred thousand dollars ($500,000) combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury and one million, five hundred thousand dollars ($1,500,000) annual aggregate. The minimum limits required herein may be satisfied through any combination of primary and umbrella/excess liability policies.

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

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

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

Workers’ Compensation Insurance and professional liability.

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

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

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

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

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

G. Subcontractor Insurance

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

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- Acknowledgement of Confidentiality

E. Exhibit E- Contractor Safety Reference Sheet

F. Exhibit F- Outside Vendor Tool Inventory Form

G. Exhibit G- Dietary Equipment

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)

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-U.-Contract-Affidavit.pdf